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Park Board Minutes 2010 01-14-10 t Yorkville Parks & Recreation Department Administration Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Meeting Agenda Parks and Recreation Administration Office 7:00 p.m. January 14, 2010 Call to Order: Chris Rollins called the meeting to order at 7:15 pm. Roll Call: Chris Rollins - Yes, Ken Koch - Yes, Kelly Sedgwick —Yes and Vickie Coveny - Yes Introduction of Guests, City Officials and Staff: Interim Director of Parks and Recreation — Bart Olson Superintendent of Parks— Scott Sleezer Park Designer— Laura Schraw Alderman Gary Golinski, Ward 2 Public Comment: None Presentations: None Approval of Minutes: Special Park Board Meeting— December 9, 2009* Chris Rollins asked for a motion to approve the December 9th meeting minutes. Ken Koch made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Special Park Board Meeting— December 22, 2009* Chris Rollins asked for a motion to approve the December 22"d meeting minutes. Ken Koch made the motion and Vickie Coveny seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List* Chris Rollins said the check to Earth Movers Credit Union visa payment for $1,069 came in after the bill list had been printed for the meeting. He noted that he and Ken Koch had signed the check. Vickie Coveny asked about the baby station cream on page six for $180; she wanted to know what it was for exactly. Bart Olson said it is under code 80 so it was for the REC Center however he was not sure if it were for the daycare or not. He said he would get clarification on what the cream was for exactly. Chris Rollins asked for a motion to approve the cash analysis and bills list as submitted with the exception of pending details of invoice number 195837 for baby station cream under the maintenance supplies account. Ken Koch made the motion and Kelly Sedgwick seconded the motion. The motion was approved by roll call: Chris Rollins - Yes, Ken Koch - Yes, Kelly Sedgwick—Yes and Vickie Coveny - Yes Old Business: 1 Revised FY 09110 Budget Bart Olson said the revised budget had not changed since the second scheduled meeting in December. He reported the operating side was still in balance and the REC Center was about the same area it was. He said the budget was still under review and would go in front of City Council either late February or early March for approval. Chris Rollins asked for questions from the Board and there were none. New Business: Bristol Bay Park A Equipment RFP Results* Laura Schraw went over her memo on the Bristol Bay Park A Equipment Recommendation. She pointed out the elements of the playground that made it the circus theme they were going after. She noted that the residents did not want the park to look too circus themed. Schraw noted the final equipment price of$73,183.69. She wanted the Board to look at the number and to let them know the equipment was in the budget. She noted that the shade structure came in under budget. Scott Sleezer noted that they gave themselves a cushion for expenses in case they went over their budget. Schraw said they would not be ordering the equipment now because they wanted to make sure they get billed after May. Sleezer told Vickie Coveny he would check on the warranty for the shade structure because she inquired about it. Coveny also inquired about the safety of the equipment specifically the material the climbing rings were made out of and how safe a child would be if they fell off the equipment. Sleezer said that the wood surfacing under the equipment would be their standard 12" of compacted material that met ASTM standards and CTS guidelines. He said that if a child fell off of the equipment they would be protected from a lethal accident. Chris Rollins asked for a recommendation to approve the 5-12 playground design, including an age appropriate sign and swings, from NuToys Landscapes in the amount of $54,119.00; the age 2-5 play structure from Parkreation, Inc., in the amount of$10,755.69, and the shade structure from Team REIL in the amount of$8,309.00 for a total of$73,189.69, with the understanding that here could be potential cost increase in January. Rollins added that there was a 5% contingency and the total amount would remain under$100,000. Rollins asked for roll call vote: Chris Rollins - Yes, Ken Koch - Yes, Kelly Sedgwick —Yes and Vickie Coveny - No Director's Vacancy Bart Olson said there was no protocol to how the position of the directors vacancy should be filled other than they would be appointed by the Mayor. Olson said that they could not mandate what had to be done however he said the recommendation was to do what they had done in the past for their search to fill the position with the understanding that the Mayor had the final say. Chris Rollins said they took the ways from the state statures in the past and it worked for them previously. Rollins talked briefly how they filled the director's position before and explained that the Board got to make the gross cut and they then explained to the Mayor on how and why they chose who they did before the Mayor made the final decision. Grande Reserve Park A Design* Scott Sleezer explained where the park was located above Mill Road. 2 Chris Rollins noted the relative reasons they wanted to scale back the park was because Oswego built a park and the requirement to start development of Grande Reserve A was within 3 years of completion of Raintree B. Bart Olson Noted that they were going to still use it as a match. Rollins noted that Schoppe's drawings could not be `revised' but the City could `omit' or `change' items by indication on the plans such as attaching new drawings. Ken Koch asked about getting the deeds and Olson said they did not have them yet. Rollins noted that if Raintree B was completed by 2011, the City was not obligated to start construction on Grande Reserve A until 2013. So that gave them three solid years for the City to get the deeds. Chris asked for a motion to allow staff to send a letter to the DNR with a revised plan. The motion was unanimously approved by voice vote. Bristol Station Park— Change Order#3* Scott Sleezer noted this it was the final change order for Whispering Meadows. He said that when he was going through doing some final accounting some things came up that were not paid. Chris Rollins asked what change order numbers one and two were for and Sleezer explained. He explained those had been approved too and why they were needed. Sleezer went over the itemized list on the final change order. He said that there had to be a change order because they were over and above the original contract. He wanted the Board to keep in mind that their original budget from the IDNR was much greater than they had and they were technically still within the budget even with the final change order. Rollins asked for an approval of the final change order for Whispering Meadows in the amount of$20,968.38. Kelly Sedgwick made the motion and Ken Koch seconded the motion. Roll Call Vote: Chris Rollins - Yes, Ken Koch - Yes, Kelly Sedgwick—Yes and Vickie Coveny - No Reports: Director's Report Bart Olson reported he was putting in more than 20 hours a week for the Parks and Recreation. He said he had been doing a lot of work with the Grant Administration, and he and Scott, Sue and Laura were still meeting twice weekly. Recreation Report Rollins asked the Board to read the recreation report at their leisure. Additional Business: 1. Ken Koch wanted to go over ball field issues: He noted that the posting on their tournaments, only five showed up at Bridge. He wanted to make sure the Board was aware how the deposits were working. He felt that if teams did not pay now they would just walk away from it. Bart Olson explained that the $900 fee was paid upfront and that was the cost of the full tournament. He said it was due upon reservation. He said that if they canceled eight 3 weeks prior they would get their money back. Chris Rollins said that eight weeks would give them ample time to book those open dates. Olson said that the Board should think about a fee increase for the following year. He said there were other considerations to be made. He explained how teams were coming in from other towns to use their fields. Rollins said that they might want to increase the rental fees if they were going to be bringing in people from all over the place and said that was not necessarily a bad thing because it was bringing in revenue. He felt that they could even do some kind of promotion to bring in teams from other communities. 2. Alderman Gary Golinski passed out meeting minutes from March 22, 2007. He noted they were in regards to a proposal set forth by the Reds to build a field in Yorkville on City property. He noted that everyone was in favor at the time it came to the Board however it had fallen by the way side. He said that the Reds were still interested in their proposal. Chris Rollins said they should look at a park where they could accommodate them. He felt that if there were a place they were considering building a ball field they should strongly be considering the Red's proposal again. He asked Scott and Laura to look into what might be an appropriate park. Rollins and Board discuss what it would take to run the program internally and they would have to ask for volunteers and staff up the program. He noted that have a working agreement with the Reds and YYBSA, and making sure there was a baseball program in town was important. He felt that they currently should not try to run baseball themselves however they should keep it in the back of their mind. Rollins said that they should go over the proposal with the Reds and discuss with them that there would be no benefit to them for overreaching. Rollins said if they were trying to reserve more field time and space than they actually needed, they would be limiting the amount of other income they could take in and then their fees to them would have to increase. Executive Session: None Adjournment: Rollins asked for a motion to adjourn the meeting at 9:11 pm. Kelly Sedgwick made the motion and Ken Koch seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, January 28, 2010 Minutes Respectfully Submitted by. Jamie Cheatham 4 YORKviLLE mit PARKS a RFCREA-"O l Yorkville Parks & Recreation Department Administration Office —201 West Hydraulic Street—Yorkville, IL 60560 Phone 630.553.4357 Fax 630.553.4360 e-mail: recreation @yorkviIle.il.us Park Board Meeting Thursday,January 14,2010 7:00pm Administration & Recreation Office 201 W.Hydraulic St. Thank you for attending our park board meeting. Please sign in. Feel free to take an agenda(on clipboard) Name: Number: Business: