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Park Board Minutes 2008 10-09-08 ANWO (Yorkville Parks & Recreation Department Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Agenda Thursday, October 9, 2008 7:00 p.m. - Park Board Meeting Administration and Recreation Office Call to Order: Ken called the meeting to order 7:10 pm Roll Call: Ken Koch-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, & Garrick Gillette- Yes Vickie Coveny (arrived 7:17pm) Introduction of Guests, City Officials and Staff: Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board (arrived 9:30pm) Director of Parks and Recreation - David Mogle Superintendent of Recreation - Sue Swithin Park Designer - Laura Haake (arrived 7:20 pm) Public Comment: None Presentations: None Amnroval of Minutes: Minutes - Regular Park Board Meeting - September 25, 2008* Deb pointed out the following amendments on page two. Under Park & Recreation Master Plan second sentence should say Oct 9tn's meeting not the 19tH Under the Discussion on Public Act 0950032 the last three sentences should read as follows: Mogle said Wiese was emphatic about the fact they could not be in parks but he said case law was a little more complex. Deb wanted to keep pictures of the sex offenders in Yorkville on file for staff just so they were aware of whom they are. She would ultimately like to have safe-zones for children in the parks. Next amendment is on page four under Additional Business number three the first sentence should read: Deb Horaz said the Sperling Foundation had given the City and the River Front Parks a Code Blue Emergency Distress Unit with and ADE Unit option. The last sentence should read: Finally she noted that it would take two to three weeks to get the unit. Ken asked for a motion to approve the minutes of the September 251h park boards meeting with the mentioned amendments. Kelly made the motion to approve and Garrett seconded the motion. The motion was unanimously approved by voice vote. 1 Bills Review: Cash Analysis & Bill List* Ken Koch asked about the two ComEd bills. The $1943 ComEd bill on page three was for the ball field. He wanted to know what the $4,396 ComEd bill was for. Mogle said it was for the Rec Center. Sue noted the $4,396 was for two months. Mogle said the City held off paying the first month because there was a question on weather or not we had to pay taxes. Ken also brought up the percentages in the budget under the legal expenses. Mogle said mid year they would add more money and try to gauge what legal expenses will come down the road. Ken wanted to know how we would add more when we have to cut our budget. Mogle said after all the cuts were made they would have to go to some other account and cut that even further and move that money to that account. Mogle said they would try to avoid as many legal matters as possible mentioning that we had two big ones this year in Hoover and the Rec Center. Deb wanted to know if we would have to cut back on programming. Sue said that it's always been based on supply and demand. If there is a demand then she said she would adjust staff and budget accordingly. Mogle said when Sue offers a program the class fee gives us the revenue. Ken brought up the manual check in the amount of $824.25 to Illinois State Police for background checks that was processed but never added into the city's system to reflect the budget or bills list for Oct. 9, 2008 meeting. The check was originally signed at the June 12th meeting. Ken asked for a motion to approve the Cash Analysis and Bills List. Kelly made the motion to approve and Garrett seconded the motion. The motion was approved by roll call: Ken Koch-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, & Garrick Gillette- Yes & Vickie Coveny-Yes Old Business: REC Center Capita/Improvement Quotes* Sue Swithin said there were no improvements that needed the board's approval tonight. She did report that the Rec Center's roof repairs had been started. She said that there were workers power washing the roof and due to the vibrations it had shaken down some batting from above the pool. She said the batting had dropped into the pool and it would have to be vacuumed out. Swithin noted she would be getting the rest of the carpet in and all the signs would be up soon then she wanted to have a Fall Open House with a registration/membership drive. She is also planning a big day in January that will be advertised in the catalog. Swithin wants it to be a two-day type open house party with exhibitors in the Rec Center. 2 Deb said she would like to see it painted before the open house, however, Sue said there isn't money in the budget for it and they do not have the man power to get it done. Park and Recreation Master Plan* Ken asked if the Park Trail Policy standards had changed. Laura said the Park Development Standards is a whole new section that directly references the Park Trail Policy. Laura mentioned to the board that this was not the final version and that she would like to take the board's suggestions and make changes and then she said then it would go to City Council. Council would then have to approve it before it was final. Ken wanted the Master Plan to show in the Park Board section that there was a position open on the board. Ken brought up the pie chart area on page 1.6 and wanted to know if it were the most modern pie chart. He wanted to call the 2005 chart 2008 because we were in 2008. However Laura said the page before shows the population charts for the population trend for the years 2003 and 2005 and those were based on National Data per the latest census. Laura said the comparison was comparing data in the past and 2008 is just a projection because we're not through 2008 yet and that's why it doesn't say 2008. Laura mentioned section five was brand new because the Rec Center is new and she said they would be expanding it as time goes along. Deb noted that this master plan is a living document and things will come and go. Deb had some questions about the land in section three. Deb wanted to know if York Wood Estates Park and those others listed are actual parks called by those names. Ken said that they are designated as parks but they may not materialize for some time and they do not have names yet. Laura said those parks have to follow the land plans that they fall in if they do develop those areas. She said they are in the map because they are annexed in. She noted they are future parks that we may get. Deb also said some maps have colored key charts and some do not. She noted some maps have different colors. Deb did not understand the colors on the maps in the sub planning areas because they were not color-coded and she wanted to know if Laura could get those to be clearer. Laura said the yellow was actually the city limits and was annexed in and other cities have their own colors. Laura said they would like this to pass with the comprehensive plan and then the plan is every November work on the revisions and put out a new addition 2009. Dave Mogle said Laura had put in a lot of time and effort into this master plan and had done a good job. 3 Ken asked for a motion to take the master plan to City Council for approval with suggestions noted. Deb made the motion and Kelly seconded the motion. The motion was approved by roll call: Ken Koch-Yes, Debbie Horaz-Yes, Kelly Sedgwick- Yes, & Garrick Gillette-Yes & Vickie Coveny-Yes Riverfront Park Memorial(s) Dave Mogle passed out a memo of what their staff recommendations were for Riverfront Park Memorial(s). Mogle said assuming that the staff does go with a memorial we would want to establish a policy on how we would handle memorials in a park in the future. Mogle's thought was to then have some kind of memorial but not list names because we may not have all the names and then if we had to add names then it would be difficult, for example a bronze plaque would be difficult to add names to. Kelly thought people could get their loved ones engraved on a brick at the park that could be part of the walk way or wall. Deb thought even having a nice poem on a plaque would be fine. Dave said he and Laura talked about the construction of the new dam and how it will create a safer environment. Deb mentioned that the tragedies caused the improvements to be made. What we do now would be temporary and we should not go over the top at this point with it, Garrett said. He wanted to stay away from the name and plaque idea however he was more in favor for family members buying a tree or bench for their loved ones as a memorial if they so chose to. Laura felt that we should have a policy that states a loved one can put up a memorial for 90 days and then they would have to remove it. Kelly felt that maybe in the policy on the anniversary of the tragedy loved ones can leave a memorial for a certain amount of time as well. The board agreed they should do more research and find out what other parks do. Mogle said that they would bring it back to another meeting. YYBSA Agreement Discussion for 2009 Mogle said that the meeting with the YYBSA was really positive. They talked about what they were doing together that was working. However, they both agreed that communication between them could improve. Mogle said two major areas were talked about. The first one was that the Parks and Recreation programs were growing and they received top priority. Such as we would need another night at Bridge Park and that left the YYBSA with possibly only one night there, said Mogle. However with the new Whispering Meadows Park that would alleviate that problem and the YYBSA would be able to use that park. Second issue they talked about Mogle said, was the fee. He said that some of their board members were going to talk to the Alderman. Mogle contacted the Alderman 4 to give them a heads up to let them know that their members should bring it up with their staff. Dave felt that they were not asking for anything outrageous and there would be more to come. New Business: Bristol Bay Park Update Mogle said the bad news is we did not make the first cut for the grant. It was to be soccer complex and then in phase two tennis courts and a shelter in later phases. Mogle said that it was not anything we did or did not do, but they said they did a statewide survey and came to the conclusion there were more soccer fields in Illinois than needed. Even though Mogle and staff felt that we had a need in our community he said they have to have standards to go by. Mogle said if we would have known this they would have asked for something else such as multi purpose fields. The good news is we had the deed from Centex to apply for the grant. Centex was doing $460,000 worth of grading. They are doing phase one and two of grading, which would be 50 acres of flat grass that they will maintain for one year. Mogle noted, pertaining to the grants, that the other facilities we could not say we are in need of were shelters. He said there are enough based on a statewide basis. Green's Filling Station (Autumn Creek) Park Update Mogle said that Scott came to him and asked him about another ball field at Autumn Creek. Mogle said they checked with the school and they were not for it. Mogle said the Mayor wants to be in on any land cash projects and is in favor of doing this project. He said that the main thing is we would be getting back a check from Autumn Creek and even though it would not be $30,000 we can do this ball field with the money we do get back. The Mayor was in favor of the park said Mogle. He said the developers would cut us a check and have no problem with it. It will be an in-house project. Dave asked for the board's consensus. Deb wants to call it a sports field. Laura said it could be a double use field. Board gives their consensus. Playful Cities/Riemenschneider Park Event Mogle said this even was put together recently and they planned it during the day when the kids were off school on Columbus Day. He said there would be a ribbon cutting. He noted they were going to play down their dedication and they would have their Playful City Dedication next spring for the park. He said they would still be out there on Monday and that the ribbon cutting will be from 12:00pm - 2:00pm. He noted that there would be a lot going on and they would mention the spring dedication with the Riemenschneider family. 5 Reports: Director Report None Parks Report None Recreation Report Sue said fall classes had started and both of her preschools got in on time for school. She encouraged the board members to go look at the Pre School in Unit D to see how they turned the unit into a preschool. She said fall classes have started such as girl's basketball and they had been using gyms for practice. She also noted that youth flag football was new this year, per request, and in a matter of weeks they had 80 kids playing. She said they were sharing a facility at the Bristol Bay School's field. Soccer and flag football were being played there and later tackle football was being played there as well. She said softball is coming to an end and going well and Shay is changing the leagues with 12 teams for next year. Sue said she said she had new surveys come in at the Rec Center on the classes and people were thrilled about the classes and the instructors. Sue said Tim Evans put the Hometown Days revenue report together and she went over the break down. She noted even though the economy is sliding people had still coming out to the festival. She reported that the revenue was up this year and overall the numbers were higher. Mogle asked why, on page two, there were no expenses under the Football Contest. Sue said that there were no expediters. Sue said the profit was rolled over into new classes and that they operated on their profits. Mogle said Tim did an incredible job. Sue has been a great mentor and this being his second year he did a great job! All departments truly enjoyed working with Tim, he said. Additional Business: 1. Dave Mogle went over the City meeting calendar for 2009. The board agreed that they would have one meeting in November and that would be on Thursday the 12tH December's meetings would be on Thursday the 3rd and Thursday the 17th. Every other meeting listed would stay the same. 2. Mogle said they had been working on finishing up Riemenschneider Park and we wanted to get Whispering Meadows Park done. He passed out a change order regarding both projects together. He said it was a reduction in landscaping costs so it would be real easy to take forward. He asked for a node of approval to take to City Council. The net reduction for both projects was $17,279.15. This needed to be approved by IDNR and Mogle asked for the board's consensus to take to the City Council. The board unanimously agreed to take the change order to City Council. 6 3. Mogle brought up the fact that the Rec Center is an option to purchase and a referendum was talked about previously. Mogle said he and Sue had talked about going to referendum and he asked the board if they thought it was a bad time. The board all agreed with the economy and election it was a bad time. Mogle said he would get more details on going to referendum if he knew the timing were right. Kelly wanted to see us in the Rec Center for at least a year and the board agreed. 4. Mogle brought up the Hoover and said that the Forest Preserve would pay the City $730,000. However they were not clear on how much land they would be getting. He also noted that right now the new agreement had not been written. Executive Session: For the purchase or lease of real property for the use of the public body. The board agreed no executive session was needed this meeting. Adjournment: Ken Koch asked for a motion to adjourn the meeting at 9:45. Deb made the motion and Kelly seconded the motion. The motion was unanimously approved by voice vote. Next meeting: October 23, 2008 *Items needing Board approval or recommendation None Minutes Respectfully Submitted by: Jamie Cheatham 7