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Park Board Minutes 2019 09-12-19APPROVED 11/14/19 Page 1 of 4 UNITED CITY OF YORKVILLE PARK BOARD MEETING Thursday, September 12, 2019 6:30pm Parks Maintenance Building, 185 Wolf St., Yorkville, IL Call to Order: The meeting was called to order at 6:35pm by Board President Amy Cesich. Roll call was taken and a quorum was established. Roll Call: Amy Cesich-present, Kelly Diederich-present, Sash Dumanovic-present, Victor Perez- present, Gene Wilberg-present (arr. 6:39pm) Absent: Rusty Hyett, Dan Lane Introduction of Guests, City Officials and Staff: Director of Parks & Recreation Tim Evans, Superintendent of Recreation Shay Remus, Superintendent of Parks Scott Sleezer, Intern Adrian Aguilar, Recreation Staff Tyler Nelson, Alderman Ken Koch, Alderman Joel Frieders, City Consultant Lynn Dubajic, Robyn Sutcliff-Foxy's Ice Cream, Buck Kolkmeyer, Kim Kolkmeyer, Kate McNamara- Ginger & Soul Public Comment: None Presentations: President Cesich introduced new Board member Victor Perez and asked him to share his background. Approval of Minutes: July 11, 2019 President Cesich entertained a motion to approve the minutes as presented. So moved by Mr. Dumanovic, seconded by Mr. Perez. Approved on voice vote. Bills Review: Bill List – August and September 2019 Ms. Cesich asked for a summary list of the bills and said the comprehensive bill list will not be printed in the future. Mr. Evans said most of the purchases were for summer items related to festivals, baseball, etc. Budget Report – June and July 2019 The Hometown report will be given at the next meeting and approximately $8,000 profit was made. Director Evans said the weather was rainy Saturday night and affected attendance. He said the Disney event was packed and generated ticket sales of $25,000. Ms. Cesich said she was pleased that Board members helped with events. APPROVED 11/14/19 Page 2 of 4 Old Business: Grants Update Mr. Evans said the Beecher application made the first round and officials took a tour this week. Staff will know by October if the application will advance and staff would then travel to Springfield for a presentation. There were 130 applications. The Riverfront reimbursement is expected by the end of the year. Regarding the Beecher grant, 50% will be received at the start and 50% reimbursed later. New Business: Riverfront Facility License Review (moved forward on agenda) Owners of Foxy's Ice Cream and Ginger & Soul were present to discuss the renewal of their facility licenses for the city-owned building where they have their businesses. Mr. Evans noted that two other persons had expressed interest in the space. He asked Ms. Dubajic to attend to explain the current leasing costs. His personal opinion is to extend both licenses for at least 1 year since both businesses are well received and pay their rents on time. He said the city is looking to the Board for a recommendation. Ms. Cesich asked the business owners to give their history. Ms. Sutcliff opened her ice cream shop in 2011 and showed photos of the $30,000 renovations she made. She has 12-17 employees and contributes to fundraisers, donations etc. She would like to extend her lease and would accept a rent increase. She also noted the restroom facilities are open to the public. She also showed other extensive documentation and financials. She said if the city no longer wished to rent to her, she would lose the money she put into the building. Ms. Sutcliff is looking at more improvements and recently purchased a $1,200 commercial pass-through window. Board member Wilberg said he appreciates what Ms. Sutcliff does and that the Council should consider her history and relationship with the city. He said both unique businesses have brought great value and just a 1-year lease makes no sense. Ms. Cesich added that both businesses endured the Rt. 47 construction. Ms. Dubajic discussed the current rental costs for commercial space and said Ms. Sutcliff currently pays about $4.28/square foot compared to an average of $10-$12 per square foot in other Yorkville locations. The current rents are $250 for Foxy's and $350 for Ginger & Soul. She also said the situation is unique with the public bathrooms, maintenance and other improvements the tenants have made. Ms. McNamara of Ginger & Soul also said she would like to extend her lease and would prefer a longer one. She is also looking at several costly improvements and is very greatful to the city for the space. In addition to the restaurant, she does catering, weddings and holds classes. For the record, President Cesich said both businesses wish to stay and she is not amenable to sending the leases out to RFP since this arrangement is not just about money. She asked the Board to consider this matter and discuss again in November. Mr. Evans clarified that the city does not lease to the businesses, but they have a license to operate. He also stressed that these tenants pay their rent and past tenants did not. APPROVED 11/14/19 Page 3 of 4 Mr. Frieders suggested a portion of the rent money be reserved for improvements to the public restrooms. He suggested that an increase in rent shows the commitment to the City Council and he said both have proven track records. Taking another point of view, Mr. Dumanovic asked if the city wants to be a landlord. As interest grows in this building, the city might have a responsibility to do an RFP. He said he is very supportive of the present businesses. Mr. Evans said the city could not sell the building if the tenants left, but he would suggest it be used for concessions. Mr. Perez and Ms. Diederich also stated their support for the current businesses. Ms. Diederich expressed her desire for Foxy's to be a year round business. Foxy's was open full time the first year, however, there was not enough traffic. In summary, Mr. Evans will negotiate a new license agreement with the tenants and bring it back in November. Ms. Cesich added that RFP's may be considered sometime in the future, but for now a rent increase will be entertained. It will be presented to City Council at a later date. Recreation Office Closure Dates Due to an increased number of festivals and the addition of the baseball it has been difficult to find time to take vacation days. Staff works 7 days a week/90 hours a week during those times. Mr. Evans is asking to close the office certain days for vacations and festival setup days. He said the Parks Department has union contracts and is handled differently. Mr. Dumanovic moved to accept the closure dates as presented and Ms. Diederich seconded. Roll call: Diederich-yes, Dumanovic-yes, Perez-yes, Wilberg-yes, Cesich-yes. Carried 5-0. 2020 Baseball/Softball Fields More fields will be needed due to taking on the baseball leagues. The Parks Department has had a relationship with traveling teams and they do not want to turn away any Yorkville kids due to travel teams using the fields. New travel leagues cannot be taken on at this time. Mr. Evans said in the event of rainouts, games would take precedence over scheduled practices. He wanted the Board to be aware in the event a travel team reaches out to the Board. The private organizations do not pay a fee, however, they have to maintain the field. Mr. Evans said there is still some staff maintenance and thinks a fee should be considered. Mr. Perez asked if the travel teams are Yorkville residents. It is not known at this time. Mr. Sleezer observed that travel team fees could be an untapped revenue stream to help develop new fields. Windett Ridge has room for a new field and the cost would be approximately $25,000. It was noted that tackle football teams pay fees. Mr. Frieders said he had heard that kids played baseball this year due to the city taking over the teams. He said the program will likely grow significantly due to the good reputation of the program. President Cesich entertained a motion to give Board approval for the 2020 baseball/softball fields usage proposal as presented. So moved by Ms. Diederich and seconded by Mr. Perez. Roll call: Dumanovic-yes, Perez-yes, Wilberg-yes, Cesich-yes, Diederich-yes. Carried 5-0. APPROVED 11/14/19 Page 4 of 4 Evolution Soccer Proposal Evolution is a travel soccer team and has Yorkville kids. They had requested to use fields at Bristol Bay, however, there is no space there. There is room at Caledonia or Grand Reserve Stepping Stone Park, but the grass needs work at both locations which could be paid for by money generated. President Cesich asked for a motion to approve the trial period, September 10th - November 16th, for a field usage agreement between Parks & Rec and Evolution Soccer. So moved by Mr. Dumanovic and seconded by Mr. Wilberg. Mr. Dumanovic asked if Evolution is responsible for nets. Evolution is responsible and will insure the nets will not tip over. Roll call: Perez-yes, Wilberg-yes, Cesich-yes, Diederich-yes, Dumanovic-yes. Carried 5-0. Mr. Sleezer noted that another sizable sports location will be needed in the next 10 years. Meeting Schedule for 2020 President Cesich noted a conflict with some of the Park Board meetings being on the same night as some of the County meetings. The Board discussed alternative days and will discuss again in November. Farmer's Market Review Mr. Evans said participation had dwindled at the markets and sometimes 10-15 vendors did not attend each week. Some unhappy vendors contacted the Mayor and Alderman Koch. Mr. Evans suggested making it free for the vendors since they already have to pay insurance. He is looking for direction for the future. Ms. Diederich suggested putting the program on probation and Alderman Frieders suggested coordinating with the Jr. Women's Club. President Cesich said the market is there to serve the residents, but if they are not coming it should be discontinued. Staff will meet with the organizer and bring this back to the November meeting. Parks and Recreation Monthly Report: The Yorktober Fest is October 5th and is a collaboration with the Kiwanis. Mr. Sleezer reported the shelter at Windett Ridge has been built with the money donated by a resident. Staff also poured the concrete for a Scout project at the Riverfront. An artificial holiday tree was purchased for $10,000. It was noted that $500-$600 has been spent annually for a tree for the festivities. Superintendent Sleezer also said staff installed 820 cubic yards of safety surfacing in all parks. It is milled wood, ADA compliant and absorbs falls. This item was budgeted and will appear on next month's bill list. Executive Session: none Additional Business: Mr. Wilberg inquired about the progress on the island repairs. The State has not finalized plans and it is not expected to open next year. Adjournment: The meeting was adjourned at 8:32pm on a motion by Mr. Dumanovic and second by Mr. Perez. Unanimous voice vote approval. Respectfully transcribed by Marlys Young, Minute Taker