Loading...
Park Board Minutes 2011 04-28-11 � 0 Yorkville Parks & Recreation Department Administration Office - 201 W. Hydraulic St Yorkville, IL 60560 Park Board Meeting Minutes Parks and Recreation Administration Office 7:00 p.m. April 28 2011 Call to Order: Ken Koch called the meeting to order at 7:03 p.m. Roll Call: Ken Koch-Yes; Debbie Horaz-Yes; Seaver Tarulis-Yes; Amy Cesich-Yes; Mark Dilday-Yes; Vickie Coveny-Yes (arrived 7:10 pm); Introduction of Guests, City Officials and Staff: • Interim Director of Parks and Recreation — Bart Olson • Superintendent of Parks— Scott Sleezer • City Council Liaison to Park Board — Diane Teeling, Ward 4 Alderman City Officials and Guests • Robyn Sutcliff, Ward 3 Alderman, Yorkville • Rhonda Goepel, River City Roasters • Erich Goepel, River City Rosters • Tim Rochford, Empower Training • Kim McGuire, Creative Kernels • Jillian Duchnewski, Yorkville Patch • Lori Donovan, GKC, Yorkville • Dave Rushton, GKC, Yorkville • Gary Golinski, Mayor-Elect, Yorkville (arrived later in the meeting) Public Comment: None Presentations: None Approval of Minutes: None Bills Review: Bill list* Members reviewed the bills list. Bills discussed were: • Partial membership refund —a member was asked to leave the building; his membership was refunded. • Yorkville Big Band — bill was for performances this year • International Ice Center— partnering with them • A memo was distributed regarding a replacement check #207902 for Paul Richter in the amount of$75.00. The original check#207646 was believed to be lost in the mail and was, therefore, cancelled after the 90 day period and replaced for payment. Park Board Meeting April 28,2011 Page 2 of 7 Ken Koch asked for a motion to approve the bills list. Debbie Horaz made the motion and Seaver Tarulis seconded the motion. The motion was approved by roll call vote: Ken Koch-Yes; Debbie Horaz-Yes; Seaver Tarulis-Yes; Amy Cesich-Yes; Mark Dilday-Yes Old Business: Riverfront Park Use Policy* Bart reported that in the past few weeks, he has been contacted by vendors interested in putting up vendor tents and displays in Riverfront park, in assisting individuals travel on land from the bottom of the whitewater park to the top, and in renting the storage component of the building on the east side of Riverfront Park (preschool building). In order to roll the Riverfront Park Use policy provisions into the Park Rental and Park Use Policies, he asked the park board for direction on whether or not certain uses in the park will be allowed. Discussion followed regarding the number of vendors to allow in the park, where to place them and what they would sell (preferably not pop corn or ice cream because they will be sold in the building). The board discussed determining a vendor's eligibility when they request the permit. Bart suggested keeping the number of vendors open; the less restrictions, the better. The board noted they would need direction from Scott on where the vendors would be placed. Upper Crust requested space and they would need to be on pavement because of their grill. Because vendors will occupy hard surface used for parking, it was suggested to get people used to parking across the tracks. Bart will draft a policy which will come back to the next meeting for review. Riverfront Building lease negotiations with Upper Crust* Upper Crust notified the City that the proposed terms of the lease agreement for the portion of the building located at 131 E. Hydraulic are not acceptable. Specifically, the high cost of capital improvements needed in the building, coupled with the short lease term, were the major sticking points. They had a contractor come in to the building to do an estimate of repairs. Their estimate was $40,000 to improve the building. They have indicated a willingness to set up a temporary presence in the Park, subject to park rules and Kendall County Health Department regulations. The board discussed the costs of building improvements; there is no money budgeted for improvements. Rhonda and Erich Goepel, River City Roasters, and Kim McGuire, Creative Kernels, were present to once again request leasing the Riverfront building. Kim McGuire advised that her original offer still holds. She still intends on having an associate (Michael Prince, Whitewater Custard) selling ice cream but she will sign the lease agreement and the park board will deal solely with Kim in collecting rent, etc. Kim is willing to do improvements, pay rent, and concession percentage. She will make improvements per health department regulations. Erich Goepel was also interested and terms would be the same as before. He would do necessary improvements and sell coffee, tea, and have a limited menu. Park Board Meeting April 28, 2011 Page 3 of 7 Members discussed renting the whole building — having the pop corn and ice cream in the front and coffee and food in the back. Members thought all three things would do well. Bart talked about using the back of the building (about the size of the room where the board meets)for programmable space and rent it for groups—training room, instructional classes, parties, etc. That back area has two bathrooms— ready to use for events. There is a possibility to expand building to accommodate more users—would require planning and construction. Members voted on offering the front space to either Creative Kernels or River City Roasters. The vote for Creative Kernels was as follows: Ken Koch —yes Deb Horaz— no Vickie Coveny— no Seaver Tarulis—yes Amy Cesich —yes Mark Dilday—yes The selection of Kim McGuire, Creative Kernels, will be taken to city council. Discussion followed: • Scott advised it will cost $1,000 to the city for meters • Health dept will require two hot water heaters. Whatever the space is allocated for, we need access to the panel. • River City Roasters would like opportunity to find out what it would take to improve back part. Figure out a way to run water and sewer to the back. • Original question — Kim did not want to fund $1,000 for the water meter • Is there a way we can compromise and look at extending the lease? RFP terms were 6-year lease with options to renew every two years. Kim wanted a guarantee in writing first rights options. • It was proposed that Kim would pay $1,000 for the meter and would get 6 years —2-2-2— guarantee in writing first rights option —no firm agreement on this but Bart and Kim will discuss terms. • Bart will write up a revised lease and bring back to the board for review and approval before it goes to City Council. Whitewater Course maintenance manual and obligations IDNR sent the City copies of the Operations and Maintenance Manual for the Glen Palmer Dam and Bypass Channel. A copy is included in the packet. Ken advised members to keep the manual with other board important papers. There was lengthy discussion about the responsibilities of IDNR and the City of Yorkville. • Scott has created a checklist— looking for debris or broken glass, anything that can be a hazard • Will have to deal with erosion issue Park Board Meeting April 28,2011 Page 4 of 7 • Contractor may not have done this right—we may have to address this before final acceptance. • The issue is with the soil — IDNR as well as staff believe there are a couple of areas where it has been eroded • There is too much soil and not enough rock—when contractor fixes it, it should be better. • Contractor will need to make adjustments and IDNR is aware of that. • The City is hoping that when this gets fixed, the level of erosion will not be there • There is nothing in the agreement where IDNR will "hand over the keys" • Transition will not take place until late fall • City legal dept will have to apply pressure on IDNR for maintaining their level of responsibility. • Maintenance would cost the City approximately $42,000 per year—Scott indicated most of maintenance is man hours. • There were questions of how do we deal with a kayaker who gets hurt? Is there a certain standard expected? We cannot cover underwater erosion. • Are we doing a "punch list?" Scott said he brought attention of erosion to IDNR. • This is not like a regular park. • What about steps—could they be wiped out with erosion? • City has a lot of responsibilities with the contract. • Ken said the whole project needs legal attention —ordinances need to be put in place for law enforcement issues and to back up signs. There is a sign ordinance but this may need updated. • Open water is a natural hazard. We have signs posted: no fishing, no bicycles, and no motorized vehicles. If we begin to see problems, we can always put up more signs. • Bart will check regarding "hazard" signs and will talk with IDNR. • Vickie Coveny wanted to restrict closing time • We have 22 lights— may want to restrict fishing or water access to dusk. • The Operation and Maintenance Manual will go to Engineering, Public Works, and Legal • Bart advised that the appropriate people have seen the manual. City Council should also see the manual. • Bristol/Kendall Fire Dept. will do buoys • Purchase life vests for staff • Staff does not intend on entering the water • There is no age restriction for children being in the water. • Check into tubes. o Bart will check with IDNR with inflatables. • Board wanted to pass along concerns about tubes and ages to other departments. REC Center sublease with Empower Training* Bart advised that the City attorneys are drafting a simple lease agreement structure in which to incorporate the tentatively agreed-upon terms with Tim Rochford of Empower Training. Empower would rent the small (approximately 2800 sq ft)gymnasium from the City of Yorkville for$2,200 per month. The term would expire in June 2013, with a mutual option to extend if the City still operates the building. There would be a 90-day termination notice and the terms would be month to month for 2.5 years. Bart reviewed details of the terms of the agreement(detailed and included in the agenda packet). Tim would like to get into the building in mid-May. Park Board Meeting April 28, 2011 Page 5 of 7 Members discussed use of the small gym by REC Center membership. It was noted that the batting cage is seasonal and the equipment is aging. There is a possibility some members may be upset and not renew membership. However, revenue from Empower Training would be $20,000 per year. Tim can work around REC Center classes, or the classes could use the other studios within the REC Center. Tim advised he would not set up a retail shop. When students come in and want to buy equipment for martial arts, it is through catalog or internet. Members noted #11 of the agreement terms was an unfinished sentence. Bart will clarify. Bart said the only way any of Empower students can use the REC Center facility aside from attending their Empower classes would be to buy a membership. They could use restrooms or showers. For disciplinary situations, Empower and REC Center will work together. Tim indicated his mats come in squares and snap together like tiles. If he is not in the gym, the lights will be off. The gym doorway can be seen from the front counter. Vickie commented that she would like to see security cameras in the REC Center. Bart reviewed the comments from the board and will draft an agreement. He will address the unfinished sentence, disciplinary issues, and insurance liability. Ken Koch asked for a motion to take the license agreement to City Council with corrections and e- mail edited agreement to board members. Debbie Horaz made the motion and Amy Cesich seconded the motion. Motion carried. New Business: Riverfront Building Improvements—Geneva Kayak Center* Scott Fairty, General Manager of Geneva Kayak Center, is proposing improvements to the Riverfront Building at 301 E. Hydraulic. Specifically, they are proposing to add an 8' x 10' deck to the south side of the building that would support the creation of two changing rooms. They are also proposing to add a 31.5' x 12' deck to the north side of the building that would accommodate a seating area. Both improvements are expected to cost less than $10,000, which is under the threshold that requires approval by Park Board. However, the decks would be on property that was not contemplated within the lease agreement as being controlled by Geneva Kayak Center. So, in order to accommodate this request, the Park Board and City Council would have to amend the lease agreement to amend the site map. Further, Geneva Kayak originally thought that they would be able to best address the lack of space in the building by parking a trailer-storage unit behind the building. Instead, they have decided to place open racks of canoes and kayaks behind the building and east of the proposed deck. In order to accommodate the request, the site map attached to the lease agreement must be amended. Staff has reviewed both requests, and has determined that the expansion of the controlled area and the deck improvements would not adversely impact our future park designs. Additionally, they feel the open storage of canoes and kayaks might be more aesthetically pleasing and interesting than the originally planned semi-trailer storage unit. Staff is seeking the Park Board's direction on amending the lease agreement to accommodate the requests by Geneva Kayak Center. Park Board Meeting April 28, 2011 Page 6 of 7 The board discussed the proposals by Geneva Kayak. Bart advised he looked at their plan and indicated it would not cause an issue with the City. The plan is legal per code. Also, the improvements would benefit the City. There is an issue that the RFP required Geneva Kayak to purchase $2 million insurance policy. They currently have $1 million insurance, but are willing to purchase more. The board recommended that Geneva Kayak purchase the required $2 million insurance policy. Ken Koch asked for a motion to amend the site plan to accommodate two decks. A motion was made by Seaver Tarulis and seconded by Mark Dilday. Motion carried. REC Center membership level — 1 week* Tim proposed to add a new 1 week membership fee structure to the REC Center membership fee list. With a second hotel now open in the city of Yorkville, and with both hotels within walking distance of the REC Center, as well as numerous members asking about a weekly fee for out of town guests, staff thought it would be proactive to create a 1 week membership fee of$25.00. Currently the REC Center daily rate is $10 for a non-resident. Staff believes the 1 week fee of $25.00 allows a person to pay less than a daily rate, if they use it more than 2 times in a seven day period. If someone is looking for more than a week membership, then they would move to the 1 month fee of$50.00. Staff believes this new fee structure would allow for out-of town visitors to use the facility at a fair fee and for the REC Center to be able to take advantage of two hotels near the facility. In addition it would give current members an opportunity to have out of town visitors the option of using the facility with them during the time their guest are visiting Yorkville. Ken Koch asked for a motion to put this new fee structure into the agreement. Deb Horaz made the motion and Amy Cesich seconded the motion. Motion carried. Old Business: Continued Strategic Planning- Tabled Reports: Director's Report Bart advised that Tim Evans was promoted to Superintendent of Recreation with salary recommended by the Park Board. Recreation Report No report Park Board Meeting April 28,2011 Page 7 of 7 Parks Report Written report Scott further advised that a skilled carpenter was hired to do work in the gazebo in Town Square • Will start May 1 —tear all sides out and look at each post • Cost is $1,600 which will come out of park maintenance. Scott wanted the board to be aware of what staff is doing and to know that staff spread over 400+ cubic yards of mulch —this is only about half of what is needed to complete the job. He emphasized that if people see several staff at one sight; know that they are all working at a job which takes many hands. The reason we use the mulch is for child impact. Scott encourages staff to be productive. Scott met with Legion to discuss monument. Instead of having flame, he is looking to install a beam of light at the monument. Scott is working to find vendor who can provide the light beam. The Legion is pleased with the memorial they have—just replace the light. Scott will also look at solar power and LED lights. The Legion wanted to have a rededication on Memorial Day—they may wait to do this on Veterans' Day instead. Parks Designer Report No report Additional Business: None Adjourn Meeting: Ken Koch asked for a motion to adjourn the regular meeting at 9:10 p.m. Deb Horaz made the motion and Vickie Coveny seconded the motion. The motion was unanimously approved by voice vote. Next meeting: May 12, 2011 *Items needing Board approval or recommendation Respectfully Submitted By. Louise A. Beukelman