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Park Board Minutes 2010 02-11-10 Yorkville Parks & Recreation Department Administration Office—201 W. Hydraulic Street 14% Yorkville, IL 60560 Park Board Meeting Agenda Park & Recreation Administration Office 7:00 PM February 11, 2010 Call to Order: Ken Koch called the meeting to order at 7:05 pm Roll Call: Ken Koch - Yes, Debbie Horaz - Yes, Kelly Sedgwick - Yes, and Tom Nelson — Yes Introduction of Guests: Interim Director of Parks & Recreation — Bart Olson Superintendent of Recreation — Sue Swithin Superintendent of Parks— Scott Sleezer Park Designer— Laura Schraw Alderman Gary Golinski, Ward 2 Tony Scott, Press Public Comment: None Presentations: None Approval of Minutes: Park Board minutes of January 14th, 2009 Ken asked for a motion to approve the January 14`h Park Board Minutes. Kelly Sedgwick made the motion and Ken Koch seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Bill List & Cash Analysis from January 26th Park Board Meeting (1120110)* Deb Horaz inquired about the two invoices on page 3 for Farren Heating and Cooling for a total of$985.64. Sue Swithin reported that they were invoices for parts that that had to be replaced on both the north and south gym heating units. She said they were just for parts however if and when they needed to get whole new units that would be at the owner's expense. Ken Koch asked for a motion to approve the cash analysis and bills list dated 1/20/10. Tom Nelson made the motion to approve and Kelly Sedgwick seconded the motion. The motion was approved by roll call vote: Ken Koch - Yes, Debbie Horaz - Yes, Kelly Sedgwick - Yes, and Tom Nelson —Yes Current Bill List & Cash Analysis* Ken Koch asked for a motion to approve the current cash analysis and bills list. Deb Horaz made the motion to approve and Kelly Sedgwick seconded the motion. The motion was 1 approved by roll call vote: Ken Koch - Yes, Debbie Horaz - Yes, Kelly Sedgwick - Yes, and Tom Nelson —Yes Old Business: Directors Vacancy Bart Olson reported that Mayor Burd would like the Board to use the same process they used previously. Ken Koch felt that the Mayor should sit in when they were interviewing candidates. He also felt they should wait until the next fiscal year to hire a director. Olson said there was not a whole lot of park build going on for the new director to do but he wanted the Board to keep in mind that it would take roughly 90 days to get someone in once they post for the position. Sue Swithin mentioned that Olson had suggested that she and Scott Sleezer be aware of whom they were considering for the position. She felt that they may have some insight on who they were interviewing and felt it may be beneficial to the Board if they would consider questions they may have for them. New Business: Grants in 2010— Development* Laura Schraw said she talked to Mark Yergler about their development grant options. The two parks up for consideration, listed in her memo, were Riverfront Park and Grande Reserve B. She noted the list of items for each park they could try and incorporate for each park. Schraw was looking for feedback from the Board on whether or not they should move forward. Bart Olson explains to new Board member, Tom Nelson on how the grant cycle would work. He said in a good year we would use land cash as part of an annexation agreement. However we are not seeing that so they would have to use local land as a match. Ken Koch wanted to know how the Board felt about applying for a grant when the City had no money. Olson said they would be able to come up with the cash flow to pay expenses over the next three years to cover expenses. He said this was a huge opportunity to get $400,000 to build a park. He said worst case scenario they cover the cost for a loan. Alderman Gary Golinski said he would hate to pass up this grant cycle. He said they have the land sitting there and this Riverfront Park would be good for downtown and the riverfront is a great area for development. Olson said Riverfront has tiff dollars versus land cash dollars that Grand Reserve has however those tiff dollars could eventually support Riverfront. Olson said he felt long term they would have the money to do Riverfront before they had money to do Grand Reserve and with that being said Riverfront should be their priority. Koch also felt that Riverfront would be the best to go with and the Board agreed that Riverfront was their priority. Laura noted construction would possibly not start until 2012. 2 Koch asked for a recommendation for City Council to select Riverfront Park for the Development Grant with plans being brought back to the Board. Deb Horaz added that City Council be aware they were not looking for any extra money. The motion was unanimously approved by voice vote. Hoover Trail Extension Laura Schraw said there were drawings for Hoover in the packet and she went over what the Forest Preserve District was requesting. She pointed out how The Forest Preserve District wanted to extend their asphalt trail to the eastern most edge of their property adjacent to Crawford Park however there was a protected wetland there. She noted that the Forest Preserve's trail was going to connect to their existing trail stub at Crawford Park however now they were going to have to run their trail down and around the wetland to the City's property line. Schraw said they would have to extend their trail so it would make the connection with the Forest Preserve District's trial. Scott Sleezer noted this was a valuable connection to be made. Laura noted she did tell the County they may not have the $5,000 - $10,000 to do this and it may have to be in another fiscal year. Gary Golinski said they should jump on this or else it could be twenty years before they get the trails connected. Sleezer said that they ask the Forest Preserve to get an `add alt' bid for the additional paving work for the trail on the City property when bidding the Hoover project. He felt that they would be getting a better price if they put this bid in for us. Laura said they would bring back numbers from the Forest Preserve estimates from their bid. Facility Management at REC Center Tabled for another meeting. Reds Field Use Agreement* Bart Olson said that the YYBSA rearranged their schedule to accommodate the Reds three fields per week for an entire season. The Reds are going to have access to two fields on Wednesday night and one filed on Friday night. He said YYBSA saw the value in what the Reds were proposing in building a field for them to have use of it in future years. He noted that YYBSA does not have exclusive use of fields they are still subject to our policies, procedures and availability. Olson explained what they were looking to do was have the Reds upfront a couple years of fees to construct a field and they would get priority use of that field three or four years and it could be renewed. Olson said they would have to figure out the market rate on the field use. He said that there is some value of getting the money upfront they just had to figure out the total figure to collect. He said that we was going to submit to the Reds an agreement that they pay the invoices as they come in because they did not think they would be able to pay $15,000 upfront by June 30tH 3 Olson said the location of where the field would be built was still to be determined. He said that he was going to submit an agreement to the Reds and then bring it back to the Board. He reminded the Board each agreement would have to be approved by them. Gary Golinski said there needed to be a discussion on subsidy and pricing. Field Use discussion Bart Olson said that they would still have to look at their use agreements and adjust rates for next year. He said with discussion with YYBSA on funding the expansion and creation of new baseball fields, similar to the Red's proposal; as details emerge staff could present them at the Park Board meeting. Park Rental Waiver Request— Yorkville Junior Women's Club* Park Rental Waiver Request— Girl Scouts* Tom Nelson suggested, per the Boards discussion, that they deny any waiver request until further notice due to the current economical time. Ken Koch made the motion to deny both the Yorkville Junior Women's Club and Girl Scouts waiver requests. Deb Horaz seconded the motion. The motion was unanimously approved by voice vote. Reports: Directors Report Bart Olson reported that the FY 09/10 revised budget would not be formally approved by the Mayor or City Council however it would be used for internal purposes only. Olson said that the parking lot at Riemenschneider Park was just a concept plan. He said that if a baseball field expansion was to go within this park funded by the YYBSA or the Reds then they would have to include parking costs with the field expansion cost. Olson noted he would be on vacation March 11th through March 16th, and will not be in the March 11th Park Board meeting. Olson also reported they were closing down this building, Administration Office, to the public however there would be some staff here but no set hours open to the public. He did say that if someone came in they would recognize and help them. Olson noted there would be an office supervisor and a part time secretary at the REC Center to help with some of the operations up there. Recreation Report Sue Swithin reported that the basket ball leagues were up and going well. She said soccer registration has begun and the open gym volleyball had been going well. She said they started a new program at the REC Center called Resolution; which is a weight loss class and it had been a big hit so far. She said they were going to start a second one soon. Swithin reported that in January they had a three day open house and held a promotion. She said that they collected $35,000 in membership fees in January alone and felt that should remain consistent in the next couple of months. 4 Swithin said that more pool maintenance had to be done such as painting had to be done. She said that they were going to try showing a movie in the pool room on February 19tH Swithin said that they received two more TV's from sponsors so when they came up on the bills list the Board would know what it was for. She said she would be given the money first before she purchased them. Swithin said she wanted to purchase a tread climber but would look for a sponsor for those as well. She also noted that they would have to replace some weight benches and that would roughly cost $1900 to replace all the benches. Parks Report Scott Sleezer said that staff has started trimming trees at each park location and they were inspecting all playgrounds weekly. Sleezer also reported that staff planted over ninety trees at Bristol Bay 65 and other park locations. He said that the trees were donated to us last fall from local nurseries. Parks Designer Report Laura Schraw said that she and Scott presented at IPRA on volunteer builds for playgrounds and it was well attended. Additional Business: None Ken Koch asked for a motion to suspend the regular meeting at 9:00 pm. Deb Horaz made the motion and Ken Koch seconded the motion. The motion was unanimously approved by voice vote. Executive Session: For the purchase or lease of real property for the use of the public body Ken Koch asked for a motion to enter into executive session at 9:05 pm. Deb Horaz made the motion and Tom Nelson seconded the motion. The motion was unanimously approved by voice vote. Ken Koch asked for a motion to end the executive session at 9:30 pm and reconvene into the regular park board meeting. Deb Horaz made the motion and Tom Nelson seconded the motion. The motion was unanimously approved by voice vote. Adiournment: Ken Koch asked for a motion to end the regular meeting at 9:30 pm. Kelly Sedgwick made the motion and Tom Nelson seconded the motion. The motion was unanimously approved by voice vote. Next Meeting: Thursday, February 25, 2010 5 Minutes Respectfully Submitted by: Jamie Cheatham 6