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Park Board Minutes 2011 09-22-11 APPROVED 10/13/11 Yorkville Parks and Recreation Department City Conference Room 800 Game Farm Road, Yorkville, IL 60560 September 22, 2011 Call to Order: Ken Koch called the meeting to order at 7:15 p.m. Roll Call: Ken Koch – yes; Debbie Horaz – no; Kelly Sedgwick – yes; Seaver Tarulis – yes; Amy Cesich – yes; Vickie Coveny – no; Mark Dilday – no Introduction of City Officials and Staff: Interim Director of Parks and Recreation – Laura Schraw; Superintendent of Parks – Scott Sleezer; Superintendent of Recreation – Tim Evans Public Comment: There were no public comments. Presentations: There were no presentations. Approval of Minutes: The minutes from the August 25, 2011 meeting were approved. Seaver Taurlis made motion and Kelly Sedgwick seconded. Ken Koch – yes; Kelly Sedgwick – yes; Seaver Tarulis – yes; Amy Cesich – yes. Bill Review: Ken Koch stated that we paid the carnival people from Hometown Days. Scott Sleezer stated that we got 30% and they got 70% and we got an additional $75.00 per concession trailer. Amy Cesich asked about how Hometown Days compared to the past. The board discussed that it was just as successful as past years. Ken Koch asked about phones. Scott Sleezer stated that they switched to smart phones. Scott Sleezer stated that it is great technology and is a big time saver and much more efficient. This fee replaced the old plan. They are not city phones. The bill list from September 8, 2011 was approved. Motion made by Amy Cesich and seconded by Kelly Sedgwick. The bill list from September 22, 2011 was approved. Motion made by Seaver Tarulis and seconded by Amy Cesich. Old Business: Laura Schraw stated that the mirrored statements from last fiscal years are also included, which was requested by Deb Horaz. Rob Frederickson stated that it can be changed accordingly. Laura Schraw stated that Deb Horaz wanted to compare last fiscal year to this fiscal year. Ken Koch stated that it is good to look at the previous year and see where we are at. 1 New Business: Collman Naming Request:* Ken Koch stated that Mayor Golinski announced this at the September th 11 ceremony. It was also stated in the paper. Scott Sleezer stated that the official opening and naming will occur in mid summer and the family will be invited to be part of the opening. Ken Koch asked for a motion and second to approve the naming request. Motion made by Kelly Sedgwick and seconded by Amy Cesich. This item will now be taken to City Council for approval. Hometown Throwdown Waiver Fee Request: Ken Koch stated that if we have a policy, we should follow it. This is only a $30.00 fee in this case, but he feels that it is the principle of it. Tim Evans stated that their hope is that we would like this group to do more with us in the future. Laura Schraw stated that they are a non-profit and are trying to get local people involved in kayaking. Amy Cesich asked how many of these we typically waive. Ken Koch stated they typically don't waive them. Scott Sleezer stated that don't think there will be a large amount of people. Kelly Sedgwick stated that if 25 people don't show up, then we refund them the $30.00. Kelly Sedgwick made a motion not to waive the fee and Seaver Taurlis seconded it. The Board voted not to waive fee. South Preschool Move: Laura Schraw stated that we had a preschool teacher leave and it was a week before classes and there was not time to hire someone else. Laura stated that after further discussion, we notified the parents and combined the classes. There was only one parent that canceled . The Board asked if we will open the south preschool again. Tim Evans stated that maybe next year. Tim stated that there are still kid classes being run there one to two days per week and Spanish lessons. Ken Koch asked if there is a waiting list for preschool. Tim Evans stated that no because we now have three teachers per class so we could potentially expand it up to 30 kids per class. Tim Evans stated that we are now making more money paying less teachers. The Board asked why the teacher left. Tim Evans stated that it was economics she wanted more money and we couldn't afford it. Ken Koch asked if we have people prepared and trained in the future in case this happens again. Tim Evans stated that we do. Refer a Friend Program: Tim Evans stated that this is a common thing at other places like the YMCA. Tim stated that it would be a good incentive for our loyal members. Tim stated that if someone brings a friend in they would get a month free. Tim stated that even though it is a month free, we gain a yearly membership. Kelly Sedgwick asked if we are going to have a limitation. Tim Evans stated that yes it will be limited to a year. Motion was made by Seaver Taurlis and seconded by Kelly Sedgwick. The Board approved the Refer a Friend Program. Reports: Director's Report: Laura Schraw stated that Yorkville is Playful City USA and it is the fourth year. Laura stated that there was an article in USA Weekend and Yorkville was listed in there. Laura stated that it will give the city opportunities. Ken Koch asked if we get a grant with the Playful USA. Laura stated no we do not get a grant. Kelly Sedgwick stated that when people are looking for places to move it is a good thing for our city. Laura stated that she would like to get that onto the website. She stated that they have a playground app and it will tell you where the playgrounds are. Laura wanted to discuss the land cash evaluation. Ken Koch asked if the city has done anything with that. Laura said no. Laura stated that they are discussing it internally. Laura is opposed to changing it. Ken Koch asked if Oswego did it. Laura stated that everyone she spoke to has not done it, and recommended not doing it. Amy Cesich asked when this was brought up. Laura stated that we were approached by a consultant. The consultant is trying to market a piece of land for a bank and market it 2 to developers and they want us to reduce all our fees and one of them is land cash. Scott Sleezer stated that there is danger in doing this. Scott said it could leave us with zero land cash and it could domino into other areas and now we have parks with no dollars to build them. Laura stated that some that have not paid yet, could say that is our number now. Kelly Sedgwick asked if we change, can we make it so they are not grandfathered in. Laura stated she didn't know. Scott said it is not just the value it is usually a certain amount of acres and some of it is land and some in cash. Ken Koch stated that it is very dangerous. Kelly Sedgwick stated that if we, the city and the schools are getting less, we have the same needs and now we are getting less money. Laura stated that it would be a city wide division and that is why we would pay for it. Laura stated that our impact fees are a little higher, but as far as our land cash we are fine. The Board recommendation is that we leave land cash as it is. Laura suggested that someone from the board come to the city council and state your opinion. Laura stated that it is something we are looking at and she wanted to make the board aware of what was happening. Laura stated that she doesn't want to be the first and most of the appraisers that she talked to did not think it was a good idea. Amy Cesich asked what the benefit is to dropping it. Scott Sleezer stated to get someone to buy it. Ken Koch stated that their argument is the cost of land. Amy Cesich asked why is the city council even considering it? Scott Sleezer stated for development. Kelly Sedgwick stated they are not looking to the future. Laura said that the Administration Committee asked us to look into it. Ken Koch said that when this is discussed the board needs to be there. Laura stated that we can discuss this in the next meeting. The Board is in agreement that they are all against changing land cash. Parks Report: Scott Sleezer stated that we were able to make contact with a private soccer organization and at Bristol Bay 65 we built them a field and added about $1,500 to our field rental for the year. It is out where our other soccer is located. A few people are wound up over it and we might want to move it to a different location next year. We could make signs to show that it is a field rental. Scott stated that by doing this, we make money to paint fields. Scott stated that he is getting a lot of phone calls from people letting us know if graffiti and older kids misbehaving and hanging out at parks. Scott stated that there are signs stating no loitering so you can call the police and they can move the kids along. Scott stated that they are combating it the best they can. Ken Koch asked Scott Sleezer to talk about the ball field at Raintree B. Scott stated that they had originally thought they would put a backstop in for pick up games. After looking at the budget, it made sense to look at doing a field that is playable because there is always a need of baseball fields. Scott stated that he looked at the park budget and he believes that it can be done. Scott stated that if we do the field, we might want to think about sodding the outfield because it usually takes a year or two for grass to be ready for play. He stated that some of this can be handled by grant. Scott stated that we are saving a lot of money by doing this project ourselves. Scott stated that we negotiated with the developers we received $95,000 because they didn't develop the park area at all and we developed it ourselves, which is what it would take to hire a contractor. Scott stated to take $16,000 out of the fund to do this it worth it. We are landscaping ourselves and we will save this money in the long run. Scott said he doesn't think we will have to dip into it, but if we have to, it is there and that is what it is intended for. Scott stated that he spoke with the Mayor and Ken Koch and everyone seems in agreement with this. Ken Koch stated that we only have one ball park on the south side of town that is Van Emmon. Ken stated that the middle school is there and it will get use from that. Recreation Report: Tim Evans stated Hometown Days went really well. The Patriot Walk went really 3 well. This coming weekend is the Fall Rec Center Open House. This is a membership promotion to not have to pay registration fee starting tomorrow through Sunday and some free trial classes on the weekend. Kelly Sedgwick asked about Hometown Days and who we are using for amusement contractor for next year. Scott Sleezer stated that he has spoke with a lot of them. Kelly Sedgwick asked if Scott talked to those that do the Sandwich Fair. Scott stated that he did. He stated that it is hard because it is Labor Day weekend and we only have 16,000 people. Scott stated that he has talked to several, but he wants to lock someone in now and some are not willing to do that. Scott stated that he is traveling around to different things to check out their equipment and how they operate. Scott stated that we need some rides for older kids. Scott stated that he is doing his research and it is something that he would like to improve on. Tim Evans stated that Laura, Scott and I have attended city council meetings and we have not done much on the factual presentation about the Rec Center. Tim stated that whatever decision is made is up to you and city council. Tim stated he just wants to get the correct information out there so we know what direction to go. Tim stated that he and Laura Schraw put this together so that we could also show this to City Council and the best decision can be made. At this time, a power point presentation was shown. The power point showed the history of the parks and recreation beginning in 1977 to present, the different places used for programs, number of staff then and now. Ken Koch stated that we were the first to put together a master plan. Ken Koch stated that we fought to get a Director of Parks and Recreation. The presentation showed: 2006 is when we remodeled the Public works building; 2007 is when the city purchased the post office; 2007 we did a survey which said the top five results that people wanted. Tim stated that we met the needs of the citizens with what we have now. Scott Sleezer stated that three of the top five things in the survey were accomplished by having the Rec Center in order. The presentation showed that 2008 is when we were in negotiations for Club 47, 2009 staff was reorganized again, 2010 is where we see declining staff, now 13 staff. Tim stated that even though we have less staff, we have increased programming. Scott stated that programming and park space went up and we have more acres to maintain now than before. All staff is based at Rec Center. The Riverfront buildings are leased out to other businesses. The presentation showed the rent analysis, which is $18,500 per month. We have had a $60,000 to $70,000 deficit per year. Before the Rec Center we spent 3,300 per month in rent and we didn't have any membership fees to help with anything. Tim stated that previously, we had to work around the churches and schools for scheduling and there was not air conditioning. Tim stated that we are projecting a $30,000 to $40,000 deficit this year. Tim stated that we will lower the monthly rent to $3,330 and with more membership and programming we offer, we can cut away at that deficit. Tim stated that if we lease, we will always have to pay rent because of no memberships. Tim stated that we used to offer 120 classes and we now offer 250 to 260. If we leave the Rec Center, we will go back to those numbers. Ken Koch said that straight numbers are good to see it is the plain and simple facts. Tim stated that most people don't know what we were spending before and the difference now, is not as dramatic as you think. We will not save money when you break the numbers down. Tim stated that we 4 spent $3,000 to $4,000 per month, which is what we are spending now and it can continue to go down year after year with membership. Tim listed in the presentation all the rents that were paid to different st buildings plus utilities in some cases. Tim stated that since May 1, when we moved all offices to Rec Center we had a dramatic increase in the 79 Budget. We are up in program revenue by $45,000 already this year. Tim stated that money will go away if we leave the Rec Center that could potentially offset the deficit. There were different comparisons shown in the presentation. Tim stated that they have dramatically cut expenses and they continue to get more memberships. There were different numbers shown to the board in the presentation. Tim stated that he believes they are in a much better position at the end of the year. Tim stated that the rentals and donations have helped also. Tim stated the Rec Center plays a role in the 79 Budget. Tim showed the transfer in the presentation. Tim stated that we are doing more with less money and less staff. Tim stated that we employ about 30 Yorkville residents. Tim stated that he wanted to make sure that the facts are out. Additional Business: Ken Koch stated that the Mayor asked him to mention they are going to do the Haunted Jail again this year. Ken stated that they will need a lot of volunteers. Ken stated that it will be the last two weekends nd in October. Tim Evans stated that on October 22 there will be a Halloween Extravaganza we are hosting. Scott Sleezer stated that our event is free and for younger children. Suspend Regular Meeting to go into Executive Session: Amy Cesich made the motion to suspend the regular meeting and Kelly Sedgwick seconded the motion. Ken Koch stated executive session is for the following reasons: 1. The purchase of lease of real property for use of the public body. 2. The setting of a price for sale or lease owned by the public body. Regular Meeting Call to Order: Ken Koch asked for a motion to call the regular meeting to order at 10:24 p.m. Motion made by Kelly Sedgwick and seconded by Seaver Taurlis. Adjourn Meeting: Ken Koch asked for a motion to adjourn the regular session meeting at 10:25 p.m. Kelly Sedgwick made the motion and Amy Cesich seconded. The motion was unanimously approved by voice vote. Next meeting is October 13, 2011, City Hall *Items needed board approval or recommendations Minutes Respectfully Submitted By: Lisa Godwin Minute Taker 5