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Park Board Minutes 2019 11-14-19 APPROVED 1/16/20 Page 1 of 4 UNITED CITY OF YORKVILLE PARK BOARD MEETING Thursday, November 14, 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 Vice-President Dane Lane. Roll call was taken and a quorum was established. Mr. Lane asked all to recite the Pledge of Allegiance. Roll Call: Dan Lane-yes, Victor Perez-yes, Gene Wilberg-yes, Kelly Diederich-yes, Sash Dumanovic-yes, Rusty Hyett-yes, Amy Cesich (arr. 6:40pm) Introduction of Guests, City Officials and Staff: Director of Parks & Recreation Tim Evans, Superintendent of Recreation Shay Remus, Superintendent of Parks Scott Sleezer, Alderman Ken Koch, City Consultant Lynn Dubajic (left 7:05pm), Foxy's Ice Cream Owner Robyn Sutcliff Mr. Lane asked all Board members to introduce themselves. Public Comment: None Presentations: None Approval of Minutes: September 12, 2019 The minutes were approved as presented on a motion by Mr. Wilberg and second by Mr. Dumanovic. Roll call: Perez-yes, Wilberg-yes, Diederich-yes, Dumanovic-yes, Hyett- yes, Lane-yes. Carried 6-0. Bills Review: Bill List – October and November 2019 These bills are already paid and include expenses for Hometown Days, baseball and parks. For the newer Board members, Mr. Evans noted that once the budget is approved, the three managers have the authority to spend up to $25,000 on line items without approval. Budget Report – August and September 2019 Concession sales doubled since taking on the baseball league. Sales are currently at $45,000 and will increase with the spring season. Old Business: Riverfront Facility License Review (out of order) Mr. Evans said he spoke with city staff, and the owners of Foxy's Ice Cream and Ginger and Soul to draft a license extension for both. A tentative agreement was reached with a proposal for a 4-year license extension and double the rent to $500 for Foxy's and $700 APPROVED 1/16/20 Page 2 of 4 for Ginger and Soul. Also, after the first year, there would be a $50 rent increase per year and doubling of the repair liability amounts for each of them. Both licenses expire at the end of December. He said if approved at this meeting, it could move forward to the November 26th Council meeting. Mr. Evans said Ms. Sutcliff was seeking a 7-year extension and a yearly 5% increase in rent. She pays her entire rent for the year since she does not have income year round and asked if she could defer the increase until April. She also asked if she could have first right of refusal at the end of the term. This is the first time the city is proposing a rent increase and a flat amount vs. percentage was discussed as well as seasonality of Foxy's. Alderman Koch suggested keeping the agreements consistent for both tenants. The Board members agreed that both businesses are great tenants, they are stable and unique. They entice people downtown and many positive comments are received. President Cesich entertained a motion for approval of the staff recommendation of the license extensions for both with an amended change of 5% yearly increase of rent for both. Mr. Lane seconded. Roll call: Wilberg-yes, Cesich-yes, Diederich-yes, Dumanovic-yes, Hyett-yes, Lane-yes, Perez-yes. Carried 7-0. Ms. Sutcliff asked if she could defer the rent increase until April and she was instructed to talk with City Administrator Bart Olson. The attorney will revise the language of the agreement and this will proceed to the November 26th Council meeting. Grants Update This was discussed in New Business. Meeting Schedule for 2020 President Cesich said some of the Park Board meeting dates fall on the same day as County meetings that she must attend. After discussion, the Board decided on a new meeting day and time. Ms. Cesich entertained a motion for the Park Board to meet on the third Thursday every other month at 6pm, starting in January. Seconded by Mr. Lane. Roll call: Cesich-yes, Diederich-yes, Dumanovic-yes, Hyett-yes, Lane-yes, Perez-yes, Wilberg-yes. Carried 7-0. New Business: Autumn Creek Playground and Caledonia Playground RFP Mr. Evans and Mr. Sleezer compiled a timeline for the use of land cash in subdivisions without playgrounds. All grants have been received and now they can move forward with parks. Mr. Evans said Caledonia needs a park since it is isolated. Funds have been approved for Autumn Creek and an RFP could be done for Caledonia. They hope to do RFP's at the same time to better use the money. Designs will be brought to the Board for approval and the parks will be built by staff with possible volunteer help. Ms. Cesich moved and Mr. Perez seconded, to approve the playground RFP's for Autumn Creek and Caledonia. Roll call: Diederich-yes, Dumanovic-yes, Hyett-yes, Lane-yes, Perez-yes, Wilberg-yes, Cesich-yes. Carried 7-0. Raintree Park Shelter Purchase Contract Mr. Evans reported this is part of the agreement with Lennar Homes in which they gave $93,000 to redevelop the park. Mr. Sleezer and staff have begun the park which includes a shelter. This was approved in a PUD agreement, so staff will adhere to the guidelines. APPROVED 1/16/20 Page 3 of 4 The actual cost is $29,000. President Cesich made a motion to recommend to the City Council, the approval of the purchase of a shelter for the Raintree “C” Park in the amount of $29,002.40, seconded by Mr. Wilberg. Roll call: Dumanovic-yes, Hyett-yes, Lane- yes, Perez-yes, Wilberg-yes, Cesich-yes, Diederich-yes. Carried 7-0. Park Naming Request A request was received from the Robert Coleman family to name the Windett Ridge Park after their relative, a former Mayor and Alderman of the City, military member and business owner. He also was a key figure in establishing the Open Door in Sandwich. Mr. Perez asked if any ceremony would be held. There will be a ribbon-cutting ceremony with his family as well as a plaque placement. President Cesich made a motion to approve the naming of Windett Ridge Park to Coleman Park and it was seconded by Mr. Hyett. Roll call: Hyett-yes, Lane-yes, Perez-yes, Wilberg-yes, Cesich- yes, Diederich-yes, Dumanovic-yes. Carried 7-0. Alderman Koch asked if there would be recognition for the money donated. Mr. Sleezer said there is already a plaque for this. Park/Facility Grant Discussion Mr. Evans said Yorkville did not qualify for the Beecher grant and there were over 150 applications. He said staff will apply next year and focus on a pickle ball or dog park. He said the Park Facility Grant opens in December. The Park Department has $150,000 available and Grande Reserve still owes the Parks money. Mr. Evans said Grande Reserve would want a facility to be built there with the money they donate. Even with the available funds, President Cesich reminded the Board that money from grants cannot be used for daily operations. The Board also discusssed the purchase of land for a regional park. It was noted that all subdivisions on the south side of Yorkville are already platted. Mr. Sleezer said that at one time the Parks Department was looking at 100 acres on Ament Rd. The Board also talked about a possible collaboration with the schools on a large facility. Mr. Perez said building a one-court facility would be a waste since the facilities are already at capacity. Ms. Diederich asked for a map of potential land acquisition sites for the January meeting. Mr. Perez asked if there are local facilities that can be viewed on line for possible ideas. It was noted by Superintendent Sleezer that many of the area facilities including the Vaughn Center in Aurora, are losing money. It was decided that staff could do preliminary research on possible land acquisitions for 2020 or 2021. Funding from the State for a facility was also discussed and Director Evans said the maximum a city can get is $2.5 million with the city responsible for the rest. Mr. Sleezer said it must be determined what the specific needs are, such as program space, flexibility for other city sports or space to host other sports teams. It was decided to discuss this matter at the January meeting. Youth Baseball/Softball RFP Since the cost of uniforms and equipment will likely exceed $25,000, Mr. Evans said this would go out to RFP. Registration begins in January, so they want to get a head start. President Cesich moved to approve the RFP for the Youth Baseball and Softball purchase of uniforms and equipment. Seconded by Mr. Dumanovic. Roll call: Lane- APPROVED 1/16/20 Page 4 of 4 yes, Perez-yes, Wilberg-yes, Cesich-yes, Diederich-yes, Dumanovic-yes, Hyett-yes. Carried 7-0. Parks and Recreation Monthly Report: Superintendent Remus gave an overview of the activities for the year which included revamped activities, festivals, an adult kickball league, the baseball/softball leagues and revised pre-school program for improved kindergarten readiness. She reported only one additional staff member was added for the baseball program. Mr. Evans also thanked the YYSB advisory board and Rusty Hyett for assisting. The revenue generated from the program was $185,000 and the new employee was paid for by the revenue. On-line registration has reached about 50% and has helped to streamline the process. Mr. Sleezer said baseball fields were rehabbed and other maintenance work was done. A 25-foot Christmas tree was installed at the Riverfront and two new trucks have arrived. Mr. Evans gave thanks publicly to Mr. Sleezer for his huge role in preparing the ballfields and employee Tyler Nelson for setting up the league. He said both worked six days a week and went above and beyond. Mr. Wilberg asked about the sunken sidewalk by the river. Mr. Sleezer said the state is trying to put repair funds into the budget and complete the work next year. Safety issues will also be addressed. Mr. Wilberg said there is much undercutting under the sidewalk by the bridge and former Yak Shack. Mr. Evans discussed the upcoming holiday celebration on November 23/24th and the various activities, including the tree-lighting and Chili Chase. The Flags of Valor to recognize veterans increased by 30 flags. He also recognized Ms. Remus for being the State Chairwoman of a 3-day conference at the state association. Executive Session: None Additional Business: None Adjournment: There was no further business and the meeting adjourned at 8:15pm on a motion by Mr. Lane and second by Ms. Diederich. Unanimous voice vote. Respectfully transcribed by Marlys Young, Minute Taker