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Park Board Minutes 2008 06-12-08 Yorkville Parks & Recreation Department VED Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 Park Board Agenda Thursday, June 12, 2008 7:00 p.m. — Park Board Meeting Administration and Recreation Office Call to Order• Meeting was called to order by Debbie Horaz at 7:25 pm Roll Call: Debbie Horaz-Yes, Kelly Sedgwick-Yes, Vickie Coveny-Yes, and Garrick Gillette-Yes Ken Koch (arrived at 10:25pm) Introduction of City Officials and Staff: Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board (arrived 8:32 pm) Director of Parks and Recreation - David Mogle Superintendent of Recreation - Sue Swithin Superintendent of Parks - Scott Sleezer Park Designer - Laura Haake Tim Evans - Recreation Manager Guests: Dan Ralston - Fox Hill Resident Adam Binder - Summer Intern Tim Evans introduced to the Board, Adam Binder, as their summer intern. Dave Mogle introduced the new Park Board Member, Garrick Gillete, Both Garrick and Adam Binder introduced themselves. Public Comment: Mr, Dan Ralston brought to the Board his concerns over the recent announced installation of a disc golf course in the Fox Hill West Park and he felt it was unfair to the residents of Fox Hill. He stated that the residents were never notified or consulted of the addition of the attraction. Mr. Ralston said that the installation of this size should never be done with out the approval of residents that use the park everyday. He stated that all disc golf courses in the area are located away from residential properties, Mr. Ralston stated that this is a fun and growing sport but there are potential drawbacks that come with the course and they should not be placed in resident's back yards. He stated his main concern was that discs would be I ending up in his back yard due to the placement of one of two holes and a tee that lay along his property line. Scott Sleezer said that they don't always go to the public in these cases. Dave Mogle said that they were willing to work with Mr. Ralston within reason in moving the tee away from his back yard. Presentations: None Aooroval of Minutes: Minutes — Park Board Meeting — May 22, 2008* Deb Horaz asked for a motion to approve the Park Board minutes of May 22nd. Vickie Coveny made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List Deb Horaz asked for a motion to approve the cash analysis and bills list as submitted. Vickie Coveny made the motion and Kelly Sedgwick seconded the motion. The motion was approved by roll call: Deb Horaz-Yes; Kelly Sedgwick-Yes; Garrick Gillete-Yes & Vickie Coveny-Yes Old Business: Heartland Circle Park RFP Results* Dave Mogle stated that Heartland Circle Park was up for review for the various submissions of play equipment. Laura Hakke presented the play equipment and stated that they had five different playground manufacturers that submitted proposals that were opened for the space themed park. She stated the she and the staff reviewed the submissions and they were for the selection of play equipment from Team Reil. Team Reil's option #1 included a 14' high structure that gives a "rocket" feel. The play structure with swings was bid out at $50,000.00 and an addition $10,000.00 for a shelter. Haake stated that they were seeking approval of purchasing Miracle equipment form Team Reil in the amount of $50,000.00. She also noted that if funds allowed the staff recommended that they purchase and install the infinity climber. It is priced out at $11,423.00. She said that would go in at a later date and depended on the overall construction costs. She also noted that it was staff's recommendation to meet with the HOA to determine if they are willing to fundraise to purchase and install the shelter at this park. Vickie Coveny is concerned about the "rocket" playground structure and its height. She felt that residents won't like the seeing a structure so high and parents won't want their children playing on equipment of that height. 2 Deb Horaz asked for a motion to approve the purchase of Miracle equipment from Team Reil in the amount of $50,000.00. Kelly made a motion and Garrett seconded the motion. The motion was approved by roll call: Deb Horaz-Yes; Kelly Sedgwick-Yes; Garrick Gillete-Yes & Vickie Coveny-No Cobb Park Playground Rebuild Plan Dave Mogle stated that there is a revised plan for the rebuild of the playground on July 26th. Laura Haake stated that she hadn't changed much and they were still within budget. She noted that this park had a Gladiators theme park. She noted staff felt that the design was complete with circuits and a net climber using the Xscape line of equipment. She showed and went over the equipment with the Board. Haake said that the playground equipment was for ages 2-5 years and there were two tot swings for a total of $36,633.26. Scott Sleezer said that they partnered with Game Time again and they are bringing in custom made tables, benches, and possibly trash cans. He said they are bringing help from Alabama to help with the net climbers before the community build. He also noted that the demolition of the old equipment would be done by them in helping them save more money. Deb Horaz asked for a motion to approval to purchase this equipment in the amount of $36633.26. Vickie Coveny made the motion and Kelly Sedgwick seconded the motion. The motion was approved by roll call: Deb Horaz-Yes; Kelly Sedgwick-Yes; Garrick Gillete-Yes & Vickie Coveny-Yes Park and Facility Rental Policy Revisions* Dave Mogle stated that he and staff had made revisions to the Park and Facility Rental Policy that included the establishment of a new Festival/Entertainment event fees that would help recoup costs associated with post event clean-up and wear and tear on the park facilities. Mogle went over some of the changes. He noted the first change on Page 5 under the section who must complete a park reservation he added "wants to hold a festival/entertainment event or a public gathering of over 500 people." Mogle added under the special requests "such as the use of a stage and driving or parking vehicles on park turf' be added in detail on the reservation form. He also said a large group policy that states groups larger than 100 persons holding large private events could be held in Beecher, Bridge and Riverfront Parks only and that parking must be remain in designated areas. Next Mogle added #9 under the Parlc, Gazebo, and Shelter Reservation Fees section which states: Festival/Entertainment use, In the section Payment of Fees Mogle noted that they changed the security deposit from $100 to $500.Garrett asked how we'd police the number of people and suggested that we increase the $500 deposit for 500 people or more. Sue suggested 3 that the deposit be $1000 for 500 people or more and for $500 for 500 people or less. She also noted that staff will eventually be out at these functions and they could be monitoring the number of people. The Board discussed Reservation Fees in categories A - F. Mogle stated that he would bring back the changes in fees as discussed by the Board. Mogle also noted that on page 14 he added a clause dealing with the beer permit stating that events with a potential draw of 500 people or more in which a liquor permit is given for beer and wine would be required to pay a flat rate or percentage of gross profits to the City which will be determined prior to City approval of the event. Also he added that the drawing of 500 or more people shall be subject to a $1,300.00 park rental fee to offset costs resulting from the impact of a large public attendance in a park. Sue suggested that we add the clause that we still reserve the right to refuse some parks and activities and may be excluded from park reservations as determined by recommendations by Parks Board and Staff. Kelly would like to see under the Park Sites and Amenities Available for Reservations section capacity numbers on the park listings. Mogle said he would bring back the changes as discussed with the Board. Park Naming Policy Revisions* Dave Mogle noted that they expanded the categories for proposing names for parks and recreational facilities. He said the new policy increases potential for public input on naming parks and recreational facilities. Mogle went over the highlighted changes with the Board. He asked for approval to take to the City Council. Deb asked for a motion to take the revised policy to City Council. Kelly made the motion and Garrett seconded the approval. The approval was unanimously approved by voice vote. REC Center Progress Report Dave Mogle reported that the lease was still not signed yet and they were hoping to have that finalized by now however they are shooting to have it signed by July 1st. He said that they are actually having problems with the actual money amounts that are being transferred to the Parks and Recreation Account due to prorated membership fees. He said that they are meeting with Sue and Ron Walker without the attorneys and so they could figure out what needs to happen to get the lease signed. Hoover Agreement Update Dave Mogle reported that the Forest Preserve District had a meeting and their architectural group attended on June 4th. He said that the Mayor attended along with other Park Board members. 4 Vicky Covney reported that they still were not in an agreement on letting us put in the lights for the field. They wanted a list of facilities from us that are in order of priority. With some discussion the Board still felt that they are not including us and we cannot really move forward until we see their plans. Deb stated that the Forest Preserve has to remember the reason Yorkville initiated the purchase of this property and also that we were suppose to work in agreement together. She stated that the people of Yorkville voted because they thought they were going to be partners. It was the big picture. She stated that the Forest Preserve wouldn't have gotten the property without our money and the partnership. She wanted to know where our Ad Hoc Committee was and why it wasn't working. She felt we have been sticking to our end of the agreement. Mogle noted that we should be at every meeting and he said he'd be in touch with Jason Pettit. New Business: Bristol Bay Park Conceptual plan Dave Mogle mentioned that the City Council decided against the Bullwig property and they are not authorized to apply for that grant however they are for Bristol Bay Park. Laura Haake stated that the grant is due July 1st and the park would be completed in possibly three phases. She went over the cost estimate plan with the Board. She also went over the break down of the park's three year old plan. She said they have the final engineering plan from the engineering company and it will be a little wider than the old plan. She noted there would be a road that ran all the way through however there will not be parking along the road due to the soccer fields because they are built up however there will be parking lots throughout the park. She stated that there would also be a trail that runs through the length of the park hopefully from the elementary school to the coulter sack. The road is part of phase two and will be for people accessing the park. She noted that there could be a possible future skate park. She said there were would be four tennis courts, an access road, playground, and soccer fields, a trail, and parking. She noted they tried to get as much as they could in there for $800,000. Scott Said that so far this is all conceptual and all this could change. He said that they tried to stay within $850,000.00 and originally it was going to be 4.4 million. Park Board wanted to get down to $800,000.00 at staff's discretion. Dave Mogle said that they were applying for a grant for this and if they didn't' get it nothing would happen. Scott said that OSLAND would only match $400,000.00. Mogle stated that they should be getting state reimbursements that would help us fund this park and we should also hopefully find out if we get this grant in January 2009. 5 Deb expressed her concern about our budget and concerned that we cannot afford the other projects we have going on especially when we are upside down on land cash. She said she would hate to loose a grant but we should have fiscal responsibility as well, She asked if we could leave the space as open space and plant trees but Scott said that there are going to be soccer fields there and we need to apply for this now if we are going to apply. Kelly said that if they cut out the shelter then they would be closer to the $400,000.00. Board agreed that they cut the shelter for now to make this work. Bristol Bay park Town Meeting Dave Mogle noted that he and Scott Sleezer would be heading up the meeting. The meeting has been called for June 16, 2008 at 6PM for a town meeting with Bristol Bay residents to inform and receive input on planned Bristol Bay parks, particularly the Bristol Bay storm water management area. The meeting is scheduled to be held in the clubhouse in the development. Wheelchair Swing Equipment Disposal* Scott Sleezer reported that the department had received a request from a local school whether it would be possible for the school to be given the former wheelchair swing from Hiding Spot Park. He said they had no use for it any longer and they are looking for granting the request in accordance with the City's disposal policies for equipment. Kelly recommends that we charge them a dollar so it is at least a sale. Ken Koch recommends that we get a legal waiver that once we donate or sell the swing that we are not liable if anyone gets hurt on it. The board unanimously approves granting the school's request on these terms. Reports: Director Report Special Recreation Funding Dave Mogle reported that the United Way will continue the grant program to pay for the non-resident amount of the Fox Valley Special Recreation Association Day Camp for Yorkville residents who wish to participate in 2008. Wheaton Woods Nature Trail Grant Dave Mogle reported that they had received the Recreational Trails Grant of approximately $49,000.00 to create a nature trail in the wooded area near the Caledonia Development. Parks Report Laura Haake stated that Tim Evans needed help to man the area fro the Playful City Events. 6 Recreation Report Sue Swithin reported report highlights all the programs. She noted that the softball is going well and they maxed out at twelve teams each league. She said that the golf outing went very well. Tim broke down the revenue on the last page of the report. The stake dinner was a good hit and it was a nice moneymaker she said. Additional Business: Future Meeting Schedule & Agenda Items Adiournment: Deb iioraz asked for a motion to adjourn the regular session at 11:02 pm, Kelly made the motion and Vickie seconded the motion. The motion was unanimously approved by voice vote. Next meeting: June 26, 2008 Minutes Respectfully Submitted By: Jamie Cheatham 7