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Park Board Minutes 1999 09-13-99 r' i YOBKVILLE PARKS air RECREATION PARS BOARD MINUTES Sept. 13, 1999 CALL TO ORDER: The meeting was called to order by John B. at 7:00 p.tm ROLL CALL: John Bradstreet, Lisa Scherer, Kathy Curtis. Staff- Sue Swithin, J.T. Johnson Absent-Alderman Tom Sowinski, Chris Rollins, Dave Cathey. GUESTS AND/OR CITY OFFICIALS: Mary Hoener with the Department of Conservation. Mayor Prochaska APPROVAL OF M] UTES: John B. motioned to approved the minutes from Aug. 23, 1999,with the correction under the topic of Marker- add: Marker contradicted himself; stating it was private. Kathy C. seconded. Motion passed. REVIEW OF BILLS: Lisa motioned to accept the bills as presented- Kathy C. seconded. Kathy C.yes,John B.yes, Lisa S. yes, Motion passed. PARK RENTAL The question of flowers being sold at the park by organizations was brought up for discussion. Our ordinance states that the vendor has to have an insurance policy. If is it a nonprofit organization for an activity they are covered under the city policy. Our policy states that rent needs to be collected, with insurance coverage if vending. Mayor Prochaska was at the meeting and added information on insurance at the parks,he will follow up on legal issues. Sue will revise the Gazebo rental policy to include hourly rental with deposit for groups just renting the park for activities,not sales. BOARD ACTION: Sue asked for a transfer of$500.00 to the Parks R account to pay the soccer referees. Jolm motioned,Lisa seconded. Kathy-yes,John-yes,Lisa-yes. Motion passed. Sue asked the Board to motion to accept the usage of a charge card for the department. There would be one card, one signature,with the option for the part time office personnel to sign. John B. motioned to approve the recreation department opening an VISA account from Castle Bank. It will have a credit limit of$3,000(in house)and$5,000 from VISA. The director wdl be the card holder, and the part time office personnel will be a"signer on the account. Lisa seconded. Kathy-yes, John-yes,Lisa-yes. Motion passed. Sue asked the Board to motion to accept as a merchant the availability to accept charge card transactions at the Recreation Department. The costs would be$260 to buy the electronic unit, and i of 3 . w e 2.0%fee of annual sales. Kathy C. stated that she thought it would be a nice feature for those who work John B. would like to see the cost of the system covered in revenue within the next quarter. This would allow for phone registration with payment, saving time within the office tracking payments. The bank will buy back the machine if not satisfied. John B. motioned, Kathy C. seconded. Motion passed. Sue asked for approval not to exceed$850.00(Beecher land cash- 72 00 8052 800)to purchase two soccer goals(19 ft.)to be installed at the south end of Beecher park. John B. moved Lisa seconded. Kathy C. -yes, Lisa-yes, John-yes. Motion passed. Sue asked for approval to purchase a sign for the Beecher Building to advertise the Park& Recreation Department Office. It would be the same design as the ones in all of the parks. Kathy C. made a motion to purchase the sign,not to exceed$550.00 land cash Beecher Park- Lisa S. seconded. John-yes, Lisa yes,Kathy-yes. Motion passed. HEARTLAND SUBDIVISION John B. made a recommendation given that Mr. Marker insists this is a private development,it is the best interest to take all cash for this development,unless he changes his`privacy"ruling,the Park Board accepts no open space. Discussion of land cash expenditures took place. Sue stated that she will be receiving memo's from Dan Kramer stating purchasing, and explaining`private open space". DIRECTOR'S REPORT: See attached. PARKS REPORT: No report PLANNING COMMISSION REPORT: No report CITY LIAISON'S REPORT: No report RIVERFRONT FOUNDATION UPDATE: Fence is up and will be painted green. OLD BUSINESS: The Lightning Warning Policy will be put on agenda for Jan. The people that have been asked have not agreed to take minutes for the meetings. John B. stated that he"gives up on Scott's Standardize Plan for.Parks-no cooperation and accountability", r John mentioned and the Board would like to know if there is going to be a"spot"for the Recreation Director in the new city building? The Board expects space for dept. head and it was granted previously and stated on plans? 2of3 w J NEW BUSMSS: Sue was commended for her outstanding performance on the soccer program. The organizer of the soccer program; Pete Zimmerman made a comment to Lisa about how well everything is going with the program TREE CrrY, USA: Mary explained what is needed to become a tree city. The requirements would be;having a committee;a tree ordinance;celebrate arbor day; $2 per capita on tree budget. Mary shared other ordinances from other towns with us and said we would need citizen involvement. Other towns that have are"tree cities';Plano,Plainfield, Oswego, Sugar Grove,Elburn. J.T. Johnson had a concern about whether the city could tax the citizens to pay for trimming and maintenance of old trees. He said the cost can get very high, and we should have something in place. Mary did say that we would have to determine a revenue source. Sue said Scott should talk with other districts and find out what they do. J.T. stated that some of the work is done through public works,but some of the work is done contractual John B. motioned to adjourn regular meeting, 9:05 p.m Respectfhk submitted, Lisa Scherer lSISS Next meeting Sept.27,1999 - Call by Friday morning if you can't attend-4357! 3of3