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Resolution 2009-02 STATE OF ILLINOIS ) )ss COUNTY OF KENDALL ) RESOLUTION NO. 2009- ©a, RESOLUTION APPROVING A REVISED POLICY FOR ATHLETIC FIELD USE POLICIES AND PROCEDURES WHEREAS, the City Council of the United City of Yorkville has considered and discussed the importance of updating the United City of Yorkville's policy concerning athletic field use policies and procedures; and WHEREAS, the City Council has determined that it desires to update such a policy; and WHEREAS, it has been determined to be in the best interests of the United City of Yorkville to repeal the previous Athletic Field Use Policies and Procedures and adopt a new policy in the form attached hereto in Exhibit "A ". NOW THEREFORE BE IT RESOLVED, by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, that the Athletic Field Use Policies and Procedures in the form set forth on Exhibit "A" attached hereto and incorporated herein is hereby adopted as the Athletic Field Use Policies and Procedures of the City and the Athletic Field Use Policies and Procedures heretofor adopted by the City Council is hereby repealed in its entirety. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this Z day o��,.�...�,...,� , A.D. 2009. CITY CLERK ROBYN SUTCLIFF � JOSEPH BESCO GARY GOLINSKI ARDEN JOSEPH PLOCHER WALTER WERDERICH t- MARTY MUNNS v ROSE ANN SPEARS t_� BOB ALLEN I Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this - 7 day of SAM U fh2 A.D. 2009. MAYOR Exhibit "A" UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT ATHLETIC FIELD RESERVATION POLICY The Athletic Field Reservation policy of the United City of Yorkville has been established to provide a systematic method by which athletic fields (baseball, softball and soccer) may be reserved by the residents of the community. A reservation is not required for athletic field use for occasional play or pick up games. For league play (which includes multiple days, or week play for both games and practices) a permit is required and will guarantee use for the dates and times specified on the permit. Objective ■ To provide maximum utilization of athletic fields through centralized scheduling To provide an impartial distribution of athletic fields to the various community groups who wish to reserve fields. ■ To plan cooperatively with other community agencies to enhance individual and group recreational needs. ■ To provide recreational activities which take into consideration the needs of the community. ■ To provide the best possible maintenance of athletic fields using available manpower and monetary resources. RENTAL CATEGORIES Category A Government and non - profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately (at least 80 %) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non - profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. Athletic Field Use Priorities When scheduling reserved use of athletic fields, the following priorities shall be established: 1. United City of Yorkville Park and Recreation sponsored programs 2. Yorkville School District 3. Youth Leagues that have approved cooperative agreements with the City of Yorkville. 4. Other athletic programs within the community requesting to reserve an athletic field(s) on a seasonal basis. 5. Private groups or individuals requesting to reserve an athletic field(s) on a single or multiple dates. 6. Other 1 Resident groups (groups with 80% or more United City of Yorkville residents) shall be given priority over non - resident groups. The 80% residency requirement shall be calculated based on the total number of people using the field. Athletic fields may be used on a drop -in basis by any group or individual without a reservation on a first come first serve basis. Drop -in use is limited to 2 hours and does not include any organized league games. Groups or individuals with an approved reservation or permit and City programs will have priority use. In case of inclement weather, the United City of Yorkville Park and Recreation Department shall make the final decision regarding playability of all fields. Request for Athletic Field Reservation Organizations, groups and individuals desiring to reserve athletic fields shall complete the standard application for athletic field reservation. In addition, organizations, groups, and individuals shall be required to submit the following with the application form: • A certificate of insurance — co- naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation • The team roster(s) with addresses and signed waiver forms from each player or guardian. • The Recreation Department may request additional information from the desired individual or groups if it is considered to be in the best interest of the City or necessary to make a decision regarding the use of a field. Reservation requests shall be approved beginning on the following dates: Spring Season (March — May) March 1st Summer Season (June — August) April 15th Fall Season (September — November) July 15 Tournament Schedule - beginning Dec. 1St (due from YYBSA by Nov. 30 Holidav Maintenance Schedule It will be at the discretion of the Superintendent of Parks on a case by case basis as to the availability of field preparation on a holiday or holiday weekend. 2 TOURNAMENT ATHLETIC FIELD RESERVATION Any groups wishing to host a tournament shall have an approved athletic field reservation prior to submitting a bid to host a tournament. Applications for Tournament requests may be submitted beginning Dec. 1 St for the general public. The scheduling and approval is on a first come, first serve basis. A. MAJOR TOURNAMENTS Athletic field reservation requests for major tournaments shall be submitted beginning Dec. 1st. Major tournaments shall include, but are not limited to, national, regional and state tournaments. i B. SMALL TOURNAMENTS Athletic field reservation requests for small tournaments (10 teams or under) shall be submitted in writing at least forty five (45) days prior to the tournament date, with a response from the Park and Recreation Department guaranteed at least thirty (30) days prior to the tournament date. Small tournaments shall include, but not limited to, city -wide or county tournaments. C. SPECIAL REQUESTS Any special tournament requests for any variances shall be submitted in writing along with the athletic field reservation request. Special tournament requests shall include, but are not limited to, use of field lights, fundraising activities, extended park hours use, use of a public address system, admission charges, additional bleachers, additional field maintenance, use of temporary fencing, and water or electrical access. D. PROCEDURE Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed above. In addition, certificate of insurance, team rosters and signed waiver forms for each player participant shall be submitted to the Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Recreation Department. Special tournament and use requests shall be approved by the Park Board. The group or organization requesting the use of the fields for tournament use is responsible for all participant and players conduct while on the fields, park, surrounding areas including parking lot. All players attending a tournament or other uses of the athletic fields should adhere to the GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES. Any violation of these policies can impact the current and future uses of all City fields and / or facilities. Furthermore, the group assumes all responsibility for the repair or replacement of damage as a result of misuse of the field, equipment or park amenities. 3 GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES ■ No equipment or permanent signage will be added or installed to the park without the permission of the United City of Yorkville Park and Recreation Department. ■ No ball hitting or pitching into fences or dugouts is allowed, with the exception of light weight plastic practice balls. ■ Each party will report any damage and or maintenance concerns to the park department immediately. ■ Coordination of work involving the park department staff or use of the equipment will generally require a two -week notice, for scheduling purposes. vehicles are allowed on ass. Vehicles are not allowed on the fields Only approved maintenance v grass. Y pp proper. ■ All requests for use of fields, park(s) or facilities must be in writing. Leagues, tournaments, and events must be approved by the Parks and Recreation Department. • Each group must complete a checklist ensuring that the fields, park(s) or facilities are in acceptable condition after their scheduled use. This form must be turned into the Park and Recreation Department at the end of the season or maintenance obligation. • Due to the scheduling or early setups for the other functions, all groups and organizations are requested to use only the area, field, park or facility that has been assigned to them. • No group may meet in the United City of Yorkville parks that practices discrimination in any manner, or partisan political activities of any kind. Non - partisan public meetings and information forums are permitted. • No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and/or immediate revoking of use privileges. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff. • Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Damage or excessive litter may result in a loss of privileges and use. • Groups may not use the fields or parks when the weather conditions are dangerous or when the field conditions are not acceptable. All groups must adhere to the inclement weather practice for field conditions; (no standing water, saturated turf conditions, or times when safety is a concern). • Loud, obnoxious behavior and/or profanity among groups using fields, parks and facilities will not be tolerated and may result in immediate revoking of use privileges. • Groups must adhere to all city ordinances, policies and procedures when using the facilities, parks and fields. (Sign Ordinance, Building Rental Policies, Lightening Prediction Policy, and weather warning alarm system, and any other city guidelines that pertain to the use of City Owned property). • When ball field lights are utilized, a park and recreation department employee, tournament director, or the representative of a private rental, will be the designee for acquiring the key for the electrical box and 4 turning lights on and off according to posted instructions and for unlocking and locking the bathrooms. The use of lights will require the payment of a fee to offset electrical costs. In addition, a refundable deposit may be required prior to the beginning of the season or event, which can be forfeited for unauthorized or inappropriate use of the lights. Lights may not be on past 1OPM Sun. — Thurs., 10:30PM Fri., Sat. • Many of the City's fields, parks, and facilities are in close proximity to residential dwellings. Groups utilizing these recreational features must be respectful of neighbors or risk immediate revoking of use privileges. j ATHLETIC FIELD RESERVATION FEES A. Establishment The Park Board shall annually (based on fiscal year) recommend fees for the reserved use of athletic fields based on the premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the city's athletic fields. Fees shall be established in the following categories: 1. Soccer Fields and football fields 2. Baseball and softball fields, daylight use 3. Baseball and softball fields, night use with lights 4. Resident, non - resident and commercial use fees 5. Single or multiple and seasonal use fees 6. Tournament use 7. Special use B. Resident / Non - Resident Users To qualify for resident fees a group shall consist of 80% or more residents of the United City of Yorkville, City boundaries. The 80% residency requirement shall be calculated based on the total number of players using the field, not just on the group requesting use of the field. Residency shall be determined based on the home address of the individuals as opposed to the business address or the address of other family members. The Parks and Recreation Department may waive the residency requirement if it is considered to be in the best interest of the City. C. Commercial Users Any group reserving an athletic field for profit making purposes shall be charged the commercial fee. D. Waiver of Fees to School District, private school groups, or youth organizations. Public and parochial schools that provide school facilities to the City of Yorkville at no charge shall have free reserved use of City athletic fields. These schools shall provide their own set -up of athletic fields including, but not limited to, lining, base set -up and hand raking. Should these schools wish to reserve an athletic field at night with lights, the established lighting costs shall be paid by the school. The Parks and Recreation Department may give consideration to the waiver or partial waiver of fees for youth organizations who are party to a cooperative agreement with the City. E. Payment of Fees 5 Groups reserving an athletic field on a seasonal basis shall be billed by the Parks and Recreation Department with payment expected according to the following schedule: one half by the first usage date, and one half by the midpoint of the season. At the end of the season, adjustments will be made and either an additional billing or a refund of fees paid in excess will occur, whichever is necessary. A 20% deposit shall be required to guarantee the reservation. Groups or individuals reserving athletic fields on a single or multiple use basis, shall be required to pay the established fee at least two weeks prior to the date reserved. A permit shall be issued upon payment of the fee. Tournament Fees shall be paid in full at the time of written request to secure the dates. Payment of fees shall be made at the Parks and Recreation Department Administration Office 201 W Hydraulic St. (old Post Office). F. Security Deposit A security deposit will be required per event, tournament or program. The amount will be $100 per day (no lights) or $150 per day (with lights), to a maximum of $500. The deposit may be forfeited for incidents such as, but not limited to, those described below: If an athletic field is damaged due to improper use by the group or individual and requires more than normal maintenance and/or repair to be restored to its original condition, the group or individual shall be charged the amount necessary to cover the cost of the required maintenance and /or repair. If the security deposit does not cover the cost of the damage, an additional charge will be assessed. The need for excess clean -up above and beyond normal use. Unauthorized or inappropriate use of lights. Barring an incident warranting the forfeiture of part or all of the security deposit, a full refund of the security deposit shall be paid within thirty (30) days following the event, program or league. G. Refund of Fees A full or half refund of athletic field reservation fees may be granted for the following reasons: If the group or individual provides written notification of cancellation to the Parks and Recreation Department at least two weeks prior to the date reserved — full. Less than two weeks notice, no refund will be given. If the Parks and Recreation Department staff feels that the athletic field is in unplayable condition and the game is cancelled and cannot be rescheduled —half. The amount of refund is determined when the cancellation occurs. The game(s) can be rescheduled for no additional charge. 6 Athletic Fees. Attached fee schedule. The fee schedule will be reviewed and adjusted annually based on fiscal expenses. Fees charged shall be used to partially offset the cost of maintaining and upgrading the city's athletic fields. All fees are subjected to changing without notice. ATTACHMENT ATHLETIC FIELD RESERVATION POLICY Fiscal Year 2008 —2009 ATHLETIC FIELD RESERVATION FEES i The fee schedule will be reviewed and adjusted annually based fiscal expenses. Fees charged shall be used to partially offset the cost of maintaining and upgrading the City's athletic fields. All fees are subjected to changing without notice. Category A Government and non -profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately (at least 80 %) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non - profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. DAILY FEES: (per field use) Ctg A Ctg B Ctg C Ctg D Ctg E Ctg F 0 -2 hours $10.00 $10.00 $20.00 $30.00 $40.00 $40.00 2 -4 hours $15.00 $15.00 $25.00 $40.00 $50.00 $50.00 4 -6 hours $20.00 $20.00 $30.00 $45.00 $60.00 $60.00 6 -8 hours $25.00 $25.00 $35.00 $50.00 $70.00 $70.00 Fees are based on a "per field basis" without usage of lights. PREPARATION OF FIELDS - additional fee Baseball / softball field prep — includes bases, fine dragging and lining (one prep per day). Weekday $25.00 per day Weekend $35.00 Soccer field prep - includes nets, lining of the field Weekday $30.00 Weekend $40.00 Lights — additional fee Weekday $25.00 per hour per field Weekend $25.00 per hour per field 7 SPECIAL USE Water or electrical access $20.00 additional. Must supply your own extension cords. Please reference the concession stand / vendor operation policy for special use request and tournaments. SEASONAL (Long Term) USE /MAINTENANCE FEES: To be determined for each organization and based on their requests, per Athletic Reservation Fee Schedule The Parks and Recreation Department may give consideration to the establishment of seasonal (long term) Use/Maintenance Fees for youth organizations who are party to a cooperative agreement with the City 8 TOURNAMENT FEES: 2009 Baseball/ Softball Fields — Weekend Tournament Fees PACKAGE 1(Premiere package) Rental Fee $1300.00 Includes: • Lights at Bridge Fields (available from 6:OOpm to 10:00pm each night) • Rental Time: Friday 4:OOpm through Sunday 10:00pm. • 3 Fields • Fields will be prepared and lined each morning Friday, Saturday, and Sunday. • Fields will be spot checked between games with home plate, pitchers mound and first plate being filled, raked, and tamped. • Chalk lines around batters box will be touched up if necessary. • Every other game fields will be dragged and lined. • Field will be dragged and lined before championship game. * Hours maybe flexible with approval from the Recreation Dept. * Games will not start before 9:OOam. * Additional field may be available for additional fee ($250.00 per field). PACKAGE 2 (Basic package) Rental Fee $850.00 Includes: • Lights at Bridge Fields (available from 6:OOpm to 10:00pm each night) • Rental Time: Friday 4:OOpm through Sunday 10:00pm. • 3 Fields • Fields will be prepared and lined each morning Friday, Saturday, and Sunday. • Field will be dragged and lined before championship game. * Hours may be flexible with approval from the Recreation Dept. * Gaines will not start before 9:OOam. * Additional field may be available for additional fee ($250.00 per field). No package 3 it cost as much as package 2 the only difference is one less field prep. APPLICATION FORM ATHLETIC FIELD RESERVATION UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT Reservation requests shall be approved beginning on the following dates: Spring Season (March — May) March 1st Summer Season (June — August) April 15th Fall Season (September —November) July 15 Tournament Reservations - begins Dec. 1St Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non - profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately (at least 80 %) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non - profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. Group or Individual Name Contact Person: Address Home Phone: Work Phone: Email FIELDS, DATE(s) / TIME(s) REQUESTED: Special Use requests (lights, concessions, water, electrical, other). In order complete the athletic field request, the following documents must be forwarded to the Recreation Department: A certificate of insurance with minimum coverage of $2,000,000 aggregate — co- naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation. The team roster(s) with addresses and signed waiver forms from each player or guardian. .................................................. ............................... OFFICIAL USE Addition information requested Reservation Amount Deposit amount Date of Request Date Received Staff Initials Approved / Denied Refund Requested Field(s) Assigned 10