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Park Board Minutes 2011 02-10-11 n u Yorkville Parks & Recreation Department Administration Office - 201 W. Hydraulic St Yorkville, IL 60560 Park Board Meeting Parks and Recreation Administration Office 7:00 p.m. February 10, 2011 Call to Order: Ken Koch called the meeting to order at 7:07 p.m. Roll Call: Ken Koch —Yes; Seaver Tarulis —Yes; Amy Cesich —Yes; Mark Dilday—Yes; Kelly Sedgwick—Yes. Introduction of City Officials and Staff: • Interim Director of Parks and Recreation — Bart Olson • Recreation Manager—Tim Evans • Superintendent of Parks— Scott Sleezer • Park Designer— Laura Schraw • City Council Liaison to Park Board — Diane Teeling, Ward 4 Alderman Guests: • Val Burd — Mayor, Yorkville • Paul Burd —Yorkville • Kim McGuire — Creative Kernels • Robyn Sutcliff— City of Yorkville, Ward 3 Alderwoman • Ron Walker— REC Center • Jim McConachie — LDC/LMCC • Cory Johnson — Laborers Union 149 Public Comment: Kim McGuire, Owner of Creative Kernels Gourmet Popcorn, was present at the meeting to describe her business and express her interest in leasing the front half of the building at Riverfront Park. She distributed some flyers and samples of her popcorn. Creative Kernels is currently an internet-based business which Kim operates from a commercial kitchen on her personal property. She sells 20 different flavors of popcorn in bags and tins. She would like to establish a storefront at Riverfront Park. She would make the popcorn on her property and then bring different sized bags to the store location to sell. She wants to be open 7 days a week. She indicated she could be ready for operation at the storefront by April 1, 2011. Members thanked her for attending and her interest in leasing the space. The mayor commented that there were three possible vendors interested in leasing the space and members discussed the possibility of all three vendors working together. Kim volunteered to contact the other two vendors to discuss their intentions. The City would have to issue an RFP before leasing the property. All RFPs need to go through the City Council. Bart discussed the RFP timeline and advised that he would be the contact for vendors. He indicated he would prepare a draft lease and bring to the park board at their next meeting. Members agreed the quicker the better to get a vendor on site before the grand opening on May 14. Park Board Meeting February 10, 2011 Page 2 of 6 Cory Johnson and Jim McConachie were in attendance to represent the Laborers Union 149. They brought information to the board regarding Kenneth Company's history with the Department of Labor. Kenneth Company is one of the bidders considered for Raintree Park B playground construction. Discussion will continue later in the meeting regarding their bid. It was noted that Kenneth has done playgrounds for a long time. Their quality of work has been good and references were checked. Members thanked Mr. Johnson and Mr. McConachie for their time. Presentations: None Approval of Minutes: Park Board meetin_c —January 13, 2011 The committee reviewed the minutes. The guest sign-in sheet was not appended to the minutes and Scott Sleezer should be added to staff attending the meeting. Ken Koch asked for a motion to approve the minutes with those additions. Amy Cesich made the motion and Seaver Tarulis seconded motion. The motion to approve the minutes with noted additions was unanimously approved by voice vote. Guests attending January 13, 2011, park board meeting were: • Lynn Dubajic—Yorkville EDC • Robin Sutcliff—Yorkville City Council • Jeff Brown —Yak Shack • Ryan Rushton —Geneva Kayak • David Rushton — Geneva Kayak • Scott Fairty—Geneva Kayak • Caitlin Fairly— Geneva Kayak • Sarah Hartman—Geneva Kayak Park Board meeting—January 27, 2011"" The committee reviewed the minutes. Scott Sleezer should be added to staff attending the meeting. Ken Koch asked for a motion to approve the minutes with this addition. Kelly Sedgwick made the motion and Mark Dilday seconded motion. The motion to approve the minutes with noted addition was unanimously approved by voice vote. Bills Review: Bill list* Members reviewed the bills list. Ken Koch asked for a motion to approve the bills list. Seaver Tarulis made the motion and Amy Cesich seconded the motion. The motion was approved by roll call vote: Ken Koch —Yes; Seaver Tarulis—Yes; Amy Cesich —Yes; Mark Dilday—Yes; Kelly Sedgwick— Yes. Old Business: Strategic Planning: Tabled Park Board Meeting February 10, 2011 Page 3 of 6 Office building use* Members discussed the cost and logistics of moving the south preschool to the Parks & Recreation Administration Building. The estimated cost for painting, etc. of$2,100 is still accurate. Scott indicated they would like to start painting as soon as possible. Ken Koch asked for a motion to approve moving the south preschool to the Parks & Recreation Administration Building with estimated cost of$2,100. Kelly Sedgwick made the motion and Seaver Tarulis seconded the motion. The motion was approved by roll call vote: Ken Koch —Yes; Seaver Tarulis—Yes; Amy Cesich —Yes; Mark Dilday—Yes; Kelly Sedgwick—Yes. The park board meetings will continue to be held at the current location. If a move is deemed necessary, the park board will move to another location. An alternate meeting place for the board would be in the Council Chambers at City Hall. New Business: FY 2009-2010 Audit Bart Olson reviewed the 2009-2010 audit included in the agenda packet and responded to questions and comments by members. He advised that the Parks and Recreation operating fund ran a significant surplus in FY09/10, despite a cut to its transfer. Even with a further cut in FY10/11 and expected cuts in FY11/12 and FY1.2/13, the Parks and Recreation department operating budget should run surpluses. The REC Center deficit in FY09/10 is still being offset by the Parks and Recreation department operating budget surplus. Discussion continued regarding property tax exemption and sales tax. Riverfront Park Use policy* Bart led a discussion regarding provisions that should be included in the lease agreement. Members agreed to the following items: • Window— 15 days • Sublet—With director's approval. No lease with three different parties. One person should be the lessee and sublet it to two others. The lessee is responsible. • Maximum dollar improvement by lessee is $10,000+with director's approval. • Use—Only specific uses— must be listed • Concession — 5% of gross sales payable to city annually. If business wants to pay quarterly, they may do so. • Rent- $200 monthly front area • Security deposit- $1,000 • Terms - 2 years w/two 2-year options at city's discretion; 120-day notice • Hours of operation—leave off • Cost of separating water and sewer—lessee to pay Bart will take this information, put it in a proposal, e-mail to park board, and bring to city council 2/22/11. RFP by March 7. Park Board Meeting February 10, 2011 Page 4 of 6 In the past few weeks, Bart 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). Members discussed the following: • Restrict hot dog sales to mobile cart • Restrict mobile food vendors. • Sell vendor spaces for special events • Restrict non-food vendors. • Chamber can partner with city to build a kiosk with maps, etc. • No bikes on 12 foot wide path. Walking carts, but not motorized. There will be people standing on the trail. If someone pulls a kayak caddy, that is fine. If someone owns their own cart, they can use it. • Go to Geneva Kayak and find out their framework for renting. • Use old preschool area to rent out for events Raintree Park B playground award's The project base bid is for the age 5-12 playground and swing installation, small retaining wall, and concrete work including the playground curb, sitting area, and walkway. Alternate#1 is for the purchase and installation of engineered wood fiber safety surface. Alternate #2 is to assemble and install the 20'X20' surface mount shelter that will be furnished by the City. The low bidder, The Kenneth Company, is a reputable builder that has extensive experience with playground installation. Staff is requesting that The Kenneth Company out of Bolingbrook, IL, be awarded the base bid and alternates #1 and #1 in the amount of$64,560. Kenneth Company is not on the debar list. They do have to submit a certified payroll. Because of their experience and expertise, staff feels that Kenneth Company knows their cost and how quickly they can do a job. Laura did check other bidders and Kenneth Company had around 15 years of doing playground installs. Ken Koch asked for a motion to approve the Raintree Park B Playground Construction bid award to The Kenneth Company for the base bid and alternates #1 and #2 in the amount of$64,560. Seaver Tarulis made the motion and Kelly Sedgwick seconded the motion. The motion was approved by roll call vote: Ken Koch —Yes; Seaver Tarulis —Yes; Amy Cesich —Yes; Mark Dilday—Yes; Kelly Sedgwick—Yes. Community Garden Scott reported that the idea of community gardens in Yorkville has been talked about for a few years, even before the conceptual park design for Grande Reserve Park B to include garden plots. Since that park has not moved forward, he has been trying to locate a piece of land that is suitable. After analyzing all City property, the parcel located in the Kendal Marketplace Development at the corner of Cannonball Trail and Blackberry Shore Lane (8 acres adjacent to Home Depot) is an Park Board Meeting February 10, 2011 Page 5 of 6 appropriate site for community gardens. However, several key details have to be addressed to utilize this site which includes a parking agreement, site preparation, water, and restrooms. Scott said that he has talked with the Naperville Park District and the Oswegoland Park District to gain some insight into community gardens. Issues included were gardeners' responsibilities, parking, rule enforcement, and overall site management (which takes significant manpower to maintain). Overall, the manpower necessary is the most significant cost for community gardens. Scott put together expenses and projected revenue and given the current city financial situation, this may not be a good time to do this. Members recommended having a club do it and place their own people. The City could donate the land and let a club run it. The City could also aid them by getting water service to the plots, but it would be the group/club that would spearhead and manage the project. The group would be expected to follow all city ordinances. Hopkins Park Plan* In preparation of notification from the state of funds released for the Recreational Trails Program (RTP), Laura displayed the Hopkins Park (Clark property) drawing. The grant will be due on March 1, 2011. Discussion followed regarding: • Creating hiking trails • Complete understory cleanup • Adding picnic benches • Planting beds of different varieties Labyrinth • Sculpture pads—maybe have Waubonsee do sculpture display • Keep everything more natural —wood chip path—cleaning up underbrush • Great wildlife —wild turkey and white tail deer • Great view—observation area for dam and chute • Rent space for weddings • Create wood pergola • Make the area double use—good view and then have a place where people can sit • This is a trail grant and we want to make it trail-oriented • 80/20 — match with labor clearing the woods • There are deer trails right now • The whole property is 5 acres • If we are allowed to go to the IDNR property, it does extent to Liberty and would make a nice loop Property access to river— kind of steep • May be good fishing out there More information to come at next meeting. Reports: Director's Report • Agenda items for next week's meeting Park Board Meeting February 10, 2011 Page 6 of 6 • Budget will be on next agenda Recreation Report A written report was included in the agenda packet. Parks Report A written report was included in the agenda packet Parks Designer Report Additional Business: No additional business Adjourn Meetinq: Ken Koch asked for a motion to adjourn the regular meeting at 10:30 pm. Amy Cesich made the motion and Mark Dilday seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, February 24, 2011 *Items needing Board approval or recommendation Respectfully Submitted By: Louise A. Beukelman