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Park Board Minutes 2008 08-14-08 AFROVED Yorkville Parks & Recreation Department Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 Park Board Agenda Thursday, August 14, 2008 7:00 p.m. - Park Board Meeting Administration and Recreation Office REVISED AGENDA: 8/12/08 Call to Order: Ken Koch called the meeting to order at 7: 10 pm Roll Call: Ken Koch-Yes, Kelly Sedgwick-Yes, Vickie Coveny-Yes and Garrick Gillette-Yes Introduction of City Officials and Staff: Director of Parks and Recreation - David Mogle Introduction of Guests: Lauren Free - Kendall County Record Ron Walker - Owner of Club 47 Public Comment: None Presentations: Ron Walker presented the roofing bids he received to the Board. See Old Business, REC Center Roof Repair Quote section. Approval of Minutes: Minutes -Park Board Special Meeting - July 30, 2008* (Held due to July 24 regular meeting cancellation for lack of quorum) Vickie Coveny noted on page two, third paragraph down, second sentence the word add needed to be taken out. Ken Koch asked for a motion to approve the July 30`h minutes pending the amendment. Kelly Sedgwick made the motion and Vickie Coveny seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis* & Bill List* Ken Koch asked for a motion to approve the Cash Analysis and Bills List. With no questions raised Vickie Coveny made the motion and Garrick Gillette 1 seconded the motion. The motion was approved by roll call vote: Ken Koch- Yes; Vickie Coveny-Yes; Kelly Sedgwick-Yes; and Garrick Gillette-Yes Old Business: Fox Hills Disc Golf Report and Policy Proposal* Dave Mogle wanted to table this until the August 26th City Council meeting. However he reported that they moved the two tees on the disc golf course. They moved one tee from Mr. Ralston's property by 65 feet and moved the basket 100 feet north. He believed that the staff did their due diligence to resolve the issues Mr. Ralston had. He also noted that Mr. Ralston had called the police due to persons drinking on the course and there have been beer cans found in the trash. Mogle said it would be a matter of days before they get the sign of rules up. He also noted that other residents seemed happy with the move of hole number one which was moved fifty feet off the property line which is buffered by vegetation too. Mogle said that he would bring the revised policy the next Park Board meeting. REC Center Capital Improvement Quote — Flooring* Dave Mogle reported this was just a follow up. He said that Sue had sent out emails on the new quotes for the flooring and she had to make a move to purchase the flooring. Mogle said it was coming back to the Board so they could officially approve it. He said they went with the commercial grade carpet rather then the more expensive carpet tiles per Park Board recommendations to save money; noting however the carpet tiles would be going into the locker rooms because of the wear and tear in that area. Ken asked for a motion for the agreement to take the money out of the escrow account for the new carpeting. Kelly made the motion and Garrick seconded the motion. The motion was unanimously approved by voice vote. REC Center Roof Repair Quote Ron Walker stated that he had an obligation to repair the roof per the lease agreement. He shared with the Board the estimates he received for the roof repair. He suggested going with the estimate for $67,554 with K & H Enterprises. The warranty was ten years on installation and twelve years on the material with annual roof inspections. He said there would be a rubberized coating on the roof therefore there would be fewer leaks through the roof. He also stated that the benefits from the new roof would lower the heating costs by up to 50% and that would totally about $47,000 a year in electric costs. He said he could replace the whole roof or repair the leaks as they occur however it would be hard to find all those leaks. 2 He said the City had to agree to the roof repairs because the cost of the repairs would be added to the purchase price of the club in the end, per the lease agreement, and that's why he brought it to the Board. The board felt that they should get it done as soon as possible so the inside improvements could be done. Also they wanted it to be done as soon as possible because there is only so much time before it gets too cold to make the repairs. Dave Mogle said this is informational and he'd take it onto the Mayor and Council Members. The motion was unanimously approved by voice vote for Ron to go ahead and get the roof repaired through K & H Enterprises. Hoover Agreement Update Dave Mogle said that the Mayor read the letter from the City Attorney. He said Eric Weiss did emphasize we did have an agreement here. He felt that the agreement should be honored with discussion between boards so they could work together with some understanding that both sides would have to give and take. Dave said that the Forest Preserve Board wanted to meet again and resolve the issues. The City expects action to be taken within thirty days from now. Vickie felt that there were some people that still don't want to work with us. Kelly said that Kay Hatchter should stand up and say to the Forest Preserve Board, "listen we made an agreement and we need to stick to it no matter how you feel." Ken thought that now the attorney does know what's going on this should be getting resolved. Mogle said that there would be more to come. New Business: Proposed Action Plan for Open Space Acquisition Dave Mogle said this is a draft that they would like to take to City Council on August 26`h. He said he submitted Rollins points concerning open space acquisition and said that this could be an establishment of a policy for open space acquisition. He felt he could send the action plan through at this level and take Park Boards feelings on it to City Council and the next step would be the formation of a policy. Mogle said he'd like to the action plan back to Bart and take it onto City Council for consent agenda for an action plan. The Board gave a unanimous approval to take to the City Council FY 08109 Revisions Mogle said that the City is looking at some budget shortages. They are proposing some areas that could be dropped from budgets be dropped. He said he and Sue have looked at Parks & Recreation to see what they could lower or cut out. They looked at all of the accounts focusing on cutting fixed costs that wouldn't affect their revenues. Mogle said that this is just informational at this time and would know more by the next meeting. 3 Lightning Detection at Parks Mogle said the police department had funds to increase lightening detection equipment. Mogle sent a letter to the Chief of Police of areas that would be good areas for the lighting detectors. Stepping Stones Park/Grand Reserve School was at the top of Mogle's priority list with Bridge Park second on the list. Kelly wanted to know how far out the lightening detectors read. He felt that we should put them at the quadrants of the City and put one at the northwest center and southwest center of the City. The Chief of Police is asking for help in paying for installation. Moser Property/Coriands Agreement Extension Mogle said at this point it is only informational. He said that this is a reminder that there are 90 acres of land near the Blackberry Creek, which is the area behind Bridge dedicated to the City. He said we don't want to take ownership because then we don't have the ability to use it as land match. The last two years we've paid Corlands $10,000 per year to hold it. Corlands is willing to renew it at a lower cost because we've paid for all their costs therefore they can afford to lower our rate. Renorts• Director Report 1. Mogle mentioned the ribbon cutting of the Golden Spike Point, a dedication ceremony for a bike trail. He said it was the celebration of the two communities coming together via the trail joining Yorkville and Oswego. 2. Mogle noted that the building of Cobb Park was represented real well. Most people there to help out were volunteers and staff. He said the children in the community sent thank you letters to the staff. It was very well received. Recreation Report Mogle said Sue took some well-deserved days off and therefore Tim Evans put together the recreation report. The Board reviewed the report and no questions were raised. Additional Business: Code Blue Program Mogle said that basically they met with the sales people representing the Code Blue Program and they gave a demonstration of the emergency phone system that stands 7 to 8 feet tall and how it worked. He said they met at River Front and decided where it would by the dam it would go. He noted that Debbie Horaz is working on the code blue program. 4 Future Meeting Schedule & Agenda Items: None Adjournment For Executive Session: Ken Koch asked for a motion to suspend the regular session at 8:55 pm and enter into Executive Session. Kelly made the motion and Vickie seconded the motion. Adjournment Ken Koch asked for a motion to end the executive session and reconvene back into regular session meeting at 9:15 pm. Kelly Sedgwick made the motion and Garrick Gillette seconded the motion. The motion was unanimously approved by voice vote. Ken Koch then asked to adjourn the regular session at 9:15 pm. Kelly made the motion and Garrick seconded the motion. Next meeting: August 28, 2008 Minutes Respectfully Submitted By: 5 Jamie Cheatham 6