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Park Board Minutes 2008 10-23-08 APPROVED Yorkville Parks & Recreation Department Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Agenda Thursday, October 23, 2008 7:00 p.m. — Park Board Meeting Administration and Recreation Office Call to Order: Ken Koch called the meeting to order at 7:05 pm Roll Call: Ken Koch-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, and Garrick Gillete - Yes Vickie Coveny (arrived at 7:08 pm) 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 (arrived 7:28 pm) Bob Allen, Ward 1 Alderman Public Comment: Alderman Bob Allen presented to the Park Board a list of names that he would like them to keep in mind for naming the parks. He said he talked with Mayor Burd regarding the park naming policy. He gave the Mayor and the Park Board ideas for persons and the reasons why those persons could be honored as an alternative to having a park named after them. He mentioned long time Yorkville citizens who had contributed their services to the city. Ken Koch said Allen should submit the proper forms with the names he presented and then pass them out to the board so they could discuss them. He felt that it would be helpful to have the history on the people so they could vote on the parks that would best be suited under the submitted names. Mogle said they should get a sworn statement from the person or person's loved oned(s) before they named a park after someone. Alderman Allen said the people he noted had potential to be recognized by parks. He also said that there are other people in the community that deserve the recognition and they should be considered as well. Mogle said we should gather biographies on people who we felt had potential. He also mentioned that we could name park features such as a tennis court or shelter after a citizen as well. Ken said, as names come in we should keep them on file however in the mean time we should fill out the proper paperwork. Presentations: None 1 Approval of Minutes: Minutes— Regular Park Board Meeting— October 9, 2008* Under the approval of minutes for September 25, 2008, second sentence should start a new paragraph. In that first sentence the word is should be was. Second paragraph first sentence should say the Sperling Foundation not the Sterling Foundation. Next Deb Horaz did not like the use of the following contractions throughout the October 9th meeting minutes. Page two, second paragraph, second sentence, she would like to see the words they would in place of they'd. Third paragraph, first sentence, she would like to the words she would in place of she'd. Page three, third paragraph, first sentence, the words was not and she would in place of wasn't and she'd. Page four first paragraph, second sentence, we would in place of we'd. Fourth paragraph, first sentence, should not in place of shouldn't. Page five, first paragraph, first sentence, did not in place of didn't. Third paragraph down on page five should read, 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. The next contractions Deb would like to see changed are the following: page five, fifth paragraph down, second sentence, we would in place of we'd. Page seven, second paragraph, second sentence, they would in place of they'd. Next amendment is on page three, sixth paragraph down, first sentence should read: Deb had some questions about the land in section three. Also on page five, second paragraph, second sentence, should read Centex in place of The Forest Preserve. Ken Koch asked for a motion to approve the meeting minutes of October 9, 2008 with the following amendments. 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* Vickie asked about the auger rental on page three; she wanted to know if we could buy one instead of renting. Scott said it was very expensive to buy therefore they rent as needed to drill holes. Ken Koch asked if there were any further questions regarding the cash analysis or bills list. With none raised, he asked for a motion to approve them. Kelly Sedgwick made the motion and Vickie Coveny seconded the motion. The motion was approved by roll call vote: Ken Koch-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, Garrick Gillete-Yes and Vickie Coveny-Yes Old Business: REC Center Capital Improvement Quotes* Mogle said there were no quotes to approve tonight. He noted the roof repairs on the Rec Center had been completed. Mogle said this company that did the roof work came highly recommended and if there were any leaks there is a ten-year warranty to cover any problems. 2 Sue Swithin reported they are scheduled to close down the Rec Center on Friday at 1:00 pm through Monday morning at 5:00 am to have carpet installed in the cardio area. She said that she contracted out some help to move the cardio equipment for the carpet installation. Sue then noted that on the Monday they open back up they will have the carpet installed on the exterior track areas and locker rooms. Mogle noted that the Rec Center would be closed a week from this Friday. Sue said that the closing is posted clearly in the Rec Center and she sent a flyer out to the members in the mail. Heartland Circle Park Construction Update Mogle said the construction is well on its way to being completed. Scott said the playground equipment is completely installed and the concrete work is done. He said next week they would be getting the basketball court and hoops later in the week. Mogle said The Junior Women's Club is helping with the skate park elements. They are donating beyond what they said they would donate. Mogle then went over the change order per the Heartland Circle Park Construction Bid. He said the establishment of the concrete bowl on the skate section of the park upped the cost of the change order$3,100. Mogle said that The Junior Women's Club was donating $6,000. Mogle asked for an approval to take the change order to the City Council. Vickie Coveny made the motion and Deb Horaz seconded the motion. The motion was approved by roll call vote: Ken Koch-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, Garrick Gillete-Yes and Vickie Coveny-Yes Hoover Agreement Update Mogle said he talked to the Mayor and she was still waiting to hear back from Kay Hatcher. Mogle said the Mayor had taken the Park Boards main issues and concerns to Hatcher. Mogle said there was nothing more to report on the Hoover Agreement at that time. New Business: Heartland Circle HOA Event Waiver* Mogle said that a Halloween/Block Party event organized by the HOA would utilize the Park on Saturday October 25, 2008. He said staff recommends waiving the $30 park rental fee. Ken Koch asked for all those in favor to waive the $30 park rental fee. The Park Board was all in favor in waiving the fee. Prairie Meadows(Riemenschneider Park) Change Order 3* Mogle said this was a final "balancing" change order that would close out this project. He noted staff recommended approval of Prairie Meadows change order 3. Mogle handed out a list describing the costs that had been paid out all ready. He said we still owe one last amount of$29,000 to close it out. He noted once this was paid we would be on our way to getting our grant reimbursements. Ken Koch asked the board to approve change order number 3 for the cost of$29,000. Garrett Gillette made the motion and Kelly Sedgwick seconded the motion. The motion 3 was approved by roll call vote: Ken Koch-Yes, Debbie Horaz-Yes, Kelly Sedgwick-Yes, Garrick Gillete-Yes and Vickie Coveny-Yes Mogle noted this would go on to the City Council. Yorkville Dam Bypass Testing Mogle said the City had been requested to give input on a Bypass Testing Procedure for the kayak/canoe chute scheduled for completion in 2009. He said the Illinois Paddle Council and similar organizations had been approached by the State to assist in the testing effort. The Park and Recreation Department will host an inaugural meeting of the group on November 12, 2008 at 1:30 pm at the department's Hydraulic Street office. Mogle said before the State passes off on the project they want the Dam Bypass tested. They are asking for feedback from the City of the development of these testing procedures. Mogle felt like it may be more like 2010 before they start testing it because the chute had to be completed. Reports: Director Report 1. Comp Time Proposal: Mogle noted that last month the Park Board was made aware of a proposal to reduce the level of comp time hours a non-exempt employee can accumulate from 120 to 80. He said it is scheduled to come back to Administrative Committee in November. Alderman Allen noted he was on the Public Works Committee and said they had a concern over the budget and that the City really wanted to keep costs down and do a good job. He said they want to protect the city in the long term. Kelly felt comp time should be done by dollar amount and not hours. Scott Sleezer said it saves the city a great deal of money. Sleezer said no one is sitting on their comp time thinking they are going to make money, they are thinking about time they get off. He said when they look at the numbers it saves them money and allows them to take time off now, and in the spring, and in the summer. When they need seasonal help they can fill the void. Sleezer said they encourage staff to take the time in spring, summer and fall to get their numbers down to have the space to build it back up because it is truly how the City saves money. Sleezer said it allows the full time employees time off and lets the other people step into the void. He said when the snow falls we need them out there plowing the roads. Either we are paying or you are banking the time. If we are banking the time and taking time off it is not coming out of the City's budget. Vickie said she was totally against comp time and does not believe in it. She said 40 hours was better than 80. Sleezer said they can keep a cap on the time and that would keep employees in check and he had to approve days off. Mogle said he would be bringing it back to the Park Board. 2. Hometown Days Revenue Report: Mogle wanted to show what the overtime costs were. The direct net gain was about $14,000 but that did not include over-time costs. He was waiting to get the police reports back. 4 3. School Park Board Meeting: Mogle said they talked about scheduling, however it is still early in the year to know if we would deal with last minute cancellations. He also noted next year there would not be a home game during Hometown Days. He said they also talked about some of the park projects that impacted schools for example the park across the street from Autumn Creek School. He said they had already started putting in a ball diamond there and noted the school was not putting in a ball diamond of their own. Mogle said the Whispering Meadows School would go right by the new park. He said right now that school is not included in the referendum. While the school district will continue to hold that land the idea is that a school being built there is still three years out, according to some school board members. He said they talked about Bristol Bay; we have the deed to that open area the developers were required to grade that out to park standards according to the annexation agreement. He said money came from the developer not the city and as a result we got 50 acres of planted flat open space. He said we didn't get the grant for the soccer fields we could reapply for it. We noted the biggest thing if we did soccer fields we would need parking. Mogle said they are very concerned about the property behind the middle school. He said it was not graded in the way they were hoping for so there was some concern how they were going to address some of their athletic practices. Mogle said it was a productive meeting they'd meet again after the holidays. 4. YYBSA: Mogle said they got an email back and had agreed to the per player fee we proposed. He said they want to meet on October 31 st about the particulars. 5. Grand Reserve Parks A & B Status: Mogle said A & B are off of Mill Road in the Grande Reserve. These are two park properties that are developer built. Scott and Laura have worked very hard in getting the playground equipment ordered. He said there were a few things that slowed us down and one was they had also gone through price increases on the equipment and a farmer planted his corn in the park due to some miscommunication. Mogle said they wanted to get this done as well because residents were calling us and we have been directing them to the developers. He said the other concern of course is that these are the donated parcels we used for our matching grant for Prairie Meadows and for Raintree. He said the state is more lineate in the deadline when those parks are to be developed but are recommending that they be completed within three years of the grant park. He said we were just completing Riemenschneider Park. The state will expect Park B to be competed within three years. Sleezer said Park A is done but Park B still needed grating. Mogle said the benefit is for us to get the money and do it ourselves. 6. Caboose Update: Mogle said he was asked to give an update by the Public Works Committee on the caboose. He said the windows had been boarded up. Ken felt we should get it moved out as soon as possible due to vandalism. Mogle said it would be 5 moved hopefully by the spring of 2009. He said he would keep the board posted. Sleezer said the ground had to be hard to move the caboose. Parks Report None Recreation Report Sue Swithin reported that the catalog was done and should be ready for printing the first week of November for winter. She also reported that the signage should be up by next week and the building had been prepped on the exterior for them. She said the preschool panel was put out on the sign on the street and said the top panel should be up early next week. Additional Business: 1. Scott Sleezer brought up the Yorkville Integrated Transportation Plan Project and pointed out the memo with maps attached he had put in the boards meeting packet. He mentioned that he and Laura sat on this committee. He said he just wanted the board to be kept in the loop of what was going on. 2. Deb Horaz gave an update on the Code Blue Unit. She said the code blue cameras were ordered and they switched to a DVR unit, which would give easier access to the police station to the network. Scott Sleezer said he'd be bringing numbers to the board so they'd know what the Internet would cost per month. He said this system would have the ability to record up to a week at a time. Sleezer said it should be up and running by Christmas. Adiournment for Executive Session: Ken Koch asked for a motion to suspend the regular meeting for executive session at 8:55pm. Kelly Sedgwick made the motion and Vickie Coveny seconded the motion. Koch asked for a motion to end the executive session and reconvene back into regular session meeting at 9:15 pm. Horaz made the motion and Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Adiournment of Regular Meeting: Koch asked for a motion to adjourn the regular meeting. Horaz made the motion and Sedgwick seconded the motion. The motion was unanimously approved by voice vote and adjourned at 9:15 pm. Next meeting: November 13, 2008 (Note that this is the only meeting in November) *Items needing Board approval or recommendation Minutes Respectfully Submitted By: Jamie Cheatham 6