Park Board Minutes 2009 05-28-09 Page 1 of 6 WM
UNITED CITY OF YORKVILLE
Yorkville Parks &Recreation Department Board Meeting
Administration Office—Riverfront Building, 201 W. Hydraulic St.
Thursday, May 28, 2009, 7pm
Call To Order:
The meeting was called to order at 7:05pm by Board President Chris Rollins.
Roll Call:
Board members present: Chris Rollins—yes, Ken Koch—yes, Deb Horaz—yes, Garrick Gillette—
yes, Kelly Sedgwick—arrived 7:25pm
Introduction Of Guests, City Officials And Staff:
New intern Amy Drafke was introduced by Bart Olson. She attends Illinois State and will be with
the City for approximately 10-12 weeks assisting with Safety Town, summer camps and other
duties.
Also present from the City:
Interim Director of Parks and Recreation —Bart Olson
Superintendent of Parks—Scott Sleezer
Park Designer—Laura Haake (arrived 7:15pm)
Recreation Manager—Tim Evans
Diane Teeling—Ward 4 Alderman & Parks Liaison (arrived 7:15pm)
Gary Golinski—Ward 2 Alderman (arrived 7:50pm)
Public Comment:
None
Presentation:
None
Approval of Minutes:
The minutes of April 23, 2009 were approved as read on a motion by Ken Koch and second by
Garrick Gillette. Voice vote approval.
Bills Review:
Cash Analysis
1. The All Star Instructors invoice is for contractual services for All Star soccer.
2. Bart Olson said the Board will also begin seeing the closeout of fiscal year 08109.
3. The recent golf outing was cancelled, but the dinner was held. A profit of$2500-$4000 is
expected.
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Bill List
A motion was made by Deb Horaz and seconded by Garrick Gillette to approve the Cash Analysis
Report. Approved unanimously on a roll call vote: Chris Rollins–yes, Ken Koch –yes, Deb Horaz
–yes, Garrick Gillette–yes.
Old Business:
REC Center Maintenance–Update
Bart Olson gave an update and said there was only one leak in the kid's club area and no leaks in
the pool area. The insulation in that area has become detached from the walls and beams, but the
repairs can be done without draining the pool. Insulation has also fallen down in the pool
mechanical room and it will be reattached. The Fire Department inspection was conducted 2
weeks ago and no issues were found. The insulation in the back gym will be checked by Bill
Deftmer. Repair of the downspouts will be placed on the punchlist.
Revenue Generating Ideas– Update
A staff memo listed ideas for generating revenue, with some possible next year and others farther
in the future. Some of those ideas are:
1. Haunted house: big expenses, possibly hold it at Beecher Center,adult party at night with
admission. Possibly work with Chamber
2. Big Band dance at the Rec Center, hold it after hours on Saturday night, maybe have a
small dinner. If held at Beecher, could possibly co-sponsor with Seniors
3. Boxing–either professional or semi-professional
4. Dodgeball tournament
5. Gus Macker or 3 on 3 tournament(was mentioned that Gus Macker has reduced number
of events), a Gus Macker event will be held in Moms in a couple weeks. If Yorkville holds
an event, possible tie-in with Dick's Sporting Goods.
6. Indoor/outdoor pool movie night
7. Bags tournament—already doing this in conjunction with Exchange Club
Bart Olson also said a paddling festival will be held in Aurora and the Chairman of the Illinois
Paddling Council has offered to assist with training and classes in the City. Mr. Olson also spoke
of the white water park to open soon.
Park Naming Policy
Mr. Olson said changes to the policy were made in January or February. One suggestion was that
a nomination should not be made by a Park Board member. Kelly commented that the policy
needs standards to accept/reject a nomination and the family should be the ones actually
recommending if a Paris Board member suggests a name. The family must be notified of any
recommendation according to a recent policy draft.
Alderman Golinski said the policy should state that the potential park name should not be taken
forward to the City Council unless there is a positive recommendation from the Park Board. It was
also mentioned that some parties may approach the City Council directly. President Rollins asked
for a show of hands if elected officials should bring forward recommendations for park naming.
The consensus was that they could be a reference, but not the nominating person. It was found
that the policy already states only positively recommended nominations would be taken to City
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Council. Further, language will be added that negative recommendations will not move to the
Council.
Park staff thought that they could also have input in the nomination process since they often have
knowledge of the history behind a certain park or person being considered. They also agreed
Aldermen could be references.
Drafting the policy changes was also discussed. Chris Rollins suggested the following language:
"the recommended process if an elected official is making a nomination is that they should find a
citizen sponsor"for a park name. Bart Olson also suggested language that would cover why an
elected official should not make a nomination. If a nomination does not come from the Park Board
itself, Alderman Golinski said a nomination should only be put on a City Council agenda if three
Aldermen bring it forward. The policy will be revised by Bart and brought back to the next meeting.
Deb also suggested obtaining policy examples from other towns.
The application form was also reviewed.
Whispering Meadows Park–Caboose Update
Bart Olson informed the Board that the City will not be given grant money. In order to move the
caboose, there were several suggestions: ask the National Guard to move it as a training exercise,
lift onto a truck to move, ask crane operator working on the river dam to move, contact the rail
museum for suggestions, place on the rail spur by F.E. Wheaton, a concrete pad or pylons would
be needed for a permanent position. Scott suggested perhaps it could be a focal point
downtown—for example, Mendota has 3 train cars that visitors can enter. Mr. Rollins will contact
a person he knows who has lifting equipment for derailments.
It was also suggested that former Alderman/military man Jim Bock, might know of reservists who
could offer assistance. It was noted that a canal boat was put into the water at LaSalle by a crane
company at no charge. Also, a company called Stevenson from Bolingbrook has done lifts at no
charge for promotional reasons.
Interfund Loan Check–Discussion
No further discussion.
New Business:
Park Development Schedule FY 09110
The Park Board had previously asked for an update of the development schedule. Scott Sleezer
said that before Laura Haake came on board, there was a backlog of parks when development was
still strong. Citizens were also asking for promised parks in their neighborhood. Many of the past
and present parks are paid for by OSLAD grants. Other points made were:
1. They are currently wrapping up the park in Heartland Circle.
2. There is a park dedication on Saturday with the Jr. Women's Club planting flowers and the
Homeowners'Association has also purchased plants.
3. The Whispering Meadows Park needs to be finished
4. The BMX track will have natural sides of no-mow grass and had $2,000 of free
construction
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Discussion turned to the baseball fields. Ken Koch said there should be one field that is not
reserved and can be used by practice groups. Some fields could be left off the YYSB agreement.
It was noted that sometimes fields are reserved, but are not being used. A possible penalty for
reserving but not using the field was suggested. Having grass infields on non-reserved fields was
also mentioned. A rental field was also mentioned.
In conclusion, Chris said there needs to be some areas where ball fields are not developed and
just a backstop be placed. When negotiating with YYBSA next year, a revenue approach must be
explored for some fields.
Scott continued his update on parks—F. E. Wheaton Woods, on Wheaton Drive, is an 80/20 grant.
There will be a shelter built later this year and he noted that a prescribed bum would take place
there. Reimbursement is expected for the park.
The whitewater area at Riverfront Park is almost complete and there will be a walkway along the
bank. A boat launch is being considered for Spring completion using a grant application. Chris
mentioned a couple possible grants and he will obtain information. With these grants, a public
access must be maintained.
Laura Haake said there are 3-4 conceptual designs for the park. There was a brief discussion of
whether or not the playground should be refurbished or if there should even be one there. Parking
will be needed when the chute is finished, good traffic flow and underground utilities all must be
considered. A trail connection here was also discussed, but Railnet must be consulted since the
trail would cross the tracks.
Chris said the Board would like to see preliminary designs continue. Gary Golinski asked if a plan
from a previous Parks Director was still relevant. Ms. Haake said it is time for an update since
[DOT and IDNR now provide CAD drawings to show park features.
Raintree "B" --Scott said there is a grant for this park and he described the amenities it will have.
It is expected to be finished by next Spring. He added that it was a land match grant, money will
be reimbursed and the Parks will get land from Grande Reserve.
Bristol Bay A--The Parks will receive$100,000 from the developer and a park may be built in the
regional park instead of by the clubhouse. This move may be beneficial from a grant standpoint
and also because the State has changed grant criteria.
Grande Reserve A& B --These parks on hold, however, there is no deadline.
Downtown Streetscape and Trail Network Public Open House
Bart said this item had been put on the agenda for those who were interested in attending the
Open House prior to the last scheduled Park Board meeting. He reported approximately 10 people
attended.
Oktoberfest Park Rental Fee Waiver Request
President Rollins said a waiver had been approved last July for$250, but now a rental fee and
deposit are requested to be waived by the Optimist Club. This is a 3-day event and Bart thought
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the fees were based on 1-day events. It was questioned if the Club sponsors or funds any City or
park functions. It was noted the Optimist Club did donate money for movies in the summer.
It was suggested that deposits should not be waived in the event damage occurs. The Board
unanimously stated they did not wish to waive the fees.
The policy of waiving fees will be reviewed.
OSLAD Grant Applications— Development and Acquisition
This discussion concerned the proposed park at Bristol Bay. Bart Olson said the grant writers
instructed the Parks Dept. to keep the area more natural and remove some of the soccer fields.
Laura gave a detailed description of the proposed park and amenities. The park would incorporate
bio-swales and parking would be on the grass rather than having increased blacktop. She spoke
about the drainage and also said the sanitary facilities would be movable to the areas of need.
Deb Horaz asked if portable concession stands should be purchased, which the Board thought was
a viable idea.
Chris Rollins asked how this grant would be leveraged for this location. Board members said they
did not want to go into debt for this park. Bart replied it would be a cash match and the amount of
$400,000 would be invoiced over 2 fiscal years. He added that there would be 4 separate grant
reimbursements anticipated and two other land cash donafions. The Board also discussed the
ramifications of delaying the park. Ken Koch asked Bart to present a report that would assign
dollar values to the list of parks.
Mr. Koch also said he heard that since Hoover was sold, that money would revert to land cash to
be used for a regional park for the south side of town. Mr. Sleezer said the population is
concentrated on the north side of town, therefore, the regional park there should be developed first.
Construction is not expected, however, until 2012. He also suggested that perhaps community
organizations could help construct playgrounds and other park features.
It was stated that an OSLAD grant could be applied for a second time and that it may actually be
beneficial according to the grant-writers. The Board concluded their discussion by suggesting a
farm lease to help offset costs when property is acquired, though there could be zoning issues.
Bart Olson said the emphasis now is more on open space and preservation when applying for
grants. The grant application is due by July 15t and Council approval is needed, but it was decided
that more time is needed and the item was tabled.
Bollweg Property—The Board also discussed a 7.5-acre parcel along the river and south of
Heartland Circle. Bart Olson said this could be a possible land match with no cash outlay. The
Blackberry Creek property would be the land match. The Bollweg property also fits the grant
criteria. The property is wooded with river frontage and an earth house that would not be
rehabbed. The cost of this property is $600,000. Quinsey Road is the access to this property.
After much discussion, it was decided to table this matter until the property could be viewed.
Reports:
President Rollins asked the Board members to review the reports on their own.
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Additional Business:
1. Bart Olson said that in June or July a development will come before the board for land at Van
Emmon and Rt. 71 and it will have difficult and increased park requirements. In July a Public
Hearing is being scheduled before the Plan Commission.
2. President Rollins suggested community gardens for subdivisions where building was not
completed. This could be beneficial in light of the economic situation.
There was no further business and the meeting was adjourned at 11:08pm on a motion by Deb
Horaz and second by Kelly Sedgwick. Motion carried unanimously on a voice vote.
Minutes respectfully submitted by Marlys Young