AD HOC City/School Minutes 2004 02-05-04 Page 1 of 3
UNITED CITY OF YORKVILLE APPROVED
AD HOC CITY/SCHOOL COMMITTEE MEETING 6/2/04
THURSDAY, FEBRUARY 5, 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
Paul James - Alderman
Schools
Dave Dockstader—School Board
Bob Pilmer— School Board
Robert Brenart—School Board
Guest
Tony Scott-Kendall County Record Newspaper
MINUTES FOR APPROVAL:
Minutes from 11-13-03, 12-4-03 and 1-7-04 on agenda- were not discussed.
REVIEW DRAFT OF PROPOSED AMENDMENT TO INTER-
GOVERNMENTAL AGREEMENT
The revised inter-governmental agreement was presented and discussed. It was noted
that the agreement would be for 3 years. Language was included regarding:
• planning for future park sites
• joint standards for development
• combined schoollpark sites
• athletic fields,
• design standards
• financial obligations
It was noted that 5 new park sites are coming on board soon and both the schools and
park would discuss future plans. A concept drawing could be done for a school site and
then discussions would take place to decide what amenities could be developed for
mutual use. Mr. Dockstader suggested school architects could provide a preliminary
drawing to show how a school would be positioned on a property and show the setbacks.
It was also noted that any plan would require the vote of the school board as well.
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Dr. Brenart asked if it was wise to lock in plans for land use. Mayor Prochaska stated it
would be better to incorporate the following language: "when possible" or"when
feasible". He also suggested that for specific uses or shared assets, such as a fieldhouse,
an agreement would be a good idea. Mr. Pilmer suggested "recommendations" should
be made by both parties for specific use items.
Alderman James asked if we needed to address cash options. According to the Mayor,
that is covered under ordinances.
The current agreement expires July 28, 2004. It was suggested the new agreement
should begin July or August to coincide with school programs. Dr. Brenart cautioned
that a new agreement should not be started in the middle of a school program It was
further suggested that the agreement should be started with the fiscal year. Mr.
Dockstader felt that future agreements should be renewed 6 months prior to expiration.
Discussion began regarding handling operating costs. Ms. Brown stated that services
should be reciprocal, but asked if operational costs would be a wash or would there be a
charge-back. If the charges exceed the present agreement,there should be a method to
cover fees, above and beyond the agreement. Mr. Graff noted that a fee sheet be used
and analyzed at the end of the year to determine the dollar difference. This would also be
beneficial for budgeting for the coming year since it is taxpayer money.
Ms. Brown asked if the estimate of costs from the architects (cost sheet included in the
agenda package) is based on a fully operational school. Dr. Brenart stated that the cost of
$22/hour was primarily based on gym use. It is strictly the gas, heat, etc. to maintain the
facility and no janitorial costs were included. He also noted that he thought the cost was
$22/hour for each group who might use the building on a given night. Mr. James asked
what the normal operation costs would be. Dr.Brenart stated that 1 hour after school, the
temperature is turned down 10° in the winter. Mr. Pilmer then asked if Mr. Miller could
figure the costs for night use. Further clarification of the costs is needed and will be
obtained from Mark Miller.
Currently, the park district is not allowed to use the high school gym and Ms. Brown
wondered if that was factored into the costs of the park district using school facilities.
The Park District budgeted 1018 hours at$22/hour= $22,407. She compared that with
traded police officer services at $24,000. Mr. Dockstader suggested that maybe the 2
groups should look at making adjustments at the end of the year, for a 10% or more
difference. Mayor Prochaska stated that an acceptable range would be needed for that
year-end review.
Dr. Brenart stated that if there are extraordinary costs incurred, then discussion should
occur, but the idea is to not exchange dollars. Ms. Ohare questioned if maintenance fees
would be a"wash" also. After further discussion, it was decided that anything over 20%
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in traded services, would be examined. The agreement states that each group would
evaluate services annually to determine if they are within the parameters. Ms. Brown
suggested the cost sheet be added to the agreement as an exhibit so that future board
members could understand the costs calculation method. While the costs will be
examined once a year, there will not be retroactive issues. Each group's attorneys will
be reviewing the document. Ms. Ohare suggested that the agreement should contain
language stating the purpose is not to exchange funds.
There was some additional discussion regarding new school sites and traffic studies. Mr.
Graff stated that a traffic study will be done on Game Farm Road related to the library
expansion. In the past,there had been indications that grant money would be available
for Game Farm Road improvement, though that has not happened yet.
Ms. Obare pointed out that the proposed inter-governmental agreement provides for the
use of city facilities by the schools, but not vice versa. Ms. Brown will add language to
allow the reciprocal use. A reviseddraft will be completed so that attorneys on both
sides can review be fore the next ad hoc meeting. It was decided that a tentative date of
March 18th would be set for the next meeting.
ADDITIONAL US ES
o
No additional business.
Meeting adjourned at 6:25pm
Minutes respectfirlly submitted by:
Marlys Young, Minute Taker