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Park Board Minutes 2010 09-23-10 d goo Yorkville Parks & Recreation Department 111 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 23, 2010 Call to Order: Ken Koch called the meeting to order at 7:00pm 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 Parks— Scott Sleezer Park Designer— Laura Schraw (Arrived 7:28pm) City Council Liaison to Park Board — Diane Teeling, Ward 4 Alderman Public Comment: None Presentations: None Approval of Minutes: Park Board meeting— September 9, 2010 Ken Koch asked for a motion to approve the meeting minutes of September 9, 2010. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Bill list* Ken Koch asked for a motion to approve the bills list. 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: Youth baseball league agreements* Bart Olson said that we was still trying to coordinate a time between the three organizations to meet. He noted that YYBSA had elected a new president. Olson said that he had gotten an email from a manager of a girls travel team and she was looking for field space for next year. He told her that they hope to have everything wrapped up in a week or two however most of the field space had been negotiated away. Olson said that she was looking for field space between May 1 st to July 4th. He said it was for princess softball and there may possibly be another agreement coming before the Board. Olson noted they were making good progress on Bristol Bay. He said that Poulty had been one of the better developers they had dealt with over the years. 1 Olson said that the Youth baseball league agreement needed no action from the Board until next meeting Grande Reserve Park A layout` Scott Sleezer went over the handouts in the packet. He noted that the one Park A layout showed a potential baseball field with a t-ball field and the other layout showed a basketball court. He also including photos of Oswegoland Park District's Tuscany Trail Park, which included a half-court basketball court, shelter, sitting area, playground, and neighborhood backstop and soccer goals. Ken Koch questioned the time frame on when they would have to start building. Sleezer said they had three years from when they finished Rain Tree B. He said if they finished Rain Tree B next year they would have to have this finished by 2014. Deb Horaz asked about the parking and Sleezer pointed out that Tuscany Road is what they call a no-load road meaning one could park on both sides of the street. Board expressed concern over the parking regardless of the no-load road. Sleezer noted that this park was a five acre park and people have to assume if they buy a home park side that other people were going to come to park. Bart Olson said for purposes of submittal to IDNR he recommended them not including a parking lot because they would be obligated then to put one in. However if they wanted to put one in at a later time they could. He said he did not see the value in the parking lot because they could do other things if later on down the road parking on the street become an issue. Koch felt when they go to do this park a parking lot should be part of the plan. Laura Schraw said they could possibly put in parking along Preston Drive. Vickie Coveny said she would like to see more diversity in the park plans and stated her concern over the parking and the residents that lived there. Kelly Sedgwick reiterated that they were not setting a park plan tonight they just had to decide what they wanted to submit to IDNR and that is what they would be obligated to build. Schraw said they could revise the concept and add more and that they could even still put in a playground. Koch also pointed out that they could add the ball fields later and submit to the IDNR the basketball court. Horaz asked how many parking spaces were shown and Schraw said there were roughly about 26 parking spots in the parking lot shown on the current concept plan. Ken Koch noted the Board agreed for staff to submit the loan to IDNR showing the basketball court. Koch asked all those Board members in favor and all unanimously approved by voice vote. New Business: None Reports: Director's Report 2 1. Bart Olson noted that the City Council approved a 5 year lease agreement for the Senior Services Associates for the Beecher Center. They decreased their rent from $1000 to $500 so they would not have access to the Beecher Center unless they opted out if they find a better deal somewhere else. 2. Olson noted that he Fox River dam bypass had been in its final stages with the contractor and was having the facility tested on October 4th. He noted the facility could be open by mid November. 3. Olson reported that, Rob Fredrickson, had been hired as their new finance director and he started on Tuesday. 4. Olson said that the Riverfront Building Concession Lease RFP would be on the City Council agenda on September 28th. He said that the City did not want to limit the lease to a canoe-kayak rental business. Olson said he reworked the RFP and would open it to the public however they still need to determined on how the lease be approved. Olson noted the terms were currently the same. 5. Olson noted that Ochoa submitted a $20,000 deposit to the City and were having the storm water analyses underway with a two week turn around on that. He said that this would let them know what was possible in the area on their sight and Ochoa's. He noted after they found out what they could do is when the real negotiations would start. Olson said that Ochoa had a deadline for complete entitlement form the City by the end of December for receiving stimulus-act-based recovery zone bonds. However in that time they would have to approve an amendment to the City annexation agreement. Recreation Report Scott Sleezer said he had a verbal report for Sue Swithin for the evening. He reported Tim Evans said they were doing a movie at the school next Tuesday and to remind everyone that there was going to be a ribbon cutting at Bristol Bay on Wednesday at 6:00 pm Parks Report Scott Sleezer reported that Town Square was torn up on the west side and they would be getting in a storm sewer then they would be replacing the sidewalk. He said they were doing most of it themselves and getting some help from Public Works. Sleezer said they were in the process of planting trees in Park C and Rain Tree. He said they received about forty trees from a local nursery that they were planting and hoped to get more trees donated next year. Parks Designer Report Laura Schraw asked the Board to read her report at their leisure. No questions rose by the Board. Additional Business: Bart Olson reported that Chris Rollins did submit his resignation letter today as the Board's Chair and Tom Nelson was on the Tuesday night's agenda. Olson said that there were two 3 vacancies and one was for a school board member. He said he spoke with the school superintendent and they said no to a school board liaison however by the next meeting there may be new Board members. The Board agreed they would elect a new chair when the new Board members came on. Suspend meeting for Executive Session: Ken Koch asked for a motion to suspend the regular meeting at 8:OOpm and go into Executive Session. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Adjournment of Executive Session: Ken Koch asked for a motion to end the executive session at 8:45 pm and reconvene into the regular Park Board meeting. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Executive Session: For the discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06. New Business continued: Release of executive session minutes* Back in regular session 8:45 pm and Bart Olson read the executive session minutes to be released. *March 12, 2009 *July 13 2006 *January 24, 2008 *March 26, 2009 *Aug 9, 2007 *February 14, 2008 *December 4, 2002 *July 26, 2007 *February 28, 2008 *January 12, 1990 *September 11, 2008 *March 10, 2003 *January 9, 1992 *September 13, 2007 *March 13, 2008 *June 3, 2002 *October 17, 2007 *March 27, 2008 *July 8, 2002 *November 29, 2007 *May 8, 2008 *October 28, 2002 *December 13, 2007 *June 26, 2008 *June 22, 2006 *January 10, 2008 *July 30, 2008 Ken Koch asked for a motion to release these executive session minutes. 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 Adjourn Meeting: Ken Koch asked for a motion to adjourn the regular meeting at 9:00 pm. Deb Horaz made the motion and Vickie Coveny seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, October 14, 2010 *Items needing Board approval or recommendation Respectfully Submitted By: Jamie Cheatham 4