Park Board Minutes 2009 09-10-09 D
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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.
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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.
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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.
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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
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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.
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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.
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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
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