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Park Board Minutes 2008 12-18-08 AFFIMp Yorkville Parks & Recreation Department Administration and Recreation Office 201 W. Hydraulic St Yorkville, IL 60560 630SS343S7 Park Board Agenda Thursday, December 18, 2008 7:00 p.m. - Park Board Meeting Administration and Recreation Office Call to Order: Ken Koch called the meeting to order at 7:10 pm Roll Call: Ken Koch-Yes; Debbie Horaz-Yes, Vickie Coveny-Yes and Garrick Gillete-Yes 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 - Regular Park Board Meeting - December 4, 2008* Ken Koch asked for a motion to approve the minutes of December 4th meeting. Deb Horaz made the motion and Vickie Coveny seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List* Deb asked about the Visa bill on page eleven. She wanted to know what the bodypack transmitter was. Sue explained it was the microphone that the instructors used while teaching their classes. She said the one that came with the club broke but that they had two now. Mogle handed out the itemized list of attorney fees. Ken asked about Dave's phone call with the Attorney regarding the "rent" in lease issue. He wanted to know if Dave was on the phone for an hour and a half. Mogle stated that there phone call was short but she also billed for 1 time she made for follow up calls to ComEd. Mogle said that she would charge for any work she'd have to do regarding the subject matter. Ken Koch asked for a motion to approve the cash analysis and bills list. Garrick Gillete made the motion to approve and Vickie Coveny seconded the motion. The motion was approved by roll call vote: Ken Koch-Yes; Debbie Horaz-Yes, Vickie Coveny-Yes and Garrick Gillete- Yes Old Business: Park Naming Requests* Dave Mogle said that he went to visit Dorothy Olson with Laura. He said that she was a very interesting lady and they had a very interesting conversation. He said she was going to turn 105 this October and she was a lifelong resident of the Yorkville community. She started teaching at age 17 and taught for 33 years. Mogle went on to say she had a sharp memory of all the places she taught at. He said she told him she had a relative by marriage that was also 105 years old and she was actually six months older than she and was also a lifelong resident of Yorkville. Scott said as soon as the article of Dorothy Olson ran in the paper people would come forward and say that their relatives lived until such and such age. Laura said that if we were going to include an individual in a park name their should be some kind of criteria like they had to be over a hundred years old and lived most of their life in Yorkville and contributed something to the community. Scott said that we should name a park after a theme and honor that park by adding names to it ever so often. Mogle again brought up the fact that we could name a shelter after Dorothy or add a feature with names such as bricks with names on a walkway. Scott suggested that it did not even have to be a park with playground equipment. Mogle was worried that if we say you had to be over a hundred that might being discriminatory. Deb thought if we had a teacher's park it should be by a school however she doesn't like the categories like Teachers Park or Mayors Park rather she liked categories like Memorial Park or Centurion Park. The Centurion Park idea was suggested by Vickie Coveny. Ken wanted to be able to honor Dorothy by naming a shelter after her and Deb agreed. Ken agreed that she was deserving of some kind of recognition. Mogle said that if we're going to do something for Dorothy 2 we should do it sooner than later and wanted to move forward with a decision sooner than later. Ken said they should do a centurion park theme and name a feature of it after Dorothy. Garrick and Deb agreed that the centurion park was a good idea. Mogle said that now they would have to decide what park would be fitting for that. Laura felt that a park with playground equipment would be better fitting because there would be more features to name than perhaps just a park with a pavilion. She felt that these people were active once in their life time and it would be appropriate. Garrick felt that we have to be careful not to name each item after someone because over time there would be many names added. Scott said that there could be a plaque explaining the reason why the park was called Centurion Park. Mogle said that there was a consensus that there be a Centurion Park and we would honor Dorothy in that park. He also said that he would do the research on the other park naming requests. REC Center Report & Capita/ Improvement Quotes* Dave Mogle asked the Board if they had any questions over the report that was handed out in the last meeting. Mogle said that they would give the City Council what was handed out to them along with the summary. Mogle said the top page was a list of questions that the committee would want to know. Ken asked Sue if they had thought about a future budget. Ken wanted to know what if they were prepared to answer question such as how much they were spending on electricity. Mogle said that they would probably get asked those questions and those questions could be answered by the monthly budget print out. He said that they would be ready for the budget questions. Sue noted that there would be a Winter Open House on January 9th to showcase the facility and attract new memberships. This will be in place of their usual Winter Fun Day however there would be activities and games at the club. She said that there would be announcements on the radio and adds in the paper about the Winter Open House. Mogle said that when he got the summary done for the Administration Committee he would share that with the board. He said that there have been a lot of improvements in the club and people are happy 3 with it. He said even though times are slow that their bigger months are coming up and they felt optimistic about what was to come. Employee Wellness Program at REC Center* Dave Mogle said that he and staff had looked into this and they thought if you were a full time employee of the city you would be able to participate at no charge in a premiere type package at the Rec Center. He said however that this would not include their families. Scott said that the club might actually make money because if he joined he would pay for his wife and kids to join to go with him. Ken asked if the city could compensate the fees. Mogle said that the city would benefit more indirectly from this but that there would be no impact of the city's health insurance premiums if employees were active in an established wellness program. Mogle said that they would like to have this happen in January and Sue said that she had city employees already asking her about it and they had been saying that they would sign up their families if they could use the facility for free. The board discussed the pros and cons to allowing the city employees to use the Rec Center free of charge. Garrick said that we should look at the big picture and not what we were just giving away. Mogle said that he felt the way the board felt was that we could offer a discounted rate to city employees, not their families. Ken said that even at a discounted rate it would still motivate them to get their families memberships there. Scott said that he disagreed and felt that we should give the employees free use of the club because for twenty dollars a month he could join Cardinal Fitness. He said he did not think the club would see a movement on a discount program. He really felt that the employees would sign up their families if they could use the Rec Center at no charge. Alderman Plocher said that it's not going to cost us any more money because having the machines and the building there are all ready costing us this amount of money and if all the staff were to start going it is not going to over flood the place. Vickie felt that the city employees should be able to go at a discounted rate but not for free. 4 Mogle thought because this was such a big decision that we should wait for Chris and Kelly to be present for the decision. He said however he would like to move on this decision as soon as possible. He said he would bring it back to the board and get more information from Harold. He thanked the board for their input. FYO8O9 Midyear Budget Revisions* Dave Mogle said that he took the Park Board's sentiments on the land cash to the Mayor and she found out, through the attorney, that it was legal to use salaries on land cash. Ken wanted to know if it had to be documented. Mogle said that because the Mayor talked to the attorney he did not have much detail on it. Ken said that he felt that the reports should at least show that Laura took over Shoppe's expenses. Mogle went over the midyear budget report and said it would be taken to the City Council. New Business: Grant Projects Report Laura Haake gave an update on status of current grant projects. She noted that the Grant Award for the ComEd Trail was pending award. She said that the grant application had been submitted but not yet awarded. The ComEd Trail was through the ITEP Grant Program. Legislators have knowledge of it and are supportive. Also noted in the grant project report the grant for Bristol Bay Park in the amount of $400,000 was denied in October of 2008 through the OSLAD Grant Program. The project report also stated that the reimbursement process for Riemenschneider Park had begun and the auditor attestation must be submitted. Whispering Meadows Development (Bristol Station Park) awaits asphalt trail, ball field fencing, and fine grade/seed to be completed spring 2009. Raintree Park A Playground RFP* Dave Mogle said that this was actually for Raintree Park B Equipment Recommendation. Scott Sleezer said that they went to six different playground manufacturers to get proposals for playground equipment for children between the ages of 5 to 12. He said they wanted the cost of a climbing net to be included in the bids for the playground equipment. 5 Sleezer said that they really liked the Zenon Company's proposal. He said that staff recommended changes to their design to add more ADA elements and make the entire park more wheelchair user friendly. He went over the Zenon Company's proposal and their custom round 5 modular playsystem. He said that we worked with this developer and we brought the price in at $56,169. He said that there was about a $4,000 savings in the shelter and they stayed within the budget and that was $103,000. Scott said that there were things that they could contract out themselves such as the tennis courts and a small parking lot. Scott said that they are looking at alternative lighting for the park as well and overall they had the ability to make this one of the best parks Yorkville has. Laura said they would know more once they got the playground in and completed the budget and bid documents and got it all bid out. Scott said Zenon would hold their numbers until April. He said that this project is fully within their budget and that the budget had been submitted to the IDNR Grant Program. Ken Koch asked the Park Board's approval for the playground design, including an age appropriate sign and swings, from Zenon Company in the amount of $56,169.00 and the shelter design from the Icon Company in the amount of $22,000. Deb made a motion to approve and Garrick seconded the motion. Roll call vote was taken: Ken Koch- Yes; Debbie Horaz-Yes, Vickie Coveny-No and Garrick Gillete-Yes Reports: Director Report Dave Mogle said that the Mayor and Brendan had met with Bill Foster. The Mayor wanted to relay to the board in terms to the open space that she is putting the regional park active recreation idea out there as a top priority. She also felt that she would like to see the city acquire some river front property. He said that there were some other capital improvement programs mainly water infrastructure, regional bike trails and road construction. Mogle went through some of the goals, which the City of Yorkville seeks, funding sources. He said they could be ready for construction in one or two year's time. He said that the Mayor's first priority however was the regional park in the south a top priority. 6 Parks Report None Recreation Report None Additional Business: None Executive Session: For the purchase or lease of real property for the use of the public body. Dave Mogle said there was no need for an executive session this evening. Adjournment: Ken Koch asked for a motion to adjourn the meeting. Deb made the motion and Vickie seconded the motion. The motion was unanimously approved by voice vote. Next meeting: January 8, 2009 *Items needing Board approval or recommendation Minutes Respectfully Submitted By: Jamie Cheatham 7