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Park Board Minutes 2008 06-26-08 APPROVEI Yorkville Parks and Recreation Department Administration and Recreation Office 201 Hydraulic Street, Yorkville, IL 60560 630-553-4357 Park Board Agenda Thursday, June 26, 2008 7:00 p.m. Park Board Meeting Administration and Recreation Office Called to Order: Chris Rollins called meeting to order at 7:10 P.M. Roll Call: Chris Rollins-Yes; Ken Koch-Yes; Deb Horaz-Yes; Vickie Coveny Kelly Sedgwick (arrived 8:17 pm) Introduction of Guests, City Officials and Staff: Director of Parks and Recreation — Dave Mogle Superintendent of Parks — Scott Sleezer Park Designer— Laura Haake Public Comment: Dan Ralston, Fox Hill Resident, stated that it had been two weeks since the course had been installed and his original concerns had come to fruition. Mr. Ralston stated that people were on the course drinking beer, were out past dusk, and using foul language. He stated that he had called the police on the people out late in the park. He also noted that the holes on the course had been flooded and people were walking through the water. He doesn't see how disc golf is a low impact sport. He complained that discs had almost hit neighbors and residents wanted the holes removed as well, Christ Rollins said police could arrest for drinking and profanity and he would bring up Mr. Ralston's complaints with the chief of police. He also noted that disc golf is seasonal so people won't be out there year round. Dave Mogle said that Mr Ralston wanted both holes removed which he and staff felt was unreasonable. Mogle stated they were willing to work with him to move the tee away from the house, He thought that removing the two holes was extreme, Ken asked if we could get some kind of netting or head grove to place between the hole and the end of Mr. Ralston's property. Chris preferred natural landscaping rather than some kind of netting Rollins said we'll ask staff to look at the issues and we'll see if we can't make it more livable for Mr Ralston. He suggested that maybe we can shorten the length of the hole. I Mogle stated that there is no question that this hole is the closest to any property. One hole is back against the creek so it appears that this one hole where the tee is the one in question. Rollins said we should post rules and regulations for people playing the course. Post it where it can clearly read by players. Mr. Ralston said that he felt that the City should have come to the residents before putting the course in. Rollins said that it's not always practical to ask the public. Mogle said that Dan was at the City Council meetingy. The City Council asked that it be sent to the Public Works Committee on the 15 of July. Deb asked how soon buffer plantings could be put in for Mr. Ralston if that's what we decide on and Scott said it could be done as soon as possible. Mr. Ralston said that there is a group coming for a tournament and they were posting them the information online through blogs. Rollins asked Mogle to check out where online it is being posted and stated that this particular group should know that they have to go through the Board; they cannot have tournament play on the course.. Presentations: None Approval of Minutes: Minutes— Park Board Meeting— June 12, 2008 Chris Rollins asked for a motion to approve the minutes of June 12`h meeting. Ken Koch made the motion and Deb Horaz seconded the motion. The motion was unanimously approved by voice vote Bristol Bay Town Meeting— June 16, 2008 Chris Rollins was very pleased with the minutes taken by Laura Haake and the meeting and asked for a motion to approve the minutes of June 16th Bristol Bay Town's meeting. Ken Koch made the motion and Deb Horaz seconded the motion The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bills List* Chris Rollins mentioned the detailed revenue and expense report. He noted that there were revenues, carry over for service and transfers from general funds. He noted the park expenses had a total capital outlay that equaled our expenses so that was good. He then remarked on the next section which was the general revenues and intergovernmental and contributions from land-cash developments.. He noted that he noticed that the OSLAD Grant was under land cash and wonder 2 it was always accounted for it that way. Ken said that the land-cash was used for the match and it should go back into there. Rollins just wanted to make sure it was always posted as such. Chris Rollins asked for a motion to approve the cash analysis and bills list as submitted, Deb Horaz made the motion and Vickie Coveny seconded the motion. The motion was approved by roll call: Rollins-Yes; Koch-Yes, Horaz-Yes; & Coveny-Yes Old Business: Bristol Bay Park Chris Rollins wanted to find out what his board colleagues felt about Bristol Bay Park. Mogle stated that the park is on a main street, it's a 3-acre sight and weather than do a full-blown filed and leave it an open space of grass Rollins asked that a workable solution could be: Give one filed a baseball field in the corner by Galena Road, He said it would be a smaller field and not for league play. He said they want to put in a diamond for those who want to play sports. The whole park is for soccer he said and there has to be balance in the parks and facilities. Rollins said he'd really like to at least try to put a baseball field in and let the public know we are trying to work with them. Sleezer said soccer works better where you can put it all together. It may not settle out residents concerns however we don't have the luxury in moving our soccer fields somewhere else. Scott said that if we mix use this park we're not getting full use out of it. Rollins said we needed to be sensitive to the public view We need to give a little and incorporate a single diamond to let the residence know we are hearing them. Scott said in phase two we could add a diamond and keep all the soccer fields.. Laura said the residence want a filed where they could use for pick up games or rent the space for organized play. Ken said that even if it were not for play guys wouldn't have to maintain it 100%. Dave Mogle said that staff would go back and work with this, Deb and Vickie said to leave the plan the way that it is. Mogle said that there is potential in having a baseball field. He said that the second phase would be in a couple years. Rollins said that we would draft a letter to the residents to let them know that we are taking into consideration what they want. He would like to have this in writing to the residents to let them know we did listen to them and they we are looking in incorporating a ball field in a park. .3 Park and Facility Rental Policy Revisions Dave Mogle said that we had to go back and look at a liquor license and rental fee in the policy He said that the Major wanted to take to the Administration Committee the liquor license issue, The bottom line is that Mogle took the adjustments recommended by the Administration Committee and the adjustments made by the Park Board. Mogle said he took the revisions from the Administration Committee and Park Board to the City Council and they passed the revisions. Dave Mogle went over the highlighted changes in the policy. He noted the Administration Committee main changes were the issues on the liquor policy, He noted that the main changes by the Park Board had to do with the fees and deposits. Mogle said that they changed the gazebo fee to the large shelter fees, Non-residence rates didn't have to go up because they were already 30% more Dave Mogle said that there is no need for approval because City Council already approved Hattner Annexation Agreement Mogle said Travis Miller made him aware of the Hattner Annexation Agreement, There is some open-ended ness — there is no park sight but there is a trail. The Community Development Department is seeking the Park Board's input concerning land cash options for the agreement. In the PUD plan there are 3 different scenarios bullet pointed in the memorandum for this development, Mogle noted. They are just looking for approval Laura said. Rollins stated that the land cash varies because we put in a clause that reads: the City agrees that as to any of the non-residential use and zoning classification parcels, OWNER/DEVELOPER has no obligation to pay School Transition Fees or School-Park Land-Cash Fees, Rollins said that what we care about is their request on the land-cash dollars that would be credited towards these bridges. They want an estimate of one hundred thousand dollars per bridge. Worst case where we thought this division that would give us cash could be eaten up by the request for giving credit for bridges. What ever we do decide to give a credit for will set precedence. Mogle said that in the annexation agreement that the developer has to provide that and he said there are two bridges here. Laura said what about a recapture agreement. Her concern is that this is a major trail along 47. Rollins said what about giving them a credit for the trail and get the bridge off the table. He encouraged the developer to a recapture agreement. He felt more comfortable for partial credit for trail construction or trail easement, Mogle said we are not going to entertain credit for the bridges because it's an optional structural element and there are a lot of ways they could avoid it. 4 Laura said that the recapture agreement could be set upon the development size. It's not a big development. After board discussion they decided the recommendation is not to spend land-cash on the trail. REC Center Progress Report Dave Mogle said the lease between Walker Custom Homes, Inc. and United City of Yorkville had been signed last Friday. Mogle asked board if there were any questions. He said that the fee carry over was a biggest issue however it was worked out. He noted that no debt is coming forward. It's written right in the lease. Both sides were right and it was a matter of interpretation. Mogle said we should have never used the terminology pre-paid, We are getting a carry over in the amounts of 30K. For the first month there should be some flexibility. He also noted that Sue is extremely busy right now and working on getting the pre-school in. Mogle said that we're in and just asking for everyone's patience Hoover Agreement Update Mogle said that he met with Jason last week and it was a follow up to the meeting on the 12th, The big news is that someone came up with the idea that they want to protect the natural look of the entrance. They want to split the property. They want to give us another piece of the property due to the natural buffer barrier. They wanted to maintain the operation of the wide-open area. In exchange they would give us the exhibit C. They would like to see us take the disc golf and move it. Rollins said we have basic struggles here. Mogle said it would be a net loss of acres They don't want to give us more than 40 acres and that's half of what we requested, The Major is not happy and the City Attorney has been brought in to review the agreement. Rollins asked why we would agree to any of this. Rollins said they should know that they have to know this is clearly unacceptable to us and this is growing ridiculous There is no balance in this agreement and we're being treated worse than any tenant would be treated. We've had our concepts plans in front of them for a long time now We're developing it for county residents and Yorkville residence to use. We've had our plans out to them for a long time now and we haven't seen their plans on what their plans or intentions are There is no legal description on the exhibit that we are suppose to get Laura said. There is some confusion of what exhibit C was with the board. Mogle said they aren't interested in the lights on the ball fields. They said we could maintain the building however don't want to see a large maintenance yard, Mogle said that it's open to interpretation and they were not clear on this.. 5 Rollins stated there is no process on getting a final agreement with this board. If we can't clear our wooded area then how can we get use out of it? We should tell them to partner with someone else. Rollins felt that there is no reason at this point to do anything helpful for them, The Board felt that they should do a cease and desist at this point. Kelly said we should host a public meeting and that way they have to face county residences We should schedule a public informational meeting to let people know where this stands We need to get the public in on this and put the county board on notice. Rollins said that we are not going to sign their agreement because the agreement says that they get the district gets the final authority. The other thing Rollins noted was they want us to supersede the previous agreement the intergovernmental agreement, Rollins noted that we should look at the terms of agreement are and make sure those terms are carried forward or we're not continuing this in any agreement fashion. He also said the clause in the agreement that is so one sided regarding the termination clause is absolutely ridiculous He said we should not sign this agreement and we should do what Kelly said, We should take this to the public. He said we should be prepared to have a time line of how we've made progress payments and what we've done since the first time the public has read about this in the paper, Open Space Policy Implications/Impacts Rollins said that he had a concern over the recent discussions over the purchase of parcels along the river. He felt that there is not a distinction about what is a park and open space. Rollins noted some of the community benefits of open space, it attracts investment, boost tourism, prevents flood damage, & promotes sustainable development. He felt that the properties considered for purchase could be purchased for park use and was looking for thoughts from the board. He wanted an open space policy and felt that things shouldn't come to this board when we felt there is no recreational value for a piece of property. He felt the City should develop some kind of criteria on whether apiece of land holds recreational value or has open space value. Rollins went over some recommendations that he came up with for the City that could help them make decisions over parcels like that. 1. The City should seek to preserve open space without outright ownership of the land, 6 2. Purchase acquisition of lands should be undertaken only for projects of citywide significance. 3. To Guide the City's open space preservation efforts, the City should produce, as an element of its master plan, a regional open space study. 4. Funding is important. The Park and Recreation budget shouldn't be looked at to fund these purchases. 5. A uniform policy for public meetings regarding City acquisition of property should be established. Mogle said that they would go over it and bring it back with comments.. New Business: None Reports: None Additional Business: Ken Koch asked if Prairie Meadows were going to get benches. Scott said that there were benches at the park, Adjournment for Executive Session: Ken Koch asked for a motion to suspend the regular meeting and enter into executive session at 9:45 pm. Vickie made the motion and Kelly seconded the motion Roll Call: Chris Rollins-Yes; Ken Koch-Yes, Kelly Sedgwick-Yes; Debbie Horaz-Yes & Vickie Coveny-Yes Chris Rollins asked for a motion to adjourn the executive session and reconvene the regular meeting at 10:15 pm. Roll Call: Chris Rollins-Yes; Ken Koch-Yes, Kelly Sedgwick-Yes; Debbie Horaz-Yes & Vickie Coveny-Yes Adiournment: Chris Rollins asked for a motion to adjourn the regular session at 10:15 pm Ken made the motion and Deb seconded the motion. The motion was unanimously approved by voice vote. Next Meeting: July 1Q , 2008 Minutes Respectfully Submitted By: Jamie Cheatham 7