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Park Board Minutes 2023 09-21-23APPROVED 11/16/23 Page 1 of 4 UNITED CITY OF YORKVILLE PARK BOARD MEETING Thursday, September 21, 2023 6:00pm East Conference Room, #337 651 Prairie Pointe, Yorkville, IL Call to Order: The meeting was called to order at 6:00pm by Board Vice-President Dan Lane. Roll call was taken and a quorum was established. Roll Call: Dan Lane-yes, Tiffany Forristall-yes, Gene Wilberg-yes, Jorge Ayala-yes, Kelly Diederich-yes, Rusty Hyett-yes (left at 7:17pm) Absent: Sash Dumanovic Introduction of Guests, City Officials and Staff: Mr. Lane 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 Vice-President Lane asked everyone to recite the Pledge of Allegiance together. Public Comment: None Presentations: None Approval of Minutes: May 18, 2023 Ms. Forristall moved and Mr. Wilberg seconded to approve the minutes as presented. Roll call: Forristall-yes, Wilberg-yes, Ayala-yes, Diederich-yes, Hyett-yes, Lane-yes. Carried 6-0. Bills Review: Bill List – June – September 2023 Budget Report – May – August 2023 Mr. Lane reminded the Board that the bills have already been paid. Mr. Evans said most of the bills were for athletics, special events and summer camp which was bigger this year. Two mowers, a truck and a special events trailer were purchased and Recreation has 2 new cargo vans. He said new trucks and mowers are needed each year. The old ones are sold by a company which the Police Department recommended, or they are used by seasonal workers. Mr. Ayala asked for a summary of the bills and Mr. Evans said he would do this for the future. Mr. Wilberg commented it might be a good idea to have a comparison of costs vs. budget if there is a wide gap. Mr. Sleezer said an explanation is given at the end of the year for big differences. Mr. Evans showed a summary of expenses/comparisons on a slide. He said the jump in program revenue has been dramatic, however, expenses have increased as well. Mr. Evans said rental income is received from a cell tower on park land in Wheaton Woods, from Riverfront licenses (Foxy's, etc.) and other park rentals. He said salaries, benefits and overtime for events are all big expenses. Better security measures have also been put in place. The budget Page 2 of 4 is reviewed each week and all costs are up. Mr. Lane commented he would like this discussion each time the Board meets. Old Business: Countryside Park Update This park was approved by City Council and the city now owns the land on which this park is situated at the church. The playground is installed and the paving is done which was part of the agreement. All other items should be done by the end of the year. Mr. Sleezer also reported on other parks that will be started this fall including Kiwanis and Sleezer. Mr. Wilberg offered some comments on Hometown Days and said there were many nice people. Some people brought dogs which were prohibited and some entered the festival at the wrong place, but overall he said the event was well-organized and the entertainment was great. He congratulated the staff on a great event. Mr. Ayala concurred. Mr. Sleezer noted they had point persons assigned to certain areas and it worked out well. Mr. Evans noted that it becomes too cumbersome to charge admission at events, give change and monitor the event, but he said they need to look at monitoring the entrance for dogs, coolers, etc. New Business: New Board Officers Mr. Evans explained the function of each of the officers. Mr. Ayala moved to appoint Mr. Lane as President and Ms. Diederich seconded. Roll call: Wilberg-yes, Ayala-yes, Diederich-yes, Hyett-yes, Lane-yes, Forristall-yes. Carried 6-0. It was decided to wait until the next meeting to elect the remainder of the officers when Sash Dumanovic is present, since in the past officers move up to the next position. Mr. Hyett said others may also be interested in certain positions and experience might be a factor. He said perhaps being an officer should not be just based on longevity on the Board. It was decided to table the Vice-President and Secretary positions until the next meeting. Hometown Days Carnival Contract Mr. Evans said they have used Skinner Amusements carnival in the past few years and it is a great company. He said there is no money required upfront from the city and the revenue is based on ticket sales, not including food and games. The city takes a certain percentage of the ticket and wristband sales, which this year was $90,000. He said they wish to retain this company. Ms. Remus added their equipment always works, they have good customer relations and are responsive. Mr. Lane made a motion to approve the next 2-year contract with Skinner Amusements and Ms. Forristall seconded the motion. Roll call: Ayala-yes, Diederich-yes, Hyett-yes, Lane-yes, Forristall-yes, Wilberg-yes. Carried 6-0. Mr. Wilberg commented on the Sandwich Fair and the fact that they sell no alcohol. All money is made at the gate. They talked about the involvement of the students there. Mr. Ayala asked if high school kids can help staff Yorkville events, but Ms. Remus noted that since the Hometown Days is over Labor Day, some of the kids are going off to college, restrictions in the labor laws, kids already in sports, etc. are some of the drawbacks. She said they do have a good group of younger students that help, but are subject to labor laws regarding how late they can work. She said events went very smoothly this year due to this group of kids/volunteers. Parks and Recreation Clothing Policy Mr. Evans said Parks union employees receive boots and winter gear, etc. and receive $750 a year to buy these items. Polo shirts are provided for many employees for special events. In inclement weather, clothing items are ruined and he is proposing that on May 1, non-union employees receive $500 to buy necessary clothing/items. Parks and Rec would still provide shirts Page 3 of 4 to identify them as Parks & Rec employees. Mr. Ayala asked why there is a difference in the amounts. Mr. Evans said it is Parks staff who work out in the elements more than Rec staff. In addition, parks employees are required to wear steel-toed shoes. Shirts and jackets will still be provided. Mr. Koch said this topic was discussed at the Administration committee meeting. He stressed to other Aldermen that people see the Parks and Rec staff. Mr. Ayala made a motion to give non-union staff $750 rather than the proposed $500. Mr. Evans said he will make this as a recommendation to the Council since it's a change from the suggested amount. It was seconded by Mr. Hyett. Roll call: Ayala-yes, Diederich-yes, Hyett- yes, Lane-yes, Forristall-yes, Wilberg-yes. Carried 6-0. Riverfront Park License Extension Agreements Mr. Evans said both lease agreements expire in December with Ginger & Soul and Foxy's. He has spoken with both business owners who have been good partners and they are interested in continuing the partnership. He said some rent was not collected during the pandemic. The rent was doubled for both the last time the agreement was renewed and Mr. Evans said the Mayor wishes to have rent escalators included in the next contract. Board members noted their rent is cheaper than some, each has made significant investments in their businesses and Foxy's is seasonal. He also reminded the Board that past tenants did not pay their rent. Mr. Evans will research what other downtown businesses pay and will talk with both businesses and with the City Administrator. Parks & Police Shared Part-Time Employee Event security is being taken more seriously recently and Mr. Evans said Parks & Rec began working with a CSO at the beginning of summer. The CSO worked at one of the fests and as a result Mr. Evans and the Chief of Police spoke about sharing this person. The CSO also helped at Hometown Days where he was a great asset and it frees an officer from having to be there. He also helps at the pre-school and this has all resulted in a great partnership with the city. This is informational since the Mayor has approved the position. In another matter, Mr. Wilberg asked to revisit the kayak rental discussion. He suggested the Park Board should still consider this idea both from a safety standpoint or a possible commercial gain. Mr. Evans said he believes this should be a self-serve type operation since there is no building or staff there and to purchase the equipment is expensive. Liability is also an issue. It was noted that the person who tried this business did not succeed. Mr. Lane mentioned a tube rental business in Plainfield. Mr. Sleezer said it has become controversial since the DuPage River is not considered a navigable river and it has also generated noise and trash. Parks and Recreation Monthly Report: Mr. Evans and Mr. Sleezer presented a summary. The Countryside Park agreement was finalized, Kiwanis/Sleezer/Rice/Prestwick Parks will be done soon, they have had numerous special events, and Yorktober Fest is coming which requires electricity hookups etc. Mr. Sleezer said the Board needs to start thinking about finding a 100-acre park site which would require a purchase of land that could provide an entire complex. There is money available as well as possible grant money in the future. A plot of land needs to be identified to be eligible for a grant which allows 60 days to apply. Mr. Sleezer said sites must be identified, as well as amenities desired and what other activities (lacrosse/rugby, lake for fishing, etc.) may come in the future. A community pool and connecting trails were also suggested. With this growth, more staff and equipment/maintenance will be needed. It was suggested to have a meeting dedicated to a discussion on a site and decide what is important to the Board and community. Also discussed was extending the Riverfront walkway and developing the area under the bridge for a bike trail. Mr. Koch said discussions have already begun at City Council, for a trail under the bridge. Page 4 of 4 Superintendent of Recreation Shay Remus also reported on activities. She said 160 more kids registered for soccer compared to last year and there was growth in baseball and softball. The special events generated an increase in attendees. Having a marketing person has provided a consistent presence and Facebook has been beneficial reaching 3,000 people in 2022 and 17,000 people this year. A Super Mario event was a great success and a beach event will be added to special events. Future Foxes pre-school will have a float in the homecoming parade, scarecrow walk begins next week, Yorktober fest is coming and there are many holiday events in November/December. Ms. Forristall noted that all schools/PTO's posted info on Facebook about the recent special events. Ms. Remus said they are excited about the growth and work on ways to manage that growth. Executive Session : None Additional Business: President Lane said the pickleball courts look great. He also asked about a bandshell update— there is none at this time. He also asked about the park on Van Emmon. Mr. Sleezer said the baseball field is used, but no games are held there due to lack of parking. There is also a special needs school nearby that uses the park. Pickleball is also being discussed for that location. Mr. Lane also noted the parking at special events has become very challenging and wondered if Parks and Rec could partner with the schools. Eventually there will be additional parking by the library. Adjournment: Mr. Lane thanked all for being present at the meeting and said the next meeting will be November 16th. There was no further business and the meeting adjourned at 7:49pm on a motion by Ms. Forristall and second by Mr. Lane. Roll call: Diederich-yes, Lane-yes, Forristall-yes, Wilberg- yes, Ayala-yes. Minutes respectfully submitted by Marlys Young, Minute Taker