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Park Board Minutes 2011 08-25-11 APPROVED 9/22/11 Yorkville Parks and Recreation Department City Conference Room 800 Game Farm Road, Yorkville, IL 60560 August 25, 2011 Call to Order: Deb Horaz called the meeting to order at 7:00 p.m. Roll Call: Ken Koch – no; Debbie Horaz – yes; Kelly Sedgwick – yes; Seaver Tarulis – yes; Amy Cesich – yes; Vickie Coveny – yes; Mark Dilday - yes Introduction of City Officials and Staff: Interim Director of Parks and Recreation – Laura Schraw; Superintendent of Parks – Scott Sleezer; Tim Evans – Superintendent of Recreation; – Alderman Diane Teeling. Public Comment: There were no public comments. Presentations: There were no presentations. Approval of Minutes: The minutes from August 11, 2001 meeting were approved. Kelly Sedgwick – yes; Seaver Tarulis – yes; Amy Cesich – yes; Vickie Coveny – yes; Mark Dilday – yes; Deb Horaz – yes. Bill Review: Amy Cesich asked who the background checks are on. Tim Evans stated that it is for the coaches for basketball and soccer. Amy asked if it is always that much. Tim stated that yes, it is through the police department and Scott Sleezer stated that the cost has come down. Amy asked if that is done every year. Tim stated yes the coaches checked each year. Scott Sleezer stated the repairs that were made at the REC Center were paid for because it was things that they couldn't take care of themselves. Kelly Sedgwick made a motion to approve the Bill List and it was seconded by Amy Cesich. Old Business: None. PAGE 1 New Business: American Taekwondo Association REC Center Small Gym Proposal:* Tim Evans stated that it is a similar situation to the Empower agreement they had previously. Tim stated that the organization is currently in Oswego and they are not happy with their situation there. They are wanting to move rather quickly. Tim stated that he believes that it is a good opportunity to help with the deficit situation and to gain new members. Deb Horaz asked about the insurance situation. Tim said that he spoke to Bart about it. Tim said he put quotes in there to see if we want to move forward with this after speaking to the board. Deb asked why the rent is lower for the first three months and then goes up. Tim said that is pretty standard that others said that the first few months would be free to gain tenants. Deb Horaz asked if it is month to month. Tim said that it will probably be a year. Deb asked about painting the walls. Tim said that they wanted to paint it white and put some mirrors up. Tim stated that they just want to repaint because it has been beat up over time. Deb Horaz asked about a discount on membership for them. Tim said that for the first 90 days they would waive the registration fee for them to gain their membership. Deb Horaz stated her concern about this. She asked if the members of the community can get this same break. Tim stated that in September they will be running an open house that is open to anyone. Amy Cesich asked how they will identify the members. Tim stated that they will get a list from them and check to make sure they are members of the American Taekwondo. Deb stated that she is not in favor of waiving the membership fee. Scott Sleezer stated that most of these people are coming from the YMCA where they were previously located. Deb Horaz asked if we could make it 30 days instead of 90. Scott said that we could, but he stated that if they are members of the YMCA and they want to switch it could take more than 30 days, so they discussed 60 so they are not paying dual membership. Laura Schraw stated that in the contract is states 60 days. The board asked why the American Taekwondo Association is not happy with the YMCA. Tim stated that it is a combination of facility and staff issues. Tim stated that they want to be their own organization. Deb Horaz asked about programming space and if this will effect that? Tim stated that it might cause a small problem, but they can work with it. Tim stated that it is important that they cut the deficit and that they will not only get the rent, but hopefully, more memberships. Kelly Sedgwick stated that he thinks this is a great idea, because we are getting money and we are not using our staff to run it. Kelly Sedgwick asked about the insurance amount. He stated that it seems high. Tim stated that is something that he needs to talk to Bart about. Deb Horaz asked if they will be in there after hours? Tim stated no. Deb asked if they can use the locker rooms. Scott stated yes. Scott said that we go with a year and re-evaluate the contract then. Vickie Coveny said that she thinks that we need several lawyers to look over these contracts when we do them. Scott Sleezer said that we can have the city attorney read it and ask one of the alderman to read it as well. Deb Horaz stated that the attorney doesn't know what the board wants. Scott stated that is why we are here to discuss what the board wants. Deb Horaz asked about signage for them. Scott said something on the window or front door so people know they are in the right spot. Tim stated that was never discussed. Deb asked if they are going to send a representative to Park Board. Tim said he can have them do that, if the board wants. Deb asked how long they have been in business. Tim said that he is not sure and he can find out. Amy Cesich stated that she thinks we are in agreement we want them in. Amy stated that we just need to get all the details in the contact and we can look at it again. Scott asked is it okay for us to proceed. The board said that it is fine. Tim stated that we will bring back another contact at the next meeting. Deb asked if Ken was okay with this. Tim stated that he PAGE 2 spoke to him on the phone and yes he is fine with it. Reports: Director Report: Laura Schraw stated that she had someone contact her about purchasing the caboose. She is asking how the board feels about that. She stated that it was purchased for $10,500. That is the minimum we would ask for. Laura said that she would suggest that the money go to Riverfront Park. Scott stated that might even allow us to do something next year. Scott stated that it probably came out of land cash. Scott asked if the board would be willing to sell it for what we paid? The board stated they would like to make something. Scott said that we haven't had a lot of interest in it. Deb said to start a little higher on price and then we will end up with what we want. Scott asked if staff can negotiate it. The board agreed. Amy said it is time for the caboose to go. Deb asked if they will come back to the board to make the final decision. Laura stated that they will. Laura stated the next thing is on September 21, 2011 there is a ribbon cutting event for the playground from 4:30 to 6:30 p.m. They will be selling a hot dog, chips and drink for $1.50, just enough to make our money back. Laura stated that the Mayor will come and speak and maybe some alderman. Scott stated that it would be good to have some Park Board members there too. Tim said that the Illinois Paddling Council wants nd to do a small event on October 2. He stated that it should not be more than 20 people. Laura stated that we told them we would come to the board to see about waiving the fees. Laura said that they want to see how it goes and then maybe have more next year affiliated with Hometown Days or Music Under the Stars. Laura stated that it is their goal of doing this getting more people interested in kayaking. Amy Cesich stated that she was at the riverfront this past weekend and it was packed with people using the kayak shoot, but she stated that the park was a mess with a lot of garbage etc. Scott stated that some of that is probably that they do not have the same about of manpower as they used to. The board asked if we need more cans down there? Scott stated that they can look into that. Amy said that she just wants to make sure that when others are coming into our community, we want it to be clean. Scott stated that we are shorthanded now in keeping things up. He said that we used to have 10-12 seasonal help and now it is 2. Amy said that this park can bring in a lot for the community and we want it at its best. Scott said that he has people calling him a lot from community parks just needing things cleaned up or graffiti cleaned. Vicki Convey asked about an adopt a park program. Scott stated that they have that, but is not something that is weekly. The board discussed what charity they wanted to put the money from tips they collect at Hometown Days. The board decided PADS. Laura asked the board if nd the October 2 kayak event is okay with the board. Laura stated that next year we want to have a Whitewater Festival and we wanted to work with them to help make that successful. The board agreed nd that the October 2 kayak event is okay. Laura stated that as part of the Playful city USA September is the month of play will be held at Hometown Days. Laura stated that at the baseball meeting the fees were fine and they wanted a couple different fees added into the contracts. She said that at the end of September we will have those contracts for the board to look at. Recreation Report: Tim stated that if anyone wants to help with Hometown Days this next week, they could use the help. Parks Report: Scott asked the board to go and look at Raintree B Park. He stated that the concrete table is in. PAGE 3 Additional Business: Deb Horaz asked about the Geneva Kayak name change. Deb Horaz stated that they were supposed to change their name. Deb said maybe they would like the name Yorkville Kayak instead of Yorkville Outdoor Recreation Center. Scott stated that eventually they will change their name, but he stated that he thinks that it is actually benefiting us because people are still finding them under Geneva Kayak. Deb stated that the board didn't get what we asked for. Laura stated that when the two years are up, we can renegotiate that. Deb stated that when they wanted to move to Yorkville, the board stated that it was fine as long as they changed their name from Geneva to Yorkville and they agreed, but that has still not happened. Deb stated that we are not attorneys and we don't always see what we need to know. Laura stated that is why it is only two years and that it is a learning process. Deb stated that in the REC Center and Hoover there were things that we should have done and didn't know. Laura stated that these are all new things and we are learning. Laura stated all these contracts are up in 2013 and we are redoing them. Amy Cesich stated that she would like to know when they are planning on making the change. Amy stated that the board feels duped because they stated they would change it and never have. Amy and Deb said they remember them specifically saying they will change their name. Laura stated that in less than a year and a half, we will be able to address it again and get the change. Adjournment: Amy Cesich made a motion to adjourn meeting and it was seconded by Kelly Sedgwick. Meeting was adjourned at 8:12 p.m. Next Meeting: September 8, 2011, City Hall *Items needed Board approval or recommendations Minutes Respectfully Submitted by: Lisa Godwin PAGE 4