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Park Board Minutes 2008 11-13-08 Yorkville Parks & Recreation Department APMVED Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Agenda Thursday, November 13, 2008 7:00 p.m. — Park Board Meeting Administration and Recreation Office Call to Order: Chris Rollins called the meeting to order at 7:06 pm Roll Call: Chris Rollins-Yes, Ken Koch-Yes, Kelly Sedgwick-Yes, and Garrick Gillete- Yes Vickie Coveny (arrived 7:08pm) Introduction of Guests, City Officials and Staff: Superintendent of Recreation - Sue Swithin Superintendent of Parks - Scott Sleezer Park Designer - Laura Haake (arrived 7:27pm) Public Comment: None Presentations: None Aooroval of Minutes: Minutes - Regular Park Board Meeting - October 23, 200B* Chris Rollins asked for a motion to approve the minutes of October 23, 2008 Park Board Meeting. Kelly Sedgwick made the motion and Garrick Gillete seconded the motion. The motion was unanimously approved by voice Bills Review: Cash Analysis & Bill List* Chris Rollins looked at the itemized legal expenses report and wanted to know if there was any work product to go along with the fees that were being paid. Rollins asked if there were any questions regarding the cash analysis and bills list. With none raised he asked for a motion to approve. Ken Koch made the motion and Kelly Sedgwick seconded the motion. The cash analysis and bills list was approved by roll call vote: Chris Rollins-Yes, Ken Koch-Yes, Kelly Sedgwick-Yes, Garrick Gillete-Yes and Vickie Coveny Old Business: REC Center Report & Capital Improvement Quotes* Sue Swithin said there were no improvement quotes. She said the carpet was in and the signs should go up this week. Parks and Recreation Master Plan 1 Chris Rollins reported that the Master Plan was approved by the City Council on October 28, 2008. He noted that they requested a few minor revisions be made. Laura Hakke said that the Park Boards binders will be updated and she could provide a digital CD to members who requested one. YYBSA Agreement Discussion for 2009* Chris Rollins said a meeting was held on October 31, 2008 with YYBSA officers concerning the fee proposal for the 2009 season. He noted the 2009 draft agreement and the athletic field use policies and procedures were provided for the Park Board. He said the changes in the agreement were highlighted. Rollins asked the staff why we were going to allow the YYBSA to pay their fee in increments. Scott Sleezer said we did it for their convenience and we would do it this year and that next year he said that we would revisit this payment plan. Rollins felt we should get paid upfront especially if they were adding it to their participation fee. Sue noted that right now they that have it broken down into five payments. She said her staff has to track this and it takes more administration time to set up the payment plan and track payments. The board unanimously agreed that a statement regarding future payments be paid in full by a certain date, be added to the YYBSA Agreement. Otherwise the Park Board unanimously agreed to approve the agreement. Rollins brought up the Athletic Field Reservation Policy and said it was very thorough and that those use to the way tournaments worked should not be intimidated by the policy but those who were not familiar with tournaments might be. He said those people will have questions and we will have to be prepared how to interpret the policy. He was concerned over the categories on page seven. His thought was if it were city or county it could be a large tournament but it would categorically not be the way it is laid out. Rollins wanted to add a paragraph defining the size of a small tournament. Staff agreed that ten teams or under would be considered small tournament and that it should be added to the agreement. New Business: Park Naming Requests* Ken Koch wanted some time personally to look over the park naming request. He said Dave Mogle had more information on this and wanted to come up with some other guidelines to go with the park naming policy. The board believed that these people listed on the park naming requests deserve some type of recognition; however Rollins said that the naming of a park is special and a permanent thing in the community as well. Scott felt we could do a park in honor of teachers such as the Mayor's park. There he said we could honor teachers. Kelly Sedgwick felt one of the schools should step 2 up and name one of their parks after the teachers. Garrick Gillete felt that we could possibly do a Hometown Heroes Park. That covers everything he said. Rollins thought that was a really good idea and would be a really good thought for us to consider. There are people who have rendered great service to the community. Rollins felt that we could recognize educators in our school themed park. We could set aside an area in that park and recognize them. We could name features of a park and doesn't necessarily mean the park has to be named after one certain teacher. Sue Swithin would like to add to the Park Naming Policy. She said the criteria of "any person living or deceased, who has made a significant contribution"was too vague. She felt the word significant is not defined well. She said we are looking for above and beyond and long-term contribution. Sue felt the verbiage should be a little stronger. Sue would like to have at least three letters of recommendation from persons other than the person submitting the Park Naming Application. Rollins felt this requirement could be added in section seven of the policy. Rollins also wanted Alderman Allan to know that all parks don't have to be named right away and we'd like more information about the individual on the applications. The board agreed to table the applications until the next meeting. All the board members agreed that the policy should be revised and be brought back along with the applications with more information. IAPD Credentials* Chris Rollins noted that Dave Mogle is the delegate for this year's annual meeting. Rollins signed and filled out the certificate. Reports: Director Report None Parks Report None Recreation Report Sue Swithin reported the two trips on the holiday train ride were sold out. Rollins asked about the scholarships, awards, and grants. He said he noticed that we seemed to be doing okay under the special recreation grant. Sue said there are no outrageous fees being asked right now. She said that they have not had to say no to anyone that needed help on paying for programs. Sue reported that flag football went really well and this was the first year for it. She said that basketball continues to grow and everything is going good with the basketball programs. 3 Sue mentioned they were talking about how to run the leagues for next year. She said that they may want to balance the teams by having tryouts. She said she is looking for the board's ideas on how to put together the teams for next year. Sue said that she needs the boards support and wanted to know if someone would volunteer their time to help her and Shay out. Additional Business: None Adiournment: Chris Rollins asked for a motion to adjourn the meeting at 8:30 pm. Vickie Coveny made the motion and Ken Koch seconded the motion. The motion was unanimously approved. Next meeting: December 4, 2008 (Note that December Park Board Meetings are on the 1st and 3rd Thursdays in December) *Items needing Board approval or recommendation Minutes Respectfully Submitted By: Jamie Cheatham 4