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Park Board Minutes 2009 07-09-09 Yorkville Parks 8 Recreation Department APPIX9 Administration Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Agenda Thursday, July 9, 2009 7:00 p.m. — Park Board Meeting Administration and Recreation Office Call to Order: Chris Rollins called the meeting to order at 7:35 pm Roll Call: Chris Rollins -Yes, Ken Koch -Yes, Kelly Sedgwick - 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 Park Designer— Laura Haake John Philipchuck, DBC&W Ltd. John Tomasik, Kendall Land Development George Bortor, Kendall Land Development Public Comment: None Presentations: Kendallwood Estates Revised Land Plan John Philipchuck addressed the Board regarding the Kendallwood Estates revised land plan. He said that the property had been annexed into Yorkville many years ago and it was located east of RT 47 between Van Emmon Road and RT 126. Philipchuck said the final plat was recorded and at that time the market started to go away; at that point he said that the 12 1/2 acres of property to the south came into the city as an E2 commercial. As a result there were some retail uses in there. He noted that instead of building up against that land with expensive detached homes knowing the current target market they wanted allow attached products. The original plan was going to include 83 single family homes however now as part of the P.U.D. they would be allowing alternate single family homes and duplexes. Philipchuck noted lots would not be individual lots but the land and surrounding area would be in a common homeowner's association ownership. This would be a lower maintenance type of product with a better price point. He noted the benefits to the park system would be that it would be a cash donation of over $37,000. Philipchuck said by combining lots would create more open space as part of the P.U.D. they would build a trail along the property line that would be adjacent to a stub street that would ultimately go through to RT 126. He said they were meeting with City staff next week about a bike path. 1 Philipchuck said as it currently stands they would like to propose this as a green development. He said that there would be greener products for their homes such as high efficient appliances, high efficiency lighting, ceiling fans, thermal insulated exterior walls, etc. He said they were going to urge people to go with geothermal heating and cooling units' saving in costs. Philipchuck noted that it currently would be $45,000 add on that homeowners would pay upfront however over the years homeowners would recoup that back because of the savings of the energy costs. Philipchuck said that there were over 4 acres of open space in the subdivision. He said the infrastructure is already in place and they are proposing that they move this development forward and create some jobs and energy in the community. Bart Olson reiterated said that the layout is the same as it was previously and the lot sizes are close to the same; instead of single family homes they are putting on duplexes. Olson said that the City Council would be looking for the Board's recommendation on how they would collect the landcash. Rollins said that he felt it was beyond the Boards scope for them to recommend what type of payment plan it should be and felt that should be brought to the City Council for their recommendation. Rollins stated that he and the Board viewed the annexation request favorably. He said it meant more landcash paid to them and it should be up to the City Council on how to collect it. Rollins asked for the unanimous consent of the Board in favor of the rezoning request with the stipulation that they were aware that the requestor is asking for an incremental payment at time of occupancy and they believe that is subject to the review of the City Council as that is acceptable. Approval of Minutes: Park Board June 11, 2009 Vickie Coveny noted her last name was spelled wrong on pages one through four. Ken Koch made the motion to approve the minutes with spelling of Coveny amended and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis* Bill Lists (June 25th Park Board meeting and July 9th Park Board meeting)* Ken Koch brought up the invoice for the pool repair on page four on the June 25U report. Bart Olson said that the total bill for$3,600 was their responsibly to repair and not the landlord. The condenser motor for the pool broke so it had to be replaced, he said. Chris Rollins questioned the charge for the Home Pages on page six. Sue Swithin said it was for their advertisement in the telephone book. Swithin said that she had a large ad inside the front cover of the home pages and there are four to five listing within that book. Koch questioned the charge on page thirteen about the computer equipment and software for $3,066. Swithin said it was for the REC Track System and it was the second payment out of the third to be made. 2 Chris Rollins asked for a motion to approve the Cash Analysis and Bills List as submitted. Kelly Sedgwick made the motion and Ken Koch seconded the motion. The motion was approved by roll call: Chris Rollins -Yes, Ken Koch - Yes, Kelly Sedgwick -Yes, and Vickie Coveny—Yes Old Business: Park Review 1. Bristol Bay Park A; Bristol Bay Park B; Bristol Bay Park D Ken Koch noted that Park A and D are grass lots and Park B is currently a dirt lot. Scott Sleezer said they had been plotted and nothing is in the agreement that they had to deliver a park at a certain time. Sleezer also noted they were not going for a grant for Park B but possibly for Park A. He said that they are looking for funds to establish grass at the parks and make them usable until further development is done. Sleezer said they are hoping to push forward with Grand Reserve B where there is a garden plot anticipated. 2. Steven G. Bridge Park Sleezer said that he wants to confirm the property corners at this site because it may allow them to create a mountain bike course through the woods. Rollins suggested in getting the area evaluated to find out if it was a high quality wood lot because it could possibly become a nature preserve. Rollins noted if it were to become a nature preserve they would not have to maintain it and they could possibly receive funds for it. Rollins noted there were a lot of connected wetlands there; therefore it could be a nature preserve throughout and they could possibly allow the perimeter to become mountain bike trails. Park Naming Policy* Bart Olson stated that he added to the policy that the person or group making the recommendation had to be at the Park Board meeting to give details about the application. He noted that there was also a renaming clause put in as well. Chris Rollins reiterated that this policy is a living dynamic thing so it had to be refined and the Board felt that this should be finalized and approved at the next City Council meeting. REC Center maintenance— update Bart Olson reported that there were two more roof leaks had been logged since the roof repairs were made. Sue Swithin passed out a spreadsheet listing where the roof leaks were located. She noted that it is imperative that they contact Ron to get the rusty leaks looked into. She said one of her major concerns was the youth gym where it was leaking through the batting. She noted that she sent Ron a letter with pictures. Swithin also reported that she completely lost a treadmill however was not looking at getting it replaced right now. Whispering Meadows Park— caboose update 3 Scott Sleezer reported that it would take about$12,000 to $15,000 to move the caboose to Whispering Meadows Park and another$15,000 to put it on a concrete pad which he felt was the best thing to set it on. Overall they were looking at$25,000 to $30,000 to move it and set it and that did not include the rehab costs. Sleezer said he looked at options in getting it moved and called the train museum up in Union but could not get a phone call back. He felt that their volunteers perhaps had enough projects currently going on. Sleezer brought up ideas that they could use the caboose for and there were some thoughts about maybe getting the crain operators at the river front park to move it for next to nothing. Chris Rollins felt, after some discussion, that moving the caboose would be the greatest expense and they should get it moved the least possible distance. He was hoping that they could get any of the railroads to take on at least the repaint or rehab work on it because they work in their car shops frequently. He said that the railroad who volunteered could keep the caboose as consistent in design as they would use in their rail line. He was hoping they would be willing to rehab the caboose. Rollins felt that way they would not have to rely on citizens. Kelly Sedgwick said he would look into the military for help with this and Rollins said he would look into who the company that moved the cannel boat for free. The Board agreed to bring this back to the first meeting in August New Business: List of programs to be offered in fall 2009 Sue Swithin said the list of programs that was passed out was for the fall of 2009 and each quarter she intends on getting a list of class offerings out and those class offerings would change quarter to quarter. Chris Rollins said it was great to see all the swim classes and aqua aerobic classes that would not have been possible without the REC Center. Swithin noted that the fall catalog would be out in the end of July with the list of classes. May 2009 budget report discussion Bart Olson noted that this was unofficially talked about in the last meeting and they touched on some high points. He said that the budget report stability gave an accurate gauge as where they were financially was really limited to the expenses that they make that were tracked through the bill list and the revenue that they could track through daily classes. He said that the things they talked about last week skewed the budget report's bottom line and they would not know that actual number until the audit in October. Rollins said it a guess on what the ending balance would be. He said that those who know best are those who have the responsibility for the City's entire budget. He felt that were always going to be some adjusting and some variance and they may not know what the numbers would be until come time for the audit but they should know pretty close to what they are. 4 Olson said that he felt that the fiscal to date information that the Board does see is accurate based on real expenditures to date. He said looking at individual line items would be the best way to look at the report. Bristol Bay mowing proposal* Scott Sleezer said they were originally pushing Centex Homes to get their land reseeded and mowed and they sat down with the developer and talked about the costs involved. There was an agreement crafted and on that agreement they talked about it would take a certain amount of money to get the sight going. After that they exceeded that dollar figure and they were off the hook, Sleezer said. They later told them that they would have to get estimates and agree on the mowing costs. The $20 per acre was the results of the estimates. Sleezer highlighted the Centex Homes proposal for Bristol Bay Unit 8, soccer fields and the budget for lot 2052 for Bristol Bay. It will be years before they get a park there Sleezer said and he hoped by then they could fully loop it into some kind of a grant by then too. Chris Rollins asked for a recommendation to accept the mowing proposal. The Board unanimously approved to go forward with the mowing proposal. Park Board composition* Chris Rollins noted that the last time this was talked about by the Board that they decided it might be a good idea to have another Board member even if they were not a school board member. Bart Olson said that there was some discussion of having the seat filled would help in getting a quorum for the board meetings. He said that if the school board did not want the seat, that had been left open for them, then they should be able to fill it. Rollins wanted to leave the seat open in hopes the new superintendent would be open in allowing the Park Board and School Board to work together for the good of the community. Vickie Coveny agreed that they should wait even though it would be important to fill. Bart said he would take this recommendation to the Administration Committee meeting. Olson asked for a unanimous consensus and the Board agreed to wait and not to change the composition until they got a new superintendant come June 2010. The Board gave their unanimous consent. ComEd disc golf lease* Bart Olson said that they changed the word "rent" to "lease review fees' in the Lease Agreement which meets the property tax exemption procedures. The Board approved the new ComEd lease agreement. Ken Koch made the motion to approve the verbiage change in the lease and Kelly Sedgwick seconded the motion. Punt Pass and Kick event 5 Bart Olson noted this was an information item only and that the date suggested holding the event was during Hometown Days. However after some discussion staff felt that it would be good to hold the punt pass and kick event during Hometown Days. Olson said Garrick would be getting the board more information on this. Park Rental Fee waiver request—Riverfront Park Bart Olson said that the date on this application had passed and the US Coast Guard Auxiliary had paid the deposit. Olson said that they were told that they may get the deposit back pending the Board's decision. Rollins said due to the costs to maintain and prep the park they should not be waiving these fees. The Board voted to waive the fee: Chris Rollins - No, Ken Koch - No, Kelly Sedgwick - No, and Vickie Coveny— No Reports: Director's Report 1. Olson reported that the OSLAD Grants were voted down at the June 23`' City Council meeting. He said that the property owner declined an offer from the City based on the value of the property as expressed in the letter of opinion from the appraiser. He noted that next year if the property value went up they could try for it again. 2. Olson reported that the Corlands had agreed to extend the agreement for six months and $5000. Reports (continued): Recreation Report Sue Swithin said that a letter was sent out to certain members at the REC Center that membership fees were going up upon renewal. She said there were some calls and concerns however she was able to tell those people why costs went up. Swithin reported swim class revenues were at a record however that at the end of August they would be closing down the pool to redo some pieces in the pool ceiling. Parks Report Scott Sleezer asked the Board to read the report at their leisure. Additional Business: 1. Rollins said he had complains on why they took down the basket ball hoops down at the YMCA. Sleezer said that the YMCA had made the request and they had them taken down. 2. Kelly said he was looking into a portable lighting detecting system. He said the system could tell how far away a storm is and would be valuable in have something like that at Bridge. He said he would bring more information on it if the Board was interested. 6 Sleezer said that having one at the school could be better heard in more locations and there are advantages in having a portable system. Executive Session: None Adjournment: Chris Rollins asked for a motion to adjourn the meeting at 10:20 pm. Ken Koch made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, July 23, 2009 *Items needing Board approval or recommendation Minutes Respectfully Submitted by: Jamie Cheatham 7