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Park Board Minutes 2008 05-08-08 Yorkville Parks & Recreation Department AFMOVEI Administration & Recreation Office 201 W. Hydraulic Street Yorkville, IL 60560 630.553.4357 Park Board Agenda Thursday, May 8, 2008 7:00 p.m. - Park Board Meeting Administration & Recreation Office Call to order: Meeting was called to order by Ken Koch at 7:07p.m. Roll Call: Ken Koch-Yes; Debbie Horaz-Yes; Sedgwick-Yes; &Vickie Coveny- Yes Introduction of Guests, City Officials and Staff: Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board Garry Golinski, Ward 2 Alderman, Superintendent of Parks - Scott Sleezer Director of Parks and Recreation - Dave Mogle Park Planner - Laura Haake Public Comment: None Presentations: Mr. Bob Pilmer announced that he attended either this evening the Administration Committee Meeting with Dave Mogle and they discussed Park Districts versus Park Boards. Mr. Pilmer shared that there were a group of people looking at getting a core committee of people, that might be willing to investigate how we would go about becoming a Park District and what steps would be necessary. Mr. Pilmer said that they would look at a district in Yorkville or expanding outside of Yorkville for example to Plano where they don't have a park district. He said they would also look at annexation into other communities' park districts. He stated that he didn't believe it was a situation of having a Park Districts or Park Boards and that would eventually be left up to the City. He also said that it is in the preliminary process and discussions. He noted that this has not come up or become the reaction of the purchase of Club 47. Ken Koch stated that a district would benefit us and that this discussion has come up a few times. He believed that we should at least include school boundaries and include Plano however it would have to go to referendum. He felt that we might have to lower some other taxes. Mr. Pilmer said that we would have to have the communities support on this. He said that they were looking at and going to talk to other communities. They would have to have community meetings and educating the public will be huge. Koch agreed 1 because most people in the community already believe they have a park district. Horaz stated the community is going to want to know what the difference between the two are and what are the benefits are going to be. The committee was in favor on getting some research done to look at what it would take. Mr. Pilmer said that he would keep Mogle informed on what they are doing as far as research and when they have meetings and forums. Approval of Minutes: Minutes — Regular Park Board Meeting — April 24th, 2008 Ken Koch asked for a motion to approve the minutes of April 24ths meeting. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List Ken Koch brought up the attorney bill again and he asked Mogle about the amount. Mogle said that they were over this year's budget however he said he felt comfortable about the money for attorney fees in next year's budget. Deb Horaz said she wanted to see more legal opinion documented and the board agreed. Ken Koch asked for a motion to approve the cash analysis and bills list as submitted. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was approved by roll call: Koch-Yes; Sedgwick; Horaz-Yes; & Coveny-Yes Old Business: Community Survey Review Laura Haake stated the biggest thing that the survey said way that the citizens of Yorkville really wanted more trails. Trails, indoor pool and fitness center were on the top of the list Mogle said. He also noted that in the last five years the want for trails has really increased and taken the top of the survey as far as request from the community went. Haake also felt the request for so many trails were due partly to the lack of sidewalks. Sleezer mentioned that the trails were a work in progress and that they are waiting on a lot of development to happen. Mogle also noted that the survey was an addendum to our Master Plan. Park Naming Request Scott Sleezer addresses the Heartland Circle Development Park naming request. Sleezer said that the Junior Women's Club would like to adopt the park and establish an ongoing service and financial commitment to the park. Sleezer said that they would take part in park improvements each year. He noted that he would keep the board informed on what projects they would be doing. Dave Mogle stated that they would be adopting this park for the long haul and they would be working with them on yearly projects. Ken Koch asked for a motion for those in favor in naming this park Junior Women's Club and having Dave take to City Council. The motion was unanimously approved by voice vote. 2 Fiscal Year 08109 Budget Dave Mogle noted that there were three things that really impacted the budget after much effort we were able to come away with. The first thing he said was we were able to add one full time employee. No other department was able to add a full time employee however we Mogle said that they reworked the budget so they could add a maintenance person. Secondly Mogle noted was that the Recreation Manager position was approved. Thirdly he said if you look on the third page of the revenues second to the last number the transfer from the general the 1.24 million has been in effect since the beginning of March. We were able to make changes in the budget without changing that number. He said we couldn't change that number and we remained up 6% in revenues, which is good. Mogle said that Scott and Sue stay on top of their budget and he is very proud of them for doing a good job. Dave Mogle also noted that Club will have its own budget lines. Information regarding the Club may show up twice in the budget because of this however at any given time we will be able to see how Club is doing. Rec Center Update Dave Mogle stated that they are working on getting the rental unit ready so we can turn the pre-school over to it. He is also getting a punch list together on what needs to be patched up on the building such as the pool area. He noted that the board approved the software update. He said we were going to use the photo-ID software they have now and that would knock off about three thousand dollars of the purchase price. He also stated that we would have a grand opening in the fall and that would be after all the improvements were done. New Business: Park District Formation Discussion - Previous discussions with Bob Pilmer earlier in the meeting. Board briefly discusses what it would take to get on referendum and getting a board of commissions. Deb Horaz noted that this will take several years and it'll have to go before a judge to discuss boundaries. It is in a very preliminary state right now. Park Memorial Proposal Dave Mogle discussed with Mayor Burd about putting a memorial for the Plocher family in Town Square Park. He asked the board if they were in favor of setting up a memorial fund for the family. He noted that it would be audited and scrutinized very closely. After some discussion the board felt it would be better if the family should set up the fund however they gave ideas of possibly a fountain for kids to run through that would be wheelchair accessible or to put up a living wall with plants. Ken Koch said that he was open to the possibilities and getting some research on it. 3 Whispering Meadows Park Storm Sewer Project Dave Mogle said this needs approval. Bid results would be made available by staff on a necessary storm sewer installation in the park, which is currently under construction. Staff would be recommending the lowest responsible bid and the City would be reimbursing for half. Ken Koch asked for a motion to award a contract to superior for excavating LLC for the construction of Whispering Meadow Park Storm Sewer in the amount of $44,206.45. Vickie made the motion and Sedgwick seconded the motion. The motion was approved by roll call: Koch-Yes; Sedgwick-Yes; Horaz-Yes; & Coveny-Yes Reports: Directors Report 1. OSLAD Grant Dave Mogle said that we got the grant and there was a press release. Everyone was very happy about that he said. 2. Athletic Field Scheduling Dave Mogle stated that the staff ran into a situation and that from here on out one guy will be the master scheduler and that person would be Tim Evans with Sue Swithin as his back up. Tim will have to check with Scott to see if fields are playable. Sleezer said that it is difficult to make schedule changes and that he needs 24 to 48 hours to reschedule games unless it is a tournament weekend. He mentioned that Tim is doing a great job and he was lucky to have him on the staff. Ken Koch would like to see fields being played especially if they're sitting empty. Mogle said that they do have to know if teams are using other fields other than what they were scheduled for. 3. HOOVER Dave Mogle stated that he and Laura met with Jason Petitt and talked about the agreement. He said that Jason thought there was too much in the active area and it takes away the national passive park area. Mogle said that if we don't have what we want on the plan now we might not get in it down the road. Jason would like to see us move our layout around in the southwest area where people would be driving in. He wanted that to remain a passive area. Also Jason felt that the lights were too close to the camping area. Mogle said that he wanted to leave the lights in as an option for some time down the road. Sleezer said that we don't need anyone telling us where our stuff has to go. It's our 80 acres he said we should be able to do with it what we want and that we have a handle on it. Mogle said that he was going to go to Jason and tell him that we don't want to drop anything out of our plan. He wants him to know however that we are willing to work with him and that we are looking at many years on getting some of the amenities into the park. He said he wants to 4 try and avoid redoing the plan however he was willing to if it meant showing we were willing to work with them. Additional Business: Youth Optimist Club Dave Mogle noted that the Youth Optimist Club has paid the reservation amount of $250 and a deposit amount of $100 and they were going to go in front of the City Council and ask for a sponsorship, which means they would be asking for a refund on the reservation amount. He stated that City Council wants us to work with the Optimist Club and see it grown. He said unless the City is sponsoring the events these groups, as noble as they are, they should be paying something to the City to offset their expenses. He said that they are not asking yet for a sponsorship but it may be coming. This is just information only. Stone Fire Dave Mogle mentioned that at the Administration Park Board Meeting that they recommended we deny the festival Stone Fire Restaurant wanted to hold. He said that they would be rewriting the policy on festivals because there were huge holes in it. Adjournment for Executive Session: Ken Koch asked for a motion to suspend the regular meeting and enter into executive session at 10:11 pm. Vickie made the motion and Kelly seconded the motion. Roll Call: Ken Koch-Yes, Debbie Horaz-Yes & Vickie Coveny-Yes Ken Koch asked for a motion to adjourn the executive session and reconvene the regular meeting at 10:30 pm. Roll Call: Ken Koch-Yes, Debbie Horaz-Yes & Vickie Coveny-Yes Adjournment: Ken Koch asked for a motion to adjourn the regular session at 10:25. Ken made the motion and Deb seconded the motion. The motion was unanimously approved by voice vote. Next Meeting: May 22nd, 2008 Minutes Respectfully Submitted By: Jamie Cheatham 5