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Park Board Minutes 2008 07-30-08 APMVER Yorkville Parks and Recreation Department Administration and Recreation Office 201 Hydraulic Street, Yorkville, IL 60560 630-553-4357 Special Meeting - Park Board Agenda Wednesday, July 30th, 2008 7:00 p.m. Park Board Meeting Administration and Recreation Office Called to Order: Chris Rollins called meeting to order at 7:10 pm Roll Call: Chris Rollin-Yes; Deb Horaz-Yes; Vickie Covney-Yes; and Garrick Gillette- Yes Kelly Sedgwick(arrived 7:17 pm) Introduction of Guests, City Officials and Staff: Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board Director of Parks and Recreation—Dave Mogle Superintendent of Recreation—Sue Swithin Superintendent of Parks—Scott Sleezer Approval of Minutes: Minutes—Park Board Meeting—July 10, 2008 Chris Rollins asked for a motion to approve the minutes of the July l0a', 2008 Park Board Meeting. Deb Horaz made the motion and Garrick Gillette seconded the motion. The motion was unanimously approved by voice vote. Bins Review: Cash Analysis&Bills List* Deb Horaz raised questions on the phone system on page 15. She noted the bid that the board approved was for$4,800.00 and it came out to be $6,074.00. She had questions on the wireless phone system and the programming extra charges. Chris Rollins asked for a motion to approve the cash analysis and bills list pending Dave's explanation of the charges on page 15 of vendor TI USA. Deb Horaz made the motion and Vickie Covney seconded the motion. The motion was approved by roll call: Chris Rollins-Yes,Debbie Horaz-Yes,Kelly Sedgwick-Yes, Garrick Gillette-Yes & Vickie Covney-Yes Old Business: Fox Hills Disc Golf Report and Policy Proposal Mogle stated that he attended the July 15s'Public Works Committee meeting and they were in support of the Park Board and their decisions in moving the tees rather than removing them all together. Mr. Ralston was at the meeting and brought a petition to the meeting with approximately ten names calling for the removal of the three tees and holds behind his home. 1 However the Committee's position was to move the tees and monitor the situation to see if improvement occurred. They would like to bring this item up again at the end of the season. Sleezer said they shortened hole number one today and hole number two by Mr. Ralston's home. They took it 65 feet away from his home. He said even though they cut 60 feet off the hole it still is a challenging hole. Mogle went over the changes he made to the General Policies and Procedures for use of the United City of Yorkville Parks, Fields and Facilities. He added the word facilities to parts of the policy. On the handout the changes are highlighted. One other major change he made was that the policy was there would be immediate revoking of use privileges if there was failure to follow the rules such as no loud, obnoxious behavior and/or profanity among groups using fields,parks, and facilities. He also added that many of the City's fields, parks, and facilities are in close proximity to residential dwellings. Groups utilizing these recreational features must be respectful of neighbors or risk immediate revoking of use privileges. Rollins said nowhere is the words disc golf not stated in this policy. He felt with the amount of controversy it should be stated in the policy. Scott Sleezer said he had a sign on order for the disc golf course. He said the sign included the following rules: no alcohol, no profanity,play ends at dusk,tournament, league or any organized play must be approved by the Yorkville Parks and Recreation Department, be respectful of neighbors, and violators are subject to ejection from the park. He said the sign should be up in a couple of weeks. Rollins felt that the sooner the sign could be posted the better. Regarding the sign Mogle said the Parks and Recreation wanted to know when people were out there playing leagues. Sue Swithin said that she and her staff were not doing paperwork on any group of groups of 20 or more out there however we are just asking them to let the Park and Recreation know they are going out there. Rollins brought up good point about the number of people. He said that there is a rental procedure for groups over a certain number of people. Mogle said that we wouldn't rent the field however we may just tell people that a certain number of people is not recommended for this park because of it's size and location. Rollins said he is not against tournament play however we wanted to know how many people etc. Garrick Gillette said if over forty people wanted to play at the golf course then it should be classified as an event. Alderman Joe Plocher recommended that we should only allow a certain amount of players in the park. Mogle said that he'd take this back to his staff and perhaps make the policy more detailed regarding tournament and league play. 2 List of Proposed REC Center Capital Improvements Sue Swithin went over a list of approved capital improvements and their costs. She said the pool ceiling estimates are pending. She said Ron Walker had been working with a company to get one so we are ball parking on that project. She said the HVAC replacement, due to emergency, had to be done. She said the same guy who'd been servicing it for years did it and said that cost could come out of the daily operational budget therefore not coming out of the $100,000 escrow fund account leaving the capital improvements coming closer to $100,000. Right now with the listed improvements, Swithin passed out,they are over $10,448.48 and the HVAC Repair/Replacement came out to be $7,500. Dave Mogle reminded the Board that this is a proposed list and said the City would do all HVAC maintenance that is needed and all leaks to the roof are required to be fixed by Ron Walker. Sue talked about priorities and said the ceiling in the youth gym needs replaced and that's not on the list. She said when she gives a tour of the center she explains the renovations they are doing. She said that lighting needs some changing in the future and even with the renovations she is still able to sell memberships. However she noted that the whirlpool and pool is the priority because it is empty now. She went over the summary of the pool estimates and explained how specialized the servicing is for the pool and whirlpool. Capital improvement Quote—Flooring Swithin went over the types of carpet and flooring and showed the Board samples. She said she has researched the pricing and felt comfortable with the estimates that she had gotten. She has researched contractors and knows what she would like and she has spent a lot of time and does care about what goes into the center. She asked for the Boards support in her what she felt needed to be prioritized. Sue Swithin passed out the estimates given to her for the flooring. Swithin is confident that it is worth the price in putting in the carpet squares versus the broadloom because it would be easy to change out worn out areas quickly. Vickie Covney said she was not impressed with the squares and wanted to go with broadloom and therefore saving the 20%on the proposed price. She didn't feel the offices and kitchen needed to be re- carpeting. Chris Rollins agree that we should focus on the where we can save. After some discussion the board felt that it would be best to go with the broadloom where the carpet needed to be replaced and put in the carpet squares in the high traffic areas such as out on the fitness floor and in the locker rooms. Mogle had concerns with any estimates over $20,000. He said estimates should be made out to Ron Walker because he is the owner of the building. Estimates shouldn't be made out to the REC Center. He really wanted to know if we are following appropriate accounting practices. Mogle said that Sasan Mika and he could sign escrow checks so they don't have to go through the City and that would speed the process. Rollins wanted Dave to get a second opinion on who the estimates should be made out to. 3 Rollins pointed out that some of the estimates for the carpeting were missing some rooms in the quote. Due to the urgency Mogle suggests that we could communicate back through email and jump on this right away. He suggested we find out the discrepancies and find out what we're missing and get some kind of consensuses from the Board and go from there. That way we could move forward with getting the carpeting ordered and start the areas that needed the carpeting replaced. Chris Rollins wanted to see a broadloom in both estimates for all rooms except for the locker room. Sue said she could get the new estimates in Ron Walkers name tomorrow and she would email the new estimates to the Board. She also expressed the urgency in getting the carpet estimates approved because she said the carpet in the pre-school had to be replaced now in order for it to be ready at the end of August. Chris Rollins asked for a consensus for taking forward the pool estimates. He asked for a motion to approve the Aqua Pure estimate for$9,248.38. The motion was unanimously approved by voice vote. New Business: Grande Reserve Park B—Easement Agreement with ComED Dave Mogle said that this is for Grand Reserve Park B to acquire an easement area to use to put in another disc golf course. The disc golf course would be installed in Grand Reserve B. It's a ten-year lease and does state specifically for the use of disc golf and it would be one payment of$1,500. It does require us to apply for tax exempt status 60 days prior to the lease and it could take up to a year to get approval from the state. We have to have a signed lease to even apply. He said we would be responsible for maintenance of the area and we weren't allowed to put any services or utilities on the propery. Any structures we put on can't be higher than 14' and we couldn't grade deeper than 8'. Mogle said because of the restrictions we would have to be careful on our landscaping we put out there. He also said the City's liability insurance couldn't be used if the City is involved with the installation however it would if the developers took on the construction of installation. Rollins asks about the prohibition of recording of the lease on page 24. He wanted to know how a public body could be a leaseholder and not record a lease. Mogle said that he would call the attorney's office and find that out. Rollins also brought up the waiver of property taxes increases on page three. Mogle said on A, B and C, on page three, would be waived if we take the real-estate tax-exempt status. Chris Rollins asked for the approval to take to City Council pending the explanation of the lease-recording clause. The motion was unanimously approved by voice vote. 4 Park Naming Request Mogle said he put in two possibilities for a name for the park at Whispering Meadows. Bristol Station was one name option and the second one was Meadow Junction Park. Mogle said he wanted to come with that alternate name Meadow Junction Park. He said it comes from the staff and that Meadow Junction goes with the theme. The board voted and agreed that the name of the park that would be taken to the City Council by Dave Mogle should be Bristol Station Park. Park Rental Waiver Request Mogle said that this is a request from the Optimist Club for an Octoberfest event. They are requesting the park fees of about $280 be waived for two days at River Front Park. Rollins said if we waive it for them whom else are we going to waive it for? Mogle did mention that they were a non-for profit group. He said the Council wanted to promote this event and wanted to see the City get more involved in the years to come. He also said that the Optimist Club was putting the money back into the community. Rollins felt that we should ask them to clean up after themselves so that the City costs would be minimal. The Board agreed to waive up to $250 and let them know we accept donations to go towards scholarships. Adiournment for Executive Session: Chris Rollins asked for a motion to suspend the end the regular board meeting and reconvene in executive session at 10:15 pm. Deb Horaz mad the motion and Vickie Covney seconded the motion. The motion was approved by roll call: Chris Rollins-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, Garrick Gillette-Yes&Vickie Covney-Yes Chris Rollins asked for a motion to end the executive session and reconvene back into regular session meeting at 10:35 pm. Deb Horaz made the motion and Vickie Covney seconded the motion. The motion was unanimously approved by voice vote. Additional Business: 1. Rollins said that the City of Montgomery, he heard on the radio, is doing a paperless meeting system. He said that their savings in printing would be $18,000 a year. He felt that it would be worth investigating for our own savings. He wanted to know what our paper budget was and if there was a potential of saving money we should be looking into that. Dave said he'd look into the paperless and get back to the board. 2. Mogle announced on Sunday Aug the 24`h the Grand Trial is done and we're officially linked with Oswego. Mayor wants to do some kind of Golden Spike theme with the Village of Oswego to get their City Officials out there. He said it will be at 1:00 and he would give more updates as he has them. 5 Adjournment: Chris Rollins asked for a motion to end the regular meeting at 10:45. Vickie Covney made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Next Meeting: Thursday August 14, 2008 Minutes Respectfully Submitted By: Jamie Cheatham 6