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Park Board Minutes 2010 12-16-10 Yorkville Parks & Recreation Department ft2, iili 0 Administration Office - 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 Park Board Meeting Parks and Recreation Administration Office 7:00 p.m. December 16, 2010 Call to Order: Ken Koch called the meeting to order at 7:10 p.m. Ken welcomed new board member, Amy Cesich. Roll Call: Ken Koch —Yes; Kelly Sedgwick—yes; Seaver Tarulis —Yes; Amy Cesich —Yes Introduction of Guests, City Officials and Staff: Interim Director of Parks and Recreation — Bart Olson Recreation Manager—Tim Evans Park Designer— Laura Schraw City Council Liaison to Park Board — Diane Teeling, Ward 4 Alderman Guests: Jeff Brown —The Yak Shack, Sugar Grove David Rushton — Geneva Kayak Center Ryan Rushton — Geneva Kayak Center Scott Fairty— Geneva Kayak Center Public Comment: Jeff Brown, The Yak Shack in Sugar Grove, and Ryan Rushton, Geneva Kayak Center, gave a summary of their qualifications and outlined their proposals requesting lease of the Riverfront Building at 301 E Hydraulic Street as follows: Jeff Brown —Yak Shack, LLC • Lease o Monthly rent of$300 o 5% of gross revenues o Maximum total payment to the City capped per month at $1,200 • Background o Has run kayak instruction classes at the REC Center pool for the past year, to successful turnout and reviews • Services offered o Rental of inflatable "fun yaks" o Sell packaged food items o Provide restrooms, changing facilities, and minor cleanup of the facility. • Additional comments o Would give Yorkville good service o Currently operating out of his home—teaching kayak lessons in REC Center. Has been an existing contractor to the City of Yorkville. o Would bring on more instructors. Ratio of 5 students to 1 instructor. o Install laminate flooring in changing rooms Park Board Meeting December 16, 2010 Page 2 of 6 Ryan Rushton — Specialty Expeditions Inc DBA Geneva Kayak Center • Lease o Monthly rent of$250 per month o 5% of gross revenues on retail o 20% of gross Receipts on instructional programs, rentals, and guided tours • Background o Manage and run the Geneva Kayak Center in Geneva, IL. Geneva Kayak has been doing business for the last 5 years; originally opened up as an outfitter o Resumes for owner and manager are in the agenda packet Services offered: o Sea kayaks, whitewater kayaks, canoes, rafting and tubing rentals o Guided tours on area rivers and Lake Michigan o Set up course webcam o Golf cart boat shuttles form the bottom to the top of the facility o Offering to partner with freestyle and slalom competitions and Paddlesports Festival • Additional comments o They are looking for a new location which coincides with opening of new facility in Yorkville. o Excellent safety Record; swift water rescuers; offered training to city and fire dept o Have built a customer base in Geneva and would bring that customer base to Yorkville. o Would offer kayak symposiums — kayak trips — all instructors are certified. o Would be moving completely from Geneva to Yorkville Bart Olson asked whether Geneva Kayak would change their name once they were situated in Yorkville. He advised that whichever business does not get the prime location in the park, that there are other locations in the downtown area for shops. Bart will contact both businesses and arrange a tour of the Riverfront building. Members thanked both business owners for their interest and indicated they would review the proposals and discuss them with board members not present. Presentations: None Approval of Minutes: Park Board meeting— November 18, 2010* Ken Koch asked for a motion to approve the meeting minutes of November 18, 2010. Kelly Sedgwick made the motion and Seaver Tarulis seconded the motion. The motion was unanimously approved by voice vote. Park Board meeting— December 2, 2010* Ken Koch asked for a motion to approve the meeting minutes of December 2, 2010. Seaver Tarulis made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Park Board Meeting December 16, 2010 Page 3 of 6 Bills Review: Bill list* Members reviewed the bills list. Ken explained the bill procedure to the new board member and requested she complete a bank signature card to enable her to sign checks. Members had a question regarding the bill to Fox Valley Trading Co. for shirts. Tim Evans reported that this was for the Chili Chase and that participants pay a fee which covers the cost of the shirts. He indicated there were 403 runners. Ken Koch asked for a motion to approve the bills list. Kelly Sedgwick made the motion and Seaver Tarulis seconded the motion. The motion was approved by roll call vote: Ken Koch —Yes; Seaver Tarulis—Yes; Kelly Sedgwick —Yes; Amy Cesich —Yes. Old Business: None New Business: Election of officers* Ken Koch advised that currently Chris Rollins was president and Ken was vice president— now Chris is no longer a board member. Bart Olson explained the duties of each officer. The following slate of officers was recommended: • President— Ken Koch • Vice President— Deb Horaz • Secretary— Kelly Sedgwick A roll call vote was taken: Ken Koch —Yes; Seaver Tarulis—Yes; Kelly Sedgwick—Yes; Amy Cesich —Yes. All were in favor. November 2010 Budget Report Members reviewed the November 2010 budget report. Bart Olson reviewed the REC Center five- year lease agreement. He indicated we are in the third year of the lease and are requesting a reduced lease payment. Members discussed the revenue and expenses of the REC Center and Bart advised that as the lease draws to a close, memberships would be on a month-to-month basis. Bart advised the park board is doing well budget wise and that, statistically, the best months are January and February. Riverfront Park use agreement— Albin and Sons* Bart Olson reviewed the proposal from Albin and Sons, the contractor currently working on the dam bypass construction material removal at the Riverfront Park. There is a large mound of gravel east of the Riverfront Building that Albin and Sons would like to store, crush, and remove throughout the course of 2011. Under the IDNR's contract, they are required to move the material from the park Park Board Meeting December 16, 2010 Page 4 of 6 immediately upon completion of the current phase of the project (imminent). In return for allowing them to temporarily house gravel in our park, they have agreed to provide free base material for our future parking lot. Additionally, they have agreed to provide at-cost unit pricing for completion of the parking lot (through paving). The estimated value of the free base material is between $40,000 and $50,000. The estimated cost of paving the parking lot is between $60,000 and $80,000, depending on the final design of the parking lot and size. Members discussed that because crushing stone is noisy, that hours of operation should be put in the agreement. Bart indicated that they expect to be out in June or July 2011, and if they still had stone on site, they would leave it for our use. Ken Koch asked for a motion to approve the Albin and Sons proposal. Amy Cesich made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. The recommendation will go to City Council. Bart advised that the OSLAD grant application which the City approved was denied by the IDNR a week ago. Therefore, no state money will be coming via the OSLAD grant program this year. There is a limited pool of TIF money that could be used to pay for the parking lot paving. Riverfront Building concession-lease proposals* Members discussed the two proposals at length. It was noted that whoever did not get the prime property lease could go into another building in Yorkville. Members wanted more time to review the proposals as well as get input from new members and members not present. This item will be brought back to the January 13, 2011, meeting for further discussion and recommendation to the City Council. Ken encouraged the board members to go through the riverfront building. He noted the building is 700 square feet. Whitewater Recreational Facility signage Informational item — Members reviewed signage submitted by the IDNR for installation at the whitewater facility. Wheaton Woods cell tower lease agreement* Members reviewed the draft lease agreement for a cell-tower at Wheaton Woods Park. This is a 5- year lease. A Verizon Wireless consultant approached City staff a few months ago with interest in siting a cell-tower in the area around FE Wheaton ProBuild. There are two City parks in the area, Caledonia and Wheaton Woods. Caledonia was ruled out as an option due to its close proximity to residences. Wheaton Woods Park is buffered from the residential area and is located in an office/industrial area. Furthermore, Verizon Wireless has agreed to build a cell-tower that will function as a flagpole. We could hang both an American flag and the Yorkville flag. In exchange for the land-lease, Verizon has tentatively agreed to a $35,000 annual lease fee and has agreed to pay the first two years of the agreement up-front. This is money that could be directed to any purpose within the City budget. Originally, staff had suggested that this money would be used Park Board Meeting December 16, 2010 Page 5 of 6 to build a park within the Caledonia subdivision park because this particular park is the closest to the cell-tower, has an approved design, is graded and seeded, and is waiting for land-cash dollars to be provided by developers. That money is not expected to be provided to the City in the near future. The original Caledonia subdivision park had a budget of just over $100,000. For $70,000, much of the planned materials could be provided and a park build could be coordinated within the next two years. Laura Schraw indicated we could put in a play element or partial park. She said the area is being mowed and there are 5 acres to build on. Members agreed that the funds could be used for this park within the Caledonia subdivision. Ken Koch asked for a motion to approve the Wheaton Woods cell tower agreement. Amy Cesich made the motion and Seaver Tarulis seconded the motion. The motion was unanimously approved by voice vote. Diane Teeling applauded the park board on making good decisions in the way money has been spent. She commented that this lease will help and is a good idea. Bart Olson will make a verbal presentation at the next City Council meeting to use the money for the park. He encouraged board members to attend this city council meeting. Strategic Planning Ken Koch requested that board members think about strategic planning and goals and e-mail him with general topics. He will put together an outline. • Budgets • Building parks • Programs — set priorities Reports: Director's Report • April or May is being targeted for the Riverfront park chute grand opening. • March 11-13, 2011: Canoecopia 2011 -Alliant Energy Center, Madison, Wisconsin o Yorkville will have a booth to promote local tourism. Tom Lindblade is doing a presentation on our behalf. If any board member would like to go, please contact Bart. Recreation Report • Tim Evans advised that he has moved his office to the REC Center. • The winter open house will be January 14 & 15, 2011. Parks Report A written report was included in the agenda packet. Parks Designer Report A written report was included in the agenda packet. Park Board Meeting December 16, 2010 Page 6 of 6 Additional Business: No additional business Adjourn Meeting: Ken Koch asked for a motion to adjourn the regular meeting at 9:00 pm. Kelly Sedgwick made the motion and Amy Cesich seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, January 13, 2011 *Items needing Board approval or recommendation Respectfully Submitted By. Louise A. Beukelman