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Park Board Minutes 2011 08-11-11 APPROVED 8/25/11 Yorkville Parks and Recreation Department City Conference Room 800 Game Farm Road, Yorkville, IL 60560 August 11, 2011 Call to Order: Ken Koch called the meeting to order at 7:05 p.m. Roll Call: Ken Koch – yes; Debbie Horaz – yes; Kelly Sedgwick – yes; Seaver Tarulis – yes; Amy Cesich – yes; Vickie Coveny – yes; Mark Dilday - no Introduction of City Officials and Staff: Interim Director of Parks and Recreation – Laura Schraw; Superintendent of Parks – Scott Sleezer; Tim Evans – Superintendent of Recreation; Carlo Colosimo – Alderman; Rob Frederickson – City Finance Director Public Comment: There were no public comments. Presentations: There were no presentations. Approval of Minutes: The minutes from July 28, 2011 meeting were approved. Motion was made by Deb Horaz and seconded by Seaver Tarulis. Bill Review: Ken Koch stated that there was a $4,000.00 check for cash out for Hometown Days. Tim Evans stated that we take out $4,000.00 out, but it comes back here each day in the safe and there is a deposit each night so by the end of the weekend there will be around $60,000.00 to deposit, so the $4,000.00 will be paid back by the funds that are made at Hometown Days. Tim stated that it is used to have smaller bills to break larger ones. Ken asks for a motion to approve bills list. Motion made by Vicki Coveny and seconded by Kelly Sedgwick. Old Business: July 2011 Budget Report - Laura Schraw stated that Rob Frederickson asked if we could put this item on the second meeting of the month instead of the first. It is difficult for them to get it ready for the first meeting. Rob said that he wanted to get the bank record done before doing financial reports so that PAGE 1 we do not mistake something. The board agreed to that change. Deb Horaz asked if they could get a 12 month period to look at, so that they can do comparisons. Rob Frederickson stated that is not a problem. New Business: 2012 Baseball Agreement Fees - Ken stated that we table this item because there is going to be some more changes before next meeting. Laura Schraw stated that if we are going to change anything, it will st be difficult because we have to let them know by August 31 due to our contract. Ken Koch stated that there is a meeting coming up that different ideas are supposed to be discussed, so he asked if the board wanted to discuss this item tonight. Tim Evans stated that the only change he has is the tournament st rentals date can be given to them earlier than December 1. He stated that he already has people calling him asking if they can book the same weekends they had previously. Scott Sleezer stated that letting them know sooner is better because they make a lot of money off of these tournaments in concessions. Tim Evans stated that is the only change on their end. Laura Schraw stated we are not approving a new st agreement, we just need to let them know by August 31 if we are going to change any of our fees. Laura stated that all we need to do now is state that we are keeping the fees the same. The meeting that nd is supposed to happen is on August 22, so we can put this topic on our next agenda for further discussion. Amy Cesich asked if Laura could e-mail them the information from that August 22nd meeting so that they can look it over before the next Park Board Meeting. Ken Koch stated that apparently they are looking at doing it like Fox Valley runs their fields. Tim Evans stated that the Park Board and City Council has to approve the changes. Kelly Sedgwick stated he would not want to see the local people want the fields and then be upset because we are renting them out to others. Scott Sleezer stated that local people are playing in those tournaments. The board agrees that they are fine with leaving the prices the same at this point. Ken Koch asks for a motion on 2012 Baseball Agreement fees. Vickie Coveny made a motion and Deb Horaz seconded. Financial Hardship REC Center Fee * – Tim Evans stated a lot of people are going through tough times in this economy. He stated that sometimes we have people stating that they cannot afford the $40.00 a month, but could do $15.00. Tim stated that instead of losing them as a member, give them a break for a short time, by filling out forms and work with them for a short amount of time until they are back on their feet. Amy Cesich asked what the guidelines are going to be to decide who is under hardship. Tim stated that there are forms that are in the 79 budget. Ken Koch stated that there is not a lot of people using that. Tim stated that it would be the same on this. Ken asked are all members going to be the same? Tim stated that it would have to vary and not be past 6 months. Tim stated that every situation is different and we would have to deal with it differently. Deb asked if instead when they come back when you are employed again, we could give you a break on signing up again. She stated that if you are not working, you have other priorities like food and electricity. Tim stated that some residents need it for their children and to destress. Tim stated that if we lose them we won't get them back. Tim stated that he doesn't think it is a huge amount of people that would be using this. Tim stated that if we can keep them, in the long run they will pay more. Tim stated that they bring in the check stubs etc. Deb Horaz asked what if they don't have a check stub? Deb Horaz asked about maybe having them do some volunteer work or something. Ken and Deb stated that they do not believe that they will not come back after they get a job back. Deb Horaz stated that she thinks that when they come back we could PAGE 2 waive the start up fee. Amy Cesich asked what about the mom's that state they really need it for stress relief. Deb Horaz stated that it is a luxury. Ken Koch stated that we need some really strong controls if this is done. Kelly Sedgwick stated waiving the cancellation fee or joining fee would be a good way to do it. Kelly Sedgwick stated that we have to cut back our spending on parks etc. He stated that it is tough times for everyone, so he doesn't see how we can do something like that. Amy Cesich stated that she would like to see something come back once there is a plan put into place. Kelly Sedgwick asked if you are laid off and collecting unemployment and if you come back within two years, we waive the joiners fee. Tim Evans stated that he will put together a more structured plan and bring it back to the next meeting. Amy Cesich stated that she works for a doctor and it is analyzed by each case and people don't always take advantage. Vicki Coveny stated that they can still buy a daily pass and they can come once a week. Ken Koch stated that he would like Laura Schraw to be involved in this. Account Signers for Park and Recreation Bank Account – Rob Frederickson stated that this is just an effort by staff to streamline the process associated with accounts payable and reduce the amount of signers from eight to four, the Mayor, myself, treasurer and city administrator. It eliminates things like possible misplacement of checks and you don't have to disclose personal information to the bank. It removes the headaches of changing signers as people come and go in the Park Board. Rob stated that the board will still have the right to review and approve the checks that will not change. He stated that no checks will be issued without the board's approval. Ken stated that he said that he still has concerns that could happen. Rob stated that it has been implemented with the city council. Rob stated that on the bill list they will include a check number so that if you wanted to pull any check for any reason, it can be done. Ken Koch asked if the director position can be put in with these others so that the director can see and review this process. Laura stated that she could look and review the checks before they are signed. The board agrees that they would like Laura to check and review all checks and then they feel okay with this change. Reports: Director - Laura stated that she did talk to Geneva Kayak about changing their sign. She stated that they are planning on keeping the sign and then having the Yorkville Outdoor Center on there too. Deb Horaz stated that is not what was discussed. Ken Koch asked what was in the lease. Amy Cesich stated it is difficult to change the name. Ken stated that they don't want to lose the business they have. Laura stated that their plan is to have Geneva Kayak and then say Yorkville Outdoor Center underneath it. Laura stated that the agreement they turned in says Geneva Kayak on it. Laura stated that she will look into it and let the board know. She stated that she wanted to just let the board know that she did call and speak to them about the issue. Laura asked the board about the bar tending challenge. She stated that Gary was talking about it in City Council meeting. Ken Koch stated that the plan is to see who can make the most tips. Scott Sleezer stated that the tent has two serving windows and each of you can collect tips in a charity of your name and at the end of the night the group with the most tips gets to keep both sides. Parks Report – Scott Sleezer stated that Raintree Park B playground is done. He said that they are finishing up pouring a concrete table. He stated that he took his daughter out there and he said that the park is very busy and it was much needed. He stated they are working on the trail and parking lot. He stated that we might be pushing up against cold weather. He stated that they are looking at doing a PAGE 3 paver parking lot. Deb Horaz asked if there was a problem with parking. Scott said no, but when the tennis courts are open he thinks they will need more parking. There is parking at the school. Recreation Report – Tim Evans stated that the last Music Under the Stars is this week. He stated the fall catalog should be delivered door to door this weekend. He stated the budget is still moving in a good direction. The deficit keeps going down. He stated that the memberships should start to increase now that the kids are going back to school. Additional Business: Ken Koch asked Laura about the Coleman naming issue. Laura stated that they did speak to the family and they said that they would really like the tennis courts to be named for him. She stated that the th application is underway. The Mayor will mention the plan when he speaks on September 11. When the park is completed, there will be a ribbon cutting and they will invite the family and present the plaque. Suspend Regular Meeting to go into Executive Session: Motion to suspend regular meeting and go into executive session was made by Amy Cesich and seconded by Kelly Sedgwick at 8:10 p.m. Regular Meeting Call To Order: Motion was made by Kelly Sedgwick and seconded by Amy Cesich to call regular meeting to order at 8:57 p.m. Adjournment: Seaver Tarulis made a motion to adjourn meeting and it was seconded by Kelly Sedgwick. Meeting was adjourned at 8:58 p.m. Next Meeting: August 25, 2011, City Hall *Items needed Board approval or recommendations Minutes Respectfully Submitted by: Lisa Godwin PAGE 4