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Park Board Minutes 2009 12-09-09 Yorkville Parks & Recreation Department ftft Administration Office 201 W.Hydraulic St Yorkville, IL 60560 6305534357 Park Board Special Meeting Agenda Parks and Recreation Administration Office 7:00 p.m. December 9, 2009 Call to Order: Chris Rollins called the meeting to order at 7:00 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 Approval of Minutes: November 12'n Park Board meeting Chris Rollins asked for a motion to approve the minutes. Deb Horaz made the motion and Kelly Seconded the motion. The motion was approved unanimously by voice vote. Bills Review: Cash Analysis & Bill List Chris Rollins asked for a motion to approve the cash analysis and bills list as submitted. Kelly Sedgwick made the motion and Ken Koch seconded the motion. The motion was approved by roll call: Chris Rollins - Yes, Ken Koch - Yes, Debbie Horaz— Yes and Kelly Sedgwick - Yes Old Business: Lease of riverfront buildings* Bart Olson said that he had incorporated the changes from the last meeting. He went onto read the new verbiage in the lease that states that if the lessee chooses not to operate the building during the off season the lessee should take all precautions and measures to properly winterize the building. These precautionary measures shall include but not be limited to maintain a minimal level of heat no less than 50 degrees Fahrenheit and protect the building from extreme freezing conditions. Chris Rollins asked for the Board's approval to take the RFP to the City Council with edits made. The board unanimously agreed to move this forwarded to City Council. New Business: October 2009 budget report— discussion Bart Olson reported that the big item on the budget report was that the membership fees increased from November to October which they expected because people come 1 indoors as the weather gets colder. He said they were hoping it would have gone up more however they were keeping a close eye on the memberships. Next he moved onto the printed out budget report, he passed out, and pointed out the general revenue general account number. He noted that second section down on the first line item were membership fees. He had the board look at the November actual number and pointed out that could still change. He pointed out that it was a bigger number by $5000 than last year. Sue Swithin said they were at where they needed to be and they were competitive with other health clubs out there. Riverfront Concept Plan— Phase I Bart Olson said that this was based off of their drawings. Olson pointed out on the drawing what would remain the same. He said that they would clear cut some trees for a woodchip trial in the winter. Deb Horaz wanted to make sure there were not any good trees being cut down and Scott Sleezer said that they were mainly elm and green ash trees. Olson said that they had trees that they could replant in there to replace the ones they remove. Olson noted they plan on getting a boat access grant to pay for that. And phase two would be the redevelopment of the playground. Olson said that would be years away. Reports: Director's Report Bart Olson noted that he had been appointed City Administrator and his time dedicated to Park and Recreations would decrease. He also noted that he would be discussing with the Mayor his possible absence from the second Park Board meetings every month due to a conflict with the Metro West Council of Government meeting held on the fourth Thursday of every month. Recreation Report Sue Swithin pointed out on the third page of her report some of the numbers did not include what they did with the promotion at the REC Center however the true promotion numbers were in the hand out she passed out. Swithin said they started a new weight loss program called the Resolution Program. She said that would hopefully get more people active throughout the year. Swithin reported that the polar express went very well and they had two trains on Sunday. She said it was a little bit of a money maker even though it is a volatile program to run due possible risks such as trains not being on time or derailments. She said they would possibly combine the Polar Express Trip with the Holiday Under the Stars and renting a trolley that would run around the south part of town. Swithin asked some of the mom's their thoughts on it and they felt it would be fine. 2 Parks Report Scott Sleezer reported that they received a large donation from a local nursery. He noted that was a really generous gift. Sleezer said that he was chosen by the Walter & Connie Payton Foundation to be the volunteer of the year. He said that he would be receiving a plaque. Parks Designer Report Ken Koch wanted to know if her items on Laura's report were their department items. Bart Olson said they were all City items. Additional Business: None Executive Session: None Adjournment: Ken Koch asked for a motion to adjourn the meeting. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, December 17, 2009 *Items needing Board approval or recommendation Minutes Respectfully Submitted By: Jamie Cheatham 3