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Park Board Minutes 2011 01-13-11 � Yorkville Parks & Recreation Department Jrjyt �'y�#I Administration Office - 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 Park Board Meeting Parks and Recreation Administration Office 7:00 p.m. January 13, 2011 Call to Order: Ken Koch called the meeting to order at 7:06 p.m. Ken welcomed new board member, Mark Dilday. Roll Call: Ken Koch —Yes; Debbie Horaz—Yes; Seaver Tarulis —Yes; Amy Cesich — Yes; Mark Dilday—Yes; Vicky Coveny (arrived after meeting had started) Introduction of City Officials and Staff: • Recreation Manager—Tim Evans • Parks Superintendent - Scott Sleezer • Park Designer— Laura Schraw • City Council Liaison to Park Board — Diane Teeling, Ward 4 Alderman Guests: (Note— sign-in sheet attached) Public Comment: Riverfront Building RFP's agenda item moved to this section. See narrative and motion under that agenda item. Presentations: None Approval of Minutes: Park Board meeting— December 16, 2010* The committee reviewed the minutes. There was a correction on Page 4, last paragraph under Riverfront Park Use Agreement—Albin and Sons regarding the OSLAD grant application. The grant does not pertain to a parking lot. Laura Schraw will send correct wording to this paragraph to Bart Olson. Ken Koch asked for a motion to approve the minutes with the recommended changes by Laura. Seaver Tarulis made the motion and Amy Cesich seconded the motion. The motion to approve the minutes with recommended changes was unanimously approved by voice vote. Bills Review: Bill list* Members reviewed the bills list. Two refurbished treadmills were purchased for the REC Center— purchase was within budget for equipment purchase. There were additional questions regarding uniforms and basketball evaluations. Tim will check on these billing questions and e-mail responses to the board. 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; Vicky Coveny—Yes. 'Park Board Meeting January 13, 2011 Page 2 of 6 -Park Board Meeting January 13, 2011 Page 3 of 6 Old Business: Riverfront Building RFPs Ken advised members that the agenda packet contained RFPs from both entities. Jeff Brown (Yak Shack) and Ryan Rushton (Geneva Kayak)were able to see the building. • There was no drawing submitted from Yak Shack. Jeff Brown feels building can be used in current state and sees no reason to change it. • Drawing was received from Geneva Kayak— no changes to the building but requested putting a storage container behind the building. Members said this would not be a problem as long as they follow city rules. The storage container would be hidden. Name will be changed to Yorkville Outdoor Center. Members discussed both RFP's. Laura Schraw spoke on property and deed and handed out a copy of the plat, deed, building location, and future park design. She informed the board that Bart Olson did not see that the building lease would be affected by this deed agreement. Members discussed removing motorized vehicle language from the building rental agreement. The Board voted as follows: • Yak Shack: Ken Koch — No; Debbie Horaz— No; Seaver Tarulis — No; Amy Cesich — No; Mark Dilday— No; Vicky Coveny— No. • Geneva Kayak, Yorkville Outdoor Center: Ken Koch —Yes; Debbie Horaz—Yes; Seaver Tarulis —Yes; Amy Cesich —Yes; Mark Dilday—Yes; Vicky Coveny—Yes. After voice vote, the park board made a recommendation to approve the proposal for the Riverfront building rental agreement proposal made by Geneva Kayak, Yorkville Outdoor Center, pending City Attorney review of the deed for the parcel and verifying the City can rent the building and removing motorized vehicle language from agreement. Later in the meeting, members further discussed their reasons for selecting the Yorkville Outdoor Center and will request that Bart check on what process they will use to determine what percentage of their profits will go to the City. Ken Koch noted that an additional name request for the Riverfront Park will come to the park board on January 27, 2011. Strategic Planning: Ken distributed a list of strategic planning budget-oriented items. He requested members review the list and e-mail him with other suggestions. Deb Horaz requested to add Land-cash. 'Park Board Meeting January 13, 2011 Page 4 of 6 New Business: Bid results—fencing at Raintree Park B Tennis Courts Laura Schraw reviewed the six bids received for fencing at Raintree Park B tennis courts.Alternates #3 and #4 are for the PVC coating upcharge for the tennis court fencing and the baseball backstop fencing. Staff recommends selecting the PVC coating alternate. Discrepancies in the Alternate bids were because several of the contractors assumed that the alternate was for furnishing the fence in the alternate bid, not just an upgrade charge for PVC coating. It was clearly stated that the alternate was to be for PVC coating only, not furnish and install PVC coated fencing. If we were to include the galvanized fence as an add alternate and the PVC coated fence as an add alternate, then they would have bid it correctly because we would be selecting one of the two alternates. As our bid documents are written, the contract awarded is for the BASE BID plus any alternates that are selected. All references for Fence Connection, Inc. have indicated that they are a reputable contractor. Staff is requesting that we award the bid to Fence Connection, Inc. out of Elgin, IL, in the amount of$37,975.68. Discussion followed. Ken Koch asked for a motion to approve the bid to Fence Connection, Inc. out of Elgin, IL, in the amount of$37,975.68. Amy Cesich made the motion and Vicky Convey seconded the motion. The motion to approve the bid to Fence Connection was approved by roll call vote: Ken Koch —Yes; Debbie Horaz—Yes; Seaver Tarulis—Yes; Amy Cesich —Yes; Mark Dilday—Yes; Vicky Coveny— Yes. Bid results—surfacing at Raintree Park B Tennis Courts Laura Schraw reviewed the three bid results for surfacing at Raintree Park B tennis courts. No alternates were selected. The only alternate in the bid is a unit cost for geotextile fabric in case of unstable soils found during excavation. Soil borings are not completed prior to construction documents due to the cost. Therefore, the unit cost of geotextile fabric is included as an alternate bid in case substandard soils are encountered during construction. With an established unit price included in the alternate bids, if necessary, the contractor, as directed by Staff, would install fabric to stabilize the sub base at the unit cost listed. All references have indicated that Evans & Son are a reputable contractor. Staff is requesting that we award the bid to Evans and Son Blacktop, Inc., of West Chicago, IL, in the amount of$87,910.70. Park Board requested to know how much it would cost to add in the geotextile fabric for the tennis courts. Members requested Laura to e-mail to Bart to send to members on cost. Ken Koch asked for a motion to approve the bid for surfacing to Evans and Son Blacktop, Inc., of West Chicago, IL, in the amount of$87,910.70. Deb Horaz made the motion and Vicky Convey seconded the motion. The motion to approve the bid to Evans & Sons was approved by roll call vote: Ken Koch —Yes; Debbie Horaz—Yes; Seaver Tarulis—Yes; Amy Cesich —Yes; Mark Dilday— Yes; Vicky Coveny—Yes. Office building use Tim and Scott discussed moving Parks and Recreation staff, services, and programs to different buildings. •Park Board Meeting • January 13, 2011 Page 5 of 6 • With the Riverfront Trailer building (301 E. Hydraulic) at this time being proposed to be leased to an outside business, the current Parks and Recreation storage items will need to be moved from that location to a new storage facility. In addition, the South Preschool (131 E. Hydraulic) currently located at Riverfront Park, is in a great location for the building to be rented out on a daily basis by outside groups and organizations. It is envisioned that outside groups/organizations may want to rent the facility in conjunction with the new bypass channel and even a potential 2nd new business wanting to lease the front part of the building. • Since the storage items will have to be moved out of the Riverfront Trailer building and with the untapped potential of renting out the current South Preschool building, it is proposed that the South Preschool and the Parks and Recreation storage items be moved to what was the Recreation Administration offices (201 W. Hydraulic St.)to be used as the new South Preschool location and storage facility. They discussed ways that this move can have numerous positive results on the Parks and Recreation Department as well as in the community. Members discussed this at great length and questioned how it fits into the overall master plan. Scott advised that it has been a while since we have had an updated plan. He indicated the vision was different 3-4 years ago. The board discussed that staff should move forward with providing a building plan (for REC office building)to show how it will be used as a preschool, how preschool building will be used as rental space, and provide cost of moving the preschool (paint). Members agreed that the current location, 201 W. Hydraulic St, is a good location for the park board meetings. Ken asked for a motion to move forward and get more information and budgeting. Amy Cesich made the motion and Deb Horaz seconded the motion. Motion carried. Ken requested that the Park Reservation Policy/Riverfront Use Policy be brought to the park board in February. Reports: Director's Report Recreation Report A written report was included in the agenda packet. Parks Report • Park Board Meeting January 13, 2011 Page 6 of 6 Parks Designer Report Laura mentioned that Riverfront Park Design will be coming to Park Board at the next meeting to open the discussion on the design. Additional Business: No additional business Adjourn Meeting: Ken Koch asked for a motion to adjourn the regular meeting at 9:15 pm. Deb Horaz made the motion and Vicky Coveny seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, January 27, 2011 *Items needing Board approval or recommendation Respectfully Submitted By. Louise A. Beukelman 6x.&261 rIA C[ 9cun, e 0 0- L