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Park Board Minutes 2010 08-05-10 Yorkville Parks&Recreation Department Administration Office-201 W.Hydraulic St Yorkville,IL 60560 630-553-4357 Park Board Special Meeting Parks and Recreation Administration Office 7:30 p.m. August 5, 2010 Call to Order: Ken Koch called the meeting to order at 7:43 p.m. Roll Call: Ken Koch-Yes, Debbie Horaz-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 Recreation, Sue Swithin Recreation Coordinator,Tim Evans Mayor,Valerie Burd Guests names taken from sign in sheet: Ruth Ann Harvey Derek Zerman Ken Brummel Bruce Walter Kellie Turner Ed Kurz Sam Jmes Rick Turner Jeff Farwell Mike Franklin Jr Mary Golinski Jason Farwell Jenn Naumon Kris Avery Jason Gajewski Brenda Burton Geannine Megazzini Rick Glass Robin Owens Tim&Sue Shimp Travis Boyd Cari Tennell Steve Megazzini Rusty Hyatt Cindy Kilgore Kevin J. Childs Lisa Rybichi Penny Reynolds Dean Lurk Greg Lambert Gary Golinski Michele Pierce Dave Maaske Gavin Redmon Tom Pierce Pau&Terri Kish Lori Dedmon Todd Freiberg Marybeth&Andy Jensen Eddie Sierra Scott Swenson Public Comment: Bart Olson said that he received an email talking about numbers via the people that the YYBSA Board sat down and talked about. Olson said that the numbers in the email had not come from him and his recommendation would be about in line of what they were paying last year however they were changing the format around and instead a per player fee they would do a per field fee. He felt it might,incentive wise, allow more parties to schedule fields and perhaps make more sense as far as field scheduling goes. As first president of the YYBSA spoke,he did not give his name,said the number came from him and he said that those were not a 100%but were about 90%of what they used this year. He stated the numbers were based on a daily field usage and what it cost to have the fields drug and chalked. He said they had to pay$30 and$35 was the cost to drag and chalk. He concluded that games totaled 1 $65 and sometime more on the weekends and that was the breakdown of the email Olson had received. Resident did not announce who he was,said he was not part of YYBSA and due to what was going on he had his son try out for Oswego baseball. He felt what was happening here was allowing the REDS to get more field time and he said many people questioned how many kids in the REDS were actually from Yorkville. Olson explained to the residents expressing concern that they were not taking over or destroying filed space however they were redistributing field space. A resident then explained that if they were paying fees on top of taxes than the staff should be doing the work.There were some concerns over the Parks and Recreation not doing what they should be doing as far as field maintenance. Resident felt that they were getting double slammed with taxes and having to pay fees on top of them they should be getting their moneys worth out of it. Ken Koch explained that they were not a Park District. He explained a Park District collected a tax levy. He explained they did not collect their own levy and the money they received came from the general fund that the City gave out; he said they were at the City's mercy to what they gave out. Olson said they debate on a weekly basis on why they should run tournaments over in house or why should they run a softball team. He said that the money that is generated from those leagues allow them to hire more staff and offer more classes to the community. If they did not have those they would have to cut certain classes. Mayor Valarie Burd encouraged people to go home and check their tax bill.She noted that out of the ten million dollar budget the City is giving$900,000 to the Parks Department because they do not have a Park District.She expressed how important it was and felt that there were people who needed these services and part of the reason why people would want to live in this City.She felt that they were trying their best they could to make their programs work and in these hard times so this is not them trying to make money off of them.She noted that everyone was trying to get the through these hard times and their goal was to make everyone happy. Koch said that there should be a core group of people who meet together to discuss field prep and their other main issues.Certain residents, not giving their names,felt that they could do the own work, dragging the field etc so they did not have to pay the fees. Olson said that there is not enough field space,lighted fields,weekday night games,not enough weekend time.There were,excluding Bridge,twelve fields they open up to everyone. Olson explained Bristol Bay, Cannonball Ridge,moved along and everyone agreed with it that would be two possible new fields. Olson explained problems they might face in the development of the fields and explained what would go into the decision making process of it. A resident asked if they had gone to the REDS and YYBSA to help the City with the new fields. Olson said they did go to the REDS and YYBSA to help fund new fields. Resident said they wanted to know 2 if the organizations could volunteer not help fund new fields.Olson said that would be great however the main concern was the cash flow and they were borrowing from the general fund. Olson said he was open to three new fields, maybe two but at least one. He explained how they could redistribute field space and maximize their space. He noted,same price,more field space maybe less preferable times but it was an option. As discussions went on a resident expressed that the adult leagues should rearrange their play time if the kids had to. Resident,not giving name, felt even if they were paying more that should not give the adult leagues priority.Sue Swithin said that she would work with Shay and Monica to monitor the adult leagues and make sure that they were secured in the fields that they need and consolidate what they could to open up field space for the kids. Koch asked that they be able to set aside a meeting so they know what kind of a recommendation to take to the City Council.The Park Board felt they needed to hammer out more of the details and residents agreed. Koch stated that it sounded like the fees were not the issue it was the fields.Olson said they would negotiate the contract with all elicited parties based on this fee structure that is a consensus and under the general assumption that they are going to gain fields but if they do not they will try and make it equal or better than last year. He explained too it did not mean everybody was going to get preferred times. Deb Horaz asked if there was a code of conduct for the coaches and a resident possible YYBSA Board Member,not giving name,said that there was a code of conduct and it could be found on their website.She noted that all their Board members were listed with contact information and any parent could contact who they choose. Koch encouraged Horaz if she was approached by a parent or resident that she should direct them to the YYBSA. Alderman Gary Golinski asked a question on the Field Policy regarding the concession stand operation. He asked why they were charging an organization a$50 fee per booth or tent,for all non- food items and a$100 fee to sell food items. He said that these organizations are out there fund raising and asked why they should not be able to go out there and do it for free.Olson said that they were figuring maintenance after the fact. Golinski felt that they were nickel and diming these non- for profit organizations. Olson said the thought the fee was initiated to track the size of the events. If a tournament or game wanted to have separate booths out there and hold like a fair or exhibition out there would be some cost encored to them.Sue Swithin said they want to control what they did so it would not get out of control.She said it was still negotiated and the Board would still have to discuss each organization and what they wanted to sell to fundraise. Swithin felt a group should get permission through them so they had a tool to monitor what was going up out there in the grass for safety and control. Olson said if the issue is control and not necessarily revenue to offset costs then he suggested making it a$10 fee. 3 Olson thanked the residents for coming and for their input. He said that he would pull up his calendar and contact everyone individually for a meeting to iron out issues they still had. He noted that there would be no action taken on the policy tonight. Approval of Minutes: Park Board meeting-July 8,2010 Ken Koch asked for a motion to approve the July 8th meeting minutes. Deb Horaz made the motion and Vickie Coveny seconded the motion.The motion was approved unanimously by voice vote. Bills Review: Bill list from July 22nd Park Board meeting&Bill list from August 5th Park Board meeting Ken Koch said he noticed there was a legal question and an invoice for$500 on page twelve. Bart Olson said it was the appraisal for the OSLAD Grant. Ken Koch asked for a motion to approve the Bills Lists.Vickie Coveny made the motion and Kelly Sedgwick seconded the motion.The motion was approved by roll call vote: Ken Koch-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes and Vickie Coveny-Yes. Old Business: Athletic Field Policy* Bart Olson wanted to recap the discussion with residents. He noted that there was wiggle room with time slots on the weekend but felt they could make it work. Olson said he felt that the comments from the assistant to the superintendant to the school district were unacceptable when he asked if they wanted to be a part of the community.Olson said that they do care about the community. He said he felt that unacceptable and he felt that one of their Board members needed to sit on their Board.The Park Board agreed and it has been discussed several times and Olson noted he was working with the new superintendant on it. Tim Evans brought up the fact that when he and Scott were approached one year about YYBSA prepping their own fields they wanted to use unacceptable techniques and products such as gas. The Board agreed that somehow it needed to be monitored if organizations.were going to be doing their own field prep. Sue Swithin said it was something to work at and their concerns with field prep were valid. Olson noted that he went to Ed,with YYBSA,and told them that they were taking the market rate and that is what they would be talking about as a subsidy off. He explained they paid ten dollars roughly last year per game and the market rate was$60 and$35 of that was a field prep fee and they would be discussing of that$25 what they would be at. Olson again said it would probably be below$10 for in house and above$10 for travel. Sue Swithin felt that someone needed to address the priority of the travel programs and get it into a procedure and set precedence.Olson said that it was,in the policy,based on the percentage of Yorkville residents.Swithin recommended they put a date parameter on it and any travel team interested in rental had to submit their request by a certain date.She said YYBSA was in there first 4 with their travel then the Illinois REDS and said then they could look at the residency.Olson said that anyone is going to have to negotiate a contract with the park board by September 30th. Swithin said that they needed to tell their travel team what they have now not March 1St.Olson said that they needed to know YYBSA's in house actual field needs by November 1St. Koch said that Ed, with YYBSA,was not going to know that by March 1St. Olson said then to ask for 74%of the field space for their maximum allowed and that would still going to give them 26%. New Business: Review of FY 09/10 Goals Olson said these were passed in November of last year. He said that the City Council every year had approved new goals but he said he felt it was better to do them every two years. He recommended the Park Board to review the goals that they approved last year. Youth baseball agreements for summer 2011 -fees Ken Koch said that this was completed. Reports: Director's Report Bart Olson said that the City Council agenda items that they passed were as follows: 1. Restricted parking near parks-The City Council approved an ordinance at the July 13th City Council meeting that will restrict parking on Hayden Drive and Alan Dale Lane (across from Riemenschneider Park and Bristol Station Park,respectively).The restriction will only be in effect on weekdays from 5pm to 9pm during the months of April, May,June,and July. 2. He said that one of their recreation staff was approved for an unpaid discretionary leave. She had some issues and was still out. 3. Authorization for certain employees to receive IMRF-As approved at the June 24th Park Board meeting was approved by the City Council. Recreation Report Sue Swithin said she would like to summarize new activities and changes that occurred for the 2009/2010 fiscal year and noted that she and staff took into consideration ideas from the Board such as the big band dance and the kayak classes and expanding softball leagues.She noted they started the kids first sports classes for intermediate level; organized a flick n'float in the pool; pre post natal swim class; offered teen/youth fit classes; resolution class for teens and adults;wine tasting was added to music under the stars; hometown days festival offered battle of the bands and bags tournament;we offered a 10K race; senior movies at Beecher; Beecher and Bridge Parks were used more for weekend tournaments; and assisted with holiday under the stars. She said this year's new programs that were planned for 2010/2011 fiscal year were: ice hockey/skating lessons; September 25th there would be a brat fest;three wine nights with music under the stars; music under the stars-river night on August 13th. Hometown Days Festival would include touch a truck, Fox Country players, climbing wall,Thursday night$1.00 carnival night.She noted they are also going to offer zumba classes; nutrition classes and a black Friday membership promotion at the REC Center. 5 Swithin noted that the Black Friday promotion with the REC Center would be taking place the day after Thanks Giving and they would waive the enrollment fee for new members and giving them one month free. She said that coming events included: August 13th, Friday, Music Under the Stars/ River night @ Riverfront Park August 27th, Friday, Music Under the Stars @ Town Square September 2nd,Thursday through September Sth, Sunday, Hometown Days Festival Parks Report Bart Olson said Scott's report was attached and could be read at the Board's leisure. Parks Designer Report Bart Olson said Laura's report was attached and could be read at the Board's leisure. Additional Business: Ken Koch asked about a baseball tournament taking place at Bridge during hometown days and asked what it was about. He wanted to know if the staff was taking part because he felt that staffs time would be stretched tight that weekend for Hometown Days. Olson said that he,Scott, and Tim were organizing the cross town classic. He said they were just giving them field space and telling them to hire umpires etc. Olson said that the intent was for a fundraiser, it is being held at Beecher and the two groups were putting it on. Next meeting: Thursday,August 26, 2010 Adjournment: Ken Koch asked for a motion to adjourn the meeting at 11:30pm. Kelly Sedgwick made the motion and Deb Horaz seconded the motion.The motion was unanimously approved by voice vote. *Items needing Board approval or recommendation Minutes Respectfully Submitted: Jamie Cheatham 6