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:
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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.
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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.
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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
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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
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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
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