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Park Board Minutes 2011 02-24-11 a °°o Yorkville Parks & Recreation Department D Administration Office - 201 W. Hydraulic St Yorkville, IL 60560 O Park Board Meeting Parks and Recreation Administration Office 7:00 p.m. February 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; Kelly Sedgwick —Yes; Vickie Coveny (arrived 7:10 p.m.). Introduction of City Officials and Staff: • Interim Director of Parks and Recreation — Bart Olson (arrived 8:45 p.m.) • Recreation Manager—Tim Evans • Superintendent of Parks— Scott Sleezer • Park Designer— Laura Schraw Guests: • Nathan Kissinger— Intern at REC Center o Tim introduced Nathan who has been working at the REC Center as an intern. Nathan is enrolled at Eastern Illinois University. Attending the park board meeting will be a good experience for Nathan. Public Comment: None Presentations: None Approval of Minutes: No minutes submitted for approval at this meeting. Bills Review: Bill list* Members reviewed the bills list. Ken Koch asked for a motion to approve the bills list. Kelly Sedgwick 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; Kelly Sedgwick —Yes; Vickie Coveny—Yes. Old Business: Strategic Planning: Tabled Hopkins Park Design* Laura Schraw presented the conceptual site design for Hopkins Park, a preliminary budget estimate (included in the packet), and distributed the Illinois Trails Grant-in-Aid Program Project Grant Application FY 2012. The budget was prepared before talking to the grant administrator. The budget will be reworked to include 10 parking spaces — 9 regular and one handicapped. Anything Park Board Meeting_ February 24, 2011 Page 2 of 6 we want to do outside the grant can be done later— it just cannot be included in the grant application. The labyrinth could not be included in the grant, but we could look for donors to donate time and materials to build the labyrinth. The project description is as follows: Yorkville proposes to construct 1/2 mile (2,500 LF) of 6' wide ADA wood chip nature trails through Hopkins Park and an adjacent site leased from IDNR with interpretive signage, benches, an observation outlook, and sitting area throughout a wooded 8.38 acres. The park is located in the heart of downtown Yorkville, adjacent to the Fox River, and across the river from the Whitewater canoe/kayak chute. Laura advised that she is requesting approval for the grant budget in order to move forward with the grant application which is due March 1, 2011. It would then be taken to the City Council for approval on March 8. If the City approves the grant, a public hearing would be held on March 10, 2011, at 6:00 p.m. If the City does not approve the project, there is no penalty for filing. Laura advised that the federal government did not release the money until this week. We have the deed for the property with the last payment due in June; and the lease agreement with IDNR for the adjacent property. When we submit for close out of the grant, we fill out salaries, benefits and can get reimbursed for the project. We should get a good amount back from what Scott's people will have done. The overlook (18'X18" or 20'X20') may have to involve a contractor. We can put benches along the trail, but picnic tables are not allowed. Laura indicated that there are a number of changes from one grant to another and from year to year. Ken Koch asked for a motion to apply for the grant and send it to City Council. Vickie Coveny made the motion and Kelly Sedgwick seconded the motion. Motion approved. Riverfront Park Design* Laura Schraw presented the conceptual site design for Riverfront Park. Revisions were made after discussions at the last park board meeting, City Council, and the town meeting. Members reviewed the revised design. One member noted that the shower rinse-off areas were not included in the design. Laura will adjust the design and include these areas near the Port-O-Let and informational kiosk. There was discussion about applying for an Osland grant and the rating system used to award the grant. Laura indicated that last year, only $11 million of grant funds were available. If the grant stays at $11 million, we might not get it. However, if many do not apply because of fewer funds available, we have a chance. Laura advised that this drawing is our overall plan and the park could be completed in phases. Also, she would like to have the plan displayed at Canoecopia. Ken Koch asked for a motion to approve the Riverfront Park Design with adjustments to include shower rinse-off areas, and take it to City Council. Seaver Tarulis made the motion and Mark Dilday seconded the motion. Motion approved. Riverfront Signage A list of IDNR signage and posting areas for the signs were included in the agenda. Scott reported that he met with the Yorkville Police Department and Laura spoke with the local Conservation Officer regarding signage in the park and enforcement of rules. All officers said that the more signs that are posted, the better. They advised that if there is not a sign that clearly states the rule in proximity of where a ticket would be issued (i.e. where canoeists/kayakers exit the water), any ticket issued will most likely get thrown out in court. Scott reviewed the recommendations for changes to IDNR signage, plus additional signage. Park Board Meeting February 24, 2011 Page 3 of 6 Members discussed these recommendations and recommended that the City put signs at different points to say "No fishing upstream/downstream beyond this point. " Members requested that Scott get clarification from the State whether we should specify how many feet or use signs "beyond this point." There was also discussion that fines should be posted. Members were in agreement that signage and additional recommendations for signage were appropriate. New Business: Rain Garden proposal* Laura reported that Mayor Burd was approached by the Conservation Foundation (CF) about installing a rain garden somewhere in Yorkville. Their goal is to install rain gardens to educate the public and promote special places for people to visit. The CF requested that it be close to the Fox River. It can be a rain garden or potentially a bioswale. They would be organizing volunteers and securing donations of plant material, and providing some they have in hand. Staff has discussed with CF the bioswale for the parking lot at Riverfront Park as a potential project. There would be public visibility. Board agreed. Youth baseball agreements*- YYBSA, Reds, YTS Youth baseball agreements for Yorkville Youth Baseball/Softball Association, Yorkville Travel Sports, and Yorkville Reds were discussed by the board. All three agreements are worded the same. Ken Koch asked for a motion to approve the baseball agreement for Yorkville Youth Baseball/Softball Association. Debbie Horaz made the motion and Seaver Tarulis seconded the motion. Motion approved. Ken Koch asked for a motion to approve the baseball agreement for Yorkville Travel Sports. Mark Dilday made the motion and Kelly Sedgwick seconded the motion. Motion approved. Ken Koch asked for a motion to approve the baseball agreement for Yorkville Reds. Seaver Tarulis made the motion and Debbie Horaz seconded the motion. Motion approved. Old Business (Continued) FY 11/12 Budget Bart reviewed the 2011/2012 budget in detail during which time there were numerous questions and comments from the park board, some of which are outlined below. Bart attached three budgets for the REC Center in the packet. All of the budgets have the same general assumptions on spending patterns and staffing levels. 1. The first budget is the FY2012 budget proposal to be discussed by City Council through the end of FY2014, assuming that we keep operating the first lease term (June 30, 2013) and extend the lease another five years. Park Board Meeting February 24, 2011 Page 4 of 6 2. The second budget assumes that the City terminates the contract at the end of the first lease term (June 30, 2013). 3. The third budget assumes that the City decides to cease operating the REC Center on May 1, 2011, and turns the facility back over to the owners. Member discussion and comments were as follows: • If the third budget is used and the REC Center is stopped in May, both preschools would be combined o Members thought that it made no sense to terminate lease in May— REC Center is currently gaining revenue and should continue to be run o Walking away would have to be planned • Possibly rent could be reduced — lease negotiation is still outstanding • Trying to get more revenue • Renting, parties, more memberships—company currently renting space at REC Center • May not get more memberships because of economy, cost of fuel • Budget numbers— members thought the budget should underestimate revenue and overestimate expenses—want it to be an honest outlook of the situation; need to have a conservative view • Reasons for lower revenues: • Some programs were in place with no budget— it did not appear that program budgets were being followed • Overestimating how many people were taking classes • Some spreadsheets set up 2 years ago—classes were not making as big a profit margin • Higher cancellation rate • Tried to build in buffers for other minor overhead costs—were not estimated accurately— no tracking • Maintenance always an issue • Inadequate supervision of expenses or expenses were not updated. • REC Center management o Manage the REC Center on a higher level o Discussion about staff and their responsibilities o Tim said there has been a complete revamp at REC Center—a number of new programs are being offered o Membership fees —were raised a year after we took it over- membership fees have gone up every year o There was some disagreement about whether or not to give away free month o Waive enrollment fee o Current members who refer someone for membership will get one month free o Do some special things— maybe free tanning o Lock in membership for one year • Members liked the new budget format. Bart advised that once a fiscal year is completed, actual figures are used from the audit. • He indicated that the budget is relatively healthy. • Discussion continued regarding Autumn Creek, Caledonia, Wheaton Woods, and land cash expenditures. We are planning to continue to apply for grants. Park Board Meeting February 24, 2011 Page 5 of 6 • Parks and Recreation Fund o No staffing hires o No raises o No furloughs o Negotiating benefits and salaries Members asked whether weed control could be done in various areas. Scott indicated that where we know it could be a safety concern, we can address it. Bart advised that the budget does not have to be approved at this meeting. He and Tim need to meet one more time. Bart asked members whether they wanted to see a whole new budget or summary memo. Members wanted to see both. There was additional discussion regarding how we are budgeting for maintenance problems at the REC Center. Scott indicated that he is looking into a vent in the REC Center ceiling that was stuck. There is condensation in pool areas from water and pool temperature. He is looking to replace thermostats with ones that are programmable; possibly installing ceiling fans. Reports: Director's Report None Recreation Report None Park Designer Report None Parks Report Scott distributed the Parks report. He put together a grid regarding REC Center mechanical maintenance. It was noted that we are responsible for all maintenance. If equipment cannot be repaired, it falls on landlord to replace. However, it could also fall under maintenance. Estimate of $30,000 for 2 furnaces. Other items in report: • The playground is gone at Riverfront Park; Scott gave Bart a sample of the rotted wood from the playground. Maintenance is in the process of ripping out concrete; will sow grass in area. • Community Gardens • Human Resources Committee has been working on coordinating community gardens on property located in the Kendall Marketplace Development at the corner of Cannonball Trail and Blackberry Shore Lane (8 acres adjacent to Home Depot). Everyone is excited about it. Will have 50 plots. • The City will provide the following: • Tap water mains for water source • Rotor tilling —cannot plow • Maintenance around the garden • The HRC will do the following: Park Board Meeting February 24, 2011 . ' Page 6 of 6 • Lay gardens out and govern them • Pay cost for public toilet • Manage day- to- day operations • Looking for master gardener • They will talk with farmers • Maybe talk with Home Depot for supplies • Scott shared information with HRC from Naperville and Oswego ,Additional Business: No additional business Adjourn Meeting: Ken Koch asked for a motion to adjourn the regular meeting at 10:10 pm. Debbie Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, March 10, 2011 *Items needing Board approval or recommendation Respectfully Submitted By. Louise A. Beukelman