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
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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.
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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.
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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
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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
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