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Park Board Minutes 2010 12-02-10 Yorkville Parks & Recreation Department oO dministration Office - 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 O Park Board Meeting Parks and Recreation Administration Office e 7:00 p.m. December 2, 2010 Call to Order: Ken Koch called the meeting to order at 7:05 p.m. Roll Call: Ken Koch —Yes; Debbie Horaz—Yes; Vickie Coveny (left at 8:25 p.m.)—Yes; Seaver Tarulis — Yes; Kelly Sedgwick (arrived at 8:10 p.m.) Introduction of Guests, City Officials and Staff: Interim Director of Parks and Recreation — Bart Olson Recreation —Tim Evans Superintendent of Parks— Scott Sleezer Park Designer— Laura Schraw City Council Liaison to Park Board — Diane Teeling, Ward 4 Alderman Guest: Jeff Brown, Yak Shack, Sugar Grove Public Comment: Jeff Brown, owner of the Yak Shack in Sugar Grove was present at the meeting. He inquired whether the Riverfront Park Whitewater Recreational Facility was named and suggested naming the park after Marge Cline, a major contributor to the paddling community before her passing. He also indicated that he was one of two bidders on the park board building. He presently is operating his business out of his home. If his bid is accepted, the building would become his storefront for kayak sales. He has completed the appropriate paperwork for the City Council. Presentations: None Approval of Minutes: Park Board special meeting— November 10, 2010* Ken Koch asked for a motion to approve the meeting minutes of November 10, 2010, special meeting. Debbie Horaz made the motion and Seaver Tarulis seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Bill list* Members reviewed the bills list. Ken Koch asked for a motion to approve the bills list. Debbie Horaz made the motion and Seaver Tarulis seconded the motion. The motion was approved by roll call vote: Ken Koch —Yes; Debbie Horaz— Yes; Vickie Coveny— Yes; Seaver Tarulis —Yes Park Board Meeting • December 2, 2010 Page 2 of 3 Old Business: Athletic Field Policy* Scott Sleezer outlined his recommended amendments to the Athletic Field Policy regarding tournament policy as follows: Add: • Fields will be prepared and lined each morning, Friday, Saturday, and Sunday • In the event of rain, a representative of the Parks & Recreation Department will determine if the fields are safe for play. No attempt will be made to bring the fields into playable condition. If after one hour fields are still not playable due to rain or inclement weather, all play will be canceled for that day. No credit or vouchers will be given. Delete: • Page 6: Delete "One field will be dragged and lined before championship game." This verbiage will be included in the guidelines section of the policy. Changes regarding non-profits on page 7 were reviewed. Non-profit organizations are only allowed two free booths and the booths must be associated with the non-profit that has rented the field. Ken Koch asked for a motion to approve the changes to the Athletic Field Policy as recommended. Deb Horaz made the motion and Vickie Coveny seconded the motion. The motion was unanimously approved by voice vote. The recommended policy changes will go back to the City Council. New Business: Corlands Lease Donation Agreement Extension: Bart Olson reviewed the Corlands lease donation agreement extension for the Blackberry Creek property that was donated by the Grande Reserve developer several years ago and gave a history of the Corlands lease extension for the benefit of new members to the board. This property is being held by Corlands so that the City can take advantage of state grant rules regarding a local match for future grants. The expense was budgeted within the land-cash budget, and the first half of the payment for this year was already processed. The Corlands agreed to a three-year commitment. and this document would solidify their commitment. Ken Koch asked for a motion to approve the Corlands Lease Extension as recommended. Deb Horaz made the motion and Seaver Tarulis seconded the motion. The motion was unanimously approved by voice vote. The request will go to the City Council. Strategic Planning Bart Olson advised that within the next two weeks, two new members should be appointed to the park board. Members discussed past community events that have been both successful and profitable. Although there will be no plans for expansion, future events and programs can be planned. Members agreed to postpone detailed discussion of strategic planning until January. r 'Park Board Meeting • December 2, 2010 Page 3 of 3 Reports: Director's Report No report. Recreation Report A written report was included in the agenda packet. Parks Report No report. Parks Designer Report No report Additional Business: Bart Olson informed the board that the City of Yorkville processed a round of employee layoffs. Suspend meeting for Executive Session: Ken Koch asked for a motion to suspend the regular meeting at 7:35 p.m. and go into Executive Session. Debbie Horaz made the motion and Vickie Coveny 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 8:25 pm and reconvene into the regular Park Board meeting. Debbie Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Members discussed future spending at the REC Center. It was recommended to look at the repair cost history of a piece of equipment before making a decision whether to fix or replace it. Bart Olson will request that Executive Session forms be modified and e-mailed to the minute taker to have on hand. Members were requested to keep a list of thoughts and recommendations regarding strategic planning. Election of park board officers will be put on the next meeting agenda. Adjourn Meeting: Ken Koch asked for a motion to adjourn the regular meeting at 8:35 pm. Debbie Horaz made the motion and Seaver Tarulis seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, December 16, 2010 *Items needing Board approval or recommendation Respectfully Submitted By: Louise A. Beukelman