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Park Board Packet 2012 03-08-12 Yorkville Parks & Recreation Department Administration Office - REC Center 202 E Countryside Parkway Yorkville, IL 60560 630-553-4357 Park Board Meeting Agenda City Hall Conference Room 800 Game Farm Road 7:00 p.m. March 8, 2012 Call to Order: Roll Call: Ken Koch, Debbie Horaz, Kelly Sedgwick,Vickie Coveny, Seaver Tarulis,Amy Cesich, Mark Dilday Introduction of Guests, City Officials and Staff: Interim Director of Parks and Recreation—Laura Schraw, Superintendent of Recreation—Tim Evans, Superintendent of Parks—Scott Sleezer, City Council Liaison to Park Board—Diane Teeling,Ward 4 Alderman Public Comment: Presentations: 2012 Budget Approval of Minutes: February 23, 2012* Bills Review: Bill list* Old Business: Waiver of Park Fee* 2012 Budget Discussion New Business: Reports: Director's Report Recreation Report Parks Report Additional Business: Executive Session: Adjournment: Next meeting: March 22,2012 *Items needing Board approval or recommendation Yorkville Parks and Recreation Department City Hall 800 Game Farm Road February 23, 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 -yes; Vickie Coveny-yes; Mark Dilday-yes; 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 Chris Funkhouser-Alderman Other Guests: Boyd Ingemunson Public Comment: Mr. Ingemunson came before the board to further discuss the deferral of the park fee for a festival he is planning to hold in downtown Yorkville. His comments are included below under New Business,Waiver of Fee Request. Presentations: There were no presentations. Approval of Minutes: The minutes from the February 9, 2012 meeting were approved motion made by Seaver Tarulis and seconded by Deb Horaz. Bill Review: Vickie Coveny had a couple questions on bills lists about apparel, soaps, lotion and referees. Tim Evans explained the costs. Motion to approve Bills List made by Amy Cesich and seconded by Kelly Sedgwick. January Budget Report: Laura Schraw stated this is the usual budget for January 2011 and January 2012 for the board to compare. The board discussed and reviewed these reports. Old Business: Waiver of Park Fee*: Laura Schraw stated staff discussed things that needed to be done, dumpsters, electric, staff, security etc. She said a list was made and Mr. Ingemunson agreed it looked good and if board agrees it will be attached to the fee waiver request. Laura said she talked to Bart Olson and he said the $1,300 from the amusement tax can be used for the fee. Ken Koch asked if the city is collecting a tax, is it going to be an issue as to where the money goes. He stated he doesn't want to make a decision, if these tax dollars are not supposed to be used for this purpose. Chris Funkhouser said he believes the amusement tax goes into the general fund and it is appropriated into different accounts,but he said he doesn't want to speak for the council, and he said he would want to check with Bart Olson. Vickie Coveny said she doesn't agree with waiving or deferring the fee. The Board discussed the list of items and how the money for the fee would be collected. The Board discussed the midnight cut off and Ken Koch wanted to discuss this with the Alderman in that ward to see what the feeling of the citizens in the area would be about this. Vickie Coveny stated she is concerned about the traffic with the construction on Route 47, parking and noise. She stated there is always problems with parking when there are festivals. Scott Sleezer said people will find places to park when we have any of our festivals like Hometown Days and there are options. Deb Horaz asked about a shuttle bus from another location. Scott said that is a possibility. Scott said this is not 1,000 people all at once, it is over the entire weekend. Boyd stated he thought about talking to a couple of the schools in the area to use their parking. Scott said think about how this will bring business to the downtown. Boyd said Cobblestone will be running a food vending area and his intent is to integrate the businesses in the area, which is the entire point. Vickie Coveny said this year, with construction on Route 47, it is not the year for this. Laura Schraw said the advantage of this application is Boyd is willing to work with the community and it can be a learning experience and at some point, the city is going to have to try this. Tim Evans said the city has Chamber night and it worked well. Scott stated the road will not be torn up yet, the utility work has to be done first. Ken said if the board was to vote for this agreement, there are things that staff will have to take care o£ Deb asked if the board has authority to say anything about this tax without city council approval. Laura said Bart is the budget officer and city council doesn't have to vote where the funds go. Boyd said he talked to Carlo Colosimo and he didn't have a problem with the parks getting the money. Deb Horaz wants the alderman's input on this. The Board discussed the money coming out of the amusement tax and if the fee should be deferred or waived at all and how to go about collecting the money for the parks. Chris Funkhouser said the park rental is for those that do not generate funds. It is basically a security deposit for any clean up etc. so the city makes sure it will be taken care o£ The amusement tax is a separate issue, so the city can recapture revenue for events that are financially self sustaining. Alderman Funkhouser stated he believes this is an amusement tax issue that is why this is a deferment of the fee. The board said therefore there will not be a park rental fee and it is waived and the city will pay this fee out of the tax. Amy Cesich said she doesn't have a problem with that as long as the Mayor and City Council are okay with that. Ken Koch said there is are lot more details in the list now and the Board needs to decide if it is okay with the fee coming out of the amusement tax. Vickie Coveny said she doesn't agree because a policy is a policy. Boyd said wanted to hold this in Yorkville. He stated that even if there are construction things going on, there will be lanes open. He said this is going to be held on a weekend and this could potentially help the businesses in Yorkville and property owners in Yorkville and the positives outweigh the negatives. He stated he is trying to generate private economic growth for the City of Yorkville. Alderman Funkhouser said the Park Board is sponsoring Ribs on the River in this same location two weeks prior to this event. Alderman Funkhouser said he is hoping for 750 to 1000 people to attend this event. The Board discussed the list and went over each item and decided what items they are okay with and the ones that they are not. Laura stated if the issue is waiving the fee then the city can find a different way to word this and rebate the amusement tax or something like that. Laura said if we have to change the wording to get this done, we will do what we have to. Seaver Tarulis said we should not waive our fees. The board agreed because they agree we have to stick to policy or it will cause problems in the future. There was discussion on logistics, traffic, helping the businesses in the area, and if these kinds of events should be held downtown. Scott stated these events are for the greater good of Yorkville. Laura said for the next meeting the board needs to discuss what changes need to be made, so we have things decided. The board discussed how the amusement tax should be used. Laura stated that Boyd agreed to have a credit card on file with the city. Scott stated one thing the park board should be doing is providing entertainment the community. He stated it provides something that is Park and REC related. The board agreed,but they are trying to make sure they are fair on the fees. Laura asked the board to vote fee by fee, and on each individual item on the list. The board went through each item on the list to make their decisions. Laura stated she will bring this back to the next meeting on March 8, 2012 for a vote. New Business: Scholarship Policy: Tim Evans stated after a meeting a few months ago when the board discussed the special needs kids, he thought the REC Center could do something for financial needs situations. Tim stated he thinks we could add one or two kids in each of our programs that have financial hardships without having to transfer money from the scholarship program. He explained that way, the REC could then keep that scholarship money for special needs kids. These would need approval from Tim Evans or Laura Schraw. Tim stated then REC could work with special needs children and financial needs better and work with our programs better. Ken Koch asked if there was a financial cap. Tim stated yes the application has not been changed. Tim said he is trying to make money more available to special needs kids and work with the financial hardship situations. There is a$500.00 cap per family. Motion was made to approve the Scholarship Policy. Motion made by Vickie Coveny and seconded by Mark Dilday. This item was approved by the board. Playground Replacement Planning: Their was a replacement schedule included in the packet for discussion. Scott said he knows that it is a lot of money over the next few years. Scott said when parks get too old, it is hard to find replacement parts so every 18 years the city looks at replacing them. This list shows the costs of replacement of each park in Yorkville. Scott said the next three to five years will be tight, but things should improve and the city should have money to do some of this work. Scott said this has to be money from general fund or other means. Deb asked can the board recommend the rental money goes toward the park equipment. Scott said yes, but in the next few years, we have too much to pay for like trucks beyond replacement date. Scott said this is why as a group as the city budgets, it is discussed and the city is keeping their eye on these park replacements. There was discussion about lack of money at this time to replace parks. The board discussed possibilities on how to raise money for these parks. Scott said playgrounds are something we can get grants for. He said that is a help, not a guarantee. Raintree Park B Asphalt Paving Award: Laura said the city received bids for the paving. Laura said that is only for asphalt. Laura said they got back six bids and the lowest bid is $15,108.25. Scott said the references were good and they have done municipality work before. Vickie Coveny asked why we didn't use the local companies to keep our dollars in our own county. Laura stated the city has to take the lowest bidder because they are a public body. A roll call vote was made to approve the bid and the board approved the bid. A motion was made by Kelly Sedgwick and seconded by Mark Dilday. 2012 Budget Discussion: Laura said to attend the meeting and let the board's feelings be heard. The board discussed what is going to be included in the budget this year. Laura asked the board members to bring a copy of the budget to the next meeting and Bart Olson will be there to answer their questions. Laura said if they have questions, please e-mail ahead of time, so they can have an answer ready. Adhoc Committee for Recreation Facility Alternatives Report: Laura stated she is asking that the board rank the choices on the board so that Alderman Funkhouser can include this in his recommendation. The board reviewed the item included in their packet. The board stated that choice A is the only logical decision. Alderman Funkhouser said he is giving his final recommendation to the committee this week. The board agreed their recommendation is choice A. Reports: Director's Report - Laura said dollar amounts are listed for the Riverfront Rentals. She stated Creative Kearnals does owe more money, which they are going to give the city. Laura said the union contract will be on the city council agenda next Tuesday. It is online to review. Rec Report-None. Park Report- Scott said the maintenance summaries are included in the packet. Scott said it is a good program to help track where our guys are and where they are working and how much each person is maintaining, mowing, taking care of fields etc. Scott said it is a good gage for the future as to how much time it takes to maintain parks. Additional Business: Kelly Sedgwick said he is getting a lot of complaints about softball this season. He stated there is one more game added this season and it is $50.00 more per person. Tim said he thought they added two more games it went from I I to 13. Tim said there will also be more tournament games. Tim stated he will check with Shay on the number of games. Kelly stated he doesn't want to see people go to other cities. Scott said this year we have more tournaments than ever at $1,100.00 per tournament. Tim said we can lower prices, but the city won't make as much money. Kelly said the other thing people would like are more double-headers. Tim stated that he will look into that. Tim said last year we ran into a problem with a time crunch with the lighting. Laura said the city will get all the information he needs to let those people know how their money is being spent. Tim said he can get a breakdown for him of how money is being spent. Adiournment• There being no further business, the meeting was adjourned at 9:14 p.m. *Items needed for Board approval or recommendation. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker DATE: 02/29/12 UNITED CITY OF YORKVILLE PAGE: 1 TIME: 10:34:35 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 03/08/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208635 AQUAPURE AQUA PURE ENTERPRISES, INC. 77902 02/17/12 01 POOL CHEMICALS 80-800-56-00-5640 387.94 INVOICE TOTAL: 387.94 * CHECK TOTAL: 387.94 208636 ARAMARK ARAMARK UNIFORM SERVICES 610-7419312 02/14/12 01 UNIFORMS 79-790-56-00-5600 59.03 INVOICE TOTAL: 59.03 * 610-7428950 02/21/12 01 UNIFORMS 79-790-56-00-5600 44.44 INVOICE TOTAL: 44.44 * CHECK TOTAL: 103.47 208637 BANCAMER BANC OF AMERICA LEASING 012075197-PR 02/21/12 01 COPIER LEASE 79-795-54-00-5485 178.00 02 COPIER LEASE 80-800-54-00-5485 198.00 INVOICE TOTAL: 376.00 * CHECK TOTAL: 376.00 208638 BILLENSK KEVIN BILLENSTEIN 021812 02/18/12 01 REFEREE 79-795-54-00-5462 150.00 INVOICE TOTAL: 150.00 * CHECK TOTAL: 150.00 208639 BPAMOCO BP AMOCO OIL COMPANY 33298561-PR 02/24/12 01 GASOLINE 79-795-56-00-5695 41.76 INVOICE TOTAL: 41.76 * CHECK TOTAL: 41.76 DATE: 02/29/12 UNITED CITY OF YORKVILLE PAGE: 2 TIME: 10:34:35 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 03/08/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208640 CALLONE UNITED COMMUNICATION SYSTEMS 1010-7980-0000-0212P 02/15/12 01 REC CENTER MONTHLY CHARGES 80-800-54-00-5440 235.67 02 RECREATION MONTHLY CHARGES 79-795-54-00-5440 52.57 03 PARKS MONTHLY CHARGES 79-790-54-00-5440 35.39 INVOICE TOTAL: 323.63 * CHECK TOTAL: 323.63 208641 FARREN FARREN HEATING & COOLING 7496 02/13/12 01 REPLACED BLOWER BELT 80-800-54-00-5495 199.20 INVOICE TOTAL: 199.20 * CHECK TOTAL: 199.20 208642 FLATSOS RAQUEL HERRERA 022112 02/21/12 01 TIRE PLUG 79-790-56-00-5640 10.00 INVOICE TOTAL: 10.00 * 022112-A 02/21/12 01 TIRE REPAIR 79-790-56-00-5640 15.00 INVOICE TOTAL: 15.00 * CHECK TOTAL: 25.00 208643 GODWINL LISA R. GODWIN 020912 02/14/12 01 FEBRUARY 9 MEETING MINUTES 79-795-54-00-5462 56.00 INVOICE TOTAL: 56.00 * 022312 02/27/12 01 FEBRUARY 23 MEETING MINUTES 79-795-54-00-5462 101.69 INVOICE TOTAL: 101.69 * CHECK TOTAL: 157.69 208644 HAAKEL LAURA SCHRAW DATE: 02/29/12 UNITED CITY OF YORKVILLE PAGE: 3 TIME: 10:34:35 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 03/08/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208644 HAAKEL LAURA SCHRAW 030112 02/27/12 01 FEBRUARY MOBILE EMAIL 79-795-54-00-5440 22.50 02 REIMBURSEMENT ** COMMENT ** 03 FEBRUARY MOBILE EMAIL 79-790-54-00-5440 22.50 04 REIMBURSEMENT ** COMMENT ** INVOICE TOTAL: 45.00 * CHECK TOTAL: 45.00 208645 HAYENR RAYMOND HAYEN 021812 02/18/12 01 REFEREE 79-795-54-00-5462 175.00 INVOICE TOTAL: 175.00 * CHECK TOTAL: 175.00 208646 HORNERR RYAN HORNER 030112 02/27/12 01 FEBRUARY MOBILE EMAIL 79-790-54-00-5440 45.00 02 REIMBURSEMENT ** COMMENT ** INVOICE TOTAL: 45.00 CHECK TOTAL: 45.00 208647 HOULEA ANTHONY HOULE 030112 02/27/12 01 FEBRUARY MOBILE EMAIL 79-790-54-00-5440 45.00 02 REIMBURSEMENT ** COMMENT ** INVOICE TOTAL: 45.00 CHECK TOTAL: 45.00 208648 MCNEALT TOMMIE MCNEAL 021812 02/18/12 01 REFEREE 79-795-54-00-5462 175.00 INVOICE TOTAL: 175.00 CHECK TOTAL: 175.00 DATE: 02/29/12 UNITED CITY OF YORKVILLE PAGE: 4 TIME: 10:34:35 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 03/08/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208649 MENARDS MENARDS YORKVILLE 59459 02/23/12 01 BLEACH, LYSOL, GOOP 80-800-56-00-5640 22.37 INVOICE TOTAL: 22.37 * 59484 02/23/12 01 COTTON MOP 80-800-56-00-5640 12.97 INVOICE TOTAL: 12.97 * CHECK TOTAL: 35.34 208650 MENLAND MENARDS - YORKVILLE 55229 02/02/12 01 DESK GROMMETS 79-795-56-00-5640 2.86 INVOICE TOTAL: 2.86 * 57850-12 02/14/12 01 TAPCON BITS 80-800-56-00-5640 10.60 INVOICE TOTAL: 10.60 * 58430 02/17/12 01 METAL TANK LEVER 80-800-56-00-5640 6.99 INVOICE TOTAL: 6.99 * CHECK TOTAL: 20.45 208651 NATENTEC NATIONAL ENTERTAINMENT 120217012 02/17/12 01 2,000 FILLED EASTER EGGS 79-795-56-00-5606 240.00 INVOICE TOTAL: 240.00 * CHECK TOTAL: 240.00 208652 NEGRER RYAN NEGRE 030112 02/27/12 01 FEBRUARY MOBILE EMAIL 80-800-54-00-5440 45.00 02 REIMBURSEMENT ** COMMENT ** INVOICE TOTAL: 45.00 CHECK TOTAL: 45.00 DATE: 02/29/12 UNITED CITY OF YORKVILLE PAGE: 5 TIME: 10:34:35 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 03/08/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208653 NORTHERN NORTHERN SAFETY CO., INC. 1074613801014 02/08/12 01 SAFETY KIT REFILL 79-790-56-00-5600 139.45 INVOICE TOTAL: 139.45 CHECK TOTAL: 139.45 208654 R0001010 ROBERT NOVOTNY 114311 02/16/12 01 CLASS CANCELLATION REFUND DUE 79-795-54-00-5496 51.00 02 TO LOW ENROLLMENT ** COMMENT ** INVOICE TOTAL: 51.00 CHECK TOTAL: 51.00 208655 RIVRVIEW RIVERVIEW FORD FOCS314651 02/11/12 01 REPLACED FRONT AXELS, U-JOINTS 79-790-56-00-5640 1,057.02 02 AND 4X4 HUB ** COMMENT ** INVOICE TOTAL: 1,057.02 CHECK TOTAL: 1,057.02 208656 ROSBOROS SHAY ROSBOROUGH 030112 02/27/12 01 FEBRUARY MOBILE EMAIL 79-795-54-00-5440 45.00 02 REIMBURSEMENT ** COMMENT ** INVOICE TOTAL: 45.00 CHECK TOTAL: 45.00 208657 SLEEZERS SLEEZER, SCOTT 030112 02/27/12 01 FEBRUARY MOBILE EMAIL 79-790-54-00-5440 45.00 02 REIMBURSEMENT ** COMMENT ** INVOICE TOTAL: 45.00 CHECK TOTAL: 45.00 DATE: 02/29/12 UNITED CITY OF YORKVILLE PAGE: 6 TIME: 10:34:35 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 03/08/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208658 SZWEDAW WALTER SZWEDA 021812 02/18/12 01 REFEREE 79-795-54-00-5462 100.00 INVOICE TOTAL: 100.00 CHECK TOTAL: 100.00 208659 VISA VISA 022612-PR 02/26/12 01 CONFERENCE MEALS, LODGING, 79-790-54-00-5415 188.02 02 GASOLINE ** COMMENT ** 03 JUMPDRIVE 79-790-56-00-5620 8.65 04 CLASS REGISTRATION 79-795-54-00-5412 120.00 05 CONFERENCE MEALS, LODGING, 79-795-54-00-5415 348.27 06 PARKING ** COMMENT ** 07 PRESCHOOL SUPPLIES 79-795-56-00-5606 36.64 08 MONTHLY CABLE 79-795-56-00-5620 86.95 09 PRESCHOOL SUPPLIES, DOILIES, 80-800-56-00-5606 271.58 10 GROUP POWER MONTHLY LICENSE ** COMMENT ** 11 FITNESS DRINKS 80-800-56-00-5607 277.99 12 MONTHLY CABLE & REPAIRS 80-800-56-00-5620 223.50 13 POOL REPAIR 80-800-56-00-5640 446.60 14 RETURNED MERCHANDISE CREDIT 80-800-56-00-5640 -36.10 15 MAGAZINE SUBSCRIPTION 80-800-56-00-5645 29.95 INVOICE TOTAL: 2,002.05 CHECK TOTAL: 2,002.05 208660 WALKCUST WALKER CUSTOM HOMES, INC. YPD 4/12 02/22/12 01 APRIL 2012 LEASE PAYMENT 80-800-54-00-5485 18,500.00 INVOICE TOTAL: 18,500.00 CHECK TOTAL: 18,500.00 208661 WALMART WALMART COMMUNITY DATE: 02/29/12 UNITED CITY OF YORKVILLE PAGE: 7 TIME: 10:34:35 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 03/08/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208661 WALMART WALMART COMMUNITY 021612-P 02/16/12 01 PRESCHOOL SUPPLIES 79-795-56-00-5606 100.00 02 PRESCHOOL SUPPLIES 80-800-56-00-5606 240.91 INVOICE TOTAL: 340.91 * CHECK TOTAL: 340.91 208662 WEEKSB WILLIAM WEEKS 021812 02/18/12 01 REFEREE 79-795-54-00-5462 100.00 INVOICE TOTAL: 100.00 * CHECK TOTAL: 100.00 208663 YORKACE YORKVILLE ACE & RADIO SHACK 022412 02/24/12 01 SCREWS 80-800-56-00-5640 4.25 INVOICE TOTAL: 4.25 * 142242 01/31/12 01 AV SWITCH 79-795-56-00-5640 39.99 INVOICE TOTAL: 39.99 * 142280 02/02/12 01 FLAT HEAD SCREW DRIVER 80-800-56-00-5640 8.99 INVOICE TOTAL: 8.99 * 142287 02/03/12 01 MERCHANDISE RETURN CREDIT 80-800-56-00-5640 -8.99 INVOICE TOTAL: -8.99 * CHECK TOTAL: 44.24 208664 YORKNAPA YORKVILLE NAPA AUTO PARTS 989389 01/12/12 01 WIPER BLADES 79-790-56-00-5640 34.48 INVOICE TOTAL: 34.48 * 990731 01/24/12 01 OIL FILTERS 79-790-56-00-5640 25.55 INVOICE TOTAL: 25.55 * DATE: 02/29/12 UNITED CITY OF YORKVILLE PAGE: 8 TIME: 10:34:35 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 03/08/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208664 YORKNAPA YORKVILLE NAPA AUTO PARTS 990852 01/25/12 01 OIL FILTERS 79-795-56-00-5640 9.44 INVOICE TOTAL: 9.44 CHECK TOTAL: 69.47 TOTAL AMOUNT PAID: 25,084.62 Reviewed By: Agenda Item Number Parks ❑ Recreation ❑ PARrC&?MERF+TION Director ❑ City Administrator E-1 Tracking Number augi Legal ❑ Human Resources ❑6aWXM, ,01 Police ❑ Park Board Agenda Item Tracking Document Title: Park Rental Fee Waiver Request Agenda Date: March 8, 2012 Synopsis: Please see attached waiver of fee request. Action Previously Taken: Date of Action: 2/23/12 Action Taken: Tabled Item Number: Type of Vote Required: Majority Action Requested: Recommendation to approve or deny waiver of fees. Submitted by: Laura Schraw Parks and Recreation Name Department Agenda Item Notes: This has been discussed at the 2/9 and 2/23 meetings. The City has offered to pay the $1,300 from the amusement tax collection. Mr. Ingemunsen has requested that we use the amusement tax funds and do not charge a park fee, as well as if the amusement tax funds fall short of$1,300 we do not seek additional funds. The attached memo of terms has been revised per comments from the last Park Board meeting. P of }Y€}11t C'dC1i�,43Me–nt fy PARK AMENITY RESERVATION 4 1.5E PefiO l/1,05 e4ded. RECREATION DEPARTMENT Complete Thank you Avir usiflg PVF f bmplete. es: E . y mss.. - - Please indicate type of Group requesting use by circling the appropriate category: Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately(at least 80%)United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Ca ry D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification(Category B). Category F Business or corporations which are locate�d outside of the United City of Yoirkville boundaries. Group or Individual Name: R0 U '�(rr, � i (/CIO C✓r l Contact Person:Ro��� T.4 W V'!J$ddress:ait a s . Home Phone&10 4f3'l j.VOWork Phone: d 13–S6 Email: �� �{Gl rye �� e&y i S o_fi ci y14 11 c0 M LOCATION REQUESTED: i JQ. DATE(s)/TIME(s)REQUESTED: '101( Y 17 3=OU a n^ — I7_Uri AM, 2, M — PURPOSE /r'nA` � ( - C Sj i*✓11 Special Use requests(concessions,water,electrical,other). lr/ti I V Expected attendance or visitors to your event. PUU (Please note:Public Safety may require additional Police present pending the type of event and attendance.This may result in an additional fee assessed to the group for this service). rrcv a v c A 501 Will you be selling any products,food,or miscellaneous items? Yes(please explain):No -�7°`'A J e`,,4 r',, 1 4511 GOL,v1 5 et Security deposits will be forfeited if the park,shelter or gazebo is not restored to the original state,all litter removed,OR if damage J occurs as a result of misuse or abuse to the United City of Yorkville Park and Recreation equipment or property.Please dispose of all trash and recyclables in the proper containers. Inspections will be completed following your event by a United City of Yorkville Park and Recreation Department Staff.Individuals may be assessed additional charges for extending times past the scheduled reservation.I have read and agree to follow and abide to the rules and Tgulattions set forth by the United City of Yorkville. Signed ` 6 ,lye'1__ Date: In order complete the request,the following documents must be forwarded to the Recreation Department: (Groups or Organizations)-A certificate of insurance co-naming the United City of Yorkville as an additional insured,Assumption of liability,and Waiver of subrogation. OFFICIAL USE Addition information requested Reservation Amount Deposit amount($100) Date of Request Date Received Staff initials Approved/Denied Refund Requested Location Assigned Concession Stand,Merchant License Applications Needed:Yes/No Health Department Permit Needed:Yes/No 14 Memorandum 0 4 EST. 7$36 To: Yorkville Park Board From: Laura Schraw, Interim Director of Parks and Recreation CC: Bart Olson, City Administrator �d �O Tim Evans, Superintendent of Recreation Scott Sleezer, Superintendent of Parks Gary J. Golinski, Mayor Boyd Ingemunson, Rogue Barrister Records, Inc. Date: February 15, 2012 Subject: Riverfront Park Rental Per Park Board's recommendation, points of clarification are listed below for the rental of Riverfront Park by Rogue Barristers. This memo will be included with the completed rental form as an attachment to the application with Park Board's approval. • Rogue Barristers will provide their own dumpster(s). • The City's electric is not to be used. If Rogue Barristers specifically requests to use City's electric, they shall to pay overtime for City staffed electrician to work event. This will not be paid out of the $1,300 fee. • Rogue Barristers provide own port-o-lets or pay for City rental of additional port-o-lets. • Advertising will be discussed with staff and a local advertising plan will be established. • Any participants (vendors, ticket holders, etc.)must keep at minimum half of the parking lot in front of River City Roasters and Creative Kernels open so that regular business can continue during the event. Temporary signs shall be installed that say"For business customers only • Parking must remain open in front of Geneva Kayak. Temporary signs shall be installed that say "For business customers only • The Mayor must approve the extension of this event to 12 am(midnight). • A map shall be provided to Staff of the area of use, fencing location, and will call JULIE and the City to locate utilities prior to installing the fence/tent(s). • Fencing, posts, or tents will not be provided by the City. • A valid credit card shall be on file for any damages. • Payment of the $1,300 fee will be ealleeted from the amtisement to on the -p°N tieke* ales to the 0 0„t paid , Pafk Beafd will Hot seek additional fttnds. • The walkway adjacent to the River, as well as emergency vehicle access, has to remain open at all times. • Public access to the River through the Park has to be available at all times. • Any road closures must be approved by the Public Works/Parks Departments. • The Park Board agrees to wave the Riverfront Park one-day vending fee for any vendors at the event. • The railroad shall be notified by Rogue Barristers of the event at least 48 hours in advance. • The Park Board agrees to not collect a flat rate or percentage of gross profits from alcohol sales. c►ry0 Memorandum EST. 1ss6 To: Yorkville Park Board From: Laura Schraw, Interim Director of Parks and Recreation � ��� (1) CC: Bart Olson, City Administrator �;i �4 Tim Evans, Superintendent of Recreation j<LE r° Scott Sleezer, Superintendent of Parks Gary J. Golinski, Mayor Boyd Ingemunson, Rogue Barrister Records, Inc. Date: March 2, 2012 Subject: Riverfront Park Rental Per Park Board's recommendation, points of clarification are listed below for the rental of Riverfront Park by Rogue Barristers. This memo will be included with the completed rental form as an attachment to the application with Park Board's approval. • Rogue Barristers will provide their own dumpster(s). • The City's electric is not to be used. If Rogue Barristers specifically requests to use City's electric, they shall to pay overtime for City staffed electrician to work event. This will not be paid out of the $1,300 fee. • Rogue Barristers provide own port-o-lets or pay for City rental of additional port-o-lets. • Advertising will be discussed with staff and a local advertising plan will be established. • Any participants (vendors, ticket holders, etc.)must keep at minimum half of the parking lot in front of River City Roasters and Creative Kernels open so that regular business can continue during the event. Temporary signs shall be installed that say"For business customers only." • Parking must remain open in front of Geneva Kayak. Temporary signs shall be installed that say"For business customers only." • The Mayor must approve the extension of this event to 12 am(midnight). • A map shall be provided to Staff of the area of use, fencing location, and will call JULIE and the City to locate utilities prior to installing the fence/tent(s). • Fencing, posts, or tents will not be provided by the City. • A valid credit card shall be on file for any damages. • Payment of the $1,300 fee will be paid. • The walkway adjacent to the River, as well as emergency vehicle access, has to remain open at all times. • Public access to the River through the Park has to be available at all times. • Any road closures must be approved by the Public Works/Parks Departments. • The Park Board agrees to wave the Riverfront Park one-day vending fee for any vendors at the event. • The Park Board agrees to not collect a flat rate or percentage of gross profits from alcohol sales. • The railroad shall be notified by Rogue Barristers of the event at least 48 hours in advance. Reviewed By: Agenda Item Number 1P WWVA-E Parks ❑ Recreation ❑ pnRKC a REcRmT1uN Director ❑ City Administrator F] Tracking Number D Legal ❑ Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: 2012 Budget Discussion Agenda Date: March 8, 2012 Synopsis: Discussion on the 2012 budget. Action Previously Taken: Date of Action: 2/23/12 Action Taken: None Item Number: Type of Vote Required: None Action Requested: Submitted by: Laura Schraw Parks and Recreation Name Department Agenda Item Notes: For a hill copy of the budget, please see the February 23, 2012 Park Board packet. WW Memorandum 1P JWJ I To: Yorkville Park Board paRKC&REC"AmON From: Laura Schraw, Interim Director of Parks &Recreation CC: Date: March 2, 2012 Subject: Director's Report • Canoecopia materials of a brochure and poster were made. Amy and I will be up in Wisconsin Friday through Sunday. • Forms and packets for Ribs on the River are online. • Scott and I toured several parking lots with Mike Farraday to see the materials that we will be using at Raintree Park B for the parking lot. • Spoke with Argent Management to discuss the transfer of the deed for the school site at Whispering Meadows. • Gave information to Lynn Dubajic as requested regarding the Kennedy Road Trail. City Council did pass accepting the ITEP grant for this trail connection on Tuesday. • A company to complete the Land Cash Appraisal has been selected. A report should be ready within a month or two. • Working on the Playful City re-application. A resolution will go to City Council on March 13th. Applications are due March 15tH • Please see the attached restitution letter for the concession damage. gTAYg 04 --, -� Office of the Eric C. Weis State' s Attorney State' s Attorney Kendall County, Illinois tee . r'c. ze. .gi Kendall County Courthouse Main (630) 553-4157 Fax (630) 553-4204 807 W John St. Yorkville, IL 60560 February 21 , 2012 United City of Yorkville 800 Game Farm Rd Yorkville, IL 60560 People vs. Case No. 11 JD 217 Dear Sir or Madam: This letter is to notify you that the court proceedings in the above-mentioned case have now been completed. The defendant(s) in this case has plead guilty to Criminal Damage to Property. As part of the disposition the following conditions were ordered by the court: 2 years of probation; ordered to complete 100 hours of public service work; restitution ordered (joint and several with � 11 JD 217) in the amount of $ 1 ,658.00 payable through the Circuit Clerk of Kendall County. If you have any questions regarding this letter please feel free to contact me or Hope Sinise, Assistant State' s Attorney who prosecuted this case. race Silvia Romero Victim/Witness Advocate Felony/Juvenile Division Kendall County, Illinois 630-553-2152 YORKVilJLIE 202 East Countryside Prkwy. Yorkville, IL 60560 ✓ (630) 553-2582 (630) 553-2644 fax Mug '' &OWMDUMM Email: recreation(cDyorkvil Ile.i1.us www.yorkville.il.us PARKS& Ric RE.1TIont Fitness& Recreation for Our Community To: Laura Schraw, Interim Director Parks and Recreation Department From: Tim Evans, Superintendent of Recreation Re: February Monthly Report Athletics - Basketball: The Youth Basketball season continues with over 300 players enrolled in the three leagues (1st/2nd, 3rd/4th, and 5th/6th Boys) The league will be finishing up it's 2012—2013 season at the end of March. - Spring Soccer: Spring Soccer Registration was about 20-30 participants higher than last year with 164 players registered for the spring season. - 2 Ball Competition:Was held on Friday Feb. 17 at the REC Center.Approximately 50 basketball players came out and participated in the competition with many of their parent's joining for the Adult/Child Division. We had several compliments from parents about the event for interested participants K—8 1 grade. Registrations starts at 4:15pm. Child Development - Preschool registration: Preschool registration for 2012-2012 school year began and we already raised our maximum number of enrollments for Monday, Wednesday, Friday morning class. Afternoons spots are still available and are currently giving daily tours of our preschool facility to perspective participants. - Various Classes: We serviced approximately 100 children in various classes offered throughout February. REC Center - Piloxing&Zumba: Piloxing/Zumba classes have continued to be very popular with new classes being added to accommodate the increases in participation and request. -Senior Silver Sneakers Valentine's Day Party/Dance: Silver Sneakers instructors (Beth Stricker and Deb Mohler) put on a Valentine's Day Party for seniors on Tuesday Feb. 14. Patricia Ray, a dance instructor, was invited to show the seniors dance moves and get the seniors more involved. O -Swim Lessons: Private and semi-private swim lessons continue to be a popular program at the REC Center. 5 sessions are running in level 2 and 8 sessions are running in level 3. -Open Basketball: Is one of the REC Center's most popular program with around 50 teenagers, or more, per day using the main gym, and even small gym, courts. "The achievements of an organization are the results of the combined effort of each individual." Special Events - Easter Egg-Express Trip: Will be held on Saturday March 31. -Tax Dodge 5k Run: Sun, April 15 at the REC Center -Summer Music Nights: Currently we are finalizing the summer music night schedule and line-up. Here is what we have scheduled: Fri.June 8- Music/Wine Night-Town Square Fri.June 22-Chamber Night- Riverfront Park Sat.July 14- BBQ Event- Riverfront Park Fri.July 27- Music/Wine Night-Town Square Fri. Aug. 10: Music/Wine Night-Town Square Fri -Sun. Labor Day Weekend: Hometown Days Festival - Beecher Park "The achievements of an organization are the results of the combined effort of each individual." Memorandum 1P '''"� To: Park Board From: Scott Sleezer Superintendent of Parks PAKs�R� ra�ua CC: Laura Schraw, Interim Director of Parks and Recreation Date: February 27, 2012 Subject: January and February Parks Reports Athletic Field Division Baseball Rehab • Staff rebuilt the mounds at Beecher#5 and #1. Beautification Division • Staff removed the Christmas decorations throughout town. This includes Town Square, Riverfront, City Hall, Beecher Center and the Library. • Staff cleaned out the woods at riverfront removing dead and dying trees. Cutting the under brush and removing the invasive species. • Staff cleaned out the woods at Fox Hill Park along the disc golf course removing dead and dying trees. Cutting the under brush and removing the invasive species. Playground Division • Staff changed out two overhead climbers one at Purcell and the other at Beecher Parks. • Staff installed two new steel doors at the Beecher Park concession stand. Back in the fall two youth had broken into the concession stand to steal pop and candy. They were caught by the police and it is going to trial. The majority of this expense should be cover by the restitution we will receive. • Staff started mulching the plant beds and tree rings in all of the parks. This has not been done in over three years in some of the parks due to budget cut backs. We think this will help with weed control. Safety Inspection Staff inspected all playgrounds weekly visually checking equipment using a systematic approach looking for missing or loose hardware. Accessing the equipment pulling and pushing on each apparatus to check if it is secure and filled out inspection form for each site. Surfacini-Maintenance Weekly raked surfacing back under slide exits, swings, climbers, and transfer platforms to meet ADA, CPSC, and ASTM guidelines in every playground. Raked area so it is uniform and smooth in appearance and level with transition areas. Turf Division • Staff changed the oil in all of the Parks trucks and took them to the State safety inspection facility for there biannual vehicle inspection. • Staff renewed our portable toilet contract with the same contractor as last year. This year all portable toilets will be cleaned twice per week. Trash Control Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners in all trash cans. Department Assistance Recreation • Installed and wired new advertizing monitors at the Rec Center and City Hall. • Made repairs to drywall and threshold at the Rec Center. • Cleaned drainage grate around pool for compliance inspection. Public Works • Staff assisted the Public Works Department with snow removal and salting. • Staff assisted the Public Works Department with water main repair. • Staff assisted the Public Works Department with tree removal and trimming along Fox road. • Worked with Public Works staff to remove parkway ash trees. Staff Development • Attended the Illinois Recreation and Park Association conference in Chicago. • Peter Scodro and William Scot tested and passed there USDA Certified Pesticide Operator License. This is a test that needs to be taken and passed every three years in order to apply fertilizer and herbicides within the parks.