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Park Board Packet 2011 08-11-11 Yorkville Parks & Recreation Department Administration Office - REC Center 202 E Countryside Parkway Yorkville, IL 60560 630-553-4357 Park Board Meeting Agenda City Hall conference room — 800 Game Farm Road 7:00 p.m. August 11, 2011 Call to Order: Roll Call: Ken Koch, Debbie Horaz, Kelly Sedgwick, Vickie Coveny, Seaver Tarulis,Amy Cesich, Mark Dilday Introduction of Guests, City Officials and Staff: Interim Director of Parks and Recreation—Laura Schraw, Superintendent of Recreation—Tim Evans, Superintendent of Parks—Scott Sleezer, City Council Liaison to Park Board—Diane Teeling, Ward 4 Alderman Public Comment: Presentations: Approval of Minutes: July 28, 2011* Bills Review: Bill list* Old Business: July 2011 Budget Report—Discussion New Business: 2012 Baseball Agreement Fees* Financial Hardship REC Center Fees* Account Signers for Park and Recreation Bank Account* Reports: Director's Report Recreation Report Parks Report Additional Business: Executive Session: 1. The purchase or lease of real property for use of the public body. Adjournment: Next meeting: August 25,2011 *Items needing Board approval or recommendation Yorkville Parks and Recreation Department City Conference Room 800 Game Farm Road, Yorkville, IL 60560 July 28, 2011 Call to Order: Ken Koch called the meeting to order at 7:00 p.m. Roll Call: Ken Koch—yes; Debbie Horaz—yes; Kelly Sedgwick—yes; Seaver Tarulis—yes;Amy Cesich—yes; Mark Dilday—yes; Vickie Coveny—yes Introduction of City Officials and Staff: Interim Director of Parks and Recreation—Laura Schraw; Superintendent of Parks— Scott Sleezer Public Comment: There were no public comments. Presentations: There were no presentations. Approval of Minutes: The minutes from July 14, 2011 meeting were approved. Motion was made by Deb Horaz and seconded by Kelly Sedgwick. Bill Review: Ken Koch asked if we made 30% in the All Star. Scott Sleezer stated that yes, we made the 30%. Ken Koch has some questions about some entertainment costs. Scott Sleezer stated that the bands and stage expenses are for more than one band. Scott stated that they get the bands through a service. Ken Koch asked about another entertainment cost. Scott clarified the costs for him. Scott stated that they changed to First Place Rental in Oswego,which has cut our budget in half. Hometown Days budget is $100,000 and it should make $135,000. Ken stated that includes alcohol sales and that is doesn't include staff. Scott stated that we have received more help from different organizations for volunteers. The vendor parking will be monitored for us this year, which saves us 36 man hours. Laura Schraw said that she will send them the Hometown Days Festival Analysis from 2010. Deb asked about a billing error of$50.00. Laura stated that it was a membership change. The person was billed two months at once. Deb asked about the revolution t-shirts. Laura stated that one of our vendors bills had not been paid during the previous superintendents term. Scott stated that this bill is from 2008 from a program we had at the REC Center. The bill has been paid. Laura stated that we double checked to make sure, so we didn't pay them twice. Ken made motion to approve bills. Motion made by Seaver Tarulis and seconded by Mark Dilday. Ken Koch—yes; Deb Horaz—yes; Kelly Sedgwick—yes; Seaver Tarulis—yes;Amy Cesich—yes; Mark Dilday—yes;Vickie Coveny—yes. PAGE 1 Old Business: None. New Business: Park Naming Request* Ken stated that he did some research Jeffery Collman is from Yorkville and he was killed in the September 11th attacks. Ken stated that he is a step brother to the Genglers,who is a member of the school board. Laura Schraw stated that she and Bart Olson met with pastors from three different churches and Dr. Scott Wakeley the school superintendent. Laura stated that the churches wanted to participate in the Patriots Walk. In the past, the walk has been in the evening, but this year it is a Sunday, so it is planned to have the walk at 8:46 a.m. when the plane hit the first tower. The churches are trying to figure out something special for the 10th anniversary. It was discussed having something in town square for the memorial for Jeffrey Collman. Scott Sleezer mentioned that we need benches. Ken stated that a bronze plaque could be put on a park bench with his name. Different ideas were discussed as to what kind of monument should be done. Ken asked what the board thinks about this idea. Kelly Sedgwick asked if it is the same person that we discussed naming the tennis court after? Ken stated that it is the same person. Vickie Coveny asked about the fact that people steal the bronze plaques. Scott stated that they nail them down well and it should be okay. Deb Horaz asked if the church will be donating money. Laura stated that we will give them ideas and then we let them know how much money would be needed for the monument. The schools were involved because they wanted to do something in the community to commemorate the 10th anniversary. Laura stated that the schools were thinking of doing something during a football game. Scott stated that it takes a minimum of three weeks to get a bronze plaque, so it needs to be decided soon. Kelly Sedgwick stated that it should be left up to the family, as to what kind of memorial they want. It could be a tennis court or bench or plaque. The board agreed to leave it up to the family. Scott stated that he can get some prices together for the costs of different items. Ken stated that if the family decided that they want to go with the tennis court, do we have to have a formal request for that? Deb Horaz stated that it is required. Deb Horaz brought up that we have other parks that need to be named. The board discussed different parks to be named Teachers Park, Mayors Park etc. Deb told the board to start thinking about what names we want to assign to different parks. Reports: Director Report: Ken Koch asked about the audit. Laura stated that it should be on the next Park Board Agenda. She stated that will probably be discussed in an executive session. Ken asked about the rents for the kayak place and other buildings. Laura stated that they were billed and they sent in their payments. Deb asked about the name of Geneva Kayak. Laura stated that some of their signs say Yorkville,but they are still operating as Geneva Kayak. Amy Cesich stated that the board specifically discussed the name change. The board stated that it needs to be changed to Yorkville. Laura stated that on the next agenda the City Administration Committee asked why the Park Board is still signing checks. The committee wants to have all signatures go through the city. Ken stated that if others in city hall are signing checks he doesn't think that bills will not be paid correctly. Laura stated that the Park Board still approves the bill list and then they just sign checks. Laura said they just want to follow city councils policy. Laura said that she just wanted them to know to be prepared to discuss it. PAGE 2 She stated it is not taking away power. Scott Sleezer stated it may be because we have different finance people now. Scott stated that working with Rob is excellent. He gets him the answers he needs every time and he is quick and efficient. Laura brought up the substation at Riverfront Park. Coined stated that the big old cottonwood trees need to be removed because it is interfering with them providing service. Coined will restore the area and give us some swamp white oaks in return. The board discussed if that is the best choice of trees for that area. Scott stated that he believes it is a good choice for that area. Parks Report: Scott stated that the new Park at Raintree B is just about completed. The playground itself still needs a safety check to make sure things are all done correctly. He stated the staff will be doing that in a couple days. Deb Horaz asked about the rubber mat question at the splash park. Scott stated that mats are expensive and they are slippery when they are wet. Scott stated that it can be taken also. Scott stated that kids should wear water shoes to make it safest. Scott stated that they have shark grip sprayed on there,but it cannot be applied to much because then if the kids fall, they get scraped up. Scott stated that there was an incident at Gilbert Park this week. The fire department had to cut an older child out of a baby swing this week. Scott stated that it cost us about$200.00. Kelly Sedgwick asked if we can bill the family. Scott said the child was about 9 years old. Ken asked if the tennis courts are open. Scott stated that when the trail is graveled that leads to the tennis court it will be opened. Ken asked if there will be lights there. Scott stated that they hope by December it will all be in. Ken asked about the lights timer. Scott stated that they have it figured out. There will be a time limit set. Laura stated that the official opening of the park will be next spring, but people can use the park before that time. Scott stated that if the board allowed and it is in the budget, we could put a clay infield out there for neighborhood play. Additional Business: None. Adiournment: Amy Cesich made a motion to adjourn meeting and it was seconded by Deb Horaz. Meeting was adjourned at 8:00 p.m. Next Meeting: August 11, 2011, City Hall *Items needed Board approval or recommendations Minutes Respectfully Submitted by: Lisa Godwin PAGE 3 DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 1 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT AMERFITN AMERICAN FITNESS WHOLESALERS 56090 07/27/11 01 FITNESS DRINKS 80-800-56-00-5607 08/11/11 189.60 CONCESSION SUPPLIES INVOICE TOTAL: 189.60 VENDOR TOTAL: 189.60 ANDERSOJ JENNIFER ANDERSON 071811 07/18/11 01 PRESCHOOL SUPPLIES 80-800-56-00-5606 08/11/11 12.95 PROGRAM SUPPLIES INVOICE TOTAL: 12.95 VENDOR TOTAL: 12.95 AQUAPURE AQUA PURE ENTERPRISES, INC. 74913 07/25/11 01 CHEMICALS 80-800-56-00-5620 08/11/11 80.53 OPERATING SUPPLIES INVOICE TOTAL: 80.53 VENDOR TOTAL: 80.53 ARAMARK ARAMARK UNIFORM SERVICES 610-7132463 07/19/11 01 UNIFORMS 79-790-56-00-5600 08/11/11 38.78 WEARING APPAREL INVOICE TOTAL: 38.78 610-7141905 07/26/11 01 UNIFORMS 79-790-56-00-5600 08/11/11 38.78 WEARING APPAREL INVOICE TOTAL: 38.78 VENDOR TOTAL: 77.56 AREAREST AREA RESTROOM SOLUTIONS 1462 07/13/11 01 CIRCLE CENTER PORT-O-LET 79-795-56-00-5620 08/11/11 10.65 OPERATING SUPPLIES INVOICE TOTAL: 10.65 DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 2 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT AREAREST AREA RESTROOM SOLUTIONS 1463 07/13/11 01 FOX HILL PARK PORT-O-LET 79-795-56-00-5620 08/11/11 10.65 OPERATING SUPPLIES INVOICE TOTAL: 10.65 1464 07/13/11 01 FOX HILL WEST PORT-O-LET 79-795-56-00-5620 08/11/11 10.65 OPERATING SUPPLIES INVOICE TOTAL: 10.65 1465 07/13/11 01 WHISPERING MEADOWS PORT-O-LET 79-795-56-00-5620 08/11/11 12.42 OPERATING SUPPLIES INVOICE TOTAL: 12.42 1466 07/13/11 01 ROTARY PARK PORT-O-LET 79-795-56-00-5620 08/11/11 10.65 OPERATING SUPPLIES INVOICE TOTAL: 10.65 1467 07/13/11 01 AUTUMN CREEK PORT-O-LET 79-795-56-00-5620 08/11/11 10.65 OPERATING SUPPLIES INVOICE TOTAL: 10.65 1468 07/13/11 01 BRISTOL BAY PORT-O-LET 79-795-56-00-5620 08/11/11 10.65 OPERATING SUPPLIES INVOICE TOTAL: 10.65 1469 07/13/11 01 BRISTOL BAY ELEM. PORT-O-LET 79-795-56-00-5620 08/11/11 10.65 OPERATING SUPPLIES INVOICE TOTAL: 10.65 1470 07/13/11 01 PRAIRIE MEADOW PORT-O-LET 79-795-56-00-5620 08/11/11 55.00 OPERATING SUPPLIES INVOICE TOTAL: 55.00 1471 07/13/11 01 RIVERFRONT PORT-O-LET 79-795-56-00-5620 08/11/11 55.00 OPERATING SUPPLIES INVOICE TOTAL: 55.00 DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 3 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT AREAREST AREA RESTROOM SOLUTIONS 1472 07/13/11 01 RIVERFRONT WEST PORT-O-LET 79-795-56-00-5620 08/11/11 127.00 OPERATING SUPPLIES INVOICE TOTAL: 127.00 1473 07/13/11 01 TOWN SQUARE PORT-O-LET 79-795-56-00-5620 08/11/11 127.00 OPERATING SUPPLIES INVOICE TOTAL: 127.00 1474 07/13/11 01 BEECHER PORT-O-LET 79-795-56-00-5620 08/11/11 77.00 OPERATING SUPPLIES INVOICE TOTAL: 77.00 VENDOR TOTAL: 527.97 BANCAMER BANC OF AMERICA LEASING 011932919-PR 07/23/11 01 COPIER LEASE 79-V90-54-00-5485 08/11/11 178.00 RENTAL & LEASE PURCHASE 02 COPIER LEASE 80-800-54-00-5485 198.00 RENTAL & LEASE PURCHASE INVOICE TOTAL: 376.00 VENDOR TOTAL: 376.00 BPAMOCO BP AMOCO OIL COMPANY 30717179-PR 07/23/11 01 GASOLINE 80-800-56-00-5695 08/11/11 84.06 GASOLINE 02 GASOLINE 79-795-56-00-5695 84.05 GASOLINE INVOICE TOTAL: 168.11 VENDOR TOTAL: 168.11 CALLONE UNITED COMMUNICATION SYSTEMS 1010-7980-0000-0711P 07/15/11 01 MONTHLY CHARGES 80-800-54-00-5440 08/11/11 210.26 TELECOMMUNICATIONS DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 4 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT CALLONE UNITED COMMUNICATION SYSTEMS 1010-7980-0000-0711P 07/15/11 02 MONTHLY CHARGES 79-790-54-00-5440 08/11/11 80.64 TELECOMMUNICATIONS INVOICE TOTAL: 290.90 VENDOR TOTAL: 290.90 COMED COMMONWEALTH EDISON 1613010022-0711 07/19/11 01 BALLFIELDS 79-795-54-00-5480 08/11/11 501.96 UTILITIES INVOICE TOTAL: 501.96 VENDOR TOTAL: 501.96 DEMPSEY DEMPSEY ING, INC. 126039 05/05/11 01 BRAKE REPAIR 79-795-56-00-5640 08/11/11 71.25 REPAIR & MAINTENANCE 02 BRAKE REPAIR 80-800-56-00-5640 71.25 REPAIR & MAINTENANCE INVOICE TOTAL: 142.50 VENDOR TOTAL: 142.50 EARLEJ JOHN EARLE 071611 07/16/11 01 REFEREE 79-795-54-00-5462 08/11/11 175.00 PROFESSIONAL SERVICES INVOICE TOTAL: 175.00 VENDOR TOTAL: 175.00 EUCLIDBE EUCLID BEVERAGE 321441 07/29/11 01 HOMETOWN DAYS ALCOHOL 79-795-56-00-5602 08/11/11 14,148.00 HOMETOWN DAYS SUPPLIES INVOICE TOTAL: 14, 148.00 VENDOR TOTAL: 14, 148.00 DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 5 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT FIRST FIRST PLACE RENTAL 210381-1 05/04/11 01 EDGER 79-790-54-00-5485 08/11/11 141.90 RENTAL & LEASE PURCHASE INVOICE TOTAL: 141.90 VENDOR TOTAL: 141.90 GODWINL LISA GODWIN 071411 07/19/11 01 JULY 14 MEETING MINUTES 79-795-54-00-5462 08/11/11 122.50 PROFESSIONAL SERVICES INVOICE TOTAL: 122.50 VENDOR TOTAL: 122.50 HARRISK HARRIS, KERIN 072911 07/29/11 01 FARMERS MARKET 79-795-56-00-5606 08/11/11 250.00 PROGRAM SUPPLIES INVOICE TOTAL: 250.00 VENDOR TOTAL: 250.00 HAYENR RAYMOND HAYEN 071411 07/14/11 01 REFEREE 79-795-54-00-5462 08/11/11 105.00 PROFESSIONAL SERVICES INVOICE TOTAL: 105.00 072111 07/21/11 01 REFEREE 79-795-54-00-5462 08/11/11 140.00 PROFESSIONAL SERVICES INVOICE TOTAL: 140.00 VENDOR TOTAL: 245.00 HOGAN FARM PLAN 03 471415 07/21/11 01 QUICK LOCK, RETAINER, PIN 79-790-56-00-5640 08/11/11 17.88 REPAIR & MAINTENANCE INVOICE TOTAL: 17.88 VENDOR TOTAL: 17.88 DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 6 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ILPD4811 ILLINOIS STATE POLICE 072711-PR 07/27/11 01 BACKGROUND CHECKS 80-800-54-00-5462 08/11/11 68.50 PROFESSIONAL SERVICES INVOICE TOTAL: 68.50 VENDOR TOTAL: 68.50 LIPSCOMT TERRY LIPSCOMB 072111 07/21/11 01 REFEREE 79-795-54-00-5462 08/11/11 70.00 PROFESSIONAL SERVICES INVOICE TOTAL: 70.00 VENDOR TOTAL: 70.00 MCDOWELP PAUL MCDOWELL 071611 07/16/11 01 REFEREE 79-795-54-00-5462 08/11/11 70.00 PROFESSIONAL SERVICES INVOICE TOTAL: 70.00 VENDOR TOTAL: 70.00 MEIERNOR NORMAN C. MEIER 071511 07/15/11 01 REFEREE 79-795-54-00-5462 08/11/11 140.00 PROFESSIONAL SERVICES INVOICE TOTAL: 140.00 VENDOR TOTAL: 140.00 MENLAND MENARDS - YORKVILLE 2813 07/19/11 01 PRUNER, DUCK TAPE 79-790-56-00-5630 08/11/11 19.91 SMALL TOOLS & EQUIPMENT INVOICE TOTAL: 19.91 3350 07/21/11 01 KEY, RAKE 79-790-56-00-5630 08/11/11 13.73 SMALL TOOLS & EQUIPMENT INVOICE TOTAL: 13.73 DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 7 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT MENLAND MENARDS - YORKVILLE 3640 07/22/11 01 HINGE 79-790-56-00-5640 08/11/11 3.88 REPAIR & MAINTENANCE INVOICE TOTAL: 3.88 VENDOR TOTAL: 37.52 MORRICKB BRUCE MORRICK 071411 07/14/11 01 REFEREE 79-795-54-00-5462 08/11/11 70.00 PROFESSIONAL SERVICES INVOICE TOTAL: 70.00 072011 07/20/11 01 REFEREE 79-795-54-00-5462 08/11/11 70.00 PROFESSIONAL SERVICES INVOICE TOTAL: 70.00 VENDOR TOTAL: 140.00 MUNNSM MUNNS, MARTY 071811 07/18/11 01 REFEREE 79-795-54-00-5462 08/11/11 70.00 PROFESSIONAL SERVICES INVOICE TOTAL: 70.00 VENDOR TOTAL: 70.00 NEXTEL NEXTEL COMMUNICATIONS 837900513-113-PR 07/21/11 01 REC CENTER MONTHLY CHARGES 80-800-54-00-5440 08/11/11 36.01 TELECOMMUNICATIONS 02 PARKS MONTHLY CHARGES 79-790-54-00-5440 180.03 TELECOMMUNICATIONS 03 RECREATION MONTHLY CHARGES 79-795-54-00-5440 144.02 TELECOMMUNICATIONS INVOICE TOTAL: 360.06 VENDOR TOTAL: 360.06 OFFWORK OFFICE WORKS DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 8 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT OFFWORK OFFICE WORKS 193361 07/27/11 01 PENS, HIGHLIGHTERS, PAPER, 80-800-56-00-5610 08/11/11 86.25 OFFICE SUPPLIES 02 PENS, HIGHLIGHTERS, CLIPS, 79-795-56-00-5610 86.24 OFFICE SUPPLIES 03 CLIPS, TAPE, FOLDERS, POST-ITS ** COMMENT ** 04 POST-ITS, FOLDERS, PAPER ** COMMENT ** INVOICE TOTAL: 172.49 VENDOR TOTAL: 172.49 OMALLEY O'MALLEY WELDING & FABRICATING 14495 07/14/11 01 REPAIR WELDING ON LIGHT POLE 79-790-56-00-5640 08/11/11 180.00 REPAIR & MAINTENANCE 02 BASE ** COMMENT ** INVOICE TOTAL: 180.00 VENDOR TOTAL: 180.00 ONQPROM ON Q PROMOTIONS, INC. 2966 07/14/11 01 WINE GLASSES 79-795-56-00-5606 08/11/11 527.13 PROGRAM SUPPLIES INVOICE TOTAL: 527.13 VENDOR TOTAL: 527.13 PEPSI PEPSI-COLA GENERAL BOTTLE 97370209 07/26/11 01 WATER, POP, GATORADE 80-800-56-00-5607 08/11/11 154.99 CONCESSION SUPPLIES INVOICE TOTAL: 154.99 VENDOR TOTAL: 154.99 R0000246 NEW LIFE CHURCH 101316 07/26/11 01 PARK SECURITY DEPOSIT REFUND 79-000-24-00-2410 08/11/11 100.00 DEPOSITS PAYABLE INVOICE TOTAL: 100.00 VENDOR TOTAL: 100.00 DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 9 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT R0000658 TERESA VASHKELIS-BENSON 101333 07/26/11 01 CLASS CANCELLATION REFUND DUE 79-795-54-00-5496 08/11/11 179.00 PROGRAM REFUNDS 02 TO LOW ENROLLMENT ** COMMENT ** INVOICE TOTAL: 179.00 VENDOR TOTAL: 179.00 R0000940 MADELINE MEAD 101112 07/21/11 01 CLASS CANCELLATION REFUND 79-795-54-00-5496 08/11/11 85.00 PROGRAM REFUNDS INVOICE TOTAL: 85.00 VENDOR TOTAL: 85.00 R0000941 CHERRIE SEVERSON 101019 07/19/11 01 CLASS CANCELLATION REFUND 79-795-54-00-5496 08/11/11 55.00 PROGRAM REFUNDS INVOICE TOTAL: 55.00 VENDOR TOTAL: 55.00 R0000942 GAIL SMITH 101373 07/27/11 01 CLASS CANCELLATION DUE TO 79-795-54-00-5496 08/11/11 59.50 PROGRAM REFUNDS 02 MEDICAL REASONS ** COMMENT ** INVOICE TOTAL: 59.50 VENDOR TOTAL: 59.50 RIVRVIEW RIVERVIEW FORD 102390 04/27/11 01 BUSHING, TUBE, GEAR PLUNGER 79-790-56-00-5640 08/11/11 47.17 REPAIR & MAINTENANCE INVOICE TOTAL: 47.17 103525 07/28/11 01 END SPINDLE, ROTOR ASSEMBLY, 79-790-56-00-5640 08/11/11 289.68 REPAIR & MAINTENANCE DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 10 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT RIVRVIEW RIVERVIEW FORD 103525 07/28/11 02 PADS ** COMMENT ** 08/11/11 INVOICE TOTAL: 289.68 VENDOR TOTAL: 336.85 ROBINSOT TRACY ROBINSON 071411 07/14/11 01 REFEREE 79-795-54-00-5462 08/11/11 140.00 PROFESSIONAL SERVICES INVOICE TOTAL: 140.00 VENDOR TOTAL: 140.00 SUNTIMES STM SUBURBAN PUBLICATIONS 122985-071411 07/14/11 01 SUBSCRIPTION RENEWAL 80-800-54-00-5490 08/11/11 114.40 DUES & SUBSCRIPTIONS INVOICE TOTAL: 114.40 VENDOR TOTAL: 114.40 VISA VISA 072711-PR 07/27/11 01 4TH OF JULY FLOAT FLOWERS 79-790-56-00-5620 08/11/11 74.10 OPERATING SUPPLIES 02 STEP COMPANY MONTHLY FEE 80-800-56-00-5606 260.00 PROGRAM SUPPLIES 03 MONTHLY CABLE 79-795-54-00-5440 79.95 TELECOMMUNICATIONS 04 FITNESS DRINKS 80-800-56-00-5607 337.99 CONCESSION SUPPLIES 05 BIKE PARTS 80-800-56-00-5640 89.58 REPAIR & MAINTENANCE 06 MONTHLY CABLE 80-800-54-00-5440 116.55 TELECOMMUNICATIONS 07 DUMBBELLS 80-800-56-00-5606 34.46 PROGRAM SUPPLIES INVOICE TOTAL: 992.63 VENDOR TOTAL: 992.63 DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 11 TIME: 14:47:30 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT WALKCUST WALKER CUSTOM HOMES, INC. YPD 9/11 07/21/11 01 SEPTEMBER 2011 LEASE PAYMENT 80-800-54-00-5485 08/11/11 18,500.00 RENTAL & LEASE PURCHASE INVOICE TOTAL: 18,500.00 VENDOR TOTAL: 18,500.00 WALMART WALMART COMMUNITY 071611-PR 07/16/11 01 GARDENING CLASS SUPPLIES 79-795-56-00-5606 08/11/11 17.45 PROGRAM SUPPLIES 02 HOT DOG BUNS 79-795-56-00-5607 5.00 CONCESSION SUPPLIES 03 PEANUT BUTTER SNACKS 80-800-56-00-5607 11.16 CONCESSION SUPPLIES 04 CLEANING SUPPLIES 80-800-56-00-5620 22.88 OPERATING SUPPLIES INVOICE TOTAL: 56.49 VENDOR TOTAL: 56.49 WINDCREK WINDING CREEK NURSERY, INC 163829 07/29/11 01 MAPLE TREE 79-790-56-00-5620 08/11/11 187.50 OPERATING SUPPLIES INVOICE TOTAL: 187.50 VENDOR TOTAL: 187.50 WOZNYR RONALD V. WOZNY 071511 07/15/11 01 REFEREE 79-795-54-00-5462 08/11/11 105.00 PROFESSIONAL SERVICES INVOICE TOTAL: 105.00 072111 07/21/11 01 REFEREE 79-795-54-00-5462 08/11/11 70.00 PROFESSIONAL SERVICES INVOICE TOTAL: 70.00 VENDOR TOTAL: 175.00 DATE: 08/01/11 UNITED CITY OF YORKVILLE PAGE: 12 TIME: 14:47:31 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/11/2011 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT YORKBIGB YORKVILLE BIG BAND 090411-B 07/29/11 01 BALANCE OF FEE FOR PERFORMANCE 79-795-56-00-5602 08/11/11 950.00 HOMETOWN DAYS SUPPLIES 02 ON 09/04/11 ** COMMENT ** INVOICE TOTAL: 950.00 VENDOR TOTAL: 950.00 YORKNAPA YORKVILLE NAPA AUTO PARTS 968639 07/06/11 01 SPARK PLUG 79-790-56-00-5640 08/11/11 2.30 REPAIR & MAINTENANCE INVOICE TOTAL: 2.30 969431 07/14/11 01 COUPLER 79-790-56-00-5640 08/11/11 3.07 REPAIR & MAINTENANCE INVOICE TOTAL: 3.07 VENDOR TOTAL: 5.37 YORKPR YORKVILLE PARK & RECREATION HTD2011 07/29/11 01 HTD START UP MONEY 79-795-56-00-5602 08/11/11 4,000.00 HOMETOWN DAYS SUPPLIES INVOICE TOTAL: 4,000.00 VENDOR TOTAL: 4,000.00 TOTAL ALL INVOICES: 45,395.79 UNITED CITY OF YORKVILLE PARKS&RECREATION BUDGET REPORT FOR THE PERIOD ENDING JULY 31,2011 ACTUALS BY MONTH(Cash Basis) ear-hr atc ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET %of 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 3,660 8,260 135,000 6.12% 79-000-45-00-4500 INVESTMENT EARNINGS 14 16 11 41 300 13.56% 79-00046-00-4680 REIMB-LIABILITY INSURANCE - - - - - 0.00% 79-000-46-00-4690 REIMB-MISCELLANEOUS 2,916 70 - 2,986 - 0.00% 79-000-48-00-4820 RENTAL INCOME 38,944 400 1,250 40,594 86,000 47.20% 79-000-48-00-4825 FACILITY AND PARK RENTALS 14,374 6,681 (215) 20,840 - 0.00% 79-00048-00-4846 SPONSORSHIPS/DONANTIONS 490 200 - 690 11,200 6.16% 79-000-48-00-4850 IMISCELLANEOUS INCOME 18 486 1,375 1,879 500 375.80% 79-000-49-00-4901 ITRANSFER FROM GENERAL 61,059 61,059 61,059 183,178 732,710 25.00% TOTAL REVENUES:PARK&RECREATION 186,617 105,814 103 585 396,016 1175 710 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 - - - - - 0.00% 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&MAINTENANCE - 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) ear-to- ale ANNUAL IACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 I'otal.s 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 1 SUPPLIES-GRANT REIMBURSABLE - 500 0.00% 79-795-56-00-5695 IGASOLINE - 44 1 81 M 125 3,OOOJ 4.18% TOTAL EXPENDITURES:RECREATION DEPT 36,402 44,816 87,084 168,303 635 700 26.48% PF TOTAL FUND REVENUES M 186,617 105,814 103,585 396,016 1175 710 33.68% TOTAL FUND EXPENDITURES m 70,576 97,763 132,351 300,691 1,189,210 25.28% FUND SURPLUS(DEFICIT) 116,040 , 8 051 1 (28,766)M 95,325 (13,500) Page 2 ACTUALS BY MONTH(Cash Basis) ear-to- ale I ANNUAL IACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 I'otal.s 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 CONTRIBUTIO 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 COMPUTER EQUIPMENT&SOFTWARE - - - 1,000 0.00% 80-800-56-00-5640 1 REPAIR&MAINTENANCE 362 327 690 11,000 6.27% 80-800-56-00-5645 I BOOKS&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 1 74 394 M 211,3541 691738 30.55% FUND SURPLUS(DEFICIT) E (30,782)1 6,620 1 (30,001) (549164) (80,738) Page 3 Reviewed By: Agenda Item Number It lk YMKVLLLE Parks ❑ Recreation ❑ PARKS s RECRMTIC" Director ■ City Administrator F1 Tracking Number �' L Legal ❑ Human Resources F1 Una I Police ❑ Park Board Agenda Item Tracking Document Title: 2012 Youth Baseball-Softball Agreements Agenda Date: August 11, 2011 Synopsis: Discussion on rental fees and other items for the 2012 season. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Submitted by: Laura Schraw Parks and Recreation Name Department Agenda Item Notes: Please see attached memo from Superintendent of Recreation Tim Evans. We are required to notify the associations our intent to charge rental fees, the amount, and a date the fees are to be paid prior to August 3 0tH p �RKVnur 202 East Countryside Prkwy. Yorkville, IL 60560 It (630) 553-2582 (630) 553-2644 fax WO ;FEE=NWIW Email: recreation(a�yorkviI Ile.i1.us www.yorkville.il.us pAF7Ks & RECREATION Recreation & Fitness for Our Community To: Laura Schraw, Interim Director Parks and Recreation Department From:Tim Evans, Superintendent of Recreation—Scott Sleezer, Superintendent of Recreation Re: 2012 Youth Baseball/Softball League Fee, Field Usage,Tournaments and Field Maintenance. With the 2011 youth baseball/softball season coming to an end, we are starting to put things together for the 2012 season. Here are the issues to discuss as well as suggestions from the staff: Field Fees: Staff is suggesting that we keep the field usage the same as the 2011 season,which was$5 per in-house game and $19 per travel game. In addition each league using the fields will pay the port-a-let fee based off the number of port-a-lets used throughout the season.The fees exclude tournaments which have a separate fee structure. Invoices will be submitted to the leagues by June 1, 2012 and payment of invoices must be received by the Parks and Recreation Department by July 1, 2012 Field Usage Determination: Staff suggests that we keep the same format as 2011.This consisted of all approved local leagues creating a master schedule together and submitting the master schedule to the Parks and Recreation Department by April 1, 2012. Changes after agreed upon master scheduled turned in on April 1, 2012 will be submitted to and approved by the Parks and Recreation Department. Tournament Fees and Usage: Staff suggest that we give VY right of refusal to weekends that were reserved by any organization in 2011. Once a group refuses a weekend, it will be offered to all local groups first and then to the outside public. Fee structure and tournament cancellations will be governed by the Athletic Field Reservation Policy. The proposed deadline would be November 1"for notification to the City of selection. 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. "The achievements of an organization are the results of the combined effort of each individual." AGREEMENT UNITED CITY OF YORKVILLE YORKVILLE PARKS AND RECREATION DEPARTMENT and YORKVILLE REDS This agreement is made and entered into this day of 2011, 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, 2011 and ending October 15, 2011. 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 2011 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. 2. Fees. A fee equal to the amount of$5 per in-house game and $19 per travel game shall be paid by the Association to the city according to the following payment schedule: 50%by April 30, and 50%by July 15, 2011. Fees for 2011 described herein shall be applied toward maintenance costs of the fields and facilities to be used by the Association in 2011. The fees exclude tournaments which have a separate fee structure. 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, 2011 of its intent to charge field rental fees for the 2012 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. 1 • 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. 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: 2 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 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 3 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. THE UNITED CITY OF YORKVILLE By: Mayor, United City of Yorkville By: Park and Recreation Board 4 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 2011, 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, 2011 and ending October 15, 2011. 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 2010 shall be used to determine the amount of fields available to the Association in spring/summer 2011, 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. 2. Fees. A fee equal to the amount of$5 per in-house game and $19 per travel game shall be paid by YYBSA to the city according to the following payment schedule: 50%by April 30, 50%by July 15. Fees for 2011 described herein shall be applied toward maintenance costs of the fields and facilities to be used by the Association in 2011. The fees exclude tournaments which have a separate fee structure. 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. 1 The City Parks and Recreation Department agrees to inform the Association by August 30, 2011 of its intent to charge field rental fees for the 2012 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. 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 2 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 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. 3 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. THE UNITED CITY OF YORKVILLE By: 4 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 AGREEMENT UNITED CITY OF YORKVILLE YORKVILLE PARKS AND RECREATION DEPARTMENT and YORKVILLE TRAVEL SPORTS This agreement is made and entered into this day of 2011, by and between THE UNITED CITY OF YORKVILLE an Illinois municipal corporation (the "city"), and YORKVILLE TRAVEL SPORTS, 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, 2011 and ending October 15, 2011. 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 played in the spring/summer 2011 shall be used to determine the amount of fields available to the Association in spring/summer 2011, as dictated by the Athletic Field Rental Policy. i. Selection of fields by the Association 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. 2. Fees. A fee equal to the amount of$5 per in-house game and $19 per travel game shall be paid by the Association to the city according to the following payment schedule: 50%by April 30, and 50%by July 15, 2011. Fees for 2011 described herein shall be applied toward maintenance costs of the fields and facilities to be used by the Association in 2011. The fees exclude tournaments which have a separate fee structure. 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, 2011 of its intent to charge field rental fees for the 2012 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. 1 • 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. 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: 2 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 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 3 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. THE UNITED CITY OF YORKVILLE By: Mayor, United City of Yorkville By: Park and Recreation Board 4 YORKVILLE TRAVEL SPORTS By: President Attest: Representative 5 Exhibit A Parks Policies and Procedures 6 Y0RKV1U_E UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT PaRKs&REGREATloN 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. For league play (which includes multiple days, or week play for both games and practices) a permit is required and will guarantee use for the dates and times specified on the permit. Objectives • To provide maximum utilization of athletic fields through centralized scheduling • To provide an impartial distribution of athletic fields to the various community groups who wish to reserve fields • To plan cooperatively with other community agencies to enhance individual and group recreational needs • To provide recreational activities which take into consideration the needs of the community • To provide the best possible maintenance of athletic fields using available manpower and monetary resources Rental Categories Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80%United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations,businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. Athletic Field Use Priorities When scheduling reserved use of athletic fields, the following priorities shall be established: 1. United City of Yorkville Park and Recreation sponsored programs 2. Yorkville School District 3. Youth Leagues that have approved cooperative agreements with the City of Yorkville. 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. Groups or individuals with an approved reservation or permit and City programs will have priority use. In case of inclement weather, the United City of Yorkville Park and Recreation Department shall make the final decision regarding playability of all fields. Request for Athletic Field Reservation Organizations, groups and individuals desiring to reserve athletic fields shall complete the standard application for athletic field reservation. In addition, organizations, groups, and individuals shall be required to submit the following with the application form: • A certificate of insurance—co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation. • The team roster(s) with addresses and signed waiver forms from each player or guardian. • The Recreation Department may request additional information from the desired individual or groups if it is considered to be in the best interest of the City or necessary to make a decision regarding the use of a field. • Deposit $100.00 per field, $150.00 per field with lights. Reservation requests shall be received,beginning on the following dates: Spring Season(March—May) March 1St Summer Season(June—August) April 15th Fall Season (September—November) July 15th Tournament Schedule -beginning Sept. 1St (due from YYB SA by Aug. 31St) Holiday Maintenance Schedule It will be at the discretion of the Superintendent of Parks on a case by case basis as to the availability of field preparation on a holiday or holiday weekend. ATHLETIC FIELD RESERVATION FEES A. Establishment 2 The Park Board shall annually (based on fiscal year) recommend fees for the reserved use of athletic fields based on the premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the city's athletic fields. Fees shall be established in the following categories: 1. Soccer Fields and football fields 2. Baseball and softball fields, daylight use 3. Baseball and softball fields, night use with lights 4. Resident, non-resident and commercial use fees 5. Single or multiple and seasonal use fees 6. Tournament use 7. Special use B. Resident/Non-Resident Users To qualify for resident fees a group shall consist of 80% or more residents of the United City of Yorkville, City boundaries. The 80% residency requirement shall be calculated based on the total number of players using the field, not just on the group requesting use of the field. Residency shall be determined based on the home address of the individuals as opposed to the business address or the address of other family members. The Parks and Recreation Department may waive the residency requirement if it is considered to be in the best interest of the City. C. Commercial Users Any group reserving an athletic field for profit making purposes shall be charged the commercial fee. D. Waiver of Fees to School District,private school groups, or youth organizations Public and parochial schools that provide school facilities to the City of Yorkville at no charge shall have free reserved use of City athletic fields. These schools shall provide their own set-up of athletic fields including, but not limited to, lining, base set-up and hand raking. Should these schools wish to reserve an athletic field at night with lights, the established lighting costs shall be paid by the school. The Parks and Recreation Department may give consideration to the waiver or partial waiver of fees for youth organizations who are party to a cooperative agreement with the City. E. Payment of Fees 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 Administration Office 201 W. Hydraulic St. (old Post Office). F. Security Deposit A security deposit will be required per event, tournament or program. The amount will be $100 per day (no lights) or$150 per day(with lights), to a maximum of$500. The deposit may be forfeited for incidents such as,but not limited to, those described below: 3 • 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 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 4 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. General Policies and Procedures for use of the United City of Yorkville Parks, Fields and Facilities may be found on page 9.. 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. Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed below. In addition, certificate of insurance, team rosters and signed waiver forms for each player participant shall be submitted to the Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Recreation Department. Special tournament and use requests shall be approved by the Park Board. The group or organization requesting the use of the fields for tournament use is responsible for all participant and players conduct while on the fields,park, surrounding areas including parking lot. All players attending a tournament or other uses of the athletic fields shall adhere to this entire policy and the items listed below. Any violation of these policies can impact the current and future uses of all City fields and/or facilities. Furthermore, the group assumes all responsibility for the repair or replacement of damage as a result of misuse of the field, equipment or park amenities. A. Guidelines & Fees Baseball/ Softball Fields @ Bridge Park—Weekend Tournament Fees (Fri. —Sun) Tournament Rental Fee - $1,100.00 per event. Includes: ■ Bridge Park Fields (3 Fields) ■ Rental Time: - Friday 3:00 pm—9:45 pm - Saturday 9:00 am—9:45 pm 5 - 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. 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. 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, or the Recreation Manager. 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 whether the group or individual must provide written or verbal notification of cancellation to the Parks and Recreation Department by 4:00 pm the day prior to the date reserved. No credit will be given for unused rain days during tournament play. No refunds after the reserved day has arrived. 6 Payment of fees shall be made at the Parks and Recreation Department Administration Office 201 W. Hydraulic St. (old Post Office). 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 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. 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 safe for play. No attempt will be made to bring the fields into playable condition. If after one hour 7 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. GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES • No equipment or permanent signage will be added or installed to the park without the permission of the United City of Yorkville Park and Recreation Department. • No ball hitting or pitching into fences or dugouts is allowed, with the exception of light weight plastic practice balls. • Each party will report any damage and or maintenance concerns to the park department immediately. • Coordination of work involving the park department staff or use of the equipment will generally require a two-week notice, for scheduling purposes. • Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed on the fields proper. • All requests for use of fields, or park(s) must be in writing. • Each group must complete a checklist ensuring that the fields are in acceptable condition after their scheduled use. This form must be turned into the Park and Recreation Department at the end of the season or maintenance obligation. • Due to the scheduling or early setups for the other functions, all groups and organizations are requested to use only the area, field, or park that has been assigned to them. • No group may meet in the United City of Yorkville parks that practices discrimination in any manner, or partisan political activities of any kind. Non-partisan public meetings and information forums are permitted. • No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and privileges immediately. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff. • 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). 8 • 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. 9 APPLICATION FORM ATHLETIC FIELD &TOURNAMENT RESERVATION UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT Reservation requests shall be approved beginning on the following dates: Spring Season(March—May) March 1st Summer Season(June—August) April 15th Fall Season(September—November) July 15th Tournament Reservations -begins Sept. 1St Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations,businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. Group or Individual Name Contact Person: Address Home Phone: Work Phone: Email FIELDS,DATE(s)/TIME(s)REQUESTED: Special Use requests(lights, concessions,water, electrical, other). In order complete the athletic field request,the following documents must be forwarded to the Recreation Department: 1) A certificate of insurance with minimum coverage of$2,000,000 aggregate—co-naming the United City of Yorkville as an additional insured,Assumption of liability, and Waiver of subrogation. 2) The team roster(s)with addresses and signed waiver forms from each player or guardian. --------------------------------------------------------------------------------- OFFICIAL USE Addition information requested Reservation Amount Deposit amount Date of Request Date Received Staff Initials Approved/Denied Refund Requested Field(s)Assigned 10 Reviewed By: Agenda Item Number It lk YMKVLLLE Parks ❑ Recreation ❑ PARKS s RECRMTIC" Director ■ City Administrator F1 Tracking Number �' L Legal ❑ Human Resources F1 Una I Police ❑ Park Board Agenda Item Tracking Document Title: Financial Hardship/Fixed Income REC Center Fee Agenda Date: August 11, 2011 Synopsis: Proposal to provide an alternative REC Center fee for members that have had financial hardship, similar to our Scholarship program. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Submitted by: Laura Schraw Parks and Recreation Name Department Agenda Item Notes: Please see attached memo from the Superintendent of Recreation Tim Evans. p �RKVnur 202 East Countryside Prkwy. Yorkville, IL 60560 It (630) 553-2582 (630) 553-2644 fax ULU ;FEE=NWNW Email: recreation(a�yorkviI Ile.i1.us www.yorkville.il.us pAF7Ks & RECREATION Recreation & Fitness for Our Community To: Laura Schraw, Interim Director Parks and Recreation Department From:Tim Evans, Superintendent of Recreation Re: REC Center Membership—Financial Hardships Over the past few months, it has come to the attention of staff that we have REC Center members who have come under difficult financial situations, such as the loss of a job,that would like to continue as members but are not able to pay the entire monthly fee. While there is a scholarship policy in place for recreation programs,we do not have a policy in place for REC Center memberships. It is the suggestion of staff that we create a policy, in which members would have to fill out the same scholarship paperwork as the do for a recreation class, proving that they do have a financial hardship. After the paperwork is reviewed, it would be determine by the Superintendent of Recreation as to what a short term reduction in the monthly membership would be. The reduction in the membership rate would be as short as 1 month and no longer than 6 months. Staff feels that this policy would have the following benefits: 1.) Would allow members to continue to be members, instead of canceling their memberships and no longer being a member of the facility. 2.) While in the short run we would not collect as much in membership revenue, in the long run we would collect more than someone just canceling their membership and paying a one time cancellation fee. 3.) Policy would build good relations between the staff and the REC center members. The Scholarship application is attached for reference. "The achievements of an organization are the results of the combined effort of each individual." UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT 202 East Countryside Parkway—Yorkville, IL 60560 - Phone 630.553.4357 Fax 630.553.2644 Program Grant Application Fill Out Form Completely Participant(s) Name: Address: City: State Zip Code Parent or Guardian's Name: Participant of Guardian's place of employment: Home Phone Cell: Work Annual Household Income: #of people supported by this income Proof of Document Copy: Public Aid ( ) DCFS ( ) Income Tax Record ( ) 2 months (current) income payment stub ( ) Green Card # Social Security( ) Unemployment ( ) Please explain any extenuating circumstances to consider Programs for which you are requesting a program grant. Limit of 2 programs or special events per season. Preschool programs are limited to 10% per month. Vacation and weekend trips are not eligible for a grant. Must be a resident of the United City of Yorkville. If a Grant is not awarded, I would like to make partial payments Yes No Program Grant Amount Program Name Number Fee Requested (Limit 50%) The information I have provided is true and correct. I further understand that there are limited available funds, and not every Grant request will be granted. I understand that I may be identified as a recipient of Grant funds for fund-raising purposes only. Signature: Date: Park Board Adopted 9/12/05 UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT Guidelines for requesting a Program Grant for financial aid support The Grant request process is intended to include participants / families who need financial assistance in order to take part in the United City of Yorkville Park and Recreation Department recreation and leisure programs only. All the funds for Grants are obtained through donations received from local community groups, individuals or businesses. Each year the amount available may fluctuate based on the amounts received. Grants are only available for residents of the City of Yorkville. (There may be some arrangements with other community partners or special programs funded through grants, which includes participants outside the United City of Yorkville, call in advance to inquire about the arrangement of the programs you are interested in). The UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT awards Grants to participants/families that have completed the GRANT APPLICATION PRIOR to the start date of the program. All Grants are awarded based on the date received. Grants will not be awarded after the program start date without the approval of the Executive Director. GENERAL GRANTS A Grant request is made per season for a maximum of 2 programs, and for 50% of the program fee (excluding travel trips, contractual camps, and contractual programs). Preschool School is limited to 10% of the monthly fee. Other arrangements for payment schedules or partial payment programs can be arranged if needed. All payments must be made at the conclusion of the program season, in order to be eligible for the next registration session. General program Grants are not available for vacation or overnight weekend trips. For all Grant requests, staff may require additional information to support the Grant application before an award is made. All program conduct guidelines must be adhered to while participating with the programs. Please fill out grant application and return to: Yorkville Parks and Recreation Administration Office 202 East Countryside Parkway Yorkville, IL 60560 Phone 630.553-4357 Fax 630.553.2644 Park Board Adopted 9/12/05 UNITED CITY OF YORVILLE PARK AND RECREATION DEPARTMENT Special Recreation Services Policy Requesting a reimbursement for Non-resident portion of the services The policy is intended to include participants/families members with a disability who are residents of the United City of Yorkville; and desire specialized assistance or services because of the disability; and it is determined that Yorkville Park and Recreation can not provide a similar type of program or the appropriate accommodations; and requesting reimbursement for all/portion of the non-resident portion of the special recreation services. All the funds for reimbursements are allocated each year based on the fiscal budge and the amount available may fluctuate based on the amounts received. Reimbursements are only available for residents of the United City of Yorkville. (There may be some arrangements with other community partners or special programs funded through grants, which includes participants outside the United City of Yorkville, call in advance to inquire about the arrangement of the programs you are interested in). The United City of Yorkville Park and Recreation Department awards reimbursements to participants/families who have a disability; and when the Yorkville Park and Recreation Department does not offer a similar type of program; or it is determined that they can not provide the appropriate accommodations. All requests for reimbursement must be obtained PRIOR to signing up for the desired services or programs. GENERAL GUIDELINES A request is made per season for a maximum of 2 programs, and for only the non-resident portion of the fees. All program fees must be paid by the resident. The following programs and services are excluded from any reimbursement (excluding pre school program, travel trips, vacation type trips, contractual camps or overnight weekend trips). For all requests, staff may require additional information to support the request before an approval is made. Please fill out grant application and return to: Yorkville Parks and Recreation Administration Office 202 East Countryside Parkway Yorkville, IL 60560 Phone 630.553.4357 Fax 630.553.2644 Park Board Adopted 9/12/05 Reviewed By: Agenda Item Number It lk YMKVLLLE Parks ❑ Recreation ❑ PARKS s RECRMTIC" Director ■ City Administrator F1 Tracking Number �' L Legal ❑ Human Resources F1 Una I Police ❑ Park Board Agenda Item Tracking Document Title: Account Signers—Park and Rec Account Agenda Date: August 11, 2011 Synopsis: The Administration Committee suggested streamlining the check signature process to follow that of the City Council. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Submitted by: Laura Schraw Parks and Recreation Name Department Agenda Item Notes: Please see attached memo from Finance Director Fredrickson. Memorandum To: Park Board EST. -,l 1836 From: Rob Fredrickson, Finance Director .t y Date: July 27, 2011 p� az 2p� Subject: Account Signers—Park and Rec Bank Accounts Kentlal COUnTy ALE �yv In an effort to streamline check processing associated with Accounts Payable (A/P), staff would suggest that the number of signers on the Park and Recreation account at Castle Bank be reduced to four—the Mayor,Treasurer, City Administrator and Finance Director. For each Park and Recreation A/P run either the Mayor or Treasurer would sign and review each check, with a second signature coming from the other elected official or one of the appointed officials. This would reduce the likelihood of a check being misplaced during a meeting, eliminate the need for park board members to disclose personal information(driver's license info, social security numbers, etc.)to the bank in order to comply with the Patriot Act and reduce the paperwork associated with adding and removing signers as the membership of the Park Board changes. In addition,the Bill List report would be revised to show specific check numbers attached to each vendor,thereby allowing for easier reconciliation between the checks and the Bill List. As always,no check would be issued to a vendor prior to Park Board approval of the bill list, and copies of all signed checks would be made available for review upon request. Reviewed By: Agenda Item Number It lk YMKVLLLE Parks ❑ Recreation ❑ PARKS s RECRMTJC" Director ■ City Administrator F1 Tracking Number �' L Legal ❑ Human Resources F1 Una I Police ❑ Park Board Agenda Item Tracking Document Title: Staff reports Agenda Date: August 11, 2011 Synopsis: written report from the Director and the Superintendent of Recreation. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Action Requested: Submitted by: Laura Schraw Parks and Recreation Name Department Agenda Item Notes: �� Memorandum It tLUJ To: Yorkville Park Board PARKS s RECRMTIC" From: Laura Schraw, Interim Director of Parks &Recreation CC: � Date: August 4, 2011 Subject: Director's Report • REC Center, Park& Rec budgets • Billing for rental buildings at Riverfront • Kane/Kendall County Council of Mayors Bike/Ped Meeting • Meeting on Kendallwood Estates • Catalog Review • Email setup for Park Board Members • Membership charts for REC Center • Raintree Park B • REC Center Appraisal YORKVILLE RECREATION DEPARTMENT Monthly Report Park Board Meeting Month of July 2011 The final session of summer fitness classes started on July 29th and will run though the first week of September. Classes have continued running strong and word of mouth seems to be going around for our classes, as we have seen a large number of non-members signing up for classes. During the month of July we have seen a drastic increase in the participation of our private swim lessons. Enrollment in these private swim lessons had almost doubled from 28 enrollees to 44 enrollees since the end of June. This does not include multiple interested parents who have inquired about setting up lessons with one of our instructors and are currently being contacted to set up lessons based on availability. During the month of July the third and fourth sessions of morning swim lessons and third session of evening swim lessons also ran. These public lessons have stayed steady and brought in revenue of almost $4,100. The Summer Coed and Men's Softball Leagues ended their seasons with a double elimination tournament that ran throughout the month of July. Hayley's Halo Foundation won the Monday Coed League Tournament, GA Blocker won the Tuesday Coed League Tournament, Legends won the Wednesday Men's League Tournament, and GBS won the Thursday Men's Tournament. The top four teams from each league, also participated in a Cross-League Tournament on Saturday, July 16. Legends claimed the title of the best Summer Men's team and Stafford's Legends claimed the title of the best Summer Coed team by winning the Cross-League Tournament. Registration for the Fall Coed and Men's Softball Leagues ended in July. A total of 12 Coed teams registered for the Tuesday Coed League and a total of 15 teams registered for the Thursday Men's League. Due to the light extension, the Yorkville Recreation Department was able to provide more games in one night allowing for more teams to register and play in the Fall. The Fall season begins the week of August 1 and will run through the end of October. July is one of the biggest months for summer camps. Several camps were offered and ran serving approximately 400 kids. Some of the camps offered were Fun in the Sun, Little Tumblers, Golf Camps, 4-6 Grade Basketball Camp, Soccer Training Camp, and Fishing Camp. The Fall Soccer Leagues and Flag Football League were finalized in July. A total of 260 players will be participating in either the Fall Soccer or Flag Football Leagues with a total of 39 volunteer coaches. The Fall Soccer League begins practices the week of August 8 and the Flag Football practices begin the week of August 15 at the Bristol Bay 65 fields. Both leagues are scheduled to end in October. We also held two Music Nights on one Outdoor Movie Nights during the month of July. On July 8 the Music Night was sponsored by the City's Green Committee. July 22nd was a Music and Wine Night sponsored by Chiro-One Wellness and HR Green /SEC Group. The July 15th Outdoor Movie was sponsored by Sterchi Chiropractic. Seasonal Classes/Programs Spring/Summer: Adult BBall Open Gym Youth BBall Open Gym Adult Volleyball Open Gym Beginner Golf Camp Advanced Golf Camp Elite Golf Camp 4-6 Grade Basketball Camp Middle School Basketball Camp High School Basketball Camp Little Tumblers Camp Short Sports Camp Gameapalooza Camp Fun in the Sun Camp Let's Go Fishing! White Sox Advanced Camp Soccer Training Camp Summer Fun for Kidz Kiddi Camp Kids First Tennis Camp All Star Soccer All Star T-Ball All Star SuperSport All Star Parent/Tot All Star Soccer II All Star T-Ball League Monday Coed Softball League Tuesday Coed Softball League Wednesday Men's Softball Thursday Men's Softball League Group Training Kidz Club Cardio Collision Aqua Aerobics Pre Tumblers Group Power Open Gyms The Resolution Senior Fit Silver Sneakers Kreative Kreations Flow Yoga Zumba Indoor Cycle Pilates Tai Chi Swim Lessons Dance Classes KICKBOXING Club Flex Exit Survey Summary: Scholarships Awarded /Grants Received: March Scholarships Pre School $0.00 General $00.00 Special Recreation $0.00 Professional Development: Facility Agreements: (Fall/Winter) ■ We are using the following facilities for our current programs and in the near future: Yorkville Schools: YIS, Circle Center, Bristol Bay and Grande Reserve. We will use our own classroom at the Riverfront Recreation Bldg. Our second Preschool is located at the Riverfront Recreation Building. Many fitness, swim and sports classes are being held at the REC Center. Special Revenue Highlights: Music Under the Stars—Wine Night Fri.July 22 Upcoming Protects and Events: 1.) Music Under the Stars/Wine Night will be held on Fri. Aug. 12 @ Town Square • We are looking for volunteers for the Music and Movie Nights. (sign-up sheet attached) REC Center Budget thru July 2011 Thru July 2011 Thru July 2010 Difference Revenue $157,190 $138,835 +18,335 Expenses $211,355 $203,809 +7,546 Fund Balance $-54,165 $-64,974 +10,809 Membership July 2011 (yearly total) July 2010 Difference Revenue $36,609(119,987) $30,919(95,975) +5,690(+24,012) Total Memberships 1,349 814 +535 July REC Center Visit Report July 2011 RANGE TOTALS: 05A-06A 312 06A-07A 174 07A-08A 554 08A-09A 786 09A-10A 586 10A-11 A 305 11 A-12P 285 12P-01P257 01P-02P 207 02P-03P 144 03P-04P 139 04P-05P 226 05P-06P 320 06P-07P 275 07P-08P 56 08P-09P 14 TOTAL VISITS FOR 07/01/2011-07/31/2011:4640 July 2010 RANGE TOTALS: 05A-06A 270 06A-07A 179 07A-08A 545 08A-09A 834 09A-10A 554 10A-11 A 266 11A-12P 285 12P-01P261 01P-02P 259 02P-03P 166 03P-04P 189 04P-05P 269 05P-06P 371 06P-07P215 07P-08P 125 08P-09P21 TOTAL VISITS FOR 07/01/2010-07/31/2010:4809 June REC Center Visit Report June 2011 Pass Range Totals Total Membership: 1,382 05A-06A 320 06A-07A 152 07A-08A 538 08A-09A 850 09A-10A 602 10A-11A 318 11A-12P 310 12P-01P271 01P-02P 220 02P-03P 206 03P-04P 262 04P-05P 385 05P-06P 452 06P-07P 371 07P-08P 122 08P-09P 24 TOTAL VISITS FOR 06/01/2011-06/30/2011:5403 June 2010 Pass Range Totals Total Membership:811 05A-06A 370 06A-07A 187 07A-08A 495 08A-09A 895 09A-10A 472 10A-11 A 247 11A-12P 288 12P-01P257 01 P-02P 275 02P-03P212 03P-04P 223 04P-05P 334 05P-06P412 06P-07P 259 07P-08P 141 08P-09P 39 TOTAL VISITS FOR 06/01/2010-06/30/2010:5106 Park Board Volunteer Opportunities Friday, Aug, 12 MUTS (wine and food night) at Town Square Park Checking id's, and selling food Time S:OOpm to 9:OOpm Person 1, Vickie Person 2, Person 3, Person 4, September Dates Hometown Days Festival Labor Day Weekend: All Day Every Day Thursday Sept, 1 Friday Sept. 2 Saturday Sept. 3 Sunday Sept. 4th Respectfully submitted, Recreation Department Staff