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Park Board Minutes 2011 07-28-11 APPROVED 8/11/11 Yorkville Parks and Recreation Department City Conference Room 800 Game Farm Road, Yorkville, IL 60560 July 28, 2011 Call to Order: Ken Koch called the meeting to order at 7:00 p.m. Roll Call: Ken Koch – yes; Debbie Horaz – yes; Kelly Sedgwick – yes; Seaver Tarulis – yes; Amy Cesich – yes; Mark Dilday – yes; Vickie Coveny – yes Introduction of City Officials and Staff: Interim Director of Parks and Recreation – Laura Schraw; Superintendent of Parks – Scott Sleezer Public Comment: There were no public comments. Presentations: There were no presentations. Approval of Minutes: The minutes from July 14, 2011 meeting were approved. Motion was made by Deb Horaz and seconded by Kelly Sedgwick. Bill Review: Ken Koch asked if we made 30% in the All Star. Scott Sleezer stated that yes, we made the 30%. Ken Koch has some questions about some entertainment costs. Scott Sleezer stated that the bands and stage expenses are for more than one band. Scott stated that they get the bands through a service. Ken Koch asked about another entertainment cost. Scott clarified the costs for him. Scott stated that they changed to First Place Rental in Oswego, which has cut our budget in half. Hometown Days budget is $100,000 and it should make $135,000. Ken stated that includes alcohol sales and that is doesn't include staff. Scott stated that we have received more help from different organizations for volunteers. The vendor parking will be monitored for us this year, which saves us 36 man hours. Laura Schraw said that she will send them the Hometown Days Festival Analysis from 2010. Deb asked about a billing error of $50.00. Laura stated that it was a membership change. The person was billed two months at once. Deb asked about the revolution t-shirts. Laura stated that one of our vendors bills had not been paid during the previous superintendents term. Scott stated that this bill is from 2008 from a program we had at the REC Center. The bill has been paid. Laura stated that we double checked to make sure, so we PAGE 1 didn't pay them twice. Ken made motion to approve bills. Motion made by Seaver Tarulis and seconded by Mark Dilday. Ken Koch – yes; Deb Horaz – yes; Kelly Sedgwick – yes; Seaver Tarulis – yes; Amy Cesich – yes; Mark Dilday – yes; Vickie Coveny – yes. Old Business: None. New Business: Park Naming Request* Ken stated that he did some research Jeffery Collman is from Yorkville and he th was killed in the September 11 attacks. Ken stated that he is a step brother to the Genglers, who is a member of the school board. Laura Schraw stated that she and Bart Olson met with pastors from three different churches and Dr. Scott Wakeley the school superintendent. Laura stated that the churches wanted to participate in the Patriots Walk. In the past, the walk has been in the evening, but this year it is a Sunday, so it is planned to have the walk at 8:46 a.m. when the plane hit the first tower. The th churches are trying to figure out something special for the 10 anniversary. It was discussed having something in town square for the memorial for Jeffrey Collman. Scott Sleezer mentioned that we need benches. Ken stated that a bronze plaque could be put on a park bench with his name. Different ideas were discussed as to what kind of monument should be done. Ken asked what the board thinks about this idea. Kelly Sedgwick asked if it is the same person that we discussed naming the tennis court after? Ken stated that it is the same person. Vickie Coveny asked about the fact that people steal the bronze plaques. Scott stated that they nail them down well and it should be okay. Deb Horaz asked if the church will be donating money. Laura stated that we will give them ideas and then we let them know how much money would be needed for the monument. The schools were involved because they wanted th to do something in the community to commemorate the 10 anniversary. Laura stated that the schools were thinking of doing something during a football game. Scott stated that it takes a minimum of three weeks to get a bronze plaque, so it needs to be decided soon. Kelly Sedgwick stated that it should be left up to the family, as to what kind of memorial they want. It could be a tennis court or bench or plaque. The board agreed to leave it up to the family. Scott stated that he can get some prices together for the costs of different items. Ken stated that if the family decided that they want to go with the tennis court, do we have to have a formal request for that? Deb Horaz stated that it is required. Deb Horaz brought up that we have other parks that need to be named. The board discussed different parks to be named Teachers Park, Mayors Park etc. Deb told the board to start thinking about what names we want to assign to different parks. Reports: Director Report: Ken Koch asked about the audit. Laura stated that it should be on the next Park Board Agenda. She stated that will probably be discussed in an executive session. Ken asked about the rents for the kayak place and other buildings. Laura stated that they were billed and they sent in their payments. Deb asked about the name of Geneva Kayak. Laura stated that some of their signs say Yorkville, but they are still operating as Geneva Kayak. Amy Cesich stated that the board specifically discussed the name change. The board stated that it needs to be changed to Yorkville. Laura stated that on the next agenda the City Administration Committee asked why the Park Board is still signing checks. PAGE 2 The committee wants to have all signatures go through the city. Ken stated that if others in city hall are signing checks he doesn't think that bills will not be paid correctly. Laura stated that the Park Board still approves the bill list and then they just sign checks. Laura said they just want to follow city councils policy. Laura said that she just wanted them to know to be prepared to discuss it. She stated it is not taking away power. Scott Sleezer stated it may be because we have different finance people now. Scott stated that working with Rob is excellent. He gets him the answers he needs every time and he is quick and efficient. Laura brought up the substation at Riverfront Park. Comed stated that the big old cottonwood trees need to be removed because it is interfering with them providing service. Comed will restore the area and give us some swamp white oaks in return. The board discussed if that is the best choice of trees for that area. Scott stated that he believes it is a good choice for that area. Parks Report: Scott stated that the new Park at Raintree B is just about completed. The playground itself still needs a safety check to make sure things are all done correctly. He stated the staff will be doing that in a couple days. Deb Horaz asked about the rubber mat question at the splash park. Scott stated that mats are expensive and they are slippery when they are wet. Scott stated that it can be taken also. Scott stated that kids should wear water shoes to make it safest. Scott stated that they have shark grip sprayed on there, but it cannot be applied to much because then if the kids fall, they get scraped up. Scott stated that there was an incident at Gilbert Park this week. The fire department had to cut an older child out of a baby swing this week. Scott stated that it cost us about $200.00. Kelly Sedgwick asked if we can bill the family. Scott said the child was about 9 years old. Ken asked if the tennis courts are open. Scott stated that when the trail is graveled that leads to the tennis court it will be opened. Ken asked if there will be lights there. Scott stated that they hope by December it will all be in. Ken asked about the lights timer. Scott stated that they have it figured out. There will be a time limit set. Laura stated that the official opening of the park will be next spring, but people can use the park before that time. Scott stated that if the board allowed and it is in the budget, we could put a clay infield out there for neighborhood play. Additional Business: None. Adjournment: Amy Cesich made a motion to adjourn meeting and it was seconded by Deb Horaz. Meeting was adjourned at 8:00 p.m. Next Meeting: August 11, 2011, City Hall *Items needed Board approval or recommendations Minutes Respectfully Submitted by: Lisa Godwin PAGE 3