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Park Board Minutes 2008 08-28-08 a YORKVILLE PARKS & RECREATION DEPARTMENT Administration and Recreation Office 201 W.Hydraulic St Yorkville,IL 60560 630-553-4357 Park Board Agenda Thursday, August 28, 2008 7:00 p.m. — Park Board Meeting Administration and Recreation Office Call to Order: Chris Rollins called the meeting to order 7 pm Roll Call: Chris Rollins-Yes; Ken Koch-Yes; Deb Horaz-Yes & Kelly Sedgwick-Yes Vickie Coveny & Garrick Gillette (arrived after meeting called to order) Introduction of Guests, City Officials and Staff: Director of Parks and Recreation — David Mogle Superintendent of Recreation — Sue Swithin Superintendent of Parks — Scott Sleezer Public Comment: None Presentations: None Approval of Minutes: Minutes— Park Board Meeting—August 14, 2008* Ken wanted to note for the record on page two under the REC Center Roof Repair Quote section, the fourth sentence down should read: the warranty was ten years on installation and twelve years on the material with annual roof inspections. Chris Rollins asked for approval of the minutes with the amendment. Ken Koch made the motion and Deb Horaz seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List With no question raised Chris Rollins asked for a motion to approve the Cash Analysis and Bills List. Ken Koch made the motion and Kelly Sedgwick seconded the motion. The motion was approved by roll call vote: Chris Rollins-Yes; Ken Koch-Yes; Deb Horaz-Yes & Kelly Sedgwick-Yes Old Business: Fox Hills Disc Golf Report and Policy Proposal* Dave Mogle passed out the proposed use policy for disc golf and other recreational facilities that had been revised. He noted that the first nine points went over how we would handle group, tournament or league play. Mogle said that the vision of the Fox Hill Disc Gold Course was for a "drop in" kind of play; it wasn't designed for private rental. The policy stated that we would not charge a fee to play however he did want to say that the Park and Recreation Department might seek sponsorship fees in supporting group play. 1 Mogle went over the organized and tournament league play section. It stated that it needed to be approved in advance by the Park and Recreation Department for non- exclusive use of the facility. Mogle noted that that was really important that they do not want this to go out for exclusive use. Mogle read over the policies nine points and its changes and noted that there was a sign of rules now out on the course. Mogle asked for consent to take to the City Council and the Board approved it to go onto City Council. REC Center Capital Improvement Quotes* Mogle noted that Ron Walker is already getting started on the roof repairs. Ken Koch asked that the warranty for the installation and materials be noted in the lease. Hoover Agreement Update: Mogle reported that the meeting on Aug. 13th was cancelled however at the 14th COW the mayor and some park board attended were there and the letter was ready by the City Attorney. Mogle said some forest preserve board members were supportive and some were not. He said on the 18th there was a rescheduled meeting, which the Mayor attended, and she was able to explain more in detail the City's position. The 19th the forest preserve had a meeting and the Mayor emphasized we did want to work with them. Mogle said that Kay Hatcher, John Percell, Mayor Burd, and Alderman Joe Plocher would be meeting on the 4th Mogle said that he put a write up of the park boards concerns in a report for Alderman Plocher. Rollins noted that our letter clearly stated what our concerns were and what we wanted and felt Alderman Plocher would be able to address the Park Boards concerns well. FY08 109 Revisions: Mogle said that this is a serious thing and we had to go back and do some major preliminary cutting of about $40,000. He said they were delaying the hiring of the full time position due to the budget cut. Mogle said it wasn't finalized yet and they may be asked to cut more but he said that all City departments were effected. He said he would keep the Board posted as they went along. New Business: Moser Property/Corlands Agreement Extension* Mogle said they were looking at the conservation foundation as it turns out they are not willing to do this piece of property because their relationship with Corlands. Corlands he said would be the best deal at a reduction in $4,000. Rollins said we needed to hold this land for the match because the leverage in Grants makes it worth it. Heartland Circle Park Update* Mogle said they went out to bid and the bids came out higher than they thought. He said that they were looking for alternatives through the help of the HOA and Junior Women's Club. Scott Sleezer said they went to a meeting with the old board of the HOA to discuss the bids that came back. He said they would like to have the opportunity to go back to talk to the Junior Women's' Club. He said they would like to set up a meeting with the actual contract winner to talk about the possibility to see if they would be willing to allow us to do some of the bits and pieces of it to get more amenities in the park. He said that was the angle they would like to look at. Possibly doing some of the storm and sewer work and possibly doing some concrete work for the skate park. He said they are hoping they 2 can do some of the things they gave us bids for. Scott mentioned they passed this through the HOA and they were in favor of it. Sleezer noted that the Junior Women's Club could donate money and give some kind of follow up with future improvements. Mogle said that the HOA might try taking some money and contributing some of that towards some of the landscaping because it was beautifying the landscaping. Sleezer said he wanted to bring this back after he talked to the contractor. He felt there is some good potential out there. Hometown Days Mogle said they were just days away from the busiest weekend of the year for the Park and Recreation Department. Mogle looked for Park Board involvement and volunteers. YYBSA Agreement Discussion for 2009 Mogle said that with the budget cuts they had to purse this and he wanted to evaluate how the cut backs worked for them. Rollins said that in talking to other people in their communities that if had around $5 per player for field usage fee that would be quite reasonable for YYBSA. Rollins said that they are using the fields when no one else was using them we should come up with a proposal and why we are proposing the amount. We would also be giving them a reasonable amount of time for them to pay the fees. Sleezer said he was comfortable asking for $10 per player to absorb the reasonable wear and tear for the fields. Rollins noted it is the YYBSA's own business on how they come up with the money. Mogle said we would come back on September 11'" with recommendations. Easement for Whispering Meadows Park* Mogle said they had been working on this and the school district did sign the easement. Mogle said we had to take to the City Council for acceptance. The Park Board recommended taking to the City Council. Reports: None Additional Business: 1. Code Blue Program Update Deb Horaz said they received prices for the camera and she noted they are going to cost a large amount of money. They are $3,300 with the units. She also noted that there is a debate in what color they should be, red or blue. Deb said it should be red. She noted that it would be a one-button thing and they do not shut off. The camera is also very sensitive. 2. Future Meeting Schedule &Agenda Items YYBSA/Agreement Discussion 3. Ken Koch stated that a resident from Rivers Edge had said that Proper Park that was suppose to be a natural prairie park had not been tended to and there were some complaints weeds have grown up and in the park couldn't be used. Ken said this shouldn't be a bid deal and we should be able to get it mowed perhaps every other week because Scott's guys were down their watering plants anyway. Mogle said he would have Scott check out the area. 3 Executive Session: For the purchase or lease of real property for the use of the public body. Adjournment For Executive Session: Chris Rollins asked for a motion to adjourn the regular meeting and enter into Executive Session. Ken asked for a motion and Deb seconded the motion. The motion was unanimously approved by voice vote. Adiournment• Chris Rollins asked for a motion to end the executive session and reconvene back into regular session meeting. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was unanimously approved by voice vote. Chris Rollins then asked to adjourn the regular session at 9:15 pm. Ken made the motion and Kelly seconded the motion. Next meeting: September 11, 2008 *Items needing Board approval or recommendation Minutes Respectfully Submitted By: Jamie Cheatham 4 I