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
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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
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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.
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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
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