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Park Board Minutes 2009 09-10-09 D �Q Yorkville Parks & Recreation Department Administration Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Meeting Agenda Parks and Recreation Administration Office 7:00 p.m. September 10, 2009 Call to Order: Chris Rollins called the meeting to order at 7:15 pm Roll Call: Chris Rollins • Yes, Ken Koch - Yes, Debbie Horaz - Yes, and Kelly Sedgwick - 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, Alderwoman Rose Ann Spears, Ward 4 Alderman Gary Golinski, Ward 2 Public Comment: None Presentations: None Approval of Minutes: Pork Board—August 27, 2009* Chris Rollins asked for a motion to approve the minutes of August 27' Park Board meeting. Ken Koch made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cosh Analysis & Bill List* Ken Koch asked about the oil changes on page 5. Sue Swithin said they were for her vehicles. She said they tried to get them all done at the same time and that $32 was a typical price for an oil change. She noted that there were now more options in town, and that she would compare prices to find the most economical. Scott Sleezer said that his staff took care of their own oil changes by doing it themselves. Chris Rollins drew attention to the $1200 invoice from Hayden's on page four. Swithin explained that those balls purchased were for several games. She said that they go through quite a few balls and they are $3 to $4 per ball, noting that Hayden's was their best place to get the balls. 1 Koch asked about the hall rental for the chili chase on page 12. He wanted to know why they had to rent a building for the chili chase rather than simply using the REC Center. Swithin said that in the past, this run had been at the Legion and they use their kitchen and dishes. She said there would be one at the REC Center in the spring. She noted that they try and do different runs in different places, however they like to keep the history of having it at the Legion. Bart Olson noted that the expense of renting the hall was factored into that event so it had therefore been budgeted for. Chris Rollins asked for a motion to approve the cash analysis and bills list. Kelly Sedgwick made the motion and Ken Koch seconded the motion. The motion was approve by roll call vote: Chris Rollins - Yes, Ken Koch - Yes, Debbie Horaz - Yes, and Kelly Sedgwick— Yes Old Business: Whispering Meadows Caboose Update Scott Sleezer said he had nothing new to report regarding getting the caboose moved and said he was still waiting to hear back from the company he called. Chris Rollins said he called Thrall Car and had not heard back from them yet but would follow up with them. Rollins said he also talked to James Beatman, a railroad buff, who has done a lot of this kind of thing. He has worked with a rail line up in Wisconsin that restores inter-urban cars and he has worked with the people that run the trolley museum in Elgin. He said that Beatman did not think it would be impossible to get our caboose restored for no charge. Deb Horaz said she might have someone to help them move the caboose but she felt that we should know where it was going to first. Rollins said they should look into shop restoration and felt they could get a commitment on getting it restored first, if they could get it into a shop. The Board talked about where they should put the caboose. Rollins felt that they should determine where they should put the caboose because it may incur sight costs. The Board felt that decisions regarding the caboose, such as where they were going to put it and where it would be restored, had to be made. Bart Olson noted they could possibly use tiff dollars if they put it in River Front Park. Rollins agreed they should sight it somewhere nearby and see if they could get the restoration done with it set in place. He wondered if they could find out if the volunteers could work on it on site rather than having to relocate it to a shop. 2 Olson said he would find out if it were tiff eligible to have it in River Front Park. The Board agreed that they should decide on a location of the caboose and find out the exact details on the restoration. Athletic Field Policy me visions Chris Rollins said that the major policy issue was to limit the drop in use of the fields. Ken Koch liked option #1, as outlined in Olson's memo, however wanted to include the verbiage stating that the staff reserves the right to limit the usage based on their discretion. Sleezer said that they need to address practices as well and not just address the games. He also said that there should be set guide lines. Sleezer said they felt that they should have some control over how much use their parks and fields were getting. He reiterated that he was not worried about the hypothetical dad who wanted to pitch to his son every day. However, the concern was the soccer players who wanted to show up every day to play, groups who wanted to do line practice or baseball drills every day for a month long. Sleezer felt some organizations would try and get around their fee schedules by saying that they know no one is out at the fields every day, meanwhile they are creating wear and tear on the fields and they should be paying fees. Rollins felt that option #2, outlined in Olson's memo, was very descriptive, however he was concerned over back lash from people who wanted to use the parks. He understood where Scott was coming from; he just wanted to make sure that they handled the problem carefully. Rollins said they could specify that Bridge was for the use of baseball only, and/or tell people that if they practice and/or played games there they needed an agreement that addressed both issues. Sleezer said they should allocate where they would and would not accept types of play. Rollins stressed again that they should designate athletic fields and parks that are not already designated. He said that their fields should be listed for their primary use as well. Kelly Sedgwick felt that there should be signs posted in the parks that listed what each park was specified for. Sue Swithin suggested that they leave this policy alone and just add verbiage to the Park Matrix. She suggested that they update their matrix as they build parks. Rollins agreed with Swithin that they should state in the policy to refer to the matrix for specific use of parks. Bart Olson said that there are other issues that they had to agree on. These issues include updating the fees for next year, rearranging and eliminating some of the categories so they are more explicitly defined and adding a clause regarding drop in use. He said these had to be put in place before the next fiscal year. Rollins said there was unanimous consent from the Board on updating the fees and changing of the categories. The only thing they did not have unanimous consent on was the use of drop in play. 3 Rollins noted that now they need to worry about designating the facilities and that perhaps it could be a general policy for them to mention. He agreed with Swithin that they update their matrix and make sure it is explicit and available enough for anyone to find out what a park is designated for and they should put a small reference to it in the athletic field policy. Ken Koch made the motion that they use option one, the way drop in play was currently written in the policy, and Chris Rollins seconded that motion. The motion was unanimously approved by voice vote. Olson said that these changes would go to the City Council's agenda for approval. YYBSA Agreement for 2010' Alderman Gary Golinski brought up the elite travel and the policy on that and how they justify having the preferential use agreement that they had in place. Rollins said he was comfortable having a preferential use agreement in place as long as there was a greater service to the community. However he said you do get this thing like the travel and it should carry its own weight and we should not have others subsidize it. However Sleezer pointed out that they were already subsidizing it by having the preferential agreement. Rollins felt that the traveling teams should not have to pay more money. Rollins requested that they ask from each player enrolled in YYBSA's travel program to pay what it would take to cover their costs. He then stated that they were nowhere near it so YYBSA should be prepared for a fee increase. After Board discussion they agreed that they should raise the fee across the board and not raise the travel fee an additional $10 as discussed previously. Deb Horaz said the YYBSA knew their fees would go up because there had to be cost recovery. Rollins suggested they should go $15 across the board for each player. Rollins noted that they would decide on how to come up with the money. The Board gave unanimous consent on the $15 per player across the board. Bart Olson asked for an approval of the changes on the YYBSA Agreement. Chris Rollins asked for a motion to approve the agreement between the City of Yorkville and YYBSA for 2010. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was approved by roll call vote: Chris Rollins - Yes, Ken Koch - Yes, Debbie Horaz - Yes, and Kelly Sedgwick— Yes New Business: July 2009 Budget Report Discussion Bart Olson noted he handed out, in the packet, two formats of the budget report. He said the numbers were from the month prior and not from the most recent month. He said it allows that 4 98% of the revenues posted and that way there is a better idea of what the bottom line item would be. He did note that the expenses were always up to date. Olson highlighted his memo on what he thought was interesting. He said that permits had gone up and they collected $18,000 worth of land-cash fees within the Autumn Creek subdivision. Olson said that the Hometown Days expected expenses were $103,000 and they budgeted $93,000. However, revenues were going to be about $128,000 when they only expected revenues to be $1 17,000. So within that set of programs, they got half of the sponsors that they budgeted however they sold more carnival sales and beer than thought. He noted that most invoices had come in for Hometown Days, however there were going to be some invoices on the next bills list and the Board would be getting a more accurate break down of expenses and revenues from Hometown Days. Chris Rollins expressed that he liked the excel spread sheet format and Olson offered that he could provide it each month instead of the standard format. Olson also noted that the budget was looking better. Reports: Director's Report 1. River Front Building Bart Olson indicated that they would have to talk about a lease price of the building in executive session, however they would have to talk about everything else in open session. He updated Alderwoman Rose Spears on that fact that there were vendors who were interested in renting the building. He said that the Board would like to discuss a price and take that to the vendors. Alderman Gary Golinski asked if the asked if the revenue would go into the Park and Recreation Budget. Olson explained why he felt it would. Rollins favored doing a concession lease agreement. He said if it they offered it as a concession lease, then Freemans or anyone else was free to bid on it and then it would be an issue of who would bid the highest and be able to meet our criteria. He said giving the location of the building it would be foolish to just lease the space. Rollins said concession leases were typically 4 years and they had strict laws. He felt that they should have some reasonable assurance that what was going in there would be a recreational enhancement. Kelly Sedgwick suggested that they put pay showers in the building as part of a rehab on it. He felt that people would use them after they got off the river. Rollins felt that pay showers might be a good amenity and favored doing some research on what canoe and kayak rental places were doing in similar situations. Rollins felt that we should not decide on renting it out for x-amount of money per square foot. 5 Olson said it would be a restricted lease agreement and said that they could put price limitations in the lease agreement. He wanted the Board to go over the provisions that could be in a concession lease. He wanted the Board to go over those and noted that what you were really leasing was an opportunity and not a building in a concession lease. After discussion, the Board felt that there were too many things that they did not know about the canoe and kayaking business and they wanted a written proposal on how these people who have shown interest in renting the space. Olson said that they would talk about doing the reverse auction, open solicitation, and learn about the parameters within. Recreation Report Sue Swithin reported that they were running flag football again this year and is was at Bristol Bay and was doing well. Swithin reported that they had started painting in the REC Center. She said they paid for the paint however the labor was no charge. Swithin said Hometown Days went extremely well and noted that Tim Evans worked really hard to organize it. She said that there were a lot of nice pictures and a nice letter written from Mayor Burd. Parks Report Sleezer said they had their town meeting at Bristol Bay. He said there was not a huge turnout but they received some good input. He said two people raved on Hometown Days as well. There were some concerns, as mentioned by Sleezer, that there were from the Bristol Bay homeowners on what the colors of the park would be and how close it would be to the homes. Scott said that they would be sticking to 2 to 3 colors. The residents were excited about it being a volunteer build. They also said because it was a circus theme that did not like clowns; they felt kids did not like them. Additional Business: Bart Olson said he got an email from Kathy Orr and she said getting the caboose moved was an eligible tiff item. Sleezer felt that we should put the Caboose where we put the City Christmas tree every year. The Board discussed it and felt it was a good idea even if they lost some of the parking space there. Sleezer felt they could make great use of it there. Kelly felt that because it was well visible there it would not be subject to vandalism. Executive Session: 1. For the setting of a price for sale or/ease of property owned by the public body The Board agreed that they did not need an executive session this Park Board meeting. 6 Adjournment• Chris Rollins asked for a motion to adjourn the meeting at 10:10 pm. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, September 24, 2009 *items needing Board approval or recommendation Minutes Respectfully Submitted by: Jamie Cheatham 7