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Park Board Minutes 1997 02-02-97 YORWILM PARKS & RECREATION PARK BOARD MINUTES Feb. 2, 1997 CALL TO ORDER: "T'lie meeting was called to order at 7:01 p.m. ROLL CALL: John Bradstreet, Dave Dockstader, Steve Bridge, Kathy Curtis, Chris Rollins. Staff- Sue Swithin, Scott Sleezer. Larry Kot, Art Prochaska. GUESTS: Jolm Schaefer, Jim Hissong, Heather Tripp, Sue Schnitz APPROVAL OF MINUTES: Steve motioned to approve the Jan. 5, 1993 minutes. - John. seconded. Motion passed. BEECHER BALL DIAMONDS: The agreement for Beecher ball diamonds was discussed with representatives from the School Dist. and Yorkville Baseball/Softball. John Schaefer, school rep. stated in the late Spring the fields are in very good shape. There needs to be a better system in the Summer and Fall. Also, the other groups need to agree to certain maintenance items. The school district will be notified as to their responsibilities. Heather Tripp,YBSA, will take agreement to the Board. Jim Hissong, who maintains the fields for YBSA understood and agreed with the maintenance of the fields. The groups suggested we put signs up regarding kids playing in the ball mix, and about "Baseball Play"and "Softball Play". Scott said he will cover the ball mix boxes, lie is to get prices. Chris Rollins said signs are a good idea, and will help enforce the rules for all organizations. "Please leave the fields the way you found It" Site is to send the maintenance agreement to Bob Evans, A.D. and Brian DeBolt. Site Schnitz mentioned gofer holes in the outfields. Scott said he fills them all the time, and is looking into ways to prevent them. Chris Rollins said in another community, he had experienced parents and kids walking the fields before play. APPROVAL OF BILLS: Chris Rollins asked for clarification on process of bills, and amounts pre-approved for Sue and Scott. The Board reviews the bills, and has refused or questioned payment of certain bills. Steve motioned to approve the bills- Dave D. seconded. Kathy C.-yes, Dave D.-yes, John-yes, Steve-yes. Chris- yes. Motion passed. Scott presented a adjusted bill for Yorkville Plumbing - bill will be given to council to be approved for the municipal account for Beecher Building. Sue explained that.Kim will not be able (due to software), to have checks or financial statements ready on the first Monday of the month. The Board agreed to meet on the second Monday of every month. DIRECTOR'S REPORT Sue asked for a transfer of$500.00 to checking account for basketball referees. Sue submitted a report on her two days at the IPRA conference. See attached. Sue stated that she has a good problem with Indoor Soccer, the gym is too small for the number of kids that signed up. Next year it will be moved, and maybe held on two nights and/or Saturdays. The"Music Under the Stars"committee met and said that almost all of the Friday nights were booked. The second and fourth Fridays from June to August will be used. More info. later. PARKS REPORT Scott is still waiting for response from Fox Hill. He is getting costs for repairing the play equipment to make it ADA. Scott said that a sledding hill is not possible at Fox Hill due to an entrance and slope. The Board still wants Scott to have Joe Wywrot help with this project. The Grasshopper mower is getting repaired,the main shaft and bearings. Steve made a motion to allow DeKane Equipment to repair not to exceed$650.00 - #70599 0070 Dave seconded. Chris-yes, John-yes, Kathy-yes, Steve-yes, Dave-yes. Motion passed. Scott presented a letter(see attached) from J.T. Johnson regarding the use of the `89 city truck Scott asked the Board again for the purchase of a truck, Steve said to include it in the 98-99 budget. The idea of leasing a truck was mentioned and Scott is to research this idea. The topic of a parks dept. was discussed again,the Board will work on structure, allowing for flexibility. PLANNING COMMISSION REPORT: None at this time. CITY LIAISON'S REPORT: Larry mentioned Sue's evaluation and asked if it is scheduled to be done. Larry reminded the Board that the city is thinking about using the land where the future basketball courts were to be constructed. OLD BUSINESS: Discussion about contract for vendors in the parks took place. The Board should be thinking about the number of vendors in certain parks in the future, and a permit attached to a contract. Also what goods should be sold. Sue will have copies of a sample contract by the next meeting. SCHOOL DIST. TRACK A letter from Dan Kramer did state that the city is not responsible for maintenance to the track,but they are for half of repairs to the parking lot West of the track. The question was mentioned if the Board still wants to give something towards the repairs to the track? Chris Rollins stated that it is the only track in town and maybe we want to keep the relationship open for the concern of the community. Chris would like to see a willingess to help contribute towards the maintenance. Dave mentioned that the community helped construct the track and some school money. It has to stay open for the community. Sue is to send a letter about the agreement to Dr. Engler, stating that they issue will be passed to the city council. Chris Rollins questioned the other agreements the city had with the School Dist. and recommended that they he reviewed and possibly combined in the near future. NI:W BUSINESS: Scott discussed the idea of using fill dirt to create a sledding hill in our parks where appropriate. Scott will bring back ideas and designs. The 1998-99 budget will be discussed at a special meeting Feb. 9th 7:00. Adjourned 9:55 p.m. Dave D. motioned, Chris Rollins - seconded. Motion passed. Respcctfully submitted, Site Swithin Next meeting Mar. 9, 1998 - Reminder, 2nd Monday of the month! Call if you can't attend!