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.
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January 13, 2011
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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.
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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.
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• 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
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January 13, 2011
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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
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