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Park Board Minutes 2011 11-03-11 APPROVED 11/17/11 Yorkville Parks and Recreation Department REC Center 202 E. Countryside Parkway Yorkville, IL 60560 November 3, 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 - yes; Seaver Tarulis - yes Introduction of City Officials and Staff : Laura Schraw - Director of Parks and Recreation; Scott Sleezer - Superintendent of Parks; Tim Evans - Superintendent of Recreation; Alderman Chris Funkhouser Public Comment : There were no public comments. Presentations: There were no presentations. Approval of Minutes: The minutes from the October 13, 2011 meeting were approved (amended as needed after listening to audio). Motion was made by Kelly Sedgwick and seconded by Vickie Coveny. Ken Koch - yes; Debbie Horaz - yes; Kelly Sedgwick - yes; Amy Cesich - yes; Vickie Coveny - yes; Mark Dilday - yes; Seaver Tarulis - yes. Bill Review : Vickie Coveny asked what the Shoe Repair bill was. Scott Sleezer stated that it was for new boots for an employee. The business is called J's Shoe Repair. Motion was made to approve the bills list by Amy Cesich and seconded by Mark Dilday. Ken Koch - yes; Debbie Horaz - yes; Kelly Sedgwick - yes; Amy Cesich - yes; Vickie Coveny - yes; Mark Dilday - yes; Seaver Tarulis - yes. Old Business: There was no old business. Reports: Director Report - Laura Schraw said that she and Scott Sleezer went to Springfield. She stated that they were the last presentation of the day. Laura stated they showed them the fishing pier and boat launch and made the point that we are the only whitewater feature within six hours. Scott stated that we did try to meet up with our state representative Kay Hatcher, but she was already gone. Laura stated that it was in the newspaper that the Economic Development Committee directed staff to reevaluate the land cash. Laura stated that we will move forward to reevaluate land cash. Ken Koch asked if we are the first town to jump on this. Laura stated the EDC feel that it is for future development. Laura stated it would be good for the Park Board to attend the next EDC meeting and let them know that as a Park Board you don't agree. Laura stated that it will effect some of the developments that are already established. Laura stated that if a development wants to redo their annexation agreement they could say they could drop their land cash. She stated that the values could drop. Laura stated she is concerned because we are expecting certain amounts to develop parks. Ken Koch stated that if there is not money, people need to know that a park won't be put in. Laura stated that we can do this and the city can say no. Laura stated that it has to be voted on. Amy Cesich asked when the EDC meeting is. Laura stated that it is the first Tuesday of the month, which would be December 6, 2011. Deb Horaz stated that she feels that the Park Board needs to make a recommendation. Amy Cesich asked for a pros and cons list of reevaluating land cash. Laura stated that she can forward a report that Christy did for EDC. Laura stated that her concern is that we will be behind the curve if we do this. Laura stated that we could drop it, but then we could say that we need to raise it five or six percent every year. Deb Horaz asked how long it would take to get back to where we have it. Laura stated it would take awhile. Scott Sleezer stated that we have the ability to go in and renegotiate this process and we could open up the entire agreement and say maybe instead of five acres we want three so that we can still build a park. Laura stated that Autumn Creek owes us $420,000 and that would be cut in half if they renegotiated this. Laura stated that she is going to go through the outstanding land cash ordinances and see what ones still owe us money and how that would affect us. Laura stated that it concerns her, but we were told to do this. Laura stated that other municipalities and districts in the area are not looking at doing this. Laura stated that she will put this item on the next agenda. Kelly Sedgwick stated that we need to look at becoming our own Park District, so that we are not affected by these other groups decisions. Deb Horaz stated that we didn't think we could win a referendum on that. Ken Koch stated there is a big process involved to do so. Laura said that the t-shirt prices will be $5.00 to $7.00 and the sweatshirts will be $17.00 to $20.00. Laura stated that they will get several designs and bring them back to show the board. Laura said there was a letter from a customer from the REC and an article in the Patch and the Kendall County Record that were positive for the REC Center. Recreation Report: Tim Evans brought up the articles in the paper about the REC Center. Tim stated that the Holiday Under the Stars weekend coming up November 18th to November 20th. Tim stated that on Saturday that weekend is the Taste of Yorkville. Tim stated that we are trying to get as many people out as we can for that. Sunday is the Chili Chase. Tim stated that we would like to get as much help as we can for these events. Parks Report - Scott stated that construction is continuing on Raintree B, which will be done soon. Scott stated that the backstop is almost complete. Scott stated that the trail is extended to the parking lot. Scott stated in the spring the lighting will be done. Scott stated that they are beginning holiday decorating next week and they have two weeks to get that done. Scott stated that they had a request from a resident to put a message board up for a non-profit function in a park. He stated that from a staff level, we don't allow it, but he said he would bring it to the board. Scott stated that we receive a lot of these kinds of requests and we don't allow it. The board suggested to use private property for it, or a church. The board agreed not to allow it. The board discussed purchasing a message board as a city to advertise different events and budgeting for it. Scott Sleezer stated that he and a staff member attended a class to re-certify for playground licensing. Scott stated that it is something that has to be done every three years. New Business: B.Y.O.B.B.Q. * - Ken Koch stated that Chris spoke to him about this in June or July. Ken stated that he thinks that the idea has changed and he is wanting Parks and Rec running this entire event. Laura stated that Chris Funkhouser approached us about this idea and at first he would run event, but then realized that insurance etc. would be to much to do as an individual. Laura stated that her concern is that it might cost more and we might not make money or even lose money. Laura stated that if the board likes this idea, we could budget for it. Ken said that if you look at the numbers, these are private individuals that do this. Ken said that if you don't get the turnout and the commitments we would have to make, we would lose a lot of money. Tim said that there are costs up front for permits etc. Tim stated if it was rained out, you lose. Ken stated that the deadline is May 9th two weeks before the date of event. Ken stated that should be earlier to get more time. Tim stated that this would have to be moved from May to another time. The board discussed other times that event could be held. Scott Sleezer stated that Memorial weekend will be difficult. Tim Evans stated that an event of this kind will take part-time staff. Deb Horaz stated she likes the idea. Tim agreed, but he stated that things like this need to begin small. Laura stated that we would need to add $5,000 to $10,000 to a budget if we were to do this. Chris Funkhouser stated that this idea came into play after speaking with a neighbor of his who is into BBQ. They discussed how there is nothing outside of Rib Fest in Naperville like this in our area. Alderman Funkhouser stated that after discussion, they came up with an idea of having a food event in Yorkville with some competition. Alderman Funkhouser stated that it brings in people from other areas and brings in some revenue as well. Alderman Funkhouser stated that he wanted to see if the Park Board would be willing to work with him to help bring this forward. Alderman Funkhouser presented a packet with his research and information. Ken Koch asked about the revenue numbers that Alderman Funkhouser had in his research. The board discussed numbers of participants and revenues. Ken Koch asked if participants would be willing to sign up and commit earlier. Alderman Funkhouser stated that he feels they would. The board discussed the prices they would charge for foods etc. Alderman Funkhouser discussed the other option of doing their own food. The board discussed getting permits from Health Department to do this. The Board discussed the rules and regulations for this and where the meat would be purchased from etc. Alderman Funkhouser stated that he spoke to the Health Department. Alderman Funkhouser stated that they discussed washing stations etc. Vickie Coveny asked where this event would be held since we have the wash stations and all the water. Tim Evans stated that the Health Department coordinates that sort of thing. The board discussed how to set this up and where the event could be accommodated and how to do it. Deb Horaz brought up the date and her concerns being a holiday and it might not be warm enough. Alderman Funkhouser stated that he is flexible with the date and it is open for discussion. Alderman Funkhouser stated that he decided not to go the sanction and sponsor route. Laura stated that if we were to do this, we would have to budget for this to cover it, just in case. Alderman Funkhouser stated that it makes more sense to work with the city to help offset some of the upfront costs like waste and different fees. He stated that he originally was going to do a private event, but then all of those fees up front would have been a problem. Alderman Funkhouser said that he would like to see some of the funds go to a charity. The board agreed that if this is a city sponsored event then the city should keep the money. Kelly Sedgwick stated that it might not even be legal to do if the city runs it then gives the funds to charity. The board discussed locations, dates and expenses. Ken Koch asked Alderman Funkhouser to sit down with the staff and then come back to the Park Board with more definite plans and numbers. Laura stated that they will look at it. Laura stated that a concern is taking sponsors away from Hometown Days. Alderman Funkhouser stated that there will be outside competitors involved. Laura stated that we will bring this back to discuss at the December meeting The board discussed how much time will be needed to plan an event like this. Tim Evans stated that if we are looking at June, we would need to decide things by January. Ken Koch asked Alderman Funkhouser to fine tune this item with the staff and come back to them in December. Ken told the board if they have questions, direct them to staff. Ken stated that the staff needs to look at the numbers and decide on a budget for this item. Kelly Sedgwick said to let them know before January how many vendors you have committed that helps the decision. The board discussed insurance issues and how the vendors would have to do that. Additional Business: The board decided to have one meeting in December. It was decided the meeting will be December 8, 2011. Adjournment: Motion to adjourn by Kelly Sedgwick and seconded by Mark Dilday Meeting was adjourned at 8:12 p.m. Next Meeting: November 17, 2011 at 7:00 p.m. *Items needing Board approval or recommendation Minutes Respectfully Submitted by: Lisa Godwin Minute Taker