Park Board Minutes 1998 06-08-98 <<r YORKVILLE PARKS & RECREATION
PARK BOARD MINUTES
June 8, 1998
CALL TO ORDER
The meeting was called to order by Steve Bridge at 7:12 p.m.
ROLL CALL:
Steve Bridge, Kathy Curtis, John Bradstreet,Dave Dockstader.Absent- Chris Rollins.
Staff- Sue Swithin, Scott Sleezer,Larry Kot-Liaison.
APPROVAL OF MINUTES:
Steve motioned to approve the May 11, 1998 minutes. -John seconded. Motion passed.
APPROVAL OF BILLS:
John Bradstreet motioned to approve the bills as presented- Steve Bridge seconded-Kathy-yes,
Dave-yes, Steve-yes, John-yes. Motion passed.
GUESTS:
No guests.
DIRECTOR'S REPORT:
Sue explained the annual report of programs- see attached. Steve complimented Sue on a nice report.
Sue explained that when new recreation software is purchased and training takes place,the Board will
receive reports quarterly and more complete.
Sue asked for vacation time during Aug. 1 to Aug. 8th. Steve motioned. John seconded. Motion
approved.
Steve motioned to allow Sue to purchase hardware for Beecher doors,not to exceed$400.00. Dave
seconded-Kathy-yes,Dave-yes, John-yes, Steve-yes. Motion passed.
Sue asked the Board for cell phones for Scott and herself. The Board wants Sue to look into corporate
rates, $9.95 month., and check with the city and Tony to see what company they use. Sue will have costs
at the next meeting.
Sue had a request for the recreation department to assist with a Yorkville resident in a special day camp.
The Board will look into future money for requests in the budget. Meanwhile it was suggested that
community organizations could help the boy. Sue will notify.the local organizations.
PARKS REPORT:
Scott has for approval of$1,200 in mulch purchase for the summer. Steve motioned-Dave seconded.
John-yes, Steve-yes,Kathy-yes, Dave-yes. Motion passed.
Scott asked for approval to purchase three trees for Cobb park. Some of the trees there have died.
Steve motioned not to exceed$450.00 for trees(#70650-0070). John seconded- Kathy-yes, John-yes,
Steve-yes,Dave-yes. Motion passed.
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Scott asked for roofs and backs to be put on the electrical boxes at Town Square and Riverfront Park.
John motioned to allow Scott to spend$200.00 per park. Land cash will be used for each park,
Kathy-seconded. Steve-yes, John-yes,Dave-yes,Kathy-yes. Motion passed.
Scott said that Public Works will pay the portion to have 4 wheel drive on the new park truck. John had
specs for a truck from Westphal. see attached. Scott will have bids to open at next meeting.
Scott had True Green spray the infields for weeds. Dave stated that the weeds and grass were aloud to
grow in some of the infields.
Dave made a motion to spend$625.00 per sign and installation for the seven park locations- Riverfront,
Town Square, VanEmmon, Cobb, Prairie, Beecher, and Purcell. John-seconded. Steve-yes, John-yes,
Dave-yes, Kathy-yes. Motion passed.
RIVERFRONT RAILING
The Board discussed the idea about a railing along the North side of the park by the river. The Board
questioned if it was needed? The Board agrees at this point in time that a fence is not necessary, unless
legally.
MULCH PILE
Scott doesn't want a mulch pile by the Riverfront Park. John Bradstreet agrees- one question was how
are people loading it? Is there a better place for it? Debris is already there and needs to be removed.
The Board agrees that it should not be put there,maybe at the South Tower?
PLANNING COMMISSION REPORT:
Meeting in two weeks- Fox Hill Phase 3
CITY LIAISON'S REPORT:
Larry suggested that we add a Park&Recreation report to the city council meetings. Sue would make
sure the council has the minutes earlier, and Larry would make a summary report.
OLD BUSINESS:
Fox Hill Park Plan- Scott did not have the plan ready at this meeting. Table to next meeting.
NEW BUSINESS:
Riverfront Park Shelters:
Communication was very poor regarding this issue. Dave stated some of the Board members didn't
know about the shelters, and questioned why? Communication needs to improve between the Park
Board, City and the Riverfront Foundation. The Board approves the shelters,but questions who will
maintain the shelters, and where will the funds come from? It would be appreciated if the Riverfront
Foundation would report monthly,regarding construction and fundraising ideas, also a way of asking the
Board to get involved.
Wal Mart Grant Money:
Kim had asked the Park Board to return the money to the city for the construction of the Riverfront Park.
John questioned what the money would be used for? Steve stated that the money was a grant for the
Riverfront Foundation and it is out of our hands as to what they do with the money. Steve- motioned to
approve the check. Kathy-second. Kathy-yes, Steve-yes, John-no, Dave-yes. Motion passed.
NEW OFFICERS FOR 98-99
Dave motioned to accept John as President-Kathy seconded. Passed. John motioned to accept Chris as
secretary- Kathy seconded. Passed. John motioned to accept Kathy as Treasurer- Dave seconded.
Passed.
The council passed the revision of the Farmer's Market ordinance which allows the Director of
Recreation to direct the program, and set fees and times with the guidance of the Park Board.
DIRECTOR'S OFFICE LOCATION:
Sue created a letter stating issues regarding the location of the recreation department. She felt the
location is not ideal compared to current location. See attached. Dave Dockstader also mentioned the
fact of the location of the office that the city would use for recreation department. He stated how hard it
would be for citizens to register. Sue or someone would have to leave their desk to do this.
John stated that Sue's position is a department head. She should be allowed to have space to plan,
organize, etc... in a calm, quiet area. John mentioned the idea of two offices,people would register at
Beecher with a part time person in the mornings. Sue would work at the city office in the mornings, and
then transfer to the Beecher office in the afternoon. The Board recognized the fact that the need for the
parks and recreation is growing and we need to know how and when to make the change to keep up with
it.
Other questions that arose were networking, computer costs? Would the city pay the extra costs for new
computer and network software? The Board will continue to research options and table to next meeting.
Sue should the Board the quote for recreation software called"Rec Trac"from a company in Vermont.
Sue stated that she has had demo software to play with, and has called about 5 or 6 districts and
departments that are using the software,they spoke very highly of the program Sue said that Batavia is
thinking of purchasing the software, and we could save some travel money if we do this together. Sue
will call Batavia and see if they made a decision. Steve stated that Sue should check with the cities
Administrative Committee and discuss the best purchase to make as far as upgrades and computers.
VENDING IN THE PARKS:
The vending license agreement dated 5-30-98 was motioned by Dave to approve. John-seconded.
Passed. The document will go to council for final approval.
NEW VENDOR APPLICATION:
Sue said that a vendor as applied to sell at the Riverfront Park. The Board was asked to approve. The
Board stated that they have begun to set policy regarding vending and numbers in certain park locations.
Some criteria is as follows:
• Non- motorized structure
• Free standing- moved by hand
• Must compliment Park ambiance
• Two vendors per community park
The Board will create and finalize a policy at the next meeting.
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The approval of the vendor application did not pass, due to it being a motorized structure, and in the
(' opinion of the Board,not enhancing the ambiance of the park.
The tree at the Riverfront Park playground is dead and needs to be removed. The Board stated that
the tree needs to be removed in one month or the playground will be closed. Scott is handling this
matter.
The 1998-1999 goals and objectives for the recreation office are: increase numbers in current and new
programs by 20%;have registration software in place and employees trained;have survey forms for all
programs; end of program summary and report;revise pay structure for all part time recreation
employees;used school gyms whenever available for programs( combine with groups-YMCA, Chub 47
etc.);have office staff available answering phones during office hours.
The Board reviewed Sue's evaluation and agreed on goals&objectives for 1998-1999.
Adjourned 10:40 p.m.
Respectfully submitted,
Sue Swithin
Next meeting July 13, 1998 - Call by Friday morning if you can't attend!
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