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Park Board Minutes 2009 11-12-09 Yorkville Parks &Recreation Department W Administration Office 201 W. Hydraulic St Yorkville,IL 60560 6305534357 Park Board Meeting Agenda Parks and Recreation Administration Office 7:00 p.m. November 12,2009 Call to Order: Chris Rollins called the meeting to order at 7:16 pm Roll Call: Chris Rollins -Yes,Debbie Horaz-Yes,Kelly Sedgwick-Yes, and Vickie Coveny-Yes Ken Koch(arrived 8:18pm) 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 Schraw City Council Liaison to Park Board—Diane Teeling,Ward 4 Alderman Tim Evans Public Comment: Bart Olson stated that Garrick Gillette had submitted his letter of resignation this morning via email. Olson noted that Garrick said he enjoyed working on the board, he was very proud of the members and how passionate they are. However, he had to remove something from his"plate". Presentations: None Approval of Minutes: Park Board—October 8, 2009* Chris Rollins asked for a motion to approve the minutes of October 8, 2009.Deb Horaz made the motion and Kelly Sedgwick seconded the motion.The motion was unanimously approved by voice vote. Special Park Board Meeting—October 29, 2009* Chris Rollins asked for a motion to approve the minutes of October 29th,2009. Kelly Sedgwick made the motion and Deb Horaz seconded the motion.The motion was unanimously approved by voice vote. Bills Review: Cash Analysis&Bill List* Chris Rollins page sixteen regarded the $8,000 invoice for the winter/spring catalogs. Sue Swithin said that the cost came to be about $0.90 per catalog,delivered door to door. Bart Olson said that it would be one third of the cost because there would now be three catalogs a year versus four. Rollins asked for a motion to approve the cash analysis and bills list. Vickie Coveny made the motion and Kelly Sedgwick seconded the motion. The motion was approved by roll call vote: Chris Rollins -Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, and Vickie Coveny-Yes Old Business: 1 Lease of Riverfront Buildings* Chris Rollins questioned how the RFP would be published. Bart Olson explained that he would take the RFP to those who expressed interest and the Illinois Paddle Association. From there they would publish it and put it in their news letter. Rollins felt that the lease was a good one. Vickie Coveny questioned if the place was geared more toward the kayak business. She was concerned about what would happen if someone came forward and wanted to run, for example, a hair salon out of the building. Rollins responded that if they did not get responders for the kayak and canoe business they could go to plan B with the building. Olson said that if someone came to them with another business idea for the building, they could take them up on it under the right terms. Portion of topic was tabled until 8:27 pm so the discussion could include Ken Koch. Olson said that the changes and requests from Board members from the last meeting are detailed in the new lease document handed out in the packet. Olson planned for a three week bid period depending on some of the timing of their new letters. He said that it might be January before they sent it out to everyone, and that the City Council had not seen this yet.However,they could still get someone in the building as early as spring. Deb Horaz asked what if there would be interruption to their business if construction is necessary; she wanted to know if that was covered in the lease. Olson answered that would be something they could be put in the lease. Sleezer said that that would not be a bad idea because at some point they would be constructing their park down there. Rollins noted the possibility of stating in the lease that they could carry business interruption insurance for the possibility of construction.He also offered that perhaps the lease could include covering business interruption via the form of damages for so much per day, up to the maximum deposit amount.Another suggestion would be to have something in the lease agreement which would allow reduction, waiving or prorating rent if business is interrupted. There was some discussion on interruption of business if the river ran low. Rollins and other Board members stated that would be beyond their control and would be an act of God,whereby those acts would not be covered by insurance. Olson said that he would include a clause in the lease regarding business interruption and would bring this back on December P. FY 09110 Revised Budget—Third Draft Bart Olson noted that he included a summary in the packet for the October 22od packet that was canceled. He said that in the executive session there had been some changes that will require them to rethink some personal decisions that they may or may not make. Olson reported that park capital and the land cash budget did not change the budget; however,they did revise the upward and downward revenue expenses to keep the budget at zero.He noted that they did the same for the REC Center which actually allowed them to end up better off from that which was discussed at the last meeting. 2 Bart Olson said that a lot of their decisions had been made a little differently recently because their City Administrator, Brendan McLaughlin,had resigned. He was filling in on an interim basis until they figure out what they are doing with the city administration position and the director's position he was currently filling in for. Olson said that his time would be split between the two positions. He noted that from an immediate stand point for the budget,half of his salary per week will be split be admin and parks and recreation. Olson noted that even though his time would be split between the two positions he would help the parks and recreation department as much as he could. Deb Horaz said she was grateful for the time Olson had spent with them because now he has a good handle on what is going on with them. Olson said that the Board had some big decisions to make on what they wanted to do for a new director and how they wanted to post for it. He said Mayor Burd would attend their special Park Board Planning Meeting on November 141h. Bristol Station Park—Construction Update Scott Sleezer noted the completion of the park, for all intents and purposes.He said there would be some things that needed to be touched up in the spring, such as the path. He said IDNR is coming out to meet them next week. Sleezer said that bleachers and other minor things had to be put in. He noted that grass was growing on the slopes of the BMX course and suggested that the contractor be contacted to reseed some spots. Sleezer said they would have a formal opening in the spring and they would be putting up signage soon with rules and such. He said that the park is open if people asked. New Business: Hometown Days Performance Report Tim Evans went over his report. He noted that the report in the packet showed their numbers in all that occurred this year compared to last year. He said for the most part all their numbers went up this year. Evans specified that their numbers were up over$8,000 over last year which meant they had a very good year. Sue Swithin noted that even though sponsorships were down,the gate fee and beer sales were up amongst most things outlined in the memo. She also noted that they are already looking for sponsors for next year. Deb Horaz mentioned that battle of the bands was a success however they needs a bit of a better venue. Swithin said they would look into getting a better sound system. September 2009 Budget Report—Discussion Bart Olson noted that, on page one,they could see that they did collect$50,000 from Bristol Bay Land Cash for Park A. They would do a volunteer build on it next summer. He noted this is the park where they would implement the circus theme. Olson noted other good news is that they were still pulling permits within Autumn Creek and Whispering Meadows and that meant new homes were being purchased. 3 Olson noted that they were still owed$50,000 for Bristol Bay for the Regional Park which had been platted; they would receive that this fiscal year. Olson said that the best piece of news was receiving all money for the Black Berry Creek Trail Grant which totaled$103,000. This does nothing but offset our deficit and that money goes back into the general fund. The other two revenue sources that we should get in this year are Reminschneider Park and Bristol Station Park.He said they had the deeds and they would be using them as land matches. Olson offered that their attorney had reviewed them, and that they were okay.Furthermore,they would be able to have them processed in time. Olson did note the only problems with them are that both parks have tax liens and mechanical liens on them that the City filed.He said that they had to work those issues out, but from talking into the attorneys there should not be a problem getting them taken care of Olson reported that they did finish the park on Autumn Creek last year. In the annexation agreement it said that the park budget would be$300,000 and if they do not spend that amount of money we would get back any unspent money.He said they came in$17,625 under budget so they agreed when they transferred the deeds over that they would pay that amount of money to us. Olson noted the last bit of news on land cash was that LJ Dodd submitted an invoice for$101,000 which will be on the next bill list for the City Council since it comes from the land cash budget.He said a final bill for approximately$70,000 -$80,000 would come at a later date. Olson explained further that it will have to be submitted and dated before the end of the calendar year which he did not feel it would be a problem since his work was completed. Olson touched base on the operating budget. He said Hometown Days was a big number. He said in one month they took in$106,000. He said all the revenue from that was posted in early September. He said everything else from month to month was fairly normal. Olson touched base on the REC Center budget. He noted that the one number in there that he was concerned about was the membership fees that are a bit lower, however, giving the trend over the summer and into fall that they were a little bit lower.He noted that this situation was just something they had to watch. FY 08109 Audit Bart Olson said that on the last page, REC Center,they combined all the revenues and expenses into one line item,therefore we do not know just from looking at it what line items were over or under. He said that the auditors did that without their knowledge and they did it that way because it is a proprietary fund and that is how they do it. Olson requested that next year they give the individual detail. He said that the most important part of these audit numbers were what they had budgeted for the fiscal end of the year. The deficit was right where they thought they would be from August onward. He said they estimated that the operating budget would be about$42,000 in debt and the REC Center would be about$82,000 in debt.The actual numbers ended up being$56,000 and$77,000 so they did worse on the operating side and better on the REC Center side.They were in a range where they planned. Olson noted he was happy to see that there was not any huge fluctuation like they had seen in the past and that was a small victory. Olson noted the overall fiscal year end deficit for the REC Center end of the year was $295,000 which was about right where they thought they would be. He said those number rolls over from year to year. He 4 said that number will go back to positive very soon and will stay positive until they decide to spend that money again. Olson stated that the main difference between the revised budget and the audit was that there were more payouts to salaries than they thought they would be. He said there were severances and vacations paid out,that were not budgeted for, that showed up for a variety of reasons. Chris Rollins explained that the reason for having an audit like this is to make sure there are not any major discrepancies. Bristol Bay Trail Easement* Laura Schraw noted that two years ago they started talking to Centex and the Bristol Bay Homeowner's Association(HOA)to acquire a trail easement to provide a second access point for the residents in the development. She noted that the only trail access point for the trail was at the northernmost end near Bristol Bay Drive. Schraw said that the agreement did not obligate the City to construct the trail immediately, but allowed the construction to occur with the rest of the park development. The HOA requested that the trail be at least 30 feet from any property lines. She also noted that the trails would be the only thing necessary to maintain. Schraw noted that the easement agreement was in the Board's packet and they were looking for approval. The Board approved the easement be taken to the City Council. Ice Rink Scott Sleezer said he had looked into an ice rink based on conversations with residents. He said he did some research because every year he is approached about it. He said that if this is something that the Park Board wanted,they had to start planning for it now.The consensus from the Board was no.They did not have the money or the means to build and maintain a rink. Sleezer said that it might be something to keep in mind in the grand scale of things for the future. Reports: Recreation Report Tim Evans said he would like to invite and encourage the Board members to come out and help with the chili chase and have a bowl of chili. Evans noted a few upcoming events such as the Holiday under the Stars November 20'h and Polar Express Trip December 6'h. Parks Report Scott Sleezer said he wanted to let the Board know that two portable toilets were burned down at Rotary Park.He said that they had to pay$900 for them. Rollins felt that if we have some kind of lease with the portable company that this is the cost of doing business and we should not be responsible for any kind of damage. Additional Business: Kelly Sedgwick said that his Blue Cross Blue Shield membership got him a discount at his health club. He wanted to know if members of the REC Center could possibly get the same kind of discounts. Sue 5 Swithin said that she left that up to City HR to check into that for City employees. She said that when they came on a year and a half ago she took on their Humana program because there were so many members there and that would be money still in her pocket. She said that Humana paid her and she had not had BCBS to approach her. She said they would have to offer her some kind of a program. Adjournment for Executive Session: Chris Rollins asked for a motion to suspend the regular session for Executive Session.Ken Koch made the motion and Deb Horaz seconded the motion. The motion was approved by voice vote at 9:03 pm. Executive Session: 1. For the appointment, employment, compensation, discipline,performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. Adiournment• Chris Rollins called for a motion to end the executive session and to reconvene into regular session at 9:20 pm. Ken Koch made the motion and Deb Horaz seconded the motion.The motion was unanimously approved by voice vote. Chris Rollins asked for a motion of adjournment for the regular meeting at 9:20 pm. Ken Koch made the motion and Kelly Sedgwick seconded the motion.The motion was unanimously approved by voice vote. Next meeting: Saturday,November 14, 2009 (Special Park Board meeting) Next regular meeting: Thursday,December 3,2009 *Items needing Board approval or recommendation Minutes respectfully submitted by Jamie Cheatham 6