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Park Board Minutes 2024 11-21-24 APPROVED 1/29/25 Page 1 of 3 UNITED CITY OF YORKVILLE PARK BOARD MEETING Thursday, November 21, 2024 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 President Dan Lane. Roll call was taken and a quorum was established. Roll Call: Dan Lane-yes, Gene Wilberg-yes, Sash Dumanovic-yes, Kelly Diederich-yes, Jorge Ayala-yes, Tiffany Forristall-yes Absent: Rusty Hyett Introduction of Guests, City Officials and Staff: The following staff and guests were recognized: Director of Parks & Recreation Tim Evans, Superintendent of Parks Scott Sleezer, Superintendent of Recreation Shay Remus, City Council Liaison Ken Koch Public Comment: None Presentations: None Approval of Minutes: September 19, 2024 Mr. Ayala moved and Ms. Forristall seconded to approve the minutes as presented. Unanimous approval. Bills Review: Bill List – October and November 2024 Director Evans said there are many bills for Hometown Days and others are for sports, park maintenance, Rice Park and the pre-school. No further discussion. Budget Report – September and October 2024 Mr. Evans gave an explanation of the revenue for various categories comparing last year with this year. He said the budget is doing really well even though the department is budgeted for an $88,000 deficit. He said some of the comparisons are widely different and it reflects the way the city transfers the funds Mr. Dumanovic asked if there are additional employees. Two more employees were added for Parks and he anticipates additional employees in the next few years. Old Business: None New Business: Hometown Days Report Director Evans said the good weather contributed to a great Hometown Days. Mr. Lane said people asked him about more booths. Ms. Remus said there were about 25 booths. She said placement is a huge thing for vendors and they can choose what days they will be in attendance— Page 2 of 3 most were 3 days. A one-day vendor may not have optimal placement. There were both vendor and food booths and staff likes to support local vendors when possible. Ms. Remus stated they work with Katelyn Gregory for promotion and added the Beacon News and WGN to their advertising schedule. Ms. Remus noted that staff used a paid Beacon News email blast to 100,000 people with a high view rate. Mr. Wilberg asked if attendance is tracked. An indicator of attendance is tracked by the amount of money taken in, which increases each year. A drone is also used to determine the attendance numbers. There was also a short discussion of the bands and contracts have already been signed for next year. A record was broken with the $100,000+ revenue from the carnival and revenue in general, has doubled. It was noted the wristband price was increased also. Beer sales have gone down and attendance is up. Mr. Dumanovic asked if there were any neighborhood complaints. None were received and Mr. Evans pointed out that the Police Department does a great job to insure a secure family event. Overall, only a few incidents have occurred over the years. Mr. Wilberg noted a new tv show where hamburger places are reviewed and this has already occurred in Yorkville. He said it reinforces that we have unique things going on in the city. Pepsi Contract Director Evans said Pepsi has been served at events for many years and the contract is coming up for renewal. He tried to reach out to Coca Cola, however, the city does not have the volume required for a contract. He also pointed out that all the Pepsi equipment is already in the concession stands. This is a 5-year contract and some sponsorship money is also received and there is a $2.00 rebate on each case sold. A 4% increase per year is built into the contract. Mr. Dumanovic moved and Mr. Wilberg seconded the motion to approve the 5-year contract with Pepsi as presented. Roll call: Forristall-yes, Ayala-yes, Diederich-yes, Dumanovic-yes, Wilberg- yes, Lane-yes. Passed 6-0. Beecher Lightning Detector Proposal The lightning detectors are controlled by 3 different systems. Beecher is a base unit and controls Riverfront & Circle Center and it sets both off at the same time. This is an older model that needs to be replaced next year as it can no longer be fixed. While detectors are not required equipment, Mr. Evans said they are standard to have in place. Staff has been looking at options for replacement and he presented the details of those options, one of which is an app-based system. The money is budgeted and staff recommended the Perry Weather system. Mr. Sleezer added that it works off solar power, but can be hard-wired too. He said as other detectors are replaced, staff may opt for an app-based system. Signs regarding the system are in place at most of the parks, but will be added where needed. Motion made by Ms. Forristall and seconded by Mr. Ayala to approve the Perry Weather lightning detection system as recommended by staff. Roll call: Lane-yes, Wilberg-yes, Dumanovic-yes, Diederich-yes, Ayala-yes, Forristall-yes. Carried 6-0. 2025 BSN Sports Uniform & Equipment Contract Mr. Evans said this contract needs approval since it is over $25,000, which is all recouped in the fees. This is a local company and a good relationship has formed. Mr. Dumanovic made a motion to approve the 2025 purchase agreement with BSN Sports to purchase athletic equipment and uniforms as recommended by staff. Roll call: Forristall-yes, Ayala-yes, Diederich-yes, Dumanovic-yes, Wilberg-yes, Lane-yes. Carried 6-0. Meeting Schedule for 2025 It was decided to keep the same meeting schedule of the third Thursday, every other month. Ms. Forristall and Mr. Ayala, moved and seconded, respectively, to approve the 2025 Meeting Page 3 of 3 Schedule for the Park Board. Roll call: Lane-yes, Wilberg-yes, Dumanovic-yes, Diederich-yes, Ayala-yes, Forristall-yes. Carried 6-0. Parks and Recreation Monthly Report: Tim Evans: The holiday celebration with the parade, tree-lighting, runs and fireworks are this weekend. Mr. Evans also noted the new TV show on channel 5 and Yorkville was the first town they chose for their show. Mr. Lane noted that Yorkville is getting more mentions on the tv/weather. Director Evans also said the $176,833.76 grant was awarded for the inclusive playground which will be installed next year and new equipment is expected in December. Kids Around the World requested the old playground and it needs Council approval. Scott Sleezer: He said the finishing touches are being put on the Rice Park playground equipment, including landscaping, and a soft opening is hoped for tomorrow. It is planned to take the shelter down, powder coat and reinstall it. A ribbon-cutting will be held around Thanksgiving. Rotary Park may be the next park to be refurbished. Mr. Sleezer shared info about the Dominican Republic trip where he helped with rebuilding the park and installing the donated equipment. It was installed in the middle of a town, while most are in rural areas. He said it was an awesome experience. This program will continue and it is all volunteer and sponsors pay for shipping and refurbishing. Mr. Wilberg asked if this story has been shared—it has been publicized in the past. Shay Remus: A new employee, Kayla, is on board full time and worked at many events this summer. The Deck the Trees Holiday Walk will be at Town Square. There will be 30 trees, 28 already sponsored and to be decorated by businesses. December 2nd is the holiday lights tour. Preschool is going well and high school students help 2 times a week. Athletics is growing every season. Mr. Wilberg asked if candy is being thrown from vehicles during the parade and said he was concerned for safety. Ms. Remus said steel barriers will be erected to keep children away from cars. Executive Session : None Additional Business: Mr. Dumanovic asked about park replacements in 2025. Rotary, Cannonball, Grande Reserve and Prestwick are in various stages at this time. He also asked if the agreement with the church regarding the park and playground is going well. Mr. Lane noted that Costco will be built in Yorkville. He also said that he and Mr. Wilberg had attended the Illinois Paddling Council Dinner held over Labor Day weekend. He said most of the other attendees were not aware of Yorkville's kayak chute. Mr. Sleezer said perhaps there were new members and that the Council keeps kayaks in the Parks & Rec yard. It was noted that one of the members set a world record with kayaks. The next meeting is January 16th. Adjournment: Since there was no further business, at 7:16pm it was moved by Ms. Forristall and seconded by Mr. Dumanovic to adjourn the meeting. Unanimous voice approval. Minutes respectfully submitted by Marlys Young, Minute Taker (not present at meeting)