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AD HOC City/School Minutes 2004 01-07-04 Page 1 of 4 UNITED CITY OF YORKVILLE APPROVED AD HOC CITY/SCHOOL COMMITTEE MEETING 6/2/04 WEDNESDAY,JANUARY 7,2004 CITY HALL CONFERENCE ROOM 5:30 P.M. In Attendance: Citv Parks Art Prochaska—Mayor Van Truman—Park Board Wanda Ohare—Alderwoman Heather Fiala—Park Board Tony Graff - City Administrator Laura Brown—Executive Director of Parks & Recreation Schools Dave Dockstader—School Board Bob Pilmer— School Board Robert Brenart—School Board Guest Tony Scott-Kendall County Record Newspaper MINUTES FOR APPROVAL: None CURRENT INTERGOVERNMENTAL AGREEMENT: Ms. Brown distributed some inter-governmental agreements on which Van Truman had done some research. Alderwoman Ohare inquired as to how a city of Yorkville's size fit into such an agreement with our city and school size. Ms. Brown stated that the main focus is to maximize resources to avoid duplication between the school and city. Ms. Ohare asked how the city could use the school facilities when they are in use ahnost continuously?There was much discussion on being able to use both services 24 hours a day/7 days a week. Mr. Dockstader stated that the high school is used 24/7, but the middle school may he available. It was noted by Ms. Brown that in the fall, the park district used school facilities 260 hours and the projected winter use is about 530 hours. Winter is the peak time of use due to basketball games. Gym classes are on the park district's grounds on a daily basis. The exchange of services also occurs with the Police Department. Two full time officers are at the school with a proposed 3`d officer at the middle school. They also appear at school-sponsored activities. It was also noted that the Beecher Center has its own agreement. The State deeded the Beecher property to the City at a cost of $1 for 100 years. Technically from the 20 yard line on the football field, is city property and the parking is shared. Page 2 of 4 Alderwoman Ohare asked if the purpose of this group was to make better use of facilities. Ms. Brown replied that the focus of this group was to prepare an inter-government agreement and set forward new directions on how best to work together. Five new parks are on the development schedule which will also serve the schools. The 2 bodies need to share the costs since they are both funded by taxpayer money. At 5:40 Mayor Prochaska joined the meeting. Ms. Brown summarized the previous discussions for him. Mr. Dockstader felt that the agreement should be for 2-3 years, not just 1 year, and then reviewed after 2 years as people and facilities change. By doing so,the whole process does not have to be redone each year. Then more long-term planning can be done on programs such as basketball etc. The Mayor will ask Chief Martin to provide police department costs within the school from August 26th through December 31, 2003. Mr. Dockstader noted there is a cost of $25/hour for electricity for the gym This cost was provided by the architects and is based on the cost per square foot and then averaged. It does not include janitorial service. Ms. Brown noted that for the same time period,the park district used 270 hours of service at a cost of about $7600. Mayor Prochaska asked about the current agreement in relation to the multi-year agreement-- where are some of the flaws or possible future issues. Ms. Brown stated that in the near future,the Park District will be entering into a 3 year agreement with Concord Homes and the park/school site will be ready for park development. There will be a combined acreage site— 7.4 acres for parks and 15 for schools (of which 12 are for the school). Ms.Brown stated there should be a dialogue at that time to avoid duplication of amenities and to strategically place the parks. Mr. Brenart also stated that these amenities should also be age appropriate. Mayor Prochaska added that care must be taken to accommodate both the school and park. In the past,parks were built last, but due to a change in the funding, the money is obtained up-front. Ms. Brown cited the example of Concord Homes, where the money has already been collected. Mayor Prochaska stated that most park facilities have the ability to accommodate several age ranges. The issue of schools changing grade levels was discussed. That issue may be answered in strategic facility planning which Mike Schoppe is working on with Dr. Engler. The Mayor noted that the continued cost of that study is $17,000. Dr. Engler will provide $4,800 and expects $12-13,000 from the City. The Mayor hopes to have a strategic plan to determine the locations of future schools at the end of that study. Page 3 of 4 Ms. Brown felt parking lots should be located between a proposed school and park, both should use the same landscaping and playground equipment should be placed in the middle of the properties so that both can use the equipment. She inquired as to schools and parks even sharing buildings, gyms, etc. Mr. Dockstader noted that due to the favorable bid climate in building the new school,they were able to extend the gym and acquire bleachers which is unusual for that grade level. Looking into the future, he noted that in the next 2 years, state funding will be some of the lowest ever. There is even a possibility of having to suspend some school programs. Ms. Brown stated that was a good reason to share 1) land use, 2)building use and 3)joint amenities such as maintenance/landscaping etc. Mr. Brenart stated he feels that the main thing is to cover costs and that there must be an agreement that all are comfortable with. The Mayor noted that most parks do not have large parking lots to which Ms. Brown replied that parking lots are only built for parks over 5 acres. Mr. Dockstader expressed a desire to see more green area. He also noted that a soccer field was a possibility for a future high school. He also reminded us that since schools are closed in the summer,they are not available for activities. Ms. Brown stated that other facilities such as private schools, churches and vacant buildings in Countryside Shopping Center have been used for some park activities. Mr. Brenart asked if there is a formula for figuring costs so that costs can be fair. According to Mr. Dockstader,the costs are not that different. He felt that a 3 year agreement should be written incorporating more guidelines for the school/park partnership. The agreement can be reviewed after 2 years. The current agreement expires in July. Dockstader also noted that a fieldhouse for the community could be a possibility. Ms. Fiala said that a study 2 years ago didn't show community interest at that time. Mayor Prochaska pointed out that we need to lay groundwork now for such facilities. According to Ms. Brown, the question of having a pool came up last year and that the Hoover site was considered. Mr. Dockstader then pointed out that we are short a gym right now as kids are practicing early in the morning. New people moving in have expressed an interest in soccer and swim teams according to Ms. Fiala. The Mayor stated that the City and schools will need to have dialogue about any future pool plans and again stated the strategic planning should help out with this question. Mr. Brenart explained that when the school reaches a certain student body size, the conference requires certain activities such as soccer, for example. Yorkville is currently the smallest school in the conference, but the school desired to stay in this conference to cut down travel expenses etc. Alderwoman Ohare stated that the City is looking at the long-term and the schools are looking short term due to funding. The Park Board is currently planning for major complexes such as a rec center, sports complex or fieldhouse. Page 4 of 4 Ms. Brown said that the park board took an aggressive stand with regionalizing fully accessible playgrounds for wheelchairs. Concrete pathways accessible for wheelchairs are being planned rather than transfer platforms for wheelchairs. In the long run this will save the school money as well. Ms. Ohare asked about land cash deals and the fact that a park could be built before a school. The Mayor stated that any park developed by the City can operate without a school, but there must be discussion between the city and schools to determine age- appropriate plans with proposed schools. The park district has been aggressive in plotting a bike path, according to Ms. Brown. They will work with schools and developers and make adjustments in the planning stages. Mayor Prochaska asked Ms. Brown to draft an agreement before the next meeting and send it to the board members to review prior to that meeting. He also requested that she include copies of other agreements for discussion. The next meeting will be Thursday, February 5 at 5:30pm Ms. Ohare left the meeting at 630 to attend another meeting. Mr. Truman asked if the formulas could be obtained as well. There was no additional business. The meeting adjourned at 6:36 pm. Minutes respectfully submitted by: Marlys Young, Minute Taker