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Park Board Minutes 2010 09-09-10 Yorkville Parks & Recreation Department Administration Office - 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 Park Board Meeting Agenda Parks and Recreation Administration Office 7:00 p.m. September 9, 2010 Call to Order: Ken Koch called the meeting to order at 7:02pm Roll Call: Ken Koch - Yes, Debbie Horaz - Yes, Kelly Sedgwick - Yes, and Vickie Coveny - Yes Introduction of Guests, City Officials and Staff: Superintendent of Recreation — Sue Swithin Superintendent of Parks— Scott Sleezer Park Designer— Laura Schraw City Council Liaison to Park Board — Diane Teeling, Ward 4 Alderwoman Mayor Valarie Burd Gary Golinski, Ward 2 Alderman (arrived at 7:49pm) Public Comment: O None Q 4 O Presentations: None Approval of Minutes: Park Board meeting-August 26, 2010* Ken Koch mentioned that the Board had not approved the YYBSA agreement as the minutes stated. Koch noted on page four under the REDS Agreement Section the first sentence should read: The Board agreed they were okay with this agreement and the YTS agreement. Ken Koch asked for a motion to approve the minutes with the amendment on page four of the August 26th meeting minutes. Vickie Coveny Made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Bill list* Sue Swithin noted the manual check to Spectacular Midways was issued and signed in the amount of$29,157.87 was for payment to the carnival for Hometown Days. She noted that it was not in tonight's bills list but it would be on the next run for the September 23`d meeting. Deb Horaz asked if they had been paid in full and Swithin said they were. Ken Koch noted the second manual check for $93.40 was re-issued to Unique Products. Swithin noted they lost it and it had to be re-issued and would double check that the first check was cancelled. Ken Koch asked for a motion to approve the bills list. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was approved by voice vote: Ken Koch - Yes, Debbie Horaz - Yes, Kelly Sedgwick - Yes, and Vickie Coveny- Yes 1 Old Business: Baseball field construction for 2011 Scott Sleezer noted that they have learned over the past several months that there was a baseball field shortage in Yorkville. Staff has been negotiating with three different youth baseball organizations to try to give everyone field space. Sleezer said in order to best accommodate everyone, at least one field should be built by the next baseball season. Sleezer noted they started construction at Riemenschneider Park and there should be two fields there. Sleezer noted that the infield was currently in and they were waiting for the installation of the backstop to be built. Sleezer also noted that Sue Swithin had been working with Shay, who is in charge of the adult leagues, at Bridge so they could get at least one game on field #1 on Monday through Thursday. Swithin said they consolidated to allow this to happen. Sleezer said the first potential area for a new field is adjacent to Cannonball Ridge Park upon land donated by Kendall Marketplace. He noted there were some issues with the developer getting things finished and there would be grading problems they would have to overcome. Sleezer said there was no grass established on sight and realistically a field would not be up and running there until 2012. He did note it was something they wanted to do and would keep an eye on it The second potential area for a field would be at Grand Reserve Park A, five acres north of Mill Road. Sleezer said that grading would be another issue there and the developer has a punch list of things to do there and had fallen short. He also noted that the bank had taken the property over. Sleezer said he having a field built at Grand Reserve Park A by 2010 may not be realistic. Ken Koch noted they do not own this yet, they were still waiting on the deed, and there was no City funding. The third potential area is Bristol Bay Regional Park, which is upon land that the City owns. Sleezer said this is the one they did when they went for their grant which they did not get and he noted it was originally designed for a soccer complex. Sleezer pointed out the current plan for the park which does not call for a baseball field. Further, while there is open land to build a baseball field within the park, the location of the field would likely be south of the soccer fields, and would have no other access than the street at the north end of the park. He pointed this out to Board members on the concept plan. Sleezer said the access issue is being worked on with a representative of Centex, as there are vacant lots adjacent to the future location of the ball field. These lots could be used as a means of access for users of the field. Sleezer noted they had $100,000 coming in from land cash to build this field. He felt they could build a $20,000 field however long term they wanted to get some kind of access with their own roadway. He said that his biggest concern was parking and people could currently park on the streets however once homes were developed they would most likely run into a problems. He felt they had enough space on their property for a parking lot the problem would be getting access to it. 2 Sleezer felt he did not necessarily have to buy lots for parking but they could possibly use the area off the end of the cul-de-sac for parking. He pointed out the cul-de-sac to Board members. Koch noted that OCHOA was now developing the outside of the park and building a sports complex. Swithin felt that what they were doing would not hurt their need for fields. There is money within the land-cash budget for park amenities in Bristol Bay. This money was donated from the developer as part of the most recent annexation agreement amendment, and must be used within Bristol Bay, Sleezer said. He said that this was their only option in having a field done by the spring of next year. Koch wanted to know where the $20,000 figure came from to build a field when Olson said they could get a field for $7,000. Sleezer explained that they originally talked about only building a t- ball field and they would go bigger so they could be more flexible. He explained that they would need $8,000 worth of clay to be brought in and spread for this field. He said about $10,000 for the back stop and there would need to be bases, player's benches and baseline fences, etc. Sue Swithin agreed the ball diamond should stay south of the soccer fields and felt they should at least have a gravel lot ready when the ball field opens. Sleezer said he agreed with Sue however they need to get it up and going now if they were going to have one built by spring. Sleezer said he was willing to meet any of the Board members out there to look at the layout. He felt currently the cheapest and best way to get parking would be in at the cul-de-sac to have parking because the road to the school could be their access point. Koch said it could be ten years from now before it is built up. Sleezer said that Olson could put that part of his negotiation, allowing them to be able to park there until the road is built then they could make that connection. Sleezer said that Olson had contacted the developer, regarding temporary parking in the lot adjacent to the possible field location however he said he did not know if he has heard back on it. Koch asked the Board if they agreed to go ahead and take this project forward in building a field. Kelly Sedgwick suggested they move this forward providing they get HOA approval for parking. Vickie Coveny agreed that the parking was important. Ken made the motion to allow staff to pursue what they had to do to build a field and to pursue off street parking. Sleezer reiterated the motion to have staff precede the construction of a field not to exceed $20,000 and to pursue off street parking. Sleezer said that he would bring that dollar figure back. Ken asked the Board for a motion to approve and the motion was approved by voice vote: Ken Koch - Yes, Debbie Horaz- Yes, Kelly Sedgwick - Yes, and Vickie Coveny - Yes Youth baseball league agreements Ken Koch noted that Bart Olson said that there was no new news and to table this agenda item for tonight. 3 New Business: August 2010 Budget Report Deb Horaz said she wanted to thank Bart Olson on putting the report together to reflect the month to month progress. Mayor Valarie Burd noted that the new finance director should be starting the 28th of September. Scott Sleezer asked if the Board had any questions on the 2010 budget report. Deb Horaz questioned the $8,895.00 contractual services, line item, under the REC Center Expenses on page three for the month of August. Sue Swithin said that she would have to look into why it was so high for August. She said the All Star Sports people were contractual and the Kids First Sports were contractual. She noted maybe Shay held some bills and with summer programs they got hit hard in August. Swithin said she would look into that line item to be sure. Grande Reserve Park A layout* Laura Schraw said that the land match for Grande Reserve Park A is Rain Tree B. She said that IDNR told them they were not spending enough money and they had requested that they add an element to the park design, such as a shelter or ball field to improve the Park A. Schraw said they found they could put in a base ball field in Park A if they did completed Rain Tree B in 2012. She said that it would be 2016 or 2017 until they had to put in a base ball field out there. Ultimately it would not affect the design, Schraw said. Schraw noted she and staff were seeking approval to add a ball field or shelter to the park design and submit a new letter and drawing to IDNR for their approval. Deb Horaz suggested a nice stone gazebo or shelter. Schraw noted that what they approve they were committed to build in 2016 or 2017. She also noted that they had to get this approved prior to construction of Rain Tree Park B because this is a land match for B. Horaz felt they could possibly do some basketball courts by the parking lot. The Board agreed that sounded like a good idea especially with the residents that would be living near by. Ken Koch asked if they could build baseball fields at their leisure down the road. Kelly Sedgwick suggested a t-ball field and a baseball field and Sleezer said they could probably even get the basketball courts in there with those two fields. Sedgwick said he would like to see a new layout showing those elements. Schraw said she could bring it back to next meeting and they can get definite consensus and then they could go from there. Reports: Director's Report Sue Swithin said there was an email from Bart Olson and he wanted the Board to know that the City Council would be discussing the Riverfront Building Concession and they felt it would be beneficial to open up the RFP to anyone willing to pay rent. Swithin read Olson's email and the last sentence read, "Please notify the Park Board they will be discussing the RFP next week and the last direction from Council to change the RFP, I know the use of the building as a kayak rental facility was important to the Park Board." 4 Recreation Report Sue Swithin reported that soccer and flag football had started up. She said that approximately 300 kids were signed up. She said that coed leagues for softball were going at Bridge and there were about 364 adults in that. Shay had also began a partnership with the ice enter so they have some nice programs going there with hockey and ice skating. She said that they did not have to have a minimum number of kids because they could piggy-back with the ice center classes. It allowed kids from their area to learn how to ice skate or play hockey. Swithin reported that their Friday night, River Night on the 13th was rained out. Swithin said that Tim Evans would have a report on Hometown Days and have numbers on revenues and expenses once all the bills were in. She felt that they are going to meet budget on this and be within the 25,000 to 30,000 dollar profit range. Swithin explained that the revenues from Hometown Days helped them on a day to day basis with their operating expenses and that this event and the profits from it were key in their operating budget. Swithin thanked Board members Ken Koch, Deb Horaz, Vickie Coveny, and Kelly Sedgwick for coming out to help out. She also thanked Mayor Burd and Bart Olson for securing some large sponsors this year including OCHOA Enterprises, for a stage sponsorship of$4,000. Mayor Valarie Burd congratulated all those who helped with Hometown Days. She said everyone did a great job. She noted that there was something to be said for a community pulling together to volunteer their time and for sponsors to come together to provide this kind of an event for the community without spending tax dollars. She felt every year it was getting better and said that had many compliments on the layout this year. Swithin reported that preschool started today with the three year olds and it went very well. She noted that Angie should be back on Monday. Swithin said that Mary Garbelman would be resigning and was taking another job with full benefits and would be sorely missed. Garbelman's position would be replaced with two part- time people and that they would need to be trained on the REC Trac software. Swithin noted that they were gearing up for the September 25th Brat Fest. She said that this would be after the Hunting and Fishing Days. She noted that she would be out and she needed all the volunteers they could get. Sleezer asked the Board members to come an hour before the next meeting to go through the Illinois Basset Alcohol Certification training so they could serve alcohol at the brat fest. Swithin said once you take it you would never have to take it again. Sleezer said he would send an email out to remind Board members. Parks Report Scott Sleezer said the football field lights from Plano High School somehow got scrapped. Someone accidentally threw them in the truck and they were crushed. He said that he would keep his eyes out for any ideas for lighting and encouraged Board members to give him ideas and he would follow up on them. 5 Sleezer noted the Bristol Bay Ribbon Cutting would be held on Wednesday September 29th at 6:00pm. He said they would begin serving food starting at 5:00pm. He said that they would be sending out invitations to the homeowners and encouraged everyone to come out. Sleezer concluded his report with mention of the construction of Town Square Park. He said the construction would take a couple of weeks to complete. Parks Designer Report None Additional Business: 1. Ken Koch said that he wanted to discuss the Park Board members and possibly changing the ordinance regarding the School liaison. Mayor Valarie Burd said she had been talking with the school and they were asked to hold off on it until the next meeting. She did say that she was going to talk to the other two Board members. She said she knew of several people who wanted to be on the Board and one was even a new resident. 2. Mayor Burd noted that this weekend on 9/11 would be the Patriot Walk at 9:00am. She asked that staff and Board members mark their calendars for this hometown patriotic tribute to their country. 3. Mayor Burd said she was asked to model in the Senior Services fall fashion show on September 19th from 11:00am to 1:00pm. She said seniors at the Beecher Center were looking to raise money and asked that people come out to support the seniors. The $38 per ticket admission fee includes lunch, entertainment and a silent auction. All proceeds benefit Senior Services Associates, Inc., a non-profit agency improving the quality of life for mature adults by providing access to important social services while helping to preserve their independence and dignity. Mayor said that the possibility to of reducing the lease balance due to the lack of funding being received by the Senior Services would be on the City Council agenda. Executive Session: Tabled Adjournment: Ken Koch asked for a motion to adjourn the meeting at 8:50pm. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, August September 23, 2010 *Items needing Board approval or recommendation Minutes Respectfully Submitted: Jamie Cheatham 6