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Park Board Minutes 2020 07-16-20APPROVED 11/19/20 Page 1 of 3 UNITED CITY OF YORKVILLE PARK BOARD MEETING Thursday, July 16, 2020 6:00pm Parks Maintenance Building, 185 Wolf St., Yorkville, IL Note: This meeting was held in accordance with Public Act 101-0640 and Gubernatorial Disaster Proclamation issued by Governor Pritzker pursuant to the powers vested in the Governor under the Illinois Emergency Management Agency Act. This encourages social distancing by allowing remote attendance at the meeting, due to the current Covid- 19 pandemic. Call to Order: The meeting was called to order at 6:05pm by Board President Amy Cesich. Roll call was taken and a quorum was established. Roll Call: Dan Lane-yes/in-person, Victor Perez-yes/remote (joined at 6:09pm), Amy Cesich-yes/in- person, Sash Dumanovic-yes/in-person, Rusty Hyett-yes/remote Absent: Gene Wilberg, Kelly Diederich Introduction of Guests, City Officials and Staff: Director of Parks & Recreation Tim Evans/in-person, Superintendent of Recreation Shay Remus/in-person, Superintendent of Parks Scott Sleezer/in-person, Alderman Ken Koch/in-person, Liaison/Alderman Joel Frieders/remote Public Comment: None Presentations: None Approval of Minutes: January 16, 2020 The minutes were approved as presented on a motion by Mr. Lane and second by Mr. Dumanovic. Approved on roll call vote: Cesich-yes, Dumanovic-yes, Lane-yes. (Call disconnected for Mr. Hyett's vote, Mr. Perez also joined meeting at this time.) Bills Review: Bill List – February through July 2020 Budget Report – December 2019 and January – May 2020 Mr. Evans reported the baseball league is up and running. There were many purchases made with the largest one for four playgrounds. Mr. Dumanovic questioned the accident repair bill for $3,362. Mr. Sleezer said a vehicle was repaired, but it was not due to a vehicle accident. Old Business: APPROVED 11/19/20 Page 2 of 3 Grants Update Mr. Evans said they have not applied for any grants recently due to the pandemic and there are no matching funds. New Business: Playground Equipment Purchases for Caledonia, Autumn Creek, Beecher and Purcell Parks-Update Mr. Evans said when no meetings were being held in the past few months, he had sent emails to all with updates of the purchases. In December the Board had approved an RFP for Caledonia and Autumn Creek playgrounds using funds from land cash and capital. After conversations with the playground provider, it was conveyed that for a little more money, 4 playgrounds could be purchased instead of just 2. After negotiations for installation, it was recommended in an email to the Board to move forward and the purchase was approved via email since meeting dates were uncertain due to the pandemic. Mr. Evans said the salesperson greatly discounted the cost and commission. It was noted that the playgrounds exceed the ADA requirements. President Cesich thanked staff and Aldermen Koch and Frieders for their help with this project. She also noted that residents were thankful since many more were using the parks due to the pandemic. YYBSA Youth Baseball & Softball Transition Agreement Mr. Evans said this transition agreement was signed two years ago and is now up for renewal. The agreement locks in fields and will extend from year to year unless one party chooses not to. He said YYBSA has assisted the Parks and Rec in many ways. President Cesich entertained a motion to approve the transition agreement with YYBSA. Mr. Lane moved and Mr. Dumanovic seconded. Roll call: Cesich-yes, Dumanovic-yes, Hyett-yes, Lane-yes, Perez-yes. Carried 5-0. YYTF Agreement Mr. Evans said for the last 4-5 years, space has been provided at Rotary Park for YYTF practices. It is not known if YYTF will use the space this year, but Mr. Evans wants the agreement in place nevertheless. A motion was made by Mr. Dumanovic and seconded by Mr. Lane to move forward with the agreement. Roll call: Perez-yes, Lane-yes, Hyett- yes, Cesich-yes. Carried 4-0. FY 21 Program and Budget Discussion Mr. Evans said Parks and Rec came in at budget. He said baseball is occurring now instead of earlier, due to the pandemic. They started with 1,000 kids and now have 400. If Parks and Rec has to cancel activities before the end of July, they would have to refund the money back into FY 2020, resulting in a break-even or a $30,000-$40,000 loss, but he believes sports will continue. Parks and Recreation Monthly Report Mr. Evans said Parks and Rec usually generates $400,000 of profit per year. He said sports and pre-school program are the financial backbone and that special events do not generate much profit. He also said cuts have been made in part-time staff and there is no catalog with info going instead on water bills and other means. He said the schools APPROVED 11/19/20 Page 3 of 3 cannot be used for practices this year due to the pandemic. They have also been busy with virtual programming. Assistance has been provided with Meals on Wheels and police parades. He said summer camps have been busy, sports league are moving forward and movie nights have been popular. Director Evans does not foresee any large special events or live music this year and liquor licenses cannot be obtained. Ms. Cesich said residents were appreciative of the 4th of July parade and thanked the staff for all they have done under the circumstances. She complimented Ms. Remus on her portrayal of a Disney character. Ms. Remus said activities are included in the water bills, Facebook, e-mail, and updates are put on the website, etc. Overall, revenues are down about 50% at this time, said Mr. Evans. Alderman Koch asked about band deposits--they will transfer to next year. Mr. Evans said the work increased for Mr. Sleezer's department since more people used the parks and Director Evans thanked Mr. Sleezer and staff for the work they did. Mr. Sleezer said a shelter was installed at Raintree Park along with other improvements. Executive Session: None Additional Business: The possibility of using the sports dome was also briefly discussed, but Mr. Evans said they might reach out to more of the schools. He talked about how sports and pre-school might proceed this fall with virtual options being offered for pre-schools. Ms. Remus is working with state guidelines, while making sure to cover all expenses. Moving pre- school classes to the Van Emmon facility is also a possibility. Mr. Evans also said a reimbursement list is submitted to the city each week regarding Meals on Wheels participation and for other items. Board member Hyett thanked the staff for preparing all baseball fields in a very short time. He also suggested a Parks & Rec app to provide a catalog. Mr. Perez commented that he was glad to see Zoom being used, for having the catalog on-line and for digital communications. He noted the cost-savings by going paperless. Adjournment: There was no further business and the meeting adjourned at 6:59pm on a motion by Mr. Lane and second by Mr. Dumanovic. Roll call vote: Dumanovic-yes, Hyett-yes, Lane- yes, Perez-yes, Cesich-yes. Carried 5-0. Respectfully transcribed by Marlys Young, Minute Taker/remote