Park Board Minutes 2009 04-09-09 Yorkville Parks & Recreation Department
Administration Office 201
W. Hydraulic St Yorkville, IL 60560 6305534357
Park Board Agenda
Thursday, April 9, 2009
7:00 p.m. - Park Board Meeting
Administration and Recreation Office
Call to Order: Chris Rollins called the meeting to order at 7:09 pm.
Roll Call: Chris Rollins- Yes; Ken Koch - Yes, Kelly Sedgwick - Yes; Debbie Horaz -
Yes, and Vickie Coveny - Yes
Introduction of Guests. City Officials and Staff:
Interim Director of Parks and Recreation - Bart Olson
Superintendent of Recreation - Sue Swithin
Superintendent of Parks - Scott Sleezer
City Council Liaison to Park Board - Joe Plocher, Ward 2 Alderman (arrived at 9:18
pm)
Public Comment:
None
Presentations:
None
Approval of Minutes:
Minutes - Regular Park Board Meeting March 26, 2009*
Chris Rollins asked for a motion to approve the Regular Park Board Meeting March
26th, 2009. Ken Koch made the motion and Kelly Sedgwick seconded the motion;
the motion was approved unanimously by voice vote.
Bills Review:
Cash Analysis & Bills List*
Deb Horaz asked if the pool pump was required by the state. Sue Swithin said it
was and the dollar amount listed was the balance of work that had to be done
which the escrow account could not cover.
Deb asked about the legal expenses. Bart passed out the itemized legal expenses
and they were all regarding Hoover.
Sue noted that the Halloween Candy was actually Easter candy. It was a type-o on
the bills list.
Deb asked about the training and conferences year to date actual in the amount of
$2455.00, on the expense report, page 5. Bart Olson noted that the number
reflected the current fiscal year and the new year did not start until May 15`. He said
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that they were not going to be taking part in training or conferences in the next
year.
Chris Rollins asked for a motion to approve the cash analysis and bills list.
Ken Koch made the motion and Vickie Coveny seconded the motion. The motion
was approved by roll call vote: Chris Rollins- Yes; Ken Koch - Yes, Kelly Sedgwick -
Yes; Debbie Horaz - Yes, and Vickie Coveny - Yes
Old Business:
FY Budget 09/10
Bart Olson said the budget was on for a public hearing and the packet for that
meeting was online. Bart said the ordinance to approve the budget was also in the
packet. He said the City Council could be voting on it on Tuesday night.
Bart went onto explain the only change in the Parks and Recreation budget from
their last Park Board Meeting was they discovered that the streets department was
paying for all the Parks and Recreations building electricity for the past year in the
amount of about $12,500. He said they pulled $12,500 out of the streets budget
and added it to their budget to more accurately reflects their cost of doing business
and then upped the transfer. He said it included this building, the trailer, and the
preschool building.
Ken Koch felt that the City Council would have a lot of questions; Bart agreed and
felt that they would not be voting on it on Tuesday but perhaps in the second City
Council meeting in April.
REC Center Update
Bart Olson said he had Bill Dettmer walk through the building with Sue and talked
about what they would do going forward. Bart said that Bill was going to update the
punch list he created a year ago on repairs that needed to be done. He said the
next few meetings he would keep the Board up to date with the list and what was
being done.
Chris Rollins wanted the ceiling above the pool to be tested for mold because of the
many different types of mold and health hazards that could stem from it.
Bart Said Bill would be checking for mold when the roofing contractors came back.
Bart said that Monday the fire district came through and did an inspection. He said
that they gave Ron a punch list of things that had to be fixed by May 8th. He also
said that these were Ron's responsibility to fix.
Bart noted that Ron was on vacation and when he got back Ron was willing to
discuss building maintenance.
Vickie Coveny wanted to know what things that had to be fixed at the REC Center.
Bart told the Board, from memory noting he still had to get the punch list from Bill,
the following things that needed to be repaired or replaced.
1. Stucco siding chips and holes need to be fixed on outside of the building.
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2. Seams in vents on the outside are not as tight as they should be.
3. Pool mechanical room ceiling needs repair.
4. Chlorine in pool is reacting to some metal components in the pool.
5. Instructor rooms ceiling tiles need to be replaced, due to water damage they are
missing.
6. There are electrical issues with the panel will need to be addressed.
Bart said most of these things will be Ron Walker's responsibility to take care of.
Chris Rollins noted that we all knew there were issues went we went into this. He
felt we should document the leaks if it starts to effect equipment or space being
used because it could be effecting our operations. Rollins felt that we need to
prepare ourselves. He said that since Ron built the building he has had problems
with leaks. He said if there are always going to be leaks then it is something that
we have to decide if we could live with, if we stayed in that space.
Revenue Generating Ideas
Chris Rollins said he liked the idea of dodge ball and asked the Board if they had
any more questions. No questions were raised regarding the dogeball tournament
fundraiser.
Other discussion on revenue generating Ideas:
1. Vickie Coveny felt we could possibly do miniature golf at this location.
2. Chris Rollins thought they could have a battle of the bands.
3. Rollins talked about holding a Gus Macker contest or putting on our own type
of 3-on-3 street basket ball tournament. He said it was a family event and he
knew of Yorkville residents that had been supportive of Gus Macker.
Rollins said the downside to Gus Macker is that it used to be an all ages
activity but now they have been youth only tournaments. Rollins felt we
should break it off at the teen age. He felt a local organization would have to
under right the tournament. Someone had to demonstrate the financial
responsibility. Rollins said there is however no cap on what they could make
and they could have their own concessions etc.
Rollins felt we should at least look into having our own 3-on-3 tournaments.
And have it be at least a two day activity.
Sue Swithin said they could get their own 3-on-3 tournament going and get
someone like Dicks Sporting Goods to help with sponsoring it. She said she
would look at doing it in Yorkville.
Bart said leagues and tournaments were their biggest money maker.
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4. Ken Koch brought up the haunted house idea and said that he knew there
were high school art club members that would love to do a project like this.
He really liked the idea of the haunted house.
Kelly Sedgwick said that Batavia had a haunted house theme and they set up
haunted booths and each one had some kind of scary thing. Sue liked the
thought of having non for profit groups helping out.
5. Scott felt that they could have an AM Idol contest for kids who wanted to
sing.
New Business:
Grand Reserve Trail Easements
Bart Olson noted this was an information item only. He noted that the Grande
Reserve annexation agreement was approved; several exhibits show the extensive
networks of trails within the development. He said that these trails were City owned
and maintained by the City. He said that some of these would be new trails.
He also noted that some of the land on which the trails were located was owned by
the HOA, and some were owned by the developer. The result is that the City would
be requesting trail easements from both the HOA and the developer.
Ken Koch asked about Scott what kind of maintenance they were looking at; Scott
said they would have to go in and evaluate the trails.
Park Rental Fee Waiver Requests
A. Riemenschneider Park
B. Stepping Stone Park
Chris Rollins said that he did not have a problem waiving both requests. Vickie
Coveny felt they really could not afford not to collect money.
Rollins said that if we could not waive the fee for the Grand Reserve PTO Group
then who they could waive the fee to. Rollins felt strongly that we should waive the
fees for these two particular groups because they are non-for-profit organizations
who donate heavily to the community.
Chris Rollins asked for a motion to grant a waiver to waive the fee and deposit for
the Bristol Kendall Firefighters' Association to use Riemenschneider Park.
Chris Rollins- Yes; Ken Koch - Yes, Kelly Sedgwick - Yes; Debbie Horaz - Yes, and
Vickie Coveny - Yes
Chris Rollins asked for a motion to grant a waiver to waive the fee and deposit for
the Grand Reserve PTO Group to use Stepping Stone Park.
Chris Rollins- Yes; Ken Koch - Yes, Kelly Sedgwick - Yes; Debbie Horaz - Yes, and
Vickie Coveny - Nay
Reports:
Director Report
1. Bart Olson said he and Scott Sleezer had met with their Grant Writer, Mark
Yergler, to talk about the City's outstanding grants. He said that there were
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some outstanding issues with the Grant for Grand Reserve Parks A & B and
the other one was closing out the Grants for Whispering Meadows Park and
they were still working on Wheaton Woods.
2. Bart said he would also still like to meet with Park Board members and would
be contacting them to set up a meeting.
Parks Report
Scott Sleezer reported that he had a meeting with Kay Hatcher. She had invited all
the park districts for a meet and greet and to help them us some funding and talk
about freeing up the OSLAND Grant. He noted that Kay said she would lend her
name and face to help out the community. Overall Sleezer said the meeting was
good.
Recreation Report
Sue Swithin reported that the basketball season was coming to a close at the end of
March. She said that they had 600 participants from 1st grade to the men's league.
Spring soccer practice was going on and this was the 15` time they have worked
with Somonauk and Sandwich. She said this created a nice league for the division.
Spring and summer softball leagues were full and there was actually a waiting list.
Sue said that they will not have enough fields to entertain their own programs.
Easter Egg-Express trip was held last week and was very successful with many
compliments.
Sue and staff were preparing for the new Tax Doge 5K Run. She said that they
were waiving the 5K run registration fee if one signed up for a one year
membership at the Club.
The yearly golf outing would be held May 2nd
Sue then passed out and went over the REC Center Resident/Non Resident Passes
Report that Vickie had requested from the last meeting. The demographic
information showed that 64% of the REC Center members were residents and 36%
were nonresidents.
Additional Business:
1. Bart said there would be no Directors Report tomorrow because City offices
would be closed tomorrow, which is in lieu of the observation of Good Friday.
2. Bart Olsen said that there would be no need for an executive session because
a Hoover settlement was on the City Council agenda. Bart said that the
Forest Preserve had submitted their offer which was their original offer, they
discussed at the last Park Board meeting. Bart noted that it was #1 on the
agenda under the Mayors Report.
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Adiournment:
Chris Rollins asked for a motion to adjourn the meeting at 9:30 pm. Deb Horaz
made the motion and Kelly Sedgwick seconded the motion. The motion was
unanimously approved by voice vote.
Next meeting: Thursday, April 23rd, 2009
*Items needing Board approval or recommendation
Minutes Respectfully Submitted by:
Jamie Cheatham
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