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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 1 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. 2 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. 3 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. 4 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 5 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 6