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Park Board Minutes 2011 07-14-11 APPROVED 7/28/11 Yorkville Parks and Recreation Department City Conference Room 800 Game Farm Road, Yorkville, IL 60560 July 14, 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; Mark Dilday – yes; Vickie Coveny – yes Introduction of Guest, City Officials and Staff: Interim Director of Parks and Recreation – Laura Schraw, Superintendent of Recreation – Tim Evans, Superintendent of Parks – Scott Sleezer, Shay Rosborough, Recreation Coordinator and Tony Scott, Kendall County Record. Public Comment: There were no public comments. Presentations: There were no presentations. Approval of Minutes: The minutes of the June 23, 2011 meeting were approved. Motion was made by Deborah Horaz and seconded by Amy Cesich. Bill Review: Bill list – Motion to approve Bills List by Kelly Sedgwick and seconded by Seaver Tarulis. Roll Call on Guests: Deborah Horaz – yes; Kelly Sedgwick – yes; Vickie Coveny – yes; Seaver Tarulis – yes; Amy Cesich – yes; Mark Dilday – yes. Old Business: Park Rental and Use Policy:* Board Member Deb Horaz brought up a typo in the policy that needs corrected and will go back to City Council. The board discussed that some parks state that there is not grilling allowed in parks. Scott Sleezer stated that there is not grilling allowed in any parks. Laura Schraw stated that she and Scott Sleezer want to revise the document in the future so that it is more simple and consistent. The board discussed allowing grilling in certain parks. Ken Koch stated that the changes were made that Deb Horaz suggested. Deb Horaz brought up the Vendor policy and violations and if changes need to be Park Board Meeting July 14, 2011 Page 2 of 5 made. Deb Horaz wanted to make sure that if the city sees violations that the park board is made aware of it. Ken Koch stated that if there are other updates or changes to get them to Laura Schraw. Amy Cesich asked about the fees and if we should change the vendor fee. Laura said that it is being discussed internally and she said they are looking at making some changes for next year. Amy Cesich stated that it is reasonable that those fees would raise over time. Laura stated that if the board has any ideas to let them know. The Board discussed how much to raise the fees. Laura Schraw stated that it will be looked at again in the winter. Motion to take the Park Rental and Use Agreement to City Council for approval. Motion by Deb Horaz and Seconded by Amy Cesich. Board unanimously approves motion. Alcohol Sales at Bridge Park:* There was a discussion about pros and cons in different areas that do serve alcohol in their parks. It was discussed if more staff would be needed if this passes. The Board discussed what feedback they have been receiving from the public on this issue. Scott Sleezer stated that the City staff if very responsible and it would be run in a professional manner. Ken Koch asks for a vote. Ken Koch – no; Deb Horaz – no; Kelly Sedgwick – yes; Vickie Coveny – no; Amy Cesich – yes; Mark Dilday – no; Seaver Tarulis – no. Park Vendor Policy:* Laura Schraw stated that in the last meeting it was questioned how to issue permits for carts. Ken Koch stated that one cart could be moved around to different locations, but would it need a different permit. Laura Schraw stated that she asked Bart and he said that the policy is one license for one business in one park at a time. You could not sell in multiple parks at one time. The board discussed that if they are selling something at the cart it would need to have a permit. Preparation carts would not count. The board discussed assigning certain vendors to certain parks. Laura Schraw asked about the competition clause and how the board wants that written. Tim Evans asked about certain vendors being guaranteed the same events each year. The board stated that would work as long as they have a date they have to have an application submitted by. Kelly Sedgwick asked if we can put something in the policy that if we have problems with a vendor they can be denied. The board also discussed having a deposit st requirement. Laura Schraw stated that January 1 would be a good time to redo these policies. Laura Schraw stated that the things that the board wants included in the revisions are: 1) the person that had st the previous year gets precedence, 2) the application is due by January 1 , 3) the staff can approve vendors and 4) if there are issues it comes to the board and one business selling cart per park. Deb Horaz suggested that all requests should come through park board. Ken Koch stated that it needs to be stated in the document that the staff and board have discretion to approve or not approve a vendor. June 2011 Budget Report Discussion: Deb Horaz stated that the last page is missing totals. Laura Schraw stated that she can get another copy made that shows the totals for next meeting. Deb Horaz asked about why the salary is coming from Park Board Meeting July 14, 2011 Page 3 of 5 Land Cash. Ken Koch stated that the board wants to see numbers each month and how much the city if taking out. The board members discuss different items in the budget to get clarification on where money is being used. Strategic Planning: Laura Schraw stated that strategic planning is to decide what we want our goals to be for the next year. What types of festivals do we want to continue, what programs at the REC Center etc. Laura Schraw suggested just doing one topic in strategic planning each meeting. The board talked about the REC Center this meeting. The board discussed if we do not have the REC Center what programs could we offer. It was discussed that before the REC Center, the city did offer programs in different locations like schools, churches and other buildings. The board discussed that there would still be rent or fee to use these facilities. The board also discussed that using schools there will be scheduling issues. Tim Evans stated that the board needs to be looking at what classes and things should be continued if there is no REC Center. The Board stated that the REC Center staff should let them know what classes are the most popular and what the people want the most. Tim Evans stated that the basketball court is used by hundreds of kids each week just to play basketball. Scott Sleezer stated that the population is drastically different than it was before we had the REC Center. Kelly Sedgwick stated that we need to let the public know that if we don't have the REC Center, we don't have the programs. The Board talked about a possible referendum. Laura Schraw stated that now is probably not the time for a referendum. Deb Horaz said that you know it will be voted down. Scott Sleezer stated that in the survey four out of five needs were met by having the REC Center. Laura Schraw said that the Yorkville Congregational Church, the offices on the south side Dan Kramers office building, Parkview Christian, New Life Church and Trinity United Methodist Church were previously used, but we did pay fees for the use. Deb Horaz stated that it will end up being up to City Council to decide when the see the numbers. Ken Koch stated that schools are going to have to be used for the basketball programs. Tim Evans stated that the preschool program would have to be completely moved somewhere too. Laura Schraw stated that some of the buildings are leased out for two years and they would be available again. Amy Cesich stated that the community needs to come out and tell City Council that they want these programs. Tim Evans stated that there has been a dramatic increase in people coming to the REC Center, joining and using that facility. Amy Cesich stated that we have grown as a community and there is a need for these programs. Scott Sleezer stated that all this amounts to is trading rent for rent and so you might as well have somewhere with membership to help pay the expense. Tim Evans stated that last year the deficit was $67,000 at the REC Center. Tim Evans stated that the Board needs to go and let City Council know what they think. Deb Horaz stated that people want it, but in this economy they are tired of being milked and times are tough for people. Ken Koch stated again that the first thing that has to happen is to see the appraisal. Laura Schraw said that the appraisal process has begun. Laura Schraw stated that if we want to keep the same programs we let the city know and see what funding we receive from them. The board discussed that they need to look at how much revenue is coming in from their programs and how much the memberships bring in so they know how much per month they would have to work with for rent. Tim Evans stated that it is projected to have a break even budget this year. Park Board Meeting July 14, 2011 Page 4 of 5 New Business: Rec Center Appraisals: Laura Schraw stated that she contacted two different companies. Ken Pollic for $7,500 and Ted Schneller for $2,250. The City if going to go with Ted. The Board asked why such a difference and Laura said that Ted is familiar with the facilities and the area. He stated that it will be three to four weeks. Ted is a certified appraiser. Ken Koch asked about when the report comes back how do things go after that. Laura stated that it should probably be an executive session. Laura said that the appraisal is going to be mostly about the value of the building and the worth and not an inspection stating what things are wrong and need fixed. It is similar to a home appraisal and then the inspection follows. Reports: Staff Report: None. Recreation Report: Tim stated that the biggest thing is that Amanda Hopkins is no longer with us. Our morning supervisor, Ryan Negre, took over as Facility Coordinator. He is doing a great job. Ken stated that the board did vote on that. Tim stated that he put numbers on the REC Center in the report. He said that the numbers are improving each year. Tim pointed out that the revenues in June went up, which is a good sign. Tim said that total membership has gone up 600 members since last year. Tim said that it helps that all programs are located in the same place. Tim Evans said that they are saving money on staff this year. There used to be six staff members and now there are four. Tim stated that they hired a part time employee to help. There are no interns at this time. Tim said that they just have not been able to get one. Tim stated that it needs to be someone from the area so it is convenient for the intern. Tim contacted different schools and has not been able to find one at this time. Concession sales have been very good this year and that has helped the numbers too. Parks Report: Scott Sleezer stated that he has been contacted by a Boy Scout that wants to do an Eagle Scout Project. He said that this particular project is he wants to do three flag poles and some bricks etc. Scott said that he would like to bring to his attention some things that need done in the parks and steer them in that direction. He said that the reason why is that the poles they use are not quite as durable and end up being replaced by the city later. He stated that in parks standard poles do not hold up in a park overtime. Scott said that he is going to suggest that they re-roof the gazebo at town square park or work with the Legion and get a new light on the monument in town square. He is going to suggest that to the Boy Scout and he can research those and decide. Scott said he encourages the board to go and see Raintree B Park. He said that within two weeks the park should be open. Park Designer Report: Laura stated that she doesn't really have anything specific on the agenda for next meeting. She asked the board for anything to add for agenda items for next meeting on July 28, 2011. Park Board Meeting July 14, 2011 Page 5 of 5 Additional Business: None. Adjournment: Deb Horaz made a motion to adjourn the meeting and Amy Cesich seconded. Meeting was adjourned at 9:20 p.m. Next meeting: July 28, 2011, City Hall *Items needed Board approval or recommendation Respectfully submitted by: Lisa Godwin