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Park Board Packet 2012 09-27-12 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 6:00 p.m. September 27, 2012 Call to Order: Roll Call: Debbie Horaz, Kelly Sedgwick, Seaver Tarulis,Amy Cesich, Mark Dilday, Dan Lane 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: Approval of Minutes: August 9, 2012* August 28, 2012* September 18, 2012* Bills Review: Bill list* Park Board budget report-July 2011 Park Board budget report-July 2012 Park Board budget report—August 2011 Park Board budget report—August 2012 Old Business: Meeting Schedule* Athletic Field Policy* 2013 Baseball Agreements* REC Center Referendum New Business: Movie Screen Sale* Sheds at Ballfields* Softball Money Refund* Reports: Director's Report Recreation Report Parks Report Additional Business: Executive Session: Adjournment: Next meeting: October 15,2012 @ 6:00 pm *Items needing Board approval or recommendation Yorkville Park and Recreation Department City Hall 800 Game Farm Road August 9, 2012 at 6:00 p.m. Call to Order: Ken Koch called the meeting to order at 6:03 p.m. Roll Call: Ken Koch—yes; Deb Horaz—no; Kelly Sedgwick—no;Amy Cesich—yes; Dan Lane—yes; Seaver Tarulis—yes; Mark Dilday—no. Introduction of City Officials and Stuff: Laura Schraw—Director of Parks and Recreation Tim Evans— Superintendent of Recreation Scott Sleezer— Superintendent of Parks Other Guests: None. Public Comment: None. Presentations: None. Approval of Minutes: The minutes from the July 12, 2012 meeting were approved. Motion made by Dan Lane and seconded by Seaver Tarulis. The minutes from the July 24, 2012 meeting were approved. Motion made by Seaver Tarulis and seconded by Dan Lane. Bill Review: Dan had a few questions on bills related to Hometown Days. Ken asked about several different refunds. Tim stated the refunds were from a variety of programs. Dan asked about the Ribs on the River advertising costs. Tim stated it was for a radio station to advertise the event on the radio and they attended the event that night. Dan asked if that was a worthwhile cost. Laura stated that staff s opinion was they probably won't do that again next year. There was a discussion on how much the Ribs on the River made. Laura stated there is not a number as of yet. Tim said we will probably make somewhere between$500 and $1000. Tim said that sponsorship on the event lacked or more money would have been made. There was discussion among the board on how to improve the Ribs on the River event for next year. The board said there was a very positive feedback on the Ribs event and many would like it to become a yearly event. Motion was made to approve the bills list. Dan Lane made the motion and it was seconded by Amy Cesich. Bills list was approved. Budget Report—The board looked over the budget reports. Old Business: Meeting Schedule—Laura said she wanted to get the board's opinion on when to hold the park board meetings. Laura said in the summer there was only one full meeting held and one meeting for bills review. Laura asked the board if they want to continue this schedule or go back to a two meeting schedule. Laura said she feels that things are going fine with one meeting and it gives more time to get materials together. Ken stated if there is a need to make the bills meeting a full meeting that can be done or the board can call a special meeting. The board agreed to keep the schedule the same as it is now with one full meeting per month at 6:00 p.m. and a bills meeting once per month at 6:00 p.m. They are held on the second and fourth Thursday. New Business: Waiver of Fees Request—Laura said this waiver is being asked for by the Sense of Samadhi yoga studio to hold a special event at Riverfront Park. They want to have 50% of the proceeds to go to the Kendall County Food Pantry, so they don't want to pay the other part of the vendor fee. Ken asked their reasoning. Laura said because half the proceeds will go to the food pantry and the city would get the other half,but the organizer of the event would like to have the other half. Laura said they rented the park and paid the fees. Scott said the city has done this for organizations in the past like Junior Womens Club,but they gave the city several thousand dollars to build the park in Heartland Circle. When the city has reciprocal relationships we might do that,but if not, the city does not do that. The company wants the city to waive the vendor fees of$35.00 per vendor. Amy stated she feels they need to pay the fees, the 50% donations should be from what they sell. Amy said proceeds are what people make from what they sell. Laura said the company is collecting $70.00 per vendor and$35.00 will go to the food pantry and they want to keep the other $35.00 and not pay the city. Amy said she doesn't think they should make money off of the fees. Amy likes they are giving proceeds to the food pantry,but not in that way. Scott pointed out they paid the park rental fee. Amy said the money should come from the proceeds because they are taking from the city to give to the food pantry, which is not appropriate. What it comes down to is they are not giving money to the food pantry, we are because they are taking it from the city. The board agreed to deny the waiver of fees request by voice vote. Field Use Agreement Discussion—Ken stated he wanted to bring the current agreements to the board to look them over and make sure things are worded properly since there were some problems this year. Ken said this will help the staff add the appropriate things to solve the issues we had this year. Scott said the reason for the agreement is originally it was with YYBSA, which is basically an organization made up 100% of kids in Yorkville and the city has always given them priorities on the fields. Scott stated over time they started getting more travel teams within YYBSA and other travel teams popping up, so a few years ago the city worked with the Reds organization for travel ball, so the city made an agreement with them and other organizations split off of YYBSA. Scott said from a staff point of view, there are other groups like outside soccer leagues who pay the full freight and it is a lot more money than baseball to use our fields and less work. Scott said with some of the other groups there are such a small amount of games being played, there is not a point of having an agreement with us because the city is trying to focus on the masses. Scott said the city doesn't need to have an agreement with everyone. Scott said the budget is strained and the city could use the extra money to manage the fields. Scott said there are fees set up per game. Tim said the agreement itself is fine, the city has to decide who they want to offer it to and who gets the opportunity for these agreements. Tim said there needs to be a minimum number of games before you get an agreement. Tim said if it is only five or six games no agreement. Tim stated a minimum of 50 games to have an agreement. Tim said he thinks the city needs to do this because he feels there is going to be more break off teams that want to use the fields. Tim said YYBSA has what we call in house baseball, which means everyone plays no tryouts. Tim said travel teams are tryout teams and no guarantee for playing time. Tim said YYBSA has travel, but it is all Yorkville residents, so the city gives them a lower fee. Tim said that YYBSA wouldn't be able to exist with the normal fees. Tim said the travel teams can pay the freight. Ken said if YYBSA didn't offer these programs, the city would have to pick up and offer these programs, so that is why the city treats them so well. Tim said YYBSA and the Reds will be here in a few years, the other groups there are no guarantees. The board agreed when a team plays 50 or more games they will have an agreement. The board discussed how to word things in the agreement. Laura said she will come back with a new agreement and she stated some of these groups are going to be upset about it and she wanted to make sure the board is behind this decision. Scott said the city doesn't have the budget to do what is needed on all the fields. Scott said he doesn't feel the city is gouging anyone at all. Scott said this year there is a lot of grass that is not coming back at Bridge fields and it is going to have to be replaced. Scott said even at these rates, the city is still subsidizing them with our costs. Ken asked if we should add any thing into the agreement regarding the safety issue we ran into last year. Scott and Tim said no they don't think it will matter. Scott said this last time it was because of the dry weather. Scott said some of this is honestly preference and our fields were never dangerous. Scott said every coach out there will have an opinion on what they think, but they are not professionals. Ken said he doesn't want the staff to spend their time on addressing these issues. Scott said then put in the agreement to play at your own risk. The board finished up their discussion on what to include in the agreement and what dates should be in the agreement. Reports: Director—Ken asked about a meeting with Raintree HOA on ponds. Laura said they have a management group that wanted to meet and talk about their ponds. Laura said she has worked with the HOA for the past 6 years on the ponds, so they wanted to discuss where things should go on these ponds.Amy said there are city standards for how the ponds should look and Raintree has to adhere to the standards per basin. Amy said each year there should be a maintenance list, so Amy asked Laura to come out. Ken wanted to see if they were trying to get the city to take over and maintain the ponds. Laura stated no. Recreation—Tim said he could really use some help with Hometown Days. Parks— Scott said the city is working with an organization through Cross Lutheran called the big day of service. He said these are a group of kids coming in to help lay a parking lot for us and help revamp the landscaping by replacing some shrubs and doing some work for the library. Scott said the labor is completely free and they are supplying the mulch. Scott said there will be two full time staff to supervise the parking lot work. Laura has volunteered her time to oversee the landscaping. Scott said he will be involved from the other side, if this is successful, it will be done every year. Laura said if the city keeps the Rec Center, we have some ideas of some future projects. Scott asked if the park board wanted to do a competition for the Friday night beer tent with each side picking a charity to donate their money to. The board was in agreement that they would like to do it again. Additional Business: Dan asked about an issue with the police being at the Rec Center. Tim said they were meeting with them regarding national night out. Dan asked about how things are going on the Rec Center. Laura said there should be a few public hearings and then it will go onto the ballot then the council will vote whether or not it will be purchased. Laura said the city needs to come up with information to give out to the public with the facts on the Rec Center. Laura asked for the boards input on that. The board discussed getting the appropriate information out to the public before it goes on the ballot in November. Adiournment• There being no further business, a motion was made by Seaver Tarulis to adjourn the meeting and seconded by Amy Cesich. Meeting was adjourned at 7:28 p.m. Minutes Respectfully Submitted by: Lisa Godwin Yorkville Park and Recreation Department City Hall 800 Game Farm Road August 28, 2012 at 6:30 p.m. Call to Order: Ken Koch called the meeting to order at 6:30 p.m. Roll Call: Ken Koch—yes; Deb Horaz—yes; Kelly Sedgwick—no;Amy Cesich—yes; Dan Lane— yes; Seaver Tarulis—yes; Mark Dilday—no. Introduction of City Officials and Stuff: Laura Schraw—Director of Parks and Recreation Tim Evans— Superintendent of Recreation Diane Teeling—City Liaison to Park Board,Ward 4 Alderman Other Guests: None. Public Comment: None. Presentations: None. Approval of Minutes: None. Bill Review: Deb Horaz asked about the work done on the roof unit, Tim said we had a problem with the HVAC, Deb said someone complained about the heat in the Pizza place, but Tim said it has their own HVAC unit. Dan Lane had a question on the reimbursement for eyeglasses, Laura answered that the safety glasses are covered in their contract. Dan also asked about how many slow pitch softballs we got for that amount of money. Tim said the fees cover the balls, which only last one or two games. It covers about 350 balls. Deb asked about the attorney fees,we haven't gotten any contract to view since the last bills. Horaz said that we still need to see it if we're voting on something. Laura commented that she doesn't know where the discussions are. The bill is from at least 2 months ago,when the discussions were full steam.A lot of the bill was for the REC Center. Small bills will come from things like the baseball agreement discussion. Staff sees the hours and the bill, but doesn't code it. Deb asked when we'd see the other lease agreements. Laura doesn't think we'll look at those until we determine if we're staying at the REC Center or we might need those buildings. Dan asked where we were with the REC Center. Laura said that the City Council will not make a decision until they ask the public since they officially asked the public. If a grassroots committee pulls data and calls certain areas and targets certain areas, it cannot be Park Board members, we are putting it on the water bills,putting the information on the website. Ken said that people want the numbers— purchase price and interest rate. Laura said to forward questions you are getting to Bart, such as if they want the exact numbers. Diane commented that it is non-binding. Tim said people need to understand that the membership is paying for the payments. Ken asked if there will be anything at Hometown Days. Deb said we need a kiosk at the REC Center. Laura spoke about the information we're distributing. Laura asked that the discussion be continued at the next Park Board meeting. Deb Horaz made a motion to approve, Seaver Tarulis second.Approved by voice vote. Old Business: None. New Business: None. Reports: None. Additional Business: Park Board decided to donate their tips to the Food Pantry from the beer tent on Friday at Hometown Days. Deb said thanks to Ken for being on the Park Board for the last 12 years. Adiournment• There being no further business, a motion was made by Deb Horaz to adjourn the meeting and seconded by Dan Lane. Meeting was adjourned at 6:49 p.m. Minutes Respectfully Submitted by: Laura Schraw Yorkville Park and Recreation Department City Hall 800 Game Farm Road September 18, 2012 at 9:00 a.m. Call to Order: Deb Horaz called the meeting to order at 9:00 a.m. Roll Call: Deb Horaz—yes; Kelly Sedgwick—no;Amy Cesich—yes; Dan Lane—yes; Seaver Tarulis —yes; Mark Dilday—no. Introduction of City Officials and Stuff: Laura Schraw—Director of Parks and Recreation Tim Evans— Superintendent of Recreation Scott Sleezer— Superintendent of Parks Other Guests: None. Public Comment: None. Presentations: None. Approval of Minutes: None. Bill Review: Dan Lane asked how the payment of the Carnival worked. Staff said that we collect all the money and we pay them a portion. Dan asked about the part from Farren Heating and Cooling. Scott said it was for a new HVAC unit, the part was covered by warranty, but the labor was not. He also asked a question on Reinders, Inc.,workman that was inspected, Scott said that was when our old one was broken it had to be inspected to see if it could be repaired. A motion to approve the bills was made by Seaver Tarulis and seconded by Amy Cesich. Old Business: None. New Business: None. Reports: None. Additional Business: Dan asked about the paving of the REC Center lot. Scott said that Ron hired a contractor to do the work. Scott said that our staff did do patchwork to the lot. The next meeting and if we can establish a quorum was discussed. It was decided that the meeting on September 27th will be at 9am and the meeting on October 11th is cancelled.A meeting will be held on October 15th at 6pm. It was asked that Laura contact Judge Pilmer and that we postpone the Park District discussion until after we get our new Park Board member.Also added to the next agenda is a policy on meeting attendance and a policy on voting by conference calls. Scott said that the Day of Service on September 15th went well. They painted the fence at Riverfront black and laid the permeable paver parking lot at Raintree Park B. There were 256 kids that participated and 180 adults. Dan wanted to thank staff for their great work at Hometown Days. Adiournment• There being no further business, a motion was made by Seaver Tarulis to adjourn the meeting and seconded by Amy Cesich. Meeting was adjourned at 9:24 a.m. Minutes Respectfully Submitted by: Laura Schraw DATE: 09/19/12 UNITED CITY OF YORKVILLE PAGE: 1 TIME: 14:17:41 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 09/27/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 209191 ACTION ACTION GRAPHIX LTD 4680 09/18/12 01 REFACE BANNERS 79-795-56-00-5606 45.00 INVOICE TOTAL: 45.00 * CHECK TOTAL: 45.00 209192 AQUAPURE AQUA PURE ENTERPRISES, INC. 81561 08/25/12 01 0 RING SEAL REPAIR 80-800 54-00-5495 205.36 INVOICE TOTAL: 205.36 * 81770 09/08112 01 CHEMICALS 80-800-56-00-5640 179.40 INVOICE TOTAL: 179.40 * CHECK TOTAL: 384.76 209193 ARAMARK ARAMARK UNIFORM SERVICES 610-7677260 08/21/12 01 UNIFORMS 79-790-56-00-5600 33.00 INVOICE TOTAL: 33.00 * 610-7686850 08/28/12 01 UNIFORMS 79-790-56-00-5600 33.00 INVOICE TOTAL: 33.00 * 610-7696385 09/04/12 01 UNIFORMS 79-790-56-00-5600 39.05 INVOICE TOTAL: 39.05 * 610-7706210-P 09/17/12 01 UNIFORMS 79-790-56-00-5600 38.50 INVOICE TOTAL: 38.50 * CHECK TOTAL: 143.55 209194 AREAREST AREA RESTROOM SOLUTIONS 4390 08122112 01 ROTARY PARK PORT-O-LET 79-795-56-00-5620 72.00 INVOICE TOTAL: 72.00 * DATE: 09/19/12 UNITED CITY OF YORKVILLE PAGE: 2 TIME: 14:17:41 CHECK REGISTER PRG ID; AP2I5000.WCW CHECK DATE: 09/27/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 209194 AREAREST AREA RESTROOM SOLUTIONS 4391 08/22/12 01 FOX HILL WEST PORT-O-LET 79-795-56-00-5620 72.00 INVOICE TOTAL: 72.00 * 4515 09/03/12 01 RIVERPRONT PARK E. PORT-O-LET 79-795-56-00-5620 182.00 INVOICE TOTAL: 182.00 * 4516 09/03/12 01 BEECHER PLAYGROUND PORT-O-LET 79-795-56-00-5620 102.00 INVOICE TOTAL: 102.00 * 4518 09/03/12 01 TOWN SQUARE PORT-0-LET 79-795-56-00-5620 182.00 INVOICE TOTAL: 182.00 * CHECK TOTAL: 610.00 209195 BARRETTS BARRETT'S ECOWATER 257487 09/04/12 01 SOLAR SALT 80-800-56-00-5620 37.05 INVOICE TOTAL: 37.05 * CHECK TOTAL: 37.05 209196 BRONZEME BRONZE MEMORIAL CO. 527526 08/28112 01 2 NAME PLATES 79-790-56-00-5620 267.29 INVOICE TOTAL: 267.29 * CHECK TOTAL: 267.29 209197 COMED COMMONWEALTH EDISON 6819027011-0812 09/01/12 01 PR BUILDINGS 79-795-54-00-5480 342.42 INVOICE TOTAL: 342.42 * CHECK TOTAL: 342.42 DATE: 09/19/12 UNITED CITY OF YORKVILLE PAGE: 3 TIME: 14:17:41 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 09/27/12 CHECK # VENDOR k INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT ----------------------------------------------- ----------------------------------------------------------------------------------- 209198 FIRSILLI FIRST ILLINOIS SYSTEMS, INC. 10119 09/01/12 01 SEPTEMBER PEST CONTROL 80-800-54-00-5462 43.00 INVOICE TOTAL: 43.00 * CHECK TOTAL: 43.00 209199 FIRST FIRST PLACE RENTAL 227290-1 09/04/12 O1 TABLE & CHAIR RENTAL 79-795-56-00-5602 563.60 INVOICE TOTAL: 563.60 * CHECK TOTAL: 563.60 209200 FVTRADIN THE IDEA PROS, INC. S17544 08130/12 01 STAFF SHIRTS 79-795-56-00-5602 300.00 INVOICE TOTAL: 300.00 * CHECK TOTAL: 300.00 209201 GENOPIZZ GENOA PIZZA 2012HTD 09/19/12 01 REIMBURSE HTD FOOD TICKETS 79-795-56-00-5602 70.00 INVOICE TOTAL: 70.00 * CHECK TOTAL: 713.00 209202 HAYENR RAYMOND HAYEN 090412 09/04/22 01 REFEREE 79-795-54-00-5462 70.00 INVOICE TOTAL: 70.00 * 090612 09/06/12 01 RERF£REE 79-795-54-00-5462 105.00 INVOICE TOTAL: 105.00 * CHECK TOTAL: 175.00 DATE: 09119/12 UNITED CITY OF YORKVILLK PAGE: 4 TIME: 14:17:41 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 09/27/12 CHECK 0 VENDOR INVOICE INVOICE ITEM NUMBER DATE 4 DESCRIPTION ACCOUNT # ITEM AMT 209203 HERTZEQU HERTZ EQUIPMENT RENTAL CORP 26418053-001 09/04/12 01 GENERATOR RENTAL 79-795-56-00-5602 725.00 INVOICE TOTAL: 725.00 * 26418059-001 09/04/12 01 GENERATOR, POWER CABLE, POWER 79-795-56-00-5602 3,564.00 02 PANEL RENTALS ** COMMENT ** INVOICE TOTAL: 3, 564.00 * 26418968-001 09/04/12 01 LIGHT TOWER RENTAL 79-795-56-00-5602 798.00 INVOICE TOTAL: 796.00 * CHECK TOTAL: 5,087.00 209204 HOMEDEPO HOME DEPOT 8011651 08/29/12 01 GROUND RODS 79-795-56-00-5602 10.72 INVOICE TOTAL: 10.72 * CHECK TOTAL: 10.72 209205 ILPD4811 ILLINOIS STATE POLICE 091212-PR 09/12/12 01 BACKGROUND CHECK 79-795-54-00-5462 31.50 02 BACKGROUND CHECK 80-800-54-00-5462 31.50 INVOICE TOTAL: 63.00 * CHECK TOTAL: 63.00 209206 JACOBSWE JACOBS WELL 2012HTD 09/17/12 01 HOMETOWN DAYS 79-795-56-00-5602 200.00 INVOICE TOTAL: 200.00 * CHECK'TOTAL: 200.00 209207 LONESTAR LONE STAR DISTRIBUTION DATE: 09/19/12 UNITED CITY OF YORKVILLE PAGE: 5 TIME: 14: 17:41 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 09/27/12 CHECK 9 VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 209207 LONESTAR LONE STAR DISTRIBUTION 814120 09/12/12 01 FITNESS DRINKS 80-800-56-00-5607 267.79 INVOICE TOTAL: 267.79 CHECK TOTAL: 267.79 209208 MENLAND MENARDS YORKVILLE 03890 09/12/12 01 DUCT TAPE, GARBAGE SAGS 80-800-56-00-5620 33.07 INVOICE TOTAL: 33.07 10257 08/22/12 01 PAD EDGER, REPLACEMENTS 79-790-56-00-5620 11 .34 INVOICE TOTAL: 11.34 10857 08/24/12 01 STOPS RUST, SPRAY PAINT 79-790-56-00-5620 26.69 INVOICE TOTAL: 26.69 10871 08/24/12 01 DUCT TAPE, PAINT, LATEX GLOVES 79-790-56-00-5620 188.30 02 UTILITY BLADES, PLIERS, TIE ** COMMENT ** 03 BAGS ** COMMENT *` INVOICE TOTAL: 186.30 11885 08/28/12 01 TARPS, BUG BULBS, MARKING 79-795-56-00-5602 62.33 02 PAINT ** COMMENT ** INVOICE TOTAL: 62.33 12349 08/30/12 01 SNOW FENCE, CLEANER, 79-795-56-00-5602 64.10 02 CLAMPLIGHT, ROPE ** COMMENT ** INVOICE TOTAL: 64.10 12440 08/30/12 01 SNOW FENCE, SPIKES 79-795-56-00-5602 84.84 INVOICE TOTAL: 84.84 * 12479 08/30/12 01 TOWELS 79-795-56-00-5602 13.49 INVOICE TOTAL: 13.49 * DATE: 09/19/12 UNITED CITY OF YORKVILLE PAGE: 6 TIME: 14:17:41 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 09/27/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 209208 MENLAND MENARDS - YORKVILLE 14414-12 09/07/12 01 WING NUTS, MR. CLEAN 79-790-56-00-5620 19.52 INVOICE TOTAL: 18.52 * 15478-12 09/13/12 01 STOPS RUST, GLADE CONES 79-795-56-00-5640 8.83 INVOICE TOTAL: 8.83 * CHECK TOTAL: 511.51 209209 MJELECT MJ ELECTRICAL SUPPLY, INC. 1129584-01 09/04/12 01 SPARE LAMP GLOBES 79-790-56-00-5640 170.00 INVOICE TOTAL: 170.00 * CHECK TOTAL: 170.00 209210 MORRICKB BRUCE MORRICK 090412 09/04/12 01 REFEREE 79-795-54-00-5462 70.00 INVOICE TOTAL: 70.00 * 091312 09/13/12 01 REFEREE 79-795-54-00-5462 35.00 INVOICE TOTAL: 35.00 * CHECK TOTAL: 105.00 209211 NATENTEC NATIONAL ENTERTAINMENT 120913002 09/13/12 01 TOY & CANDY FILLED EGGS FOR 79-795-56-00-5606 720.00 02 6,000 HALLOWEEN EGG HUNT ** COMMENT ** INVOICE TOTAL: 720.00 CHECK TOTAL: 720.00 209212 NICOR NICOR GAS DATE: 09/19/12 UNITED CITY OF YORKVILLE PAGE: 7 TIME: 14:17:41 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 09/27/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 209212 NICOR NICOR GAS 64-99-70-7276 0-0812 09/06/1.2 01 202 E COUNTRYSIDE PKWY UNIT E 80- 800 54-00-5480 289.63 INVOICE TOTAL: 289.63 * 65-69-00-0377 0-0812 09/05/12 01 202 E COUNTRYSIDE PKWY UNIT D 80-800-54-00-5490 24.07 INVOICE TOTAL: 24.07 * CHECK TOTAL: 313.70 209213 OLEARYC CYNTHIA O'LEARY SOFTBALL 4TH-2012 09/09/12 01 ASSIGNING FEE PER OFFICIAL 79-795-54-00-5462 245.00 INVOICE TOTAL: 245.00 * CHECK TOTAL: 245.00 209214 OLEARYM MARTIN J. O'LEARY 090612 09/06/12 01 REFEREE 79-795-54-00-5462 140.00 INVOICE TOTAL: 140.00 * 091112 09/11/12 01 REFEREE 79-795-54-00-5462 70.00 INVOICE TOTAL: 70.00 * 091312 09/13/12 01 REFEREE 79-795-54-00-5462 35.00 INVOICE TOTAL: 35.00 * CHECK TOTAL: 245.00 209215 ORRK KATHLEEN FIELD ORR & ASSOC. 13827-PR 09/05/12 01 LEGAL MATTERS 79-790-54-00-5466 237.50 INVOICE TOTAL: 237.50 * CHECK TOTAL: 237.50 DATE: 09/19/12 UNITED CITY OF YORKVILLE PAGE: 8 TIME: 14:17:41 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 09/27/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 209216 PEOPLE EXECUTIVE & PROFESSIONAL SERVI 091912 09/19/12 Cl ANNUAL SUBSCRIPTION 80-800-56-00-5645 39.96 INVOICE TOTAL: 39.96 CHECK TOTAL: 39.96 209217 PITBOW PITNEY BOWES 5336185-SP12 09/13/12 01 RENTAL CHARGES FOR 06/30/12 79-795-54-00-5452 147.00 02 09130/12 ** COMMENT ** INVOICE TOTAL: 147.00 CHECK TOTAL: 147.00 209216 PITNEY PITNEY BOWES, INC. 091912 09/19/12 01 POSTAGE MACHINE REFILL 79-795-54-00-5452 800.00 INVOICE TOTAL: 800.00 * CHECK TOTAL: 800.00 209219 80001085 ANDREW CUMBO 127478 09/17112 01 SECURITY DEPOSIT REFUND 80-000-24-00-2410 100.00 INVOICE TOTAL: 100.00 * CHECK TOTAL: 100.00 209220 RACETIME RACE TIME K901 09/04/12 01 RACE EVENT TIMING 79-795-56-00-5602 424.00 INVOICE TOTAL: 424.00 * CHECK TOTAL: 424.00 209221 ROBINSOT TRACY ROBINSON DATE: 09/19/12 UNITED CITY OF YORKVILLE PAGE: 9 TIME: 14:17:41 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 09/27/12 CHECK s VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 209221 ROSINSOT TRACY ROBINSON 090412 09/04/12 01 REFEREE 79-795-54-00-5462 70.00 INVOICE TOTAL: 70.00 ' 090612 09/06/12 01 REFEREE 79-795-54-00-5462 140.00 INVOICE TOTAL: 140.00 091112 09/11/12 01 REFEREE 79-795-54-00-5462 70.00 INVOICE TOTAL: 70.00 CHECK TOTAL: 280.00 209222 RUSITYORK RUSH-COPLEY HEALTHCARE 091212-PR 09/12/12 01 DRUG SCREENING 79-795-54-00-5462 75.00 INVOICE TOTAL: 75.00 CHECK TOTAL: 75.00 209223 RUSSPOWE RUSSO HARDWARE INC. 1395991 08/21/12 01 TRIMMER STRING 79-790-56-00-5620 46.18 INVOICE TOTAL: 46.18 CHECK TOTAL: 46.18 209224 SISLERS SISLER'S ICE, INC. 063994 09/03/12 01 ICE 79-795-56-00-5602 400.00 INVOICE TOTAL: 400.00 CHECK TOTAL: 400.00 209225 SPORTILL SPORTS ILLUSTRATED 091912 09/19/12 01 ANNUAL SUBSCRIPTION 80-800-56-00-5645 39.75 INVOICE TOTAL: 39.75 CHECK TOTAL: 39.75 DATE: 09/19/12 UNITED CITY OF YORKVILLE PAGE: 10 TIME: 14: 17:41 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 09/27/12 CHECK # VENDOR 0 INVOICE INVOICE ITEM NUMBER DATE DESCRIPTION ACCOUNT w ITEM AMT 209226 SUBURBAN SUBURBAN CHICAGO NEWS 0000122722 08/31/12 01 DISPLAY AD 79-795-56-00-5602 768.00 INVOICE TOTAL: 768.00 * CHECK TOTAL: 768.00 209227 SUTHERLS SCOT SUTHERLAND 091112 09/11/12 01 REFEREE 79-795-54-00-5462 70.00 INVOICE TOTAL: 70.00 * CHECK TOTAL: 70.00 209228 TRINITYC TRINITY CHURCH 091712 09/17/12 01 FARMER MARKET 79-795-56-00-5606 250.00 INVOICE TOTAL: 250.00 * CHECK TOTAL: 250.00 209229 UNIQUEPR UNIQUE PRODUCTS & SERVICE 246044 09/05/12 01 LAUNDRY SOAP, TOILET TISSUE, 80-800-56-00-5640 261.92 02 PAPER TOWEL ** COMMENT ** INVOICE TOTAL: 261.92 CHECK TOTAL: 261.92 209230 VISA VISA 082712-PR 08/27/12 01 PIZZA, PRESCHOOL SUPPLIES 79-795-56-00-5606 136.06 02 ADVERTISING 79-795-56-00-5602 179.18 03 GROUP POWER MONTHLY LICENSE, 80-800-56-00-5606 603.62 04 PRESCHOOL SUPPLIES, BOOKS ** COMMENT ** 05 MONTHLY CABLE 79--795-56-00-5620 66.95 DATE: 09/19/12 UNITED CITY OF YORKVILLE PAGE: 11 TIME: 14:17:41 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 09/27/12 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 209230 VISA VISA 082712-PR 08/27/12 06 BIKES, FITNESS MACHINE PARTS 80-800-56-00-5640 122.91 07 TRIMMER LINE 79-790-56-00-5640 26.52 08 MONTHLY CABLE 80-B00-56-00-5620 62.83 09 ADMIN-SEPTEMBER INTERNET 01-110-54-00-5440 20.79 10 COMM/DEV-SEPTEMBER INTERNET 01-220- 54-00-5440 15.59 11 SEPTEMBER INTERNET 79-790-56-00-5620 25.99 12 POLICE-SEPTEMBER INTERNET 01-210-54-00-5440 135.14 13 SEPTEMBER INTERNET 80-800-56-00-5620 5,20 14 SEPTEMBER INTERNET 79-795-56-00-5620 25.99 15 SEWER OP-SEPTEMBER INTERNET 52-520-56-00-5620 15.59 16 STREETS-SEPTEMBER INTERNET 01-410-56-00-5620 20.79 17 WATER OP-SEPTEMBER INTERNET 51-510-56-00-5620 25.99 16 FINANCE-SEPTEMBER INTERNET 01-120-54-00-5440 20.79 19 CANCELLED ORDER CREDIT 80-800-56-00-5607 273.22 INVOICE TOTAL: 1,256.71 CHECK TOTAL: 1,256.71 209231 YORKACE YORKVILLE ACE & RADIO SHACK 145447 09/07/12 01 FUEL CAPS 79-790-56-00-5640 9.98 INVOICE TOTAL: 9.98 * CHECK TOTAL: 9.98 TOTAL AMOUNT PAID: 16, 126.39 PARK BOARD BILL LIST SUMMARY Thursday, September 13, 2012 PAYROLL DATE BI-WEEKLY 9/14/2012 $37,350.40 TOTAL PAYROLL $37,350.40 ACCOUNTS PAYABLE BILL LIST 9/27/2012 $16,126.39 TOTAL BILLS PAID $161126.39 TOTAL DISBURSEMENTS $65,173.87 UNITED CITY OF YORKVILLE PARKS&RECREATION BUDGET REPORT FOR THE PERIOD ENDING JULY 31,2011 ACTUALS BY MONTH(Cash Basis) May-11 June-11 ear o-to- ate ANNUAL 1ACCOUNT NUMBER DESCRIPTION Ttals BUDGET %ot'Budget PARK&RECREATION REVENUES 79-000-41-00-4182 MISC INTERGOVERNMENTAL - - 0.00% 79-000-44-00-4402 SPECIAL EVENTS - 1,320 20 1,340 0.00% 79-000-44-00-4403 CHILD DEVELOPMENT 5,557 3,653 400 9,610 0.00% 79-000-44-00-4404 ATHLETICS AND FITNESS 18,466 12,412 29,027 59,905 - 0.00% 79-000-44-00-4440 PROGRAM FEES 26,232 3,125 3,092 32,449 180,000 18.03% 79-000-44-00-4441 CONCESSION REVENUE 14,297 16,042 3,906 34,245 30,000 114.15% 79-000-44-00-4443 HOMETOWN DAYS 4,250 350 3,66() 8,260 135,000 6.12% 79-000-45-00-4500 INVESTMENT EARNINGS 14 16 11,250 Z40,594 300 13.56% 79-000-46-00-4680 REIMB-LIABILTI'Y INSURANCE - - - 0.00% 79-000-46-00-4690 REIMB-MISCELLANEOUS 2,916 70 - 0.00% 79-000-48-00-4820 RENTAL INCOME 38,944 400 86,000 47.20% 79-000-48-00-4825 FACILITY AND PARK RENTALS 14,374 6,681 - 0.00% 79-000-48-00-4846 SP ONSORSHIPS/DONANTIONS 490 200 11,200 6.16% 79-000-48-00-4850 MISCELLANEOUS INCOME 18 486 500 375.80% 79-000-49-00-4901 TRANSFER FROM GENERAL 61,059 61,059 732,710 25.00% TOTAL REVENUES:PARK&RECREATION 186 617 105 814 1,175,7101 33.68% PARKS DEPARTMENT EXPENDITURES 79-790-50-00-5010 SALARIES&WAGES 28,371 27,641 27,664 83,677 370,000 22.62% 79-790-50-00-5015 PART-TIME SALARIES 763 4,309 4,698 9,770 17,000 57.47% 79-790-50-00-5020 OVERTIME - - - - 3,000 0.00% 79-790-52-00-5212 RETIREMENT PLAN CONTRIBUTIO 2,698 2,629 2,631 7,958 37,730 21.09% 79-790-52-00-5214 FICA CONTRIBUTION 2,164 2,379 2,411 6,954 30,000 23.18% 79-790-52-00-5216 GROUP HEALTH INSURANCE - - - - - 0.00% 79-790-52-00-5625 REIMBURSABLE REPAIRS - - - 0.00% 79-790-54-00-5412 TRAINING&CONFERENCES 100 100 2,600 3.85% 79-790-54-00-5415 TRAVEL&LODGING - - - 750 0.00% 79-790-54-00-5440 TELECOMMUNICATIONS 323 251 575 3,780 15.20% 79-790-54-00-5462 PROFESSIONAL SERVICES - 49 49 4,500 1.09% 79-790-54-00-5466 LEGAL SERVICES - - 555 555 4,000 13.88% 79-790-54-00-5485 RENTAL&LEASE PURCHASE 178 178 25 381 2,500 15.25% 79-790-56-00-5460 DUES AND SUBSCRIPTIONS - - - - - 79-790-56-00-5600 WEARING APPAREL 336 317 653 4,100 15.92% 79-790-56-00-5610 OFFICE SUPPLIES 47 - 47 300 15.64% 79-790-56-00-5620 OPERATING SUPPLIES 3,417 604 4,021 22,500 17.87% 79-790-56-00-5630 SMALL TOOLS&EQUIPMENT - 10 10 2,250 0.44% 79-790-56-00-5635 COMPUTER EQUIPMENT&SOFTW - - - 500 0.00% 79-790-56-00-5640 REPAIR&MAIN TENANCE - 11,588 6,051 17,639 48,000 36.75% TOTAL EXPENDITURES:PARKS DEPT 34,174 52,947 45,267 132,388 553,510 23.92% Page 1 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL IACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET %of Budget RECREATION DEPARTMENT EXPENDITURES 79-795-50-00-5010 SALARIES&WAGES 14,458 16,152 14,692 45,301 190,000 23.84% 79-795-50-00-5015 PART-TIME SALARIES 1,406 637 1,773 3,816 25,000 15.27% 79-795-50-00-5020 OVERTIME - - - - 300 0.00% 79-795-50-00-5045 CONCESSION WAGES 2,868 3,059 2,522 8,448 12,500 67.58% 79-795-50-00-5046 PRE-SCHOOL WAGES 3,410 1,557 13 4,980 25,000 19.92% 79-795-50-00-5052 INSTRUCTORS WAGES 1,195 2,182 2,115 5,492 25,000 21.97% 79-795-52-00-5212 RETIREMENT PLAN CONTRIBUTIO 1,768 1,939 1,712 5,419 22,000 24.63% 79-795-52-00-5214 FICA CONTRIBUTION 1,763 1,794 1,563 5,120 20,000 25.60% 79-795-52-00-5216 GROUP HEALTH INSURANCE - - - - - 0.00% 79-795-54-00-5412 TRAINING&CONFERENCES 2,000 0.00% 79-795-54-00-5415 TRAVEL&LODGING 1,000 0.00% 79-795-54-00-5426 PUBLISHING&ADVERTISING - - - 27,000 0.00% 79-795-54-00-5440 TELECOMMUNICATIONS 253 251 504 4,300 11.73% 79-795-54-00-5447 SCHOLARSHIPS - - - 1,000 0.00% 79-795-54-00-5452 POSTAGE&SHIPPING - - 177 177 8,000 2.21% 79-795-54-00-5462 PROFESSIONAL SERVICES 2,278 5,479 18,245 26,001 47,000 55.32% 79-795-54-00-5480 UTILITIES - 1,811 1,014 2,825 22,000 12.84% 79-795-54-00-5485 RENTAL&LEASE PURCHASE - 25 25 4,500 0.56% 79-795-54-00-5490 DUES&SUBSCRIPTIONS - - 1,500 0.00% 79-795-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - - - 1,000 0.00% 79-795-54-00-5496 PROGRAM REFUNDS 480 1,005 1,452 2,937 7,000 41.96% 79-795-56-00-5600 WEARING APPAREL - - - - - 0.00% 79-795-56-00-5602 HOMETOWN DAYS SUPPLIES 1,629 - 34,015 35,644 100,000 35.64% 79-795-56-00-5606 PROGRAM SUPPLIES 2,500 2,797 2,359 7,656 55,000 13.92% 79-795-56-00-5607 CONCESSION SUPPLIES 1,561 4,882 4,832 11,276 18,000 62.64% 79-795-56-00-5610 OFFICE SUPPLIES 120 70 - 190 3,000 6.34% 79-795-56-00-5620 OPERATING SUPPLIES 966 1,121 244 2,331 5,500 42.38% 79-795-56-00-5630 SMALL TOOLS&EQUIPMENT - - - - 2,000 0.00% 79-795-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE 500 0.00% 79-795-56-00-5640 REPAIR&MAINTENANCE 34 34 2,000 1.72% 79-795-56-00-5645 BOOKS&PUBLICATIONS 100 0.00% 79-795-56-00-5690 SUPPLIES-GRANT REIMBURSABLE - - - 500 0.00% 79-795-56-00-5695 GASOLINE 44 81 125 3,000 4.18% TOTAL EXPENDITURES:RECREATION DEPT 36,402 44 816 87 084 168,303 635,700 26.48% TOTAL FUND REVENUES 186,617 105,814 103,585 396,016 1,175,710 33.68% L TOTA FUND EXPENDITURES 70,576 97,763 1329351 300,691 1,189 210 25.28% FUND SURPLUS(DEFICIT) M 116,0401 8,051 1 (28,766)M 95,325 1 (13,500) Page 2 ACTUALS BY MONTH(Cash Basis) Year-to-Date I ANNUAL 1ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET %of Budget RECREATION CENTER REVENUES 80-000-44-00-4440 PROGRAM FEES 7,814 4,553 2,680 15,047 125,000 12.04% 80-000-44-00-4441 CONCESSION REVENUE 975 900 813 2,688 12,500 21.50% 80-000-44-00-4444 MEMBERSHIP FEES 42,167 41,211 36,609 119,987 410,000 29.27% 80-000-44-00-4445 GUEST FEES 580 723 776 2,079 3,500 59.40% 80-000-44-00-4446 SWIM CLASS FEES 5,577 6,106 2,744 14,427 35,000 41.22% 80-000-44-00-4447 PERSONAL TRAINING FEES 336 816 308 1,460 15,000 9.73% 80-000-44-00-4448 TANNING SESSION FEES 575 129 160 864 2,500 34.56% 80-000-45-00-4500 INTEREST INCOME - - - - - 0.00% 80-000-48-00-4820 RENTAL INCOME 6 31 299 336 5,000 6.71% 80-000-48-00-4845 DONANTIONS 230 - - 230 2,000 11.50% 80-000-48-00-4850 MISCELLANEOUS INCOME 37 32 5 73 500 14.60% TOTAL REVENUES:RECREATION CTR REVENUES 58,296 54,501 44 393 157,190 611,000 25.73% RECREATION CENTER EXPENSES 80-800-50-00-5010 SALARIES&WAGES 2,631 4,509 2,000 9,140 34,200 26.73% 80-800-50-00-5015 PART-TIME SALARIES 7,934 8,337 6,533 22,803 98,000 23.27% 80-800-50-00-5020 OVERTIME - - - - 500 0.00% 80-800-50-00-5046 PRE-SCHOOL WAGES 4,092 105 86 4,283 35,000 12.24% 80-800-50-00-5052 INSTRUCTORS WAGES 3,555 4,350 4,488 12,393 65,000 19.07% 80-800-52-00-5212 RETIREMENT PLAN CONTRIBUT101 N 1,043 956 562 2,561 10,000 25.61% 80-800-52-00-5214 FICA CONTRIBUTION 1,382 1,318 1,003 3,703 17,708 20.91% 80-800-54-00-5412 TRAINING&CONFERENCES - - - - - 0.00% 80-800-54-00-5415 TRAVEL&LODGING 200 0.00% 80-800-54-00-5426 PUBLISHING&ADVERTISING - - - 1,500 0.00% 80-800-54-00-5440 TELECOMMUNICATIONS 394 358 752 3,600 20.89% 80-800-54-00-5447 SCHOLARSHIPS - - - 900 0.00% 80-800-54-00-5452 POSTAGE&SHIPPING - - - - 600 0.00% 80-800-54-00-5462 PROFESSIONAL SERVICES 853 3,090 1,553 5,496 17,700 31.05% 80-800-54-00-5480 UTILITIES - 3,746 3,657 7,403 49,000 15.11% 80-800-54-00-5485 RENTAL&LEASE PURCHASE 36,198 18,198 19,050 73,446 226,500 32.43% 80-800-54-00-5490 DUES&SUBSCRIPTIONS - - - - 200 0.00% 80-800-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - 361 361 21,200 1.70% 80-800-54-00-5496 PROGRAM REFUNDS 318 664 434 1,416 5,500 25.74% 80-800-54-00-5497 PROPERTY TAX PAYMENT 30,751 - 30,751 61,503 53,680 114.57% 80-800-56-00-5600 WEARING APPAREL - - - - - 0.00% 80-800-56-00-5606 PROGRAM SUPPLIES 36 611 1,307 1,953 17,000 11.49% 80-800-56-00-5607 CONCESSION SUPPLIES 889 468 1,357 6,300 21.54% 80-800-56-00-5610 OFFICE SUPPLIES - 37 46 82 2,600 3.16% 80-800-56-00-5620 OPERATING SUPPLIES 287 270 1,330 1,886 6,200 30.43% 80-800-56-00-5630 SMALL TOOLS&EQUIPMENT - - - - 6,300 0.00% 80-800-56-00-5635 ICOMPUTER EQUIPMENT&SOFTWARE - - - 1,000 0.00% 80-800-56-00-5640 IREPAIR&MAINTENANCE 362 327 690 11,000 6.27% 80-800-56-00-5645 IBOOKS&PUBLICATIONS - - - 50 0.00% 80-800-56-00-5695 IGASOLINE - 44 81 125 300 41.79% TOTAL FUND REVENUES 58,296 54,501 44,393 157,190 611,000 25.73% TOTAL FUND EXPENSES 89,078 47,882 749394 211,354 691,738 30.55% FUND SURPLUS(DEFICIT) E (30,782)1 6,620 1 (30,001) (54,164) (80,738) Page 3 YORKVILLE PARK BOARD BUDGET REPORT FOR THE PERIOD ENDING JULY 31,2012 ACTUALS BY MONTH(Cash Basis) %ofFtsca]Year 8.33% 16.67% 25% Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-12 June-12 July-12 Totals BUDGET %of Budget LAND CASH REVENUES 72-000-41-00-4173 OSLAD GRANT-RAINTREE - - - - 400,000 0.00% 72-000-47-00-4703 AUTUMN CREEK 7,179 4,102 6,153 17,435 20,000 87.17% 72-000-47-00-4704 BLACKBERRY WOODS - - - - 500 0.00% 72-000-47-00-4708 COUNTRY HILLS - 769 - 769 - 0.00% ITOTAL REVENUES:LAND CASH 7,179 4,871 F 6,153 18,204 420,500 4.33% LAND CASH EXPENDITURES 72-720-60-00-6032 MOSIER HOLDING COSTS - - 12,000 12,000 12,000 100.00% 72-720-60-00-6036 RAINTREE VILLAGE 450 15,768 5,626 21,844 191,825 11.39% 72-720-60-00-6044 HOPKINS PARK 120,000 0.00% TOTAL FUND REVENUES 7,179 4,871 6,153 18,204 420,500 4.33% Ir TOTAL FUND EXPENDITURES 450 15,768 17,626 33,844 323,825 10.45% FUND SURPLUS(DEFICIT) 6,729 (10,896) (11,472) (15,640) 96,675 PARK&RECREATION REVENUES Char es or Service 1 79-000-44-00-4402 SPECIAL EVENTS 2,310 3,075 10,553 15,938 18,095 88.08% 79-000-44-00-4403 CHILD DEVELOPMENT 5,156 4,874 1,270 11,300 58,810 19.21% 79-000-44-00-4404 ATHLETICS AND FITNESS 36,929 18,225 19,734 74,888 113,095 66.22% 79-000-44-00-4441 CONCESSION REVENUE 13,379 11,464 6,995 31,838 30,000 106.13% 79-000-44-00-4443 HOMETOWN DAYS 1,325 600 11,020 12,945 175,000 7.40% Investment Earnings 79-000-45-00-4500 INVESTMENT EARNINGS 21 20 22 63 200 31.57% Reimbursements 79-000-46-00-4670 REIMB-EMP INS CONTRIBUTIONS 1,132 1,132 1,132 3,396 11,661 29.12% Miscellaneous 79-000-48-00-4820 RENTAL INCOME 33,340 3,195 8,018 44,553 48,000 92.82% 79-000-48-00-4825 PARK RENTALS 6,017 3,074 245 9,336 25,000 37.34% 79-000-48-00-4846 SPONSORSHIPS/DONATIONS 2,429 130 210 2,769 14,700 18.84% 79-000-48-00-4850 MISCELLANEOUS INCOME 790 792 576 2,158 1,000 215.80% Other Financing Sources 79-000-49-00-4901 1 TRANSFER FROM GENERAL 79,657 79,657 79,657 238,972 955,886 25.00% TOTAL REVENUES:PARK&RECREATION 182,484 126,238 139,433 448,155 1,451,447 30.88% PARKS DEPARTMENT EXPENDITURES Salaries&Wages 79-790-50-00-5010 SALARIES&WAGES 32,996 32,031 30,483 95,510 410,000 23.30% 79-790-50-00-5015 PART-TIME SALARIES 652 4,468 4,965 10,085 17,000 59.32% 79-790-50-00-5020 OVERTIME 443 214 344 1,002 3,000 33.39% Benefits 79-790-52-00-5212 RETIREMENT PLAN CONTRIBUTION 3,245 3,172 2,996 9,413 43,693 21.54% 79-790-52-00-5214 FICA CONTRIBUTION 2,514 2,714 2,644 7,871 34,000 23.15% 79-790-52-00-5216 GROUP HEALTH INSURANCE 7,393 8,975 8,184 24,551 126,842 19.36% 79-790-52-00-5222 GROUP LIFE INSURANCE 58 102 82 241 1,208 19.98% 79-790-52-00-5223 DENTAL INSURANCE 635 836 736 2,207 9,179 24.04% 79-790-52-00-5224 VISION INSURANCE 84 84 84 251 1,104 22.73% Contractual Services 79-790-54-00-5412 TRAINING&CONFERENCES - - - - 2,600 0.00% 79-790-54-00-5415 TRAVEL&LODGING 750 0.00% 1 YORKVILLE PARK BOARD BUDGET REPORT FOR THE PERIOD ENDING JULY 31,2012 ACTUALS BY MONTH(Cash Basis) %of Fiscal Year 8.33% 16.67% 25% Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-12 June-12 July-12 Totals BUDGET %of Budget 79-790-54-00-5440 TELECOMMUNICATIONS 335 339 673 3,780 17.81% 79-790-54-00-5462 PROFESSIONAL SERVICES - 861 861 4,500 19.14% 79-790-54-00-5466 LEGAL SERVICES 1,710 1,710 4,000 42.75% 79-790-54-00-5485 RENTAL&LEASE PURCHASE - - 2,500 0.00% 79-790-54-00-5495 OUTSIDE REPAIR AND MAINTENANCE - - 17,500 0.00% Supplies 79-790-56-00-5600 WEARING APPAREL 235 99 334 4,100 8.14% 79-790-56-00-5610 OFFICE SUPPLIES - 53 53 300 17.53% 79-790-56-00-5620 OPERATING SUPPLIES 59 256 315 22,500 1.40% 79-790-56-00-5630 SMALL TOOLS&EQUIPMENT 7 107 114 2,250 5.05% 79-790-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - 500 0.00% 79-790-56-00-5640 REPAIR&MAINTENANCE 820 2,056 2,876 50,500 5.70% 79-790-56-00-5695 GASOLINE - 2,679 j 3,198 5,877 20,000 29.38% TOTAL EXPENDITURES:PARKS DEPT 48,020 56,729 59,195 163,944 7519806 20.97% RECREATION DEPARTMENT EXPENDITURES Salaries&Wages OF,- 79-795-50-00-5010 SALARIES&WAGES 13,453 15,885 15,226 44,564 185,000 24.09% 79-795-50-00-5015 PART-TIME SALARIES 1,233 770 443 2,446 25,000 9.78% 79-795-50-00-5020 OVERTIME - - - - 300 0.00% 79-795-50-00-5045 CONCESSION WAGES 2,879 2,869 2,496 8,244 12,500 65.95% 79-795-50-00-5046 PRE-SCHOOL WAGES 2,110 - - 2,110 25,000 8.44% 79-795-50-00-5052 INSTRUCTORS WAGES 1,181 1,264 713 3,158 25,000 12.63% Benefits 79-795-52-00-5212 RETIREMENT PLAN CONTRIBUTION 1,711 1,730 1,602 5,042 19,884 25.36% 79-795-52-00-5214 FICA CONTRIBUTION 1,543 1,537 1,391 4,471 16,000 27.95% 79-795-52-00-5216 GROUP HEALTH INSURANCE 3,070 1,890 2,480 7,441 41,094 18.11% 79-795-52-00-5222 GROUP LIFE INSURANCE 29 33 29 92 473 19.40% 79-795-52-00-5223 DENTAL INSURANCE 263 165 214 641 2,675 23.98% 79-795-52-00-5224 VISION INSURANCE 25 25 25 74 325 22.75% Contractual Services 79-795-54-00-5412 TRAINING&CONFERENCES 2,000 0.00% 79-795-54-00-5415 TRAVEL&LODGING 1,000 0.00% 79-795-54-00-5426 PUBLISHING&ADVERTISING 27,000 0.00% 79-795-54-00-5440 TELECOMMUNICATIONS 226 230 457 4,300 10.62% 79-795-54-00-5447 SCHOLARSHIPS 300 - 300 2,500 12.00% 79-795-54-00-5452 POSTAGE&SHIPPING - 147 147 8,000 1.84% 79-795-54-00-5460 DUES&SUBSCRIPTIONS - - - - 1,500 0.00% 79-795-54-00-5462 PROFESSIONAL SERVICES 1,581 6,737 14,324 22,642 60,000 37.74% 79-795-54-00-5480 UTILITIES - 1,413 1,019 2,432 23,100 10.53% 79-795-54-00-5485 RENTAL&LEASE PURCHASE 178 178 186 542 4,500 12.04% 79-795-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - - - 1,000 0.00% 79-795-54-00-5496 PROGRAM REFUNDS 6 1,101 1,477 2,584 7,000 36.91% Supplies 79-795-56-00-5602 HOMETOWN DAYS SUPPLIES 4,151 - 322 4,473 140,000 3.19% 79-795-56-00-5606 PROGRAM SUPPLIES 2,482 8,422 1,288 12,191 55,000 22.17% 79-795-56-00-5607 CONCESSION SUPPLIES 894 6,348 3,538 10,780 18,000 59.89% 79-795-56-00-5610 OFFICE SUPPLIES 273 19 53 344 3,000 11.48% 79-795-56-00-5620 OPERATING SUPPLIES 1,116 1,103 109 2,328 5,500 42.32% 2 YORKVILLE PARK BOARD BUDGET REPORT FOR THE PERIOD ENDING JULY 31,2012 ACTUALS BY MONTH(Cash Basis) %ofFiscat Year 8.33% 16.67% 25% Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-12 June-12 July-12 Totals BUDGET %of Budget 79-795-56-00-5630 SMALL TOOLS&EQUIPMENT 2,000 0.00% 79-795-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE 500 0.00% 79-795-56-00-5640 REPAIR&MAINTENANCE 39 39 2,000 1.93% 79-795-56-00-5645 BOOKS&PUBLICATIONS 100 0.00% 79-795-56-00-5690 j SUPPLIES-GRANT REIMBURSABLE - - - 500 0.00% 79-795-56-00-5695 GASOLINE - 121 213 334 3,210 10.39% TOTAL EXPENDITURES:RECREATION DEPT 38,177 52,174 47,524 137,875 724,961 19.02% TOTAL FUND REVENUES 182,484 126,238 139,433 448,155 1,4519447 30.88% TOTAL FUND EXPENDITURES 869196 108,903 106,719 301,818 1,506,767 20.03% FUND SURPLUS(DEFICIT) 96,288 17,335 32,714 146,337 (55,320) RECREATION CENTER REVENUES Charges for Service 80-000-44-00-4440 PROGRAM FEES 6,987 3,834 2,317 13,138 100,000 13.14% 80-000-44-00-4441 CONCESSION REVENUE 890 719 717 2,326 12,500 18.61% 80-000-44-00-4444 MEMBERSHIP FEES 37,888 33,725 35,129 106,742 450,000 23.72% 80-000-44-00-4445 GUEST FEES 633 797 814 2,244 7,000 32.05% 80-000-44-00-4446 SWIM CLASS FEES 2,825 5,039 3,557 11,421 25,000 45.68% 80-000-44-00-4447 PERSONAL TRAINING FEES 1,215 257 108 1,580 10,000 15.80% 80-000-44-00-4448 TANNING SESSION FEES 222 30 92 344 2,500 13.76% Miscellaneous 80-000-48-00-4820 RENTAL INCOME 1,296 779 761 2,836 13,000 21.81% 80-000-48-00-4846 SCHOLARSHIPS/DONANTIONS 1,283 (123) - 1,160 2,000 58.00% 80-000-48-00-4850 MISCELLANEOUS INCOME 21 20 4 44 500 8.80% TOTAL REVENUES:RECREATION CTR REVENUES 53,259 45,076 43,499 1419834 622,500 22.78% RECREATION CENTER EXPENSES Salaries&Wages 80-800-50-00-5010 SALARIES&WAGES 2,028 2,040 2,040 6,108 28,000 21.81% 80-800-50-00-5015 PART-TIME SALARIES 6,409 5,796 6,081 18,285 100,000 18.29% 80-800-50-00-5046 PRE-SCHOOL WAGES 614 400 - 1,014 35,000 2.90% 80-800-50-00-5052 INSTRUCTORS WAGES 3,616 5,172 5,586 14,374 60,000 23.96% Benefits 80-800-52-00-5212 RETIREMENT PLAN CONTRIBUTION 685 595 550 1,830 10,181 17.98% 80-800-52-00-5214 FICA CONTRIBUTION 977 1,034 1,056 3,067 17,708 17.32% 80-800-52-00-5216 GROUP HEALTH INSURANCE 100 100 100 300 1,200 25.00% 80-800-52-00-5222 GROUP LIFE INSURANCE 7 7 7 22 123 17.68% Contractual Services 80-800-54-00-5415 TRAVEL&LODGING - - 200 0.00% 80-800-54-00-5426 PUBLISHING&ADVERTISING - - - 1,500 0.00% 80-800-54-00-5440 TELECOMMUNICATIONS 278 281 559 3,600 15.54% 80-800-54-00-5452 POSTAGE&SHIPPING - - - 600 0.00% 80-800-54-00-5460 DUES&SUBSCRIPTIONS - - - 200 0.00% 80-800-54-00-5462 PROFESSIONAL SERVICES 819 2,909 1,574 5,301 20,000 26.51% 80-800-54-00-5480 UTILITIES - 3,039 2,889 5,928 55,650 10.65% 80-800-54-00-5485 RENTAL&LEASE PURCHASE 37,198 19,198 19,242 75,638 236,000 32.05% 80-800-54-00-5495 OUTSIDE REPAIR&MAINTENANCE 115 750 865 15,000 5.77% 80-800-54-00-5496 PROGRAM REFUNDS 174 601 292 1,067 5,500 19.40% 3 YORKVILLE PARK BOARD BUDGET REPORT FOR THE PERIOD ENDING JULY 31,2012 ACTUALS BY MONTH(Cash Basis) %offisca]Year 8.33% 16.67% 25% Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-12 June-12 July-12 Totals BUDGET %of Budget 80-800-54-00-5497 PROPERTY TAX PAYMENT 29,400 - - 29,400 70,000 42.00% Supplies 80-800-56-00-5606 PROGRAM SUPPLIES - 988 514 1,502 15,000 10.01% 80-800-56-00-5607 CONCESSION SUPPLIES 694 73 860 1,628 7,000 23.26% 80-800-56-00-5610 OFFICE SUPPLIES - - - - 2,600 0.00% 80-800-56-00-5620 OPERATING SUPPLIES 177 502 679 6,200 10.95% 80-800-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - - 1,000 0.00% 80-800-56-00-5640 REPAIR&MAINTENANCE 267 1,725 948 2,940 11,000 26.73% 80-800-56-00-5645 BOOKS&PUBLICATIONS - - - - 50 0.00% 80-800-56-00-5695 GASOLINE 321 1 0.00% ' TOTAL FUND REVENUES 53,259 45,076 43,499 141,834 622,500 22.78% TOTAL FUND EXPENSES 83,103 44,881 42,523 170,507 7039633 24.23% FUND SURPLUS(DEFICIT) (29,844) 195 976 (289673) (81,133) 4 YORKVILLE PARK BOARD BUDGET REPORT FOR THE PERIOD ENDING AUGUST 31,2011 ACTUALS BY MONTH:(Cash Basis) Year-to-Date ANNUAL IACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 August-11 Totals BUDGET %of Budget LAND CASH REVENUES 72-000-41-00-4170 STATE GRANTS 400,000 0.00% 72-000-45-00-4500 INVESTMENT EARNINGS - 0.00% 72-000-47-00-4700 WHITE OAK UNIT 1&2 0.00% 72-000-47-00-4701 WHITE OAK UNIT 3&4 - - 0.00% 72-000-47-00-4702 WHISPERING MEADOWS(K HILL) 312,655 - - 312,655 - 0.00% 72-000-47-00-4703 AUTUMN CREEK 3,077 2,051 1,026 6,153 20,000 30.77% 72-000-47-00-4704 BLACKBERRY WOODS - - - - 500 0.00% 72-000-47-00-4705 BRISTOL BAY - 0.00% 72-000-47-00-4706 CALEDONIA 0.00% 72-00047-00-4707 RIVER'S EDGE 0.00% 72-000-47-00-4708 COUNTRY HILLS 0.00% 72-000-47-00-4709 BRIARWOOD 0.00% 72-000-47-00-4710 FOXFIELD 11 PARK 0.00% 72-000-47-00-4711 FOX HIGHLANDS 0.00% 72-000-47-00-4712 GREENBRIAR 0.00% 72-000-47-00-4713 PRESTWICK 0.00% 72-000-47-00-4714 HEARTLAND CIRCLE 0.00% 72-000-47-00-4715 KYLN'S RIDGE 0.00% 72-000-47-00-4716 MONTALBANO HOMES 0.00% 72-000-47-00-4717 PRAIRIE GARDEN 0.00% 72-000-47-00-4718 SUNFLOWER 0.00% 72-000-47-00-4719 VILLAS AT THE PRESERVE 0.00% 72-000-47-00-4720 IWOODWORTH 1 0.00% 72-000-47-00-4721 IWILDWOOD 0.00% TOTAL REVENUES:LAND CASH 315,732 2,051 1,026 318,809 420,500 1 75.82% LAND CASH EXPENDITURES 72-720-60-00-6029 CALEDONIA - - - - - 0.00% 72-720-60-00-6031 HEARTLAND CIRCLE - - - 0.00% 72-720-60-00-6032 MOSIER HOLDING COSTS - - 11,000 11,000 11,000 100.00% 72-720-60-00-6036 RAINTREE VILLAGE 78,878 3,173 54,417 49,658 186,127 270,000 68.94% 72-720-60-00-6037 GRANDE RESERVE BIKE TRAIL - - - - - - 0.00% 72-720-60-00-6038 WHEATON WOODS NATURE TRAIL 0.00% 72-720-60-00-6039 1BRISTO L BAY-PARKA 0.00% 72-720-60-00-6043 IBRISTOL BAY REGIONAL PARK 0.00% 72-720-60-00-6044 IHOPKINS PARK 0.00% 1 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 August-11 Totals BUDGET %of Budget 72-720-60-00-6045 1 RIVERFRONT PARK - - - 0.00% 72-720-99-00-9901 ITRANSFER TO GENERAL 1,674 1,674 1,674 1,674 6,695 20,084 33.33% TOTAL FUND REVENUES 315,732 2,051 1,026 318,809 420,500 75.82% TOTAL FUND EXPENDITURES 80,552 4,847 56,091 62,331 203,821 301,084 67.70% FUND SURPLUS(DEFICIT) E 235,180 1 (4,847)1 (54,040) (61,306)M 114,987 1 119,416 PARK&RECREATION REVENUES 79-000-41-00-4182 MISC INTERGOVERNMENTAL - - - - - 0.00% 79-000-44-00-4402 SPECIAL EVENTS - 1,320 20 - 1,340 0.00% 79-000-44-00-4403 CHILD DEVELOPMENT 5,557 3,653 400 6,089 15,699 0.00% 79-000-44-00-4404 ATHLETICS AND FITNESS 18,466 12,412 29,027 7,343 67,248 - 0.00% 79-000-44-00-4440 PROGRAM FEES 26,232 3,125 3,092 495 329944 180,000 18.30% 79-000-44-00-4441 CONCESSION REVENUE 14,297 16,042 3,906 613 34,858 30,000 116.19% 79-000-44-00-4443 HOMETOWN DAYS 4,250 350 3,660 12,242 20,502 135,000 15.19% 79-000-45-00-4500 INVESTMENT EARNINGS 14 16 11 10 50 300 16.82% 79-000-46-00-4680 REIMB-LIABILITY INSURANCE - - - - - - 0.00% 79-000-46-00-4690 REIMB-MISCELLANEOUS 2,916 70 - 350 3,336 - 0.00% 79-000-48-00-4820 RENTAL INCOME 38,944 400 1,250 (300) 40,294 86,000 46.85% 79-000-48-00-4825 FACILITY AND PARK RENTALS 14,374 6,681 (215) 1,026 21,866 - 0.00% 79-000-48-00-4846 ISPONSO R SHIPS/DONANTIONS 490 200 - 804 1,494 11,200 13.34% 79-000-48-00-4850 IMISCELLANEOUS INCOME 18 486 1,375 180 2,059 500 411.80% 79-000-49-00-4901 ITRANSFER FROM GENERAL 61,059 61,059 61,059 61,059 244,237 732,710 33.33% TOTAL REVENUES:PARK&RECREATION 186,617 105,814 103,585 89,910 485,926_ 1,175,710 41.33% PARKS DEPARTMENT EXPENDITURES 79-790-50-00-5010 SALARIES&WAGES 28,371 27,641 27,664 28,899 112,576 370,000 30.43% 79-790-50-00-5015 PART-TIME SALARIES 763 4,309 4,698 4,204 13,974 17,000 82.20% 79-790-50-00-5020 OVERTIME - - - - - 3,000 0.00% 79-790-52-00-5212 RETIREMENT PLAN CONTRIBUTIO 2,698 2,629 2,631 2,763 10,720 37,730 28.41% 79-790-52-00-5214 FICA CONTRIBUTION 2,164 2,379 2,411 2,479 9,433 30,000 31.44% 79-790-52-00-5216 GROUP HEALTH INSURANCE 150 150 - 0.00% 79-790-52-00-5625 REIMBURSABLE REPAIRS - - - 0.00% 79-790-54-00-5412 TRAINING&CONFERENCES 100 100 2,600 3.85% 79-790-54-00-5415 TRAVEL&LODGING - - - - 750 0.00% 79-790-54-00-5440 TELECOMMUNICATIONS 323 251 261 835 3,780 22.10% 79-790-54-00-5462 PROFESSIONAL SERVICES - 49 - 49 4,500 1.09% 79-790-54-00-5466 LEGAL SERVICES - 555 416 971 4,000 24.28% 79-790-54-00-5485 RENTAL&LEASE PURCHASE 178 178 25 320 701 2,500 28.05% 79-790-56-00-5460 IDUES AND SUBSCRIPTIONS 0.00% 2 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-I1 August-11 Totals BUDGET %of Budget 79-790-56-00-5600 WEARING APPAREL 336 317 155 808 4,100 19.71% 79-790-56-00-5610 OFFICE SUPPLIES 47 - - 47 300 15.64% 79-790-56-00-5620 OPERATING SUPPLIES 3,417 604 309 4,330 22,500 19.25% 79-790-56-00-5630 SMALL TOOLS&EQUIPMENT - 10 34 43 2,250 1.93% 79-790-56-00-5635 COMPUTER EQUIPMENT&SOFTW - - - 500 0.00% 79-790-56-00-5640 REPAIR&MAINTENANCE 11,588 6,051 1,075 18,714 48,000 38.99% TOTAL EXPENDITURES:PARKS DEPT 34,174 52,947 45,267 41,064 173,452 553,510 31.34% RECREATION DEPARTMENT EXPENDITURES 79-795-50-00-5010 SALARIES&WAGES 14,458 16,152 14,692 14,692 59,992 190,000 31.57% 79-795-50-00-5015 PART-TIME SALARIES 1,406 637 1,773 1,360 5,176 25,000 20.71% 79-795-50-00-5020 OVERTIME - - - - - 300 0.00% 79-795-50-00-5045 CONCESSION WAGES 2,868 3,059 2,522 - 8,448 12,500 67.58% 79-795-50-00-5046 PRE-SCHOOL WAGES 3,410 1,557 13 10 4,990 25,000 19.96% 79-795-50-00-5052 INSTRUCTORS WAGES 1,195 2,182 2,115 1,004 6,496 25,000 25.98% 79-795-52-00-5212 RETIREMENT PLAN CONTRIBUTIOT 1,768 1,939 1,712 1,547 6,966 22,000 31.67% 79-795-52-00-5214 FICA CONTRIBUTION 1,763 1,794 1,563 1,242 6,363 20,000 31.81% 79-795-52-00-5216 GROUP HEALTH INSURANCE - - - (150) (150) - 0.00% 79-795-54-00-5412 TRAINING&CONFERENCES - - - 2,000 0.00% 79-795-54-00-5415 TRAVEL&LODGING - - 1,000 0.00% 79-795-54-00-5426 PUBLISHING&ADVERTISING - - - 8,289 8,289 27,000 30.70% 79-795-54-00-5440 TELECOMMUNICATIONS - 253 251 224 728 4,300 16.94% 79-795-54-00-5447 SCHOLARSHIPS - - - - 1,000 0.00% 79-795-54-00-5452 POSTAGE&SHIPPING - - 177 800 977 8,000 12.21% 79-795-54-00-5462 PROFESSIONAL SERVICES 2.278 5,479 18,245 6,521 32,522 47,000 69.20% 79-795-54-00-5480 UTILITIES - 1,811 1,014 965 3,790 22,000 17.23% 79-795-54-00-5485 RENTAL&LEASE PURCHASE 25 - 25 4,500 0.56% 79-795-54-00-5490 DUES&SUBSCRIPTIONS - - - - 1,500 0.00% 79-795-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - - - - 1,000 0.00% 79-795-54-00-5496 PROGRAM REFUNDS 480 1,005 1,452 1,380 4,317 7,000 61.67% 79-795-56-00-5600 WEARING APPAREL - - - - - - 0.00% 79-795-56-00-5602 HOMETOWN DAYS SUPPLIES 1,629 - 34,015 19,098 54,742 100,000 54.74% 79-795-56-00-5606 PROGRAM SUPPLIES 2,500 2,797 2,359 851 8,507 55,000 15.47% 79-795-56-00-5607 CONCESSION SUPPLIES 1,561 4,882 4,832 215 11,491 18,000 63.84% 79-795-56-00-5610 OFFICE SUPPLIES 120 70 - 158 349 3,000 11.62% 79-795-56-00-5620 OPERATING SUPPLIES 966 1,121 244 969 3,300 5,500 60.00% 79-795-56-00-5630 SMALL TOOLS&EQUIPMENT - - - - - 2,000 0.00% 79-795-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - 500 0.00% 79-795-56-00-5640 IREPAIR&MAINTENANCE - 34 - 71 106 2,000 5.28% 79-795-56-00-5645 1130OKS&PUBLICATIONS - - 100 0.00% 79-795-56-00-5690 1 SUPPLIES-GRANT REIMBURSABL 500 0.000/0 3 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION Im ay-11 June-11 July-11 August-11 Totals BUDGET %of Budget 79-795-56-00-5695 GASOLINE - 44 81 84 209 3,000 6.98% TOTAL EXPENDITURES:RECREATION DEPT 36,402 44,816 87,084 59,330 227,633 635,700 35.81% LW I TOTAL FUND REVENUES 186,617 105,814 103,585 89,910 485,926 1,175,710 41.33% TOTAL FUND EXPENDITURES 70,576 1 97,763 132,351 100,394 401,085 1,189,210 33.73% FUND SURPLUS(DEFICIT) E 116,0401 8,051 1 (28,766) (10,484)M 84,841 1 (13,500) RECREATION CENTER REVENUES 80-000-44-00-4440 PROGRAM FEES 7,814 4,553 2,680 9,804 24,851 125,000 19.88% 80-000-44-00-4441 CONCESSION REVENUE 975 900 813 868 3,555 12,500 28.44% 80-000-44-00-4444 MEMBERSHIP FEES 42,167 41,211 36,594 36,404 156,376 410,000 38.14% 80-000-44-00-4445 GUEST FEES 580 723 776 518 2,597 3,500 74.20% 80-000-44-00-4446 SWIM CLASS FEES 5,577 6,106 2,744 2,472 16,899 35,000 48.28% 80-000-44-00-4447 PERSONAL TRAINING FEES 336 816 308 1,044 2,504 15,000 16.69% 80-000-44-00-4448 TANNING SESSION FEES 575 129 160 108 972 2,500 38.88% 80-000-45-00-4500 INTEREST INCOME - - - - - - 0.00% 80-000-48-00-4820 RENTAL INCOME 6 31 299 174 510 5,000 10.19% 80-000-48-00-4845 DONANTIONS 230 - - 295 525 2,000 26.25% 80-000-48-00-4850 MISCELLANEOUS INCOME 37 32 5 17 90 500 18.00% TOTAL REVENUES:RECREATION CTR REVENUES _58,296 54,501 44,378 51,704 208,879 611 000 34.19% RECREATION CENTER EXPENSES 80-800-50-00-5010 SALARIES&WAGES 2,631 4,509 2,000 2,000 11,140 34,200 32.57% 80-800-50-00-5015 PART-TIME SALARIES 7,934 8,337 6,533 6,872 29,675 98,000 30.28% 80-800-50-00-5020 OVERTIME - - - - - 500 0.00% 80-800-50-00-5046 PRE-SCHOOL WAGES 4,092 105 86 148 4,430 35,000 12.66% 80-800-50-00-5052 INSTRUCTORS WAGES 3,555 4,350 4,488 5,394 17,788 65,000 27.37% 80-800-52-00-5212 RETIREMENT PLAN CONTRIBUTIO 1,043 956 562 504 3,065 10,000 30.65% 80-800-52-00-5214 FICA CONTRIBUTION 1,382 018 1,003 1,107 4,809 17,708 27.16% 80-800-54-00-5412 TRAINING&CONFERENCES - - - - - - 0.00% 80-800-54-00-5415 TRAVEL&LODGING 200 0.00% 80-800-54-00-5426 PUBLISHING&ADVERTISING - - - - 1,500 0.00% 80-800-54-00-5440 TELECOMMUNICATIONS 394 358 363 1,115 3,600 30.98% 80-800-54-00-5447 SCHOLARSHIPS - - - - 900 0.00% 80-800-54-00-5452 POSTAGE&SHIPPING - - - - - 600 0.00% 80-800-54-00-5462 PROFESSIONAL SERVICES 853 3,090 1,553 1,064 6,561 17,700 37.07% 80-800-54-00-5480 UTILITIES - 3,746 3,657 5,388 12,791 49,000 26.10% 80-800-54-00-5485 RENTAL&LEASE PURCHASE 36,198 18,198 19,050 18,698 92,144 226,500 40.68% 80-800-54-00-5490 DUES&SUBSCRIPTIONS I - - - 114 114 200 57.20% 80-800-54-00-5495 OUTSIDE REPAIR&MAINTENANC - 361 376 E 737 21,200 3.48% 80-800-54-00-5496 PROGRAM REFUNDS 3181 664 434 1 693 E 2,1091 5,500 1 38.34% 4 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 August-11 Totals BUDGET %of Budget 80-800-54-00-5497 PROPERTY TAX PAYMENT 30,751 30,751 61,503 53,680 114.57% 80-800-56-00-5600 WEARING APPAREL - - - - - - 0.00% 80-800-56-00-5606 PROGRAM SUPPLIES 37 611 1,307 307 2,262 17,000 13.30% 80-800-56-00-5607 CONCESSION SUPPLIES 889 468 879 2,236 6,300 35.49% 80-800-56-00-5610 OFFICE SUPPLIES - 37 46 158 241 2,600 9.25% 80-800-56-00-5620 OPERATING SUPPLIES 287 270 1,330 296 2,183 6,200 35.21% 80-800-56-00-5630 SMALL TOOLS&EQUIPMENT - - - - - 6,300 0.00% 80-800-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE 1,000 0.00% 80-800-56-00-5640 REPAIR&MAINTENANCE 362 327 1,068 1,757 11,000 15.98% 80-800-56-00-5645 BOOKS&PUBLICATIONS - - - - 50 0.00% 80-800-56-00-5695 GASOLINE 44 81 84 209 300 69.81% TOTAL FUND REVENUES E 58,296 54,501 44,378 51,704 208,879 611,000 34.19% TOTAL FUND EXPENSES m 89,079 47,882 74,394 45,514 256,869 691,738 37.13% FUND SURPLUS(DEFICIT) E (30,783) 6,620 1 (30,016)1 6,190 E (47,990) (80,738)1 5 UNITED CITY OF YORKVILLE BUDGET REPORT FOR THE PERIOD ENDING AUGUST 31,2012 ACTUALS BY MONTH(Cash Basis) %ofFtscat Fear 8.33% 16.67% 25% 33% Year-to-Date ANNUAL 1ACCOUNT NUMBER DESCRIPTION May-12 June-12 July-12 August-12 Totals BUDGET %of Budget LAND CASH REVENUES 72-000-41-00-4173 OSLAD GRANT-RAINfREE - - - - - 400,000 0.00% 72-000-47-00-4703 AUTUMN CREEK 7,179 4,102 6,153 3,077 20,511 20,000 102.56% 72-00047-00-4704 BLACKBERRY WOODS - - - - - 500 0.00% 72-000-47-00-4708 COUNTRY HILLS - 769 - - 769 - 0.00% TOTAL REVENUES:LAND CASH 7,179 4,871 6,153 3,077 21,280 1 420,500 1 5.06% LAND CASH EXPENDITURES 72-720-60-00-6032 MOSIER HOLDING COSTS - - 12,000 - 12,000 12,000 100.00% 72-720-60-00-6036 RAINTREE VILLAGE 450 15,768 5,626 547 22,390 191,825 11.67% 72-720-60-00-6044 HOPKINS PARK - - - - - 120,000 0.00% TOTAL FUND REVENUES 7,179 4,871 6,153 3,077 21,280 420,500 5.06% TOTAL FUND EXPENDITURES 450 15,768 17,626 547 34,390 323,825 10.62% FUND SURPLUS(DEFICIT) 6,729 1 (10,896) (11,472) 2,530 j (13,110) 96,675 PARK&RECREATION REVENUES Char es for Service 79-000-44-00-4402 SPECIAL EVENTS 2,310 3,075 10,553 660 16,598 18,095 91.73% 79-000-44-00-4403 CHILD DEVELOPMENT 5,156 4,874 1,270 2,400 13,700 58,810 23.30% 79-000-44-00-4404 ATHLETICS AND FITNESS 36,929 18,225 19,734 4,461 79,349 113,095 70.16% 79-000-44-00-4441 CONCESSION REVENUE 13,379 11,464 6,995 355 32,192 30,000 107.31% 79-000-44-00-4443 HOMETOWN DAYS 1,325 600 11,020 14,460 27,405 175,000 15.66% Investment Earnings E � 7 79-000-45-00-4500 INVESTMENT EARNINGS 21 20 22 22 85 200 42.72% Reimbursements 79-000-46-00-4670 REIMB-EMP INS CONTRIBUTIONS 1,132 1,132 1,132 1,132 4,528 11,661 38.83% Miscellaneous 79-000-48-00-4820 RENTAL INCOME 33,340 3,195 8,018 495 45,048 48,000 93.85% 79-000-48-00-4825 PARK RENTALS 6,017 3,074 245 1,307 10,643 25,000 42.57% 79-000-48-00-4846 SPONSORSHIPS/DONATIONS 2,429 130 210 1,212 3,981 14,700 27.08% 79-000-48-00-4850 MISCELLANEOUS INCOME 790 792 576 344 2,502 1,000 250.20% Other Financing Sources 79-000-49-00-4901 TRANSFER FROM GENERAL 79,657 79,657 79,657 79,657 318,629 955,886 33.33% TOTAL REVENUES:PARK&RECREATION 182,484 126,238 139,433 106,505 554,660 1,451,447 38.21% PARKS DEPARTMENT EXPENDITURES Salaries&Wages 79-790-50-00-5010 SALARIES&WAGES 32,996 32,031 30,483 46,231 141,741 410,000 34.57% 79-790-50-00-5015 PART-TIME SALARIES 652 4,468 4,965 5,612 15,697 17,000 92.33% 79-790-50-00-5020 OVERTIME 443 214 344 - 1,002 3,000 33.39% Benefits IL 79-790-52-00-5212 RETIREMENT PLAN CONTRIBUTION 3,245 3,172 2,996 4,530 13,943 43,693 31.91% 79-790-52-00-5214 FICA CONTRIBUTION 2,514 2,714 2,644 3,851 11,723 34,000 34.48% 79-790-52-00-5216 GROUP HEALTH INSURANCE 9,090 10,824 8,596 9,017 37,527 126,842 29.59% 79-790-52-00-5222 GROUP LIFE INSURANCE 58 102 82 82 323 1,208 26.74% 79-790-52-00-5223 DENTALINSURANCE 635 836 736 736 2,942 9,179 32.06% 79-790-52-00-5224 VISION INSURANCE 84 84 84 84 335 1,104 30.31% Contractual Services 79-790-54-00-5412 TRAINING&CONFERENCES - - - - - 2,600 0.00% 79-790-54-00-5415 TRAVEL&LODGING 750 0.00% 1 UNITED CITY OF YORKVILLE BUDGET REPORT FOR THE PERIOD ENDING AUGUST 31,2012 ACTUALS BY MONTH(Cash Basis) %of Fiscal Year 8.33% 16.67% 25% 33% Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-12 June-12 July-12 August-12 Totals BUDGET %of Budget 79-790-54-00-5440 TELECOMMUNICATIONS 335 339 377 1,051 3,780 27.80% 79-790-54-00-5462 PROFESSIONAL SERVICES - 861 - 861 4,500 19.14% 79-790-54-00-5466 LEGAL SERVICES 1,710 855 2,565 4,000 64.13% 79-790-54-00-5485 RENTAL&LEASE PURCHASE - 73 73 2,500 2.91% 79-790-54-00-5495 OUTSIDE REPAIR AND MAINTENANCE - - - - - 17,500 0.00% Supplies 79-790-56-00-5600 WEARING APPAREL 235 99 377 711 4,100 17.34% 79-790-56-00-5610 OFFICE SUPPLIES - 53 99 151 300 50.43% 79-790-56-00-5620 OPERATING SUPPLIES 59 256 646 960 22,500 4.27% 79-790-56-00-5630 SMALL TOOLS&EQUIPMENT 7 107 8 122 2,250 5.42% 79-790-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - - - 500 0.00% 79-790-56-00-5640 REPAIR&MAINTENANCE 820 2,056 5,087 7,963 50,500 15.77% 79-790-56-00-5695 GASOLINE - 2,679 3,198 2,060 7,937 20,000 39.68% TOTAL EXPENDITURES:PARKS DEPT 49,717 58,579 59,607 79,724 247,626 781,806 31.67% RECREATION DEPARTMENT EXPENDITURES Salaries&Wa es 79-795-50-00-5010 SALARIES&WAGES 13,453 15,885 15,226 22,936 67,500 185,000 36.49% 79-795-50-00-5015 PART-TIME SALARIES 1,233 770 443 835 3,280 25,000 13.12% 79-795-50-00-5020 OVERTIME - - - - - 300 0.00% 79-795-50-00-5045 CONCESSION WAGES 2,879 2,869 2,496 262 8,507 12,500 68.05% 79-795-50-00-5046 PRE-SCHOOL WAGES 2,110 - - - 2,110 25,000 8.44% 79-795-50-00-5052 INSTRUCTORS WAGES 1,181 1,264 713 1,008 4,166 25,000 16.66% Benefits 79-795-52-00-5212 RETIREMENT PLAN CONTRIBUTION 1,711 1,730 1,602 2,362 7,405 19,884 37.24% 79-795-52-00-5214 FICA CONTRIBUTION 1,543 1,537 1,391 1,855 6,327 16,000 1 39.54% 79-795-52-00-5216 GROUP HEALTH INSURANCE 3,334 2,206 3,043 6,378 14,960 41,094 36.40% 79-795-52-00-5222 GROUP LIFE INSURANCE 29 33 29 37 128 473 27.15% 79-795-52-00-5223 DENTAL INSURANCE 263 165 214 214 855 2,675 31.97% 79-795-52-00-5224 VISION INSURANCE 25 25 25 25 99 325 30.34% Contractual Services 79-795-54-00-5412 TRAINING&CONFERENCES 2,000 0.00% 79-795-54-00-5415 TRAVEL&LODGING 1,000 0.00% 79-795-54-00-5426 PUBLISHING&ADVERTISING - - 7,690 7,690 27,000 28.48% 79-795-54-00-5440 TELECOMMUNICATIONS 226 230 294 751 4,300 17.46% 79-795-54-00-5447 SCHOLARSHIPS 300 - - 300 2,500 12.00% 79-795-54-00-5452 POSTAGE&SHIPPING - 147 147 8,000 1.84% 79-795-54-00-5460 DUES&SUBSCRIPTIONS - - - - 1,500 0.00% 79-795-54-00-5462 PROFESSIONAL SERVICES 805 6,737 14,324 5,331 27,197 60,000 45.33% 79-795-54-00-5480 UTILITIES - 1,413 1,019 1,013 3,445 23,100 14.91% 79-795-54-00-5485 RENTAL&LEASE PURCHASE 178 178 186 28 569 4,500 12.65% 79-795-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - - - - 1,000 0.00% 79-795-54-00-5496 PROGRAM REFUNDS 6 1,101 1,477 1,603 4,187 7,000 59.81% Supplies � 0 79-795-56-00-5602 HOMETOWN DAYS SUPPLIES 4,151 - 322 54,762 59,235 140,000 42.31% 79-795-56-00-5606 PROGRAM SUPPLIES 2,482 8,422 1,288 5,960 18,151 55,000 33.00% 79-795-56-00-5607 CONCESSION SUPPLIES 894 6,348 3,538 110 10,890 18,000 60.50% 79-795-56-00-5610 OFFICE SUPPLIES 273 19 53 212 557 3,000 18.55% 79-795-56-00-5620 OPERATING SUPPLIES 1,116 1,103 109 1,244 3,572 5,500 64.94% 79-795-56-00-5630 SMALL TOOLS&EQUIPMENT - - - - - 2,000 0.00% 2 UNITED CITY OF YORKVILLE BUDGET REPORT FOR THE PERIOD ENDING AUGUST 31,2012 ACTUALS BY MONTH(Cash Basis) %of Fiscal Year 8.33% 16.67% 25% 33% Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-12 June-12 July-12 August-12 Totals BUDGET %of Budget 79-795-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE 500 0.00% 79-795-56-00-5640 REPAIR&MAINTENANCE 39 39 2,000 1.93% 79-795-56-00-5645 BOOKS&PUBLICATIONS 100 0.00% 79-795-56-00-5690 SUPPLIES-GRANT REIMBURSABLE - - - 500 0.00% 79-795-56-00-5695 GASOLINE - 121 1 213 1 125 j 459 3,210 14.30% TOTAL EXPENDITURES:RECREATION DEPT 37,664 52,490 48,086 114,282 252,523 724,961 34.83% TOTAL FUND REVENUES 182,484 126,238 139,433 106,505 554,660 1,451,447 38.21% TOTAL FUND EXPENDITURES 87,381 111,069 107,693 194,006 500,149 1,506,767 33.19% FUND SURPLUS(DEFICIT) 95,103 15,169 31,740 (87,501) 54,511 (55,320) RECREATION CENTER REVENUES Charges for Service 80-000-44-00-4440 PROGRAM FEES 6,987 3,834 2,317 12,329 25,467 100,000 25.47% 80-000-44-00-4441 CONCESSION REVENUE 890 719 717 738 3,063 12,500 24.51% 80-000-44-00-4444 MEMBERSHIP FEES 37,888 33,725 35,129 30,793 137,535 450,000 30.56% 80-000-44-00-4445 GUEST FEES 633 797 814 762 3,006 7,000 42.94% 80-000-44-00-4446 SWIM CLASS FEES 2,825 5,039 3,557 1,974 13,395 25,000 53.59% 80-000-44-00-4447 PERSONAL TRAINING FEES 1,215 257 108 730 2,310 10,000 23.10% 80-000-44-00-4448 TANNING SESSION FEES 222 30 92 82 426 2,500 17.04% Miscellaneous 80-000-48-00-4820 RENTAL INCOME 1,296 779 761 1,006 3,842 13,000 29.55% 80-000-48-00-4846 SCHOLARSHIPSIDONANTIONS 1,283 (123) - 250 1,410 2,000 70.50% 80-000-48-00-4850 MISCELLANEOUS INCOME 21 20 4 1 45 500 8.95% TOTAL REVENUES:RECREATION CTR REVENUES 53,259 1 45,076 43,499 48,664 190,498 622,500 30.60% RECREATION CENTER EXPENSES Salaries&Wages 80-800-50-00-5010 SALARIES&WAGES 2,028 2,040 2,040 3,060 9,168 28,000 32.74% 80-800-50-00-5015 PART-TIME SALARIES 6,409 5,796 6,081 8,850 27,135 100,000 27.13% 80-800-50-00-5046 PRE-SCHOOL WAGES 614 400 - 1,790 2,804 35,000 8.01% 80-800-50-00-5052 INSTRUCTORS WAGES 3,616 5,172 5,586 6,435 20,808 60,000 34.68% Benefits 80-800-52-00-5212 RETIREMENT PLAN CONTRIBUTION 685 595 550 960 2,791 10,181 27.41% 80-800-52-00-5214 FICA CONTRIBUTION 977 1,034 1,056 1,548 4,615 17,708 26.06% 80-800-52-00-5216 GROUP HEALTH INSURANCE 100 100 100 100 400 1,200 33.33% 80-800-52-00-5222 GROUP LIFE INSURANCE 7 7 7 7 29 123 23.37% Contractual Services 80-800-54-00-5415 TRAVEL&LODGING - - - - - 200 0.00% 80-800-54-00-5426 PUBLISHING&ADVERTISING - - - - 1,500 0.00% 80-800-54-00-5440 TELECOMMUNICATIONS 278 281 552 1,111 3,600 30.86% 80-800-54-00-5452 POSTAGE&SHIPPING - - - - 600 0.00% 80-800-54-00-5460 DUES&SUBSCRIPTIONS - - - - 200 0.00% 80-800-54-00-5462 PROFESSIONAL SERVICES 43 2,909 1,574 829 5,355 20,000 26.77% 80-800-54-00-5480 UTILITIES - 3,039 2,889 4,312 10,240 55,650 18.40% 80-800-54-00-5485 RENTAL&LEASE PURCHASE 37,198 19,198 19,242 19,092 94,731 236,000 40.14% 80-800-54-00-5495 OUTSIDE REPAIR&MAINTENANCE 115 750 - 361 1,226 15,000 8.17% 80-800-54-00-5496 PROGRAM REFUNDS 174 601 292 740 1,807 5,500 32.85% 80-800-54-00-5497 PROPERTY TAX PAYMENT 29,400 - - 29,400 58,800 70,000 84.00% Supplies 3 UNITED CITY OF YORKVILLE BUDGET REPORT FOR THE PERIOD ENDING AUGUST 31,2012 ACTUALS BY MONTH(Cash Basis) %of Fiscal Year 8.33% 16.67% 25% 33% Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-12 June-12 July-12 August-12 Totals BUDGET %of Budget 80-800-56-00-5606 PROGRAM SUPPLIES - 988 514 366 1,868 15,000 12.45% 80-800-56-00-5607 CONCESSION SUPPLIES 694 73 860 798 2,426 7,000 34.65% 80-800-56-00-5610 OFFICE SUPPLIES - - - - - 2,600 0.00% 80-800-56-00-5620 OPERATING SUPPLIES 177 502 72 751 6,200 12.11% 80-800-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - - - 1,000 0.00% 80-800-56-00-5640 REPAIR&MAINTENANCE 267 1,725 948 1,673 4,613 11,000 41.94% 80-800-56-00-5645 BOOKS&PUBLICATIONS - - - 114 114 50 228.80% 80-800-56-00-5695 GASOLINE 321 0.00% TOTAL FUND REVENUES 53,259 45,076 43,499 48,664 190,498 622,500 30.60% TOTAL FUND EXPENSES 82,327 44,881 42,523 81,060 250,791 703,633 35.64% FUND SURPLUS(DEFICIT) (29,068) 195 976 (32,396) (60,293) (81,133) 4 Reviewed By: Agenda Item Number 1P lk WRS%(W Parks ❑ Recreation ❑ paRrC&?.ErW-UON Director ■ City Administrator El Tracking Number D Legal ❑ Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Park Board Meeting Time & Schedule Changes Agenda Date: September 27, 2012 Synopsis: Staff is requesting verification of meetings for the remainder of the year to make sure we can establish a quorum. Action Previously Taken: Date of Action: 8/9/12 Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Approve a meeting schedule for the remainder of 2012. Submitted by: Laura Schraw Parks and Recreation Name Department Agenda Item Notes: Please see the attached proposed meeting schedule for the remainder of the year. ° ��ry Memorandum J� T, O -�,. �I To: Yorkville Park Board EST. isss, 1 From: Laura Schraw, Interim Director of Parks and Recreation -< �- CC: Tim Evans, Superintendent of Recreation Scott Sleezer, Superintendent of Parks �d��onry <LE •�,� Date: September 20, 2012 Subject: Meeting Schedule Changes Below is our current meeting schedule for the remainder of the year: October 15 (Monday)-full meeting, 6pm October 25 -bills list approval meeting, 6pm November I* -full meeting, 6pm November 15* -bills list approval meeting, 6pm December 13 -full meeting, 6pm December 27-bills list approval meeting, 6pm *These two dates were set in 2011 due to Thanksgiving being on the 4th Thursday of the month. Staff is suggesting the following schedule changes: October 15 (Monday)-full meeting, 6pm October 25 -bills list approval meeting, 9am November 15 -full meeting, 6pm(to discuss the outcome of the referendum vote and give a recommendation to City Council for their 11/27 meeting) November 29-bills list approval meeting, 9am December 13 -full meeting, 6pm December 27-bills list approval meeting, 9am Reviewed By: Agenda Item Number 1P lk WRS%(W Parks Recreation paRrC&?.ErW-UON Director City Administrator Tracking Number D Legal Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Athletic Field Use Policy Discussion Agenda Date: September 27, 2012 Synopsis: Staff is proposing changes to the policy. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Approve policy changes. Submitted by: Laura Schraw Parks & Recreation Name Department Agenda Item Notes: UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT PRRI<f&REcR"TMN ATHLETIC FIELD&TOURNAMENT RESERVATION POLICY Athletic Field 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,and cannot be used by organized league play. For league play(which includes multiple days,or week play for both games and practices and a minimum of 50 games are played per calendar year)a pemiit- agreement 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. i. League agreements considered in-house(i.e.primarily Yorkville residents playing games against other Yorkville residents)will be given first priority. 1. In the event there are multiple in-house agreements approved by the City,priority for field use shall be given to the agreement with more Yorkville residents as participants.Total field usage between competing in-house agreements shall be proportional to the total amount of Yorkville residents served by each agreement. 1 ii. League agreements considered travel(i.e.primarily Yorkville residents playing games against other area leagues,groups,or organizations)will be given second priority. 1. In the event there are multiple travel league agreements approved by the City,priority for field use shall be given to the agreement with more Yorkville residents as participants.Total field usage between competing travel league agreements shall be proportional to the total amount of Yorkville residents served by each agreement. 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 and practices. Groups or individuals with an approved reservation or permit and City programs will have priority use. Groups may not use the fields or parks when the weather conditions are dangerous or when the t Formatted: No bullets or numbering 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).Each group must determine for themselves if the fields are in acceptable condition and safe for play prior to the start of play.The City or Yorkville Park and Recreation Department full time staff has the right to call the fields at any time.A 50%refund of the preparation fee will be offered if the City calls the fields. in ease of inelement 3,N,eathef,the United City ef Yorkville Pafk and Reereation Depaftment shall make the,F,.,.,1 deeisio regarding playabil:ty 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. • Deposit$100.00 per field,$150.00 per field with lights. Reserwation Fequests shall be f beginning on the following dates; Spring Season(Mareh May) Unveh 'rte Summer Season(June August) Anl T'S�' Fall Season(September- November-) 3�r1T15_ ("e from vvnc n by Aug. 21st-) 2 Tournament Dates Priority will be given to the organization or league that rented the fields for that same weekend the ' Formatted:Font:Times New Roman previous year.Please see Tournament Policy for all tournament related information. Formatted:Normal Holiday Maintenance Schedule It will be at the discretion of the ark&Recreation Departments on a case by case basis as to the availability of field preparation on a holiday or holiday weekend.Additional charges will be based on request to pay staff overtime. Outside Maintenance Formatted:Font:Bold No outside organization will be,allowed to perform maintenance,including but not limited to the use t Formatted:Indent:Left: 0" of motorized equipment.Limited hand raking is allowed.For groups chalking ticlds themselves a Formatted:Font:Not Bold manual chalker must be used., Formatted:Font:Not Bold 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,or if a cooperative agreement is approved. 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 3 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. Payment of fees shall be made at the Parks and Recreation Department ^a...:..:.,._atio.^F ee 201 W. 14yd aulie c. (old Post O ffiee' Offices. 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. 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. A. Daily Fees (per field use) Ctg A Ctg B Ctg C Ctg D 0-2 hours $20 $25 $30 $40 4 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. B. Preparation of Fields Fee 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 *50%of preparation fees will be charged if there is inclement weather that results in cancellation of the game. Soccer field prep-includes nets,lining of the field Initial Layout Fee ..................................................................$175.00 Weekly Maintenance Fees: Large Field(100 yds x 70 yards or 80 yds x 50 yds)...................$100.00 Medium Field(60 yds x 40 yds or 45 yds x 30 yds).....................$80.00 Small Field(35 yds x 25 yds or 30 yds x 20 yds).......................$60.00 C. Lights Fees Weekday or weekend- minimum$45.00 fee for first hour,$30.00 for each additional hour per field D. Special Use Fees Water access fee-$20.00 Electrical access fee.-$20.00. Must supply your own extension cords. Please reference the concession stand/vendor operation policy for special use request and tournaments. E. Seasonal/Long Term Use Fees To be determined for each organization and the requests,per Athletic Reservation Fee Schedule.-Any organization that has a cooperative agreement must have a minimum of 50 ag mes per calendar year. General Policies and Procedures for use of the United City of Yorkville Parks,Fields and Facilities may be found on page 9.- F.Portable Toilet Fee If the organization requests a portable toilet at the field to use,the organization must pay the monthly fee for the portable toilet.The port-o-let must be placed at the field by the City only., Formatted:Font:Not Bold,Not Italic TOURNAMENT POLICY 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 Sept. I"for the general public. The scheduling and approval is on a first come,first serve basis.Priority will be given to the organization or league that rented the fields for that same weekend the previous year. 5 Written requests for tournament athletic field reservations and special requests shall be submitted to the Parks and 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 Parks and Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Parks and 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. A. Guidelines&Fees Baseball/Softball Fields @ Bridge Park—Weekend Tournament Fees(Fri.—Sun) Tournament Rental Fee-$1,2100.00 per event. 3( day) Includes: ■ Bridge Park Fields(3 Fields) ■ Rental Time: - Friday 3:00 pm—9:45 pm - Saturday 9:00 am—9:45 pm - Sunday 9:00 am—6:00 pm ■ Lights at Bridge Park Fields(available from 6:00 pm to 9:45 pm each night—all play must end by 9:45 pm,no exceptions) a Fields will be prepared and lined each morning;Friday,Saturday,and Sunday. Oiie field will be dfagged aiid lined befefe ehampienship game. ■ If all 3 fields are not being used the City has the right to not open the concession stand. Formatted: No bullets or numbering a Friday-Saturday Fee-$800.00(2 day) ■ Bridge Park Fields(3 Fields) ■ Rental Time: - Friday 3:00 pm—9:45 pm - Saturday 9:00 am—9:45 pm ■ Lights at Bridge Park Fields(available from 6:00 pm to 9:45 pm each night—all play must end by 9:45 pm,no exceptions) ■ Fields will be prepared and lined each morning Friday and Saturday. ■ If all 3 fields are not being used the City has the right to not open the concession stand. ■ If one of the days are rained out the fee to play Sunday is$400.00. 6 A fee of$150.00 will be assessed for play after 6:00 pm on Sundays(lights are available at no additional fee until 9:45 pm.All play must end by 9:45 pm no exceptions). Games will not start before 9:00 am. Additional fields may be available for an additional fee($250.00 per field per weekend). Additional days may be available for an additional fee. _Schedule Due Formatted:Font:Bold -Tournament Schedule or start&ending times and field dimensions,for each day of the tournament, Formatted:Font:Bold are due by Monday,at 11:00 am,the week of the tournament to ensure the concession stand,field preparation,bathrooms and lights will be staffed. Any changes to the submitted schedule before or during the Tournament must be approved by the Superintendent of Parks or the a Superintendent of Recreation B. Special Use Fees Water access fee-$20.00 Electrical access fee-$20.00,must supply your own extension cords. Concession—please see Concession Stand Operation below. C. Payment of Fees Groups reserving a weekend tournament must pay the security deposit,20%of the tournament fees and have an active credit card on file at time of reservation.All tournament fees will be paid in full two months before the tournament dates. D. 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 two months prior to the date reserved. 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 ONE MONTH prior to the date reserved. To receive a fifty percent refund due to possible inclement wheather 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. No credit will be given for unused rain days during tournament play. No refunds after the reserved day has arrived. Payment of fees shall be made at the Parks and Recreation Department Administration Offices 201 W. E. Security Deposit 7 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 F. 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(i.e.shirts,hats,photos,etc),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.There will be a$50.00 fee,per booth(tent),for all non-food items to be sold. Organizations that have an approved cooperative field-use agreement with the City are allowed to have two 10'x10'booths or tents on-site each day of the tournament at no-cost. Non-profit organizations that have rented the field are allowed to have two booths or tents at no cost, and must be staffed by members or volunteers for the organization and must be associated with the organization's purpose. G. Concession Stand Operation The Yorkville Parks and Recreation Department will have washrooms and a concession stand available for players and spectators for the duration of the tournament if all 3 fields are in-use during the tournament.If all 3 fields are not used,the concession stand may be closed at the discretion of the Parks and Recreation Department..-Organizations will be able to sell food products(NO BEVERAGES),for fundraising purposes,that DO NOT coincide with the Concession Stand menu. There will be a fee of$100.00 to sell items for the entire weekend. The$100 fee is waived for non- profit organizations for two booths during tournaments in which the non-profit organization has rented the field,and must be staffed by members or volunteers for the organization. The menu and fee MUST be submitted to the Yorkville Parks and Recreation Department for approval,no later than two weeks before the tournament.Once approved,the Organization is responsible for contacting the Kendall County Health Department and obtaining all necessary permits.NOTE:The Kendall County Health Department has restrictions regarding the sale of meat products.You may contact them at 630-553- 9100 for more information. Booth(s),tent(s)location will be determined by staff. Due to liability concerns,only city employees are allowed in Concession Stands. H. Rain In the event of rain a representative of the Parks&Recreation Department will determine if the fields are la able.No attempt will be made to bring the fields into playable condition.If after one hour fields are still not playable due to rain or inclement weather all play will be canceled for that day.No credit or vouchers will be given. 8 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. Any improvements to the park will be through a donation to the City,and therefore become the property of the City. ■ 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 Ppark and Recreation Ddepartment immediately. ■ Coordination of work involving the Ppark and Recreation Ddepartment 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. end of the season or maintenanee 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. • 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).Each group must determine for themselves if the fields are in acceptable condition and safe for play prior to the start of play.The City or Yorkville Park and Recreation 9 Department full time staff has the right to call the fields.A 50%refund of the preparation fee will be offered if the City calls the fields. • 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 9:45 pm everyday,no exceptions. Formatted:List Paragraph, No bullets or • No port-o-lets can be rented by an organization that is not rented by the Parks&Recreation numbering Department.The City will only charge the user the amount it costs to rent the portable toilet unit. 10 APPLICATION FORM ATHLETIC FIELD&TOURNAMENT RESERVATION UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT Reser-vatioH Fequests shall be appFoved beginning on the following dates: Spfing-Season mareh Nl )q A4aFeh 4-A eurrnner Season(June August) ApFil 15th Fall Season(September Nevembef)du1y1S'h TouFnament Reservations begins Sept. " 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 Parks and 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 I1 WRKVU" UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT PARY C&fkECREATIaN ATHLETIC FIELD & TOURNAMENT RESERVATION POLICY Athletic Field 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, and cannot be used by organized league play. For league play(which includes multiple days, or week play for both games and practices and a minimum of 50 games are played per calendar year) a cooperative agreement 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. i. League agreements considered in-house (i.e. primarily Yorkville residents playing games against other Yorkville residents)will be given first priority. 1. In the event there are multiple in-house agreements approved by the City, priority for field use shall be given to the agreement with more Yorkville residents as participants. Total field usage between competing in-house agreements shall be proportional to the total amount of Yorkville residents served by each agreement. 1 ii. League agreements considered travel (i.e. primarily Yorkville residents playing games against other area leagues, groups, or organizations) will be given second priority. 1. In the event there are multiple travel league agreements approved by the City, priority for field use shall be given to the agreement with more Yorkville residents as participants. Total field usage between competing travel league agreements shall be proportional to the total amount of Yorkville residents served by each agreement. 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 and practices. Groups or individuals with an approved reservation or permit and City programs will have priority 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). Each group must determine for themselves if the fields are in acceptable condition and safe for play prior to the start of play. The City or Yorkville Park and Recreation Department full time staff has the right to call the fields at any time. A 50%refund of the preparation fee will be offered if the City calls the 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. • Deposit $100.00 per field, $150.00 per field with lights. Tournament Dates Priority will be given to the organization or league that rented the fields for that same weekend the previous year. Please see Tournament Policy for all tournament related information. Holiday Maintenance Schedule It will be at the discretion of the Park&Recreation Department on a case by case basis as to the availability of field preparation on a holiday or holiday weekend. Additional charges will be based on request to pay staff overtime. 2 Outside Maintenance No outside organization will be allowed to perform maintenance, including but not limited to the use of motorized equipment. Limited hand raking is allowed. For groups chalking fields themselves a manual chalker must be used. 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, or if a cooperative agreement is approved. 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 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. 3 Payment of fees shall be made at the Parks and Recreation Department Offices. 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. 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. A. 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. B. Preparation of Fields Fee 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 4 *50% of preparation fees will be charged if there is inclement weather that results in cancellation of the game. Soccer field prep - includes nets, lining of the field Initial Layout Fee ..................................................................$175.00 Weekly Maintenance Fees: Large Field(100 yds x 70 yards or 80 yds x 50 yds)...................$100.00 Medium Field(60 yds x 40 yds or 45 yds x 30 yds).....................$80.00 Small Field(35 yds x 25 yds or 30 yds x 20 yds).......................$60.00 C. Lights Fees Weekday or weekend-minimum $45.00 fee for first hour, $30.00 for each additional hour per field D. Special Use Fees Water access fee - $20.00 Electrical access fee - $20.00. Must supply your own extension cords. Please reference the concession stand/vendor operation policy for special use request and tournaments. E. Seasonal/Long Term Use Fees To be determined for each organization and the requests,per Athletic Reservation Fee Schedule. Any organization that has a cooperative agreement must have a minimum of 50 games per calendar year. General Policies and Procedures for use of the United City of Yorkville Parks, Fields and Facilities may be found on page 9. F. Portable Toilet Fee If the organization requests a portable toilet at the field to use, the organization must pay the monthly fee for the portable toilet. The port-o-let must be placed at the field by the City only. TOURNAMENT POLICY 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 Sept. 1st for the general public. The scheduling and approval is on a first come, first serve basis. Priority will be given to the organization or league that rented the fields for that same weekend the previous year. Written requests for tournament athletic field reservations and special requests shall be submitted to the Parks and 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 Parks and Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Parks and 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 5 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. A. Guidelines & Fees Baseball/ Softball Fields @ Bridge Park—Weekend Tournament Fees (Fri. Sun) Tournament Rental Fee - $1,200.00 per event. (3 day) Includes: ■ Bridge Park Fields (3 Fields) ■ Rental Time: - Friday 3:00 pm—9:45 pm - Saturday 9:00 am—9:45 pm - Sunday 9:00 am—6:00 pm ■ Lights at Bridge Park Fields (available from 6:00 pm to 9:45 pm each night— all play must end by 9:45 pm, no exceptions) ■ Fields will be prepared and lined each morning; Friday, Saturday, and Sunday. ■ If all 3 fields are not being used the City has the right to not open the concession stand. Friday-Saturday Fee - $800.00 (2 day) ■ Bridge Park Fields (3 Fields) ■ Rental Time: - Friday 3:00 pm—9:45 pm - Saturday 9:00 am—9:45 pm ■ Lights at Bridge Park Fields (available from 6:00 pm to 9:45 pm each night—all play must end by 9:45 pm,no exceptions) ■ Fields will be prepared and lined each morning; Friday and Saturday. ■ If all 3 fields are not being used the City has the right to not open the concession stand. ■ If one of the days are rained out the fee to play Sunday is $400.00. A fee of$150.00 will be assessed for play after 6:00 pm on Sundays (lights are available at no additional fee until 9:45 pm. All play must end by 9:45 pm no exceptions). Games will not start before 9:00 am. Additional fields may be available for an additional fee ($250.00 per field per weekend). Additional days may be available for an additional fee. A. Schedule Due Tournament Schedule or start & ending times and field dimensions, for each day of the tournament, are due by Monday, at 11:00 am, the week of the tournament to ensure the concession stand, field preparation,bathrooms and lights will be staffed. Any changes to the submitted schedule before or during the Tournament must be approved by the Superintendent of Parks and the Superintendent of Recreation. 6 B. Special Use Fees Water access fee - $20.00 Electrical access fee - $20.00,must supply your own extension cords. Concession—please see Concession Stand Operation below. C. Payment of Fees Groups reserving a weekend tournament must pay the security deposit, 20% of the tournament fees and have an active credit card on file at time of reservation. All tournament fees will be paid in full two months before the tournament dates. D. 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 two months prior to the date reserved. 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 ONE MONTH prior to the date reserved. To receive a fifty percent refund due to possible inclement weather 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. No credit will be given for unused rain days during tournament play. No refunds after the reserved day has arrived. Payment of fees shall be made at the Parks and Recreation Department Administration Offices E. 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 F. Special Requests 7 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 (i.e. shirts, hats, photos, etc), 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. There will be a$50.00 fee, per booth (tent), for all non-food items to be sold. Organizations that have an approved cooperative field-use agreement with the City are allowed to have two 10'x10' booths or tents on-site each day of the tournament at no-cost. Non-profit organizations that have rented the field are allowed to have two booths or tents at no cost, and must be staffed by members or volunteers for the organization and must be associated with the organization's purpose. G. Concession Stand Operation The Yorkville Parks and Recreation Department will have washrooms and a concession stand available for players and spectators for the duration of the tournament if all 3 fields are in-use during the tournament. If all 3 fields are not used, the concession stand may be closed at the discretion of the Parks and Recreation Department. Organizations will be able to sell food products (NO BEVERAGES), for fundraising purposes, that DO NOT coincide with the Concession Stand menu. There will be a fee of$100.00 to sell items for the entire weekend. The $100 fee is waived for non- profit organizations for two booths during tournaments in which the non-profit organization has rented the field, and must be staffed by members or volunteers for the organization. The menu and fee MUST be submitted to the Yorkville Parks and Recreation Department for approval, no later than two weeks before the tournament. Once approved, the Organization is responsible for contacting the Kendall County Health Department and obtaining all necessary permits. NOTE: The Kendall County Health Department has restrictions regarding the sale of meat products. You may contact them at 630-553- 9100 for more information. Booth(s), tent(s) location will be determined by staff. Due to liability concerns, only city employees are allowed in Concession Stands. H. Rain In the event of rain a representative of the Parks & Recreation Department will determine if the fields are playable.No attempt will be made to bring the fields into playable condition. If after one hour fields are still not playable due to rain or inclement weather all play will be canceled for that day. No credit or vouchers will be given. 8 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. Any improvements to the park will be through a donation to the City, and therefore become the property of the City. • 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 and Recreation Department immediately. • Coordination of work involving the Park and Recreation 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. • 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. • 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). Each group must determine for themselves if the fields are in acceptable condition and safe for play prior to the start of play. The City or Yorkville Park and Recreation Department full time staff has the right to call the fields. A 50%refund of the preparation fee will be offered if the City calls the fields. • 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 9 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 9:45 pm everyday, no exceptions. • No port-o-lets can be rented by an organization that is not rented by the Parks &Recreation Department. The City will only charge the user the amount it costs to rent the portable toilet unit. 10 APPLICATION FORM ATHLETIC FIELD & TOURNAMENT RESERVATION UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT 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 Parks and 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 11 Reviewed By: Agenda Item Number 1P lk WW%(W Parks Recreation paRrC&?.ErW-UON Director City Administrator El Tracking Number D Legal ❑ Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: 2013 Baseball Agreements Agenda Date: September 27, 2012 Synopsis: Two organization's agreements are attached. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Approve revised agreements for 2013. Submitted by: Laura Schraw Parks & Recreation Name Department Agenda Item Notes: If the changes to the Athletic Field Policy are approved, the following two teams would qualify for a cooperative agreement as attached. AGREEMENT UNITED CITY OF YORKVILLE YORKVILLE PARKS AND RECREATION DEPARTMENT and YORKVILLE REDS This agreement is made and entered into this day of 20132,by and between THE UNITED CITY OF YORKVILLE an Illinois municipal corporation(the"city"),and the YORKVILLE REDS,an Illinois not-for-profit corporation(the"Association"). WITNESSETH WHEREAS, the city is the owner of certain fields and parks (the "parks") which the Association wishes to utilize from time to time with the prior written permission from the city and the city wishes to accommodate the Association's use of the parks on the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the covenants and agreements hereinafter contained,it is mutually agreed by and between the parties hereto as follows: 1. Use of Parks and Fields by the Association. The city agrees to permit the Association to utilize certain parks and baseball fields as designated by the City's athletic field rental policy in place at time of approval of this agreement,for a term commencing March 15,2-044-2013 and ending October-3113,201-13. The parties agree that the Association's use of the parks and fields designated by the city shall be nonexclusive. a. Association registration records for leagues to be played in the spring/summer 20132 shall be used to determine the amount of fields available to the Association,as dictated by the Athletic Field Rental Policy. i. Selection of fields by the Reds for the travel league shall be in the manner as prescribed by the Athletic Field Policy and any other method as determined by the Director of Parks and Recreation. b. Notification of Fall Ball must be given to the City by August 15,20132 to reserve fields and a portable restroom is requested. c. Notification of any schedule change must be given to the City in advance of the games. 2. Fees. A fee equal to the amount of$19 per travel game and$10 per travel practice shall be paid by the Association to the city according to the following payment schedule: 50%by March 1,50%by May 1,20132. Portable toilet fees will be determined by the Athletic Field Polices Formatted:Font:Not Bold A fee of$3.70 per game for the rental ef the pat4able festreenis shall be paid b) Asse-ei-ation-to the eity aecoFdifig to the following payment schedule: 0 0 940 b5 May 1,2012. Fees for 20132 described herein shall be applied toward maintenance costs of the fields and facilities to be used by the Association in 20123. The fees exclude tournaments which have a separate fee structure. 1 Tournament schedule dates must be submitted to the Recreation Department by September 30, 20132 to guarantee set dates. Fee structure and tournament cancellations will be governed by the Athletic Field Reservation Policy. The City Parks and Recreation Department agrees to inform the Association by August 30, 20133 of its intent to charge field rental fees for the 20134 season,its amount,and a date by which the fee must be paid in full. 3. Maintenance Standards and Conduct. In agreeing to use the city parks the Association agrees to participate in completing the routine maintenance items while using the parks. • Inspect the fields prior to use daily • Litter control through daily collection when scheduled use by the Association • Immediately reporting of any damages and/or maintenance concerns to the City The Association is responsible for all participant and players conduct while on the fields,park, surrounding areas including parking lot. All players using the athletic fields should adhere to the rules in the City's"General policies and procedures for use of the United City of Yorkville parks,fields,and facilities",as included in Exhibit A to this agreement,and as amended from time to time. Any violation of these policies can impact the current and future uses of all City fields and/or facilities. Furthermore,the Association assumes all responsibility for the repair or replacement of damage as a result of misuse of the field,equipment or park amenities. Furthermore,the City agrees to prepare the fields/parks prior and throughout the season to maintain quality conditions for use. The City shall maintain the right to add,delete or modify maintenance procedures as deemed necessary.The responsibility of the common areas and turf will be the responsibility of the city unless otherwise identified. 4. Advertising. The Association may place one advertising banner at each field used by the Association under the terms of this agreement,while the Association's activities are taking place on said field. Said advertisement may be attached to the backstop or mounted in open areas,but may not be attached to the outfield fences. All advertisements allowed under this section must also comply with the Parks and Recreation Department's"Sponsorship Terms and Policies". Advertisements are limited to 3'x 5'in size. 5. Insurance.The Association shall maintain commercial general liability(CGL)and commercial umbrella liability insurance with a limit of not less than$2,000,000 for each occurrence. If such insurance policy contains a general aggregate limit,it shall apply separately to this Agreement. a. Occurrence basis coverage. This CGL and umbrella insurance shall be written on an occurrence basis and shall cover liability arising from premises,operation,independent contractors,products-completed operations,bodily and personal injury,property damage,as well as liability assumed by the Association under this Agreement. b. Additional insured. The city shall be named as an insured under the CGL and umbrella insurance using an additional endorsement to the city for claims arising out of or as result of this Agreement. 2 c. Waiver of subrogation. The Association waives all rights against the city for recovery of damages to the extent these damages are covered by the CGL or commercial umbrella liability insurance maintained pursuant to this Agreement. d. Delivery to city of certificates. Within 10 days from the start date of this Agreement, the Association shall furnish the city with copies of its current certificates of insurance documenting each such policy along with the additional insured endorsements required in this section. e. Cancellation. All such insurance provided for herein shall be non-cancelable,except upon 30 days'prior written notice to the city,and shall contain the following endorsement(or its equivalent)and shall appear on the policies respective insurance certificates: It is hereby understood and agreed that this insurance policy may not be canceled by the surety or the intention not to renew be signed by the surety until 30 days after receipt by the city of Yorkville by registered mail of written notice of such intention to cancel or not to renew. f No Limitation on liability. The minimum amounts set forth in this Agreement for such insurance shall not be construed as a limitation or satisfaction of the Association's liability,including indemnification,to the city under the Agreement as to the amount of such insurance. g. No Waiver. The failure or delay of the city at any time to require performance by the Association of any provision of this section,even if known,shall not affect the right of the city to require performance of that provision or to exercise any right,power or remedy under this Agreement,and any waiver by the city of any breach of any provision in this section shall not be construed as a waiver of any continuing or succeeding breach of such provision,a waiver of the provision itself,or a waiver of any right,power or remedy under this Agreement. h. Primary coverage. The coverage shall apply as primary coverage with respect to any other insurance or self-insurance program afforded to the city. There shall be no endorsement or modification of this coverage to make it excess over other available insurance/coverage;alternatively,if the CGL and umbrella, excess of reinsurance states that it is pro rata,it shall be endorsed to be primary with respect to the city. 6. Liability,Indemnification and Waiver a. Assumption of liability. Except as specifically provided by law or this Agreement,the city assumes no liability or responsibility for any injury to or death of any person or persons including officers and employees of the Association and participants in the Association's program and activities or any other person and assumes no liability or responsibility for any damage to property sustained by any person(s). In addition the Association will report all injuries to the city within 24 hours. b. Indemnification. To the fullest extent permitted by law,the Association will defend,indemnify and hold the city harmless from all claims arising directly or indirectly from or in connection with(i)the conduct or management of the programs and activities of the Association;(ii)any act,omission or negligence of the Association or any of its directors,officers,agents,employees,invitees or contractors of the Association;(iii)any accidents,injury or damage whatsoever occurring on or at the parks arising from,directly or indirectly,the use of the 3 parks by the Association or any of its directors,officers,agents,employees, invitees or contractors,as well as participants in the Association's programs and activities except to the extent of any negligent or wrongful act or omission of the city. However,this limitation shall not in any way limit the Association's duty to defend the city. c. Defense of City. In the event any claims shall arise,the Association shall defend and pay any judgment or settlement against the city in such claims. The city shall tender the defense to the Association. The Association and the city shall mutually agree to counsel to defend of such claims. The city,in its sole discretion,may participate in the defense of such claims at the Association's sole expense,but such participation shall not relieve the Association from its duty to defend and to pay any judgment or settlement against the city in such claims. Except where a settlement completely and forever releases the city from any and all liabilities without financial contribution by the city or its insurer,the Association shall not agree to any settlement of the claims without the city's approval. d. Waiver of defenses. In any and all claims against the city or any of its agents or employees the indemnification obligation under this paragraph shall not be limited by any limitation on the amount or type of damages,compensation or benefits payable by or for the Association under applicable law. The Association waives all defenses available to the Association which limit the amount of the Association's liability to the city. 7. No Alteration. The Association shall not make structural improvements,changes or alteration to the parks without first obtaining the written consent of the city. Any improvements to the parks will be through a donation to the city,and therefore become the property of the city. 8. No Assignment. The Association shall not assign its interest in this Agreement without obtaining the written consent and approval of the city. 9. Binding upon successors. This Agreement shall be binding upon the successors and assigns of the parties hereto. 10.Reimbursement for increased insurance costs. Any increase of insurance premium on the parks resulting for such use by the Association shall be paid for by the Association. 11.Integration of all terms into Agreement. This Agreement contains all of the terms, conditions and agreements between the parties hereto and no amendments,additions or changes hereto shall be valid unless attached hereto in writing and signed by the city and the Association. Failure to abide by the policies and rules set forth in this agreement could result in additional fees assessed to the Association and/or loss of privileges regarding the use of parks and fields. IN WITNESS WHEREOF,the parties hereto have,the day and year first above written, signed and executed this Agreement by virtue of authority given and granted by the respective corporate authorities of the parties hereto. 4 THE UNITED CITY OF YORKVILLE By: Mayor,United City of Yorkville By: Park and Recreation Board Yorkville Reds By: President Attest: Representative 5 Exhibit A Parks Policies and Procedures 6 AGREEMENT UNITED CITY OF YORKVILLE YORKVILLE PARKS AND RECREATION DEPARTMENT and YORKVILLE YOUTH BASEBALL/SOFTBALL ASSOCIATION This agreement is made and entered into this day of 20123, by and between THE UNITED CITY OF YORKVILLE an Illinois municipal corporation(the"city"),and the YORKVILLE YOUTH BASEBALL / SOFTBALL ASSOCIATION, an Illinois not-for-profit corporation (the "Association"). WITNESSETH WHEREAS, the city is the owner of certain fields and parks (the "parks") which the Association wishes to utilize from time to time with the prior written permission from the city and the city wishes to accommodate the Association's use of the parks on the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the covenants and agreements hereinafter contained,it is mutually agreed by and between the parties hereto as follows: 1. Use of Parks and Fields by the Association. The city agrees to permit the Association to utilize certain parks and baseball fields as designated by the City's athletic field rental policy in place at time of approval of this agreement,for a term commencing March 15,20132 and ending October 31 13,20123. The parties agree that the Association's use of the parks and fields designated by the city shall be nonexclusive. a. YYBSA registration records for leagues played in the spring/summer 201-0 shall be used to determine the amount of fields available to the Association in spring/summer 20132,as dictated by the Athletic Field Rental Policy. b. If there are competing travel team field use agreements,selection of fields shall be in the manner as prescribed by the Athletic Field Policy and any other method as determined by the Director of Parks and Recreation. c. Notification of Fall Ball must be given to the City by August 15,20123 to reserve fields and a portable restroom if requested. d. Notification of any schedule change must be given to the City in advance of the games. 2. Fees. A fee equal to the amount of$5 per in-house game,$19 per travel game,$5 per in-house practice,and$10 per travel practice shall be paid by YYBSA to the city according to the following payment schedule: 50%by April 30,50%by July 15. Portable toilet fees will be determined by the Athletic Field Policy. —— Formatted:indent:Left: o.s" A fee of$3.70 per-ganie for the rental of the portable restr,.oms shall be paid by the 0 by Mareh 1,50% May l 2012. Fees for 20132 described herein shall be applied toward maintenance costs of the fields and facilities to be used by the Association in 20132. The fees exclude tournaments which have a separate fee structure. 1 Fee structure and tournament cancellations will be governed by the Athletic Field Reservation Policy. The fee for field usage will be waived for YYBSA's Year End Celebration.The Year End Celebration details will be worked out between the Association and the Parks&Recreation Department thirty days in advance of the event. The City Parks and Recreation Department agrees to inform the Association by August 30, 20133 of its intent to charge field rental fees for the 20143 season,its amount,and a date by which the fee must be paid in full. 3. Maintenance Standards and Conduct. In agreeing to use the city parks the Association agrees to participate in completing the routine maintenance items while using the parks. • Inspect the fields prior to use daily • Litter control through daily collection when scheduled use by the Association • Immediately reporting of any damages and/or maintenance concerns to the City The Association is responsible for all participant and players conduct while on the fields,park, surrounding areas including parking lot. All players using the athletic fields should adhere to the rules in the City's"General policies and procedures for use of the United City of Yorkville parks,fields,and facilities",as included in Exhibit A to this agreement,and as amended from time to time. Any violation of these policies can impact the current and future uses of all City fields and/or facilities. Furthermore,the Association assumes all responsibility for the repair or replacement of damage as a result of misuse of the field,equipment or park amenities. Furthermore,the City agrees to prepare the fields/parks prior and throughout the season to maintain quality conditions for use. The City shall maintain the right to add,delete or modify maintenance procedures as deemed necessary.The responsibility of the common areas and turf will be the responsibility of the city unless otherwise identified. 4. Advertising. The Association may place one advertising banner at each field used by YYBSA under the terms of this agreement,while YYBSA activities are taking place on said field. Said advertisement may be attached to the backstop or mounted in open areas,but may not be attached to the outfield fences. All advertisements allowed under this section must also comply with the Parks and Recreation Department's"Sponsorship Terms and Policies". Advertisements are limited to 3'x 5'in size. 5. Insurance.The Association shall maintain commercial general liability(CGL)and commercial umbrella liability insurance with a limit of not less than$2,000,000 for each occurrence. If such insurance policy contains a general aggregate limit,it shall apply separately to this Agreement. a. Occurrence basis coverage. This CGL and umbrella insurance shall be written on an occurrence basis and shall cover liability arising from premises,operation,independent contractors,products-completed operations,bodily and personal injury,property damage,as well as liability assumed by the Association under this Agreement. 2 b. Additional insured. The city shall be named as an insured under the CGL and umbrella insurance using an additional endorsement to the city for claims arising out of or as result of this Agreement. c. Waiver of subrogation. The Association waives all rights against the city for recovery of damages to the extent these damages are covered by the CGL or commercial umbrella liability insurance maintained pursuant to this Agreement. d. Delivery to city of certificates. Within 10 days from the start date of this Agreement, the Association shall furnish the city with copies of its current certificates of insurance documenting each such policy along with the additional insured endorsements required in this section. e. Cancellation. All such insurance provided for herein shall be non-cancelable,except upon 30 days'prior written notice to the city,and shall contain the following endorsement(or its equivalent)and shall appear on the policies respective insurance certificates: It is hereby understood and agreed that this insurance policy may not be canceled by the surety or the intention not to renew be signed by the surety until 30 days after receipt by the city of Yorkville by registered mail of written notice of such intention to cancel or not to renew. £ No Limitation on liability. The minimum amounts set forth in this Agreement for such insurance shall not be construed as a limitation or satisfaction of the Association's liability,including indemnification,to the city under the Agreement as to the amount of such insurance. g. No Waiver. The failure or delay of the city at any time to require performance by the Association of any provision of this section,even if known,shall not affect the right of the city to require performance of that provision or to exercise any right,power or remedy under this Agreement,and any waiver by the city of any breach of any provision in this section shall not be construed as a waiver of any continuing or succeeding breach of such provision,a waiver of the provision itself,or a waiver of any right,power or remedy under this Agreement. h. Primary coverage. The coverage shall apply as primary coverage with respect to any other insurance or self-insurance program afforded to the city. There shall be no endorsement or modification of this coverage to make it excess over other available insurance/coverage;alternatively,if the CGL and umbrella, excess of reinsurance states that it is pro rata,it shall be endorsed to be primary with respect to the city. 6. Liability,Indemnification and Waiver a. Assumption of liability. Except as specifically provided by law or this Agreement,the city assumes no liability or responsibility for any injury to or death of any person or persons including officers and employees of the Association and participants in the Association's program and activities or any other person and assumes no liability or responsibility for any damage to property sustained by any person(s). In addition the Association will report all injuries to the city within 24 hours. b. Indemnification. To the fullest extent permitted by law,the Association will defend,indemnify and hold the city harmless from all claims arising directly or indirectly from or in connection with(i)the conduct or management of the programs and activities of the Association;(ii)any act,omission or negligence 3 of the Association or any of its directors,officers,agents,employees,invitees or contractors of the Association;(iii)any accidents,injury or damage whatsoever occurring on or at the parks arising from,directly or indirectly,the use of the parks by the Association or any of its directors,officers,agents,employees, invitees or contractors,as well as participants in the Association's programs and activities except to the extent of any negligent or wrongful act or omission of the city. However,this limitation shall not in any way limit the Association's duty to defend the city. c. Defense of City. In the event any claims shall arise,the Association shall defend and pay any judgment or settlement against the city in such claims. The city shall tender the defense to the Association. The Association and the city shall mutually agree to counsel to defend of such claims. The city,in its sole discretion,may participate in the defense of such claims at the Association's sole expense,but such participation shall not relieve the Association from its duty to defend and to pay any judgment or settlement against the city in such claims. Except where a settlement completely and forever releases the city from any and all liabilities without financial contribution by the city or its insurer,the Association shall not agree to any settlement of the claims without the city's approval. d. Waiver of defenses. In any and all claims against the city or any of its agents or employees the indemnification obligation under this paragraph shall not be limited by any limitation on the amount or type of damages,compensation or benefits payable by or for the Association under applicable law. The Association waives all defenses available to the Association which limit the amount of the Association's liability to the city. 7. No Alteration. The Association shall not make structural improvements,changes or alteration to the parks without first obtaining the written consent of the city. Any improvements to the parks will be through a donation to the city,and therefore become the property of the city. 8. No Assignment. The Association shall not assign its interest in this Agreement without obtaining the written consent and approval of the city. 9. Binding upon successors. This Agreement shall be binding upon the successors and assigns of the parties hereto. 10.Reimbursement for increased insurance costs. Any increase of insurance premium on the parks resulting for such use by the Association shall be paid for by the Association. 11.Integration of all terms into Agreement. This Agreement contains all of the terms, conditions and agreements between the parties hereto and no amendments,additions or changes hereto shall be valid unless attached hereto in writing and signed by the city and the Association. Failure to abide by the policies and rules set forth in this agreement could result in additional fees assessed to the Association and/or loss of privileges regarding the use of parks and fields. IN WITNESS WHEREOF,the parties hereto have,the day and year first above written, signed and executed this Agreement by virtue of authority given and granted by the respective corporate authorities of the parties hereto. 4 THE UNITED CITY OF YORKVILLE By: Mayor,United City of Yorkville By: Park and Recreation Board YORKVILLE YOUTH BASEBALL/SOFTBALL ASSOCIATION By: President Attest: Representative 5 Exhibit A Parks Policies and Procedures 6 Reviewed By: Agenda Item Number 1P lk WW%(W Parks ❑ Recreation ❑ paRrC&?.ErW-UON Director ❑ City Administrator El Tracking Number D Legal ❑ Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Referendum Agenda Date: September 27, 2012 Synopsis: Discussion on material/information distributed on the REC Center Referendum. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: None Action Requested: Submitted by: Laura Schraw Parks & Recreation Name Department Agenda Item Notes: ° ��ry Memorandum J� T, O -�,. �I To: Yorkville Park Board EST. isss, 1 From: Laura Schraw, Interim Director of Parks and Recreation -< �- CC: Bart Olson, City Administrator Date: September 19, 2012 <LE ,1,v'` Subject: REC Center Referendum Park Board requested information on what the City has done to distribute REC Center referendum information. In early September, at the bottom of the water bills, the following text was placed. City Council has placed a non-binding referendum question on the ballot regarding the purchase of the REC Center.For more information,please go to www.yorkville.il.us. The information attached is what is available on the website. Staff is working to make this information a distributable flyer, and that should be available soon. Outside of this information, on the screens that run promotions at City Hall and the REC Center we have placed the following: Do you have questions about the REC Center referendum? Visit www.yorkville.il.us for more information. The Mayor is inquiring with the City Attorney on other means of information distribution. There has been mention of holding 2-4 public meetings over the next month, dates and times yet to be determined. REC Center Referendum Information The City Council has placed a question on the November ballot to ask the following: "Should the United City of Yorkville purchase the Rec Center to operate as a public recreation facility through a 20-year installment purchase contract at a purchase price not to exceed $ 2.5 million with interest at a rate not to exceed 6% per year?" The WHO's Who will pay for this facility? The facility is paid for by the membership fees and other REC Center and recreation revenues. There is no proposal for taxes to be used to pay for the facility. Who uses the facility? The REC Center currently has 1,400 members. Over 3,000 people use the facility every month. The WHAT'S What is the benefit of being in one location? The Recreation Department holds 95%of its programming in this facility and does not pay rent at another location. Parents can drop off children taking different classes at the same location and it allows parents to work out in the same facility in which their child is taking classes. This centralized facility has increased programming offerings as well as revenue to help offset the budget transfer from the City's general fund to operate the Recreation Department. What will change if the vote is yes? The City Council will use that information to consider purchasing the building. If the City chooses to purchase the building, the facility will continue to operate in its current capacity, however, the City will no longer pay the taxes on the building, income from the rental units will go to the City, and the City will be responsible for all aspects of the building and property. What will change if the vote is no? The City Council will use that information in their consideration of recreation programming locations. If the City Council chooses not to purchase the building, the Recreation Department will likely move out of the REC Center and decrease class offerings and move to existing facilities that the city currently owns.There is also the possibility that they will have to rent other facilities to continue some classes. What is the net cost of running the facility?Is this less than renting a building? Last year the net cost to operate the REC Center was$22,000 (year-end budget deficit). In prior years when the Recreation Department rented facilities to run programs,the annual cost was$38,000. What is the payment breakdown for the proposed purchase price and can the facility support itself? At a purchase price of$2.5 million at 6% interest over 20 years the monthly payment will be $18,000 per month (compared to a current lease payment of$19,000 per month). If purchased,the City will receive income from rental facilities in the building at$4,500 per month, and will not have to pay property taxes on the facility(currently$5,500 per month). Based on current projections, we expect the REC Center to run a profit of between $1,000 and $3,000 per month. The WHERE'S Where does the City's General Fund budget transfer go? The Parks & Recreation department receives approximately$1,000,000 in annual transfer to operate. Of this transfer, $0 goes to the REC Center. The WHEN's When(if)the facility is purchased, won't it raise my taxes? No.The proposed plan is for the facility to be paid for by membership fees and revenue from programs.These fees and other revenue from use of the building will continue to pay for the building payments. The WHY'S Why is this the City's concern?Don't we have a Park District? The Parks & Recreation is a department of the City and not a separate taxing park district.The taxes that are paid to the City for Police, Public Works, roads, general operations, etc., are also for the Parks & Recreation Department.Taxes do not fund the REC Center. Why a referendum? The City Council wants your opinion on whether or not the City should purchase the existing REC Center facility from a private owner. Why buy such an old building? The City will own a building and land, appraised in its current condition and age at$3.5 million. This appraisal does not include any internal fixtures, materials, or equipment in the building. As with any home, buildings still have value, but may need to be fixed or repaired.The City does own buildings that are older than the REC Center, including the Old Post Office, Public Works Facility, and Old Library. The City Hall/Police Station was built in 1999 shortly after the REC Center (built in 1995). The City has been maintaining the building during the years it has been leased, and it is in good condition. Why can't the City get a lower rate than 6%for 20 years? The purchase contract is structured such that the current landowner is the lender and the City is not seeking a loan or a bond from a bank or other financial institution and is putting$0 down. The interest rate is comparable to recent business and commercial property loan rates, as this is not a residential home.The purchase price has been negotiated down to $2.5 million from the $3.5 million appraisal value. Why does the City need a REC Center? A recreation facility was the third, an indoor recreational pool was fourth, and a recreation center with gym was the fifth most requested parks and recreation service, as identified by Yorkville survey respondents in 2007. The first and second most requested services were paved bike trails and outdoor recreational pool, respectively. In 2007,the City chose to lease the REC Center. That lease expires in June 2013. Prior to the REC Center,the Parks and Recreation Department staff and programs used to be housed in 5 different buildings,for which the City paid rent to other private landowners for 2 of those 5 buildings. Since the lease of the REC Center in 2008, 2 of those 5 buildings are now being leased to other businesses, and one building is still used for our programming. This decentralized arrangement resulted in a net cost to the City of about$35,000 per year, and the City was running 1/2 of the programs it currently runs out of the REC Center. Ultimately, all of the administration offices, programming, classes, preschool, open gym, and studios are now in one location. Do you have a question that you don't see? Please email staff at referendum @yorkville.il.us. Reviewed By: Agenda Item Number 1P lk WRS%(W Parks ❑ Recreation a PARrC&?.ErW-UON Director City Administrator F-1 Tracking Number D Legal F-1,� 1 Human Resources F-1 Police ❑ Park Board Agenda Item Tracking Document Title: Movie Screen Sale Agenda Date: September 27, 2012 Synopsis: Staff is proposing to sell our current screen and purchase a smaller screen. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Advise staff to move forward with sale agreement for old movie screen. Submitted by: Tim Evans Parks and Recreation Name Department Agenda Item Notes: No agreement of sale price has been negotiated, Staff is seeking Park Board's interest in selling the screen. YrnAKvzlLIE 202 East Countryside Prkwy. Yorkville, IL 60560 IF (630) 553-2582 (630) 553-2644 fax 4U , �01° ' Email: recreation(@yorkvilIle.il.us www.yorkville.il.us PAR rCS 8 FtEc RFi1TIcar.! Fitness& Recreation for Our Community To: Laura Schraw, Interim Director From: Tim Evans, Superintendent of Recreation Re: Outdoor Movie Screen Over the summer the Parks and Recreation Department assisted the City of Pontiac in their city wide celebration; by allowing them to use our Outdoor Movie Screen to show a movie during their event. After their celebration, the City of Pontiac contacted us in possibly purchasing the screen from us. Staff is interested in pursuing a possible sale of the movie screen to the city of Pontiac. The reasons for this would be: 1.) We would be able to use the proceeds of the sale to purchase a smaller outdoor screen, which then could be used indoors as well as outdoors. 2.) We would be able to also look into purchasing a day/night projector, which would allow for us to show movies during the day. "The achievements of an organization are the results of the combined effort of each individual." Reviewed By: Agenda Item Number 1P lk WRS%(W Parks 0 Recreation ❑ paRrC&?.ErW-UON Director City Administrator El Tracking Number D Legal ❑ Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Sheds at Ballfields Agenda Date: September 27, 2012 Synopsis: Staff is seeking direction on shed installation at ballfields by outside organizations. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: None Action Requested: Submitted by: Scott Sleezer Parks &Recreation Name Department Agenda Item Notes: Memorandum It ILIG WWVW To: Park Board From: Scott Sleezer, Superintendent of Parks ('RR�S6 RECf1, }`toN CC: Laura Schraw, Interim Director of Parks &Recreation Date: September 6, 2012 Subject: Shed at Ballfields YYBSA has asked to be able to extend the dugout on Beecher#1 in order to be able to store materials. They would like the City to pay for and construct the concrete pad, and they will build the structure. They would also like us to do additional pads at various ballfield locations for sheds they would like to add. Staff is seeking direction on if they should add onto the dugout to create a shed for themselves and if the City should incur the cost of the concrete for these sheds. Reviewed By: Agenda Item Number 1P lk WRS%(W Parks ❑ Recreation a paRrC&?.ErW-UON Director City Administrator F-1 Tracking Number D Legal F-1,� 1 Human Resources F-1 Police ❑ Park Board Agenda Item Tracking Document Title: Softball Refund Agenda Date: September 27, 2012 Synopsis: A softball participant who has cancelled has requested a full refund of their entry payment. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Approve or deny refund on remaining softball payment. Submitted by: Tim Evans Parks &Recreation Name Department Agenda Item Notes: © tJ� 202 East Countryside Prkwy. Yorkville, IL 60560 'Y�RKv[ (630) 553-2582 (630) 553-2644 fax ° " °1 lachommow I Email: recreation(@yorkvilIle.il.us www.yorkville.il.us PARKS S Ric RE1TiaK.E Fitness& Recreation for Our Community To: Laura Schraw, Interim Director From: Tim Evans,Superintendent of Recreation Re: Softball Refund Attached is a refund request letter from one of this year's fall softball teams.The team officially notified the Parks and Recreation Department, on the day of the 1St games,that they would be withdrawing from the league and would not be playing in the fall. Currently the refund policy is: REFUND POLICY 1. NO refunds will be issued after a class has begun, medical reasons excused with documentation. 2. Participants will receive a full refund or credit if the Recreation Department cancels a program. 3. Cancellations for any class MUST be made at least one week prior to the beginning of class. 4. A$5.00 service charge and all program supply fees will be deducted from the amount of refund. (If program falls below the minimum required participants and the vacancy cannot be filled, no refund will be given). 5. Refunds are mailed out usually every two weeks, in conjunction with the bill list schedule. 6. Refunds for trips cannot be given once the registration deadline has passed. 7. No refunds will be given for a unforeseen change in instructor or building locations. Since there was confusion between staff and the team captain on when they had mentioned about the possibility of having to withdraw from the season, that we were not officially notified until the day of the 1St games, and that they had been in the league before, I thought it was appropriate to refund half of the registration fee, which was $350 of$700. 1 came to this conclusion because of the reasons stated above as well as that equipment had been purchased, original fall season schedules had been created and then had to be recreated at the last second, numerous staff hrs. were put in, not only creating the original schedule, but then had to be put into recreating the new schedule, disruption of schedule to other teams and other various expenses. Per the attached letter,the team/captain disagrees with my decision and feels they should be refunded the entire amount. Since this softball league is unique program, compared to any of the other programs, classes or other leagues, because of the large entry fee, think this is a decision that the park board should make and set future policy for. "The achievements of an organization are the results of the combined effort of each individual." Amanda Werve 206 E Spring Street Yorkville, IL 60560 aw52811 @yahoo.com 630.670.1169 Dear Mr. Evans, I am writing this per our conversation on Wednesday, August 15th and in regards to the refund of$700 for my team not participating in this season's Yorkville co-ed recreational league. My team and I have been playing softball every season for the last six years. We are a part of the community and enjoy the league...we actually just won the last season's championship. We have grown to have great relationships with the other teams in this league and it disappointed us greatly that we could not play. The reason for our cancellation of our team was that a few of our players went back to school and a few others can't play for family commitments. Our team was trying to find people that could play with us on a consistent basis, but we unable to. Our team waited to cancel as long as we did because things usually work themselves out in the end and we find enough people to play. Unfortunately, this time was different and we didn't want to inconvenience the league by making a commitment to play and then end up forfeiting games for lack of being able to fill a roster. We also did not want to be out$700, plus our nonresident fees. These are all things that I communicated to John when we canceled and we left on good terms. I apologized for the last minute inconvenience and asked if there was anything else that we needed to know or discuss. So, you can imagine my surprise when I received a receipt for$700 in the mail and then getting a very non-response from John on the phone. He was not able to communicate anything to me and didn't have much of an answer at all. This conversation was very different than that of when I cancelled and he was very flustered and unsure of any policy at all. When I had talked to John when we cancelled, at no point did John say that we were going to be liable for the $700 or even half that amount. I reiterated numerous times that we did not want to be financially responsible for the league and then have to cancel once it started. He never once told me that there would be any repercussions or financial obligation and said it was fine for our cancellation. I understand if this is a policy that is communicated to our team or the league as a whole, but without it, it is unfair to charge us for not playing in the league. We have been a great support of this organization and we never expected that we would not be able to fill a roster. I have attached a sheet showing our commitment to this league and the thousands of dollars that we have provided to it throughout the years. Thank you for your time and please contact me with any further details or questions. Sincerely, Amanda Werve Amanda Werve 206 E Spring Street Yorkville, IL 60560 aw52811 @yahoo.com 630.670.1169 Spring Summer Fall 2007 4 teams $425 +$10 NR fees $1,700.00 2008 6 teams 12 teams, 11 games 12 teams, 11 games, $460+$10 NR fees $460+$10 NR fees $495 +$10 NR fees $2,760 $5,520.00 $5,940.00 2009 16 teams, 13 games 14 teams, 13 games $675+$10 NR fees $700+$10 NR fees $10,800.00 $9,800.00 2010 12 teams, 11 games 11 teams, 11 games $615+$10 NR fees $615 +$10 NR fees $7,380.00 $6,765.00 (Addition of Monday Co-Ed games. 4 teams) 2011 11 teams, 11 games 12 teams, 11 games $650+$10 NR fees $650+$10 NR fees $7,150.00 $7,800.00 2012 13 teams, 13 games $700+$10 NR fees $9,100.00 Total: $6,445.00 plus an $7,215.00 our team has average of 7 NR Fees: provided over the last $770 six years. Memorandum 1P J�Jj wwVIU To: Yorkville Park Board PARKS&FEERM-NON From: Laura Schraw, Interim Director of Parks &Recreation CC: D Date: September 6, 2012 -0,a"-,0-9W1W Subject: Director's Report • Hometown Days—special thanks to Tim and Scott who did an amazing job with the festival this year. • Referendum FAQ's—a notice was sent out on the water bills and an FAQ information sheet has been posted on the home page of the City's website. We are currently working on a brochure with the same information that is distributable so it can be placed at City Hall and the REC Center. Information was also placed in the TV advertisements that are up at our buildings of where to go for referendum questions. • At the last City Council meeting they elected not to change the land cash value at this time per the Park Board's recommendation. They did mention that a developer can bring back their annexation agreement for re-negotiation, which staff is agreeable with addressing this on a case-by-case basis. • On September 15th the Cross Lutheran Church will be holding a Day of Service and one of their projects is installing the concrete permeable paver parking lot at Raintree Park B. This is one of the last pieces to our grant and we will be finishing up the landscaping and connecting the tennis court lights yet this fall. Our work has to be complete by December 10th • The Deputy Clerk and I are working with Centex to record the deeds for the Bristol Bay Parks. This should be completed in the new few months. • Congratulations! IDNR awarded us the Recreation Trails Program Grant for Clark (Hopkins) Park. The $120,000 80/20 Grant will be matched ($96,000 IDNR/$24,000 City)by labor from myself, Scott, and the Parks Department staff. The project agreement will go to the Public Works Committee on September 18th and then to City Council on September 25th for final approval and signatures. • All of the Public Hearings regarding the REC Center purchase agreement have been held. Staff expects that we will be holding a presentation/forum in the next two months prior to Election Day regarding the referendum to help distribute factual information regarding the REC Center. We will let you know when/if anything is decided. • Creative Kernels asked to be released from their lease agreement. Whitewater Ice Cream asked to take over the lease agreement for the remainder of the term. Legal and Administration has approved the re-assignment of the lease. YrnAKvzlLIE 202 East Countryside Prkwy. Yorkville, IL 60560 IF (630) 553-2582 (630) 553-2644 fax 4U , �01° ' Email: recreation(@yorkvilIle.il.us www.yorkville.il.us PAR rCS 8 FtEc RFi1TIcar.! Fitness& Recreation for Our Community To: Laura Schraw, Interim Director Parks and Recreation Department From: Tim Evans,Superintendent of Recreation Re: August Monthly Report Athletics— Shay/Jon - Fall Soccer and Flag Football Youth Leagues started Mon.Aug. 6 . Currently there are 50 volunteer coaches and 247 Participants between both leagues. Practices, 1"games and picture day were held in August. - Fall softball sign-up was held in July. Coed has six teams. The Men's League has twelve teams. Child Development—Shay - *Registration for the 2012-2013 Parker's Playtime Preschool school year has continued throughout the month of August. Currently we have over 50 kids in the preschool program. Oreineation and Open House was held Wed. Aug. 22 and Thur. Aug. 23.The new school starts Thursday Sept. REC Center—Ryan - Fall Swim Lessons: Registration for fall evening lessons started on Wed. Aug. 29. - Fall Membership Special/Open House: Will be held Fri. Oct. 5—Sun. Oct 7. Free demos and membership specials will be held all weekend long. Special Events In August: 1.) Summer Music Nights Schedule: Fri.Aug. 10: Music/Wine Night-Town Square—6pm.A chili cook-off was held by Yorkville Knights of Columbus as well as a wine night by Cobblestone. County music was preformed by Billy Croft and the 5 Alarm band. 2.) Movie Nights: Tues.Aug. 7th, part of National Night Out, Beecher Park—Puss In Boots 3.) 201h Annual Hometown Days Festival (Thursday Aug. 30—Sun. Sept. 2) Headline Band Line-Up Thursday Aug. 30: 7th Heaven Friday Aug. 31: American English Saturday Sept. 1: Mike &Joe Sunday Sept. 2: Hi-Infidelity "The achievements of an organization are the results of the combined effort of each individual." Fall Events: Fri. Oct 26: Halloween Event—Beecher Park Fri. Nov. 16: Holiday Under the Stars—Riverfront Park Sun. Nov. 18: Chili Chase—American Legion "The achievements of an organization are the results of the combined effort of each individual." Memorandum 1PWRKVW To: Park Board lk From: Scott Sleezer Superintendent of Parks CC: Laura Schraw, Interim Director of Parks and Recreation PARKS&FEERM-NON Date: September 6, 2012 D Subject: August 2012 Parks Report ,a�nu� :�agMm�r Athletic Field Division Baseball/Softball Preparing fields for play daily by adding clay to fill holes, fine dragging the infields and lining the fields for games. Staff also deep dragged the infields at Bridge in an effort to soften the fields. Soccer Preparing the fields for play by painting the fields and fixing and repairing goal nets weekly. Staff created and rented a soccer field to the Matrix soccer group that added more than$1,600.00 in revenue. Trash Control Picked up all loose trash and debris by systematically walking a grid at each site,replacing liners in all trash cans. Made repairs to the sprinkler system at Bridge Park. Playground Division Safety Inspection Staff inspected all playgrounds monthly 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. Surfacing 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. Staff made repairs to Heartland Circle Park. Turf Division Mowing Staff weekly mowed all City owned turf areas over sixty sites,string trimming around posts, signs and other such obstacles and blow clippings from all paved surfaces. Trash Control Picked up all loose trash and debris by systematically walking a grid at each site,replacing liners in all trash cans. Special Events Music Under the Stars Staff prepared Town Square Park for the event by installing temporary fencing,and additional picnic tables. Movie Under the Stars at Beecher Park Home Town Days Coordinating the contractors and staff for the event. Projects Raintree B Staff leveled the gravel base for the parking lot at Raintree B and installed the driveway part of the brick work.This is in preparation for The Big Day of serving when volunteers will come and install the rest of the brick. Changed the filters on all of the HVAC units.