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Park Board Packet 2011 12-08-11 Yorkville Parks & Recreation Department Administration Office - REC Center 202 E Countryside Parkway Yorkville, IL 60560 630-553-4357 Park Board Meeting Agenda 202 E. Countryside Parkway— REC Center 7:30 p.m. December 8, 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: November 17, 2011' Bills Review: Bill list* Old Business: Park Rental and Use Policy* New Business: Vendor in the Park Policy* Reports: Director's Report Recreation Report Parks Report Additional Business: Executive Session: Adjournment: Next meeting: January 12, 2012 *Items needing Board approval or recommendation Yorkville Parks and Recreation Department River City Roasters 131 W.Hydraulic Yorkville,IL 60560 November 17, 2011 Call to Order: Ken Koch called the meeting to order at 7:12 p.m. Roll Call: Ken Koch-yes; Debbie Horaz -no; Kelly Sedgwick-yes;Amy Cesich-yes; Vickie Coveny-yes; Mark Dilday-no; Seaver Tarulis -no. Introduction of City Officials and Staff: Laura Schraw-Director of Parks and Recreation Scott Sleezer- Superintendent of Parks Tim Evans - Superintendent of Recreation Others Present: Tony Scott- Kendall County Record Bonny Mattison-Yorkville Resident of Autumn Creek Public Comment: Ms. Bonny Mattison contacted Laura earlier in the week and she came to address concerns about special needs children. She stated she has a special needs child and they tried swim lessons through the REC Center and it was a horrible experience. The instructor told him he could not be taught. She stated that we found the Special Rec of Fox Valley, which is a blessing,but costs over $400 for swim lessons, if you are not part of the group. She stated that she came tonight to see how we can get Yorkville to become part of their organization because she knows there are others have this same need. She stated most counties have something like this available. She realizes it does cost money. Ms. Mattison asked why we are not a park district. She stated she realizes that we do pay for that with taxes. Ken Koch stated that we are a city department and we get dollars from the city budget. Ken stated in the past we had a partnership with United Way. Laura stated The Fox Valley Special Rec Association is a special group and different communities are involved and they pay them money, which is over$30,000. She stated at this time, they are not accepting any new communities. Laura contacted them and said that they told her since we can't be members,they could help us find some ways to train people or help us in Yorkville. Ms. Mattison asked if there are any funds that help pay the offset of the costs. She said that she has used some of those and they are helpful. Scott stated this issue has been brought before the board before. It was looked into and it was very expensive, but the board felt it was better to help fund those that are in need, so we partnered with United Way. Scott stated he doesn't know if we still have funds for subsidizing some of those things or not. Scott said there was a cap put on it, so it was fair for all to use the funds. Laura said we are at a good point right now to look at this because we are working on the budget. We can decide if we want to add extra funds in there. Tim stated that there would be two different budgets. Tim said we are running a deficit from the 80 budget. He stated that the 79 budget would have scholarship money. He stated that it is not necessarily for special needs,but for those with financial hardships too. Tim said that it would be easier to use the 79 budget than the 80 budget. Laura said when she spoke with Fox Valley SRA, they suggested maybe train and budget for a part-time staff member to work with these kids. Tim stated the SRA is a park district that specializes in special needs kids. Amy asked about sending our instructors there to be certified or trained. Laura said this is bigger than pulling someone out of our staff and teaching them. Tim said we would be better off hiring and paying a staff person instead of joining a group. Tim stated that Shay has that degree, but wouldn't have time to do those things with her responsibilities. Scott said special needs incorporates everything, so to train an instructor for swimming, doesn't help with other activities. He stated that he had a daughter with special needs. He stated the spectrum on this is too broad. He stated the better way is to subsidize the programs and send them where they can get each of their individual needs met. Amy said it would be good to have someone on our staff with that background, so when these issues arise, we have someone on staff to help. Vicki said we won't know how many kids will have this need. Scott said the issue is working with these children everyday you learn how to work with kids like this. Scott said we would spend more money trying to train rather than just subsidizing these kids to go where there are those that are trained and can handle the needs. Laura said the first step is to send the letter to Fox Valley SRA and see if they will offer a way to help us and our residents and then go from there. If Fox Valley SRA can help, we will put it on our agenda for further discussion. Presentations: None. Approval of Minutes: The minutes from the November 3, 2011 meeting were approved. Motion was made by Kelly Sedgwick and seconded by Amy Cesich. Ken Koch-yes; Kelly Sedgwick-yes; Amy Cesich-yes; Vickie Coveny-yes. Bill Review: Amy asked about the Chili Chase Tent rental. Tim said in the past we used the Legion and paid them a fee,but there was a conflict. Amy asked if it would be cheaper to own our own tent. Scott said it is 30x60 foot and to buy it is very expensive. Tim stated we have nowhere to store something like that either. Scott said we might drop the tent next year and not have to rent it. Amy stated every time we have an event we pay for that. Scott said it would be around $15,000 and we would have to pay people to set it up. The company sets it up for us and the tents are hard to put up. Scott stated it is cheaper to rent it. Tim said the preschool did a fundraiser that went outstanding. It was just the families in the preschool. Motion was made by Vickie Coveny to approve the bills list and seconded by Amy Cesich. Old Business: October Budget Report-Tim stated that the REC Center is about $42,000 better than we were last year at this time. He stated it should be even better because we are going into the winter months. Ken said if there were not taxes to pay on it, we would be up $20,000. Tim stated there are 1,400 paying members per month, not including those that just do classes or play basketball. New Business: 2012 Meeting Schedule -The board discussed the dates for the upcoming year. The board agreed to eliminate the January 26, 2012 meeting and just combine the agenda items into one meeting in January. The board discussed the December 27, 2012 date also. Ken stated to remove that date and do one meeting in December. Motion by Kelly to approve the calendar for 2012 and seconded by Vickie Coveny. Calendar was approved. Land Cash Appraisal - Ken stated tonight we need to come up with a recommendation as a board. Ken stated he plans on attending the EDC meeting on December 6th. Ken said he talked with some of past board members about their thoughts on the land cash. He stated he worries about the retroactive part and allowing people to renegotiate their original deals, that is not a good idea. Laura said that she will write a memo and include what was said to the board at the park board meeting . She stated that she went through to see what land cash is still owed to us. Ken said if this happens the parks will be every six or seven miles, not like we could do before. Laura said Autumn Creek is fee locked at 80,000 and still developing. Laura said they could come and state they want the new fee. Kelly said a list would be great so they can see the dollar figure of our potential losses. Laura said that will take a lot to get together. It would have to be recalculated. Laura said she did figure out which developments were not started at all and have an annexation agreement in place. Laura said Krysti made some good points in the memo to look at development approach and every three years or every year it could be raised by 10% every year . Laura said there are other options. Ken asked if you raise the fee if the value of the land didn't go up. Laura stated if it is set up that way. If we say land cash is 50,000 now, we can make it go up 10% every year. Scott said previously it was every couple years we hired someone to give us the values of the land. Laura said in 1977 it was $15,000, in 1990 $25,000, 1996 $45,000, 2003 $58,000, 2004 $73,500, 2005 $80,000, 2006 $101,000, but every single year we were having an appraiser do it. Laura said her concern is if we don't' evaluate it every one or two years,we miss that jump and we are behind the curve. Scott said you could have an active developer they may want to go ahead and pay you a hundred percent on the spot knowing it will go up the next year and pay it all up front. The board discussed different subdivisions and the values and future park development. Scott said there is good and bad about paying now and avoiding an increase. Scott said we took a 50150 approach to build parks, that could be renegotiate things to give us a site, but no money to develop it. Developments might want to meet their obligations and pay them off to avoid cost increase. Laura said that is where she thinks there needs to be an incentive. The Park Board should say look at re-evaluate this every year and budget for that. Laura said right now this is developement driven. Ken asked the board about their feelings on a new development. He stated that does not effect us as much as someone coming in later to renegotiate a deal, at least we can plan the parks. Kelly said the problem is that the price of property is going down,but the park equipment is not. Kelly asked if we want to lower our park standards. Kelly said if we keep our plan the way it is, they might be better off donating the land instead of cash. Laura said it is written in that the developer can submit to us for a consideration on what the land cash value is. Laura stated she sees this as a double edge sword. Ken stated he wishes we were not the first to do this. Laura asked what the board recommendations are. Amy said don't do it at all.Amy said she is concerned that we are the first to do it. Laura said if we do this, we need to look at this again in two years. Amy said it should be reevaluated every year. Ken said if this doesn't spur the development they think, do we still reevaluate it each year. Laura said yes because the value will go up. Laura went over the memo and the numbers of what developments are affected. The board discussed different developments and the affects. Kelly said with the limited resources and the time we have can we come up with a ball park figure with how much money we can possibly lose. Laura said she doesn't know if they thought about if we don't have money we might not be able to develop the parks that we already planned. Scott said it is still crucial to take the land. Open space is good. The definition of park doesn't mean a playground. Ken said the developers tell them there is a park coming in the neighborhood and people are wanting their park. Ken said the developers should not advertise a for sure park to sell homes because if we don't have the funds, it will not happen. Kelly stated it needs to be pointed out we are being pushed to get rid of the REC Center losing $40,000, yet you are pushing to do something that could possibly cost us hundreds of thousands of dollars. Laura said her concern is the ripple effect on our parks and taxes etc. Laura said the board recommends first, not to do it, second to keep it increasing or get developers to front fund it and third to do a re-evaluation every year. Scott said to up it 10% each year, it would only take five years to get back to where we were. Ken asked about the school district thoughts. Laura said they did state they are okay with evaluating it. Laura said she will write all the comments and send them to the board and the board can comment back to her for the EDC meeting. Reports: Director's Report - Laura said she e-mailed the t-shirt designs and costs. She stated if it is too expensive, we can go through the company the city uses and get prices from them too. Kelly asked if the board can pick a design we can use every time so we don't pay for designing every time. Laura said Amy asked about having a town hall meeting. Bart said we can. Laura said we thought we could have it before the next park board meeting. Ken asked if we can advertise the meeting to the membership at the REC Center. Laura said we have to post it. Amy asked if we can make up some fliers and let people know that it is a question and answer session to answer questions about the REC Center. Scott asked if we would take public comment. Amy stated yes. Scott asked if an hour and a half is long enough. Amy stated longer can be drawn out. She stated we will make it a two minute time limit. Scott asked if we can hold the meeting at the REC Center that night. The board agreed that would make sense. Ken asked if we can do an e-mail blast to the REC members. Tim stated Facebook is a good way. Amy said put it on The Patch. Scott said we can put it in the Record too. Ken said he thinks there are members that use this facility every day and are not worried about this. Amy said they need to be because city council is making their decision soon. Amy said the alderman need to hear from citizens that use the facilities. Ken stated that he thinks the press has been fair on this. Laura asked how we want to run the meeting. Amy said first do a presentation and then ask for questions. Laura said we will do the history and talk about the building and the lease expiring etc. Amy said that we need to point out the benefit of buying the building versus leasing. Vickie said that most people just don't read anything or keep informed. Laura stated she will find out what we can and can't do. That meeting will be December 8th at 5:30 p.m. Laura said that we are working on revising the vendors in the park fee. Scott said to think about for the next meeting what the board thinks the fee should be. Laura said that Kennedy Road Trail was defeated in committee. She stated we are waiting now because the committee said they don't want the money,but we are past our one year time line. Lynn said she knows someone that is willing to privately fund part of it. Laura said once the engineering is done, the construction doesn't have to be happen until within 10 years. Amy stated they didn't want the 1.4 million because they are worried about future maintenance of the trail. Laura said that Grande Reserve A and B deeds are recorded so we will get our $400,000. It took almost five years. Ken asked about Whispering Meadows. Laura said we have that one too. Laura said we will get the funds this fiscal year. Parks Report - Scott said holiday decorations have been our focus the last two weeks. Ken asked about damage in parks. Scott said there is always ongoing problems with vandalism. Recreation Report -Tim said this weekend is Holiday Under the Stars weekend. It begins at 5:00 p.m. at Riverfront. He said there was not enough funds to do what we have done in the past. Tim said on Saturday is the Taste of Yorkville. He encouraged anyone that can participate in the Taste of Yorkville to do so, they would like this to become a yearly event. Sunday is the Chili Chase. Basketball is kicking off with a huge turnout this year over a 100 kids. Vickie asked if we partner with anyone to do these events. Tim stated they do and they let people know what is going on. Masonic Lodge is participating, the Caring Hands, Girls Scouts are doing caroling, Trinity Church is participating. Tim said it is on Facebook today. Additional Business: There was no additional business. Adiournment: Motion to adjourn made by Kelly and seconded by Vickie. The meeting was adjourned at 8:45 p.m. Next meeting December 8, 2011 at 7:00 p.m. *Items needing Board approval or recommendation. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 1 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208442 1000BULB SERVICE LIGHTING & ELECTRICAL 941454 11/19/11 01 REPLACEMENT BULBS 79-790-56-00-5620 32.30 INVOICE TOTAL: 32.30 * 948632 11/25/11 01 CHRISTMAS LIGHT CLIPS 79-790-56-00-5620 41.00 INVOICE TOTAL: 41.00 * CHECK TOTAL: 73.30 208443 ACTION ACTION GRAPHIX LTD 4308 11/17/11 01 SPONSOR BANNERS 79-795-56-00-5606 315.00 INVOICE TOTAL: 315.00 * CHECK TOTAL: 315.00 208444 AMERFITN AMERICAN FITNESS WHOLESALERS 56874 11/17/11 01 FITNESS MIXES 80-800-56-00-5607 302.48 INVOICE TOTAL: 302.48 * CHECK TOTAL: 302.48 208445 AQUAPURE AQUA PURE ENTERPRISES, INC. 76981 11/22/11 01 CHEMICALS 80-800-54-00-5495 526.91 INVOICE TOTAL: 526.91 * CHECK TOTAL: 526.91 208446 ARAMARK ARAMARK UNIFORM SERVICES 610-7285172 11/08/11 01 UNIFORMS 79-790-56-00-5600 65.41 INVOICE TOTAL: 65.41 * 610-7304486 11/22/11 01 UNIFORMS 79-790-56-00-5600 59.03 INVOICE TOTAL: 59.03 * CHECK TOTAL: 124.44 Printed with FinePrint - purchase at www.fineprint.com DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 2 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208447 BANCAMER BANC OF AMERICA LEASING 012021026-P 11/22/11 01 COPIER LEASE 79-790-54-00-5485 178.00 02 COPIER LEASE 80-800-54-00-5485 198.00 INVOICE TOTAL: 376 .00 * CHECK TOTAL: 376.00 208448 BARRETTS BARRETT'S ECOWATER 236993 11/29/11 01 SOLAR SALT 80-800-56-00-5620 36.30 INVOICE TOTAL: 36.30 * CHECK TOTAL: 36 .30 208449 BPAMOCO BP AMOCO OIL COMPANY 32218128-PR 11/24/11 01 GASOLINE 79-795-56-00-5695 134.56 INVOICE TOTAL: 134.56 * CHECK TOTAL: 134.56 208450 CALLONE UNITED COMMUNICATION SYSTEMS 1010-7980-0000-1111P 11/15/11 01 MONTHLY CHARGES 80-800-54-00-5440 208.87 02 MONTHLY CHARGES 79-790-54-00-5440 80.12 INVOICE TOTAL: 288.99 * CHECK TOTAL: 288.99 208451 COMED COMMONWEALTH EDISON 1613010022-1111 11/14/11 01 BALLFIELDS 79-795-54-00-5480 316.45 INVOICE TOTAL: 316.45 * 6819027011-1011 11/02/11 01 PR BUILDINGS 79-795-54-00-5480 297.66 INVOICE TOTAL: 297.66 * Printed with FinePrint - purchase at www.fineprint.com DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 3 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208451 COMED COMMONWEALTH EDISON 7982205057-1011 10/28/11 01 202 COUNTRYSIDE UNIT D 80-800-54-00-5480 110.52 INVOICE TOTAL: 110.52 * CHECK TOTAL: 724.63 208452 FIRST FIRST PLACE RENTAL 218228-1 11/21/11 01 LIGHT TOWERS 79-795-56-00-5606 313.50 INVOICE TOTAL: 313.50 * 8439 11/01/11 01 NOVEMBER 2011 PEST CONTROL 80-800-54-00-5462 43.00 INVOICE TOTAL: 43.00 * CHECK TOTAL: 356.50 208453 FLATSOS RAQUEL HERRERA 111411 11/14/11 01 NEW TIRES 79-795-56-00-5640 370.00 INVOICE TOTAL: 370.00 * CHECK TOTAL: 370.00 208454 FOXVALLE FOX VALLEY TROPHY & AWARDS 27837 11/14/11 01 CHILI CHASE MEDALS & TROPHIES 79-795-56-00-5606 305.50 INVOICE TOTAL: 305.50 * CHECK TOTAL: 305.50 208455 FVTRADIN THE IDEA PROS, INC. S 15602 11/17/11 01 CHILI CHASE T-SHIRTS 79-795-56-00-5606 3, 196.50 INVOICE TOTAL: 3, 196.50 * CHECK TOTAL: 3, 196.50 Printed with FinePrint - purchase at www.fineprint.com DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 4 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208456 GODWINL LISA GODWIN 110311 11/08/11 01 NOVEMBER 3 MEETING MINUTES 79-795-54-00-5462 68.60 INVOICE TOTAL: 68.60 * 111711 11/23/11 01 NOVEMBER 17 MEETING MINUTES 79-795-54-00-5462 77.00 INVOICE TOTAL: 77.00 * CHECK TOTAL: 145 .60 208457 HAAKEL LAURA SCHRAW 111201 12/01/11 01 MOBILE EMAIL FOR NOVEMBER 2011 79-795-54-00-5440 22.50 02 MOBILE EMAIL FOR NOVEMBER 2011 79-790-54-00-5440 22.50 INVOICE TOTAL: 45.00 * CHECK TOTAL: 45.00 208458 HAYENR RAYMOND HAYEN 111011 11/10/11 01 REFEREE 79-795-54-00-5462 70.00 INVOICE TOTAL: 70.00 * CHECK TOTAL: 70 .00 208459 HOMEDEPO HOME DEPOT 4013258 10/18/11 01 CONNECTOR 79-795-56-00-5640 13.94 INVOICE TOTAL: 13.94 * 9141884 10/13/11 01 FILTERS 79-795-56-00-5640 15.41 INVOICE TOTAL: 15.41 * CHECK TOTAL: 29.35 208460 HORNERR RYAN HORNER Printed with FinePrint - purchase at www.fineprint.com DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 5 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208460 HORNERR RYAN HORNER 111201 12/01/11 01 MOBILE EMAIL FOR NOVEMBER 2011 79-790-54-00-5440 45.00 INVOICE TOTAL: 45.00 * CHECK TOTAL: 45.00 208461 HOULEA ANTHONY HOULE 111201 12/01/11 01 MOBILE EMAIL FOR NOVEMBER 2011 79-790-54-00-5440 45.00 INVOICE TOTAL: 45.00 * CHECK TOTAL: 45.00 208462 ILPD4811 ILLINOIS STATE POLICE 110911-PR 11/09/11 01 BACKGROUND CHECKS 80-800-54-00-5462 68.50 INVOICE TOTAL: 68.50 * CHECK TOTAL: 68.50 208463 KIDSFIRS KIDS FIRST SPORTS SAFETY INC. 111111 11/11/11 01 BASKETBALL PROGRAM INSTRUCTION 79-795-54-00-5462 1, 268.40 02 FOR TWO SESSIONS ** COMMENT ** INVOICE TOTAL: 1,268.40 CHECK TOTAL: 1,268.40 208464 KONICAMI KONICA MINOLTA BUSINESS 219475327 11/16/11 01 COPIER CHARGES 79-795-56-00-5610 115.96 02 COPIER CHARGES 80-800-56-00-5610 115.96 INVOICE TOTAL: 231.92 CHECK TOTAL: 231.92 Printed with FinePrint - purchase at www.fineprint.com DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 6 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208465 KREPKOMP FRED KREPPERT 001424 11/20/11 01 TIMING, FINAL RESULT & CLOCK 79-795-56-00-5606 573.00 02 RENTAL FOR CHILI CHASE ** COMMENT ** INVOICE TOTAL: 573.00 * CHECK TOTAL: 573.00 208466 MENLAND MENARDS - YORKVILLE 30495 11/03/11 01 ELECTRICAL TAPE 79-790-56-00-5620 5.97 INVOICE TOTAL: 5.97 * 30561 11/03/11 01 QUICK LINK, BULBS 79-790-56-00-5620 24.45 INVOICE TOTAL: 24.45 * 31591 11/07/11 01 CHRISTMAS REPAIR 79-790-56-00-5620 4.99 INVOICE TOTAL: 4.99 * 32166 11/09/11 01 SCREW EYES, OUTDOOR TIMER 79-790-56-00-5620 7.97 INVOICE TOTAL: 7.97 * 32275 11/10/11 01 CHRISTMAS LIGHTS 79-790-56-00-5620 128.64 INVOICE TOTAL: 128.64 * 32294-11 11/10/11 01 RE-BAR TIRE WIRE, CUTTING 79-790-56-00-5620 29.91 02 PLIERS, BULBS ** COMMENT ** INVOICE TOTAL: 29.91 * 33764 11/15/11 01 QUICK LINKS FOR HOLIDAY DECOR 79-790-56-00-5620 5.53 INVOICE TOTAL: 5.53 * 33769 11/15/11 01 DUCT TAPE, TREE LIGHTS 79-790-56-00-5620 139.38 INVOICE TOTAL: 139.38 * 33839 11/15/11 01 REPLACEMENT EXTENSION CORDS 79-790-56-00-5620 10.76 INVOICE TOTAL: 10.76 * Printed with FinePrint - purchase at www.fineprint.com DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 7 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208466 MENLAND MENARDS - YORKVILLE 33879 11/15/11 01 ADHESIVE 79-790-56-00-5620 13.71 INVOICE TOTAL: 13.71 * 34333 11/17/11 01 GARBAGE BAGS 79-790-56-00-5620 17.97 INVOICE TOTAL: 17.97 * 34360 11/17/11 01 CONNECTORS FOR HOLIDAY DECOR 79-790-56-00-5620 2.49 INVOICE TOTAL: 2.49 * 34696 11/18/11 01 JESTER HATS 79-795-56-00-5606 3.99 INVOICE TOTAL: 3.99 * CHECK TOTAL: 395. 76 208467 MJELECT MJ ELECTRICAL SUPPLY, INC. 1124588-80 10/25/11 01 FREIGHT CHARGE 79-790-56-00-5620 48.70 INVOICE TOTAL: 48.70 * 1124777-01 11/11/11 01 LIGHT REPLACEMENTS FOR 79-790-56-00-5640 450.00 02 RIVERFRONT PARK ** COMMENT ** INVOICE TOTAL: 450.00 * 1125257-00 11/07/11 01 CHRISTMAS REPAIRS 79-790-56-00-5620 58.50 INVOICE TOTAL: 58.50 * CHECK TOTAL: 557.20 208468 MORRICKB BRUCE MORRICK 111011 11/10/11 01 REFEREE 79-795-54-00-5462 70.00 INVOICE TOTAL: 70.00 * CHECK TOTAL: 70.00 Printed with FinePrint - purchase at www.fineprint.com DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 8 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208469 NANCO NANCO SALES COMPANY, INC. 7092 11/03/11 01 BODY/HAIR SOAP, GLOVES, 80-800-56-00-5620 173.22 02 SANITARY BAGS ** COMMENT ** INVOICE TOTAL: 173.22 * CHECK TOTAL: 173.22 208470 NEGRER RYAN NEGRE 111201 12/01/11 01 MOBILE EMAIL FOR NOVEMBER 2011 79-795-54-00-5440 45.00 INVOICE TOTAL: 45.00 * CHECK TOTAL: 45.00 208471 NEXTEL NEXTEL COMMUNICATIONS 837900513-117-PR 11/30/11 01 PARKS MONTHLY CHARGES 79-790-54-00-5440 136.65 02 REC CENTER MONTHLY CHARGES 80-800-54-00-5440 34.16 03 RECREATION MONTHLY CHARGES 79-795-54-00-5440 136.65 INVOICE TOTAL: 307.46 * CHECK TOTAL: 307.46 208472 NICOR NICOR GAS 64-99-70-7276 0-1011 11/04/11 01 202 E. COUNTRYSIDE UNIT E 80-800-54-00-5480 595.48 INVOICE TOTAL: 595.48 * 65-69-00-0377 0-1011 11/03/11 01 202 E COUNTRYSIDE UNIT D 80-800-54-00-5480 29.60 INVOICE TOTAL: 29.60 * CHECK TOTAL: 625.08 208473 OLEARYC CYNTHIA O'LEARY BASKETBALL 2012 #1 11/27/11 01 ASSIGNING FEE FOR OFFICIALS 79-795-54-00-5462 1, 400.00 INVOICE TOTAL: 1, 400.00 * Printed with FinePrint - purchase at www.fineprint.com DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 9 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208473 OLEARYC CYNTHIA O'LEARY SOFTBALL 6TH-11 11/09/11 01 ASSIGNING FEE FOR OFFICIALS 79-795-54-00-5462 355.00 INVOICE TOTAL: 355.00 * CHECK TOTAL: 1, 755.00 208474 ORRK KATHLEEN FIELD ORR & ASSOC. 13592-PR 11/07/11 01 LEGAL MATTERS 79-790-54-00-5466 416.25 INVOICE TOTAL: 416.25 * CHECK TOTAL: 416.25 208475 R0000826 BIKER'S BEEF - CHUCK STRUCK 2011HTD 11/28/11 01 REIMBURSEMENT FOR HTD MEAL 79-795-56-00-5602 100.00 02 TICKETS ** COMMENT ** INVOICE TOTAL: 100.00 * CHECK TOTAL: 100.00 208476 R0000959 NATE KILBURG 108144 11/17/11 01 CLASS CANCELLATION REFUND 79-795-54-00-5496 23.00 INVOICE TOTAL: 23.00 * CHECK TOTAL: 23.00 208477 R0000986 JULIE FLOYD 108165 11/17/11 01 SPECIAL EVENTS REFUND FOR HUTS 79-795-54-00-5496 35.00 INVOICE TOTAL: 35.00 * CHECK TOTAL: 35.00 208478 REIL TEAM REIL INC. Printed with FinePrint - purchase at www.fineprint.com DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 10 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208478 REIL TEAM REIL INC. 10823P 11/08/11 01 PARK REPAIRS FOR BEECHER, 79-790-56-00-5640 806 .69 02 SLEEZER, HEARTLAND CIRCLE & ** COMMENT ** 03 PURCELL ** COMMENT ** INVOICE TOTAL: 806.69 CHECK TOTAL: 806.69 208479 ROSBOROS SHAY ROSBOROUGH 111201 12/01/11 01 MOBILE EMAIL FOR 1/2 NOVEMBER 79-795-54-00-5440 22.50 02 2011 ** COMMENT ** INVOICE TOTAL: 22.50 CHECK TOTAL: 22.50 208480 SERVICE SERVICE PRINTING CORPORATION 22760 11/21/11 01 8, 500 WINTER BROCHURES 79-795-54-00-5426 8, 304.15 INVOICE TOTAL: 8, 304.15 CHECK TOTAL: 8,304.15 208481 SLEEZERS SLEEZER, SCOTT 111201 12/01/11 01 MOBILE EMAIL FOR NOVEMBER 2011 79-790-54-00-5440 45.00 INVOICE TOTAL: 45.00 CHECK TOTAL: 45.00 208482 UNIQUEPR UNIQUE PRODUCTS & SERVICE 231024 11/11/11 01 TOILET TISSUE, PAPER TOWEL, 80-800-56-00-5620 256.35 02 LAUNDRY SOAP ** COMMENT ** INVOICE TOTAL: 256 .35 CHECK TOTAL: 256 .35 Printed with FinePrint - purchase at www.fineprint.com DATE: 12/01/11 UNITED CITY OF YORKVILLE PAGE: 11 TIME: 08:07:44 CHECK REGISTER PRG ID: AP215000.WOW CHECK DATE: 12/08/11 CHECK # VENDOR # INVOICE INVOICE ITEM NUMBER DATE # DESCRIPTION ACCOUNT # ITEM AMT 208483 VISA VISA 112711-PR 11/27/11 01 MONTHLY GROUP USER FEE 80-800-56-00-5606 260.00 02 HUTS ADS, TENT RENTAL,ELF HATS 79-795-56-00-5606 764.84 03 MONTHLY CABLE 79-795-56-00-5620 79.95 04 PAINT, FOAM 79-795-56-00-5606 16.36 05 MONTHLY CABLE 80-800-56-00-5620 116.54 INVOICE TOTAL: 1, 237.69 CHECK TOTAL: 1,237.69 208484 WALKCUST WALKER CUSTOM HOMES, INC. YPD 1/12 11/14/11 01 JANUARY 2012 LEASE PAYMENT 80-800-54-00-5485 18, 500.00 INVOICE TOTAL: 18,500.00 * CHECK TOTAL: 18,500.00 208485 WALMART WALMART COMMUNITY 111611-PR 11/16/11 01 FOOD FOR HALLOWEEN EGG HUNT 79-795-56-00-5606 33.62 02 CLIF BARS 80-800-56-00-5607 16.74 INVOICE TOTAL: 50.36 * CHECK TOTAL: 50.36 208486 YORKACE YORKVILLE ACE & RADIO SHACK 141156 11/19/11 01 PROPANE REFILL 79-795-56-00-5606 19.99 INVOICE TOTAL: 19.99 * CHECK TOTAL: 19.99 TOTAL AMOUNT PAID: 43,398.58 Printed with FinePrint - purchase at www.fineprint.com Reviewed By: Agenda Item Number Yc3PKvW Parks ❑ Recreation ❑ PARrQ a FECREA-HON Director ■ City Administrator El Tracking Number D 429 Legal ❑ oi�pl wa�. Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Park Rental and Use Policy Agenda Date: December 8, 2011 Synopsis: The Park Rental and Use Policy had to be revised to reflect the new Vendor in the Park Policy. Action Previously Taken: Date of Action: 7/14/11 Action Taken: Approved Item Number: Type of Vote Required: Action Requested: Park Board approval of revised policy. Submitted by: Laura Schraw Parks and Recreation Name Department Agenda Item Notes: The Park Rental and Use Policy included language on Riverfront Park Vending due to the Vendor in the Parks Policy not having been updated since 1998. It has been revised to removed that vendor language so that a separate vending policy could be updated for all parks. UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT PARK RENTAL AND USE POLICY Park Board approved City Council approved TABLE OF CONTENTS Page Reservation 2 Rental categories 2 Use priorities 2 Request for parks and park amenities reservation 3 Who must complete a park reservation? 3 Permissible uses for reservations 3 Large-groups 4 Reservation Fees 5 Park sites and amenities available 8 General policies and procedures for use 819 Attachment:Reservation Fees 11 Application for Park and Park Amenity Reservation 13-5 Application F^F°„k VP-RdA•L+eease 1g 1 UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT PARK RENTAL AND USE POLICY The Park Rental and Use Policy of the United City of Yorkville has been established to provide a systematic method by which Parks and park amenities(Shelters,Gazebos and other amenities)may be reserved by the residents of the community.A reservation is not required for park use for occasional play.Multiple activities or special use(which includes use by a resident or groups,multiple days,or week play for a designated area)a permit is required and will guarantee use for the dates and times specified on the permit.All United City of Yorkville Playground Areas shall remain open for public access and public pathways located within any United City of Yorkville Park shall remain open to the public at all times.Occasionally parks may be excluded from the reservation availability. Objective • To provide maximum utilization of parks through centralized scheduling • To provide an impartial distribution of park amenities,shelters or gazebo to the various community groups who wish to reserve. • 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 the parks using available manpower and monetary resources. RENTAL CATEGORIES Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately(at least 80%)United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries Use Priorities When scheduling use or reservation of a park,or park amenities,the following priorities shall be established: 1. United City of Yorkville Park and Recreation sponsored programs 2. Yorkville School District 3. Groups,organization or other community bodies that have approved cooperative agreements with the United City of Yorkville. 4. Privately sponsored programs within the city limits. 5. Private groups or individuals outside the city limits,requesting use of a park on a single or multiple dates. 2 6. Other - Residents groups(groups with 80%or more United City of Yorkville residents)shall be given priority over non-resident groups.The 80%residency requirement shall be calculated based on the total number of people who will be in attendance. Parks and Park amenities 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 or reserved use.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 use of the park or park amenities. Request for Parks and Park Amenities Reservation Organizations,Groups and individuals desiring to reserve Parks,Park amenities including shelters,gazebos, etc.,shall complete the standard application for reservation.Some parks and activities may be excluded from park reservations as determined by recommendations from the Park Board or staff.In addition, organizations,groups,and individuals shall be required to submit the following with the application form: • (For Groups and Organizations)A certificate of insurance—co-naming the United City of Yorkville as an additional insured,Assumption of liability,and Waiver of subrogation • A signed permit request form with the name and address of the person making the request.In addition,complete information regarding the use of the park or park amenities and acknowledgement /agreement to adhere to the park use policy. • 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. Reservation requests shall be approved beginning on the following dates: Spring Season(March—May) February 15 Summer Season(June—August) April 15 Fall Season(September—November) July 15 WHO MUST COMPLETE A PARK RESERVATION? Any organization or individual who: • Wants to reserve a certain area for a specific date and time • Require special arrangements • Are planning a special-use activity,such as pitching tents or erecting non-routine apparatuses PERMISSIBLE USES FOR RESERVATIONS Any resident,organization or group wishing to reserve a park,or park amenity for use shall have an approved reservation permit prior to publicly advertising the use of the park or location.This includes single use or multiple use requests.Each multiple use request may not exceed more than 3 days.Some activities may be determined to be not appropriate for specific parks due to location,use,or overall function of the park. 3 Requesting party must include all activities or uses of the park when making the request. Priorities will be given to the following uses,in order from most priority to least priority: A. Block parties B. Community or organization events(i.e.non fundraising events,and non profit-making) C. Private events(family reunions,weddings,private parties) D. Community or organization events(fundraising events) At the time of application,all special requests must be indicated in detail on the reservation form.These include,but are not limited to,bringing in tables and chairs,inflatable amusement equipment,selling concessions(including items to be sold and their prices),selling of miscellaneous items for fund raising or profit,extended park hours use,use of a public address system,admission charges,additional maintenance, use of snow fence,and water or electrical access. No equipment or permanent signage will be added or installed to the park without the permission of the Park Board,City Council,or designated staff. No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed in any City Parks or premises,except that upon approval of the Mayor,Festival/Entertainment events may apply for a City liquor permit to serve beer and/or wine at certain park locations. No persons under the influence of alcohol or drugs shall be allowed in any City park or premises. Groups using the United City of Yorkville parks,fields,buildings or facilities are responsible for litter control and pick up.Please dispose of all trash and recyclables in the proper containers.Damage or excessive litter may result in a loss of privileges and fees for clean up. Selling of any items in the parks must be approved through the vendor permitting process. Adhere to the GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES.Any violation of these policies can impact the current and future uses of all City Parks, fields and/or facilities.Furthermore,the resident,group or organization assumes all responsibility for the repair or replacement of damage as a result of misuse of the park,equipment or park amenities. LARGE-GROUP POLICY Groups with more than 100 members make a serious impact on the parks.As a part of confirming the reservation for use the Police will be consulted regarding potential impacts to the Parks and City public safety. Community parks/areas available for large private groups include Beecher,Bridge and Riverfront Parks. Unless otherwise approved by the Park and Recreation Department,parking must remain within designated areas. Fees will be set based on direct costs incurred and post event repairs and clean-up and number of participants by the Park and Recreation Department.Fees will be estimated in advance by the appropriate staff. Large group events may be subject to additional fees for public safety/police and/or traffic control and the rental of portable toilets. 4 PARK,GAZEBO,SHELTER RESERVATION FEES A. Establishment The Board shall annually(based on fiscal year)recommend fees for the reserved use of Park,Gazebo, Shelter based on the premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the City's Parks and amenities. Fees shall be established in the following categories: 1. Gazebo single use 2. Large and small shelter single use 3. Park single use(non athletic fields) 4. Gazebo multiple use 5. Shelter multiple uses 6. Park multiple use(non athletic fields) 7. Resident,non-resident and commercial use fees 8. Special use(including fundraising,educational and religious) 9. Festival/Entertainment use B. Resident vs 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 individuals using the park.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 Recreation Department may waive the residency requirement if it is considered in the best interest of the City. C. Commercial Users Any group reserving park or park amenity for profit making purposes shall be charged the commercial fee. D. Waiver of Fees The United City of Yorkville may waive fees to schools,private groups or organization in exchange of services or agreed upon arrangements.Waiver of fees must be approved by the Park Board. E. Payment of Fees Groups reserving a park or park amenity shall provide a$100.00 security deposit to guarantee the reservation for gatherings with an expected attendance of 100 persons or less;a$500 security deposit for gatherings with an expected attendance between 100 and 500 persons;a$1,000 security deposit for gatherings with an expected attendance over 500 persons.Groups or individuals reserving parks or park amenities on a single or multiple use bases shall be required to pay the established fee at least one week prior to the date reserved.A permit shall be issued upon payment of the fee. Payment of fees shall be made at the Yorkville Park and Recreation Department Offices. If a park or park amenity 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. F. Refund of Fees 5 A refund of a park or park amenity reservation fee may be granted for the following reasons: 1) If the United City of Yorkville Park and Recreation Department staff feels that the park is in an unusable condition. 2) If the group or individual provides written notification of cancellation to the Department at least one week prior to the date reserved. RESERVATION FEES Attached fee schedule.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 Parks.All fees are subjected to changing without notice. QIPCNITCNINIIAI RIVERPRONIT PARK I ISE BackgFouRd R d The Riverfrent Par!(Use Pelicy ef the United City ef Verl(vole has hee.n te provide Fules anel fP-;-#1-1.FP-q-RRd it,;large amount ef viSite.rS. A. REA required fer nreasienal play, ner fer 61se efthe vihitev.,ate.r co-drse and dapA bypass. All--se of the rourse and dam bypass is goverried by the -.gnage en the property and in the water,and by beating and water regulations put forth by the State 9 Illinois. Multiple activities er spee al uses,iRGlYd1Rg by a resident er gFeups eR multiple days eF weekly play fer a deSigRated area,require a FeRtal permit. This FeRtal perrRit will guaFaRtee use for thp datps and timpq speeified eR the permit. All WHited City ef Yerkville playgreyRd areas shall FemaiR epeR fep puhlor ;;nd R'G RtP aI D. rfr r.t Park A.++ 4' Five(5)aGFes ef open play spaee This inel .des spaee south of the walking path Ar.the FiWPFhRRk Three(3)a Af w eA de d area I atpr fAl 1r.t RiR Re at'.. rl m�c�-v-o�-rv' r�i� 1„,d„r,r Gonferenre reern that caR apcom.med;te 19 20 people -,.J.J.ti.,..t..all ether..,rl,use uI..r rrf r the Park Beard Cat„!'.,uneil eF desig Rated staff. Q i...,rfFARt PAF14 Ap the Prlmat—r. pt that al of the Mayer, 4mest val/ERteFtainment events Fna r a City lique r per—m.4 te serve beer and/er wine. 3) Users are FeSPORS ble fE)F litter GOR401 and PiGI(Up. Please dispose ef all trash and Fecyclables pFepeF eerrta Reps. Damage ef the par!(faeolities er PxPP,;qiv@ I ttpr FA@y result iR a less ef privileges aPA fees fer clean 6 the City,.f VAe FL.ill., G1ps- a. GFeups with More thRR 100 meMbeR;Make a seFiE)us impact E)R the paFl(s.As a paFt E) the P-arkS and City public safety. Pees will be Set hamed en direct ceStS iRG'_lrFP_d and pest eveRt Rk,prfr....t Park. ...d..r lic....gp,; VeR d..rs Permitted..,ithi..Di.,...fr....+Park. ..i+h the f..11.....i..g r ulati....&l .,-h-...t 1 GP_.rr.rl....eR di....OR+hr,i+r..r.�+.,h...-..I.d 21 I'G ssued aft..r the nlr..,.,...� plic.tiOR.date%ill h.,..ff.,cti.,.,f..r ...d fr....,Marrh 15 th of the f..11ewi..... r thr..0 gh N...,.... h..r 1 C� City appFeved dates for eVeRtS FUR by t4e City nrl/.. ethe / 5) Venders will be requ Fed te pay a$200 nen FefURdable applieatie.n fee-at ti.W.e ef applicatieR Submittal 6) VeRdE)FS Will be requ Fed to pay a Park a...d s; bruit these r r h.,�day r.f the m ..th fr,llr.,.,i..g the i:A ..th.yhepe the salon eccurred(CGF-.FA..r.l..referred+., ..fees"). a ,l.E.f-.L,r E)GGWFFiRg R f1.-+..h..r 21 t .ill have FORG-P-S-SOAR f.,.,r.did.,to the cit.,by nL,.,r....h..r 15 th_ 7) VeRdeFs must eRly sell items that have beeR appFeVed WithiR the VeRdeF appliGatign 8) VeRdOFS Will R9t be permitted to sell aRy items that compete with e)('StqRg bUSqRPI;qP';that havp 01 Venders must limit their ..presence t th..'r / ...d. ...der ...d..r license,at the c ..1..+...dir Gr..+i.R of the D r...,+.,r of Parks RR d Reer..-.+i.... 7 i PARK SITES AND AMENITIES AVAILABLE FOR RESERVATIONS Some parks are restricted from exclusive reservations due to the size,availability to the surrounding residents and restricted appropriate use.The park use availability will be reviewed and adjusted annually based on available parks or designs.Individual parks or amenities available for reservation are subjected to changing without notice based on Park Board and City Council direction. Town Square—2.55 Acres Gazebo/Shelter Available for Small picnic areas No grilling or open flames in the parks. Drinking fountain Portable tents with stakes or semi-permit shelters are not permitted Beecher Park-22.6 acres Open grass for multi-play area Multi-age level Playground&swings Drinking fountain Picnic table No grilling or open flames in the parks Ball field and soccer fields(please refer to the athletic field reservation policy) Beecher Building(please refer to the Beecher building rental policy) Concession building with restrooms Kiwanis Park-2 acres 1 small shelter Grass open area Playground&Swings %2 court basketball No grilling or open flames in the parks Portable tents with stakes or semi-permit shelters are not permitted Rice Park-1 acre 1 small shelter 16x16 Picnic table No grilling or open flames in the parks Playground&swings Funnel ball Fox Hill(East)—2 acres Basketball court(full court) Picnic table No grilling or open flames in the parks Playground&swings 8 Fox Hill(West)—6 acres Open grass area Baseball Field(please refer to the athletic field reservation policy) No grilling or open flames in the parks Hiding Spot Park—1.6 acres Picnic area/tables Bocce court No grilling or open flames in the parks Van Emmon Park—1.8 acres Baseball Field(please refer to the athletic field reservation policy) No grilling or open flames in the parks Grass open area Portable tents with stakes or semi-permit shelters are not permitted Sunflower Park-2 acres Y:court basketball 1 small shelter Playground&swings Picnic area/tables No grilling or open flames in the parks Cannonball Ridge Park-3.2 acres court basketball 1 small shelter Skateboard element Picnic area/tables No grilling or open flames in the parks Rotary Park-12 acres Baseball/Softball Field(please refer to the athletic field reservation policy) 1 small shelter Skateboard element Playground&swings Open grass for multi-play area Picnic area/tables No grilling or open flames in the parks Steven G Bridge Park—56 acres 3 Baseball/Softball Fields(please refer to the athletic field reservation policy)(lighted) Playground&swings Concession building with restrooms Picnic area/tables Open grass for multi-play area No grilling or open flames in the parks 9 Stepping Stones Park—6.9 acres Playground&swings 1 small shelter Open grass for multi-play area Riemenschneider Park—7.1 acres Playground&swings 1 small shelter Water playground feature Recreational baseball field Picnic area/tables Autumn Creek Park A-5.9 acres Playground&swings 1 small shelter Open grass for multi-play area Skateboard element Small sledding hill GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS,OPEN SPACE AND FACILITIES: 1. 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. 2. No ball hitting or pitching into fences or dugouts is allowed. 3. Each party will report any damage,accidents and or maintenance concerns to the park and recreation department immediately. 4. Coordination of work involving the park department staff or use of the equipment will generally require a two-week notice,for scheduling purposes.All requests for park staff must be approved by the Department Head. 5. Only approved maintenance vehicles are allowed on grass.Vehicles are not allowed in other areas of the parks,trails,or walkways or grass areas. 6. All requests for use of fields,or park(s)for organized play or private events must be in writings. 7. 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 schedule use identifying the group's maintenance obligation. 8. 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. 10 9. 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. 10.No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises,except that upon approval of the Mayor,Festival/Entertainment events may apply for a City liquor permit to serve beer and/or wine at certain park locations.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. 11.Groups using the United City of Yorkville parks,fields,buildings or facilities are responsible for litter control and pick up. The park should be left in equal or better condition that it was found.Please dispose of all trash and recyclables in the proper containers.Damage or excessive litter may result in a loss of privileges and fees for clean up. 12.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). 13.Groups must adhere to all city ordinances,policies and procedures when using the facilities,parks and fields.(Sign ordinance,Building rental policies,Lightning Prediction Policy,and weather warning alarm system,and any other city guidelines that pertain to the use of City Owned property). 14. No parking on sidewalks or grass areas in or surrounding the parks. 15.No grilling or open flames in the parks. 16.All United City of Yorkville Playground Areas shall remain open for public access and public pathways located within any United City of Yorkville Park shall remain open to the public at all times. 17.All animals must adhere to the leash control ordinance.Petting zoos for one day special events are permitted in specific parks as determined by the Park and Recreation staff,Park Board or City Council. Health codes,permits and licenses are required. 18. Ice skating,ice fishing,sledding,or other winter activities are limited to parks or locations where permissible and indicated by signage. 19. Portable tents with or without stakes or semi-permit shelters or structures are permitted in approved park locations only. 20.Some parks are restricted from tents uses due to the size,availability to the surrounding residents and restricted appropriate use. 11 21.Groups desiring additional tables and chairs beyond what is already available must arrange for their own tables and chairs. 22.All groups reserving a park,shelter,gazebo or amenity must have an authorized representative 21 years or older,sign a waiver and release form,which includes a hold-harmless clause and an agreement to be responsible for cleanup and possible damages.The representative also must remain on-site during the rental use. 23. No vendors are allowed on City owned land or locations except when they are sponsored by an event that has been issued a permit by the United City of Yorkville Park and Recreation Department. 24.Activities including sound amplification should not unreasonably interfere in any way with other park users or adjacent property owners.Amplification and special lighting are allowed only if a permit is issued at the time of the reservation request. 25.When portable bathrooms are needed,the user must make arrangements to obtain and remove them from the park no later than 3:00 pm the day after the event. 26. Unauthorized use of pyrotechnics and fireworks are not allowed on park property. 27.Some parks and activities may be excluded from park reservations as determined by recommendations for the Park Board or staff. 12 ATTACHMENT PARKS RENTAL AND USE POLICY 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 Parks and amenities.All fees are subjected to changing without notice. Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately(at least 80%)United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. Cate a ry A Cate o ry B Small Large Gazebo Park Small Shelter Large Gazebo Park Shelter group group shelter shelter 0-2 10.00 50.00 35.00 20.00 10.00 50.00 35.00 20.00 hours 2-4 15.00 65.00 40.00 25.00 15.00 65.00 40.00 25.00 hours 4-6 20.00 80.00 55.00 30.00 20.00 80.00 55.00 30.00 hours 6-8 25.00 100.00 75.00 40.00 25.00 100.00 75.00 40.00 hours Cateqory C Cate o ry D Small Large Gazebo Park Small Shelter Large Gazebo Park Shelter group group shelter shelter 0-2 15.00 65.00 40.00 25.00 20.00 80.00 45.00 30.00 hours 2-4 20.00 80.00 45.00 30.00 25.00 95.00 50.00 35.00 hours 4-6 30.00 100.00 65.00 40.00 35.00 125.00 65.00 45.00 hours 6-8 45.00 125.00 90.00 55.00 50.00 150.00 80.00 65.00 hours 13 Cate or V E Cate or y F Small Large group Gazebo Park Small Large group Gazebo Park Shelter shelter Shelter shelter 0-2 hours 20.00 80.00 45.00 30.00 30.00 90.00 55.00 45.00 2-4 hours 25.00 95.00 50.00 35.00 35.00 125.00 60.00 50.00 4-6 hours 35.00 125,00 55.00 45.00 45.00 150.00 80.00 65.00 6-8 hours 50.00 150,00 80.00 65.00 55.00 175.00 95.00 80.00 Key Deposit:$25.00 residents$35.00 non-residents SPECIAL USE Water or electrical access when available$20.00 additional.Must supply your own extension cords. Please reference the concession stand/vendor operation policy for special use request. FESTIVAL/ENTERTAINMENT EVENTS Festival/Entertainment events that have the potential of drawing more than 500 people shall be subject to a $1,300.00 park rental fee to offset costs resulting from the impact of a large public attendance in a park. Festival/Entertainment events that have the potential of drawing more than 500 people to large community parks such as Beecher in which a liquor permit is issued for beer and/or wine will be required to pay a flat rate or percentage of gross profits to the City which will be determined prior to City approval of the event. Festival/Entertainment events are subject to security requirements and the cost thereof as determined by City of Yorkville Police Department guidelines.Organizers must contact the Yorkville Police Department separately to make arrangements. 14 STANDARD APPLICATION FOR PARK AND PARK AMENITY RESERVATION UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT Reservation requests shall be approved beginning on the following dates: Spring Season(March—May) February 15 Summer Season(June—August) April 15 Fall Season(September—November) July 15 Please indicate type of Group requesting use by circling the appropriate category: Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately(at least 80%)United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification(Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. Group or Individual Name: Contact Person: Address: Home Phone: Work Phone: Email: LOCATION REQUESTED: DATE(s)/TIME(s)REQUESTED: PURPOSE Special Use requests(concessions,water,electrical,other). Expected attendance or visitors to your event. (Please note:Public Safety may require additional Police present pending the type of event and attendance.This may result in an additional fee assessed to the group for this service). Will you be selling any products,food,or miscellaneous items? Yes(please explain): No Security deposits will be forfeited if the park,shelter or gazebo is not restored to the original state,all litter removed,OR if damage occurs as a result of misuse or abuse to the United City of Yorkville Park and Recreation equipment or property.Please dispose of all trash and recyclablesin the proper containers. Inspections will be completed following your event by a United City of Yorkville Park and Recreation Department Staff.Individuals may be assessed additional charges for extending times past the scheduled reservation.I have read and agree to follow and abide to the rules and regulations set forth by the United City of Yorkville. Signed Date: In order complete the request,the following documents must be forwarded to the Recreation Department: (Groups or Organizations)-A certificate of insurance co-naming the United City of Yorkville as an additional insured,Assumption of liability,and Waiver of subrogation. OFFICIAL USE Addition information requested Reservation Amount Deposit amount($100) Date of Request Date Received Staff initials Approved/Denied Refund Requested Location Assigned Concession Stand,Merchant License Applications Needed:Yes/No Health Department Permit Needed:Yes/No 15 cTnAlnnRn nom Irn TlnAl FOR RIVERFROAIT PARK VENDOR I ICCAISE UNITED CITY OF YORKVI1 I C PARK AAIn RECREATION DE ARTAA[AIT ' Formatted:Centered,Line spacing: single, Applieant Don't adjust space between Latin and Asian name: text,Don't adjust space between Asian text and Appkant AddFeSS: Ert,. numbers Appliean'Phone Number: €m;1. R-.gmnpgg Name, R us i np55-AddFe55: List of all Items sold by applicant: Items that Are gubgtaRtially similaF W items se'd by lessees in the buildiRg at 131 E Hydraulic StFeet,301 E HydrauliG StFeet,9F etheF Ch PFkl:rt Rf items tR be r..hmotted by the a ..I: ant. Formatted:Centered,Line spacing: single, 21 $200 apial Gation fee No bullets or numbering,Don't adjust space 3) ,. PFOOFOFGit. 4YGFI.ille FA91.'I..FARd .. .JAF AF it.eFA t PFrh;3Rt lireA between Latin and Asian text,Don't adjust 4) PF99f of liability inSUFanee in the PrAmunt nf;;t'past$100,000 fer general liability pyFpeses,and%m0hich nameq the I-Initpel�1 space between Asian text and numbers City Of YOFI(Yilie as RdditiRRRI;Rg'-'FPFI-mdeF said p8liEy,and indemnifies and helds the United City ef YOFI(Yille haFFRIess agaiRSt ' Formatted:Centered,Line spacing: single, Don't adjust space between Latin and Asian RpRtal,_a I L.,,o,.r, ipg and the R „rcr,.Rt PRFk I gP P„rr., text,Don't adjust space between Asian text and numbers Nanne{pr nt). c gnature: Date: -- Formatted:Centered,Space After: 0 pt,Line USE OFFICE f . spacing: single,Don't adjust space between Date submitted: Latin and Asian text,Don't adjust space Applieationeemplete,with addit'enal materials? between Asian text and numbers Application a ,eri,.r dpRipd" Bate,.r aP ff,..,/deem. Formatted:Space After: 0 pt,Line spacing: L st f items to sold I,,..pplipant. single,Don't adjust space between Latin and Asian text,Don't adjust space between Asian text and numbers List eF"eF'q GIPPd' Formatted:Centered,Space After: 0 pt,Line spacing: single,Don't adjust space between Latin and Asian text,Don't adjust space between Asian text and numbers 16 UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT PARK RENTAL AND USE POLICY Park Board approved City Council approved TABLE OF CONTENTS Page Reservation 2 Rental categories 2 Use priorities 2 Request for parks and park amenities reservation 3 Who must complete a park reservation? 3 Permissible uses for reservations 3 Large-groups 4 Reservation Fees 5 Park sites and amenities available 8 General policies and procedures for use 8 Attachment: Reservation Fees 11 Application for Park and Park Amenity Reservation 13 1 UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT PARK RENTAL AND USE POLICY The Park Rental and Use Policy of the United City of Yorkville has been established to provide a systematic method by which Parks and park amenities (Shelters, Gazebos and other amenities) may be reserved by the residents of the community. A reservation is not required for park use for occasional play. Multiple activities or special use (which includes use by a resident or groups, multiple days, or week play for a designated area) a permit is required and will guarantee use for the dates and times specified on the permit. All United City of Yorkville Playground Areas shall remain open for public access and public pathways located within any United City of Yorkville Park shall remain open to the public at all times. Occasionally parks may be excluded from the reservation availability. Objective • To provide maximum utilization of parks through centralized scheduling • To provide an impartial distribution of park amenities, shelters or gazebo to the various community groups who wish to reserve. • 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 the parks using available manpower and monetary resources. RENTAL CATEGORIES Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately (at least 80%) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries Use Priorities When scheduling use or reservation of a park, or park amenities, the following priorities shall be established: 1. United City of Yorkville Park and Recreation sponsored programs 2. Yorkville School District 3. Groups, organization or other community bodies that have approved cooperative agreements with the United City of Yorkville. 4. Privately sponsored programs within the city limits. 5. Private groups or individuals outside the city limits, requesting use of a park on a single or multiple dates. 2 6. Other Residents groups (groups with 80% or more United City of Yorkville residents) shall be given priority over non-resident groups. The 80% residency requirement shall be calculated based on the total number of people who will be in attendance. Parks and Park amenities 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 or reserved use. 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 use of the park or park amenities. Request for Parks and Park Amenities Reservation Organizations, Groups and individuals desiring to reserve Parks, Park amenities including shelters, gazebos, etc., shall complete the standard application for reservation. Some parks and activities may be excluded from park reservations as determined by recommendations from the Park Board or staff. In addition, organizations, groups, and individuals shall be required to submit the following with the application form: • (For Groups and Organizations) A certificate of insurance—co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation • A signed permit request form with the name and address of the person making the request. In addition, complete information regarding the use of the park or park amenities and acknowledgement / agreement to adhere to the park use policy. • 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. Reservation requests shall be approved beginning on the following dates: Spring Season (March— May) February 15 Summer Season (June—August) April 15 Fall Season (September— November) July 15 WHO MUST COMPLETE A PARK RESERVATION? Any organization or individual who: • Wants to reserve a certain area for a specific date and time • Require special arrangements • Are planning a special-use activity, such as pitching tents or erecting non-routine apparatuses PERMISSIBLE USES FOR RESERVATIONS Any resident, organization or group wishing to reserve a park, or park amenity for use shall have an approved reservation permit prior to publicly advertising the use of the park or location. This includes single use or multiple use requests. Each multiple use request may not exceed more than 3 days. Some activities may be determined to be not appropriate for specific parks due to location, use, or overall function of the park. 3 Requesting party must include all activities or uses of the park when making the request. Priorities will be given to the following uses, in order from most priority to least priority: A. Block parties B. Community or organization events (i.e. non fundraising events, and non profit-making) C. Private events (family reunions, weddings, private parties) D. Community or organization events (fundraising events) At the time of application, all special requests must be indicated in detail on the reservation form. These include, but are not limited to, bringing in tables and chairs, inflatable amusement equipment, selling concessions (including items to be sold and their prices), selling of miscellaneous items for fund raising or profit, extended park hours use, use of a public address system, admission charges, additional maintenance, use of snow fence, and water or electrical access. No equipment or permanent signage will be added or installed to the park without the permission of the Park Board, City Council, or designated staff. No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed in any City Parks or premises, except that upon approval of the Mayor, Festival/Entertainment events may apply for a City liquor permit to serve beer and/or wine at certain park locations. No persons under the influence of alcohol or drugs shall be allowed in any City park or premises. Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Please dispose of all trash and recyclables in the proper containers. Damage or excessive litter may result in a loss of privileges and fees for clean up. Selling of any items in the parks must be approved through the vendor permitting process. Adhere to the GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES. Any violation of these policies can impact the current and future uses of all City Parks, fields and /or facilities. Furthermore, the resident, group or organization assumes all responsibility for the repair or replacement of damage as a result of misuse of the park, equipment or park amenities. LARGE-GROUP POLICY Groups with more than 100 members make a serious impact on the parks. As a part of confirming the reservation for use the Police will be consulted regarding potential impacts to the Parks and City public safety. Community parks/areas available for large private groups include Beecher, Bridge and Riverfront Parks. Unless otherwise approved by the Park and Recreation Department, parking must remain within designated areas. Fees will be set based on direct costs incurred and post event repairs and clean-up and number of participants by the Park and Recreation Department. Fees will be estimated in advance by the appropriate staff. Large group events may be subject to additional fees for public safety/police and/or traffic control and the rental of portable toilets. 4 PARK, GAZEBO, SHELTER RESERVATION FEES A. Establishment The Board shall annually (based on fiscal year) recommend fees for the reserved use of Park, Gazebo, Shelter based on the premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the City's Parks and amenities. Fees shall be established in the following categories: 1. Gazebo single use 2. Large and small shelter single use 3. Park single use (non athletic fields) 4. Gazebo multiple use 5. Shelter multiple uses 6. Park multiple use (non athletic fields) 7. Resident, non-resident and commercial use fees 8. Special use (including fundraising, educational and religious) 9. Festival/Entertainment use B. Resident vs 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 individuals using the park. 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 Recreation Department may waive the residency requirement if it is considered in the best interest of the City. C. Commercial Users Any group reserving park or park amenity for profit making purposes shall be charged the commercial fee. D. Waiver of Fees The United City of Yorkville may waive fees to schools, private groups or organization in exchange of services or agreed upon arrangements. Waiver of fees must be approved by the Park Board. E. Payment of Fees Groups reserving a park or park amenity shall provide a $100.00 security deposit to guarantee the reservation for gatherings with an expected attendance of 100 persons or less; a $500 security deposit for gatherings with an expected attendance between 100 and 500 persons; a $1,000 security deposit for gatherings with an expected attendance over 500 persons. Groups or individuals reserving parks or park amenities on a single or multiple use bases shall be required to pay the established fee at least one week prior to the date reserved. A permit shall be issued upon payment of the fee. Payment of fees shall be made at the Yorkville Park and Recreation Department Offices. If a park or park amenity 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. F. Refund of Fees 5 A refund of a park or park amenity reservation fee may be granted for the following reasons: 1) If the United City of Yorkville Park and Recreation Department staff feels that the park is in an unusable condition. 2) If the group or individual provides written notification of cancellation to the Department at least one week prior to the date reserved. RESERVATION FEES Attached fee schedule. 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 Parks. All fees are subjected to changing without notice. PARK SITES AND AMENITIES AVAILABLE FOR RESERVATIONS Some parks are restricted from exclusive reservations due to the size, availability to the surrounding residents and restricted appropriate use. The park use availability will be reviewed and adjusted annually based on available parks or designs. Individual parks or amenities available for reservation are subjected to changing without notice based on Park Board and City Council direction. Town Square—2.55 Acres Gazebo/Shelter Available for Small picnic areas No grilling or open flames in the parks. Drinking fountain Portable tents with stakes or semi-permit shelters are not permitted Beecher Park—22.6 acres Open grass for multi-play area Multi-age level Playground & swings Drinking fountain Picnic table No grilling or open flames in the parks Ball field and soccer fields (please refer to the athletic field reservation policy) Beecher Building (please refer to the Beecher building rental policy) Concession building with restrooms Kiwanis Park—2 acres 1 small shelter Grass open area Playground &Swings court basketball No grilling or open flames in the parks Portable tents with stakes or semi-permit shelters are not permitted Rice Park- 1 acre 1 small shelter 16x16 Picnic table 6 No grilling or open flames in the parks Playground & swings Funnel ball Fox Hill (East)—2 acres Basketball court (full court) Picnic table No grilling or open flames in the parks Playground & swings Fox Hill (West)—6 acres Open grass area Baseball Field (please refer to the athletic field reservation policy) No grilling or open flames in the parks Hiding Spot Park— 1.6 acres Picnic area /tables Bocce court No grilling or open flames in the parks Van Emmon Park— 1.8 acres Baseball Field (please refer to the athletic field reservation policy) No grilling or open flames in the parks Grass open area Portable tents with stakes or semi-permit shelters are not permitted Sunflower Park—2 acres court basketball 1 small shelter Playground & swings Picnic area /tables No grilling or open flames in the parks Cannonball Ridge Park—3.2 acres court basketball 1 small shelter Skateboard element Picnic area /tables No grilling or open flames in the parks Rotary Park- 12 acres Baseball/Softball Field (please refer to the athletic field reservation policy) 1 small shelter Skateboard element Playground & swings Open grass for multi-play area 7 Picnic area /tables No grilling or open flames in the parks Steven G Bridge Park—56 acres 3 Baseball/Softball Fields (please refer to the athletic field reservation policy) (lighted) Playground & swings Concession building with restrooms Picnic area /tables Open grass for multi-play area No grilling or open flames in the parks Stepping Stones Park—6.9 acres Playground & swings 1 small shelter Open grass for multi-play area Riemenschneider Park—7.1 acres Playground & swings 1 small shelter Water playground feature Recreational baseball field Picnic area /tables Autumn Creek Park A—5.9 acres Playground & swings 1 small shelter Open grass for multi-play area Skateboard element Small sledding hill GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS, OPEN SPACE AND FACILITIES: 1. 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. 2. No ball hitting or pitching into fences or dugouts is allowed. 3. Each party will report any damage, accidents and or maintenance concerns to the park and recreation department immediately. 4. Coordination of work involving the park department staff or use of the equipment will generally require a two-week notice, for scheduling purposes. All requests for park staff must be approved by the Department Head. 8 5. Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed in other areas of the parks, trails, or walkways or grass areas. 6. All requests for use of fields, or park(s) for organized play or private events must be in writings. 7. 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 schedule use identifying the group's maintenance obligation. 8. 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. 9. 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. 10. No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises, except that upon approval of the Mayor, Festival/Entertainment events may apply for a City liquor permit to serve beer and/or wine at certain park locations. 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. 11. Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. The park should be left in equal or better condition that it was found. Please dispose of all trash and recyclables in the proper containers. Damage or excessive litter may result in a loss of privileges and fees for clean up. 12. 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). 13. Groups must adhere to all city ordinances, policies and procedures when using the facilities, parks and fields. (Sign ordinance, Building rental policies, Lightning Prediction Policy, and weather warning alarm system, and any other city guidelines that pertain to the use of City Owned property). 14. No parking on sidewalks or grass areas in or surrounding the parks. 15. No grilling or open flames in the parks. 16. All United City of Yorkville Playground Areas shall remain open for public access and public pathways located within any United City of Yorkville Park shall remain open to the public at all times. 9 17. All animals must adhere to the leash control ordinance. Petting zoos for one day special events are permitted in specific parks as determined by the Park and Recreation staff, Park Board or City Council. Health codes, permits and licenses are required. 18. Ice skating, ice fishing, sledding, or other winter activities are limited to parks or locations where permissible and indicated by signage. 19. Portable tents with or without stakes or semi-permit shelters or structures are permitted in approved park locations only. 20. Some parks are restricted from tents uses due to the size, availability to the surrounding residents and restricted appropriate use. 21. Groups desiring additional tables and chairs beyond what is already available must arrange for their own tables and chairs. 22. All groups reserving a park, shelter, gazebo or amenity must have an authorized representative 21 years or older, sign a waiver and release form, which includes a hold-harmless clause and an agreement to be responsible for cleanup and possible damages. The representative also must remain on-site during the rental use. 23. No vendors are allowed on City owned land or locations except when they are sponsored by an event that has been issued a permit by the United City of Yorkville Park and Recreation Department. 24. Activities including sound amplification should not unreasonably interfere in any way with other park users or adjacent property owners. Amplification and special lighting are allowed only if a permit is issued at the time of the reservation request. 25. When portable bathrooms are needed, the user must make arrangements to obtain and remove them from the park no later than 3:00 pm the day after the event. 26. Unauthorized use of pyrotechnics and fireworks are not allowed on park property. 27. Some parks and activities may be excluded from park reservations as determined by recommendations for the Park Board or staff. 10 ATTACHMENT PARKS RENTAL AND USE POLICY 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 Parks and amenities. All fees are subjected to changing without notice. Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately (at least 80%) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. Category A Cate ry B Small Large Gazebo Park Small Shelter Large Gazebo Park Shelter group group shelter shelter 0-2 10.00 50.00 35.00 20.00 10.00 50.00 35.00 20.00 hours 2-4 15.00 65.00 40.00 25.00 15.00 65.00 40.00 25.00 hours 4-6 20.00 80.00 55.00 30.00 20.00 80.00 55.00 30.00 hours 6-8 25.00 100.00 75.00 40.00 25.00 100.00 75.00 40.00 hours Category C Cate v ry D Small Large Gazebo Park Small!Shelter Large Gazebo Park Shelter group group shelter shelter 0-2 15.00 65.00 40.00 25.00 20.00 80.00 45.00 30.00 hours 2-4 20.00 80.00 45.00 30.00 25.00 95.00 50.00 35.00 hours 4-6 30.00 100.00 65.00 40.00 35.00 125.00 65.00 45.00 hours 6-8 45.00 125.00 90.00 55.00 50.00 150.00 80.00 65.00 hours 11 Cate or y E Cate o F Small Large group Gazebo Park Small Large group Gazebo Park Shelter shelter Shelter shelter 0-2 hours 20.00 80.00 45.00 30.D0 30.00 90.00 55.00 45.00 2-4 hours 25.00 95.00 50.00 35.D0 35.00 125.00 60.00 5D.00 4-6 hours 35.00 12500 65.00 45.D0 45.00 150.00 80.00 65.00 6-8 hours 50.00 15000 80.00 65.00 65.00 175.00 95.00 8D.00 Key Deposit: $25.00 residents $35.00 non-residents SPECIAL USE Water or electrical access when available $20.00 additional. Must supply your own extension cords. Please reference the concession stand /vendor operation policy for special use request. FESTIVAL/ ENTERTAINMENT EVENTS Festival / Entertainment events that have the potential of drawing more than 500 people shall be subject to a $1,300.00 park rental fee to offset costs resulting from the impact of a large public attendance in a park. Festival / Entertainment events that have the potential of drawing more than 500 people to large community parks such as Beecher in which a liquor permit is issued for beer and/or wine will be required to pay a flat rate or percentage of gross profits to the City which will be determined prior to City approval of the event. Festival / Entertainment events are subject to security requirements and the cost thereof as determined by City of Yorkville Police Department guidelines. Organizers must contact the Yorkville Police Department separately to make arrangements. 12 STANDARD APPLICATION FOR PARK AND PARK AMENITY RESERVATION UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT Reservation requests shall be approved beginning on the following dates: Spring Season (March—May) February 15 Summer Season (June—August) April 15 Fall Season (September—November) July 15 Please indicate type of Group requesting use by circling the appropriate category: Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately(at least 80%) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. Group or Individual Name: Contact Person: Address: Home Phone: Work Phone: Email: LOCATION REQUESTED: DATE(s)/TIME(s) REQUESTED: PURPOSE Special Use requests(concessions,water,electrical, other). Expected attendance or visitors to your event. (Please note: Public Safety may require additional Police present pending the type of event and attendance.This may result in an additional fee assessed to the group for this service). Will you be selling any products,food,or miscellaneous items? Yes(please explain): No Security deposits will be forfeited if the park,shelter or gazebo is not restored to the original state, all litter removed, OR if damage occurs as a result of misuse or abuse to the United City of Yorkville Park and Recreation equipment or property. Please dispose of all trash and recyclables in the proper containers. Inspections will be completed following your event by a United City of Yorkville Park and Recreation Department Staff. Individuals may be assessed additional charges for extending times past the scheduled reservation. I have read and agree to follow and abide to the rules and regulations set forth by the United City of Yorkville. Signed Date: In order complete the request,the following documents must be forwarded to the Recreation Department: (Groups or Organizations)-A certificate of insurance co-naming the United City of Yorkville as an additional insured,Assumption of liability,and Waiver of subrogation. OFFICIAL USE Addition information requested Reservation Amount Deposit amount($100) Date of Request Date Received Staff initials Approved/Denied Refund Requested Location Assigned Concession Stand, Merchant License Applications Needed:Yes/No Health Department Permit Needed:Yes/No 13 Reviewed By: Agenda Item Number It lk YMKVLLLE Parks ❑ Recreation ❑ PRRK�g s RECRMTJC" Director ■ TD City Administrator ❑ Tracking Number L Legal ❑ Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Vendor in the Park Policy Agenda Date: December 8, 2011 Synopsis: The Vendor in the Park Policy has been revised. Action Previously Taken: Date of Action: 6/23/11 Action Taken: Directed staff to revise policy Item Number: Type of Vote Required: Action Requested: Park Board approval or approval with changes. Submitted by: Laura Schraw Parks and Recreation Name Department Agenda Item Notes: Attached is the memo from Bart from June regarding the Policy, the old policy, and the new policy. Memorandum To: Park Board From: Bart Olson, Interim Director of Parks and Recreation PRRK6&R6cRgA7TON CC: Date: June 3, 2011 Subject: Park vendor policy roun� wm��nd� r Attached is a park vendor policy approved by the Park Board and City Council in 1998. Under this policy, Park Board must approve every vendor application that comes in. This is on top of the City's mobile food vendor's license, which does not require any City Council approval (the applicant must only meet the standards of the policy and pass a background check). Requiring each application to be approved by a legislative body can add as much as three weeks to the application approval process, and can open us up to litigation based on subjective decision making. As with most other City applications, I suggest we remove automatic Park Board review to the application and instead move towards standards that staff can review and compare the application against. If the application is denied, the applicant may then appeal to the Park Board for a change in the standards or a review of their application. Further, we may want to look at changing the policy as it relates to a limit of the number of vendors in a park. In the 13 years this policy has been in place, we have three total vendors that the staff can recall, and only one reoccurring vendor. By allowing vendors to move between parks, we are giving them flexibility. Our mobile food vendor application is set up in this manner (flat fee for distribution for anywhere within the rights-of-way in the City). It is suggested by staff that we continue to restrict vendors in Bridge Park and Beecher Park, as those parks are already served by our concession stands. Also, Riverfront Park will have its own vendor policy, as we will be collecting concession revenues from each vendor. Additionally, we have one applicant that has applied (White Water Custard) to vend in our parks. The applicant is currently under our review for a mobile food vendor license—if approved under that license, I would like the direction from Park Board to approve the park vendor license at a staff level prior to the formal change in the park vendor policy being approved by Park Board and the City Council. R 01 7-20-98 Eno] CITY OF YORKVH IE PARKS AND RFAM ATION DEPARTMENT MASMILPARK PLAN VENDORS IN TM PARK POLICY A Scam. To desaP ftl and peacedm[[4 for 4911firftfaW veer crharia and kczbm par m&vj"pevr#.aad la xognism I&qmw and of ibs Ps&&smdR=abmdAmThm ftvuAmftmmdaonftmdp2*vm&n&Vvmadby the Ya&Tft My Coundt as ap"adby the tfiaoft r a*Rmmbm and PWt Board. VOW the WOOmm at S&pOky and-VmftIlm—Awe mcf. 1. 'Vmdittg-as o91 0- 1 11 ness gtnodjx 3n a cky Pa& !�►eofRgsdbaeosalyfoodvetisa]tdwY in I tom bpdfp) 2 Pads-a PI&(ahz-S.0-&0arl 3. tom-Smfta medto 4, R DhaerBer-petaaa fw eaamlmg vafidepes aed G SENFLUdENM L Aftwbrumet A-Vmd'm&Lkea Agm= at D. 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L Dih %WVM aeomms aM ibaa aatidraedmdt>ts m ae pMMMldM9 *e pideliaea af to'I'Vsmft Tae=Agsmrmeee. 2. Apo,�fbe: �wi�p�o-afpss�af�eudm*uQ 3_ Dinetar vM aooq* a dmW obw m$o wby cky a%may aadPia*Bmd 4. 3f ao d,$aa wlri be oa�earedbgDlee4o�Amwe Ril bey bowe1,nolva mdby depety ddfflk 5. Dieader AR p vAb pro Wk ally aver,am$dW IMMOMMumqy with aaphs daft MAMUMMUM by bl• Mayor ctciwd PaticHatn� Dde ya6�.yo[�wma�eoi6mi 7.zo9a ?d'x Hmd/�s.?.13.9� UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT VENDORS IN THE PARK POLICY Park Board approved City Council approved TABLE OF CONTENTS Page Definitions 2 Request for Park Vending Permit 2 Reservation Fees 3 General Park Vendor Policy Use of Park 3 Bicentennial Riverfront Park Use 3 Available Parks 4 Vendor Rules 4 Additional Information 5 Application 6 1 UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT VENDORS IN THE PARK POLICY The Vendors in the Park Policy has been established to describe the policies and procedures for identifying food, non-alcoholic beverage and other product vendor criteria and location per individual park, parkway or parking lot, and to maintain the quality and aesthetic appearance of the park, through safe and monitored park vending, governed by the Yorkville City Council as approved by the Park Board, within the guidelines of this policy and depending on the product either a "Certificate of Registration as a Mobile Food Vendor' or a "Certificate of Registration as an Itinerant Merchant." DEFINITIONS 1. Vending—an individual/operation/business selling food, non-alcoholic beverages or products in a City community park 2. Park—a community park over 5 acres 3. Governmental or non-profit business- groups, organizations, or businesses that are not-for-profit 4. Business—an organization, group, individual or business 5. Vendor—Governmental or non-profit business or business approved to vend in City Parks RENTAL CATEGORIES Category A Government or non-profit business Category B Business REQUEST FOR PARK VENDING PERMIT 1. Businesses desiring to vend in the park shall complete the standard application for vendor reservation. Some parks and activities may be excluded from park reservations as determined by recommendations from the Park Board or Staff. 2. Reservation requests shall be approved beginning January 1st of each calendar year for vendors that have vended in City parks the previous year. Reservation requests shall be approved beginning January 15th for vendor that have not previously vended in City Parks. 3. Any business that wishes to vend in a park shall have an approved reservation permit prior to publicly advertising the use of the park. This includes one park or multiple park requests. 4. The permit license will be valid from January 1 to December 31. 5. At the time of application the type of food/beverage/product being sold must be indicated in detail on the reservation form. 6. The business will be required to submit the following with the application form: a. The business must apply for a Health Department Permit and provide a copy to the City. b. A certificate of insurance—co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation. c. A signed permit request form with the name and address of the person making the request. In addition, complete information regarding the use of the park or park amenities and acknowledgement/agreement to adhere to the park use policy. The Park Board or Staff may 2 request additional information from the business if it is considered to be in the best interest of the City or necessary to make a decision regarding the use. RESERVATION FEES 1. The United City of Yorkville may waive fees to schools, private groups or organizations in exchange of services or agreed upon arrangements. Waiver of fees must be approved by the Park Board. 2. Payment of Fees a. Reservation fees must be paid at the Yorkville Park and Recreation Department Offices and are due prior to receiving a vendor permit. b. Certificate of Registration as a Mobile Food Vendor or a Certificate of Registration as an Itinerant Merchant must be paid at City Hall. 3. No refund of fees will be granted without approval of the Park Board. 4. All fees are subject to change without notice. 5. No water or electrical access will be provided. 6. Payment of this fee does not provide the vendor with permission to vend at all City special events. An additional fee and permit may be required for an event. 7. If a park or park amenity 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 business shall be charged the amount necessary to cover the cost of the required maintenance and /or repair. 8. Fees are as follows: Category Year permit— 1 park Year permit—all parks 1 day permit— 1 park A $500 $800 $25 B $700 $1,000 $35 9. Businesses vending at Bicentennial Riverfront Park shall pay 5% of the annual sum of the total adjusted gross receipts. Said payment shall be made prior to February 1 of the year following the vending permit expiration. GENERAL VENDOR POLICY USE OF PARK 1. All United City of Yorkville Playground Areas shall remain open for public access and public pathways located within any United City of Yorkville Park shall remain open to the public at all times. 2. Portable tents will not be allowed. 3. No equipment or permanent signage will be added or installed to the park. One sandwich board sign or banner attached to their cart per vendor is allowed. 4. No parking vehicles on sidewalks or grass areas in or surrounding the parks. 5. No grilling or open flames in the parks. 6. Businesses will be restricted from vending in the Park on certain, City-approved dates for events run by the City and/or other agencies. BICENTENNIAL RIVERFRONT PARK USE 1. All use of the whitewater course and dam bypass is governed by the signage on the property and in the water, and by boating and water regulations put forth by the State of Illinois. 3 2. Businesses will be restricted from selling in the Park on certain, City-approved dates for events run by the City and/or other agencies. 3. Vendors are not allowed to vend on the Concrete pathway adjacent to the Marge Cline Whitewater Chute. 4. Businesses vending at Bicentennial Riverfront Park shall pay 5% of the annual sum of the total adjusted gross receipts. See Reservation Fees#9. AVAILABLE PARKS 1. The permit allows the vendor to sell in any of the following parks: a. Autumn Creek Park A—5.9 acres b. Beecher Park— (playground area only) c. Fox Hill (West)—6 acres d. Rotary Park- 12 acres e. Riemenschneider Park—7.1 acres f. Steven G. Bridge Park—59 acres 2. Vendor cannot sell in parks where a Yorkville Parks and Recreation Department Concession Stand exists during hours of operation.* Bridge: April—July, Mon. —Thurs.: 5pm— 10pm. Fri., Sat. & Sun. Sam — 10pm August- Nov. Mon. —Thurs.: 5pm — 10pm Beecher: April —July, Mon.— Fri. 4pm - 9pm, Sat. Sam —6pm *Hours subject to change. VENDOR RULES 1. One cart per business in one park at a time (cannot vend in 2 parks at the same time.) 2. Vendor must dispose of all trash and recyclables in the proper containers. Damage or excessive litter may result in a loss of park use and fees for clean up. 3. The Vendor is not allowed to sell in any shelter, gazebo, etc. in the Park. 4. The Vendor must have an authorized representative 21 years or older, sign a waiver and release form, which includes a hold-harmless clause and an agreement to be responsible for cleanup and possible damages. The representative also must remain on-site during the rental use. 5. The Vendor must adhere to all city ordinances, policies and procedures when using the facilities, parks and fields (weather warning alarm system, and any other city guidelines that pertain to the use of City owned property.) 6. Vendors who sell items that have not been approved, who solicit customers outside of their approved vendor area, or who violate other City policies will be subject to warnings, temporary suspension, and/or complete revocation of their Park vendor license, at the complete discretion of the Director of Parks and Recreation. 7. The Vendor must adhere to the GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES. Any violation of these policies can impact the current and future uses of all City Parks, fields and /or facilities. 8. The Vendor assumes all responsibility for the repair or replacement of damage as a result of misuse of the park, equipment or park amenities. 4 ADDITIONAL INFORMATION 1. The City will limit the number of same-product vendors in the park as determined by Staff or the Park Board. 2. Existing vendors will have first choice on park they vended in the previous year. 3. Some parks and activities may be excluded from park reservations as determined by recommendations for the Park Board or staff. 5 STANDARD APPLICATION FOR VENDOR IN THE PARK UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT Reservation requests shall be approved beginning January 1"of each calendar year for vendors that have previously vended in City Parks. Reservation requests shall be approved beginning January 15th for vendors that have not previously vended in City Parks. Please indicate type of Group requesting use by checking the appropriate category: Category A Government or non-profit business Category B Business Applicant Name: Business Name: Contact Person: Address: Home Phone: Work Phone: Email: Permit is for(circle one): One park All parks If"One Park" is circled, please write park requested: List of all items to be sold by applicant: If the Park Board does not approve the mobile vending application for this park,would you like to be contacted about a different park?(Circle one) Yes No I have read and agree to follow and abide to the rules and regulations set forth by the United City of Yorkville, including the Park Rental and Use Policy and the Vendor in the Park Policy. Signed Date: In order complete the request,the following documents must be forwarded to the Recreation Department: 1) Application fee as listed in the agreement 2) Proof of City of Yorkville Certificate of Registration for Mobile Food Vending or Itinerant Merchant 3) Proof of Health Department Permit 4) Proof of Liability Insurance in the amount of at least$100,000 for general liability purposes,and which names the United City of Yorkville as additional insured under said policy,and indemnifies and holds the United City of Yorkville harmless against claims arising from vendor actions,and waiver of subrogation OFFICE USE ONLY Date submitted Reservation Amount Application approved or denied Date of approval/denial List of items approved to be sold by applicant List of items denied Addition information requested Location Assigned Term of vendor license Refund Requested 6 Reviewed By: Agenda Item Number Yc3PKvW Parks ❑ Recreation ❑ PARrQ a FECREA-HON Director ■ City Administrator El Tracking Number D 429 Legal ❑ oi�pl wa�. Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Staff reports Agenda Date: December 8, 2011 Synopsis: Written report from the Director. Written report from the Superintendent of Recreation and a written report from the Superintendent of Parks. 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: YDWVW Memorandum JWJTo: Yorkville Park Board PARRS FECREA-HON From: Laura Schraw, Interim Director of Parks &Recreation CC: D Date: November 10, 2011 Subject: Director's Report • The final billing request for Prairie Meadows was submitted on November 30th! The City has the deed for Grande Reserve Parks A & B, as well as title insurance for these two parks. The state says there is an approximate 12 week turnaround on our grant funds. Park B was required for Prairie Meadows, Park A was required for Raintree B. • Grant progress reports for Prairie Meadows and Raintree B were submitted to IDNR. • Worked on new Vendor in the Park agreement with Tim and Scott. • Reviewed Kendallwood Estates landscape plan. • Reviewed Grande Reserve's land cash obligation. • Prepared memo for EDC on land cash study. • Met with Rush Copley on final project completion items. • Revised baseball agreements—currently under review by organizations. • Reviewed Aurora Area Visitor's Guide. • Letter to FVSRA. • Contacted author of"Off the Beaten Path" about including Marge Cline Whitewater Course in the next publication as suggested by Member Vickie Covney. The author said that if they contact her about a 2013 book, she will contact me about getting more information on the park. • Met with Alderman Funkhouser to refine the budget for the BYOBBQ event. Memorandum ''DWVW To: Park Board From: Scott Sleezer Superintendent of Parks rARKs aecR�nTioN CC: Laura Schraw, Interim Director of Parks and Recreation Date: November 30, 2011 Subject: October 2011 Parks Report Athletic Field Division Softball Preparing fields for play by adding clay to fill holes, fine dragging the infields and lining the fields for games. Soccer Preparing the fields for play by painting the fields and fixing and repairing goal nets weekly. Trash Control Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners in all trash cans. Beautification Division Fall Cleanup • Staff started removing the dead and dying plant material in and around our plant beds at all of our City buildings and parks. Playground Division Safety Inspection Staff inspected all playgrounds weekly visually checking equipment using a systematic approach looking for missing or loose hardware. Accessing the equipment pulling and pushing on each apparatus to check if it is secure and filled out inspection form for each site. Surfacing Maintenance Weekly raked surfacing back under slide exits, swings, climbers, and transfer platforms to meet ADA, CPSC, and ASTM guidelines in every playground. Raked area so it is uniform and smooth in appearance and level with transition areas. Turf Division Mowing Staff mowed as needed all City owned turf areas, over sixty sites, string trimming around posts, signs and other such obstacles and blow clippings from all paved surfaces. Staff also vacuumed leaves from various parks sites. Trash Control Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners in all trash cans. Special Events Halloween Egg Hunt Extravaganza • Staff prepared Beecher Park for this expanded Halloween event. The event included hayrides, fireside story telling,pumpkin decoration, music an egg hunt. Projects • Staff replaced dead trees in all of our park sites. Raintree B • Staff excavated the area for the infield for the new ball field and installed the clay base surfacing. • Staff power raked and leveled off the area for the new baseball out field. Staff then installed over five thousand square yards of sod so the field will be able to be played on in the spring. • Staff planted trees along the western boundary and another group near the playground to create "Sherwood Forest". • Staff power raked, seeded and straw blanketed an additional two thousand yards. Rec Center • Staff replaced a child gate in the kid's club room with a half door. Staff Development • Two Park Department staff recertified their CPSI(Certified Playground Safety Inspector) certification. This is done every three years by attending a three day school and successfully passing an exam. The exam covers playground infrastructure, child development,playground layout and design, safety surfacing, playground safety practices/management and the history of playgrounds. This allows staff to keep up on new ASTM, ADA and CPSC guidelines for playground safety. United City of Yorkville Parks and Recreation Holiday Under the Stars Weekend Report 2011 The Holiday Under the Stars Weekend is a holiday tradition in the United City of Yorkville that was held this year on Fri. Nov. 18—Sun. Nov. 20, 2011. Now in its 5th year(loth for the Chili Chase 5k Run) the weekend has provided the community with an annual holiday event for everyone of all ages, businesses and organizations to be apart of a community holiday event. Holiday Under the Stars Weekend is fun for the entire family, bringing families and the community together in a way to kick off the holiday season. In addition to the many family events, it also provides local businesses, organizations and residents an opportunity to showcase their business and products to those attending throughout the weekend. For 2011 the United City of Yorkville Parks and Recreation Department became the lead organization in the effort to continue the Holiday Under the Stars tradition. In doing so, an entire weekend of activities was offered this year. Weekend activities included the following: Fri. Nov. 18, 5-9pm Downtown Yorkville(Rt..47& Hydraulic St.): Santa,Tree Lighting Ceremony, Kris Kringle Market, which had around 20 local businesses registered. In addition, Santa's House this year was located in River City Roasters Coffee Shop. We estimate over 1,000 participated in Friday Night. Sat. Nov. 19,2-10pm - 12 Yorkville Participating Restaurants:Taste of Yorkville Free Trolley Rides—109 rides were offered thru Kendall Area Transit and estimate that another 50-75 want to restaurants on their own for an overall estimation of 175—200 people participating. Sun. Nov. 20,7am- 11am Heartland Center(Yorkville Sports Academy): 10th annual Chili Chase 5k Run/Walk— 340 runners participated in the 5k run. In addition to the general public attending all of these events, we also had 5-10 volunteers on Friday night and around 30 people volunteer on Sunday,for the Chili Chase. Without these volunteers, as well as the numerous groups and organizations assisting with Holiday Under the Stars Weekend the entire event would not have been as successful. We have also encouraged and created opportunities for numerous local organizations such as Gold Star Academy of Dance, Parkview Christian Academy,Trinity United Methodist Church, Yorkville Citizen Police Academy Alumni, Yorkville Chamber of Commerce, Fox Country Players and many others to be a part of the weekend festivities. For the 2011 budget year(attached), Holiday Under the Stars Weekend is projected to show a profit of$4,000.00. Each year the event gets bigger and better. With this momentum, we look forward to next year, and are confident that 2012 will be no different. 2011 Budget Report Summary 2011 Income Posted $ 16,515.00 Expense Posted $ 12,481.00 Total Profit $4,034.00 Revenue Sponsors 13 $4,500.00 Kris Kringle Market 17 $425.00 Restaurants 10 $1,500.00 5K Day of Registration 75 $1,825.00 Pre-Registration 265 $6,265.00 Skating Rink 1 $2,000.00 (From 2010) Total Revenue $16,515.00 Expenses Postage-Supplies $500.00 Staff $2,000.00 Shirts $3,450.00 Medals $306.00 Time Keeper $575.00 Tents $800.00 Bibs $150.00 Light Tower $500.00 Banners $500.00 Trolleys $250.00 Advertising $500.00 Entertainment Expense $250.00 Misc. expenses $250.00 Misc.(Food & Drink) $450.00 Skating Rink $2,000.00 Total Expense $12,481.00