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Park Board Minutes 2009 10-08-09 ARNEI 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. October 8, 2009 Call to Order: Ken Koch called the meeting to order at 8:00 pm Roll Call: Ken Koch - Yes, Debbie Horaz - Yes, Vickie Coveny - Yes, and Garrick Gillette - 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 Alderman Ward Two, Gary Golinski (arrived 9:46pm) One guest in attendance chose to withhold his name for the record, and he did not want to sign the guest list. Public Comment: None Presentations: None Approval of Minutes: Pork Board—September 24, 2009* Ken Koch asked for a motion to approve the minutes of September 24", 2009, Park Board Meeting. Deb Horaz made the motion and Vickie Coveny seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List* Deb Horaz asked about the $400 invoice regarding the pool heater repair on page four. Sue Swithin said that it was the pool heater in the mechanical room that heated the pool water. She explained that it had a leak in the copper tubing and it had to be repaired. Furthermore, she said it was repaired when the pool was down so it was good timing. 1 Ken Koch wanted to know what the invoice for the work at Remenschneider Park on page fifteen was for. Scott Sleezer said that, by law, they had to have a licensed plumber annually inspect the back flow preventer on their system. Vickie Coveny inquired about the Pitney Bowes charge of $177 on page thirteen; she wanted to know if it was a monthly charge or annual charge. Sue Swithin said that she would find out about that pay schedule. Ken Koch asked for a motion to approve the cash analysis and bills list. Vickie Coveny made the motion and Garrick Gillette seconded the motion. The motion was approved by roll call vote: Ken Koch - Yes, Debbie Horaz - Yes, Vickie Coveny - Yes, and Garrick Gillette — Yes Old Business: Lease of Riverfroni Buildings* Bart Olson said that he structured the first draft of the RFP for a concession lease agreement for the Riverfront Building based off of a document that the City had used in the past for RFP's. Olson noted that they are asking any prospective lessees to provide a complete copy of their work history to them, complete with certificates for canoeing and kayaking instructions. He said that currently they would be asking for $200 as a base price per month along with 5% of their total yearly revenues. Ken Koch asked when the terms of the lease would go into effect. Olson said that when ever they would start their business. Olson said the terms of the contract start April 1", 2010 extending for four years. He said that building could be empty for a couple of months, depending on who they go with for the lease. The Board thought that a two year lease would be better than four. Deb Horaz felt that, because they did not know what was going to happen with the park space, she did not want a lease to hold them back on any plans for the space. Olson said that they were only collecting rent during the operating season. Vickie Coveny felt that they should collect more than $200 per month. Koch said he was worried about when their season was up who would be taking care of the building when the store was not up and running. Olson said that the lessee would be responsible for the utilities. Koch also mentioned they would want to know about all improvements made to the building by the lessee. After some board discussion Olson said they could put a dollar amount on any improvements on the building and that capital improvements be inspected and approved by the City and to make sure the work is being done by a company who is licensed, bonded and insured. 2 Sue Swithin suggested that there be a clause in the lease agreement that the building should be reverted back to the way it was. Olson said that could be added to the lease as well. The board also discussed the utilities and Olson said that the lessee would cancel all their services and they should be responsible in gett ing them turned back on when need be. Sleezer said he would check on the water for the building to make sure they could get a meter. Horaz felt there should be terms in the agreement for damage, mentioning that there should be a security deposit and an inspection be done at departure. Olson said he could add that into the lease agreement. Olson said he would come up with a second draft by the next meeting and would consult the Board Members who were not here tonight. FY 09170 Revised Budget—Second Draft Bart Olson said all the major changes were listed in the memo. He said there were cuts in both budgets so the operating budget balanced. Olson pointed out that the land-cash changed quite a bit because they added the OSLAD Grant for Prairie Meadows. He said they were still waiting on that. He said the deed for this is at the receiving company waiting to go to the judge at which point that will go to OSLAD. Olson noted that the operating budget decreases are tied to furloughs proposed by the City between Christmas and New Years Eve. He said it was proposed to be four days but may be stretched to five. He said that would incur about $6,000 savings in each department. He noted that this had not been approved by the City. However, if it is, the REC Center employees would not have to comply because they could not shut down the Center. Olson also mentioned the Park Expenses that had been cut to meet their budget deficit within the operating budget. Olson told the Board that this would get another look at this in two weeks. New Business: August 2009 Budget Report Discussion Bart Olson said this is the last budget report they would see until they got the Hometown Days expense and revenue reports. Olson went over the highlights in his report; he said that the Autumn Creek subdivision had processed three more building permits. 3 Ken Koch asked about the REC Center building taxes and felt it should be addressed as a priority item. Olson said it was being looked at and agreed that it significantly affected the budget. Raintree Village Pork Site Improvement Proposal Bart Olson explained that this proposal was similar in nature to the Bristol Bay mowing proposal. He said that they met with the developer who was obligated to grade and seed this park and they wanted to do it soon. However, Raintree Park B would not be developed until next summer and fall as part of the OSLAD grant program, and the park would have to be completely regraded and seeded. Rather than have their improvements ripped out a few months after they are complete, the developer had offered to pay for the value of the improvements. Olson noted that accepting this would allow them to use the money to complete the park development under the grant program, and it would satisfy the remaining park improvement obligations for the developer. Olson said the total dollar value of the improvements would be around $150,000, with the Raintree Park B improvements costing around $80,000. Scott Sleezer went over the list of final improvements as was drafted after working with the developer. He noted that they needed to start the improvements within the next fiscal year, citing a grant on this park as well as a land match. Ken Koch wanted some assurance that their $150,000 was going to go somewhere where it could be protected. He said he did not want the City to have access to it and have them use it to solve any of their budget issues. Olson said that they would be creating a legal obligation themselves by accepting the money. He said he did not feel he would have to get anything from the Council and Mayor that the money would be protected because the intermingling of the bank accounts and budget is perfectly acceptable. He said he could ask for it, but they were running into cash flow problems because of the economy. Koch wanted to know if they could create an account to hold the money and Olson offered to ask the accounting department to find out if this money could be put into a fund. Sue Swithin said that they would make their own Obligation Expense Account to be monitored month by month. All the Board members were in favor of receiving the money. They did, however, share the same concerns that the money to complete the park may not be there in the future. Ken Koch asked fora motion to accept funds now from Lennar Home for a total of $158,135.60 and the remaining work would be done in a year and a half and, in turn, the funds will be put into a monitored account. Deb Horaz made the motion and Garrick Gillette seconded the motion. The motion was approved by roll call vote: Ken Koch - Yes, Debbie Horaz - Yes, Vickie Coveny - Yes, and Garrick Gillette— Yes 4 List of winter 2009 Programs Sue Swithin noted the first page of her report included current classes and the last two were the projections for their winter/spring classes. Bart Olson said that there were a couple of new classes, such as a sock hop as Vickie recommended, and that would be held at the REC Center. Swithin said they are going to be down to three catalogs a year versus four, as also recommended by Vickie. She said that each catalog would include 4 months of activities versus three. Reports: Director's Report 1 . Bart Olson noted that he and Laura Hooke would be absent the October 22"d Board meeting. 2. Olson said that a resident contacted the Mayor about their concern over the proximity of Rout 47 to Town Square Park and felt a fence should be put in to keep children from running out into the road. Olson noted that he and staff decided there was not enough room for a fence and there was unanimous consent that a fence would have to be constructed when Rout 47 was widened. Ken Koch said he would like more input from the City before a fence would be put in. Scott Sleezer recommended a hedge in the mean time until the road was widened. 3. Olson reminded the Board Saturday November 14" was going to be the date of their goal setting meeting. He said he would like everyone to be there and if someone could not make it to let him know as soon as possible so they could reschedule. 4. Olson reminded the Board there would be a Playful City Day on October 12'" and would love to see all the Board members at the event. Parks Report Sleezer said that a lot of the work has been done at Whispering Meadows; the contractor said that they would meet the deadline. Sleezer noted that 90% of it has been seeded. The biggest goal is to get the backstop up because it is holding up the completion of both the landscaping and concrete. He said the fence will be started on Monday. Sleezer went over the list of what had been completed as well as what needs to be completed. 5 Sleezer said that they did move a couple of things such as the arch. He said there are plenty of places to sit and added that they will most likely need to place more garbage cans. He noted that the homeowners are happy that progress had been made. Sleezer pointed out, on a map, where they were going to expand some of their seeding because there would be quite a bit of dirt space between places where they were obligated to seed. He said when they were out of there they would do the seeding and it would create a better visual. He said they would not go all the way up to the bean field but 2/3`d of the way. Ken Koch felt that they still need to do something with the entrance way. Sleezer said there is good visibility from the cul de sac, however they would still talk to the school about what should be planted in the fields. Recreation Report Sue Swithin said Tim Evans would be at the next meeting with reports to go over regarding Hometown Days. She also encouraged the Board to read her report at their leisure. Sue Swithin had a thought about revenue producing opportunity, membership wise. Swithin said that in January they usually have one weekend where they have an open house and last year at the open house they had eighty-plus new memberships. She wanted to still have the open house with special membership however right now she had several people coming in and asking questions about it. She wanted to think about having a special promotion now because more people are coming in doors and asking about it. The weekend of Chili Chase, Sunday, November 20",Swithin felt they could start a promotion and run it through the end of the Thanksgiving weekend. Swithin explained that new members would still pay the enrollment fee and a full year and they would extend their membership for six months. She said they could run this promotion for that week in November only. She said they would pay the $50 enrollment fee and first month up front. She said it would offset her deficit this year and get a jump start on the next year. She pointed out however this would be for new members only. She did propose, however, for current members a promotion as well during this week. She said that current members could sign up for another year and get three months free; they would pay during the promotion week however their extension would not start until their current membership was up. This way it spreads everyone's expiration date out and it staggers our start and stop anniversary dates. She felt that they would still get new memberships in January as well. She said they still have time to advertise it and put it in the catalog because the catalog was still in their first draft. She felt this promotion would do well because no one out there is offering a promotion like this and they remain very competitive. Swithin said she would like to see the promotion go through it and asked for the Boards' blessing. The Board agreed that this was proactive and they were all in favor. 6 Additional Business: Bart Olson noted that the Integrated Transportation Plan was approved by the City Council a couple of months ago. It is now moving into the implementation phase and, in order to do that, they are asking for one member of the Park Board to sit in on their implementation board. He said it would be one meeting a month for a couple of hours. He said he did not know yet what day of the week it would be but would come back with exact details when he knew. Adiournment for Executive Session: Ken Koch asked for a motion to suspend the regular Board Meeting to go into Executive Session at 10:08pm. Deb Horaz made the motion and Garrick Gillette seconded the motion. The motion was unanimously approved by voice vote. Adiournment of Executive Session: Ken Koch asked to adjourn the executive session and reconvene into the regular session at 10:35 pm. Deb Horaz made the motion and Garrick Gillette seconded the motion. The motion was unanimously approved by voice vote. Ken Koch asked for a motion to adjourn the regular Park Board meeting at 10:36 pm. Deb Horaz made the motion and Garrick Gillette seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, October 22, 2009 Vems needing Board approval or recommendation Minutes Respectfully Submitted By: Jamie Cheatham 7