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Park Board Minutes 2008 01-24-08 p app0UVED Yorkville Parks & Recreation De artment Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Agenda Thursday, January 24, 2008 7:00 p.m. — Park Board Meeting Administration and Recreation Office Call to Order: Chris Rollins called the meeting to order at 7:05 pm Roll Call: Chris Rollins, Ken Koch, Van Truman, Debbie Horaz, Kelly Sedgwick Introduction of Guests, City Officials and Staff: Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board (arrived at 8:35 pm) Gary Golinski, Ward 2 Alderman as guest Director of Parks and Recreation - David Mogle Superintendent of Parks - Scott Sleezer Public Comment: None Presentations: None Approval of Minutes: Minutes - Regular Park Board Meeting - January 10, 2008* Chris Rollins called for a motion to approve the Regular Park Board Meeting, January 10, 2008, minutes with no amendments. The motion was made by Van Truman and seconded by Deb Horaz. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List With no questions or comments regarding the cash analysis or bills list Chris Rollins asked for a motion to approve the cash analysis and bills list as submitted. Van Truman made the motion and Deb Horaz seconded the motion. The motion was 1 approved by roll call: Rollins-Yes; Koch-Yes; Horaz-Yes; Truman-Yes; & Sedgwick- Yes Old Business' Review of 2007 YYBSA Agreement and Discussion for 2008 Dave Mogle explained that YYBSA disagrees with the staff's proposal to add a requirement to the agreement that would establish a per player fee that would be paid by YYBSA to the Park and Recreation department to help pay for field preparation and maintenance costs. Mogle said that they insist on not paying the ten dollar per player fee we would have to cut ten thousand dollars in field maintenance costs. Scott Sleezer went over the YYBSA costs cuts. He explained that the things they want to cut back on were going to be things that we could ask them to do. He gave an example of cutting $207 in chalk just by asking them chalk the fields themselves between games. A big cost savings would be putting down half the amount of turface on the infields. Even though it would affect playability it would cut around $5000, he said. Rollins felt these cost cuts would be okay for this year only. He wanted YYBSA to know we don't want to do this again. He reiterates that we want to be taking care of the fields. Ken Koch would like to see Park and Recreation take their agreement to YYBSA when they do their budget in September. Mogle felt there should be a clause in the agreement saying that there would be adjustments in next year's budget. Rollins thought for future reference we should ask them when they want to discuss fees for next year. We don't want them to say it is bad timing. Van Truman said we have to cut costs to balance the budget. Truman said that we should not ask them to provide materials or manpower or money but the flip side of that coin is we're not going to have fields at the quality they were last year because we have to close the budget and we're not getting any assistance from YYBSA. Sleezer wanted to make note that the list he generated for cost cuts were for regular games and not tournament games. Hoover Property Ad Hoc Committee Report Dave Mogle stated that the Forest Preserve is trying to take our portion of Hoover away and he stated that our City Attorney was looking over our agreement that we have with them. He said that Jason wanted to meet with any City council members on February 13th, for discussion. Ken Koch wanted to know if the attorney could render her opinion in writing on the agreement before the meeting. Mogle said we would be getting her opinion on weather or not the agreement can stand scrutiny. 2 Mogle stated that he and Gary talked to one of their board members and they felt that they don't want the City involved. The City Attorney felt that we need to move on this quickly. 2008 IDNR Bicycle Grant Cycle and Potential Project* Dave Mogle pointed out the list he supplied of potential projects. He said that after talking to the grant writer we're just not ready to do some of these larger bike path projects due to the sign off that we need from IDOT and Com Ed. He and staff got together and thought they could get a DNR Grant application what would connect Grand Reserve to Autumn Creek. He reported that the Kennedy reconstruction is still a year or two years off. If we were to get a grant, build the path the construction would destroy the path. It really makes no sense to apply for that grant before the construction. Mogle noted that we should focus all of our attention on the Com Ed easement and make sure that we get those sign offs that we need. The focus will be on the federal grant. Rollins stated that a lot of people wanting the money. He felt that we should apply for a state grant to go towards at least some section. We have the support of IDOT. Review of Park and Recreation Goals and Objectives Dave Mogle went over the goals and objective list. He stated that the objectives with a checkmark were completed. For the most part he felt we accomplished a lot in this last year. He noted that the City council is going to have a goal planning party on Saturday February gth. He said he would go to the meeting to represent Parks and Recreation. Van Truman would like to see revised deadline dates on the objectives that we have not completed. He said it would help us know where we are and what challenges there are etc. New Business: Playful Cities USA Program Dave Mogle said that we would like to set up a committee with at least one park board member to sit in on it. Mogle said they meet twice a year and they set up an annual play date. He said as a "playful city" Yorkville is eligible for grants and other funding resources that are connected to the KaBoom organization. He noted that Ka Boom is a national organization that helps cities and towns build safe playgrounds for children. He stated that Mayor Burd is very supportive. Kelly Sedgwick said that he would volunteer to sit on the committee. 3 Reports: Director Report 1. Recreation Manager Revised Job Description Dave Mogle stated that the direction was to include this in the new budget. Mogle said that it was tabled at City Council. He said it is a procedural thing that is getting it hung up. Mogle plans to bring it back to the table at budget time. He wants to bring it back to the Administration Committee to talk about the position description as proposed. 2. Attorney Bills to Parks and Recreation Dave Mogle went over sample statements that demonstrate how attorney billings are submitted with written records. Van Truman felt that this is just an invoice and requests some actual work product in writing. He wants to see a work product that can be passed along to one City Attorney to the next. Truman also suggests that a minute taker be present at the meetings. He said if we pay $400/hour for an attorney to sit at the meetings then we could invest some money in having a minute taker there. 3. School Board/City Council Joint Meeting Follow-up Dave Mogle said that the meeting was positive and Chris Rollins said that the point was raised at the meeting was who would pay for joint projects. He said that land cash would make joint projects happen. He said we were getting contributions from developers and we can adjust those contributions to take land or cash or some combination of it. We have potentially a balance of one or more or less of one of the other and that's how we build a joint school park side. That means we can develop the park land to the mutual benefit of the school and parks use and we adjust the building to the mutual benefit. That is were we were coming from he said. He said that we might ask the park designer to design a park to show that everything was perfect. That way we'd have a way to generate some thoughts from the School Board. Rollins felt that we need to be involved in the design phase not after they've already put in their building. There would be a double savings in having one playground and one parking lot, Sleezer said. Rollins also wanted the School Board to sit down with the City Engineer to determine the traffic patterns that will be created when a school is being put in. He felt that where they put the building it will contribute to the traffic flow in the area. He said that the ideal situation is to make the space useful for everyone. He felt the sooner the better and Mogle said that they haven't broken ground yet so getting a grounds plan together would be beneficial. Additional Business: Future Meeting Schedule & Agenda Items 4 I Dave Mogle points out on future agenda items: City Council on 2/12 will discuss park Development Standards. Park Board on the 2/14 will discuss IDNR Lease and Community Survey. Adjournment For Executive Session: Chris Rollins asked for a motion to suspend the regular meeting at 9:40 pm. Horaz made a motion and Truman seconded the motion. Chris Rollins asked for a motion to enter into executive session, for the purchase or lease of real property for the use of the public body. For the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body or legal counsel for the public body. Sedgwick made a motion and Truman seconded the motion and all in favor by voice vote. Adjournment: Chris Rollins called for a motion to end the executive session and to reconvene into regular session 10:45 pm. Horaz made a motion and Truman seconded the motion and all in favor by voice vote. Next meeting: February 14, 2008 Minutes respectfully submitted by Jamie Cheatham, Minute Taker 5