Park Board Minutes 2008 02-14-08 iAll� D
Yorkville Parks & Recreation Department
Administration and Recreation Office
201 W. Hydraulic St Yorkville, IL 60560 6305534357
Park Board Agenda
Thursday, February 14, 2008
7:00 p.m. — Park Board Meeting
Administration and Recreation Office
Call to Order: Meeting was called to order at 7:40 pm by Ken Koch.
Roll Call: Ken Koch, Debbie Horaz, Kelly Sedgwick, and Vickie Coveny (arrived
7:40 pm)
Introduction of Guests, City Officials and Staff:
Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board (arrived 8:50 pm)
Director of Parks and Recreation - David Mogle
Superintendent of Recreation - Sue Swithin
Superintendent of Parks - Scott Sleezer
Public Comment:
None
Presentations:
None
Approval of Minutes:
Minutes - Regular Park Board Meeting - January 24, 2008*
Ken Koch wanted to see one change on page two under old business, he wanted
the first sentence of the fourth paragraph to read, and "Ken Koch would like to see
Park and Recreation take their agreement to YYBSA when they do their budget in
September." With no other amendments made to the minutes the motion was
made to approve the minutes by Horaz and seconded by Sedgwick. The motion was
unanimously approved by voice vote.
Bills Review:
Cash Analysis*
Bill List
Deb Horaz brought up a question on page three for the land cash fund under the
Fiscal Year-To-Date Actual fund surplus deficit was $222,661.85. She wanted to
know why the number was so large. Mogle said there is a situation with the land
cash due to the many projected permits that never materialized and there were still
expenses because we were committed to five parks this year. Horaz wanted to
know where we'd come up with this cash and Mogle said in talking with the finance
director the one thing about land cash it's like a capital improvement fund and we
are able to carry to over from year to year. We are able to bank on future revenues
1
to offset it. He said we'll be getting revenue in reimbursements from both new
parks next year. Sleezer said when we get the reimbursements it will put us back
into the positive side of land cash.
Horaz brought up another question on page one of the same reports, Land
Acquisition, under Capital Outlay. She noted that we started the out the fiscal year
with $50,000.00 and used it and the difference was that $2,153.00 that was part of
the deficit for January. Mogle said that the $50,000.00 was helped to purchase the
Clark property. Horaz stated we didn't approve that property. Mogle said the council
did and the board wanted to know how that should affect their budget. Mogle said
that land acquisition is the only land acquisition in the entire city until now. The
money that has been placed in there has been put there without our input. He said
it's not necessarily a Park and Recreation account. It's just where we put money for
future acquisition funds. Koch said that if we didn't take the $50,000.00 for the
Clark property we'd be within a $1,000.00.
Horaz wanted to know if we were going to pay for the rest of the Clark property.
Mogle said that the City has other funds to purchase the property. Horaz said we
turned down the Clark property because we couldn't afford it and they took money
out of our budget. Koch felt that they don't like the fact they can take money out of
the budget without a board vote. He said any time money was spent it was a voice
vote. Mogle said that he would pass that on to the Alderman. He reiterated that it's
not solely a Park and Recreation account. Koch felt the point is that this shouldn't
be in our budget but it should be in the City's budget. Mogle said that it didn't put
us in the hole and he'd check with Susan on this deficit line items on the January
Actual and the Fiscal Year-To-Date Actual.
With no questions or comments regarding the cash analysis or bills list Ken Koch
asked for a motion to approve the cash analysis and bills list as submitted.
Sedgwick made the motion and Horaz seconded the motion. The motion was
approved by roll call: Koch-Yes; Horaz-No; Sedgwick-Yes & Coveny-Yes
Old Business:
YYBSA Agreement for 2008
Dave Mogle noted that the agreement highlights are the changes from last year.
Mogle stated that Pete Athens said that they would resist any maintenance fees
even in the future if we insisted on a fee increase. Mogle went over the expenses
that we would be adjusting and we would be holding Hoover out of the schedule.
Mogle is looking for approval to take to City Council. Ken Koch asked for an
approved and it was unanimously approved by voice vote.
Athletic Field Use Policies and Procedures — Revisions
Mogle is looking for approval to take to City Council. Ken Koch asked for an
approved and it was unanimously approved by voice vote.
2
Hoover Property Ad Hoc Committee Report
Dave Mogle announced that the meeting has been rescheduled for February 27tH
He noted there has been a lot of discussion about this on the Council level and at
the goal setting meeting they appointed the Mayor and Gary Golinski to lead the
charge on this. He noted the meeting attendees on the 27th will be the individuals
on the Ad Hoc Committee and encourages anyone that can to attend the meeting.
I
Ken Koch asked what Mogle's plan for the meeting was. Mogle said he is waiting for
the legal opinion and he said that the agenda hasn't been set yet. He did state the
night of the 26th he would bring to the Council an update and it will give them the
opportunity to verbalize their thoughts. He said that we're going into this meeting
with the belief that the agreement is valid but he is still waiting for the legal opinion
on the agreement.
Community Survey Report
Dave Mogle passed out the final community survey report. He stated that this will
be a great tool in years to come and that it would be part of our master plan. Sue
Swithin noted that there is a lot of information and asked the board to read at their
leisure and at the next meeting discuss their highlighted strong points. She felt that
there are a lot of facts and percentages that should come out into some future
needs of ours very quickly. She said there were four pages of comments from Soo
some people and she wants to address those and put value and worth to those
comments. She would like to set 15 to 20 minutes apart for the next meeting to
discuss strong points.
Mogle said that there was a 44% return rate which was very good and 518 total
residents responded. Koch asked about the demographics of the survey and Swithin
said that that was in the report.
Kelly Sedgwick wanted to know if we could get a survey out to children to find out
what they wanted. Swithin said that we could get a survey out to the kids in school.
She said it has been done before with high school and middle school students and
we could work with the superintendent to get a survey into the elementary schools.
FYO8109 Budget Update
Dave Mogle said the Administrative Committee has put the Parks & Recreation
Department on the next Administrative Committee Meeting agenda which will be
March 13th. He said that he will be attending that meeting which will be the first
Park Board Meeting in March.
Koch wanted to know that everything is ready to go for the meeting. He was
concerned the budget will be stopped because someone has a concern over, for
example, a job description. Mogle said that that night will be the night they'll talk
about the job descriptions. Koch didn't want to see any job descriptions holding up
anything.
3
Mogle said that the City budget is tight this year and we're going in asking for more
man power. He said they will be talking about budgets and any new hires. Right
now the City Administrator and Finance Director are looking at a hiring freeze.
However departments can make take a case to City Council and City Council will
have the final say.
Koch wanted to know when the talk about Hoover what they were doing with that.
He wanted to know if they were doing the budget considering Hoover or not. Mogle
said that they were going in considering Hoover. Sleezer said that extra man power
will be needed when it materializes. Koch said that we won't need as much man
power depending on how Hoover goes however Sleezer said that he hopes that
Hoover is decided by May and that their staff would be staggered in their starting
dates thus keeping inline with the budget.
Mogle said that this is an ongoing process and he would keep the board posted as
they went along.
New Business:
Amendment to Intergovernmental Agreement with IDNR*
Dave Mogle said with the Clark property having been purchased there is an
additional 3.16 acres that are owned by the State of Illinois that is adjacent to the
dam and they have offered it to us as an amendment to the agreement that already
exists to the portions of River Front Park. With the idea of that we could buy
overseeing this property, we couldn't own it, but we could use it as recreation
purposes.
Mogle thought we could run a nature trail or woodchip trail down through the Clark
Property utilizing the state property as well. Mogle said he and Scott Sleezer talked
about it and they said there would be some maintenance to take on the piece of
property however they figured it would be very minimal. He said it would take what
is 4.49 acres to almost 8 acres for land for recreational use. With that in mind is
staffs opinion is that we should do it, Mogle noted.
Sleezer said that it would be a little more maintenance once trails were put in but it
would be a vital piece to have if one day we wanted to put trails to cross the river
with a bridge over into River Front Park.
Ken Koch asked for all those in favor for moving the amendment to
intergovernmental agreement with IDNR amendment to the Clark Property addition
to City Council and it was unanimously approved by voice vote.
Reports:
Director Report
1. Goal Setting Meeting Report
Dave Mogle said that he attended the Goal Setting meeting and the council put
some goals together and put together a group of people to address those goals. He
4
touched base on the Park Board Goals and commented that it was a very positive
meeting.
Alderman Joe Plocher said that he was impressed with the meeting and basically
everyone was on the same page when it came to the bigger goals. He said that the
bike trails were a big issue and we'd like to see more of those. He said there were
fifteen goals and subcommittees were created to help facilitate those.
2. Annual Service Report
Mogle noted that the Annual Service Report had been handed out and it is being
published.
Debbie Horaz had a concern on page two under park development fourth
paragraphs down, where it states we are reporting we have a new park. Mogle said
the Clark property will be purchased in installments and it will be awhile before we
take ownership however as a park and we will add that to our responsibilities.
Sleezer said we aren't going to physically maintain the property until we take it
over.
Parks Report
1. Truck Bids
Scott Sleezer passed out a hand out with the trade in quotes for the two parks
vehicles from River Oaks Ford.
The 2000 F-350 utility truck value estimate was $6000.00 and the 2001 F-350
pickup truck value estimate was $8000.00 for a total of $16,000.00 in revenue for
these trucks in the Parks capital budget.
He said since the estimates they had removed the snow plows from the trucks. He
said it's a little under the value for the trucks but there are some dings, dents and
some rust. The two thousand dollar deficit in the budget is acceptable because we
did not spend all the expense line item on the new vehicle, and we did get the use
of the plows.
2. National Park and Recreation Association School
Scott Sleezer reported that he and Tony Poole graduated from the maintenance
management school in West Virginia to the University of North Carolina. He said it
was an intensive program but he hoped that when this Master Plan is laid out we
can put into place a pre-comprehensive maintenance plan for the parks.
He said that in the class he had twelve hours to create a maintenance management
plan with certain criteria and then they graded and ranked you on how well you did.
Mogle noted that Scott's team came in first. Sleezer said they scored 360 out of
400! Mogle noted this is a prestige school and that this is a two year program one
week each year.
3. Game Time
Scott Sleezer said that he took three of his staff to Fort Ping, AL to take them
through Game Time Certified Installer School which was very enlightening. He said
the first day was all classroom and the second day was actual installment in their
5
shop. Sleezer said we built a playground and tore it down then they critiqued us
once our playground was up on what we did right and what we did wrong.
Sleezer said that they would like to work with us on another playground and he felt
that nurturing a relationship with Game Time would be beneficial.
Recreation Report
Sue Swithin said that they had a good turn out for the Winter Fun Night. She said
they were expecting to expand it next year.
The Special Olympics Polar Plunge is coming up March 2"d; Parks and Recreation
staff donate their time to this special event.
Swithin also reported that Tammy Smock is back on board with us creating
customer loyalty series classes at the library for business and people in town. She
said it was going very well.
Swithin also reported that the youth basketball is going well and Shay is doing a
tremendous job overseeing the coaches and they are ready to hand out a mid
season survey to the parents to see how the league is running. She said that is
going out in the mail to every participant's parents and that will become a habit she
said going into the future.
Additional Business:
Future Meeting Schedule & Agenda Items
Dave Mogle said we are still waiting to hear if we got the grant for Rain Tree. He
noted that just because we haven't heard yet doesn't mean we didn't get it
however we should find out any day now.
Adiournment for Executive Session:
Ken Koch asked for a motion to end the regular session and enter into executive
session at 9:55 pm, for the purchase or lease of real property for the use of the
public body. Sedgwick made a motion and Coveny seconded the motion and all in
favor by voice vote.
Adiournment:
Ken Koch called for a motion to end the executive session and to reconvene into
regular session 10:55 pm. Horaz made a motion and Sedgwick seconded the
motion and all in favor by voice vote.
Next meeting: February 28, 2008
Minutes respectfully submitted by
Jamie Cheatham, Minute Taker
6