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Park Board Minutes 2008 09-11-08 APFRED Yorkville Parks & Recreation Department Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Agenda Thursday, September 11, 2008 7:00 p.m. - Park Board Meeting Administration and Recreation Office Call to Order: Chris Rollins called the meeting at 7:04 pm Roll Call: Chris Rollins-yes, Ken Koch-yes, Debbie Horaz-yes & Garrick Gillette Kelly Sedgwick (arrived 7:05) & Vickie Coveny, (arrived at 7:39) Introduction of Guests, City Officials and Staff: Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board Director of Parks and Recreation - David Mogle Superintendent of Recreation - Sue Swithin Superintendent of Parks - Scott Sleezer Park Designer - Laura Haake Public Comment: None Presentations: None Approval of Minutes: Minutes - Park Board Meeting - August 28, 2008* Chris Rollins asked for approval of the minutes. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List* Ken Koch asked about charges on page two regarding customer service training. Mogle said the City did mandatory customer service training. Ken also wanted to know why there were drug-testing charges and Sue said one test was for her custodial hire. With no question raised Chris Rollins asked for a motion to approve the Cash Analysis and Bills List. Kelly Sedgwick made the motion and Ken Koch seconded the motion. The motion was approved by roll call vote: Chris Rollins-Yes; Ken Koch- Yes; Deb Horaz-Yes; Kelly Sedgwick-Yes; Vickie Coveny-yes & Garrick Gillette-yes 1 Old Business. Heartland Circle Park Bid Results* Dave Mogle said the bid with the base bid amounts and alternates would have taken them over budget however with a list of changes they saved money. Mogle handed out a memo and page two listed the changes. Sleezer said he sat down with the contractor and owner to find out ways to save money. He went over the change orders and total park budget, totaling $167,000.00, which was still under the original bid. Mogle said we'd do fewer than eighteen thousand from what we would have had the original contractor do. Sleezer said that we'd purchase the shelter now and have it delivered before delivery costs go up. He said that amount included shipping costs. Mogle said we are accepting the bid as it was given with about eighty-five thousand dollars worth of change orders and the contractor was aware of the reduced amount. Rollins asked for the approval of the original base bid from Fuerte Systems in the amount of $103,798.00 and to make change orders in the mount of $-18,623.00 for a total base bid cost of $85,175.00 for the construction of Heartland Circle Park. Staff also recommends the approval of $25,667.00 for the expenditures listed under City Cost with the exception of the $50,000.00 for the playground equipment purchase that was previously approved by the Park Board. Kelly made the motion to approve and Garrick seconded the motion. The motion was approved by roll call vote: Chris Rollins-Yes; Ken Koch-Yes; Deb Horaz-Yes; Kelly Sedgwick-Yes; Vickie Coveny-yes & Garrick Gillette-yes Adiournment For Executive Session: For the purchase or lease of real property for the use of the public body. Chris Rollins asked for a motion to adjourn the regular meeting at 7:25 pm and enter into Executive Session. Ken asked for a motion and Deb seconded the motion. The motion was unanimously approved by voice vote. Chris Rollins asked for a motion to end the executive session and reconvene back into regular session meeting at 8:30 pm. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was unanimously approved by voice vote. REC Center Capital Improvement Quotes* Sue said the kids club is finished. The tile was laid and the preschool had the walls painted and they are up and running and all the kids are settled. She said next week more tile would be coming in for the break room and bathroom. The sign is being fabricated right now and the exterior of the building is being painted and patched. Pool maintenance and pool chemicals are being regulated. Sue said she'd soon be bringing quotes to the board for the ceiling above the pool. She said they were looking at $35,000 for aluminum drop panels. 2 She said they are painting and doing what they can with the help that she has. Vickie wanted to know if they can get some community service helpers and Sue said yes she has some community service opportunities. Sue said they are planning an open house and a new membership guide for the winter. They are still getting the current members into the Rec Center. She said new members are joining all the time and they are doing a lot of tours and they are definitely brining in more members. She said she could work up some reports to get the percentage of new members per request. Park and Recreation Master Plan Update Mogle said that this is coming and would be presented by the next Park Board Meeting. YYBSA Agreement Discussion for 2009 Mogle said that they had a dead line of September 30th to let the YYBSA know what their cost increase would be. Scott Sleezer went over the cost for the 2008 ball field maintenance they backed off on to cut costs for last year. He said that there is no doubt being able to justifying in asking for $10 per player. Sleezer said that asking for $10,000 would help cover field maintenance. Scott felt like they should cover a certain percentage of their staff costs, which are $42,555. Sue would like to put a percentage to the staff costs because it would let them know what it would cost them to take it over themselves. Rollins wanted to avoid what it really costs us to maintain these fields. Our point has to be what is a reasonable cost for us to bear. Now we really have to get onto what we believe is a fair amount. Rollins likes saying it's a per player usage fee and not a percentage of what our staff costs are. He doesn't want to go there. Rollins said it's simple they need to pay a cost to use the field or they won't be using them. Sleezer said that if they rented the fields they would be paying much more. After board discussion the unanimous agreement was to ask for a $10 per player fee. Dave Mogle said that they'd ask for $10 and the field maintenance would remain the same as last year with the cuts they made. New Business: Climb for Sight Event at Riverfront Park* Mogle said this is a request to use Riverfront Park by a private business for a fundraising event to benefit charity. This is a straightforward rental with no request for a waiver of fees and would not require park board action. The group is seeking permission to serve alcohol and is taking that request to the liquor commissioner, Mayor. This is informational only. 3 Reports: Parks Report 1. Scott said he and Dave talked to the HOA and came up with a name of The Junior's Women's Club at Heartland Circle. The board agreed to take that to the City Council. 2. Laura announced that Kaboom awarded the city the Playful City Award and they received two street signs with the award. She is however going to petition for more signs to put around the city. She said the only other award in IL was awarded to the City of New Lennox. Mogle said he'd work with the press to get the good news out to the public. Laura said we are now an award-winning town and it opens us up to receiving funding. Recreation Report Rollins noted on page two on all the seasonal classes and programs that are offered. He said there is a lot to take advantage of. Sue noted the Amazing Adventure Challenge that is taking place on Sept. 20th at Silver Springs State Park, the Halloween Egg Hunt, one of her favorite events, in Town Square on Oct. 25th Additional Business: 1. Deb brought up sex offenders and wanted to know how to keep them out of the parks. Rollins said it's a touchy subject with the law but we could ask the City Attorney about declaring safe zones in our parks. 2. Ken asked if the weeds and tall grass around Proper Park's path had been taken care of. Scott said they took care of that and residents in Rivers Edge were happier. 3. Kelly wanted to know about the program book and wanted to know if anyone wanted his or her pictures in it. No one wanted his or her pictures posted. Kelly wanted their names to be in chronological order of their seniority on the board. Sue said that she would look into that. Adjournment: Chris Rollins then asked to adjourn the regular session at 9:35 pm. Ken made the motion and Kelly seconded the motion. Next meeting: September 25, 2008 Items needing Board approval or recommendation Minutes Respectfully Submitted By: Jamie Cheatham 4