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Park Board Minutes 2019 05-09-19APPROVED 7/11/19 Page 1 of 4 UNITED CITY OF YORKVILLE PARK BOARD MEETING Thursday, May 9, 2019 6:30pm Parks Maintenance Building, 185 Wolf St., Yorkville, IL Call to Order: The meeting was called to order at 6:30pm by Board President Deborah Horaz. Roll call was taken and a quorum was established. Roll Call: Dan Lane-present, Gene Wilberg-present, Amy Cesich-present, Sash Dumanovic-present, Deborah Horaz-present Absent: Rick DeVries President Horaz stated that Board member Mark Dilday has resigned from the Board. Introduction of Guests, City Officials and Staff: Director of Parks & Recreation Tim Evans, Superintendent of Parks Scott Sleezer, Superintendent of Recreation Shay Remus, Alderman Liaison Joel Frieders Public Comment: None Presentations: None Approval of Minutes: March 14, 2019 The minutes were approved as presented on a motion by Ms. Cesich and second by Mr. Dumanovic. Approved on voice vote. Bills Review: Bill List – April and May 2019 Mr. Evans said background checks were done for many baseball coaches, assistants and others in significant roles for baseball, with program fees covering the checks. He said the budget is on track and some items previously delayed, were now purchased as money was available. Mr. Lane questioned the $44,000 bill and Mr. Evans said it had already been paid and was for equipment that Parks personnel installed. Budget Report – February and March 2019 A budget amendment was made and $90,000 was transferred from the operating budget to the capital budget. It will allow staff to purchase three trucks as well as a boat launch to be installed for motorized boats and other watercraft. Ms. Cesich asked if the boat APPROVED 7/11/19 Page 2 of 4 launch created a liability since it was not part of a grant. Mr. Sleezer said it would actually make it safer and should encourage people to use the area. A sum of $20,000 is budgeted for the project and staff will build it themselves. Mr. Wilberg commented that the ADA ramp was well-designed. Mr. Evans predicted a deficit of $60,000 to $65,000 in the budget, even with the $90,000 transfer and because of hiring new employees. Overall he said it was a good budget year. Old Business: Grants Update The grants are done and staff is waiting for reimbursement for Bristol Bay. A meeting for Riverfront was held and an approval letter is expected in a couple weeks. A total of $800,000 is expected from the State which will go back into Land Cash since many expenses were pre-paid. For the grant process, Mr. Evans said staff lists all projects to be done and Mr. Sleezer added that they watch PUD's, triggers, etc., waiting until the developments are 50% built. New Business: Board Leadership Mr. Evans said that Ms. Horaz is planning on leaving the Park Board and he felt it was appropriate for new officer appointments. Ms. Horaz nominated Ms. Cesich for President with Mr. Wilberg seconding. Other positions included Mr. Lane for Vice- President, and Mr. Wilberg for Secretary. Mr. Lane moved to accept the leadership role nominations as presented and Mr. Wilberg seconded. Roll call: Wilberg-yes, Cesich-yes, Dumanovic-yes, Horaz-yes, Lane-yes. Carried 5-0. Youth Athletic League Policies Mr. Evans asked for discussion on youth policies to insure staff is meeting Board expectations. He said staff is there for the kids and there is zero tolerance for adults who act in less than a civil manner. Mr. Evans noted that parents sign forms of conduct at the beginning. He said there are 1,000 kids involved in games next Saturday which translates to many adults. The refs, coaches and others help monitor situations and relay any problems to staff. If staff receives complaints, the person involved is made aware and staff also replies to complaints or comments within 1-2 hours. Director Evans also said the YYSB employee they hired has helped the transition and parents relate to her. Alderman Frieders is encouraging people to send him positive comments to share with others. Director Evans thanked Alderman Frieders for his involvement for a smooth operation. Mr. Frieders asked if background checks can be made as the season continues and new volunteers come on board. In conclusion, a motion was made by Ms. Cesich and seconded by Mr. Dumanovic to approve the Youth Athletic Policies as presented. Roll call: Cesich-yes, Dumanovic-yes, Horaz-yes, Lane-yes, Wilberg-yes. Carried 5-0. APPROVED 7/11/19 Page 3 of 4 Grant Planning-Beecher Director Evans said all money available for Bristol Bay must be used in the next grant cycle and there is a window of only 30 days when the opportunity arises. He said the playground must be replaced next year and is already budgeted. He asked the Board for ideas on other desired amenities. Suggestions were a pickle ball court, walking path and spray park, which was noted as being very expensive and the water should be reclaimed. Since this is a regional park, it must go to the City Council for approval. Mr. Sleezer said receiving the grant is dependent on how the Parks Department scores. He said if staff can build the park, there will be a cost-savings. Mr. Sleezer said he hopes in the future, the city will consider purchasing a home on Rt. 47, whenever it might be for sale, which would allow access to Beecher and provide a parking lot which could also be shared with the school. The Board was agreeable to the amenities presented and Mr. Evans will meet with EEI. Quick action will be needed when the grants open and the Board may need to meet at an earlier date. Board member Cesich moved and member Wilberg seconded to confirm the consensus to move forward with the Beecher grant plan features. Roll call: Dumanovic-yes, Horaz-yes, Lane-yes, Wilberg-yes, Cesich-yes. Carried 5-0. Updated Preschool Manual Some changes are being made to the manual and Mr. Evans wanted to share the direction of the program. Ms. Remus said some parents refuse to get vaccinations for their children and attorney involvement is then required. She said some parents also do not pay their bills. In the case of financial hardships, a payment plan would be offered or the fees may be waived, but in both cases staff tries to work with them. A motion was made by Ms. Cesich to approve the pre-school manual as presented and Mr. Wilberg seconded. Roll call: Horaz-yes, Lane-yes, Wilberg-yes, Cesich-yes, Dumanovic-yes. Carried 5-0. Facility Planning Update Mr. Evans said there were not enough votes at City Council to pass the update and it was not approved. It is on hold now while the new Mayor takes office. Mr. Evans would like to revisit after Grande Reserve is approved. Parks Vehicle Purchase After brief comments, Ms. Cesich made a motion to approve the purchase of two Ford F-350 trucks and Mr. Dumanovic seconded the motion. The recommendation will go to City Council. Roll call: Wilberg-yes, Cesich-yes, Dumanovic-yes, Horaz-yes, Lane-yes. Carried 5-0. Alderman Frieders emphasized that public safety issues come first and noted the City Council is making a budget amendment to purchase new snowplowing trucks. Parks and Recreation Monthly Report: There are many special events coming up including Memorial Day and a golf outing with the school district. Parks staff met with the State regarding the island which is now closed due to dangerous conditions. Funds are reserved and a cost estimate will be made. The water must recede prior to any further action. APPROVED 7/11/19 Page 4 of 4 Ms. Remus said two baseball tournaments had to be canceled due to snow halfway through the game and the excessive rain has caused rescheduling of soccer and baseball games. Pre-school is in the last week and summer camps are starting. Staff is looking for sponsorships for specific events. Photos are placed on Facebook for the various activities and fliers with photos were also included in the water bills. She also said the summer catalogs have been distributed. Mr. Sleezer reported on volunteer groups and said the Christian school students mulched several areas, painted and did cleanups, etc. He said the gazebo roof needs repairs or shingles or the whole structure needs to be taken down. Board members commented that a gazebo looks nice in the Town Square Park and it should stay. They discussed the possible actions for the roof. Alderman Frieders asked about a fundraiser for the Park Department at the Law Office scheduled this weekend. Staff had no knowledge of this. He also said citizens inquire as to why the Town Square eternal flame is not lit. Staff said it belongs to the Legion and the gas cost for one year was about $5,000 which the Parks Department paid. The Board suggested they could switch to an LED light. Mr. Sleezer said the Town Square lights have been changed to more cost-effective LED's and they are exploring changing the lights to LED at Riverfront Park as well. Executive Session: none Additional Business: President Horaz thanked the Board and said it was a pleasure serving for 13 years. Alderman Frieders thanked President Horaz for a great job! Adjournment: There was no further business and the meeting adjourned at 8:02pm on a motion by Ms. Cesich. Unanimous voice vote. Respectfully transcribed by Marlys Young, Minute Taker