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Park Board Minutes 2011 05-26-11 t Yorkville Parks & Recreation Department Administration Office -201 W. Hydraulic St Yorkville, IL 60560 fto Park Board Meeting Minutes Parks and Recreation Administration Office 7:00 p.m. May 26, 2011 Call to Order: Ken Koch called the meeting to order at 7:00 p.m. Roll Call: Ken Koch-Yes; Deb Horaz-Yes; Kelly Sedgwick-Yes; Seaver Tarulis-Yes; Amy Cesich-Yes; Mark Dilday-Yes Introduction of Guests, City Officials and Staff: • Interim Director of Parks and Recreation— Bart Olson • Superintendent of Recreation —Tim Evans • Superintendent of Parks—Scott Sleezer • Park Designer— Laura Schraw • City Council Liaison to Park Board— Diane Teeling, Ward 4 Alderman • Carlo Colosimo, Ward 1 Alderman • Mayor Gary Golinski, Yorkville • Lynn Dubajic, Yorkville Economic Development • Rhonda Goepel, River City Roasters • Erich Goepel, River City Roasters • Gene Sallee, Wilkins Fitness Enterprises • Tony Scott, Record Public Comment: Mr. Gene Sallee, Wilkins Fitness Enterprises, introduced himself and gave a brief overview of fitness equipment his company provides. Presentations: None Approval of Minutes: May 12, 2011* One correction was noted in the minutes to change www.Sportsfight.com to www.Sportsvite.com. Ken Koch asked for a motion to approve the meeting minutes of May 12, 2011, as amended. Deb Horaz made the motion and Kelly Sedgwich seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Bill list* Bill list— FY 11*; Bill list— FY12* The Board reviewed the bills lists. Ken Koch asked for a motion to approve the bills list. Amy Cesich made the motion and Seaver Tarulis seconded the motion. The motion was approved by roll call vote: Ken Koch-Yes; Deb Horaz-Yes; Kelly Sedgwick-Yes; Seaver Tarulis-Yes; Amy Cesich-Yes; Mark Dilday-Yes Old Business: 131 E Hydraulic Street Building Use* Erich Goepel, River City Roasters (RCR)was present at the meeting to discuss leasing the back part of the building. He distributed his proposal to add a 300 sq ft meeting room to the space. He proposed RCR to be the agent to rent the space giving priority to Parks and Recreation clients. RCR would take all the responsibility of setting up the room for different renters, do the entire cleanup, and maintain equipment and Park Board Meeting May 26, 2011 Page 2 of 4 use tables and chairs owned by RCR. RCR would like to be able to use the back space when it is not being used for Parks and Recreation functions. RCR proposed to split the rental of the room with Parks and Recreation 75%-25%, with 75% going to Parks and Recreation and 25% going to RCR. This includes any renters that RCR would contract with that do not come through Parks and Recreation. He will allow Creative Kernels and Whitewater Custard staff to use the two bathrooms. Because the health department will not allow the public to go through the kitchen area of his portion of the building, Goepel proposed one drawing over another to allow strategic placement of the kitchen. His previous proposal would stay the same with the addition of the meeting room. Bart Olson commented that 300 sq ft is about the same size of the City Hall conference room. It is approximately 10 ft x 30 ft and could accommodate about 30 people. This plan would provide flexibility of having rentable space available and still give Goepel space to operate River City Roasters. Discussion followed regarding adding additional 200 amp service, an electrical expense of about$1,000 which Goepel would pay. Water usage and gas could be split between the lessees. Goepel commented that the other vendors like the idea of RCR coming in. Additionally, Goepel is willing to keep the building open for the public to use the rest rooms. He will clean the bathrooms and manage the building. Lynn Dubajic commented that groups have contacted her asking for meeting room space. She added that it would be an advantage to have RCR in the building offering coffee and sandwiches. Goepel expected that changes to the building will take approximately one month. The park hours would need to be changed to 10 p.m. His business can be opened later because there is an adequate buffer for the building to be open. Bart Olson will finalize the lease agreement and bring to the June 9, 2011, board meeting. After review, it would then go to City Council on June 14, 2011, for approval. Empower license agreement for REC Center* Bart received an e-mail from Tim Rochford at 3:00 p.m. on May 26, 2011, the day of the Park Board meeting. Empower has chosen a different landlord. Other potential uses for the small gym were discussed. No action was taken. Potential uses and locations for caboose The board discussed at length potential uses for the caboose, using the crane that will be used for the bridge in Riverfront Park to move the caboose to another location, or selling the caboose. Olson advised there were no maintenance issues with the caboose in its current location and a decision does not have to be made now. The board agreed that the caboose will remain in its current location at this time. New Business: April 2011 Budget Report, part II The board discussed the FY 11 budget report; including bills approved by the board at the May 12 and May 26 board meetings. Olson advised that after the fiscal year ends, activity to include bills that came in after April 30, but still booked in the current fiscal year is shown in Period 13. This report can be run for the next two meetings. Olson advised that the last months of the fiscal year were very strong. The REC Center showed a lower deficit than expected. Discussion followed regarding the REC Center appraisal and negotiations with the Walkers regarding the lease payments. It was noted that if the appraisal is done at a cost of$6,000, it is only one-third of one month's rent and may help with lease negotiations. Park Board Meeting May 26, 2011 Page 3 of 4 Mayor Golinski recommended holding a special City Council and Park Board meeting to discuss the REC Center. The Park Board would make a 20 minute presentation followed by open discussion. A recommendation follows in a later agenda item. Alcohol sales at Bridge Park* With the adult softball leagues growing each year at Bridge Park, currently running Monday through Thursday, Superintendents Scott Sleezer and Tim Evans thought it would be a good opportunity to offer adult beverage sales to the participants of those leagues. They are currently looking at plastic bottled beer and malt beverages to be sold and discussed costs and potential revenue associated with this new concession item. The Board discussed the pros and cons of selling alcohol. Koch commented that more staff would be needed to monitor the grounds. The Yorkville police department would be notified if alcohol is sold so they could provide appropriate patrolling in the park. Evans will draft a proposal with rules, signage costs, refrigeration, etc. He commented that Miller Lite will provide bracelets. The proposal will be taken to the public safety committee and then brought back to the Park Board. There would have to be an amendment to park policy—Olson advised there would be no issue of only permitting alcohol sales in Bridge Park. Disposal of Toro equipment* Sleezer reported there are two non-operational mowers stored in the south building: 1995 Jacobsen HR5111 and 1999 Jacobsen T528D. These mowers have not been used since they were replaced years ago. To get them in working condition again would cost thousands of dollars. The City currently has all Toro mowers and has stopped buying Jacobsen. Therefore, the two Jacobsen mowers cannot be used for parts. Sleezer obtained a quote of$900 for the two mowers from Reinders Inc., a Toro dealership. The Board made a recommendation to permit Sleezer to trade in the above two Jacobsen mowers. A motion was made by Seaver Tarulis and seconded by Kelly Sedgwick. The recommendation will be forwarded to City Council. Location of Park Board meetings* Sleezer and Evans discussed options for changing the location of the Park Board meetings. Because the preschool is housed in the current location at 201 W. Hydraulic St., there is staff time to set up and tear down before and after each board meeting. The other location option is in Council Chambers. In the past, there was a conflict with the Public Safety meeting, but those meetings have been moved to the first of the month. After discussion and effective June 9, 2011, the Park Board meetings will be moved to the Conference Room or Chamber at City Hall. Special City Council and Park Board meeting to discuss REC Center* Per earlier discussion in the meeting, Mayor Golinski would like to hold a joint City Council and Park Board meeting on June 14, 2011, to discuss the future of the REC Center. The meeting will be scheduled for 5:30 p.m. on June 14, 2011, at City Hall. Ken urged the Park Board to attend this special meeting. Old Business continued: Strategic planning* Tabled Park Board Meeting May 26, 2011 Page 4 of 4 Reports: Director's Report None Recreation Report Evans reported as follows: • Preschool graduation was last week—staff did a great job. • Doreen Johnson retired. • Gearing up for summer—strong registration • The last 5 months were strong; good memberships in May • Requested volunteer help with Music Under the Stars program —June 10 is first event Parks Report Written report Other comments from Sleezer: • Raintree Park is on schedule; all contractors have been good to deal with— no issues with labor unions • Hometown days (September 1-4)—Sleezer asked whether Park Board would want to work on Friday night Parks Designer Report The Board welcomed back Laura Schraw from medical leave. Schraw updated the board on grant applications. • $15,000 playground grant for equipment—need to have 25 signatures on a petition. Petition was circulated at the Park Board meeting; can also sign up on e-mail blast • Riverfront Park design and budget will be brought to the next meeting for review. Deadline to apply for Osland Grant is July 1. Olson recommended continuing applying for Osland Grant. Additional Business: • No progress on property deeds • Land cash fund might be positive • Status of cell phone tower; City was paid for removal of shed; to date, construction has not started • Discussion regarding Park Board agenda packets—whether to again mail agenda packets (cost is $5 per mailing); agenda packet is posted on-line by Friday afternoon of the week preceding the meeting; Evans brings hard copies of packets to the meeting; Board could have mail box area at City Hall to receive packets Adjournment: Ken Koch asked for a motion to adjourn the regular meeting at 8:37 p.m. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Next meeting: June 9, 2011, City Hall *Items needing Board approval or recommendation Respectfully Submitted By: Louise A. Beukelman