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Park Board Packet 2004 04-12-04 Yorkville Parks & Recreation Department Board Meeting Park And Recreation Administrative Offices RIVERFRONT BUILDING 301 E. HYDRAULIC STREET Yorkville, IL 60560 / 630.553.4341 AGENDA April 12, 2004 Call to Order: Roll Call: Chris Rollins, Dave Cathey, Ken Koch, Van Truman, Heather Fiala, Richard Korinek, Bob Pilmer, School District Liason, Alderman Paul James Introduction of Guests and/or City Officials, Staff: Park and Recreation Director—Laura Brown Superintendent of Recreation— Sue Swithin Public Comments: Approval of Minutes: March 22, 2004 Bills Review: Cash Analysis Bill List Reports: Directors Report Recreation Report Park Report Old Business: Town Meeting for the Proposed Development of Gilbert Park April 26, 2004 at 6:30 p.m. New Business: Volunteer Appreciation Day—May 1St 11:00—3:00 at Riverfront Park City Golf Outing—May 7th at Blackberry Creek Golf Course Executive Session: To discuss the purchase or lease of real property for the use of the public body Additional Business: Adjournment YORK VI LLE ti WIt PARKS d RECREATION Yorkville Parks&Recreation Dept. 908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail:vorkrecdep@aol.com Memo To: Park Board Members From: Barb Date: 4/7/04 Cc: file, Recreation Staff Re: FYI -April 12 meeting All bills list information will be passed out Monday night at the meeting. Thanks, 614-A-'4' H Barb 1 Yorkville Parks&Recreation Department Board Meeting March 22,2004 DRAFT MINUTES Call to Order- President Rollins called the meeting to order at 6:58 p.m. Roll Call- Chris Rollins,Dave Cathey,Ken Koch,Heather Fiala,Richard Korinek,Bob Pilmer Absent: Van Truman,Alderman Paul James Guests/City Officials/Staff- Laura Brown,Executive Director Scott Sleezer,Parks Foreman Mike Schoppe, Schoppe Design Public Comment- None Approval of Minutes- Minutes of the March 8, 2004 regular meeting were unanimously approved, following a motion by Korinek.Koch Seconded the motion. Bills Review- Following the Board's review, Korinek moved for approval to pay the current bills as submitted. Koch seconded.A roll-call vote was taken:Rollins,yes;Cathey,yes;Koch,yes;Fiala,yes; Korinek,yes;Pilmer,no. Payment was approved. Old Business- Brown reported that staff are working on the concession stand, and have targeted opening by May 1. Swithin is meeting with food vendors and working on menus. She will meet with the Health Department on Wednesday. Job announcements and postings are out.Copies of the job descriptions are in the board packet. New Business- Bids were opened on March 12 for development of County Hills Park. Brown reported that five bids were received. The Board discussed the bids and Pilmer made a motion to recommend to the City that Reil Construction be awarded the contract, including alternates, lights and the sand digger.Cathey seconded the motion.A roll-call vote was taken:Rollins,yes;Cathey,yes;Koch, yes;Fiala,yes;Korinek,no;Pilmer,yes.Motion was approved. Mayor Prochaska arrived at 7:10 p.m. Brown reported results of the bidding for construction and installation of the Riverfront shelter. Bids were received from seven contractors, and were opened on March 12.Following discussion, Fiala made a motion to recommend to City Council that the bid be awarded to Green-up Landscaping,of Plainfield, in the amount of$44,150,with installation by Mark O'Malley in the amount of$7,850,for a total project cost of$52,000. Pilmer seconded the motion.Approval was unanimous,following a roll-call vote. Rollins commended Brown and Sleezer for their work in the process for these two projects. New Development- Schoppe briefly reviewed the plan for Rob Roy Falls,pointing out that further discussion between the Board and the developer is needed.Brown shared comments and concerns with the plan, and will schedule a review with the developer, prior to the concept review with Plan Commission in April. Reports- Brown reported that Sleezer and his staff have prepared a division maintenance manual for parks staff.Sleezer explained that the manual contains four focus areas,and will be given to all seasonal,part-time and full-time staff. Additional Business- The Board and Mayor discussed the possibility of an Exemplary Employee Award. The Mayor said he discussed the idea with the city attorney,who suggested that such a policy would require City Council approval and would have to be implemented city wide.Following discussion, Cathey made a motion that the draft go to City Council.Rollins stated the Board's recommendation that City Council adopt a policy to recognize exemplary employees,that the Park Board is in favor of establishing an Exemplary Employee Award Fund,that they have a draft procedure for implementing the program in the Park s and Rec Department, and would like to see it implemented throughout the City.Approval of the motion was unanimous. Correspondence- Rollins reviewed miscellaneous correspondence with the Board.He suggested board members Write to representative Pat Lindner addressing the importance of OSLAD funding and their concern with the Governor's elimination of funding for this program. Brown discussed the shelter/gazebo rental policy,and the whole-park rental issue. She will prepare draft language for addition to the policy for review at the next park board meeting. Mayor Prochaska announced that he attended the Summit for Tourism in State Parks. He announced that the Governor is cutting this budget item substantially. The Mayor said the City Council will prepare a resolution addressing this matter,and asked for Board support. Prochaska announced that Sue Voss will address City Council on possibilities for cultural arts in the park, and suggested that board members try to attend to hear her presentation. Fiala asked for board support in soliciting donations for the golf outing auction. The meeting adjourned at 8:44 p.m. following a motion by Koch, seconded by Fiala. Judy Rice,Recording Secretary Next meeting March 29,2004,7 p.m.at the Hydraulic Dr.Administrative Office. 3 111 YORKVILLE ASL PARKS&REcREAnoN Yorkville Parks&Recreation Department 908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: yorkrecdepaaol.com Administrative Office 301 E Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347 Memo To: Park Board From: Laura J Brown, Executive Director Date: April 5, 2004 Re: DIRECTORS REPORT Concession Stand Sue and Scott did a wonderful job coordinating the construction and the preparation for the operations of the new concession stand. We have learn a lot and feel very prepared for the opening of the concession stand on May 3rd This is fully functional concession stand with refreshments including;Pizza, Pop, bottled water, barbequed hamburgers and hotdogs, popcorn, candy bars, ice cream, nachos and more In addition the Park and Public Works staff did an amazing job with the overall construction of the building with the assistance from Martin Plumbing, Vern Henne Construction and Electric, Richard Marker and Associates and Chadd and Robin Green. Land Acquisition The attorney and Director are working on finalizing the acquisition for West Hydraulic Greenway and the proposed property at Adrian and Washington Street. Seasonal Parks Staff The season parks staff have been hired. We have hired seven positions with staggered starts between April 5th and July1st depending on school schedules. Parks,Shelter and Gazebo Reservation Policy Parks, Shelter and Gazebo reservation Policy was presented to City Council. After discussion the City Council recommended some word changes in regards to the"exclusive"rental of parks. The concerns expressed included additional language to make sure the parks were not closed off from the general public during rental times and prevented the general public from walking through the parks. The Director was instructed to meet with the City Attorney and modify some language and bring it back to Council for final approval in April. Riverfront Festival Plans for the Riverfront Festival are underway. This year's festival will be held at Beecher Park because of the YBSD construction along Hydraulic Street for the sewer improvements. The dates for this years' event is September 3rd, 4th and 5d'. Staff will be very involved in the planning of this year's event. y Summer Brochure Sue and Becky have been finalizing the programs for the Summer Program Guide. Some New program highlights includes; an overnight canoe trip for teens, a trip to a Kan County Cougars Game, the return of the Adult co-ed Softball League,the Music Under the Stars and Movies in the Park. This year the Movies in the Park will be relocated to Beecher Park to accommodate more residents. City Council Action Items Staff are waiting for final approval on the following items for Park and Recreation: Riverfront Shelter Bid, Country Hills Park Bid, approval to proceed for the RFP for the blacktop for the walkway for Beecher Park and the approval of the approval of the Park, Shelter and Gazebo reservation policy. c Parks Department Report March 2004 Monthly Accomplishments • Completed picnic table rehab. • Completed trash can rehab. • Finished construction of Beecher concession stand. Public Works • Assisted street department with salting. • Received assistance from the engineering department with the concession stand drive RFP. Athletic Field Division • Started rehab of Hoover ball field. • Started spring field maintenance. • Inventory and inspect playing equipment and order replacements. • Zac Bonesz attended a ball field infield maintenance seminar. Playground Division • Started annual playground equipment safety inspections. • Installed safety mulch to Cobb, Purcell, Riverfront and Fox Hill playgrounds to keep the mulch at safe levels. 240 cubic yards of mulch. Turf Division • Preformed annual startup service maintenance and inspection for mowing equipment. Administration • Interview and hire seasonal help. • Completed parks department divisional break down and employee handbook. • Working with Laura to implement DOT policy. • Assist Laura with the working, capital and the land cash budgets. • Order materials and supplies for crews. • Code bills and invoices to correct line items. Upcoming Projects • Park beautification starts. • Turf division spring maintenance. `7 YORkvILLE Al - PARKS&REcREATTCM Yorkville Parks&Recreation Department 908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: yorkrecdep(a�aol.com Administrative Office 301 E Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347 Memo To: Art Prochaska, Mayor From: Laura J. Brown, Executive Director Date: April 5, 2004 Cc: Park Board Re: Sponsorships Per the department meeting on April 2, 2004 you requested that we notify you of any sponsorships that we pay for. In Park and Recreation Department budgets for one sponsorship per year with the Yorkville School District Sports boosters. This is a$500.00 sponsorship which includes A one year sponsorship and ads in all sports booster programs and publications and covers all sports. Park and Recreation receives sponsorship and financial contributions for the following programs and items from businesses and residents; • City wide golf outing • Music Under the Stars • Movies in the Park • Seasonal Program Guide • Soccer Program • Concession Stand • Scholarship/financial aid program for residents • Park and tree donation sponsorships • Basketball court sponsorship 1 Dr C' y . o United City of Yorkville Memorandum 800 Game Farm Road EST14 „.. °x 1836 Yorkville, Illinois, 60560 Telephone: 630-553-4350 0 of Fax: 630-553-7575 Ay::. 20 ti,jz.CE ‘,,s>,. Date: March 23, 2004 A,fi1/4-7,,, To: Kim King - Accounting Clerk From: Traci Pleckham - Finance Director CC: Laura Brown - Executive Director of Parks & Recreation Subject: Park Board Meeting 3-22-04 At last night's Park Board meeting, Park Board member Rich Korinek questioned why the AP checks missing/out of sequence. Upon review today, the following check numbers were not included: 200651 200652 200654 200657 200659 200661 200662 600665 200671 200675 Checks should be cut in sequence. If they are voided, there needs be a way to inform the Park Board that this is the case (through the bill list process). This process needs to be implemented for all Bill Lists. (MSI could have capabilities to do this.) Please let me know the status of these check numbers & what process you would like to implement going forward. See me if you have any questions. { Memorandum To: Traci Pleckham—Finance Director/Budget Officer ` CC: Laura Brown—Executive Director of Parks &Recreation From: Kim King Date: 3/23/2004 Re: Park Board Meeting 3/22/04 All the listed checks in your memo were voided because they needed to be paid by Land Cash or Municipal Building money. These checks were printed in sequence but because no decision has made on whether to physically give the Recreation and Parks the Land Cash money from the City Account, all checks being paid by monies other than Park/Rec money must be voided on the Parks Checks and manually typed on City checks. Please see attached copies of all checks generated for the 3/22/04 meeting. From now on, I will send a copy of all checks to Barb for their meetings. /0 ..cs.° ciry (---_____ . g o United City of Yorkville Memorandum , 800 Game Farm Road EST. • - 1831836 Yorkville, Illinois, 60560 Telephone: 630-553-4350 O i.,[-. Fax: 630-553-7575 Kendall Canty `* �j<<E Date: March 23, 2004 ''\' j' ' .� To: Kim King - Accounting Clerk From: Traci Pleckham - Finance Director CC: Laura Brown - Executive Director of Parks & Recreation Subject: Park Board Meeting 3-22-04 At last night's Park Board meeting, Park Board member Rich Korinek questioned why the AP checks missing/out of sequence. Upon review today, the following check numbers were not included: 200651 " Z.f1l/Lib S/1- 200652 11 200654 " q 200657- F-iu.ai . 3Lc . 200659 ' 'i 200661 ` z [-/+70C.54 200662 LAID C'. s H 600665 isft b s11 200671 " 'I 200675 it I) Checks should be cut in sequence. If they are voided, there needs be a way to inform the Park Board that this is the case (through the bill list process). This process needs to be implemented for all Bill Lists. (MSI could have capabilities to do this.) Please let me know the status of these check numbers & what process you would like to implement going forward. See me if you have any questions. I ( YORKVILLE RECREATION DEPARTMENT Superintendent's Monthly Report-Regular Park Board Meeting April 12,2004-Meeting Month of March - 2004 Highlights and Summary: • Spring classes are under way with most classes running. We are finding that we are offering two many choices in the same areas, so next quarter and next spring we will adjust as needed • We will continue to offer a wide variety of sports,fine arts, instructional, and crafts for all ages. The computer classes have been a great success with the adult and seniors,I will offer those again next fall and winter. • I have been busy working with individuals who are helping me with the set up of the Concession Stand The electric is almost complete, the plumbing should be done by next week the facility will be cleaned next week to allow for the equipment to be delivered We have chosen Gold Metal to supply the food and paper product, and we have chosen Pepsi to supply the beverage product. We will be addressing a three-year agreement with Pepsi allowing us rebates for cash at the end of each season. We would then sell exclusive Pepsi products. All vending machines at park facilities would be included in the gross sales. • I have interviewed applicants for the manager position and at this time hired someone to start ASAP. Her duties will be to finalize the menu,prices, ordering procedures, installation of equipment, hiring and scheduling cashiers and inventorying product to prepare for the opening. I will assist her with everything, and oversee operations. • The summer programs and special events are scheduled and the Summer Catalog will be out the first week in May. Becky has done a great job `jumping in"and continuing with the daily schedule and assisting in many other areas. She has done a nice job recruiting former and new instructors for the summer. She has also created many new activities that I hope the community will like! The Board is welcome at any time to volunteer to be a guest helper, bring your fishin' pole! Partnerships: • Current partnerships;Yorkville School Dist. 115,Gold Star Academy of Dance,Oswegoland Park District-Senior Trips, Kendall County Outdoor Education Center,YYBSA,Harold Oliver,Countryside Center(Old True Value—Dog Training). Classes: Month of March Activities: • Men's Basketball,Youth Basketball,Open Gym,Lil'Kick Soccer,Sports Time for Tykes,Horse Riding Lessons,Puppy Class,Dog Class, Activity Club,Karate,Moovin—Groovin,Crafty Kids,Kids Night Out,Tumbling,Dance Classes,Tai Chi,Yoga,Pilates,Home Improvement Classes,DDR,and Combat Club. As of 4/01/04 Different Types of Activities-35 (different curriculum) • Sections -94 Enrollment— 339 Spec.Event Enroll.—NA Cancellations- 30% Ran/Run—50%Pending—20% Rentals: PAID rentals in March • Perkins $400.00 2 rentals • Austin $630.00 8 rentals Maintenance: Beecher Community Building: • Parks Dept.installed a cabinet and counter top in Perkins. • The concession stand is almost completed. Tentative opening date is May 10th or sooner! Riverfront Administration Building: • None 1 Upcoming Projects and Events: • City Golf Outing -May 7,2004 11:30 am Shot Gun Start • Bike Derby — May 15. Saturday • First Music Under The Stars Concert—June 1 —Fast Eddie and the Corvettes Respectfully submitted, Sue Swithin sswithin@aol.com 2 Becky Scheberl End of Month Report March 2004 Program Highlights Our winter programs came to a close, while Spring has begun. The Winter Basketball league has come to a successful finish. Over 120 total participants competed in this year's basketball program. We received many positive surveys, and look forward to another competitive season next year. Over 20 Kids from Activity Club enjoyed their monthly outing to the Fox Valley YMCA where they spent the day swimming. Their next outing will include a trip to the Fun Center in Sugar Grove. In the first few weeks of our Spring programs our participants have enjoyed such programs as Crafty Kids, Moovin and Groovin, Kids Night Out, Tumbling, Lil' Soccer, Sports Time for Tykes, and Fun with Eggs and Bunnies. - Class Offerings for Spring 2004 as of April 5th -total sections: 94 -activities: 35 -section cancellations: 23 -classes filled: 6 -waiting list: 2 -injury report: 1 Survey Summary We have incorporated an incentive plan to increase the number of surveys administered at the end of each class. So far the incentive is working well as we received over 24 program surveys for various programs. The results of the surveys included many excellent in the areas of class organization, knowledge or instructors, day and time of the class, and many would enroll in the class again. Some suggestions for future programs included: more classes on Monday, Wednesday, and Fridays, dance or ballet for children, and infant swimming classes. Over 25 people completed the survey, which was distributed at the end of the basketball season. Again we received many excellent in the areas of coaching, program organization, and dates and times of the program. Many individuals wrote extra comments and some included "This was a great experience for my two girls. They really leaned a lot and had fun!" Another wrote: "Overall is as a very enjoyable experience, and the kids really seemed to have a good time playing, and wanted to be out there. I know I looked forward to the games on Saturday!" and finally another commented "I liked the program better than the YMCA." Of course we had a few concerns regarding officials, and coaches, which will be addressed before next season. To wrap up the basketball season we also help and end of the season coaches meeting. Prior to the meeting I sent out a survey to the coaches to determine the changes we might need to consider for the program next season. We had 8 coaches attend the meeting, and a full report from the meeting will be included in the next board report. Instructor Evaluations No evaluations were completed this period. Scholarships/Grants 1 grant approved for one family at $11.00. Overall Spring programs are off to a great start, with many toddler and pre-school programs at their maximums. With Safety Town and the Bike Derby upcoming it will be a few busy couple of months.