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Park Board Minutes 2011 10-13-11 APPROVED 11/3/11 Yorkville Parks and Recreation Department City Conference Room 800 Game Farm Road, Yorkville, IL 60560 October 13, 2011 Call to Order: Ken Koch called the meeting to order at 7:02 p.m. Roll Call: Ken Koch – yes; Debbie Horaz – yes; Kelly Sedgwick – yes; Amy Cesich – yes; Vickie Coveny – yes; Mark Dilday - no Introduction of City Officials and Staff: Mayor Gary Golinski; Alderman Carlo Colosimo; Interim Director of Parks and Recreation – Laura Schraw; Superintendent of Parks – Scott Sleezer; Superintendent of Recreation – Tim Evans Public Comment: There were no public comments. Presentations: There were no presentations. Approvals of Minutes: The minutes from the September 22, 2011 meeting were approved. Vickie Coveny made motion and Kelly Sedgwick seconded. Ken Koch – yes; Kelly Sedgwick – yes; Debbie Horaz – yes; Amy Cesich – yes; and Vickie Coveny – yes. Bill Review: No concerns with the bills list. Kelly Sedgwick made a motion to approve the Bills List and it was seconded by Vickie Coveny. The Bills List from October 13, 2011 was approved. Old Business: Budget Report – September 2011 – Ken Koch stated there is some good news regarding the land cash for Grande Reserve. Ken Koch said that we received a clean title. Laura Schraw stated that she will get it to the state and all the other forms are submitted and we should have the money in 8-12 weeks. Laura stated that the total amount is $400,000. Ken Koch asked if there was a cost for us. Laura stated there were some legal fees and some lien release fees. Tim Evans wanted to point out the REC Center deficit from 2010 was $73,223,13. This year he stated that it is $52,427.00. Tim stated that we have cut $20,000 out of the deficit. Tim stated that the way the payroll is this year, we can add another $10,000 to that. Tim stated that we increased our program revenue by $45,000 to $50,000. Tim stated that last year was $20,000 to $30,000 revenue. Hometown Days Budget Report - Deb Horaz asked about the sponsor of $4,000 from Raging Waves. Mayor Golinski stated that when the city repealed the entertainment tax, they were still claiming it, so instead of us refunding it back to them, Raging Waves said to keep the $4,000 for a sponsorship. Tim Evans stated that we had an entire day rained out. Tim stated that is the first year in six years that we had an entire day rained out. Tim stated we still have a $19,000 profit. Tim said overall to lose all day Saturday, and still have $20,000 profit is a good thing. Page 1 Vickie Coveny asked if we are using the same company next year. Scott Sleezer stated no. Scott has been going to different carnivals and checking them out. Scott stated that there are about 8-10 in the Chicago area and of course, they would like the biggest venue they can, so being a smaller city, it hurts us a bit. Scott stated that he has talked to many carnival companies. Scott said that before Christmas, he hopes to have something decided. Scott stated they would really like to get some rides for older kids to enjoy. New Business: Parker's Preschool Reimbursement Request – Tim Evans stated that when you register for preschool there is a $50.00 fee to hold a spot. The REC Center also bills one month ahead of time. Tim said that th in the policy you must notify us before the 15 of the month, or you lose the money. Tim stated that a customer got in touch with him and wanted all her money back. Tim told her $50.00 is non-refundable th and he told her that the policy stated that you only get half the money back because it is after the 15. The customer stated that was not acceptable, so she wanted it brought before the board. Tim stated that we have policies for a reason. Scott Sleezer stated that it is very clear when you sign up, the $50.00 is not refundable. Ken Koch stated that if we have a policy in place, we should follow it. Motion was made to not approve the reimbursement. Motion was made by Kelly Sedgwick and seconded by Deb Horaz. Ken Koch – yes; Deb Horaz – yes; Kelly Sedgwick – yes; Vickie Coveny – yes; Amy Cesich – yes. Friedberg Naming Request – * Laura Schraw stated this was brought to her with a sheet and some photos about his family history in Yorkville requesting that a park be named after them. Laura stated this is up to the board. Ken Koch said the history fits well. Ken Koch asked if he lives here in Yorkville. Laura stated he does not and she doesn't remember if any of the other family is still here. Kelly Sedgwick asked if we are going to name a park after everyone that runs a business in town. Kelly asked what have they done for the parks and recreation. Kelly stated that he thinks that parks should be named after those that contributed to parks and recreation. Scott Sleezer said that the board has talked about naming a park that can have other names included. Scott stated that maybe the board should name a park volunteer park and then plaques can be added to that park. Kelly Sedgwick said maybe a community service park. Scott stated that way when these requests do come in, we have an option. Laura said there could be an issue with a lot of people wanting that for contributions. Ken asked Laura if she showed him the memorial things we offer or historical street naming. The board discussed naming a street after them might be a more appropriate thing to do. Laura stated that she will talk to him and let him know the other options. Goal Setting - * Laura Schraw stated that there will be a special City Council meeting this month and each committee was asked to bring three goals for this goal setting session. Laura stated that once we get all these goals, we will look at them and discuss how to make these happen. Laura stated that the meeting is subject to change. Kelly Sedgwick asked if these are to be within the next year. Laura stated yes. Laura stated the meeting is set for October 29, 2011 at 9 a.m. The board discussed that it is hard to make goals when we are not sure on some future things and on budget. Laura stated that it is just looking at what the board's priorities are. Page 2 The board discussed several different parks that need attention, what events could be held, upkeep on parks and updating older parks. The goals are to be made for the next year. Ken asked if the board could e-mail ideas and then make a top three. Scott and Laura think that the park parties are a great way to reach out to the community. Laura stated that could be a goal, to reach out to the public. Laura stated that we need to make sure that we continue to work on the playgrounds. Amy Cesich brought up the memorial park and fixing some of those things. Scott stated that there is a boy scout working on that for an eagle project. Ken Koch stated that we have several goals listed, Riverfront Park, REC Center, public outreach, park upgrade program. Amy Cesich asked what is needed for baseball fields. Scott said he would like to see a long term plan for Bristol 65. Scott stated that people have asked for a skate park. Deb Horaz stated that a dog park would be a good idea. Scott said that one of the goals could be to try to add some features to our parks that are not playgrounds like the dog or skate park. The board discussed acquiring JC Pond. Laura stated that she will send a list out and the board can look it over and decide on the top three. Reports: Director's Report: Laura stated that she and Scott are going down to Springfield on October 27, 2011 to present for our Riverfront Grant. Laura stated that they will talk about their feature and the need for additional funds to make this park possible. Scott Sleezer stated that you only get three minutes to speak because there are hundreds of people to get though. Laura stated that she will revise the board we have and blow up the picture with the feature in the river. Ken Koch asked about the Kendall Marketplace Field being seeded. Laura stated that the grass needs to get established for the plan of putting in a ball field eventually. Scott said that it is a mass grading plan so to do a ball field we will have to do some recreating. Ken Koch asked about the Kendall County Trails. Laura stated that Kane and Kendall are putting together a plan for trails in the two counties. Laura said there was a meeting with the forest preserve and Oswego etc. Laura said they are now including Kendall County and they are including everything planned even if we don't have them in yet. Laura said they want to merge the trail plans for the future to make them all work together. Laura stated that in the meeting we worked out main regional trails to connect communities. The goal is to have regional connections. Scott Sleezer stated that as Yorkville grows there are a lot of trails in place in agreements, which could be years down the road, but it is in place. Laura stated that by planning now it can potentially lead towards funding in the future. Laura asked if the Park Board would like to have sweatshirts made. Laura stated that the board would have to pay for them, but we could get something designed if the board is interested. th Laura said the stockpile at Riverfront Park is going to City Council on the 25. She stated the state is done with their agreement. Laura said they are trying to get the canoe shoot restored to a condition that is acceptable and the stockpile removed. The problem is the stockpile is on our property that is why it is Page 3 coming to City Council for approval. th The board discussed holding the meeting on October 27 because we have the next one on November rdstrd 3 . Thanksgiving being in November, the meetings are scheduled for the 1 and 3 weeks. The board th agreed to cancel the October 27 meeting. Recreation Report: Tim Evans stated the Patriot Walk was a great turnout. Tim stated that they did a high school movie on the football field for Homecoming. Tim said that there will be a Halloween Extravaganza coming up. Holiday Under the Stars will have a stake rink and Santa etc. Tim said they have a new thing coming up Saturday a Taste of Yorkville. Kendall Transit will have three buses going to 11 different restaurants involved. Tim said from 10-2 will be specials to try. The buses are free. Tim stated that we thought it was a nice way for people to see what Yorkville has to offer. Fall Softball is finishing up, soccer is up and going, basketball registration is going. The REC Center did a fall open house and we had 12 new members from that. Tim stated that now the weather is turning we will usually pick up more members. Parks Report: Scott stated that construction continues on Raintree B. Scott said that the sod was put down this week. The concrete dugouts will be poured and it should be ready for spring. There will be some planting in the springtime. Ken Koch asked about air raiding. Scott stated that it is planned to be done in the spring. Additional Business: Sublease Agreement changes at 131 E. Hydraulic Avenue – Deb Horaz stated that she doesn't like subleases. Ken Koch stated that Kim is the one that has to amend the agreement. Amy Cesich asked if it was agreed on with Kim and the ice cream. Amy asked if Kim agreed to the sale of the hot dogs. Laura said we don't know that. Laura said the only thing is there was an amendment to the sublease and Bart Olson has to approve it. Amy asked if it is health department issue. Laura stated it is not. YBSD is also not an issue once it is approved. Laura said it is not something we have a say in. Laura said the menu change does have to go to YBSD. Laura stated the concern is when Eric came in with River City Roasters and had a proposal and the understanding with Kim and Whitewater Ice Cream was they were only going to be selling those products. Kelly Sedgwick stated then there is a compete issue. Laura stated that our attorneys approved the agreement. Laura said in the lease agreement it states they can have a sublease as long as we approve it. Eric has written e-mails and stated that he is fine with hot dogs only. Laura stated the same letter was sent out to City Council and she wanted to discuss this with the board. Deb stated that park board should approve. Ken said that the director makes the call on it. Deb said she believes that is wrong. Laura stated that it is probably going to happen and at the end of the day we still get 5%. Scott stated that ultimately, we want all three businesses to survive, it is our best interest. Laura said it will be discussed and see if YBSD and the health department approves it. Deb asked if the city wants a recommendation from Park Board. Laura said it was already approved, but she will tell Bart everything the board discussed. Adjournment: Motion to adjourn made by Deb Horaz and seconded by Kelly Sedgwick. Meeting was adjourned at 8:46 p.m. Page 4 Next Meeting: November 3, 2011 at 7:00 p.m. *Items needing Board approval or recommendation Minutes Respectfully Submitted By: Lisa Godwin Minute Taker Page 5