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Park Board Minutes 2012 03-08-12 APPROVED 3/22/12 Yorkville Parks and Recreation Department City Hall 800 Game Farm Road March 8, 2012 at 7:00 p.m. Call to Order: Ken Koch called the meeting to order at 7:00 p.m. Roll Call: Ken Koch - yes; Debbie Horaz - yes; Kelly Sedgwick - yes; Amy Cesich - no; Vicki Coveny - no; Mark Dilday - no; Seaver Tarulis - yes. Introduction of City Officials and Staff: Laura Schraw - Director of Parks and Recreation Scott Sleezer - Superintendent of Parks Tim Evans - Superintendent of Recreation Bart Olson - City Administrator Other Guests: Boyd Ingemunson Public Comment: None. Presentations: There were no presentations. Approval of Minutes: The minutes from the February 23, 2012 meeting were approved. Motion was made by Deb Horaz and seconded by Kelly Sedgwick. Bill Review: The board discussed different expenses on the bills list. Deb Horaz asked about the pool repair. Tim stated there was a power outage and it blew the motor on the pool. Scott stated they are talking to Comed to see if they will pay and he stated they will submit it. Scott said the motor was fixed by staff, which saved money. The board discussed getting a generator or some device as a safeguard, so that in the future they won't have things blow out. The bills list was approved. Motion made by Kelly Sedgwick and seconded by Seaver Tarulis Old Business: 2012 Budget Discussion - Bart Olson presented a PowerPoint presentation for the Park Board illustrating the budget for the upcoming year. Mr. Olson stated this was the same presentation that was presented to City Council. Mr. Olson stated he will go through the Parks and Recreation budgets for the board. Mr. Olson went over the budget numbers with the board. Mr. Olson suggested that the department restudy the impact fees, which are $50.00 per permit. He stated the city doesn't like to increase fees, but a small increase could have a big impact on this fund, but not a big impact on the building permit fee. The board was shown a detailed report on where funds are and how they are to be spent. The big expense coming up will be a mower for $40,000.00. Mr. Olson said there is money there for the mower and it needs to be done for mowing Bristol Bay. There are only two expenses to come out of this next year. Mr. Olson went over different grants and fees and the land cash. The 79 budget fund shows a slight increase over the next five years, but the city is planning on it being a zero fund balance fund. Mr. Olson stated whatever decisions the board makes, we can transfer as much or little money you will need to keep them meeting expenses. Mr. Olson went over the Hometown Days and rental incomes. Mr. Olson said they added $10,000 to treat weeds in the park, there were a lot of complaints last year about weeds in the parks. Ken Koch asked who complained. Mr. Olson said the alderman had a lot of complaints. Mr. Sleezer said complaints were from everywhere. Mr. Olson said the repair costs are going up this year because the city has old equipment. Deb Horaz asked about where Laura's salary is taken out of. The board discussed that. Laura stated she does work for all departments. Ken asked if she can code her time, she stated the city has never done things that way. Mr. Olson said it ends up coming out of the same place anyway. Mr. Olson said the REC Center is only planned out for one year because of all of the unknowns. Mr. Olson said two items to note are increased membership fees and an increased budget for next year. Mr. Olson said if the city was to back out of the REC Center, they would still be responsible for the taxes. Mr. Olson stated on Tuesday there will be a public hearing in front of City Council. Mr. Olson stated he thinks this will be approved at one of the meetings in April. Mr. Olson stated the Beecher HVAC is a big ticket item, which the city is watching because it is a 30 year old unit. Ken Koch asked under which department that would fall. Mr. Olson said it would be under building and property maintenance. Ken Koch asked about being able to replace park equipment and how to plan for things down the road with parks and trucks getting older since we have no funding for these things. Ken used as an example Beecher Park. Ken said he doesn't want to have another park pulled out like what happened at Riverfront Park. Scott stated Riverfront was a wood structure and the city doesn't have any more wood structures. Scott stated as long as we can get parts to fix things, we don't need to replace the entire park because they are not dangerous like Riverfront was. Scott stated Beecher Park could be modified. Ken voiced his concerns about having a plan for these things. Deb stated that as a board we have to think about our department, if there is any excess, the parks have expenses and we need to address those things. Bart Olson said unless things get better city wide, he doesn't see that happening. Ken stated there are so many things that need done in the city like Game Farm Road. Bart Olson said the city is in a better situation financially than two years ago. Ken said we, as a board, need to proactive on these items so that we get the funding. Seaver stated it is important to take into account everything that makes up the budget, sidewalks, roads etc. Mr. Olson agreed planning ahead is a very good and helpful thing. There was a discussion as a board about raising the capital fee to help offset these upcoming costs. Waiver of Park Fee* - Ken said this is at the same place the board left this at the last meeting. Mr. Olson stated that the date has changed and it will likely be held in August. Laura said the staff discussed the date change. Mr. Ingemunson stated he is in the process of booking bands and the date is not set in stone yet because he said we have to work with their schedules, which is looking like August 17th and 18th. Mr. Olson said the city will draw people in, which helps city development. Ken stated a concern that the event will be held close to Hometown Days. Mr. Ingemunson stated it is a completely different type of event. Mr. Ingemunson said he is hoping to attract people from all over the Chicago land area. Mr. Olson stated Hometown Days is a community event. Ken stated there needs to be a vote on the waiver. Mr. Ingemunson said he is not asking for a waiver, he intends to pay the money just a deferment. Ken said we could defer this until the time of the event. Deb Horaz said she asked a couple alderman about the amusement tax being used for this $1300.00 and they said that wasn't good. Deb said she thinks that the fee just needs to be $1300.00 and needs to be paid. Kelly Sedgwick said that he is fine with a deferment, as long as the fee is paid by the time the city has to start working. The board voted on waiving the fee: Ken Koch - no; Deb Horaz - no; Kelly Sedgwick - no; Seaver Tarulis - no. Ken stated the other board members not present said no on waiving the fee too. Ken said the board is okay with deferring the $1300.00 fee. Ken said he spoke to the Mayor and the Mayor stated that the park board will get the fee from the fee somehow. Mr. Ingemunson stated that it is going to be paid by the amusement tax fee. Mr. Olson said the purpose of this event is to generate traffic in downtown Yorkville. Ken stated he agrees that will be great, but he thinks that the fee is not that much, and thinks it should be paid and he has to stick to policy. Mr. Ingemunson said the board will get the fee. Mr. Ingemunson said that the ticket buyers will pay it from the amusement tax fee. Mr. Olson said it is now in the city's hands and he said they will handle it. Laura said right now it is just a deferment of payment for the fee to be paid after the event. Mr. Olson said the city wants the event to happen, so we will figure out how to make this happen. The board agreed to defer the payment of the $1300.00 fee, as long as we get the money. The vote to defer payment of $1300.00 within a week following the event was as follows: Ken Koch - yes; Deb Horaz - present; Kelly Sedgwick - yes; Seaver Tarulis- yes. Motion was made by Kelly Sedgwick and seconded by Seaver Tarulis New Business: None. Reports: Director Report - Laura stated that she and Amy Cesich will be attending Canoecopia this coming weekend. She said they had a getaway package to give away. She stated that Ribs on the River is moving along. Laura said that Geneva Kayak will now have a sign that will says Outdoor Leadership Center. Deb asked why they didn't put the name Yorkville in their sign. Laura said it was a verbal agreement and that is a business decision. Laura said she is officially a landscape architect in the State of Illinois she passed her exam. Recreation Report - Tim said soccer is starting soon and numbers are up. Tim said there is an Easter Express trip coming up March 31st. Parks Report - Scott said that we received restitution on the damages of the concession area. Scott said the weather has been great this year and they are able to start on fields now and all the parks are mulched. Scott said the city has been able to get things done earlier. Ken asked about the status with the memorial area. Scott said there is a Boy Scout that is making this is Eagle Scout project and he is working on it. Additional Business: None. Adjournment: There being no further business, the meeting was adjourned at 8:30 p.m. *Items needed for Board approval or recommendation. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker