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Park Board Minutes 2009 02-12-09 Yorkville Parks & Recreation Department Aft#Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Agenda Thursday, February 12, 2009 7:00 p.m. - Park Board Meeting Administration and Recreation Office Call to Order: Ken Koch called the meeting to order at 6:58 pm. Roll Call: Ken Koch - Yes, Debbie Horaz - Yes, Kelly Sedgwick - Yes, and Garrick Gillette - Yes Introduction of Guests, City Officials and Staff: Director of Parks and Recreation - David Mogle (arrived at 8:15 pm) Superintendent of Recreation - Sue Swithin (arrived at 8:10 pm) Superintendent of Parks - Scott Sleezer Park Designer - Laura Hooke (arrived at 7:35 pm) Public Comment: None Presentations: None Approval of Minutes: Minutes - Regular Park Board Meeting - January 22, 2009* There is a correction on page one, third paragraph under the approval of minutes; last sentence first word should be although. Ken Koch asked for a motion to approve the Regular Park Board Meeting of January 22 n with the amendment made. Kelly Sedgwick made the motion and Garrick Gillette seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List* Ken Koch wanted to know about the tread belts bill on page seven totaling $1,176.15. 1 Garrick Gillette questioned the bill from Cynthia O'Leary's invoice for referee scheduling in the amount of $930 on page ten. He wanted to know what O'Leary did for that amount of money. Deb Horaz also inquired about the labor to replace overload on electric regarding the pool repair on page ten for $242. Ken Koch asked for a motion to approve the cash analysis and bills list contingent on answers from Dave Mogle later in the meeting. Deb Horaz made the motion and Garrick Gillette seconded the motion. The motion was approved by roll call vote: Ken Koch — Yes, Debbie Horaz — Yes, Kelly Sedgwick — Yes, and Garrick Gillette — Yes. Dave Mogle and Sue Swithin addressed the Board's questions at 9:03 pm. Sue said the overload switch was a pool pump motor that had an overload on it and that was part of the pool pump repair. Sue explained why there were two line items. Sue then addressed Garrick's questions regarding Cynthia O'Leary's referee charge. She said that they had tried to do the scheduling in-house and it was too tedious. She said there was a lot to it because it was not only scheduling the men's league but all the kids' leagues as well. She said that out sourcing it was worth it and Cynthia could fill in if someone dropped out. Sue then addressed Ken's question regarding the tread belts. He asked if they were budgeted and Sue said that she had a maintenance budget. She said that she was going to have to budget for new treadmills and would have to watch next year's budget real closely. She is leaning towards refurbished equipment that have some warranty to them. Old Business: Bridge Park Storage* Scott Sleezer reported that he and staff had done further research on a low cost way of adding much needed storage at Bridge Park through the purchase of a storage container. Sleezer said it would be great for tournament weekends so his guys would not have to run to the public works building to get the tractor and the guys that do regular maintenance could conveniently have their shovels and rakes stored there. Sleezer said that he originally thought of building a shed but then decided that this storage container would be best way to go. In looking at the price of the sheds he found that the 40' containers were cheaper than the 20' just because not everyone could take a 2 40' unit. He said a 40' unit would allow him not only to keep the tractor out there but the groomer as well. Sleezer also said that there was still a possibility to get some off-sharing on this from the Youth Baseball. He said they were very interested, when he approached them before, in storing their portable mounds out there. He said that they still have to figure out a proposed rental fee program. Ken Koch asked for a recommendation to purchase the 40' unit from Contain It Portable Storage in the amount of $2,125. Garrick Gillette made the motion to approve and Kelly Sedgwick seconded the motion. The motion was approved by roll call vote: Ken Koch — Yes, Debbie Horaz — Yes, Kelly Sedgwick — Yes, and Garrick Gillette — Yes. REC Center Report & Capita/Improvement Quotes* Sue Swithin passed out to the Board the REC Center Agreement that was signed by Ron Walker. Sue said the agreement and the pending approval escrow fund account purchases for the REC Center would both need approval. She said once that the agreement was approved it had to be done and complied by April because that is when the inspection would take place for the new permit. She then passed the two proposals out for the ceiling foam. One from ABC Spray Foam, Inc. and the other from Guardian Polymers, both recommended by Kelly Sedgwick. Sue said that both are very similar in price. She passed around a sample from ABC Spray Foam. She said the comparison between the two companies showed that Guardian puts on an acrylic latex paint as their fire retardant system and felt it was not as good as what ABC used. She said ABC put on a fiber thermal barrier that is per code for fire department and building. Sue said that she is leery of Guardian's paint and is afraid that the acrylic paint may peel after 15 to 20 years. Sue felt that the pool would have to be closed for about a week during this process. Sue noted that the City would cut checks to Walker Custom Homes and Ron would pay the Vendor since he is doing the work as owner of the building. Sue said that with everything being spent it put them over budget by about $5,627.68 and it would have to come out of maintenance's general budget. She said there is a very good chance that the balance can be paid out of next year's budget. She noted that this has to be done to be kept up to code and it had to be taken care of as soon as possible. 3 Ken Koch asked for a motion to approve the two REC Center improvement agreements in the total amount of $7,514.54. Kelly Sedgwick made the motion and Garrick Gillette seconded the motion. The motion was approved by roll call vote: Ken Koch — Yes; Deb Horaz — Yes; Kelly Sedgwick — Yes and Garrick Gillette — Yes. Ken Koch asked for a motion to approve the ABC Proposal for the total cost of $26,682 and to get Ron Walker's signature and to get Bill Deptner's approval. Deb Horaz makes the motion and Garrick Gillette seconded the motion. The motion was approved by roll call vote: Ken Koch — Yes; Deb Horaz — Yes; Kelly Sedgwick — Yes and Garrick Gillette — Yes. New Business: IDNR Bike Path Grant Application" Laura Hooke reported that they were looking at applying for two IDNR bike path grants. One is along Kennedy Road and one is along Mill Road. Laura noted that for the Kennedy Road bike path they applied for a CMAQ Grant. She said the grant is for a 1 .8 million dollar project and the Grand Advisors told them to also apply for this as an IDNR Grant. Laura said it is less than $400,000 than what they were applying for. She noted it was a 50/50 grant so they would have to pay $200,000. She said if they get the CMAQ funds they would pull the application from IDNR. Laura said that if they got the grant it would allow them to connect the trial from Grand Reserve to the sidewalk in Prairie Meadows. She said this is the missing link between these two developments that they don't have right now and it is an important link. She said the other grant they are looking at is for Mill Road. She said there are three pieces of the trail that do not connect yet. She pointed them out on a map she handed out. Laura noted this grant is under $400,000 as well. She is hoping that this 50/50 matching grant will allow them to make those connections and cross over the railroad tracks. She noted that these had to go through City Council this month. Scott Sleezer said that Mayor Burd is in favor of these and said she wanted him to bring it to the Board. Ken Koch was worried about where the money would come from to match the grant. 4 Laura said that they have some money set aside for the projects and they would go forward no matter what. She said that Game Farm Road will start in 2010 no matter what and she noted that the City is in the best position to apply for the grant because then they are going to get help with their funding; if they do not get help with their funding then they are going to have to come up with more money. Sleezer said that they would hear about the CMAQ Grant first and if they did not get it they would move forward on the IDNR Grant. He said if they do get it they would at least withdraw the grant for Kennedy Road. Ken wanted to bounce this off City Council to find out where the money would come from. He said that he was not against the trails he just wanted to know how they were going to pay for it. The Board shared Ken's feelings and wanted to know where the money would come from as well. OSLAD Grant Discussion* Scott Sleezer said the OSLAD Grant application is due July 1, 2009. He reminded the Board that they applied for it last year for Bristol Bay and they did not get it. Sleezer said that he talked to Dave about switching gears on the grant application this year and possibly do a smaller park similar to how they did Reminschneider Park. He said the Reminschneider overall cost was around $400,000. He said they used one of their park sights, Grand Reserve, as a land match so it literally cost the City nothing. However they did have to front fund. He said that was something to think about. Scott said he thought about redeveloping a smaller park sight such as Caledonia and create a land match there. He said that they could wait up to three years to build. He said that a project of that nature could be built in one year and we could get reimbursed in the same year. Another project that he thought they could look at was a land purchase. Scott said they may need to however take a year off. Laura said that they had to apply for grants this year or else they would not be developing parks in the following year. Scott said he would like the Board to think about the possibilities and they would bring it back for further discussion. Ken Koch and Deb Horaz would like to hold a budget meeting with Brendan and Susan to talk about funding for parks. 2009 Park Maintenance Summary 5 Scott Sleezer said that this 2008 summary was essential in completing the 2009 park maintenance budget. He said they started a new time sheet that would make this document much more accurate next year. They will know how much time was spent at each park. He went over the budget analysis page and noted their budget went down quite a bit from last year. Nature Trail She/%r Bid Results* Scott Sleezer said this was an 80/20 grant; he and his staff had been out there carving the trails and in the next week or two the mulch would be put down. They will be putting up the shelter themselves. He passed out a picture of what the shelter style will look like. Ken Koch asked for a recommendation to approve the shelter design from Poligon (Reese Recreation Products) in the amount of $10,385. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was approve by roll call vote: Ken Koch — Yes, Debbie Horaz — Yes, Kelly Sedgwick — Yes, and Garrick Gillette — Yes. Reports. Director Report Report on the Administration Committee Meeting February 12"`, 2009 REC Center Dave Mogle reported that the meeting as a whole went well and was positive. He said the biggest concern by the committee was that the REC Center was thought to stand on its own. He said since taking the REC Center on there had been some upfront repair costs that they had to take care of. He said from the financial stand point the Park and Recreation budget had a positive balance of about $75,000 and the REC Center budget is currently running at a negative balance through the end of January of $57,500. Mogle stated the main thing to remember is they had to absorb the REC Center in Parks and Recreation and at the same time they had cut over $125,000 out of the budget. In doing so Dave felt they were okay. They are in the middle of their busiest months; however two Aldermen still had concerns. Sue Swithin said that it might always be difficult to be a standalone budget because they would always share instructors and staff. Ken Koch felt that the $43,000 in electric should come out of the City budget. He felt it should not come out of the REC Center budget because it was a City building. He felt this was one of the biggest expenses at the REC Center. Dave Mogle said that the City does 6 pay for the electric for all the buildings and he would have to convince the Alderman that was the way to go. He said that he and Sue will have to continue to emphasize that they had not had to ask for any additional money and they were operating the building. Mogle said the way that we sold, it was going to be self sustaining and they were getting there. He said what they did with Club 47 was the right thing in this economy and in this community. School Board Liaison Member Dave Mogle said that during the last City Council meeting that Alderman Allen raised a question about why there was not a School Board member sitting on the Board to act as a liaison. Mogle explained that the School Board would rather do the AD HOC Committee because they cannot find anyone to make that commitment. He said the City Council had no problem getting one of their busy members to sit on their committee and they felt that it should be reciprocal. Mogle said that it had always been the position of the Park Board to have someone from the school sit on the Park Board. It would be better than just the AD HOC Committee. Alderwoman Robyn Sutcliff said she agreed to take a letter to the School Board, possibly from the Mayor, to ask them again to come forward to have someone serve as the school board liaison. Mogle said that depending on how they respond, they will bring it back to the Administration Committee. Deb Horaz agreed that Mogle represented the Board and their feelings appropriately and said that they still needed another Board member. Mogle said that if they resist then they would seriously talk about getting a seventh member for the Park Board. AED Unit Donation Dave Mogle said the unit was donated by the Rush Copley Foundation and that they had training on it this week. He said the unit is heated, insulated, and temperature controlled. He said they will have it up and running soon. Forest Preserve District Meeting on Hoover Dave Mogle said that he went to their meeting on January 26" and passed out notes that he took at the meeting. He said that their president, Pam Parr, went around to all the members to ask how they thought this matter should be handled and what their particular vision for Hoover was. He said no one, even those who supported us, envisioned active recreation and they made it clear they wanted to keep it entirely passive. 7 Mogle said that the City asked for mediation and they were not in favor of it. Mogle said he did not know their exact response but they wanted to know if they could work it out without going in that direction. Mogle said the City has another step that they want to pursue and it was in the works right now. Mogle said he spoke for the Board saying that they were 100% behind what the City Council was doing in taking a stand in moving forward. Employee Use of the REC Center Dave Mogle took the Board's recommendation to the City Council and after much discussion the Council approved an amount of $30/month with family members paying the standard rate. This represents a 40% savings from an individual premier rate and a 25% savings from an individual basic rate. He also noted that basic package did not include programs. Mogle said that in their opinion they could go down to Cardinal Fitness you could get a membership for $20/month and even though they do not have a track or pool but in this economy people might give up those options to save money. He and Board members felt that $30 was too high. The PKBD had recommended and approved a $10.00 fee. Move of Caboose from Downtown to Bristol Station Park Dave Mogle stated that he and Scott had met with Edward Hyatt, a house mover from Sandwich, to talk about moving the caboose. He said the caboose was purchased in 2007 for Bristol Station Park. Mogle said they are working on getting a quote and getting it moved as soon as possible. Posquinelli talked about getting title Grand Reserve Park A & B Dave Mogle noted that staff met with the developer last week whose neighborhoods include Parks A & B. He said they discussed the need to take title to both parcels because the deed must be in city hands to receive grant disbursements from the State. Park B was the donation parcel for the Reminschneider Park grant and Park A is the donation parcel for the Raintree Park Grant. Parks Report None Recreation Report Sue Swithin asked the Board to read her report at their leisure and to let her know if they had any question via email. She noted that her report was a way for her to keep the Board up to date with what was going on with their programming and their numbers. 8 Additional Business: None Adjournment for Executive Session: Ken Koch asked for a motion to suspend regular meeting at 9:31 pm. Deb Horaz made the motion and Garrick Gillette seconded the motion. The motion was unanimously approved by voice vote. Ken asked for a motion to enter into executive session at 9:32 pm for the purchase or lease of real property for the use of the public body and possible litigation discussion. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was unanimously approved by voice vote. Adjournment: Ken Koch asked for a motion to adjourn the executive session and reconvene the regular session at 10:30pm. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Ken Koch asked for a motion to adjourn the regular meeting at 10:31 . Kelly Sedgwick made the motion and Garrick Gillette seconded the motion. The motion was unanimously approved by voice vote. Next meeting: February 26, 2009 *Hems needing Board approval or recommendation Minutes Respectfully Submitted By: Jamie Cheatham 9