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Resolution 2009-41 STATE OF ILLINOIS ) )ss COUNTY OF KENDALL ) RESOLUTION NO. 2009- 1 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of the City and the Athletic Field Use Policies and Procedures heretofor adopted by the City Council is hereby repealed in its entirety.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 ; day of , A.D. 2009. CITY CLERK ' ROBYN SUTCLIFF � DIANE TEELING GARY GOLINSKI ARDEN JOE PLOCHER WALLY WERDERICH MARTY MUNNS 11-� ROSE SPEARS GEORGE GILSON, JR. Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this A� day of 6EP E M 6Ee— , A.D. 2009. MAYOR WRKv111F UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT PARKS & RECREATION 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. Objectives • 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 organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of 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, non - profit organizations, businesses, corporations, and private groups which are located outside 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 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. Approved by Park Board September 10, 2009 1 Approved by City Council September 22, 2009 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 Ist Summer Season (June — August) April 15 Fall Season (September —November) July 15 t " Tournament Schedule - beginning December 1St (due from YYBSA by Nov. 30'1') Holiday 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. 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. 1st for the general public. The scheduling and approval is on a first come, first serve basis. Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed below. 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 shall adhere to this entire policy and the items listed below. 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. Maior Tournaments Deadline 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. Small Tournaments Deadline Approved by Park Board September 10, 2009 2 Approved by City Council September 22, 2009 Athletic field reservation requests for small tournaments 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. Special Requests Deadline 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. 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. • Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed on the fields proper. • All requests for use of fields, or park(s) must be in writing. • Each group must complete a checklist ensuring that the fields 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, or park 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 privileges immediately. 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. Approved by Park Board September 10, 2009 3 Approved by City Council September 22, 2009 • 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). • 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 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. • All play at Bridge Park ballfields must end no later than 9:45 pm, everyday. Lights will be turned off at 10:00 pm everyday, no exceptions. 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 Approved by Park Board September 10, 2009 4 Approved by City Council September 22, 2009 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 Groups reserving an athletic field on a seasonal basis shall be billed by the Parks and Recreation j 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 maybe 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 Tournament Fees A tournament is considered one entity even though it may span multiple days. To receive a full refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least eight weeks prior to the date reserved. Approved by Park Board September 10, 2009 5 Approved by City Council September 22, 2009 To receive a 50 percent refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least two weeks prior to the date reserved. To receive a fifty percent refund due to possible inclement whether the group or individual must provide written or verbal notification of cancellation to the Parks and Recreation Department by 4:00 pm the day prior to the date reserved, for a multiple day tournament this would be the first day of the tournament. No credit will be given for unused rain days during tournament play. No refunds after the reserved day has arrived. ATHLETIC FIELD RESERVATION POLICY ATHLETIC FIELD RESERVATION FEES 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 organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of 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, non - profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. DAILY FEES: (per field use) Ctg A Ctg B Ctg C Ctg D 0 -2 hours $20 $25 $30 $40 2 -4 hours $25 $30 $35 $50 4 -6 hours $30 $40 $50 $60 6 -8 hours $35 $45 $55 $70 Fees are based on a "per field basis" without usage of lights. PREPARATION OF FIELDS FEES Baseball / softball field prep — includes bases, fine dragging and lining (one prep per day). Weekday $35.00 per day per field Weekend $45.00 per day per field Soccer field prep - includes nets, lining of the field Initial Layout Fee ........... ............................... ........................$175.00 Weekly Maintenance Fees: Large Field (100 yds by 70 yards or 80 yds by 50 yards) ............ $100 Medium Field (60 yds by 40 yds or 45 yds by 30 yds) ...............$80 Small Field (35 yds by 25 yds or 30 yds by 20 yds) ..................$60 Approved by Park Board September 10, 2009 6 Approved by City Council September 22, 2009 LIGHTS FEES Weekday or weekend - Minimum $45 fee for first hour, $30 for each additional hour per field SPECIAL USE FEES Water access fee - $20 Electrical access fee.- $20 Must supply your own extension cords. Please reference the concession stand / vendor operation policy for special use request and tournaments. SEASONAL / LONG TERM USE FEES: To be determined for each organization and the requests, per Athletic Reservation Fee Schedule. TOURNAMENT FEES Baseball/ Softball Fields — Weekend Tournament Fees Tournament Rental Fee - $900 Includes: • Lights at Bridge Park Fields (available from 6:00pm to 10:00pm each night — all play must end by 9:45pm, no exceptions) • Rental Time: Friday 3:00pm 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. * Games will not start before 9:00 am. * Additional field may be available for additional fee ($250.00 per field). * Additional days may be available for additional fee Approved by Park Board September 10, 2009 7 Approved by City Council September 22, 2009 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 th Tournament Reservations - begins Dec. 1" Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non - profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of 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, non - profit organizations, businesses, corporations, and private groups which are located outside 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: 1) 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. 2) 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