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Park Board Minutes 2010 05-27-10 Yorkville Parks & Recreation Department Administration Office—201 W. Hydraulic Street O Yorkville, IL 60560 Park Board Meeting Agenda Park & Recreation Administration Office 7:00 PM May 27, 2010 Call to Order: Ken Koch called the meeting to order at 7:20 pm Roll Call: Ken Koch - Yes, Deb 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 (arrived 7:25pm) Guests: Jeff Brown, The Yak Shack LLC Susan Golinski, Reds Fundraiser Public Comment: Sue Golinski stated that the Yorkville Reds were having a tournament at Bridge Field on the evening of June 4", 5th and 6th and the evening of the 11th, 12h and 13th. She felt that the food provided by the City was inadequate and wanted to serve pizza via Rosatis to raise money to help the Yorkville Reds. She said she was looking for direction on what she would need to do to do that. Golinski said that she would be providing a benefit to Bridge Field knowing that there would be better food and more people would be satisfied. She noted that she would not be taking away from what the City was trying to sell. She said that she would use her own time to help out the Reds. Bart Olson said that they would have to amend their Park Use Policy and Sue Swithin said that she was working with staff on their current menu and she had contacted Rosatis and other pizza places. Swithin noted that they were working on increasing the menu items and even looking into putting on healthy food items. Swithin said that her main concern was if they let one group out there one day it would be another group wanting to be out there the next. She felt that it would hurt their revenue and they counted on the revenues generated from the concession to pay for the maintenance out on the field and any vender out there would be hurting their sales. Olson said that in order to mobile food vend anywhere in the City one would need a mobile food vending license. He said Sue Golinski would need to call the City Hall to get set up. Scott Sleezer said that every time he and staff had been approached to vend in the park they turned them down. He felt that anyone vending were indeed competing with their sales. He said their policy did say that they can only have one vendor in each park selling like items. He said 1 that they could have vendors selling t-shirts. He said that they were running lean and they need to maximize what they were making at their concession stands. Ken Koch asked if they could grill burgers. Swithin said they would have to pay for fuel and pay someone old enough to man the grill. She also noted that if they grill a hamburger and did not sell it would be waste. Swithin noted they were trying to do as much as they could with the least amount of cost. Sue Golinski said she would volunteer her services to run a grill. Swithin said that some organizations had come to them in the past and offer to sell fruit and some kind of other desert that did not compete with their sales and they allowed that. She said that did not hurt their bottom line in sales. Swithin felt that right now they should look into attaching a fee to what a vendor was selling if it were competing with what they were selling. She said that she and staff would discuss a fee and see how their menu, they were currently working on, would compete with what vendors would like to sell. Swithin noted there would be a park vender application that would need to be filled out. Sue Golinski said that they would have the Rosatis truck, a table with plates, napkins and a hand washing station. Olson said that she would have to have a vending application from the Parks Department and Rosatis had to have a mobile vending license. Golinski noted that they were only looking to sell pizza. Swithin said that she is open to getting volunteers to run concessions. Olson said that there would not be another meeting before the first tournament and wanted to know if they should just make a staff decision for the dates of the 4th 5th and 6th. Swithin said that there were a lot of logistics to go over before they drafted an agreement. She said that she would get with her staff and come back to the Board they would come back with a policy. They agreed they would have a trial on this for the first tournament on the 4th 5th and 6th. Swithin said she would get with Golinski for the upcoming tournament weekend. Presentations: None Approval of Minutes: Park Board minutes of May 13, 2010 Deb Horaz noted on page two, eighth paragraph down, first sentence, state was spelled incorrectly and on page five, first sentence under the EPA 319 Grant Section, Laura was spelled incorrectly. Ken Koch asked for a motion to approve the minutes of May 13th with the amendments made. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Bill List & Cash Analysis from January 26th Park Board Meeting (1120110)* Ken Koch asked for a motion to approve the bills list and cash analysis. Kelly Made the motion and Tom Nelson seconded the motion. The motion was approved by voice vote: Ken Koch - Yes, Deb Horaz - Yes, Kelly Sedgwick—Yes and Tom Nelson —Yes 2 Going back to the bills list at 8:15 pm. Ken Koch noted there were two manual checks to pay that were not listed in the bills list. They were the following: Kendal Country Collector$26,839.85 and Central Sod for$127.10 Ken Koch asked for a motion to approve the following two checks. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was approved by voice vote: Ken Koch - Yes, Deb Horaz - Yes, Kelly Sedgwick—Yes and Tom Nelson —Yes Old Business: April 2010 Budget Report- Discussion Bart Olson said he highlighted all the numbers that changed. He said it was the same budget he brought to the Board last week however this report showed the current bills list. He noted that there was an $115,000 surplus in the operating budget even after this last bills list however some bills would still come in so it would be under $115,000 after the audit was done. Olson said that they should let the surplus sit in their bank account and recommended they wait for at least one more year of positive budget flow before they spend any amount. Fall 2009 Program Performance Report Bart Olson printed a detailed report of what they talked about in the previous meeting. He explained there were performances columns and they could see what classes performed as expected and performed below what was expected. He noted one could look up individual classes and revenues and expenses. New Business: Athletic Field Rental Policy— Youth Baseball Agreements Bart Olson said that this was the policy for the upcoming year and he noted that that there were not any new fields therefore creating some scheduling issues. Olson said that they would like to build two new fields and the discussions they had with the Reds and YYBSA in donating some of their proceeds from their agreements, to go towards the construction of two fields, fell by the wayside. Olson said from last year's discussions they were going to negotiate going forward this year that they could not treat YYBSA's travel leagues the same way they treat the Reds. He said he was looking for the Boards directions on this. Sleezer said that the difference between the Reds and the YYBSA is that the travel teams for YYBSA were made up of Yorkville kids. Travel teams for the Reds were made up of Yorkville kids and kids from outside Yorkville. Some other travel teams were completely kids outside of Yorkville. Sleezer said they need to come up with a happy medium because there were travel teams making up their in house program as well. He felt they may have to create a two tier systems with the in house taking priority. Olson said that they would have to restrict the number of games each team played in each league under each agreement with the current Field Policy they had now. He said they negotiated, with a master field schedule, with the Reds after they approved YYBSA. YYBSA basically had every field every Monday, Tuesday, Wednesday, Thursday, Friday and some Saturdays and Sundays. Reds had two fields on Wednesday and Fridays. Olson said they took 3 Bridge completely out of it to use for themselves and they gave the Reds 12 other fields for the rest of the week and they still did not have enough filed space for each of their leagues. Olson said that the YYBSA would argue that they help pay for their entire program and they can do the in house league because they can get a discount on their travel leagues and make money and the Reds are going to say they are Yorkville residents and they want to be able to come in and they only have a hundred kids. Kelly Sedgwick said that they need a separate contract for the YYBSA travel because half of them are not paying because they are not from Yorkville. Sleezer said that he would start looking into some language in crafting their current agreement into two separate agreements. Olson said that this would come back to the Board and it would be calculated out before they submitted it to YYBSA. He noted that they should push hard to find a way to build a field before next summer or fall. He noted that, between the Reds and YYBSA, there should be some kind distribution based on the percentage of Yorkville residents, number of players and there should be some other kind of random objective. He said they could possibly draw for field space starting with whomever had the larger number of Yorkville residents. Sue Swithin wanted to entertain a thought regarding page 1 of the policy. She wanted to change the date November 30th to September 1St because they are finding that organizations were contacting them a year in advance to schedule for the following year. The Board felt that was a good idea. Reports: Directors Report 1. Bart Olson said REC Center memberships for full time employees did get approved by the City Council. 2. Olson reported that a letter of evaluation on the Corlands Property per acre it appraised for$13,000 per acre. Last year it appraised for $25,000. Olson noted the good news was that even at the decreased amount it would still qualify for enough land for the match for the park. The question was do they want to use it now for the land match or do they want to wait to wait until the property value went up. Olson recommended that they take title to it and go ahead with Riverfront Park. Tom Nelson said that it may take 10 to 15 years for the value to go up. 3. Olson said that someone did want to talk about the status of the caboose and said that there was perhaps a potential buyer and he noted that might come up on a City agenda and may come back to the Board. The question was if they still wanted it. 4. Olson said there that Riemenschneider Park was built with land cash and grant dollars and they were still waiting on getting a reimbursement and that they should be getting it this fiscal year. Olson noted they had not received any land cash dollars from the entire development there and they used general land cash dollars to fund their half of that park. There is a lump sum of land cash dollars due in the amount of$277,000 for that subdivision but not until the time of the RM3 portion behind Menards is to be built. Olson said they do not have the money now to build a parking lot however it is in their long term plans. 4 Recreation Report 1. Sue Swithin said that, June 10t" before the next meeting Park Board meeting for anyone that wanted to meet her at 6:00 pm she would walk Board members through the REC Center. Parks Report 1. Scott Sleezer said they did do their spring safety report. He noted that Rice Park had some problems with rails and he said that they would need to be replaced; those would cost about $800. 2. Sleezer noted that Park C at Rain Tree has been graded and seeded. The developer paid for the City to do the work. 3. Sleezer said that their goal is to get rid of the grass in the boulevards and that would eliminate the mowing. Kelly Sedgwick felt that they should be as maintenance free as possible. Parks Designer Report 1. Laura Schraw said that she had not heard from anyone on the July 31s' Play Ground Build. 2. Schraw said she did get the plans for Hoover for the trail connection to our existing trail. She said that she received plans from Coupland Design. Schraw said they did their bid opening and they were asking if we could give them an idea of direction of where they wanted to go. They want to award the project and have it completed by the fall. Schraw noted that the entire trail section would include excavation, gravel, and asphalt. She noted they gave them an estimate around $7,227.25. And if we do the excavation and gravel and they do the asphalt the cost would be only $1,621. Sleezer felt that $7,000 was a bargain because they originally thought that it was going to be $10,000. Bart Olson said that a quote would come back but Schraw wanted to inform the Board on where it stood. Additional Business: None Executive Session: None Adjournment: Ken Koch asked for a motion to adjourn the meeting 9:15 pm. Tom Nelson made the motion and Deb Horaz seconded the motion. The motion was unanimously approved by voice vote. Next Meeting: Thursday, June 10, 2010 5 Minutes Respectfully Submitted By: Jamie Cheatham b