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Park Board Minutes 2019 07-11-19APPROVED 9/12/19 Page 1 of 5 UNITED CITY OF YORKVILLE PARK BOARD MEETING Thursday, July 11, 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 Amy Cesich. Roll call was taken and a quorum was established. Roll Call: Amy Cesich-yes, Kelly Diederich-yes, Sash Dumanovic-yes, Rusty Hyett-yes, Gene Wilberg-yes Absent: Dan Lane Introduction of Guests, City Officials and Staff: Mayor John Purcell (arr. 6:41pm), Director of Parks & Recreation Tim Evans, Superintendent of Recreation Shay Remus, Superintendent of Parks Scott Sleezer, Deborah Horaz-outgoing Board member, Mr. T. J. Hodges-Grandma Rosie's Public Comment: None Presentations: Board Member Recognition (out of sequence) The Board and staff recognized Ms. Horaz for 13 years of service on the Park Board as a Board member and President. She was presented with flowers and other items in appreciation and will also be recognized at the City Council meeting on July 23. Introduction of New Board Members (out of sequence) Two new Board members were welcomed: Ms. Kelly Diederich and Mr. Rusty Hyett who both shared some of their backgrounds. President Cesich thanked each for volunteering to serve on the Board. Meeting Procedures Ms. Cesich asked to have this item placed on the agenda and said she would like to institute a few changes in meeting procedures. When a discussion is held, she will ask for a motion and announce what the motion is. She asked for Board members to state “so moved” and “second” which will be followed by a roll call vote. Approval of Minutes: May 9, 2019 President Cesich asked for a motion to approve the minutes. So moved by Mr. Wilberg and seconded by Mr. Dumanovic. She asked Board members to ask for any changes they believe are warranted. Roll call: Diederich-yes, Dumanovic-yes, Hyett-yes, Wilberg-yes, Cesich-yes. Carried 5-0. APPROVED 9/12/19 Page 2 of 5 Bills Review: Bill List – June and July 2019 Going forward, only one detailed bill list will be printed for the meeting to save paper. The bills will have been paid by the time the Park Board meets, so the list is only for review. Since the packets are distributed on-line prior to the meeting, questions can be forwarded to Mr. Evans prior to the meeting or brought to the meeting. Mr. Evans noted that the Park Board budget is from FY May 1 through April of the following year. Mr. Evans said most of the bills are related to baseball uniforms, equipment, etc. Other big expenses included bands for city events and for alcohol (which must be paid upon delivery). Mr. Hyett noted that the baseball uniforms were about $6,000 to $8,000 cheaper than usual and Mr. Evans said it was because the uniforms were put out to bid. In September he will give an overview of the baseball leagues. President Cesich also pointed out the Bill Summary provides a broad view of the bills. The one-page “Statement of Revenue & Expenses” refers to only Parks bills, said Mr. Evans. Budget Report – April and May 2019 Director Evans gave some details of the recent budgeting for the baseball operation and the resulting purchase of two vehicles for Parks, a new employee (paid for by baseball) and a boat launch. He also receives an internal report each month and he, Mr. Sleezer and Ms. Remus compare the figures with prior year for budgeting purposes. President Cesich said staff did a great job with the baseball! New Business: (out of sequence) Vendor in the Park Policy Request Mr. Evans introduced Mr. Hodges who has a restaurant in Plano and a portable soft serve ice cream trailer which he takes to local festivals and events. Mr. Hodges would like to bring his trailer to Riverfront Park during the week, but he said the Park Board policy prevents him from doing so since there is already an ice cream business at the park. He asked if the policy could be changed. Mr. Evans gave the history behind this policy. In 2011 there were 3 city-owned buildings by the river not being used, one of which later became Foxy's Ice Cream. The vendor policy was revised at that time for all parks, to not allow competing businesses when concession stands were open. The same thought process was applied to the 3 Riverfront Park buildings since they are an 'arm' of the city and thus, outside vendors are not allowed. Competing businesses are allowed during festivals. Staff noted that other parks have been offered to Mr. Hodges, however, he declined. President Cesich said that the policy protects against duplicate items being sold. Ms. Diederich added that the Park Board has a vested interest in whatever business is at the park since that business is leasing the Parks building. Mr. Wilberg observed that it's no different from the bait shop already located at Silver Springs Park. Board member Dumanovic said he would favor a provisional approach if there was any policy change made. He said waiting in long lines for vendors should also be considered. After much discussion, President Cesich entertained a motion to remove the policy language “no duplicate items will be allowed to be sold as the business at 131 E. APPROVED 9/12/19 Page 3 of 5 Hydraulic or 301 E. Hydraulic...”. So moved by Mr. Wilberg and seconded by Mr. Dumanovic. Ms. Cesich clarified the motion. Roll call: Hyett-no, Wilberg-no, Cesich-no, Diederich-no, Dumanovic-no. Motion failed 5-0. Additional language for the policy was requested by Mr. Evans which would say that no equipment is allowed overnight at the city parks except during special events. President Cesich entertained a motion to add language to the Park Board policy that all mobile vendors must remove all equipment when the park closes at night except for special events. So moved by Mr. Wilberg and seconded by Ms. Diederich. Roll call: Hyett-yes, Wilberg-yes, Cesich-yes, Diederich-yes, Dumanovic-yes. Carried 5-0. Old Business: (out of sequence) Grants Update Mr. Evans reported the Bristol Bay grant is done and he listed the amenities there. Riverfront work is also done, the bill submitted and he expects the reimbursement by year end. New Business: (continued) Beecher Park Grant Proposal When the state budget was passed, a grant cycle opened which deadlines August 19th. Staff is looking for a Board recommendation to move to the City Council. Mr. Evans discussed some amenities that residents have requested and Mr. Hyett suggested additional batting cages. The Board discussed Beecher Park and Ms. Diederich noted it seemed somewhat hidden and suggested more signage. A future Rt. 47 entrance was also proposed for the park. Mr. Dumanovic suggested a pickle ball with fencing and seating. Mr. Sleezer said a pickle ball court could be built by staff. Discussion concluded and President Cesich entertained a motion for approval to recommend to the City Council the authority to apply for the Beecher Park redevelopment grant. Mr. Dumanovich moved and Mr. Wilberg seconded. Roll call: Wilberg-yes, Cesich-yes, Diederich-yes, Dumanovic-yes, Hyett-yes. Carried 5-0. Riverfront Licensees Update Licenses for Ginger & Soul expire at the end of September and Foxy's Ice Cream at the end of December. Mr. Evans asked for Board direction regarding a possible increase in the rents which were actually lowered during the Rt. 47 construction. Those tenants have been enhancing the buildings and it was suggested to negotiate with them. Ginger & Soul is open 12 months a year while Foxy's is not. Mr. Wilberg said the businesses are benefiting the community, they bring people to the Riverfront and cautioned against a rent increase. After discussion, a small increase was recommended, so Mr. Evans will begin negotiations. Language will also be added regarding financial arrangements for building improvements. APPROVED 9/12/19 Page 4 of 5 Riverfront East Boat Launch Proposal Mr. Evans explained the funds available were part of a transfer in March and will be used for a safe boat launch between the kayak and fishing pier. Mr. Sleezer noted the launch is also needed for BKFD to install buoys. An agreement with EEI is also included in this proposal. A motion was entertained by President Cesich for approval to recommend to City Council, the installation of the east river boat launch. So moved by Mr. Wilberg and second by Mr. Hyett. Roll call: Cesich-yes, Diederich-yes, Dumanovic-yes, Hyett-yes, Wilberg-yes. Carried 5-0. Bristol Bay Regional Park Volleyball League Alcohol Policy Proposal An adult volleyball team has requested to allow liquor at Bristol Bay Park similar to an adult men's softball league. There were no problems after a year-long trial for the softball team. Ms. Diederich expressed concern for trash and Mr. Sleezer replied that trash bins can be provided, however, recycling is not available at the parks. Ms. Remus said trash is less of an issue since liquor has been allowed. She also noted that people will go to other park districts or leagues if the liquor is not allowed and that volleyball has become a popular sport. Mr. Sleezer noted that Oswego already allows liquor in all parks. President Cesich entertained a motion for approval of staffs' recommendation to extend the ordinance to Bristol Bay Regional Park during adult volleyball games. So moved by Ms. Diederich and seconded by Mr. Hyett. Roll call: Diederich-yes, Dumanovic-yes, Hyett-yes, Wilberg-yes, Cesich-yes. Carried 5-0. Youth Baseball & Softball League Update Mr. Evans complimented Mr. Sleezer and staff on field preparations for simultaneous games on a given day. He said staff and one new employee managed 600 kids and he also thanked the Board for their help. Strict rules were followed for background checks for volunteers and Mr. Evans complimented Mr. Sleezer, Ms. Remus, Mr. Hyett (who helped with the transition with the league) and staff. Field agreements will be reviewed for anticipated travel teams. Final budget numbers will also be reviewed. It was noted that 400 kids have already signed up for fall ball. Yorkville Youth Tackle Football Agreement This group rents space at Rotary Park and no issues have arisen. President Cesich asked for a motion for approval of the field usage agreement between the Parks & Recreation Department and Yorkville Youth Tackle Football. So moved by Mr. Dumanovic and seconded by Mr. Wilberg. Roll call: Dumanovic-yes, Hyett-yes, Wilberg-yes, Cesich-yes, Diederich-yes. Carried 5-0. Parks and Recreation Monthly Report: Director Evans provided updates and said a Parks employee has resigned. The position will be filled again and is completely paid by ball activities. There was also a minor accident with a cargo van. Riverfest is this coming weekend and volunteers are needed. The Mayor is sponsoring the event with the Chamber and Parks and Recreation. Volunteers will be appreciated. Mr. Evans discussed vacation time the staff has accumulated and the difficulty in finding time for vacations so that there is no staff 'burnout'. He will bring this matter back in September. APPROVED 9/12/19 Page 5 of 5 Ms. Remus listed the various events held this year and upcoming events. She said the Parks and Recreation likes to try new things and she said 3 of 4 pre-school classes are already full. The fall catalog has been finalized and will be distributed soon. Adult kickball has also begun. A cleaning company had to be called to the Van Emmon building recently due to plugged roof drains which drained into the HVAC system. It should be ready in a week. Other updates: Parks & Rec will be assisting the Library with the mini-golf event this year. Mr. Sleezer said a Windett Ridge resident gave a $6,000 donation and requested a shelter at the new playground which staff will build. Repairs to the town square gazebo were discussed and Mr. Sleezer said staff could put on a new asphalt roof next spring depending on the budget. Executive Session: none Additional Business: Board member Wilberg asked if repairs could be made so that the island in the river could be used again. Mr. Sleezer said the state built gates there and when the sidewalk fell in disrepair, the island was closed. Mr. Sleezer said the state is now doing engineering to determine the cost of repair. Suggestions were for the Mayor to send a letter to Springfield and for Board members to contact Rep. Wheeler. Since the canoe chute is a popular attraction, it was suggested to display canoe chute information on the Parks trucks. Ms. Cesich also explained an event called Canoe-A-Copia that she attended in Madison and said she would like something similar in Yorkville. Mr. Wilberg volunteered to attend to gather more information. Adjournment: There was no further business and the meeting adjourned at 8:34pm on a motion by Gene Wilberg and second by Rusty Hyett. Unanimous voice vote. Respectfully transcribed by Marlys Young, Minute Taker