Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Park Board Packet 2010 05-27-10
Yorkville Parks & Recreation Department Administration Office - 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 Park Board Meeting Agenda Parks and Recreation Administration Office 7 :00 p. m . May 27, 2010 Call to Order: Roll Call: Chris Rollins, Ken Koch, Debbie Horaz, Kelly Sedgwick, Vickie Coveny, Tom Nelson Introduction of Guests, City Officials and Staff: Interim Director of Parks and Recreation - Bart Olson, Superintendent of Recreation - Sue Swithin, Superintendent of Parks - Scott Sleezer, Park Designer - Laura Schraw, City Council Liaison to Park Board - Diane Teeling, Ward 4 Alderman Public Comment: Presentations: Approval of Minutes: Park Board meeting - May 13, 2010* Bills Review: Bill list* Old Business: April 2010 Budget Report - Discussion Fall 2009 Program Performance Report New Business: Athletic Field Policy - Youth baseball agreements Reports: Director's Report Recreation Report Parks Report Parks Designer Report Additional Business: Executive Session : Adjournment: Next meeting: Thursday, June 10, 2010 *Items needing Board approval or recommendation Yorkville Parks & Recreation Department Administration Office - 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 Park Board Meeting Agenda Parks and Recreation Administration Office 7:00 p. m. May 13, 2010 Call to Order: Chris Rollins called the meeting to order at 7:07 pm Roll Call : Chris Rollins - Yes, Debbie Horaz - Yes, Kelly Sedgwick - Yes, Vickie Coveny — Yes Ken Koch (arrived 7: 12 pm) and Tom Nelson (arrived at 8:00 pm ) Introduction of Guests. City Officials and Staff: Interim Director of Parks and Recreation - Bart Olson Superintendent of Recreation — Sue Swithin (left at 9: 15 pm) Superintendent of Parks — Scott Sleezer Park Designer — Laura Schraw (arrived 7: 14 pm) City Council Liaison to Park Board — Diane Teeling , Ward 4 Alderman (left at 8: 30 pm) Guests: Jon & Dana Windsor (left at 9: 15 pm) Carole Leifheit Public Comment: None Presentations: None Approval of Minutes: None Bills Review: Bill list* Chris Rollins called attention to one item on page 4, in the amount of $150,000. He stated it was a repayment of a General Fund loan to City. Rollins read a memo from Barb stating that a copy of the manual check #206872 was dated 4/29/10. He noted that it was attached for the Board's review and the repayment transaction had to be completed before the end of the FY 09-10. Chris Rollins asked for a motion to approve the bills list. Kelly Sedgwick made the motion and Vickie Coveny seconded the motion. The motion was approved by Roll Call Vote: Chris Rollins - Yes, Ken Koch — Yes, Debbie Horaz - Yes, Kelly Sedgwick — Yes and Vickie Coveny — Yes Old Business: OSLAD Development Grant — Riverfront Park Laura Schraw presented the revised Riverfront Park Design and Revised Budget for the Boards final comments before they take it to City Council to decide if they will apply for the OSLAD Grant. 1 Schraw said they this week they were trying for an EPA grant to improve the parking lot. This went along with the Boat Access Grant would give them the parking lot but the EPA 319 grant would provide its own storm water retention area with a bioswail in the center, Schraw said. Schraw pointed out in the park's conceptual plan that they took out the water fountain and put in a playground and a sitting area. She showed ideas of some playground equipment that looked more natural and explained how it could be a fun way to incorporate what the riverfront area looked like. Scott Sleezer said that they took into play what the public had to say when they held the town meeting on the park design. Schraw said one of the changes was the fishing pier and they may go with natural stone. She said it would be a concrete structure with limestone on top. She noted that it was more natural looking and would not float away and stop the ice flow in the winter. Schraw said not much else had changed however the picnic structures that were by the playground now would relocate to the wooded area. She said they would restore the woodchip path and restore the natural areas. They would create a larger access canoe beach area. She said they would extend the gravel area of the road to asphalt and extending their road. She noted they would add a memorial area where the existing playground was and restore the existing shelter. She noted there was some landscape restoration to be done as well . Schraw said that this was a 50/50 grant and went over the conceptual design costs. She explained that they were going to match the $400,000 with a land contribution from Corlands. Schraw noted what Scott's time and the total City's contribution would be about $67,950. She said those things included application for railroad easement, design and project management fees, brick work and removal of small shelters. Ken Koch felt they should find out soon what the Corlands property would appraise for. He felt it would not appraise for as much as it once did before. Deb Horaz raised a concern about the parking lot not being big enough and expressed concerns if there were to be large events held at the Riverfront Park. Rollins agreed and he said the state had already inquired about how they could use the space for events. He was in favor of keeping flexible green space for large events however keep in mind how they would provide parking for even the local public. He said that they should not over plant or populate the area with hard structures. Rollins said the Sate would follow their own fluctuating standard about dam safety and the only signs they would post would be at the approach to the dam and at the canoe chute. So that meant the interim space, that is a no fishing zone, they would have to incorporate what kind of signage they wanted there. For example the signage could read no standing or no fishing. Rollins noted they could possibly apply for a public safety grant to help get the signs funded . Schraw said that they might be able to include the signage in the boating safety grant. Ken Koch questioned who would be enforcing the signage. The state would enforce the waters and they would manage the land side, Rollins said. Whatever language crafted for their signage they should work with the police department to make sure they work with the conservation police on what kind of tickets they could issue. Bart Olson noted the area would be used at peoples own risk. 2 Vickie Coveny questioned the parks playground equipment and sitting area. Sleezer said that it was all conceptual right now and that they did not have to go with the natural looking tree like structure for the playground . They could go with something else but they would all meet the safety guidelines. Schraw said if they got the grant they would bring the conceptual plans back to brainstorm for ideas. Sleezer said they would go through the same process of bringing it back to the Board for ideas and take it back to the public for their input and they would move it forward. Coveny felt $132,000 was a lot of money for a playground. Sleezer said that the liability in the playground equipment is what makes it so expensive. He said that the $132,000 was actually not a lot of money. Schraw noted that this is what the public wanted versus a water fountain because the water fountain would only be running only 3 months out of the year and the playground could be used for about 9 months of the year. Schraw noted that they could change around the conceptual designs and could end up using less money in the playground. They did have the ability to adjust the design and use of the park. Resident, Carole Leifheit felt there should be a fence between the playground and river like there was now. Coveny agreed with Leifheit and agreed that it would provide some safety to children. Sleezer said that they would defiantly look into putting in a fence however it currently was not budgeted for. Chris Rollins asked for a motion for an approval of the proposed design and proposed budget for the grant application . Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by all Board members but Vickie Coveny. She noted she would like to see the budget numbers reworked . New Business: Fall 2009 Program Performance Report Sue Swithin went over her memo of fall programs. She said she was not pleased with the number of cancellations. She said that they were due to the economy and that there were too many classes. She pointed out that 37% cancelled however the profit margin was kept up real well. She said when their revenue went down so did their expenses. Swithin pointed out what programs did the best and which ones made the most profit. She noted that the men's league and soccer did very well. Bart Olson said that after the audit was completed they would see that the revenues under the operating budget would be under what they expected them to be. He said this was the first time they would be doing this and they could budget better next year. Chris Rollins said he would like to see roughly how many people are served by each of these programs. Swithin said that she could easily get the numbers on most of them and an approximate on some of the classes they did not take attendance on. Tom Nelson asked if any of the programs they lost money on. Swithin said that there might be some but they did not make the top ten. She said some programs wash each other; some subsidize some others. 3 Rollins stated that the Parks and Recreation always try and make money. Not to lose money. They try to be as self funding as they can be. He said that they program fees for their programs and higher program fees for people outside the community. He said the reports are to show what programs do the best and which ones make money. He also mentioned that the REC Center allowed them to make money and offer programs to the community. April 2010 Budget Report — Discussion Bart Olson said the report in the packet included twelve accounting periods for the fiscal year and there would still be more bills list and some invoices that that would come in late May or June. There would also be other journal entries possibly into July. They would not know the final numbers until the audit was completed in October or November. Olson said that in land cash they did not include any of the OSLAD Grants they had been waiting on. He said that the operation side of the Parks and Recreation showed a surplus of $ 139,422. 12, however that would go down as the bills list got approved. Olson said he did expect there to be a surplus in the ending of about $20,000 to $30,000 and said that would go a long way to replenishing their bank account towards paying their bills. Olson reported that on the REC Center side they did make the deficit worse this year than last year primarily because of their program fees. He said that this is something they are taking into considering how they would run this next year. They still have a year and a half to figure out if they would write the ship financially or if they cannot if it would be acceptable to the City Council. Whispering Meadows subdivision and Bristol Station Park — parking discussion Bart Olson said a couple residents called him complaining about the parking on the street east of the park. He said that there were two options and the first real option was to talk to YYBSA and ask them to be courteous to the residents in the area and park on one side of the street or they could make a city ordinance that would allow no parking on one side of the street. Olson said that they really did not want to go to option number two because that would not allow even residents to park in front of their homes. Olson said they tried option number one and it worked for couple nights. Scott Sleezer said that there was a third options and that would be to perhaps getting a temporary easement to do a gravel lot that may accommodate about 20 cars. He said that they were looking at about a $3,000 to $4000 project and they would have to work with the school district. He pointed out that it would only be a short amount of time the residents would have this problem . He noted they could put some signage up that said parking only on one side of the road . Resident, Jon Windsor expressed his concerns about safety and constant traffic. Windsor felt people could park on Faxton Street. He said his biggest concern was safety because his children played in the front yard and driveway and people would use his drive way to turn around . He said with so many cars parked on the street they could not safely see if their children playing in their drive way and using his drive way was dangerous. Windsor also noted that because cars were parked on both sides of the street it only allowed for one car to drive down the street at a time and he had seen near accidents because of this. There was also a concern expressed that would not allow an ambulance or fire truck to get down the road in case of an emergency. 4 Ken Koch felt that it was a big public safety issue and they needed to address the problem immediately. Chris Rollins questioned if there would be any reason the school would not work with them. Rollins said that they had to move quickly and first try to post parking on one side of the street and felt they should talk to the school district as soon as possible. The Board agreed the side where parking should be limited to would be the park side. Resident Windsor agreed . Sleezer said that they cannot restrict parking and make it for residents only. Rollins said the last thing they want is for a park to create a problem for anyone. He said that they should talk to the police department about posting signs for parking on one side of the street only and red out curbs so no one would be parking in front of fire hydrants. Rollins suggested they needed to talk to the School District in perhaps an exchange of services so they could get help in a problem that they have in turn with help with a problem we have. EPA 319 grant application — Riverfront Park pavers Lara Schraw went over her memo on what the EPA 319 Grant was. She said it was for Nonpoint Source Pollution Control. The maximum federal funding is 60/40. They would be responsible for the 40% . Schraw said that the Boat Access and Development Grant application called for an asphalt parking lot at Riverfront Park, with a bioswale to catch the storm water runoff. The EPA 319 grant would upgrade the parking lot from asphalt to eco-pavers or permeable pavement to help reduce the pollutant and sediment loading of the Fox River. Both grants could be used for the same area the funding would be 40% from the Boat Access and Development Grant, state funding, and 60% from the EPA 319 Grant, federal funding . Schraw said she had the estimate on the pavers and what it would cost to get the curb and gutter for the parking. She said that the draft application had to be submitted by May 15`h to the FREP. She said she was still working on the numbers but she was also hoping that some of the money could be used towards signage. REC Center maintenance tour — selection of date Bart Olson said that they would have to post for it and Board members could always call Sue to get in to get a tour. The Board agreed that Olson would talk to Sue to set a date. Reports: Director's Report 1 . Bart Olson said that the Administration Committee meeting would be talking about REC Center memberships for all employees. Chris Rollins said the City has negotiated free services for a class its employees at the REC Center where they were known to currently be in a money loosing situation . So they would be contributing to the deficit by allowing people to use the facility for free that otherwise they would have at least paid a discount. Rollins wanted to remind the City Council that it is not progress in the right directions however it is recognition of a benefit of having the facility. Specifically a benefit of City workers and he felt they should keep a record of that. Olson said that there is there very limited incremental cost in having employees using the facility. He said if we had more healthy employees the health premiums would go down. 5 i Rollins said that it might be a mutual benefit and City employees would hopefully get their families to join. Rollins reiterated that the Board felt in the long run it would save the City money. He asked that Olson mention to the City Council that the Board looked at it as a net benefit to the City but that it is a well defined benefit because healthy workers are a benefit because that deducible that the City pays that is their money too. That is tax payer's money he said . Kelly Sedgwick suggested they offer corporate memberships to companies. 2. Olson noted that the School District had approved another intergovernmental agreement with the City for another year. i Recreation Report, Parks Report, Parks Designer Report Chris Rollins asked the Board to read these in their packet at their leisure. No questions were raised. Additional Business: 1 . Bart Olson said that the Executive Session was not needed for land acquisition because there was another entity interested in purchasing that property. 2. Kelly Sedgwick wanted to know if they could put signage at Beecher Center that restricted parking for only those using the center. Scott Sleezer said that he did not know if they could but because it is a public lot they could not restrict public lots. 3. Chris Rollins said that Major Burd had called him about how they could improve the quorum odds for Park Board meetings. He said that she should appoint as many people as she could to the Park Board , but he expressed his concerns that due to his work it was causing him to miss more and more of the meetings. He said that he would like to remain on the Board but said that he would like to formally step down as the Board President and said if it was not within their selection cycle yet that Ken Koch would be taking over as the Boar Chairman. Ken Koch brought up the school board position and felt that the Mayor should appoint someone to that position. Rollins felt that with a new school superintendant they would see the value in having a liaison. He felt that the new superintendant would want to work with them and felt that it should be on the top of his agenda. He said that they should invite him to a Park Board meeting and they could talk about their intergovernmental agreement and talk about the school park sights and talk about where they sit with joint school activity. Rollins felt that he would appreciate that. Executive Session : None Adiournment: Chris Rollins asked for a motion to adjourn the meeting at 9:45 pm. Deb Horaz made the motion and Ken Koch seconded the motion. The motion was unanimously approved by voice vote. Next meeting: Thursday, May 27, 2010 Minutes Respectfully Submitted by: Jamie Cheatham 6 DATE : 05/ 19 /10 UNITED CITY OF YORKVILLE PAGE : 1 TIME : 10 : 07 : 31 DETAIL BOARD REPORT FISCAL YEAR 09/10 ID : AP441000 . WOW INVOICES DUE ON/BEFORE 05 / 27 /2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT ARAMARK ARAMARK UNIFORM SERVICES 610 - 6801794 04/27 / 10 01 UNIFORMS 79 - 610 - 62 - 00 - 5421 05/27/ 10 37 . 24 WEARING APPAREL INVOICE TOTAL : 37 . 24 VENDOR TOTAL : 37 . 24 ATTLONG AT&T LONG DISTANCE 8289321360 - 0410PR 05 / 17/ 10 01 APRIL LING DISTANCE 79 - 650 - 62 - 00 - 5437 05/27 / 10 0 - 53 TELEPHONE/INTERNET 02 APRIL LONG DISTANCE 80 - 000 - 62 - 00 - 5437 0 . 02 TELEPHONE/INTERNET/CABLE INVOICE TOTAL : 0 . 55 VENDOR TOTAL : 0 . 55 AURTRI AURORA TRI STATE FIRE 193364 04 /29/ 10 01 ANNUAL FIRE EXTINGUISHER 79 - 650 - 62 - 00 - 5408 05/27/ 10 59 . 00 MAINTENANCE SUPPLIES 02 INSPECTION * * COMMENT * * INVOICE TOTAL : 59 . 00 VENDOR TOTAL : 59 . 00 CALLONE CALL ONE 1010 - 7980 - 0000 - 0510P 05 / 15/ 10 01 MONTHLY CHARGES 80 - 000 - 62 - 00 - 5437 05 /27/ 10 202 . 62 TELEPHONE/ INTERNET/CABLE 02 MONTHLY CHARGES 79 - 650 - 62 - 00 - 5437 318 . 28 TELEPHONE/ INTERNET INVOICE TOTAL : 520 . 90 VENDOR TOTAL : 520 . 90 COMED COMMONWEALTH EDISON 6819027011 - 0510 05 / 05/10 01 P/R BUILDINGS 79 - 650 - 62 - 00 - 5435 05/27/ 10 306 . 57 ELECTRICITY INVOICE TOTAL : 306 . 57 DATE : 05/ 19 / 10 UNITED CITY OF YORKVILLE PAGE : 2 TIME : 10 : 07 : 31 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 05 / 27 /2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT COMED COMMONWEALTH EDISON 7982205057 - 0510 05/ 03 /10 01 202 COUNTRYSIDE PKWY UNIT D 80 - 000 - 62 - 00 - 5435 05 /27 / 10 124 . 35 ELECTRICITY INVOICE TOTAL : 124 . 35 7982206018 - 0510 05/ 05/ 10 01 202 E COUNTRYSIDE PKWY UNIT E 80 - 000 - 62 - 00 - 5435 05/27 / 10 2 , 178 . 57 ELECTRICITY INVOICE TOTAL : 2 , 178 . 57 VENDOR TOTAL : 2 , 609 . 49 COY CITY OF YORKVILLE 043010 - TRANSFER 05 / 17 /10 01 09110 BUDGET CHANGED FOR PR 79 - 000 -49- 00 -4901 05/27/ 10 10 , 000 . 00 TRANSFER FROM GENERAL FUND 02 TRANSFER , FUNDING CHECK * * COMMENT * * 03 ALREADY ISSUED ** COMMENT * * INVOICE TOTAL : 10 , 000 . 00 VENDOR TOTAL : 10 , 000 . 00 EROTEX ERO-TEX INV59658 05/ 05/10 01 STRAW BLANKET 22 - 610 - 75 - 00 - 7010 00403863 05 /27 /10 1 , 699 . 80 RAINTREE PARK INVOICE TOTAL : 11699 . 80 VENDOR TOTAL : 1 , 699 . 80 HAYDENS HAYDEN ' S W1699 - 00 04/30 / 10 01 SOCCER WHISTLES 79 - 650 - 65 - 00 - 5803 05/27/10 40 . 00 PROGRAM EXPENSES INVOICE TOTAL : 40 . 00 VENDOR TOTAL : 40 . 00 INTOUCH INTOUCH WIRELESS OF YORKVILLE 14851 - PR 04 /28 / 10 01 BELT CLIP 79 - 610 - 62 - 00 - 5438 05/27/10 14 . 99 CELLULAR TELEPHONE INVOICE TOTAL : 14 . 99 VENDOR TOTAL : 14 . 99 DATE : 05/ 19 / 10 UNITED CITY OF YORKVILLE PAGE : 3 TIME : 10 : 07 : 31 DETAIL BOARD REPORT ID : AP441000 . W0W INVOICES DUE ON/BEFORE 05 /27 /2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT KCRECORD KENDALL COUNTY RECORD 446 04 /30 /10 01 DISPLAY AD FOR ZUMBA 80 - 000 - 65 - 00 - 5803 05/27/10 36 . 90 PROGRAM EXPENSES 02 INSTRUCTOR * * COMMENT * * INVOICE TOTAL : 36 . 90 VENDOR TOTAL : 36 . 90 KONICAMI KONICA MINOLTA BUSINESS 214522399 04 /28 / 10 01 COPIER CHARGES 79 - 650 - 62 - 00 - 5410 05/27 / 10 62 . 77 MAINTENANCE-OFFICE EQUIPME INVOICE TOTAL : 62 . 77 214531297 04/29/ 10 01 COPIER CHARGES 80 - 000 - 62 - 00 - 5410 05/27 /10 45 . 61 MAINTENANCE- OFFICE EQUIP . INVOICE TOTAL : 45 . 61 VENDOR TOTAL : 108 . 38 MENLAND MENARDS - YORKVILLE 76741 02 /24 / 10 01 ROOF CEMENT , ALL WEATHER 79 - 610 - 65 - 00 - 5804 05 /27 / 10 18 . 97 OPERATING SUPPLIES 02 CLEANER * * COMMENT * * INVOICE TOTAL : 18 . 97 79320 - 10 03 / 09/ 10 01 TOGGLE BOLTS , WASHERS 80 - 000 - 62 - 00 - 5416 05 /27 / 10 5 . 37 MAINTENANCE- GENERAL INVOICE TOTAL : 5 . 37 VENDOR TOTAL : 24 . 34 NICOR NICOR GAS 64 - 99 - 70 - 7276 0 - 0510 05106110 01 202 E COUNTRYSIDE PKWY UNIT E 80 - 000 - 78 - 00 - 9002 05 /27 / 10 910 . 00 NICOR INVOICE TOTAL : 910 . 00 VENDOR TOTAL : 910 . 00 DATE : 05 / 19 /10 UNITED CITY OF YORKVILLE PAGE : 4 TIME : 10 : 07 : 31 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 05/27 /2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT REINDERS REINDERS , INC . 1292262 - 00 04/22/ 10 01 GASKET - SEAL 79 - 610 - 62 - 00 - 5408 ' 05 /27/10 12 . 91 MAINTENANCE- EQUIPMENT INVOICE TOTAL : 12 . 91 VENDOR TOTAL : 12 . 91 YAKSHACK THE YAK SHACK LLC 2 04 / 21/ 10 01 ONE DAY OF KAYAK INSTRUCTION 80 - 000 - 62 - 00 - 5401 05/27/ 10 300 . 00 CONTRACTUAL SERVICES 02 FOR 3 PARTICIPANTS * * COMMENT * * INVOICE TOTAL : 300 . 00 VENDOR TOTAL : 300 . 00 YORKNAPA YORKVILLE NAPA AUTO PARTS 917038 04 / 19/ 10 01 SPARK PLUGS 79 - 610 - 62 - 00 - 5408 05/27 / 10 38 . 90 MAINTENANCE-EQUIPMENT INVOICE TOTAL : 36 . 90 VENDOR TOTAL : 38 . 90 YORKPDPC YORKVILLE POLICE DEPT _ 051110 05/11/ 10 01 BACKGROUND CHECK 79 - 650 - 65 - 00 - 5803 05/27 /10 39 . 28 PROGRAM EXPENSES INVOICE TOTAL : 39 . 28 VENDOR TOTAL : 39 . 28 TOTAL ALL INVOICES : 16 , 452 . 68 DATE : 05/ 19 /10 UNITED CITY OF YORKVILLE PAGE : 1 TIME : 11 : 08 : 31 DETAIL BOARD REPORT FISCAL YEAR 10/ 11 ID : AP441000 . WOW INVOICES DUE ON/BEFORE 05 /27 / 2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT ARAMARK ARAMARK UNIFORM SERVICES 610 - 6806686 05/ 04 /10 01 UNIFORMS 79 - 610 - 62 - 00 - 5421 05/27 /10 83 . 23 WEARING APPAREL INVOICE TOTAL : 83 . 23 VENDOR TOTAL : 83 . 23 ERC WIPI ERC WIPING PRODUCTS , INC 286675 05 / 05/ 10 01 25 DOZEN TOWELS 80 - 000 - 62 - 00 - 5430 05 /27 / 10 523 . 12 TOWEL RENTAL INVOICE TOTAL : 523 . 12 VENDOR TOTAL : 523 . 12 FARREN FARREN HEATING & COOLING 6751 05/ 03 / 10 01 REPLACED PRESSURE SWITCH 80 - 000 - 62 - 00 - 5431 05/27/ 10 181 . 51 POOL REPAIR INVOICE TOTAL : 181 . 51 6753 05/ 04/ 10 01 CHANGED CONDENSING UNIT 80 - 000 - 62 - 00 - 5416 05/27 /10 1 , 940 . 65 MAINTENANCE- GENERAL INVOICE TOTAL : 1 , 940 . 65 VENDOR TOTAL : 2 , 122 . 16 FIRSILLI FIRST ILLINOIS SYSTEMS , INC . 4956 05/ 01/ 10 01 MAY PEST CONTROL 80 - 000 - 62 - 00 - 5416 05 /27 / 10 39 . 00 MAINTENANCE- GENERAL INVOICE TOTAL : 39 . 00 VENDOR .TOTAL : 39 . 00 FITZSIMF FREDERICK S . FITZSIMMONS 051210 05 / 12 / 10 01 REFEREE 79 - 650 - 62 - 00 - 5401 05/27 / 10 70 . 00 CONTRACTUAL SERVICES INVOICE TOTAL : 70 . 00 VENDOR TOTAL : 70 . 00 DATE : 05/ 19 / 10 UNITED CITY OF YORKVILLE PAGE : 2 TIME : 11 : 08 : 31 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 05/27 /2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT GOLDMEDA GOLD MEDAL PRODUCTS 214005 05 / 13 /10 01 NACHO CHEESE , CHIPS , FOIL 79 - 650 - 65 - 00 - 5828 05/27/ 10 352 . 71 CONCESSIONS 02 SHEETS , POPSICLES , SUNFLOWER * * COMMENT * * 03 SEEDS , CANDY , GLOVES , CHEESE * * COMMENT * * 04 DISPENSER BASKET * * COMMENT * * INVOICE TOTAL : 352 . 71 214006 05/ 12 / 10 01 CANDY, POPSICLES , HOT DOGS , 79 - 650 - 65 - 00 - 5828 05 /27 /10 262 . 06 CONCESSIONS 02 GLOVES , CHEESE DISPENSER * * COMMENT * * 03 BASKET , FOIL , PRETZELS * * COMMENT * * INVOICE TOTAL : 262 . 06 VENDOR TOTAL : 614 . 97 HAYDENS HAYDEN ' S W1711 - 00 05/ 11/ 10 01 BASEBALL SCOREBOOKS , SOFTBALLS 79 - 650 - 65 - 00 - 5803 00403972 05/27/ 10 1 , 816 . 50 PROGRAM EXPENSES 02 STRIKE MATS * * COMMENT * * INVOICE TOTAL : 1 , 816 . 50 VENDOR TOTAL : 1 , 816 . 50 HAYENR RAYMOND HAYEN 050310 05/ 03 /10 01 REFEREE 79 - 650 - 62 - 00 - 5401 05/27/ 10 70 . 00 CONTRACTUAL SERVICES INVOICE TOTAL : 70 . 00 VENDOR TOTAL : 70 . 00 ILFIRESA ILLINOIS STATE FIRE MARSHALL 9436073 05/ 03 / 10 01 POOL INSPECTION 80 - 000 - 62 - 00 - 5433 05 /27/10 200 . 00 LICENSES/PERMITS INVOICE TOTAL : 200 . 00 VENDOR TOTAL : 200 . 00 DATE : 05/ 19/ 10 UNITED CITY OF YORKVILLE PAGE : 3 TIME : 11 : 08 : 31 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 05/27 /2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT JSHOES J ' S SHOE REPAIR 48790 - 12 05/ 17/ 10 01 BOOTS 80 - 000 - 62 - 00 - 5408 00403763 05 /27/ 10 160 . 00 MAINTENANCE- SUPPLIES INVOICE TOTAL : 160 . 00 VENDOR TOTAL : 160 . 00 MENLAND MENARDS - YORKVILLE 92396 05/ 03/ 10 01 GROUT 80 - 000 - 62 - 00 - 5416 05/27/ 10 26 . 95 MAINTENANCE- GENERAL INVOICE TOTAL : 26 . 95 93398 05 / 07 / 10 01 TEFLON , SHOWER HEAD , CAULK 80 - 000 - 62 - 00 - 5416 05 /27 / 10 27 . 41 MAINTENANCE- GENERAL INVOICE TOTAL : 27 . 41 95855 05/ 16/ 10 01 BATTERIES 80 - 000 - 62 - 00 - 5408 05/27/ 10 2 . 97 MAINTENANCE- SUPPLIES INVOICE TOTAL : 2 . 97 96085 05 / 17/ 10 01 ALARM , SHOWER CURTAIN LINER, 80 - 000 - 62 - 00 - 5408 05 / 27 /10 39 . 51 MAINTENANCE- SUPPLIES 02 THERMOMETER, BLEACH , DOOR * * COMMENT * * INVOICE TOTAL : 39 . 51 VENDOR TOTAL : 96 . 84 MJELECT MJ ELECTRICAL SUPPLY , INC . 1115409 - 70 05/ 04 / 10 01 LIGHTS 80 - 000 - 62 - 00 - 5408 05/27 / 10 65 . 00 MAINTENANCE- SUPPLIES INVOICE TOTAL : 65 . 00 VENDOR TOTAL : 65 . 00 PEPSI PEPSI - COLA GENERAL BOTTLE 1134212602 05/ 06/ 10 01 WATER 80 - 000 - 65 - 00 - 5828 05/27/ 10 131 . 96 CONCESSIONS EXPENSES INVOICE TOTAL : 131 . 96 VENDOR TOTAL : 131 . 96 DATE : 05/ 19/ 10 UNITED CITY OF YORKVILLE PAGE : 4 TIME : 11 : 06 : 31 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 05/27/2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT PITNEY PITNEY BOWES , . INC . 051110 05/ 11/ 10 01 REFILL POSTAGE METER 79 - 650 - 65 - 00 - 5808 05/27/ 10 800 . 00 POSTAGE & SHIPPING INVOICE TOTAL : 800 . 00 VENDOR TOTAL : 800 . 00 R0000772 SHERRY GUNIER 74147 05/ 13 / 10 01 RESERVATION CHANGE REFUND 80 - 000 -42 - 00 -4286 05 /27 /10 200 . 00 RENTAL INCOME INVOICE TOTAL : 200 . 00 VENDOR TOTAL : 200 . 00 R0000773 KRISTEN BOWERS 74191 05/ 14/ 10 01 REFUND DUE TO ROSTER CHANGE 79 - 650 - 65 - 00 - 5841 05/27 / 10 25 . 00 PROGRAM REFUND INVOICE TOTAL : 25 . 00 VENDOR TOTAL : 25 . 00 R0000774 KATHY TUDISCO 74190 05/ 14 / 10 01 REFUND DUE TO ROSTER CHANGE 79 - 650 - 65 - 00 - 5803 05 /27/ 10 25 . 00 PROGRAM EXPENSES INVOICE TOTAL : 25 . 00 VENDOR TOTAL : 25 . 00 R0000775 KARI DODGERS 73857 05/05/ 10 01 DEPOSIT REFUND DUE TO CLASS 80 - 000 - 65 - 00 - 5841 05/27 /10 50 . 00 PROGRAM REFUNDS 02 CANCELLATION * * COMMENT * * INVOICE TOTAL : 50 . 00 73859 05 / 05/ 10 01 DROPPED CLASS REFUND 80 - 000 - 65 - 00 - 5841 05/27 / 10 104 . 00 PROGRAM REFUNDS INVOICE TOTAL : 104 . 00 VENDOR TOTAL : 154 . 00 DATE : 05 / 19 / 10 UNITED CITY OF YORKVILLE PAGE : 5 TIME : 11 : 08 : 31 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 05/27 /2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT R0000776 TAMMY WOODWORTH 74273 05/17 / 10 01 REFUND DUE TO ROSTER CHANGE 79 - 650 - 65 - 00 - 5841 05/27 / 10 25 . 00 PROGRAM REFUND INVOICE TOTAL : 25 . 00 VENDOR TOTAL : 25 . 00 REINDERS REINDERS , INC . 1294376 - 00 05 / 04/ 10 01 NUT , WASHER, SCREW , HALL JOINT 79 - 610 - 62 - 00 - 5408 05/27 / 10 54 . 30 MAINTENANCE- EQUIPMENT INVOICE TOTAL : 54 . 30 1294376 - 01 05/ 05/ 10 01 SCREW 79 - 610 - 62 - 00 - 5408 05/27/10 4 . 08 MAINTENANCE-EQUIPMENT INVOICE TOTAL : 4 . 08 1294435 - 00 05/ 04/ 10 01 PUMP ASSEMBLY , TRANSMISSION 79 - 610 - 62 - 00 - 5408 05/27/10 375 . 82 MAINTENANCE-EQIIIPMENT 02 PULLEY * * COMMENT * * INVOICE TOTAL : 375 . 82 1294435 - 01 05/ 05/ 10 01 TRANSMISSION PULLEY 79 - 610 - 62 - 00 - 5408 05 /27 / 10 36 . 16 MAINTENANCE-EQUIPMENT INVOICE. TOTAL : 36 . 18 1294795 - 00 05/ 05/ 10 01 PUMP ASSEMBLY , BALL BEARING, - 79 - 610 - 62 - 00 - 5408 05/27/ 10 74 . 96 MAINTENANCE - EQIIIPMENT 02 DRIVE SHAFT PUMP , HOUSING- * * COMMENT * * 03 DRIVE PUMP , RETAINING RING, * * COMMENT * * 04 WASHER, SCREWS * * COMMENT * * INVOICE TOTAL : 74 . 96 1294795 - 01 05 / 06/ 10 01 PUMP , HOSING DRIVE 79 - 610 - 62 - 00 - 5408 05 /27/ 10 96 . 09 MAINTENANCE -EQUIPMENT INVOICE TOTAL : 96 . 09 VENDOR TOTAL : 641 . 43 DATE : 05/ 19 / 10 UNITED CITY OF YORKVILLE PAGE : 6 TIME : 11 : 08 : 32 - DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 05/27 /2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT ROBINSOT TRACY ROBINSON 050310 05/ 03 / 10 01 REFEREE 79 - 650 - 62 - 00 - 5401 05 / 27 / 10 105 . 00 CONTRACTUAL SERVICES INVOICE TOTAL : 105 . 00 051010 05/ 10 / 10 01 REFEREE 79 - 650 - 62 - 00 - 5401 05 /27 / 10 70 . 00 CONTRACTUAL SERVICES INVOICE TOTAL : 70 . 00 051210 05 / 12/ 10 01 REFEREE 79 - 650 - 62- 00 - 5401 05 /27/ 10 105 . 00 CONTRACTUAL SERVICES INVOICE TOTAL : 105 . 00 VENDOR TOTAL : 280 . 00 SCHNITZR RANDY J . SCHNITZ 051010 05/ 10/ 10 01 REFEREE 79 - 650 - 62 - 00 - 5401 05/27 / 10 105 . 00 CONTRACTUAL SERVICES INVOICE TOTAL : 105 . 00 VENDOR TOTAL : 105 . 00 SUPERBEV THE SUPERIOR BEVERAGE CO . 1999 05 / 06 / 10 01 CHOCOLATE MILK , JUICE 80 - 000 - 65 - 00 - 5828 05/27 / 10 82 . 12 CONCESSIONS EXPENSES INVOICE TOTAL : 82 . 12 VENDOR TOTAL : 62 . 12 UNIQUEPR UNIQUE PRODUCTS & SERVICE 202588 05/ 05 /10 01 GLOVES , SPRAYER BOTTLES 80 - 000 - 62 - 00 - 5408 05/27 / 10 93 . 40 MAINTENANCE- SUPPLIES INVOICE TOTAL : 93 . 40 VENDOR TOTAL : 93 . 40 UNITALEN JOSEPH J . DEMARCO DATE : 05 / 19 / 10 UNITED CITY OF YORKVILLE PAGE : 7 TIME : 11 : 08 : 32 DETAIL BOARD REPORT TD : AP441000 . WOW INVOICES DUE ON/BEFORE 05/27 /2010 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT UNITALEN JOSEPH J . DEMARCO 072310 03 / 09/ 10 01 JULY 23 MUSIC UNDER THE 79 - 650 - 65 - 00 - 5803 05 /27 / 10 750 . 00 PROGRAM EXPENSES 02 STARS ENTERTAINMENT * * COMMENT * * INVOICE TOTAL : 750 . 00 081310 03 / 09 / 10 01 AUGUST 13 MUSIC UNDER THE 79 - 650 - 65 - 00 - 5803 00403975 05 /27 /10 850 . 00 PROGRAM EXPENSES 02 STARS ENTERTAINMENT * * COMMENT * * INVOICE TOTAL : 850 . 00 VENDOR TOTAL : 1 , 600 . 00 YORKACE YORKVILLE ACE & RADIO SHACK 131949 05/ 07 / 10 01 GASKET FOR POOL REPAIR 80 - 000 - 62 - 00 - 5431 05 /27 / 10 7 . 99 POOL REPAIR INVOICE TOTAL : 7 . 99 132149 05 / 18 /10 01 BATTERIES , WIRE BRUSH 80 - 000 - 62 - 00 - 5408 05 /27/ 10 17 . 27 MAINTENANCE- SUPPLIES INVOICE TOTAL : 17 . 27 VENDOR TOTAL : 25 . 26 TOTAL ALL INVOICES : . 10 , 048 . 79 i Reviewed By: Agenda Item Number 1P M wn Parks ❑ Recreation ❑ PAR6GL RECRMnON Director ❑ City Administrator ❑ Tracking Number L WWI 0�t Legal ❑ Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: April 2010 Budget Report - Discussion Agenda Date: May 27, 2010 Synopsis: Discussion of the April 2010 Budget Report, as updated with the FY 09/10 bill list from the May 27`" Park Board meeting. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: N / A Action Requested: Discussion Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: United City of Yorkville Detailed Revenue and Expense Report for 12 accounting periods in FY 09110 (May - Apr) Report ran on May 21, 2010 @ 1:28pm ;- gpri April "dear Co AaEe 1"ear-to-date- U4elt Ed rw .,Ballrcce,s .. (495,- - �_. 72-000-44-00-4413 NUE5Re9mb from Balance 5 (41,251.66) (41,251 66) -~ (495,019.84) 019 84) (495,019.84) 72-000-45-00-4501 Cannonball Ridge Grant L' _ __ __ 72-000-47-00-4700 OS -- 72-000-47 DO-4701 IGREENBRIAR _ .% .00 ¢ 362,000.00 � - 362,000.00 ILAD Grant 30 166.66 I � -362,000- 72-000-47-00-4705 COUNTRY HILLS - 103,337 31 200,000.00 96,662.69 72-000-47-00-4707 FO HIGHLANDS T _ - -- 72-000-47-00-4702 BIKE PATH GRANT 16,666.66 200 000.00 _ 72-000-47-00-4709 SUNFLOWER 72-000-47-00-4712 1 RIVER'S EDGE 72�GCRi47 00-4714 72-000-47-00-4716 O 72-000-47-00-4715 —WHITE OAK UNi E OAK UNIT 3&4 _ Wf 1&2 72-000-47 00 4717 TYLN S CROSSING _ — 72 000-47 00 4718 IFOXFIELD_ ]I PARK 72-000-47-W-4719 W[LDWOOD 72-000-47-00-4723 - KYLN 5 RIDGE 72-000-47-00-4725 - _ HEARTLAND CIRCLE 72-000-47-00-4722 WINDETT RIDGE - _ - 72-000-47-00-4727 (GRANDE RESERVE - � - — - - 72-000-47-00-4731 MONTALBANO HOMES - 72 000-47-00-4732 RAINTREE VILLAGE 2,333.33 33 28,000.00 28,000 00 28,000.00 MEADOWS 72-000-47-00-4734 WHISPERING _ - 3,383 34 (3,383.34) 72-000-47-00-4735 PRAIRIE MEADOWS {- 'I kl 72-000-47-00-4738 'AUTUMN CREEK 1,250.00 _ 1 025 57 _ 15,000.00 , 62,42] 2] 15,000 00 (47,427.27) 72-000-47-00-4739 :WYNSTONE 72 000-47 00 474040_VILLASVILLAS AT THE PRESERVE RVE - - 72 000-47 00 4736 BRIARWOOD - _ -. 72-000-47-00-4741 ( BAILEY MEADOWS _ _ L 72 00047 00 4744 1H DTI KKES 72-000-47-00-4742 _ BLACKBERRY WOODS 7� 00-4743 _CORNEILS CROSSING ( __ 72-000-47-00-4745 _ 72 000 47 00 47465 72-000-47-00-47V !WESTHAVEN 72-000-47-00-4749 ( BLACKBERRY WOODS 72-000-47-00-4751 ICANNONBALL RIDGE PARK - 72 000 47 00 4750 ENDALLWOOD ESTATES ' _ . " 72-000-47-00-4752 BRISTOL BAY LAND CASH 4,166 66 50,000.00 = 50,000.00 100,000 00 50 000.00 (50,000 00) 72-000-49-00-4901 TRANSFER FROM GEN FUND I 72-000-49-00-4902 TRANSFER FROM LAND ACQ 72-000-49-00-4903 TRANSFER FROM PARK & REC - TOTAL LAND-CASH REVENUES:( 13,331 65 9 773 91 159,980.16 (225,871 92) {[. 159,980_ 385,852.08 - LAND-C EXPENSES 72-000-75-00-7308 RIVERS EDGE PARK #2 ASH 72 000-75 00-7317 HEARTLAND CIRCLE - - 22,407 74 (22,407.74) 72-000-75-00-7328 PRAIRIE MEADOWS _ L F'� 72-000-75-00-7326 MOSER HOLDING COSTS 1 500.00 6,000 nn 10,000 00 f 72-000-75-00-7327 !GRANDE RESERVE PARK - 6 000 00 (4,000.00) lmg 72-000-75-00-7330 (WHISPERING MEADOWS (195,014.54) I 72-000-75-00-7333 ' RAINTREE VILLAGE 3,214.33 F- 38,572.00 38,572 00 38,572.00 72 000-75 00-7334 r HOOVER HOLDING COSTS - -_ -_ 72-000-75-00-7335 GRANDE RESERVE BIKE TRAIL 72-000-75-00-7336 WHEATON WOODS NATURE TRAIL 3,750.00 45 000.00 2,650 00 _ 45,000 00 i . 42,350.00 72 000-99 00 9901 ITRANSFER TO GEN FUND 1 5,867.33 7,643.00 70 408.00 60,449 00 70,408 00 9,959.00 TOTAL LAND CASH EXPENSES: 13,331 66 7 643 00 ( ' 159 980.00 290,521 28 159,980 00 I (130,541.28) 20) TOTAL LAND CASH REVENUES 13,331.65 9,773.91 159 980 16 (225,871.92) � 159,980.16 TOTAL LAND CASH EXPENSES 13,331.66 7,643.00 159 980 00 290,521.28 159 980 00 _ SURPLUS/ DEFICIT: (516,393 (0 01) � 2 130 91 0 16 I � United City of Yorkville Detailed Revenue and Expense Report for 12 accounting periods in FY 09/10 (May - Apr) Report ran on May 21, 20 , April April Year to d�`te,- Year to ate, ; , . - tUnenmmbered z `Bud eC Line ItePo # Description :6utl et '. Actual bu"d at actual FY 09 10 Budget d balance OPERATING REVENUES (FU ND. 79) .._.._ 79-000-40-00-3999 _ BEGINNING FUND BALANCE (3,416.00) (3,416.00) (40,999.84) (40,999 84) , ; (40,999.84) _79-000-42-00-4270 ,FEES FOR PROGRAMS_ _ 20,268.75 --10,355.50 243,225.00 180,069 95 . 243,225.00 63,155.05 79-000-42-00-4280 CONCESSIONS/ALL SALE ITEMS 2,250 00 5,763:6C ' 27,000.00 39,573.13 . ` 27_000.00 (12,573.13) 79-000-42-00-4285 _ VENDING MACHINE INCOME 79-000-42-00-4286 RENTAL INCOME _ 0) ]9-000-42-00-4287 ,PARK RENTAL INCOME_ 1,250 00 1,940 00 " 15,000.00 19,329.00 15,000 00 (4,329.00) - ._ -_ 79-000-42 00-4288 GOLF OUTING REVENUE 2 250 00 300 00 ' 27,000.00 8,959.00 27,000.00 18,041.00 _ __ 79-000-42-00-4291 _ HOMETOWN DAYS 9,750.00 ` 117,000.00 137,447.35 117,000.00 (20,447.35) 79-000-42-00-4295 MISC RETAIL 250.00 3,000.00 3,000.00 3,000.00 -_ 79-000-44-00-4400 DONATIONS 1,166.66 2165400 14,000.0O 10,576.00 14,000.00 3,424.00 79-000-44-00-4404 TREE DONATIONS 41.66 _ _ 500.00 - - soa.ao_-- 500.00 79-000-45-00-4550 _ YOUTH SERVICES GRANT 75.00 y _ _ 900,00 1,47] 61 900.00 (577.61) 79-000-46-00-4600 INVESTMENT 250.00 24.38 _ 3 00 .00 286.06 _ 3,000.00 2,713.94 79-000-49-00-4901 TRANSFER FROM GEN FUND 81,625.00 781,625 00 979,500.04 979,500 00 979,500.04 0.04 79-000-49-66:49N TRANSFER IN FROM GF (CASH) - (150,000 00) - 79-000-49-00-4980 TRANSFER FROM REC CENTER 79-000-99-00-_9973 TRANSFER TO LAND ACQ _ TOTAL OPERATING REVENUES (FUND 79): 115,76107 (50,724.12) = . 1,389,125.20 1,336,21826 1389125.20 52,906.94_ PARKS EXPENSES (FUND 79) 79-610-50-00-5107 SALARIES-PARKS _ 32,875.00 41,346.64 394,500.00 349,904 99 _394,500.00 44,595.01 79-610-50-00-5136 SALARIES-PART-TIME 833.33 10,000.00 7,509 00 .` . 10,000.00 2,491.00 79-610-50-00-5137 _ SALARIES-OVERTIME 416.66 51000.00 263.56 ' 5,000.00 41736.44 79-610-61-00-5320 MASTER PLAN - - ! - - 79-610-62-00-5405 PARK CONTRACTUAL 250.00 75.00 3,000.00 865.00 3,000.00 2,135.00 __- 79-610-62-00-5408 _ MAINTENANCE-EQUIPMENT 916.66 463.80 11,000.00_ 10,290.28 11,000.00 709.72__ 79-610-62-00-5417 MAINTENANCE-PARKS 2,916.66 16,664 91 35,000.00 30,171.67 35,000 00 4,828.33 79-610-62-00-5421 WEARING APPAREL 375.00 1,140.93 4,500.00 3,986.51 4,500.00 513.49 79-610-62-00-5434 RENTAL-E UIPMENT 291.66 ! -3-,5-00.00 ! 3,500.00 3,500.00 _ - - 79-610-62-00-5438. . CELL PHONES 375.00 427.55 4,500.00 3,069.55 ' 4,500 00 1,430.45 79-610-62-00-5445 LEGAL EXPENSES 333.33 462.50 4,000.00 4,582.25 _ 4,000.00 (582.25) 79-610-64-00-5604 TRAINING & CONE 79-610-64-00 5605 TRAVEL EXPENSES - - - 79610-65-00-5602 OFFICE SUPPLIES _ 41.66 500.00 69.85 ` 500.00 430.15 _ 79-610-65-00-5804 OPERATING SUPPLIES 2,145.83 6,073 39 25,750.00 18,772 31 25,750.00 6,977.69 79-610-65-00-5815 HAND TOOLS 145.83 91200 - 1,750.00 1758.74 ,' _ 1,75000 _. _ (8.74) 79-610-65-00-5824 CHRISTMAS DECORATIONS 41.66 _ 505.56 500.00 808.83 _ _500.00 (308.83) 79-610-65-00-5825 PUBLIC DECORATIONS 41.66 - -' 500.00 95.95 ' 500.00 404.05 79-610-72-00-6500 IMRF PARTICIPANTS 2,763.25 3,774 96 33,159.00 30,110.51 33,159.00 3048.40 79-610-72-00-6501 SOCIAL SECURITY 2,610.58 3,100 07 ` 31,327.00 26,715 06 31,327.00 4,611.94 _- 79-610-75-00-7003 OFFICE EQUIP 41.66 500.00 500.00 500.00 79-610-75-00-7701 FLOWERS/TREES 125.00 1,500.00 1,010 35 ' 1,500.00 489.65 79-610-78-00-9005 - MERIT - Ed -_- - - --- TOTAL PARKS EXPENSES (FUND 79): 471540.43 74,947 31 570,486.00 489,984.41 ' 570,486.00 80,501.59 RECREATION EXPENSES (FUND 79) _ 79-650-50-00-5107 7- - SA1FARIES-REC FULL-TIME _ 29,894.83 36,321 75 ' " 358,738.00 324,008 18 : ! __358,738.00 34,729.82 79-650-50-00-5108 CONCESSION STAFF 750.00 1,204 00 9,000.00 9,421 72 % 9,000.00 (421.7 79-650-50-00-5109 SALARIES-PRE-SCHOOL 1,500.00 2,571 00 ! 18,000.00 18,940 92 : 18,000.00 _ 940.92) 79-650-50-00-5136 SALARIES-PART-TIME 1,125.00 1,237 00 i 13,500.00 13,169 41 & 13 500.00 330.59 79-650-50-00-5137 SALARIES-OVERTIME 29.16 350.00 350.00 350.00 79-650-50-00-5150 SALARIES-INSTRUCTOR 5,500.00 1,044 50 66,000.00 13,842.16 66,000.00 _ 57.84 52,1 79-650-50-00-5155 SALARIES-RECORDING SECRET. 250.00 125.13 3,000.00 2L284.15 3,000 00 715.85 79-650-62-00-5401 CONTRACTUAL SERVICES - 1,29360 " i' - 41,19865 . ` - (41,198.65)_ 79-650-62-06:54N MAINTENANCE SUPPLIES 312.50 20426 ". 3,750.00 76565 , 3,750.00 2,984.35 79-650-62-00-5409 MAINTENANCE-VEHICLES 141.66 1,700.00 _ 586 58 1,700.00 _ 1,113.42 79-650-62-00-5410 MAINTENANCE OFFICE EQUIP 416.66 356.00 5,000.00 4,081 96 51000.00 918.04 79-650-62-00-5426 YOUTH SERVICES GRANT 75.00 � i!. 900.00 45.00 900.00 855.00_ 79-650-62-00-5435_ ELECTRICITY 1,916.66 883.19 „ ) 23,000.00 _ 15,383 63 ; { 23,000.00 _ 7,616.37 79-650-62-00-5437 TELEPHONE/INTERNET 108.33 _ 178.85 ; ;; 1,300.00 1,060 65 1,300.00 _ 239.35 79-650-62-00-5438 CELL PHONES 250.00 413.36 ` -! 3,000.00 2,978 40 3,000.00 21.60 79-650-62-00-5445 PORTABLE TOILETS 416.66 592.50 5,000.00 4,837 14 5,000.00 162.86 79-650-62-00-5603 PUBLISHING/ADVERTISING 2,250.00 8786 73 27,000.00 28,013 40 _ 27,000.00_ . _ (1,013.40) 79-650-62-00-5605 BOOKS/PUBLICATIONS 8.33 100.00 104.00 - - 100.00 79-650-64-00-5600 DUES 83.33 1'. 1,000.00 1,061 00 11000.00 (61.00) 79-650-64-00-5604 TRAINING & CONFERENCES 79-650-64-00-5605 TRAVEL EXPENSES 79-650-65-00-5802 OFFICE SUPPLIES 375.00 488.83 4,500.00 2,367 99 4,500.00 2,132.01 79-650-65-00-5803 _ PROGRAM EXPENSES 4,812.50 3,889 84 57,750.00 41,097 20 57,750.00 16,652.80 _- - _ 79-650-65-00-5804 OPERATING SUPPLIES 1_25.00 � ;'; 1,500.00 100.05 ` 1,500.00 1,399.,95 79-650-65400-5805 RECREATION EQUIPMENT 250.00 225 00 3,000.00 510 41 ! 3,000.00 _ 2,489.59 79-650-65-00-5808 POSTAGE &SHIPPING 416.66 1,173 00 5,000.00 1 7,390 97 ;" 5,000.00 (2,390.97) 79-650-65-00-5812 GASOLINE _ _ 416.66 179.69 5,000.00 1,846.06 5,000.00 3,153.94 779-650-65-00-5M MILEAGE 33.33 400.00 400.00 400.00 79-650-65-00-5827 _ GOLF OUTING EXPENSES 1,500.00 : �� 18,000.00 6,000 69 ; 18,000 00_ 11999.31 79-650-65-00-5828 CONCESSIONS 1,08333 6,753 22 ' / 13,000.00 24,238 51 13,000.00 (11,238.51) 79-650-65-00-5833 HOMETOWN DAYS EXPENSES 7,750.00 93,000.00 100 579.28 93,000.00 (7,579.28) 79-650-65-00-5840 SCHOLARSHIPS 166.66 156.00 2,000.00 2,000.00 79-650-65-00-5843 PROGRAM REFUND _ 750.00 459.00 9,000.00 5,949 00 . 9,000.00 3,051.00 79-650-72-00-6500 IMRF PARTICIPANTS 2,483.66 3,493 10 ( -' 29,804.00 30,082.27 29,804.00 (278.27) 79-650-72-00-6501 SOCIAL SECURITY 2,98225 3,194.02 ` ' 35,847.00 28,652.88 35,84200 7,194.12 79-650-75-00-7002 COMPUTER EQUIP AND SOFTWAR 41.66 500.00 96.00 ; 5.00.00 402.00 79-650-78-00-9005 MERIT - _- 79-650-78-00-9009 - RESERVE _ ___ ._ __. - _. __._. '- TOTAL RECREATION EXPENSES (FUND 79): 68,219 83 75,067 57 � 816,795.00 730,695.91 8181639..00 87,943.09 TOTAL OPERATING REVENUES (FUND 79): 115,]61.0] (50,724.12) ) 1,389,12520 1 336,218.26 � ° 1,389,125.20 52,906.94 _- _.. _- _ TOTAL EXPENSES (PARKS AND REC FUND 79): 1 115,760.26 150,014.88 1,387,261.00 1,220 680.32 1_1389,125.00 168,444.68 SURPLUS/DEFICIT: 0.81 (200,739.00) 1,844.20 115,537.94 0.20 (115,53].]4) United City of Yorkville Detailed Revenue and Expense Report for 12 accounting periods in FY 09/10 (May - Apr) Report ran on May 21, 2010 @ 1:28pm Apr . ? April Veard© tlgte Year=td d8te f UoeOCU rlserea ? Budget' ud e[ Line Stem # "Descri C,Dn BUd et At[uzl Trudge et ' aetv2l , FY ©9 10 Bud 'el balance ' REC CENTER REVENUES 80-000-40-00-3999 BEGINNING FUND BALANCE (6,916.66) (6,916.66) _ , _ (82,999.84) (82,999.84) - 80-000-42-00-4200 MEMBERSHIP FEES 33,333.33 33,269.00 400,000.00 387,925 00 400,000.00 12,075.00 80-000-42-00-4210 GUEST FEES 833.33 515.00 10,000.00 4,303.00 ' 10,000.00 5,697.00. 80-000-42-00-4220 SWIM CLASS _ 3,500.00 2,717 75 42,000.00 30,949.00 _ 42,000 00 _ 11,051.00 fi0-000-42:66-42M PERSONAL TRAINING FEE 1,666.67 528.010 20,000.00 12,663.60--, 20,000.00 7,397.00 80-000-42-00-4240 _ TANNING SESSIONS 416.66 457.50 '- 5,000.00 2,589.50 ` 5,000.00 2,410.50 80-000-42-00-4270 FEES FOR PROGRAMS _16,166.66 14,023 25 ! 194,000.00 122,716.21 194,000.00 71,283.79 80-000-42-00-4280 CONCESSIONS _ 1,000.00 1,368 75 12 00.00 12,756.97 ' 12,000.00 80-000-42-00-4285 VENDING MACHINES 80-000-42-00-4286 RENTAL INCOME 458.33 555.50 5,500.00 4,056.00 : 5 500.00 1,444.00 80-000-42-00-4295 MISC RETAIL 149.23 (149.23) 80-000-44-00-4400 DONATIONS SPONSORSHIP 1,000.00 293.00 12,000.00 -3t176.00 ' 12,000.00 _ 8,824.00 80-000-45-00-4550 GRANTS/SCHOLARSHIPS 91.66 1,100.00 1,40000 1,100.00_ (300.00) TOTAL REO CENTER REVENUES: 51,549.98 46,811.09 ' 618,600.16 499,624 07 618,600.16 118,976.09 REC CENTER EXPENSES 80-000-50-00-5107 SALARIES-REC CENTER 2,850.00 3j946.15 ." # 34,200.00 33,410 76 34,200.00 789.24 80-000-50-00-5109 SALARIES-PRESCHOOL . 4,000 00 3,331.75 48,000.00 22,026 52 . , 48,000.00 25,973.48 80-000-50-00-5136 SALARIES-PAR_TTIME 8,750.00 11,944.38 105,000.00 99,721.78 !. 105,000 00_ 5,278.22_ 80-000-50-00-513] SALARIES-OVERTIME 83.33 1,000.00 1,000.00 ,_1_,000.00 80-000-50-00-5150 SALARIES-INSTRUCTORS _ 7,166.66 6,519 25 " 86,000.00" 56,295.86 86,000.00 29,704.14 80-000-62-00-5401 CONTRACTUAL SERVICES - 2,025 00 - 17,976.30 - (17,976.30) 80-000-62-00-5408 MAINTENANCE-SUPPLIES 1,000.00 1,546 56 12,000.00 9,335.19 12,000.00 2,664.81 80-000-62-00-5410 MAINTENANCE-OFFICE EQUIP_ 229.16 549.91 !.) 4,314.26 4,512.26 2,750.00 (1,762.26) 80-000-62-00-5416 MAINTENANCE-GENERAL 833.33 (4,585.80) : 10,000.00_ 13,796.67 10,000.00 _ (3,796.67) 80-000-62-00-5426 GRANTS 91.66 , 1,100.00 _ 216.32 _ _ 1,100.00 883.68 80-000-62-00-5430 _ TOWEL RENTAL 83.33 1,000.00 1,028.00 1,000.00 (28.00) 80-000-62-00-5431 POOL REPAIR _ 625.00 860.26 7,500.00 6,209.63 7,500.00 1,290.37 80-000-62-00-5432 LEASE PAYMENT 17,500.00 `. 210,000.00 210 000 00 , � 210,000 00 - BO-000-62-00-5433 LICENSES/PERMITS 83.33 1,000.00 15000 1,000.00 850.00 _ 80-000-62-00-5434 POOL SUPPLIES 416.66 25 88 " '� 5,000.00 3,165 50 ', 5,000.00 1,834.50 80-000-62-00-5435 ELECTRICITY _ 3,916.66 2,368. 17 47,000.00_ 26,272 40 ; 47,000.00 _ 20,727.60 80-000-62-00-5437 TELEPHONEJINTERNET/CABLE 145.83 43705 + 1,750.00 1,64403 _ _3,750.00 105.97 80-000-62-00-5438 CELL PHONES 58.33 82.88 700.00 510.38 700.00 189.62 80-000-62-00-5439 PROPERTY TAX 2,_206.66 26,480.00 _ 26,320 12 26,480.00 _ 159.88 80-000-62-00-5440 SECURITY 60.00 720.00 280.00 720.00 440.00 80-000-62-00-5603 PUBLISHING/ADVERTISIN 125.00 _ ` ' 1,500.00 1,477M 1,500.00 22.17 80-000-62-00-5605 BOOKS/PUBLICATION 8.33 100.00 100.00 100.00 80-000-64-00-5600 DUES 16.66 200.00 __.. 89.00 ` : 200.00 111.00 80-000-64-00-5604 TRAINING & CONFERENCES - - - - 80-000-64 00 5605 _ TRAVEL EXPENSES - - 80-000-65-00-5802 OFFICE SUPPLIES 333.33 268.81 4,000.00 2,383 34 ; 4,000 00 1,616.66 80-000-65-00-5803 PROGRAM EXPENSES 2,583.33 2,774.90 31,000.0_0_ 19,081 73 " ' 31,000.00 11,918.27 EIOE500-65-00-38iJ4 OPERATING SUPPLIES 316.66 993.95 3,800.00 2,164.65 3,800.00 1,63535 80-000-65-00-5805 RECREATION EQUIPMENT 1,666.67 1,809.96 20,000.00 4,099 94 20,000.00 15,900.06 80-000-65-00-5808 POSTAGE & SHIPPING 66.66 800.00 180.00 800.00 620.00 80-000-65-00-5812 GASOLINE 25.00 300.00 300.00 300.00 80-000-65-00-5826 MILEAGE _ 20.83 250.00 250.00 250.00 80-000-65-00-5828 CONCESSIONS EXPENSES 375.00 1,778 97 4,500.00 11,614.91 4,500 00. _ (7,114.91) 80-000-65-00-5840 SCHOLARSHIPS 41.66 ; ' 500.00 � 500.00 500.00 80-000-65-00-5841 PROGRAMREFU REFUNDS 83.33 976 00 ` " 1,000.00 5,833.00 1,000.00 (4f833.00) 80-000-65-00-5842 MEMBERSHIP REFUNDS_ _ 83.33 413.00 1,000.00 2,004 00 ' 11000.00 1,004.00) 80-000-72-00-6500 IMRF 243 501 1,333.95 21922.00 _ 8,687.29 ` 2,922 00 (5,765.29)_ 80-000-72-00-6501 SOCIAL SECURITY 1,748.00 _ 1,956 09 20,976.00 15,703.47 20,976.00 5,272.53 80-000-75-00-7002 COMPUTER EQUIP & SOFT 83.33 , ' ;'; 1,000.00 3,178.00 ' 1,000.00 _ _ {2,178.00) 80-000-75-00-7003 OFFICE EQUIPMENT _. _ _ 41.66 500.00 `: 500.00 500.00 0-000-75-00 8 -7500 PHONE SYSTEM 16.66 200.00 200.00 200.00_ 80-000-78-00-9002 NICOR _. 1,721 09 - 17,310.29 - (17 310.29) 80-000-99-00-9979 TRANS FER TO PARKS AND REC _ TOTAL REC CENTER EXPENSES: 57,978.88 43,080 Ib ) 697 312.26 626 679.17 ' 695,748.00 69,068.83, TOTAL REC CENTER REVENUES: 51,549.98 46,81109 " 618,600.16 499,62407 " 618,600.16 TOTAL REC CENTER EXPENSES: 57,978.88 43,080 16 697,312.26 626,679.17 ' 695,748.00 SURPLUS DEFICIT: (6,428.90) 31730.93 78 712.10) 1 (127,05 5.16 77 147.84 Reviewed By: Agenda Item Number 1Pwnswu� Parks ❑ l�,��jlj Recreation ❑ pgpKs & PECWMN Director ❑ - City Administrator ❑ Tracking Number Legal ❑ ✓ Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Fall 2009 Program Performance Report Agenda Date: May 27, 2010 Synopsis: Presentation of the large format master program spreadsheet with Fall 2009 program figures. Action Previously Taken: Date of Action: Action Taken: Item Number: . Type of Vote Required: N / A Action Requested: Discussion Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: The spreadsheet will be printed out for viewing at the meeting. Reviewed By: Agenda Item Number 1PYDRK�� ,� Parks ❑ ��,$jl Recreation ❑ PARFC B RECREX"ON Director ❑ City Administrator ❑ Tracking Number Legal ❑ nu im wmwm/ Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Athletic Field Rental Policy — youth baseball agreements Agenda Date: May 27, 2010 Synopsis : See attached memo. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: N / A Action Requested: Discussion and direction Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum To: Park Board From: Bart Olson, Interim Director of Parks and Recreation PARKS S PECRMT70N CC: !i Date: May 21 , 2010 Subject: Athletic Field Policy — youth baseball agreements mpmu� wA�cmu�n Attached are copies of the Athletic Field Rental Policy and YYBSA agreement. The YYBSA agreement will need to be renegotiated for next season in the next few months. When the YYBSA agreement was approved by Park Board, the Park Board discussed the merits of breaking the agreement up into two parts — one for in-house leagues and one for travel teams only. The idea behind this concept is that other organizations have expressed interest in renting fields for travel teams, and breaking the YYBSA agreement into two separate agreements would allow us to apply similar preference for field use between YYBSA's travel teams and any other organization' s travel teams. As you are aware, we have had great demand for baseball field space over the past few years, while we have not added any additional baseball fields. In the near future, staff will be proposing to add a baseball field to Cannonball Ridge Park with general Parks and Recreation department funds. This will allow us to generate more field rental fees and it will satisfy some of the baseball field demand between all of the organizations seeking field space. Accordingly, I would like direction from the Park Board on if the YYBSA agreement and Athletic Field Rental policy should be amended. i AGREEMENT UNITED CITY OF YORKVILLE YORKVILLE PARKS AND RECREATION DEPARTMENT and YORKVILLE YOUTH BASEBALL/SOFTBALL ASSOCIATION This agreement is made and entered into this �� day of JflnluA2 20A9, by and between THE UNITED CITY OF YORKVILLE an Illinois municipal corporation (the "city"), and the YORKVILLE YOUTH BASEBALL / SOFTBALL ASSOCIATION, an Illinois not-for-profit corporation (the "Association"). WITNESSETH WHEREAS, the city is the owner of certain fields and parks (the "parks") which the Association wishes to utilize from time to time with the prior written permission from the city and the city wishes to accommodate the Association's use of the parks on the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the covenants and agreements hereinafter contained, it is mutually agreed by and between the parties hereto as follows: 1 . Use of Parks by the Association. The city agrees to permit the Association to utilize certain parks designated by the city at those times that are mutually acceptable to each of the parties for a term commencing April 1, 2010 and ending September 30, 2010. The parties agree that the Association's use of the parks designated by the city shall be nonexclusive. The Association' s use of the parks designated by the city shall be subject to the city's ordinances, policies and direction of the city's officers and as otherwise hereinafter provided. Master Schedules must be submitted to the city for use of the fields, inclusive of rain dates by March 1, 2010. Schedules will be approved by the city based on availability. Any changes to the schedule by YYBSA are due to the City by 9:00 am the Friday prior to the week of play. If a game is rained out, the game may not be rescheduled within the same week; the earliest it may be rescheduled is the following week. 2. Use. The Association agrees to adhere to the approved athletic field reservation policy. Furthermore, by using the parks and fields of the city, the Association agrees to adhere to all city ordinances, use policies and procedures while in the parks and fields. 3 . Fees. A fee equal to the amount of $ 15 per player for all registered players of YYBSA that use city owned fields and facilities shall be paid by YYBSA to the city according to the following payment schedule: 50% by March 1 , 50 % by May 1 , 2010, YYBSA registration records for 2010 shall be used to determine the total fee to be paid to the city, with said records being open for city review upon request. Fees for 2010 described herein shall be applied toward maintenance costs of the fields and facilities to be used by the Association in 2010. The fees exclude tournaments which have a separate fee structure. Tournament schedule dates must be submitted to the Recreation Department by November 30, 2009 to guarantee set dates. Fee structure and tournament cancellations will be governed by the Athletic Field Reservation Policy. 1 The fee for field usage will be waved for YYBSA's Year End Celebration. The Year End Celebration details will be worked out between the Association and the Parks & Recreation Department thirty days in advance of the event. The city Parks and Recreation Department agrees to inform the Association by September 30, 2010 of its intent to charge a maintenance fee for the 2011 season, its amount, and a date by which the fee must be paid in full. . The fee is to be applied toward the maintenance costs of the fields and facilities to be used by the Association in 2010, excluding tournaments which have a separate fee structure. The intent to charge this fee and its amount will be proposed in the 2010 Agreement between the city and the Association and is subject to approval by the City Council 4. Maintenance Standards. In agreeing to use the city parks the Association agrees to participate in completing the routine maintenance items while using the parks. • Inspect the fields prior to use daily • Litter control through daily collection when scheduled use by the Association • Immediately reporting of any damages and/or maintenance concerns to the City. The Association is responsible for all participant and players conduct while on the fields, park, surrounding areas including parking lot. All players using the athletic fields should adhere to the rules in the City's "General policies and procedures for use of the United City of Yorkville parks, fields, and facilities", as included in Exhibit A to this agreement, and as amended from time to time. Any violation of these policies can impact the current and future uses of all City fields and / or facilities. Furthermore, the Association assumes all responsibility for the repair or replacement of damage as a result of misuse of the field, equipment or park amenities. Furthermore, the City agrees to prepare the fields/parks prior and throughout the season to maintain quality conditions for use. The City shall maintain the right to add, delete or modify maintenance procedures as deemed necessary. The responsibility of the common areas and turf will be the responsibility of the city unless otherwise identified. 5 . Advertising. The Association may place one advertising banner at each field used by YYBSA under the terms of this agreement, while YYBSA activities are taking place on said field. Said advertisement may be attached to the backstop or mounted in open areas, but may not be attached to the outfield fences. All advertisements allowed under this section must also comply with the Parks and Recreation Department' s "Sponsorship Terms and Policies". Advertisements are limited to 3 ' x 5 ' in size. 6. Insurance. The Association shall maintain commercial general liability (CGL) and commercial umbrella liability insurance with a limit of not less than $2,000,000 for each occurrence. If such insurance policy contains a general aggregate limit, it shall apply separately to this Agreement. A, Occurrence basis coverage. This CGL and umbrella insurance shall be written on an occurrence basis and shall cover liability arising from premises, operation, independent contractors, products-completed operations, bodily and personal injury, property damage, as well as liability assumed by the Association under this Agreement. 2 B. . Additional insured. The city shall be named as an insured under the CGL and umbrella insurance using an additional endorsement to the city for claims arising out of or as result of this Agreement. C. Waiver of subrogation. The Association waives all rights against the city for recovery of damages to the extent these damages are covered by the CGL or commercial umbrella liability insurance maintained pursuant to this Agreement. D. Delivery to city of certificates. Within 10 days from the start date of this Agreement, the Association shall furnish the city with copies of its current certificates of insurance documenting each such policy along with the additional insured endorsements required in this section. E. Cancellation. All such insurance provided for herein shall be non-cancelable, except upon 30 days' prior written notice to the city, and shall contain the following endorsement (or its equivalent) and shall appear on the policies respective insurance certificates: It is hereby understood and agreed that this insurance policy may not be canceled by the surety or the intention not to renew be signed by the surety until 30 days after receipt by the city of Yorkville by registered mail of written notice of such intention to cancel or not to renew. F. No Limitation on liability. The minimum amounts set forth in this Agreement for such insurance shall not be construed as a limitation or satisfaction of the Association's liability, including indemnification, to the city under the Agreement as to the amount of such insurance. G. No Waiver. The failure or delay of the city at any time to require performance by the Association of any provision of this section, even if known, shall not affect the right of the city to require performance of that provision or to exercise any right, power or remedy under this Agreement, and any waiver by the city of any breach of any provision in this section shall not be construed as a waiver of any continuing or succeeding breach of such provision, a waiver of the provision itself, or a waiver of any right, power or remedy under this Agreement. H. Primary coverage. The coverage shall apply as primary coverage with respect to any o other insurance or self-insurance program afforded to the city. There shall be no endorsement or modification of this coverage to make it excess over other available insurance / coverage; alternatively, if the CGL and umbrella, excess of reinsurance states that it is pro rata, it shall be endorsed to be primary with respect to the city. 7. Liability, Indemnification and Waiver A. Assumption of liability. Except as specifically provided by law or this Agreement, the city assumes no liability or responsibility for any injury to or death of any person or persons including officers and employees of the Association and participants in the Association's program and activities or any other person and assumes no liability or responsibility for any damage to property sustained by any person(s). In addition the Association will report all injuries to the city within 24 hours. 3 B. Indemnification. To the fullest extent permitted by law, the Association will defend, indemnify and hold the city harmless from all claims arising directly or indirectly from or in connection with (i) the conduct or management of the programs and activities of the Association; (ii) any act, omission or negligence of the Association or any of its directors, officers, agents, employees, invitees or contractors of the Association; (iii) any accidents, injury or damage whatsoever occurring on or at the parks arising from, directly or indirectly, the use of the parks by the Association or any of its directors, officers, agents, employees, invitees or contractors, as well as participants in the Association's programs and activities except to the extent of any negligent or wrongful act or omission of the city. However, this limitation shall not in any way limit the Association's duty to defend the city. C. Defense of City. In the event any claims shall arise, the Association shall defend and pay any judgment or settlement against the city in such claims. The city shall tender the defense to the Association. The Association and the city shall mutually agree to counsel to defend of such claims. The city, in its sole discretion, may participate in the defense of such claims at the Association's sole expense, but such participation shall not relieve the Association from its duty to defend and to pay any judgment or settlement against the city in such claims. Except where a settlement completely and forever releases the city from any and all liabilities without financial contribution by the city or its insurer, the Association shall not agree to any settlement of the claims without the city' s approval. D. Waiver of defenses. In any and all claims against the city or any of its agents or employees the indemnification obligation under this paragraph shall not be limited by any limitation on the amount or type of damages, compensation or benefits payable by or for the Association under applicable law. The Association waives all defenses available to the Association which limit the amount of the Association' s liability to the city. 8 . No Alteration. The Association shall not snake structural improvements, changes or alteration to the parks without first obtaining the written consent of the city. Any improvements to the parks will be through a donation to the city, and therefore become the property of the city. 9. No Assignment. The Association shall not assign its interest in this Agreement without obtaining the written consent and approval of the city. 10. Binding upon successors. This Agreement shall be binding upon the successors and assigns of the parties hereto. 11 . Reimbursement for increased insurance costs. Any increase of insurance premium on the parks resulting for such use by the Association shall be paid for by the Association. 12. Integration of all terms into Agreement. This Agreement contains all of the terms, conditions and agreements between the parties hereto and no amendments, additions or changes hereto shall be valid unless attached hereto in writing and signed by the city and the Association. Failure to abide by the policies and rules set forth in this agreement could result in additional fees assessed to the Association and/or loss of privileges regarding the use of parks and fields. 4 IN WITNESS WHEREOF, the parties hereto have, the day and year first above written, signed and executed this Agreement by virtue of authority given and granted by the respective corporate authorities of the parties hereto. THE UNITEDD CITY OF YORKVILLE By: 6 h l Mayor, United City of Yorkville By: Az 4114� L��71k and R creation Board YORKVILLE YOUTH BASEBALL/SOFTBALL ASSOCIATION By: L ILA President Attest: Representative 5 Exhibit A Parks Policies and Procedures • No equipment or permanent signage will be added or installed to the park without the permission of the United City of Yorkville Park and Recreation Department. • No ball hitting or pitching into fences or dugouts is allowed, with the exception of light weight plastic practice balls. • Each party will report any damage and or maintenance concerns to the park department immediately. • Coordination of work involving the park department staff or use of the equipment will generally require a two-week notice, for scheduling purposes. • Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed on the fields proper. • All requests for use of fields, or park(s) must be in writing. • Each group must complete a checklist ensuring that the fields are in acceptable condition after their scheduled use. This form must be turned into the Park and Recreation Department at the end of the season or maintenance obligation. • Due to the scheduling or early setups for the other functions, all groups and organizations are requested to use only the area, field, or park that has been assigned to them. • No group may meet in the United City of Yorkville parks that practices discrimination in any manner, or partisan political activities of any kind. Non-partisan public meetings and information forums are permitted. • No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and privileges immediately. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff. • Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Damage or excessive litter may result in a loss of privileges and use. • Groups may not use the fields or parks when the weather conditions are dangerous or when the field conditions are not acceptable. All groups must adhere to the inclement weather practice for field conditions; (no standing water, saturated turf conditions, or times when safety is a concern). 6 • Groups must adhere to all city ordinances, policies and procedures when using the facilities, parks and fields. (Sign Ordinance, Building Rental Policies, Lightening Prediction Policy, and weather warning alarm system, and any other city guidelines that pertain to the use of City Owned property). • When ball field lights are utilized, a park and recreation department employee, tournament director, or the representative of a private rental, will be the designee for acquiring the key for the electrical box and turning lights on and off according to posted instructions and for unlocking and locking the bathrooms. The use of lights will require the payment of a fee to offset electrical costs. In addition, a refundable deposit may be required prior to the beginning of the season or event, which can be forfeited for unauthorized or inappropriate use of the lights. • All play at Bridge Park ballfields must end no later than 9:45 pm, everyday. Lights will be turned off at 10:00 pm everyday, no exceptions. 7 I STATE OF ILLINOIS ) )ss COUNTY OF KENDALL ) RESOLUTION NO. 2009- RESOLUTION APPROVING A REVISED POLICY FOR ATHLETIC FIELD USE POLICIES AND PROCEDURES WHEREAS, the City Council of the United City of Yorkville has considered and discussed the importance of updating the United City of Yorkville's policy concerning athletic field use policies and procedures; and WHEREAS, the City Council has determined that it desires to update such a policy; and WHEREAS, it has been determined to be in the best interests of the United City of Yorkville to repeal the previous Athletic Field Use Policies and Procedures and adopt a new policy in the form attached hereto in Exhibit "A". NOW THEREFORE BE IT RESOLVED, by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, that the Athletic Field Use Policies and Procedures in the form set forth on Exhibit "A" attached hereto and incorporated herein is hereby adopted as the Athletic Field Use Policies and Procedures of the City and the Athletic Field Use Policies and Procedures heretofor adopted by the City Council is hereby repealed in its entirety. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this day of A.D. 2009. ITY CLERK ROBYN SUTCLIFF DIANE TEELING GARY GOLINSKI ARDEN JOE PLOCHER WALLY WERDERICH MARTY MUNNS ROSE SPEARS GEORGE GILSON, JR. Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this a8 day of 6Fj0!FZM6G2. , A.D. 2009. MAYOR WRKv>L E UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT PARKS & RECREATION ATHLETIC FIELD RESERVATION POLICY The Athletic Field Reservation policy of the United City of Yorkville has been established to provide a systematic method by which athletic fields (baseball, softball and soccer) may be reserved by the residents of the community. A reservation is not required for athletic field use for occasional play or pick up games. For league play (which includes multiple days, or week play for both games and practices) a permit is required and will guarantee use for the dates and times specified on the permit. Objectives To provide maximum utilization of athletic fields through centralized scheduling ® To provide an impartial distribution of athletic fields to the various community groups who wish to reserve fields To plan cooperatively with other community agencies to enhance individual and group recreational needs To provide recreational activities which take into consideration the needs of the community a To provide the best possible maintenance of athletic fields using available manpower and monetary resources Rental Categories Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. Athletic Field Use Priorities When scheduling reserved use of athletic fields, the following priorities shall be established : 1 . United City of Yorkville Park and Recreation sponsored programs 2. Yorkville School District 3 . Youth Leagues that have approved cooperative agreements with the City of Yorkville. 4. Other athletic programs within the community requesting to reserve an athletic field(s) on a seasonal basis. 5 . Private groups or individuals requesting to reserve an athletic field(s) on a single or multiple dates. 6. Other Athletic fields may be used on a drop-in basis by any group or individual without a reservation on a first come first serve basis. Drop-in use is limited to 2 hours and does not include any organized league games. Groups or individuals with an approved reservation or permit and City programs will have priority use. In case of inclement weather, the United City of Yorkville Park and Recreation Department shall make the final decision regarding playability of all fields. Approved by Park Board September 1.0, 2009 1 Approved by City Council September 22, 2009 Request for Athletic Field Reservation Organizations, groups and individuals desiring to reserve athletic fields shall complete the standard application for athletic field reservation. In addition, organizations, groups, and individuals shall be required to submit the following with the application form: • A certificate of insurance — co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation • The team roster(s) with addresses and signed waiver forms from each player or guardian. • The Recreation Department may request additional information from the desired individual or groups if it is considered to be in the best interest of the City or necessary to make a decision regarding the use of a field. Reservation requests shall be approved beginning on the following dates : Spring Season (March — May) March 1't Summer Season (June — August) April 15th Fall Season (September — November) July 15"' Tournament Schedule - beginning December 1't (due from YYBSA by Nov. 30th) Holiday Maintenance Schedule It will be at the discretion of the Superintendent of Parks on a case by case basis as to the availability of field preparation on a holiday or holiday weekend. TOURNAMENT ATHLETIC FIELD RESERVATION Any groups wishing to host a tournament shall have an approved athletic field reservation prior to submitting a bid to host a tournament. Applications for Tournament requests may be submitted beginning Dec. I " for the general public. The scheduling and approval is on a first come, first serve basis. Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed below. In addition, certificate of insurance, team rosters and signed waiver forms for each player participant shall be submitted to the Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Recreation Department. Special tournament and use requests shall be approved by the Park Board. The group or organization requesting the use of the fields for tournament use is responsible for all participant and players conduct while on the fields, park, surrounding areas including parking lot. All players attending a tournament or other uses of the athletic fields shall adhere to this entire policy and the items listed below. Any violation of these policies can impact the current and future uses of all City fields and / or facilities. Furthermore, the group assumes all responsibility for the repair or replacement of damage as a result of misuse of the field, equipment or park amenities. Major Tournaments Deadline Athletic field reservation requests for major tournaments shall be submitted beginning Dec. 1 st. Major tournaments shall include, but are not limited to, national, regional and state tournaments. Small Tournaments Deadline Approved by Park Board September 10, 2009 2 Approved by City Council September 22, 2009 Athletic field reservation requests for small tournaments shall be submitted in writing at least forty five (45) days prior to the tournament date, with a response from the Park and Recreation Department guaranteed at least thirty (30) days prior to the tournament date. Small tournaments shall include, but not limited to, city-wide or county tournaments. Special Requests Deadline Any special tournament requests for any variances shall be submitted in writing along with the athletic field reservation request. Special tournament requests shall include, but are not limited to, use of field lights, fundraising activities, extended park hours use, use of a public address system, admission charges, additional bleachers, additional field maintenance, use of temporary fencing, and water or electrical access. GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES No equipment or permanent signage will be added or installed to the park without the permission of the United City of Yorkville Park and Recreation Department. ® No ball hitting or pitching into fences or dugouts is allowed, with the exception of light weight plastic practice balls. Each party will report any damage and or maintenance concerns to the park department immediately. ■ Coordination of work involving the park department staff or use of the equipment will generally require a two-week notice, for scheduling purposes. ■ Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed on the fields proper. ® All requests for use of fields, or park(s) must be in writing. ® Each group must complete a checklist ensuring that the fields are in acceptable condition after their scheduled use. This form must be turned into the Park and Recreation Department at the end of the season or maintenance obligation. • Due to the scheduling or early setups for the other functions, all groups and organizations are requested to use only the area, field, or park that has been assigned to them. • No group may meet in the United City of Yorkville parks that practices discrimination in any manner, or partisan political activities of any kind. Non-partisan public meetings and information forums are permitted. o No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and privileges immediately. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff. Approved by Park Board September 10, 2009 Approved by City Council September 22, 2009 3 • Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Damage or excessive litter may result in a loss of privileges and use. • Groups may not use the fields or parks when the weather conditions are dangerous or when the field conditions are not acceptable. All groups must adhere to the inclement weather practice for field conditions; (no standing water, saturated turf conditions, or times when safety is a concern). • Groups must adhere to all city ordinances, policies and procedures when using the facilities, parks and fields. (Sign Ordinance, Building Rental Policies, Lightening Prediction Policy, and weather warning alarm system, and any other city guidelines that pertain to the use of City Owned property). • When ball field lights are utilized, a park and recreation department employee, tournament director, or the representative of a private rental, will be the designee for acquiring the key for the electrical box and turning lights on and off according to posted instructions and for unlocking and locking the bathrooms. The use of lights will require the payment of a fee to offset electrical costs. In addition, a refundable deposit may be required prior to the beginning of the season or event, which can be forfeited for unauthorized or inappropriate use of the lights. • All play at Bridge Park ballfields must end no later than 9:45 pm, everyday. Lights will be turned off at 10:00 pm everyday, no exceptions. ATHLETIC FIELD RESERVATION FEES A. Establishment The Park Board shall annually (based on fiscal year) recommend fees for the reserved use of athletic fields based on the premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the city's athletic fields. Fees shall be established in the following categories : 1 . Soccer Fields and football fields 2. Baseball and softball fields, daylight use 3 . Baseball and softball fields, night use with lights[ 4. Resident, non-resident and commercial use fees 5 . Single or multiple and seasonal use fees 6. Tournament use 7. Special use B, Resident / Non-Resident Users To qualify for resident fees a group shall consist of 80% or more residents of the United City of Yorkville, City boundaries. The 80% residency requirement shall be calculated based on the total number of players using the field, not just on the group requesting use of the field. Residency shall be determined based on the home address of the individuals as opposed to the business address or the address of other family members. The Parks and Recreation Department may waive the residency requirement if it is considered to be in the best interest of the City. C. Commercial Users Approved by Park Board September 10, 2009 4 Approved by City Council September 22, 2009 j Any group reserving an athletic field for profit making purposes shall be charged the commercial fee. I D. Waiver of Fees to School District, private school groups, or youth organizations Public and parochial schools that provide school facilities to the City of Yorkville at no charge shall have free reserved use of City athletic fields. These schools shall provide their own set-up of athletic fields including, but not limited to, lining, base set-up and hand raking. Should these schools wish to reserve an athletic field at night with lights, the established lighting costs shall be paid by the school. The Parks and Recreation Department may give consideration to the waiver or partial waiver of fees for youth organizations who are party to a cooperative agreement with the City. E. Payment of Fees Groups reserving an athletic field on a seasonal basis shall be billed by the Parks and Recreation Department with payment expected according to the following schedule: one half by the first usage date, and one half by the midpoint of the season. At the end of the season, adjustments will be made and either an additional billing or a refund of fees paid in excess will occur, whichever is necessary. A 20% deposit shall be required to guarantee the reservation. Groups or individuals reserving athletic fields on a single or multiple use basis, shall be required to pay the established fee at least two weeks prior to the date reserved. A permit shall be issued upon payment of the fee. Tournament Fees shall be paid in full at the time of written request to secure the dates. Payment of fees shall be made at the Parks and Recreation Department Administration Office 201 W. Hydraulic St. (old Post Office). F. Security Deposit A security deposit will be required per event, tournament or program. The amount will be $ 100 per day (no lights) or $ 150 per day (with lights), to a maximum of $500. The deposit maybe forfeited for incidents such as, but not limited to, those described below: If an athletic field is damaged due to improper use by the group or individual and requires more than normal maintenance and/or repair to be restored to its original condition, the group or individual shall be charged the amount necessary to cover the cost of the required maintenance and/or repair. If the security deposit does not cover the cost of the damage, an additional charge will be assessed. The need for excess clean-up above and beyond normal use. Unauthorized or inappropriate use of lights. Barring an incident warranting the forfeiture of part or all of the security deposit, a full refund of the security deposit shall be paid within thirty (30) days following the event, program or league. G. Refund of Tournament Fees A tournament is considered one entity even though it may span multiple days. To receive a full refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least eight weeks prior to the date reserved. Approved by Park Board September 10, 2009 5 Approved by City Council September 22, 2009 To receive a 50 percent refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least two weeks prior to the date reserved. To receive a fifty percent refund due to possible inclement whether the group or individual must provide written or verbal notification of cancellation to the Parks and Recreation Department by 4:00 pm the day prior to the date reserved, for a multiple day tournament this would be the first ,day of the tournament. No credit will be given for unused rain days during tournament play. No refunds after the reserved day has arrived. ATHLETIC FIELD RESERVATION POLICY ATHLETIC FIELD RESERVATION FEES The fee schedule will be reviewed and adjusted annually based fiscal expenses. Fees charged shall be used to partially offset the cost of maintaining and upgrading the City' s athletic fields. All fees are subjected to changing without notice. Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. DAILY FEES: (per field use) Ctg A Ctg B Ctg C Ctg D 0-2 hours $20 $25 $30 $40 2-4 hours $25 $30 $35 $50 4-6 hours $30 $40 $50 $60 6-8 hours $35 $45 $55 $70 Fees are based on a "per field basis" without usage of lights. PREPARATION OF FIELDS FEES Baseball / softball field prep — includes bases, fine dragging and lining (one prep per day). Weekday $35.00 per day per field Weekend $45 .00 per day per field Soccer field prep - includes nets, lining of the field Initial Layout Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .$ 175 .00 Weekly Maintenance Fees: Large Field ( 100 yds by 70 yards or 80 yds by 50 yards) . . . . . . . . . . ..$ 100 Medium Field (60 yds by 40 yds or 45 yds by 30 yds) . . . . . . . . . . . . .. .$80 Small Field (35 yds by 25 yds or 30 yds by 20 yds) . . . . . . . . . . . . . . . . . .$60 Approved by Park Board September 10, 2009 6 Approved by City Council September 22, 2009 i LIGHTS FEES Weekday or weekend - Minimum $45 fee for first hour, $30 for each additional hour per field SPECIAL USE FEES Water access fee - $20 Electrical access fee.- $20 Must supply your own extension cords. Please reference the concession stand / vendor operation policy for special use request and tournaments. SEASONAL / LONG TERM USE FEES: To be determined for each organization and the requests, per Athletic Reservation Fee Schedule. TOURNAMENT FEES Baseball/ Softball Fields — Weekend Tournament Fees Tournament Rental Fee - $900 Includes: • Lights at Bridge Park Fields (available from 6:00pm to 10:00pm each night — all play must end by 9:45pm, no exceptions) • Rental Time: Friday 3 :00pm through Sunday 10:00pm. • 3 Fields • Fields will be prepared and lined each morning Friday, Saturday, and Sunday. • Field will be dragged and lined before championship game. * Hours may be flexible with approval from the Recreation Dept. * Games will not start before 9:00 am. * Additional field may be available for additional fee ($250.00 per field) . * Additional days may be available for additional fee Approved by Park Board September 10, 2009 7 Approved by City Council September 22, 2009 APPLICATION FORM ATHLETIC FIELD RESERVATION UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT Reservation requests shall be approved beginning on the following dates: Spring Season (March — May) March 1st Summer Season (June — August) April 15th Fall Season (September — November) July 15`s Tournament Reservations - begins Dec. 1" Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. Group or Individual Name Contact Person: Address Home Phone: Work Phone: Email FIELDS, DATE(s) / TIME(s) REQUESTED: Special Use requests (lights, concessions, water, electrical, other). In order complete the athletic field request, the following documents must be forwarded to the Recreation Department: 1) A certificate of insurance with minimum coverage of $2,000,000 aggregate — co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation. 2) The team roster(s) with addresses and signed waiver forms from each player or guardian. s sveeevve • eaveeeeveveev'was e ® e e • a vvvvevvvvvevevevvvsveseevv • emveu vemvmasmes • sass OFFICIAL USE Addition information requested Reservation Amount Deposit amount Date of Request Date Received Staff Initials Approved / Denied Refund Requested Field(s) Assigned i Reviewed By: Agenda Item Number ItWRKLLE Parks ❑ MRecreation ❑ PARKS & R5LR"A ON Director City Administrator ❑ Tracking Number Legal ❑ ✓mm rA Human Resources F-1 rodwivarmnovm�ert Police ❑ Park Board Agenda Item Tracking Document Title: Staff reports Agenda Date: May 27, 2010 Synopsis : written reports from the Interim Director and City Parks Designer, and verbal reports from the Superintendent of Recreation and Superintendent of Parks. Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: N / A Action Requested: Discussion Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum 1P M WAKV " To: Park Board From : Bart Olson, Interim Director of Parks and Recreation PARKS A RELRFA17ON CC: Date: May 21 , 2010 Nam Subject: Director's Report 1 ) Park Board items in front of City Council a. REC Center memberships for employees — Free basic memberships for all employees under the City' s health insurance plan will be discussed at the May 25"' City Council meeting. b. Parking lot in Riemenschneider Park — Discussion of the installation of a parking lot in Riemenschneider Park was requested to be discussed at the Public Safety Committee meeting on Thursday, May 27"' by Alderman Spears. This item was also discussed at a Ward 4 meeting last weekend. 2) Future Park Board agenda items — The agenda spreadsheet is blank for the next few meetings, as we currently have nothing scheduled other than staff reports. J2`�ED C/rye Memorandum To: Yorkville Park Board EST. 1836 From: Laura Haake, City Park Designer ® � q CC: Bart Olson, interim Director of Parks and Recreation Date: May 19, 2010 <CE yv�2 Subject: Park Designer Report • Riverfront Park Design and budget EPA 319 Grant application - MOT Route 47 meetings and plan review ■ Bristol Bay A park layout design with equipment, volunteer database Interim Community Development Director duties and orientation of new director