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Park Board Minutes 2021 05-20-21APPROVED 8/5/21 Page 1 of 3 UNITED CITY OF YORKVILLE PARK BOARD MEETING Thursday, May 20, 2021 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 6:07pm by Board President Amy Cesich. Roll call was taken and a quorum was established. Roll Call: Sash Dumanovic-yes, Rusty Hyett-yes, Dan Lane-yes, Victor Perez-yes (via Zoom), Amy Cesich-yes Absent: Kelly Diederich, Gene Wilberg Introduction of Guests, City Officials and Staff: President Cesich recognized the following staff and guests: Director of Parks & Recreation Tim Evans, Superintendent of Parks Scott Sleezer, Superintendent of Recreation Shay Remus, City Council Liaison Ken Koch, Lucas Robinson-Kendall County Record (via Zoom). Public Comment: None Presentations: None Approval of Minutes: November 19, 2020 The minutes were approved as presented on a motion by Mr. Lane and second by Mr. Hyett. Roll call vote: Dumanovic-yes, Hyett-yes, Lane-yes, Perez-yes, Cesich-yes. Carried 5-0. Bills Review: Bill List – December 2020 and January - May 2021 Mr. Evans said the biggest bills will be for the sports leagues and park maintenance. It was noted that Parks & Rec also assisted with the covid health clinics. Budget Report – October - December 2020 & January – March 2021 A more updated budget will be coming and will reflect a very fiscally sound year. Mr. Evans said the department will be significantly below the deficit budget. No catalog was printed and special events continued to be held. Mr. Hyett suggested that the Parks APPROVED 8/5/21 Page 2 of 3 & Rec use a phone app instead of printing a catalog. An on-line catalog was discussed and President Cesich said a printed catalog would be helpful for new residents. Fliers with program information are currently being inserted in water bills and it has been successful. Ms. Remus said the fall catalog material must be in by June which presents a challenge with the rapidly changing covid situation. Mr. Evans noted the staff did a great job with sports events and Ms. Remus said the pre-school operated all year. Old Business: None New Business: Yorkville Youth Tackle Football Field Usage Agreement Mr. Evans said practices were held in Rotary Park and they are rotated to minimize damage. Mr. Lane moved to approve the usage agreement between Parks & Rec and Yorkville Youth Tackle Football League and it was seconded by Mr. Dumanovic. Roll call: Hyett-yes, Lane-yes, Perez-yes, Cesich-yes, Dumanovic-yes. Carried 5-0. Riverfront Park Bandshell Agreement A website has been created for the proposed bandshell and a volunteer base has been established. The City Administrator and Mr. Evans are drafting an agreement that should be done by the July meeting. There has not been discussion with the railroad yet, though Mr. Evans noted Parks & Rec have an agreement allowing for 25 feet either side of the railroad. City/Library Partnership Update The Library had been suggested as a location for the pre-school. Mr. Evans said the Mayor wishes to make better use of the current buildings and make it easier for staff to maintain. Discussions between the library and Parks & Rec was held and a decision was made to locate the pre-school in a different location. The Board discussed the downtown bank building and the present city hall as possible locations. Mr. Evans said he hopes to build a relationship with the library and expand programming. Ms. Remus said there are already waiting lists for pre-school registration. Concession Stands Discussion Mr. Hyett stated that 2 vendors indicated an interest in operating concession stands at Bridge and Beecher Parks. They would like to serve items such as pizza, beef sandwiches, hot dogs etc. Mr. Hyett said during all day tournaments, it would be helpful to have food available on the premises, otherwise people must leave to pick up food. He said other communities have vendors who serve cooked food. Mr. Sleezer added that there could be some restrictions at Bridge Park and concerns with Fox Metro regarding sewer connections and grease trap limitations. Director Evans said the concession stands are labor-intensive, but yield about $7,000 of profit. Mr. Hyett said Parks and Rec would want part of the profit as well. Mr. Evans had concerns regarding other details related to the concession stand such as opening restrooms, turning lights off/on, etc., things the Parks staff normally does and he added the staff is the eyes and ears at any event at the parks. Mr. Hyett said the vendors may also want to sell liquor during adult softball games. Ms. Cesich suggested doing an RFQ and also consider food trucks. The Board said all interested vendors should be able to submit a proposal. APPROVED 8/5/21 Page 3 of 3 FY 22 Capital Purchases Mr. Evans said the Council/Mayor added $150,000 to the 2022 budget for equipment, vehicles and playgrounds. Since the budget is doing so well and stimulus money was received, an additional $250,000 was added for a total of $400,000 of funds. The staff compiled a proposal for purchasing trucks, mowers, tractor, replacing 3 playgrounds and purchase of recreation equipment all totaling $360,000. Mr. Sleezer said staff is working with the playground manufacturer on pricing to refurbish the present equipment. Mr. Dumanovic asked if any replacement ADA's are needed. Director Evans said $15,000 was allocated to address ADA needs. Part-time employees will also be re-hired along with a couple more. Updated Parks Rules Signage Mr. Sleezer said all parks signs will be replaced and new ones will include rules and other pertinent information in case of an emergency. Input was gathered from other towns as well as insurance company requirements. The new signs will be 18” x 24”. An example of the new signs will be brought to the next meeting. Miscellaneous Director Evans said a new recreation coordinator has been hired and will be invited to the next meeting. This follows the resignation of another employee. A job posting is being finalized for a pre-school coordinator. Mr. Evans also reported an updated incentive agreement with Grande Reserve is being finalized and significant money will become available for Parks. This information will be brought to the July meeting. Parks & Rec are gearing up for special events and businesses will be selling food and liquor. June 11th will be the re-opening of the State with no further covid restrictions. Parks and Recreation Monthly Report Superintendent of Recreation Shay Remus said special events are scheduled again after covid, soccer is concluding, baseball is starting and normal capacity is back. Director Evans said the parks were busier than normal due to covid with 4 new playgrounds added last year. Superintendent of Parks Scott Sleezer said his staff is going to start a trial in-house weed control program. A staff member is licensed to do this, so one application will be done and the results evaluated. They will also try a program for turf care. He said costs have increased for electric power for HomeTown Days and about $10,000 to $12,000 a year is spent on power and related equipment for special events. He is working with ComEd. Executive Session: None Additional Business: None Adjournment: There was no further business and the meeting adjourned at 7:10pm on a motion by Mr. Lane and second by Mr. Dumanovic. Roll call vote: Lane-yes, Perez-yes, Cesich-yes, Dumanovic-yes, Hyett-yes. Carried 5-0. Respectfully transcribed by Marlys Young, Minute Taker