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Park Board Minutes 2011 03-24-11 a000 0 D 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. March 24, 2011 Call to Order: Ken Koch called the meeting to order at 7:02 p.m. Roll Call: Ken Koch —Yes; Debbie Horaz—Yes; Seaver Tarulis —Yes; Amy Cesich—Yes; Mark Dilday—Yes (left 10:30 p.m.); Vickie Coveny (arrived 7:10 p.m.). Introduction of Guests, City Officials and Staff: • Interim Director of Parks and Recreation — Bart Olson • Interim Superintendent of Recreation —Tim Evans • Superintendent of Parks— Scott Sleezer • Athletic Coordinator— Shay Rosborough Guests • Gary Golinski, Yorkville • Kim McGuire, Creative Kernels • Michael Prince, Whitewater Custard • Rhonda Goepel, River City Roasters • Erich Goepel, River City Roasters • Jorie Johnnic, DNJ Adventure Co., Inc. dba Slidecrazy.com • Kevin Johnnic, DNJ Adventure Co., Inc. dba Slidecrazy.com • Mitch Morrell, Upper Crust Catering, Yorkville • Lynn Dubajic—Yorkville Economic Development Public Comment: None Presentations: Under Concession-lease proposals for 131 E. Hydraulic Street Approval of Minutes: March 10, 2011* Ken Koch asked for a motion to approve the meeting minutes of March 10, 2011. Deb Horaz made the motion and Mark Dilday seconded the motion. The motion was unanimously approved by voice vote. March 10, 2011 (Public Meeting)* Ken Koch asked for a motion to approve the public meeting minutes of March 10, 2011. It was noted no public attended the meeting. Deb Horaz made the motion and Amy Cesich seconded the motion. The motion was unanimously approved by voice vote. Park Board Meeting March 24, 2011 Page 2 of 8 Bills Review: Bill list* Members reviewed the bills list. Certain items discussed were parking lot lights, repair welding of light pole, and referee charges. It was noted that softball will start in May. Ken Koch asked for a motion to approve the bills list. Amy Cesich made the motion and Deb Horaz 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. (Vickie Coveny had not yet arrived.) Old Business: Concession-lease proposals for 131 E. Hydraulic Street* Bart Olson indicated a summary of the concession-lease RFP responses the City received last week for a portion of the building at the west end of Riverfront Park (131 E Hydraulic)was included in the agenda packet.. He included the pages from the proposals that specifically dealt with requested deviations in the terms of the agreement and the information about the proposer and their business plan. Each proposer was invited to the Park Board meeting to listen to the conversation of the Board and to be available to answer any questions from the Park Board. The proposers did not have to make a formal presentation, but they could hand out additional material regarding their businesses. Bart introduced Lynn Dubajec, Executive Director, Yorkville Economic Development Corporation. Lynn advised that she could assist those new business and existing businesses that were not awarded the concession-lease in finding other storefront locations in Yorkville. The following proposers made their presentations to the Park Board: • Kim McGuire—Creative Kernels o Michael Prince—Whitewater Custard (he would sublet portion of building w/Creative Kernels) • Erich and Rhonda Goepel— River City Roasters • Jorie Johnnic— DNJ Adventure Co, Inc. dba Slidecrazy.com • Mitch Morrell — Upper Crust Catering, Yorkville Additional comments from each business owner are as follows: Kim McGuire—Creative Kernels • Currently opened as Internet business—20 flavors of popcorn—kitchen located elsewhere • Would also have available for sale bottled water, sodas, candy bars, granola bars • Would start with bags of popcorn, but would also bring in tins and gift baskets • Would expect to hire 2-4 full-time employees; 3-5 part-time employees • Plan to be open all year round Mike Prince—Whitewater Custard (Would sublet part of the building from Kim McGuire but would have own entrance to Whitewater Custard portion) • Gourmet custard • Walk-up crowd — have tables outside • Would expect create 5 jobs—will buy supplies locally • Make custard on-site • Gourmet custard Park Board Meeting March 24, 2011 Page 3 of 8 • Walk-up crowd — have tables outside • Sit down in bldg doesn't seem feasible • Excited to have opportunity to come to Yorkville and partner with Kim Mitch Morrell — Upper Crust Catering • gth year in Yorkville • Moved from FL—extensive background in food service • Quadrupled sales in last few years— could do the same thing with concession stand • Excellent menu—can use catering facility as a commissary • Felt they had the best opportunity to provide business—could provide extensive menu • Could make box lunches for kayakers • Good reputation and relationship with city of Yorkville • They are exploring applying for liquor license—would set up fenced-in beer garden • Hours—closed in January, February and March —stay open in December—could have themes—would still pay rent when closed. • Will take care of cost for plumbing to put in sinks Jorie Johnnic— DNJ Adventure • Local amusements — mobile concession business • Not set up to lay out 10,000 to-remodel building • Would like to retract initial proposal • If no one else proposes it, she could do mobile hot dog in the park o Jorie will contact Lynn Dubajic for street space available in the area for mobile hot dog unit • She provides giant inflatable sides, bounce houses, and other attractions— Ken encouraged her to participate in other festivals/events Eric Goepel — River City Roasters • 25 years experience in food service • Coffee roasting company—currently working out of warehouse in Aurora where he roasts and then ships coffee • On-site—coffee roasting will be done there. Patrons can see that it is fresh roasted coffee. • Currently has 15 varieties of coffee—20+ flavors of coffees • Would also offer iced coffee, loose-leaf tea, full menu — hot sandwiches, cold sand, breakfast, blue bunny/good humor ice cream Proposed 15 seats inside—open all year—commercial kitchen • Drive-up and drive-through service • Talked with health dept—definitely doable—contingent on bathroom • Would like to use bathrooms in the back of the building • State says he needs to provide male and female bathrooms • Build a hallway that would give access to bathrooms Park Board Meeting March 24, 2011 Page 4 of 8 Board discussion followed: • After the board heard proposals and asked questions, they discussed the need to contact ComEd for an estimate on adding additional 100 amp service to the building. Scott will follow-up. • Mitch Morrell has not been in the building but he has looked in windows. He commented that the board should not hold up a decision based on his not touring the building. • Limited Parking o No parking for employees —should be written in the lease o Customer parking only— limit the time—time parking makes sense—we don't need to put that in the lease, but monitor parking • Loading or unloading should be done at certain hours when the park is not open. • May 14 is ribbon cutting —goal to approve concession business to open by that time o Business needs to get into location so they can do what they need to do to open. • Park Board recommendation would go for approval to next City Council meeting on April 12 Park board members were polled for their decision to grant one of the proposers the concession- lease agreement. Members voted as follows: Creative Kernels/Whitewater Custard —2 in favor, 4 opposed Upper Crust—4 in favor, 2 opposed River City Roasters—0 in favor Upper Crust was selected as the business for the concession-lease for a portion of the building at 131 E. Hydraulic Street. Bart will bring the recommendation of the Park Board to City Council. Ken encouraged the remaining individuals to contact Lynn Dubajec for other opportunities. There are empty buildings downtown that are close to Riverfront Park and there is vacant land that can also be developed. FY 12 Budget* Bart advised that the original budget proposal is included within the March 10, 2011, Park Board packets. The budget pages in this agenda packet are only those budgets which have been revised by staff, based on discussions between Interim Superintendent Evans and Bart. Those revised figures effect only the Parks and Recreation revenues (79 budget), the Recreation department expenditures (79 budget), and the REC Center budget(80 budget). As discussed at the March 10 Park Board meeting, Tim and Bart met with Finance Director Fredrickson to break out some of the larger revenue and expense line-items into smaller line-items. There are separate line items for different events. Each event will have its own department. The board could approve the normal budget and approve the proposed structure. As the years goes along, Tim would decide which class goes into which category. We would have numbers for this year and could budget accordingly for the next year. Bart felt this is a better way to track programs. If it is found the categories do not work, journal entries could be made to put amounts back into the general budget. Park Board Meeting March 24, 2011 Page 5 of 8 Members wanted a breakdown of utilities between electric and gas. Bart said a report could be run by vendor so the board could see activity from ComEd and NICOR. Tim distributed memos which detailed two budget proposals relative to the REC Center 1. REC Center Student and Child Membership Adjustment 2. 20-hour per week employee for the 2011-2012 budget—Child Development REC Center Student and Child Membership Adjustment • In the last 2-3 months, entire dept moved to REC Center • Increase in student memberships • Overrun at the front desk— look at scheduling. One person at front desk is not enough. • Focus on student and child membership • Needs to monitor student memberships the most • Raise their membership from 20 to $30 • Child membership—(kids club)we need more than one person • Three level system — raise child membership • Summer catalog will be coming out—start with May 1. • Students are not signing contracts—so raise it to $30 • We can capture student membership income immediately—start May 1 • Currently, we have 164 monthly student memberships • Member suggested cameras to monitor members • We need 2 people at the desk—one person 2-3 hours per day at front desk; one at kids club • No IMRF added — no one can approach 1,000 hours • Tim watches hours -there will be a clear accountability • Motion to add $20,000 in additional revenue in membership fees; Add 16,000 in expense • We can't vote on this tonight because it was not on the agenda • Will be on next park board agenda as voting item • Change line items when we get to the budget 20-hour per week employee for the 2011-2012 budget—Child Development • Tim and Shay are at the max • Proposing a 20-hr a week employee = $10,400 • Break-even with class fees/employees • This person can help with preschool • It was said that we were laying people off but still offered the same programs—this is not the case • We are offering less child development • Pre-school people are stretched thin • $10,400 part-time salary • We are taking $3000-$4000 loss, but this will free up Tim and Scott to do other things • Add $10,400 in expenses; Add $10,400 in revenue • Add part-time if it is self sustaining —this is what the board expects. • Tim will come up with proposal for revenue— if he cannot, then the part time person will not be approved. • If part-time person was in place, we wouldn't lose programs. Park Board Meeting March 24,2011 Page 6 of 8 The Park Board authorized the two changes. As long as revenues go up with costs—board approved this path. Land Cash Discussion • Pull salaries out of land cash, put into general fund • Raintree Park B —coming out of land cash—we collected land cash dollars to put in parks • We are paying for the expense of building the parks with land cash • Bart said he could show the board each grant with expenses • Discussion regarding determining how much a park will cost—consider all expenses including time spent by salaried employees. • Bart said it is more appropriate for us to say that we need to budget for new parks down the road —take expenses out of land cash. • We do not want to share land cash dollars between developers—should be spent on the project where the land cash was collected. • Scott explained how salaries started to come out of land cash. • We were paying subcontractors—money was coming out of land cash. Consequently employees were hired to do the job of the subcontractors. • Argued both sides thoroughly • Bart will take this to city council. We are going to city council because we saw it was a problem — leave it up to city council The board recommended that land cash salary for FY12 is going to remain this year with some analysis to be done based on Raintree Village park land cash usage and if Raintree Park land cash usage isn't 100% of the transfer then that amount will be reduced —with the thought being the debate with our solvency in land cash. The land cash budget in the packet two meetings ago will be taken to the city council. Other budget discussions • Concessions—monitoring, put a system in place so that concessions could be sold properly. Buy concessions that people will like. History shows some concessions do not sell. We should be making more money. • Change towel rental to towel purchase. • Reimbursement— ComEd • Rental — baseball fields • Revenue from cell tower • Swim classes —conservative revenue Bart required vote on budget. Ken Koch asked for a motion to approve the Budget presented for FY12 with changes noted. Seaver Tarulis made the motion and Amy Cesich seconded the motion. The motion was unanimously approved by voice vote. Park Board Meeting March 24, 2011 Page 7 of 8 Reports: Director's Report • Bart said he received an e-mail from IDNR regarding renaming Riverfront Park after Marg Cline. IDNR said it was acceptable for Yorkville to name the park. It's up to City Council to bring the motion to name Riverfront Park back to the council for vote. • Canoecopia was great—something we should do each year; shared a table with IL paddling council. • Amy attended — people who were walking around, asked questions, everyone was excited about the chute. People e-mailed Bart—said they had paddled it. It was great. • Tom Lindblade did presentation • Bart did Q&A session • Signs going up at Riverfront Park Recreation Report • Swim lessons started this week • Spring break coming up next week • Start moving preschool on Monday • Softball starting next week • Scott donated shed Park Designer Report Written report in agenda packet Parks Report Written report in agenda packet Strategic Planning Tabled Additional Business: None Adjourn Meeting: Ken Koch asked for a motion to adjourn the regular meeting at 10:56 pm. Deb Horaz made the motion and Seaver Tarulis seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, April 14, 2011 *Items needing Board approval or recommendation Respectfully Submitted By: Park Board Meeting March 24, 2011 Page 8 of 8 Louise A. Beukelman