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Park Board Minutes 2008 07-10-08 Appme Yorkville Parks & Recreation Department Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 630-553- 4357 Park Board Agenda Thursday, July 10, 2008 7:00 p.m. - Park Board Meeting Administration and Recreation Office Call to Order: Rollins called to order at: 7:05 pm Roll Call: Chris Rollins-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, & Garrick Gillette-Yes Vickie Coveny (arrived 7:11) & Ken Koch (arrived 9:27 pm) Introduction of Guests, City Officials and Staff: Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board (arrived at 9:20 pm) Director of Parks and Recreation - David Mogle (arrived 7:45 pm) Superintendent of Recreation - Sue Swithin Superintendent of Parks - Scott Sleezer Alderman Gary Golinski, Ward 2 Alderman (arrived 9:31 pm) Alderman Wally Werderich, Ward 1 Alderman (Arrived 9:36 pm) Public Comment: None Presentations: None Approval of Minutes: Minutes - Park Board Meeting - June 26, 2008* Amendment made on page one, third paragraph under public comment, last sentence should actually read: He thought that removing the two holes was extreme. Second amendment on page four, fourth paragraph down, under the Hattner Annexation Agreement section, the second sentence should say 47 not 147. With amendments made Chris Rollins asked for a motion to approve the minutes of the June 26`h Park Board Meeting. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bills List 1 Chris Rollins asked if there were any questions on the cash analysis and bills list and with there being none he asked for a motion to approve. Kelly Sedgwick made the motion to approve and Garrick Gillette seconded the motion. The motion was approved by roll call: Chris Rollins-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, Garrick Gillette-Yes & Vickie Coveny-Yes Old Business: Bristol Bay Park* Sleezer said there is not a revised plan however the residents were concerned that there was not going to be baseball or access to baseball. Rollins wanted to send a letter to the homeowners association letting them know they were not putting baseball fields in this park because it is designed for soccer however there are baseball fields within walking distance of their neighborhood for pickup play. The fields in the neighborhood are at the school and at the park adjacent from the firehouse. Fox Hills Disc Golf Scott Sleezer reported that Mr. Ralston still wanted the holes by his residence removed and still wanted his concerns to go to the Administration Committee. Sleezer said that they could move the tee box away from Mr. Ralston's home down into the bottom of the detention area somewhat northeast from where it was now. Rollins felt that they've done a good job of taking care of the residences litigations. The board reviewed the disc golf map and Rollins noted all holes are throwing away from residences properties. Sleezer said Oswego's course doesn't have their rules posted. He said if they put up a sign it should only have a couple rules posted. He felt it should say no alcohol and no tournament play but not league play. Rollins felt for tournament or league play it should say to contact the Park Board. He felt that at least puts people on notice. Sleezer wanted the rule sign to also say play ends at dusk. Rollins noted that in State Parks post rules and regulations. Sedgwick wanted an endnote that would say please respect the neighbors and their property. He also thought putting a few sets of discs here so people could rent or put a deposit down to get them would help promote the sport. Deb asked if we were still going to plant anything. Sleezer said moving the tee box should take care of the problem therefore not needing to plant anything. REC Center Progress Report Sue reported that things were going well and members were real positive. She's training an employee on the new software and said there is a lot of technology that is involved with the new center. The phone system is up and 2 the computers are up and running. Sue hoped in two months every member would be in the new system. She reported that this last weekend she had hired two people. Others have come and they cleaned twelve showers, four floors of locker rooms, pool deck and re-grouted the entire whirlpool in three days. People are already talking about how nice it is. They are doing a lot of tours and talking up all the new improvements that will be taking place. Sue said she had received a bid from a Company out in Romeoville called, Aqua Pure. She said they have been in business for twenty some years and she would be getting recommendations from them in what needs to get things up to 2009 where things needed to be. This company will get us up and rolling on the pool; then we'll need a certified pool operator she said, after we operate the pool for a year with them. Next she reported that they had begun the remodeling in Unit D. She said that Ron's brother started opening the walls so the nursery can be put in there. She said that it's done and we're ready to move toys into the room. In the preschool room she said we would remove the three knee walls and VCT the would be laid down on the floor with a piece of carpet to be laid in the corner for kids to sit on for library time. Top Gun is the company that Ron's brother owns and he had given the quote and was willing to do it for cost. The bid includes getting the walls knocked down, installation of a sink, and getting the room ready to paint for $900. Sue passed out the estimates. Next estimate Sue hands out is for a sink on the south wall. The director wanted a sink and counter top to have a cleaner area to prepare food. She is asking for approvals from the board on these estimates. Rollins asked what the budget was for the rehab with the preschool. Mogle said that it comes out of the $100,000. Rollins wanted a running total coming out of the $100,000 budget. Sue said she could lay that out and bring that to the next meeting to show where the money is being spent. She has a prioritized list and said she'd bring that back to the board along with a list of what will need to be done. She said the pool, unit D, and signage is the main concern right now. She said we would have to decide what would have to wait. Sue then passes out the quote for signage. She said this recommendation is for the building's main sign for $6,723. The next one is to replace the panel for the street sign on Rt. 47. She noted that they would be leaving the sign where it is for now. It would be $1108 to change the face panel for that sign. It would cost $500 or less for an insert of on the street sign. She said that Aurora sign was more expensive and all bids were all LED signs. 3 Sue noted that the front of the building would get painted when the old letters came down. Rollins wanted to see our Parks and Recreation symbol on the building. After some discussion the board decided they should just keep the Parks and Recreation Logo and create a marquee out of that rather than have a second panel on the other side of the building that says Rec Center. That way it looks nicer with one panel on the right. After some discussion they will drop "department" from the main sign. Sue stating the large letters would be blue and small letters would be green. Rollins asked for a unanimous consent of the three expenditures for the demolition of the preschool room at an estimated amount of $900, for the installment of the sink, plumbing, counter top, and cabinet in the preschool room for an estimate of $3080 and for signage for the front of the building for an estimate of $8300 pending compatibility with City Signage Ordinance. Rollins asked for a unanimous consent the motion was unanimously approved by voice vote. Hoover Agreement Update Dave Mogle reported that the Mayor said that we should not be straying from the original agreement, which included Exhibit C, the Shoppe Design. Mogle said we talked about a lighted facility, for example, that was part of the original agreement. The Forest Preserve said they had concerns that we be mindful of and ask us to shift some of the original footprint. The Major is looking for the Parks Boards thoughts on this. Mogle said no matter what there is going to be a lot of give and take to get an agreement and then implementing the plan will also be a lot of give and take. He said we want to work with them but we need to stand our ground on not taking anything out of the original plan. We are will to move things around but we are not willing to take anything out such as the lights. Deb felt that if the lights were closer to Fox Road they shouldn't be a problem. Mogle said there needs to be flexibility in this plan. The lights will be five to ten years down the road, Sleezer said. Rollins noted their main lodge building. They wanted to expand on the building already there and it's close to all of our active recreation sports he said. He felt that they wanted a grand entrance into this place and they want the grand entrance to be this building. He said if this is true they should have shared this idea with us. Rollins felt that we should craft some language that says we can make any usual and customary recreational use out of this property that we want because otherwise we'll be locked into someone's conception on what we should be doing on what we are leasing. We have to come to some kind of an agreement and we can't predict what recreation trends are going to be. This was our previous agreement and we're not holding them to the letter of it but the spirit of it. 4 Rollins wanted to talk about the original agreement crafted around the notion that there were going to be some financial tradeoffs. If they annexed into the city they would get city water, city sewer and city policing. Now he felt we should separate these two concepts and take a different view on the relationship. If they decide against the city services and not annex in then that's their decision but we have to take a different view of our participation out there. Now it is landlord tenate relationship and the trade off is if you want to let your customers use our leased space then you have to make some recognition of the value of that. So if you want every county resident to use the active recreational space, which we lease, we occupy and we develop and control then you have to assign value to that. Regardless of what happens with the water, sewer and police because they will have to do all that. Rollins said we should talk about the land use and they need to make up their mind on what they are going to let us use and we need to make up our minds on what we are willing to use. If they don't want to be partners but our landlords then we have to let them know what standards we need and what improvements need to be made and let them carry insurances. Rollins wanted to talk about land use. Mogle pointed out what we were willing to move around. Rollins said that we are objecting to the widely separated spaces because it will hamper our maintenance issues. We need to know how much space we're getting and can we survey this land. Then and only then we can talk about usage in these spaces. We will start on the general agreement on what we do with the space. We need to work towards getting solutions not just getting a no you cannot have trails or lights or a recreation center etc. We want to know why they don't want certain things. We both have surveyors and once we've planned out the land then we can move on with what we plan on doing. We're not going to negotiate these things. Rollins said separated spaces are not workable and manageable. We roughly need 75 to 80 acres and we need to know what we are going to get and it has to be a continuous area and it has to be land that won't take much to grade out, said Sleezer. Kelly said that both boards should bring up their plans with the City residents. This would give us a chance to let the residence know we are working on this. Rollins said that we should show the residence our time line and bring in a nonbiased moderator that way no one is stepping on anyone's toes. Rollins said that we need to let the forest preserve know their grants are at stake if they aren't willing to work with us. Deb said that they caused us to miss two grant cycles. Mogle summarizes with what was discussed. He said we would not accept wildly separated spaces, we want to know what our acreage is and what is our flexibility is in that acreage. The acreage is the biggest issue the board 5 agreed on. Mogle said he'd take this back to Jason and to take to his board. Rollins said we need to let their board know too that their lease agreement will not be signed either. Before we get to a basic lease agreement we need to work out these other issues we have. New Business: Park Naming Request* Mogle stated that Autumn Creek Park is a transportation theme park and needs a name. The shelter in the park looks like a gas station, he said. The sign on it says Green's Filling Station. Mogle said he found out about the filling station and its history. He noted that the Greens had owned it since 1967. They operated it up until 1989. He said they want to call it Green park because the historical aspect of it. It's a Yorkville landmark and thought we'd recognize that. He also noted the park was almost completed. With some discussion the Board thought that they should tie station somehow into the name. Deb recommended Green's Filling Station Park. Rollins asked if there will be a historical marker in the park and Mogle said that yes there would be. Rollins asked for boards unanimously consent to name the park Green's Filling Station Park. The board unanimously agrees. Reports: None Additional Business: Scott mentioned some vandalism had taken place at Bridge Park. He said that he was looking into what a camera would cost to put out there. Adjournment: Rollins asked for a motion to adjourn the meeting at 10:30 pm. Horaz made the motion and Sedgwick seconded the motion. Next meeting: July 24, 2008 Minutes Respectfully Submitted by:Jamie Cheatham 6