Park Board Minutes 2008 04-24-08 AFFIRED
Yorkville Parks & Recreation Department
Administration and Recreation Office
201 W. Hydraulic St Yorkville, IL 60560 6305534357
Park Board Agenda
Thursday, April 24, 2008
7:00 p.m. - Park Board Meeting
Administration and Recreation Office
Call to Order: Chris Rollins called the meeting to order at 7:00 pm
Roll Call: Chris Rollins, Ken Koch, Debbie Horaz, Kelly Sedgwick & Vickie
Coveny
Introduction of Guests, City Officials and Staff:
Director of Parks and Recreation - Dave Mogle
Alderman Gary Golinski
Superintendent of Recreation - Sue Swithin
Park Planner - Laura Haake
Public Comment:
None
Presentations:
None
Approval of Minutes:
Minutes - Regular Park Board Meeting - April 14, 2008*
Chris Rollins called for a motion to approve the Regular Park Board Meeting,
April 14, 2008, minutes with no amendments. The motion was made by Ken
Koch and seconded by Kelly Sedgwick. 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. Ken Koch made the motion and Deb Horaz seconded the motion.
The motion was approved by roll call: Rollins-Yes; Koch-Yes; Horaz-Yes;
Coveny-Yes; & Sedgwick-Yes
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Report on Attorney Fees and Money Market Questions from 3127 Park
Board Meeting
Dave Mogle included the attorney bills in the packet. Ken Koch said it
explained what he wanted to know. Rollins wanted to know why there isn't a
retainer. Alderman Golinski said that the attorney charges a flat rate for so
many meetings a month and then she charges an hourly rate. Rollin's felt for
thirty-two thousand dollars a month we should be getting more legal opinion
and more work product.
Mogle addressed the fluctuation on the money market account. He explained
that the top line represents money that is from the general fund transfer. He
explained that every month a chunk of it is added to the money market
account and that they can only write three checks a month from it or else
they loose the best interest rate. For example the payroll comes out of it and
it goes from the money market account into a checking account. Rollins
noted that it only raises more questions. He felt that the report had no real
meaning to them.
Old Business:
Community Survey Review
Chris Rollins asked for the motion to table this until the next meeting. The
motion was unanimously approved by voice vote.
New Business:
Park Rental Fee Waiver Request
Dave Mogle stated that the staff will be recommending approval of two party
rental fee waiver requests. Both are community events whose sponsoring
organization is working with the city to establish these yearly events. Mogle
noted that the requests would be directed to the Human Resource
Commission for final consideration. He said that we will see these on a
regular basis now.
The First request was from the Chamber of Commerce River Night. It's the
day before Hometown Days at River Front Park. They did this last year and
they are asking for the park rental fee to be waived and are looking for
police staff coverage. Mogle said that he wouldn't be able to volunteer his
own staff because of Hometown Days.
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Rollins made a motion to waive the park rental fee for the Chamber of
Commerce River Front Park for River Night August 27t" and 28t". Ken Koch
made the motion and Deb Horaz seconded the motion. The motion was
unanimously approved by voice vote.
The second request is Yorkville Junior Women's Club. Mogle said that this is
coming up soon and they wouldn't make the Human Resource Commission.
They are looking for a waiver of the Park Fee.
Rollins made a motion to waive the park rental fee for the Yorkville Junior
Women's Club for May .3rd. Kelly Sedgwick made the motion and Ken Koch
seconded the motion. The motion was unanimously approved by voice vote.
Park Special Use Request
Stone Fire Restaurant has made a request to hold a music and arts festival
at Beecher Park on Saturday July 5t". They are expecting 2,500 plus people.
Mogle said that it is a promotional and profitable event.
He noted that he and his staff have some issues regarding this rental and we
have to weigh that with the City Council to have more public events for the
community. Mogle passed out a handout with a list of his staff's concerns.
Listed are some of the board's main concerns.
#1. Promotion of business and profit purpose. What do we do for the next
business that asks?
#2. Fee: $55 for Business or Corporation in Yorkville does not come close to
covering city cost for such a large event.
Rollins felt that they are asking to hold an actual festival type events and
that the fess are not going to begin to cover what the city costs would be.
Mogle wanted them to be part of Hometown Days. Rollins said if we grant
this request we do set a dangerous president particular if they are
successful. Businesses will feel they can rent a park for $55.00 and make a
lot of money. Rollins felt that they have other options. He said they could do
it at the Fair Grounds, the PMA or could have it their own parking lot. He felt
that we should not let them hold this in a park because we don't have a
policy for this type of event.
Sue Swithin's main concerns were that #3. Hometown Days Beer vendors
paid $4,000 to city to sell beer for three nights. It would not be fair for this
group to not pay something to city for permit to sell beer. #4. Use of
parking area would affect other organizations-school district, library, and the
Beecher Center. #5. It duplicates (to lesser degree) Hometown Days. Our
own arts event is the weekend prior.
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Rollins stated that the City has a liability and we need to add or expand our
policies. He noted that there is a weakness in the policy. Rollins and the
board discussed one of their main reasons to deny this was due to public
safety and that should be taken to the City Council.
Chris Rollins asked for a motion to deny the request of the reservation of
Beecher Park for Stone Fire Restaurant on .July 5th, 2008 with the reasons
documented. Deb Horaz made the motion and Kelly Sedgwick seconded the
motion. The motion was unanimously approved by voice vote.
Par/( Naming Request
Dave Mogle asked to table this because Scott Sleezer was out. It will be
brought back to the May 8th meeting.
Rec Trac Registration Software Upgrades
Dave Mogle states that the staff is submitting a quote from Rec Trac, the
registration software company that currently is used for park and recreation
departments. A pass management system that merges with the existing Trac
software is being recommended by staff.
Sue Swithin reports that this has been budgeted for in the combined budget.
Rollins noted it is in the software upgrade budget. Sue explains why she
wants to get this from Vermont Systems. She said that it will tag into the
system we have now and contains three modules. The first module is an
activity module that allows us to register for recreation program classes and
second is a lead module that will allows us create leads and thirdly a facility
module that would allow us to track the rental of our facility. It is now called
a tax ID module which allows us to sell users to households. She said that
they will be able to have picture ID of persons with memberships.
Sue noted the system we have now is not that great. She said we really
need to be tracking people and their numbers. She said we're looking at
spending fourteen thousand. She said that we can make three payments on
this with no interest.
Chris Rollins asked for a motion to approve expenditure not to exceed fifteen
thousand five hundred dollars for Rec Trac software and hardware to be
divided into three payments. Ken Koch made the motion and Vickie Coveny
seconded the motion. The motion was approved by roll call: Rollins-Yes;
Koch-Yes; Horaz-Yes; Coveny-Yes; & Sedgwick-Yes.
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Reports:
Recreation Report
1. Budget Report
David Mogle stated that this is a draft budget. He noted the far right
three columns were what was just passed. He noted there were some
small adjustments. He said that we added Club 47 and had to transfer
some revenues. Mogle stated that we were looking at a balanced
budget and they were scheduled to meet with Brendan and Susan to
go through the entire budget and make amendments' to what we just
passed.
2, Fees Rec Center
Sue Swithin goes over the draft for the Rec Fees. She said the way it
is written is not the way the public will see it she said it will be laid out
nicely in three or four pages like the Recreation Catalog is.
Swithin goes over the premiere and basic memberships and the
schedule for special classes. Dave Mogle stated that we're not taking
anything away from the members now and that was the goal. Club 47
will not only be less costly but they will have longer operating hours.
Ken Koch suggested Sue list the basic membership first then the
premier prices.
Sue Swithin said that she would email with any additions such as the
snow-bird policy so the board is aware of it. Rollins said that we would
move forward with the pricing.
3. David Mogle stated that Jason Leslie wanted to give big
congratulations to the board for their hard work on getting Club 47
passed and he suggested to the Mayor that we appoint an advisory
committee that would provide resources and provide business related
answers to questions. Mogle said that it was an interesting idea
however he wanted to run it by his staff. He said that Mayor Burd was
against it however Leslie just wanted to see us succeed and didn't
suggest that the committee be taking over the Park Board but just be
put in place for a sounding board. Deb Horaz noted that he thought
we could use some extra good will out there in the community. He's
not looking at telling us what to do but have a pool of business people
that could be in the background supporting us.
Rollins said that he felt it was a well intentioned idea but he felt that it
is a bad idea. He felt that there is only one business man in this
community that has any real credentials on any advice on this is going
to be our landlord possibly for the next ten years. He felt that we don't
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need anyone else's personal opinion; he only sees it as an obstacle.
Rollins and Mogle noted that everyone has put a lot of hard work into
this and everyone deserves a round of applause. We've made a lot of
progress in this and it is a giant leap forward for the community,
Rollins said.
Adjournment:
Chris Rollins asked for a motion to end the regular meeting at 10:45 pm.
Kew Koch made a motion and Deb Horaz seconded the motion.
Next meeting: May 8th, 2008
Minutes respectfully submitted by
Jamie Cheatham, Minute Taker
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