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Park Board Packet 2010 07-22-10 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. July 22, 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 – July 8, 2010 Bills Review: Bill list* Old Business: Athletic Field Policy* New Business: Review of FY 09/10 Goals Youth baseball agreements for Summer 2011 - fees Reports: Director’s Report Recreation Report Parks Report Parks Designer Report Additional Business: Executive Session: Adjournment: Next meeting: Thursday, August 12, 2010 *Items needing Board approval or recommendation 1 Yorkville Parks & Recreation Department Administration Office – 201 W. Hydraulic Street Yorkville, IL 60560 Park Board Meeting Agenda Park & Recreation Administration Office 7:00 PM July 8, 2010 Call to Order: Ken Koch called the meeting to order at 7:14 pm Roll Call: Ken Koch - Yes, Deb Horaz - Yes, Kelly Sedgwick – Yes, Vickie Coveny - Yes and Tom Nelson - Yes Introduction of Guests: Superintendent of Recreation – Sue Swithin Superintendent of Parks – Scott Sleezer Guests: Alderwoman Rose Spears Public Comment: None Presentations: None Approval of Minutes: Park Board minutes of June 24, 2010 Ken Koch asked for a motion to approve the Park Board minutes from June 24th, 2010. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Bill List & Cash Analysis Ken Koch read a memo from Barb regarding the manual check, number 207100, to Thompson Appraisals for $500. Sue Swithin said it should be approved tonight since it had been cut and it would be shown on the July 22nd bill list. Ken Koch asked for a motion to approve the bill list and cash analysis. Kelly Sedgwick made the motion and Vickie Coveny seconded the motion. The motion was approved by voice vote: Ken Koch - Yes, Deb Horaz - Yes, Kelly Sedgwick – Yes, Vickie Coveny - Yes and Tom Nelson - Yes Old Business: Athletic Field Policy Sue Swithin said the policy was up for recommendations and approval pending the Board’s decision to move it along. Ken Koch felt the concession stand information should fall under the venders and parks policy. 2 Scott Sleezer said that they could do that however he would like more discussion on that. He said he really wanted to make sure that they could have a rental for their tournaments. Sue Swithin said that they left the concession part of this policy because they worked together. Koch wanted to see their numbers with net income vs. their expenses including concession revenue. Deb Horaz said she did not want to see fundraisers at every game in the future. Koch felt that this should be tabled until next meeting when Bart Olson could be part of the discussion. Koch encouraged Board members to email Sue, Scott and Bart with any concerns they had. New Business: Budget Report May 2010 Deb Horaz wanted to know if there were two lease payments in May for the REC Center. Sue Swithin said there was one in May and June because they pay ahead. Horaz wanted to know why they did not carry over the deficit on the report. Ken Koch felt that Deb could ask Bart for the next meeting. Reports: Directors Report Ken Koch read Olson’s report and mentioned that Olson and Mayor Burd met with Dr. Scott Wakely, the new schools superintendant, to discuss the Park Board vacancy, intergovernmental agreement, and temporary use of the school parcel south of Bristol Station Park, among other things. Koch also said that Olson noted the two meetings in October would be kept relatively light and they would focus on strategic planning on both of the meetings. REC Report Sue Swithin reported that fall soccer and flag football registration went well with over 200 registered. She reported that Missy Haws did a great job with Safety Town and Camp 911 that was held in June. She said it was successful and the children had a great experience. Swithin said that summer athletic camps and classes started in June at the REC Center. She reported that they started their summer special events with Music Under the Stars on June 11th. She said that they made about $700 - $800 from the Fox Valley Winery selling wine that evening. She noted that the first movie for the summer was cancelled due to rain. Swithin lastly reported that their swimming classes went well and were very busy because they offered morning and evening classes. Parks Report Scott Sleezer said they did their first pour on concrete for their volunteer build. He said that they should hopefully be ready for the build by the end of next week. The build would be July 31st. 3 Parks Designer Report None Additional Business: 1. Ken Koch asked Alderwoman Rose Spears to explain the Special Olympics. Alderwoman Spears noted that there was a misconception; people think with the Special Olympics that is going on in the area that the money stays in Kendall county. She said with the torch run and everything that was with the Police Association and that money went to the State and they distribute that. However the Special Olympics with Kendall County have to earn all their money and that event stayed in Kendall County. She felt that people were not aware of this and they assume they are supporting the torch run and the original Special Olympics. Spears said she is promoting that people attend and wanted to let people know where proceeds were going. She said it was not very big but it was something worth supporting. Sue Swithin said that was always willing to put their organization’s information in their catalogs. Swithin asked Spears to give who was in charge of advertising her number. 2. Kelly Sedgwick noticed that after the down pour last week that the field at Bridge needed down grading? He said home plate area was completely under water. Sleezer said after tournament play they will have time to do it. He said ideally they would like to have more staff. 3. Vickie Coveny wondered why the City did not take care of the weeds for example around Jewel. Sleezer said that she should call Paul Zable with the building department and he handles all of those issues. Alderwoman Spears suggested that people contact their alderman as well. Executive Session: None Adjournment: Ken Koch asked for a motion to adjourn the meeting at 8:20 pm. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was unanimously approved by voice vote. Next Meeting: Thursday, July 22, 2010 Minutes Respectfully Submitted By: Jamie Cheatham Park Board Agenda Item Tracking Document Title: Agenda Date: Synopsis: Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Parks Recreation Director City Administrator Legal Human Resources Police Agenda Item Number Tracking Number July 22, 2010 Majority Approval Bart Olson Parks and Recreation Name Department Athletic Field Policy revisions See attached documents Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 1 UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT ATHLETIC FIELD & TOURNAMENT RESERVATION POLICY Athletic Field Policy The Athletic Field Reservation policy of the United City of Yorkville has been established to provide a systematic method by which athletic fields (baseball, softball and soccer) may be reserved by the residents of the community. A reservation is not required for athletic field use for occasional play or pick up games. For league play (which includes multiple days, or week play for both games and practices) a permit is required and will guarantee use for the dates and times specified on the permit. Objectives  To provide maximum utilization of athletic fields through centralized scheduling  To provide an impartial distribution of athletic fields to the various community groups who wish to reserve fields  To plan cooperatively with other community agencies to enhance individual and group recreational needs  To provide recreational activities which take into consideration the needs of the community  To provide the best possible maintenance of athletic fields using available manpower and monetary resources Rental Categories Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. Athletic Field Use Priorities When scheduling reserved use of athletic fields, the following priorities shall be established: 1. United City of Yorkville Park and Recreation sponsored programs 2. Yorkville School District 3. Youth Leagues that have approved cooperative agreements with the City of Yorkville. i. League agreements considered in-house (i.e. primarily Yorkville residents playing games against other Yorkville residents) will be given first priority. 1. In the event there are multiple in-house agreements approved by the City, priority for field use shall be given to the agreement with more Yorkville residents as participants. Total field usage between competing in-house agreements shall be proportional to the total amount of Yorkville residents served by each agreement. Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 2 ii. League agreements considered travel (i.e. primarily Yorkville residents playing games against other area leagues, groups, or organizations) will be given second priority. 1. In the event there are multiple travel league agreements approved by the City, priority for field use shall be given to the agreement with more Yorkville residents as participants. Total field usage between competing travel league agreements shall be proportional to the total amount of Yorkville residents served by each agreement. 4. Other athletic programs within the community requesting to reserve an athletic field(s) on a seasonal basis. 5. Private groups or individuals requesting to reserve an athletic field(s) on a single or multiple dates. 6. Other Athletic fields may be used on a drop-in basis by any group or individual without a reservation on a first come first serve basis. Drop-in use is limited to 2 hours and does not include any organized league games. Groups or individuals with an approved reservation or permit and City programs will have priority use. In case of inclement weather, the United City of Yorkville Park and Recreation Department shall make the final decision regarding playability of all fields. Request for Athletic Field Reservation Organizations, groups and individuals desiring to reserve athletic fields shall complete the standard application for athletic field reservation. In addition, organizations, groups, and individuals shall be required to submit the following with the application form:  A certificate of insurance – co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation.  The team roster(s) with addresses and signed waiver forms from each player or guardian.  The Recreation Department may request additional information from the desired individual or groups if it is considered to be in the best interest of the City or necessary to make a decision regarding the use of a field.  Deposit $100.00 per field, $150.00 per field with lights. Reservation requests shall be received, beginning on the following dates: Spring Season (March – May) March 1st Summer Season (June – August) April 15th Fall Season (September – November) July 15th Tournament Schedule - beginning Sept. 1st (due from YYBSA by Aug. 31st ) Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 3 Holiday Maintenance Schedule It will be at the discretion of the Superintendent of Parks on a case by case basis as to the availability of field preparation on a holiday or holiday weekend. ATHLETIC FIELD RESERVATION FEES A. Establishment The Park Board shall annually (based on fiscal year) recommend fees for the reserved use of athletic fields based on the premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the city’s athletic fields. Fees shall be established in the following categories: 1. Soccer Fields and football fields 2. Baseball and softball fields, daylight use 3. Baseball and softball fields, night use with lights 4. Resident, non-resident and commercial use fees 5. Single or multiple and seasonal use fees 6. Tournament use 7. Special use B. Resident / Non-Resident Users To qualify for resident fees a group shall consist of 80% or more residents of the United City of Yorkville, City boundaries. The 80% residency requirement shall be calculated based on the total number of players using the field, not just on the group requesting use of the field. Residency shall be determined based on the home address of the individuals as opposed to the business address or the address of other family members. The Parks and Recreation Department may waive the residency requirement if it is considered to be in the best interest of the City. C. Commercial Users Any group reserving an athletic field for profit making purposes shall be charged the commercial fee. D. Waiver of Fees to School District, private school groups, or youth organizations Public and parochial schools that provide school facilities to the City of Yorkville at no charge shall have free reserved use of City athletic fields. These schools shall provide their own set-up of athletic fields including, but not limited to, lining, base set-up and hand raking. Should these schools wish to reserve an athletic field at night with lights, the established lighting costs shall be paid by the school. The Parks and Recreation Department may give consideration to the waiver or partial waiver of fees for youth organizations who are party to a cooperative agreement with the City. E. Payment of Fees Groups reserving an athletic field on a seasonal basis shall be billed by the Parks and Recreation Department with payment expected according to the following schedule: one half by the first usage date, and one half by the midpoint of the season. At the end of the season, adjustments will be made and either an additional billing or a refund of fees paid in excess will occur, whichever is necessary. A 20% deposit shall be required to guarantee the reservation. Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 4 Groups or individuals reserving athletic fields on a single or multiple use basis, shall be required to pay the established fee at least two weeks prior to the date reserved. A permit shall be issued upon payment of the fee. Payment of fees shall be made at the Parks and Recreation Department Administration Office 201 W. Hydraulic St. (old Post Office). F. Security Deposit A security deposit will be required per event, tournament or program. The amount will be $100 per day (no lights) or $150 per day (with lights), to a maximum of $500. The deposit may be forfeited for incidents such as, but not limited to, those described below:  If an athletic field is damaged due to improper use by the group or individual and requires more than normal maintenance and/or repair to be restored to its original condition, the group or individual shall be charged the amount necessary to cover the cost of the required maintenance and/or repair. If the security deposit does not cover the cost of the damage, an additional charge will be assessed.  The need for excess clean-up above and beyond normal use.  Unauthorized or inappropriate use of lights. Barring an incident warranting the forfeiture of part or all of the security deposit, a full refund of the security deposit shall be paid within thirty (30) days following the event, program or league. ATHLETIC FIELD RESERVATION POLICY ATHLETIC FIELD RESERVATION FEES The fee schedule will be reviewed and adjusted annually based fiscal expenses. Fees charged shall be used to partially offset the cost of maintaining and upgrading the City’s athletic fields. All fees are subjected to changing without notice. Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. A. Daily Fees (per field use) Ctg A Ctg B Ctg C Ctg D 0-2 hours $20 $25 $30 $40 2-4 hours $25 $30 $35 $50 4-6 hours $30 $40 $50 $60 6-8 hours $35 $45 $55 $70 Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 5 Fees are based on a “per field basis” without usage of lights. B. Preparation of Fields Fee Baseball / softball field prep – includes bases, fine dragging and lining (one prep per day). Weekday $35.00 per day per field Weekend $45.00 per day per field Soccer field prep - includes nets, lining of the field Initial Layout Fee ………………………………………………………...$175.00 Weekly Maintenance Fees: Large Field (100 yds x 70 yards or 80 yds x 50 yds)………..........$100.00 Medium Field (60 yds x 40 yds or 45 yds x 30 yds)………….........$80.00 Small Field (35 yds x 25 yds or 30 yds x 20 yds)……………….....$60.00 C. Lights Fees Weekday or weekend - minimum $45.00 fee for first hour, $30.00 for each additional hour per field D. Special Use Fees Water access fee - $20.00 Electrical access fee.- $20.00. Must supply your own extension cords. Please reference the concession stand / vendor operation policy for special use request and tournaments. E. Seasonal / Long Term Use Fees To be determined for each organization and the requests, per Athletic Reservation Fee Schedule. General Policies and Procedures for use of the United City of Yorkville Parks, Fields and Facilities may be found on page 9.. Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 6 TOURNAMENT POLICY TOURNAMENT - ATHLETIC FIELD RESERVATION Any groups wishing to host a tournament shall have an approved athletic field reservation prior to submitting a bid to host a tournament. Applications for Tournament requests may be submitted beginning Sept. 1st for the general public. The scheduling and approval is on a first come, first serve basis. Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed below. In addition, certificate of insurance, team rosters and signed waiver forms for each player participant shall be submitted to the Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Recreation Department. Special tournament and use requests shall be approved by the Park Board. The group or organization requesting the use of the fields for tournament use is responsible for all participant and players conduct while on the fields, park, surrounding areas including parking lot. All players attending a tournament or other uses of the athletic fields shall adhere to this entire policy and the items listed below. Any violation of these policies can impact the current and future uses of all City fields and / or facilities. Furthermore, the group assumes all responsibility for the repair or replacement of damage as a result of misuse of the field, equipment or park amenities. A. Guidelines & Fees Baseball/ Softball Fields @ Bridge Park – Weekend Tournament Fees (Fri. – Sun) Tournament Rental Fee - $1,100.00 per event. Includes:  Bridge Park Fields (3 Fields)  Rental Time: - Friday 3:00 pm – 9:45 pm - Saturday 9:00 am – 9:45 pm - Sunday 9:00 am – 6:00 pm  Lights at Bridge Park Fields (available from 6:00 pm to 9:45 pm each night – all play must end by 9:45 pm, no exceptions)  Fields will be prepared and lined each morning; Friday, Saturday, and Sunday.  One field will be dragged and lined before championship game. A fee of $150.00 will be assessed for play after 6:00 pm on Sundays (lights are available at no additional fee until 9:45 pm. All play must end by 9:45 pm no exceptions). Games will not start before 9:00 am. Additional fields may be available for an additional fee ($250.00 per field per weekend). Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 7 Additional days may be available for an additional fee. A Tournament Schedule or start & ending times and field dimensions, for each day of the tournament, are due by Monday, at 11:00 am, the week of the tournament to ensure the concession stand, field preparation, bathrooms and lights will be staffed. Any changes to the submitted schedule before or during the Tournament must be approved by the Superintendent of Parks, or the Recreation Manager. B. Special Use Fees Water access fee - $20.00 Electrical access fee - $20.00, must supply your own extension cords. Concession – please see Concession Stand Operation below. C. Payment of Fees Groups reserving a weekend tournament must pay the security deposit, 20% of the tournament fees and have an active credit card on file at time of reservation. All tournament fees will be paid in full two months before the tournament dates. D. Refund of Tournament Fees A tournament is considered one entity even though it may span multiple days. To receive a full refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least two months prior to the date reserved. To receive a 50 percent refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least ONE MONTH prior to the date reserved. To receive a fifty percent refund due to possible inclement whether the group or individual must provide written or verbal notification of cancellation to the Parks and Recreation Department by 4:00 pm the day prior to the date reserved. No credit will be given for unused rain days during tournament play. No refunds after the reserved day has arrived. Payment of fees shall be made at the Parks and Recreation Department Administration Office 201 W. Hydraulic St. (old Post Office). E. Security Deposit A security deposit will be required per event, tournament or program. The amount will be $100 per day (no lights) or $150 per day (with lights), to a maximum of $500. The deposit may be forfeited for incidents such as, but not limited to, those described below: Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 8 If an athletic field is damaged due to improper use by the group or individual and requires more than normal maintenance and/or repair to be restored to its original condition, the group or individual shall be charged the amount necessary to cover the cost of the required maintenance and/or repair. If the security deposit does not cover the cost of the damage, an additional charge will be assessed. The need for excess clean-up above and beyond normal use. Unauthorized or inappropriate use of lights. Barring an incident warranting the forfeiture of part or all of the security deposit, a full refund of the security deposit shall be paid within thirty (30) days following the event, program or league F. Special Requests 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 (i.e. shirts, hats, photos, etc), extended park hours use, use of a public address system, admission charges, additional bleachers, additional field maintenance, use of temporary fencing, and water or electrical access. There will be a $50.00 fee, per booth (tent), for all non-food items to be sold. G. Concession Stand Operation The Yorkville Parks and Recreation Department will have washrooms and a Concession Stand available for players and spectators for the duration of the tournament. Organizations will be able to sell food products (NO BEVERAGES), for fundraising purposes, that DO NOT coincide with the Concession Stand menu. There will be a fee of $100.00 to sell items for the entire weekend. The menu and fee MUST be submitted to the Yorkville Parks and Recreation Department for approval, no later than two weeks before the tournament. Once approved, the Organization is responsible for contacting the Kendall County Health Department and obtaining all necessary permits. NOTE: The Kendall County Health Department has restrictions regarding the sale of meat products. You may contact them at 630-553-9100 for more information. Booth(s), tent(s) location will be determined by staff. Due to liability concerns, only city employees are allowed in Concession Stands. Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 9 GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES  No equipment or permanent signage will be added or installed to the park without the permission of the United City of Yorkville Park and Recreation Department.  No ball hitting or pitching into fences or dugouts is allowed, with the exception of light weight plastic practice balls.  Each party will report any damage and or maintenance concerns to the park department immediately.  Coordination of work involving the park department staff or use of the equipment will generally require a two-week notice, for scheduling purposes.  Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed on the fields proper.  All requests for use of fields, or park(s) must be in writing.  Each group must complete a checklist ensuring that the fields are in acceptable condition after their scheduled use. This form must be turned into the Park and Recreation Department at the end of the season or maintenance obligation.  Due to the scheduling or early setups for the other functions, all groups and organizations are requested to use only the area, field, or park that has been assigned to them.  No group may meet in the United City of Yorkville parks that practices discrimination in any manner, or partisan political activities of any kind. Non-partisan public meetings and information forums are permitted.  No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and privileges immediately. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff.  Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Damage or excessive litter may result in a loss of privileges and use.  Groups may not use the fields or parks when the weather conditions are dangerous or when the field conditions are not acceptable. All groups must adhere to the inclement weather practice for field conditions; (no standing water, saturated turf conditions, or times when safety is a concern). Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 10  Groups must adhere to all city ordinances, policies and procedures when using the facilities, parks and fields. (Sign Ordinance, Building Rental Policies, Lightening Prediction Policy, and weather warning alarm system, and any other city guidelines that pertain to the use of City owned property).  When ball field lights are utilized, a park and recreation department employee, tournament director, or the representative of a private rental, will be the designee for acquiring the key for the electrical box and turning lights on and off according to posted instructions and for unlocking and locking the bathrooms. The use of lights will require the payment of a fee to offset electrical costs. In addition, a refundable deposit may be required prior to the beginning of the season or event, which can be forfeited for unauthorized or inappropriate use of the lights.  All play at Bridge Park ballfields must end no later than 9:45 pm, everyday. Lights will be turned off at 9:45 pm everyday, no exceptions. 11 APPLICATION FORM ATHLETIC FIELD & TOURNAMENT RESERVATION UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT Reservation requests shall be approved beginning on the following dates: Spring Season (March – May) March 1st Summer Season (June – August) April 15th Fall Season (September – November) July 15th Tournament Reservations - begins Sept. 1st Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. Group or Individual Name _______________________________________________________________ Contact Person: __________________________ Address _______________________________ Home Phone: ________________________ Work Phone: ___________________ Email _______ FIELDS, DATE(s) / TIME(s) REQUESTED: __________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Special Use requests (lights, concessions, water, electrical, other). ______________________________________________________________________________________ In order complete the athletic field request, the following documents must be forwarded to the Recreation Department: 1) A certificate of insurance with minimum coverage of $2,000,000 aggregate – co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation. 2) The team roster(s) with addresses and signed waiver forms from each player or guardian. OFFICIAL USE Addition information requested _____________________________________________________________ Reservation Amount _____________________ Deposit amount ___________________________ Date of Request _________________________ Date Received ____________________________ Staff Initials ____________________________ Approved / Denied _________________________ Refund Requested________________________ Field(s) Assigned __________________________ Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 1 UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT ATHLETIC FIELD & TOURNAMENT RESERVATION POLICY Athletic Field Policy The Athletic Field Reservation policy of the United City of Yorkville has been established to provide a systematic method by which athletic fields (baseball, softball and soccer) may be reserved by the residents of the community. A reservation is not required for athletic field use for occasional play or pick up games. For league play (which includes multiple days, or week play for both games and practices) a permit is required and will guarantee use for the dates and times specified on the permit. Objectives  To provide maximum utilization of athletic fields through centralized scheduling  To provide an impartial distribution of athletic fields to the various community groups who wish to reserve fields  To plan cooperatively with other community agencies to enhance individual and group recreational needs  To provide recreational activities which take into consideration the needs of the community  To provide the best possible maintenance of athletic fields using available manpower and monetary resources Rental Categories Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. Athletic Field Use Priorities When scheduling reserved use of athletic fields, the following priorities shall be established: 1. United City of Yorkville Park and Recreation sponsored programs 2. Yorkville School District 3. Youth Leagues that have approved cooperative agreements with the City of Yorkville. i. League agreements considered in-house (i.e. primarily Yorkville residents playing games against other Yorkville residents) will be given first priority. 1. In the event there are multiple in-house agreements approved by the City, priority for field use shall be given to the agreement with more Yorkville residents as participants. Total field usage between competing in-house agreements shall be proportional to the total amount of Yorkville residents served by each agreement. Formatted: Font: Bold, Underline Deleted: c Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 2 ii. League agreements considered travel (i.e. primarily Yorkville residents playing games against other area leagues, groups, or organizations) will be given second priority. 1. In the event there are multiple travel league agreements approved by the City, priority for field use shall be given to the agreement with more Yorkville residents as participants. Total field usage between competing travel league agreements shall be proportional to the total amount of Yorkville residents served by each agreement. 4. Other athletic programs within the community requesting to reserve an athletic field(s) on a seasonal basis. 5. Private groups or individuals requesting to reserve an athletic field(s) on a single or multiple dates. 6. Other Athletic fields may be used on a drop-in basis by any group or individual without a reservation on a first come first serve basis. Drop-in use is limited to 2 hours and does not include any organized league games. Groups or individuals with an approved reservation or permit and City programs will have priority use. In case of inclement weather, the United City of Yorkville Park and Recreation Department shall make the final decision regarding playability of all fields. Request for Athletic Field Reservation Organizations, groups and individuals desiring to reserve athletic fields shall complete the standard application for athletic field reservation. In addition, organizations, groups, and individuals shall be required to submit the following with the application form:  A certificate of insurance – co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation.  The team roster(s) with addresses and signed waiver forms from each player or guardian.  The Recreation Department may request additional information from the desired individual or groups if it is considered to be in the best interest of the City or necessary to make a decision regarding the use of a field.  Deposit $100.00 per field, $150.00 per field with lights. Reservation requests shall be received, beginning on the following dates: Spring Season (March – May) March 1st Summer Season (June – August) April 15th Fall Season (September – November) July 15th Tournament Schedule - beginning Sept. 1st (due from YYBSA by Aug. 31st ) Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 3 Holiday Maintenance Schedule It will be at the discretion of the Superintendent of Parks on a case by case basis as to the availability of field preparation on a holiday or holiday weekend. ATHLETIC FIELD RESERVATION FEES A. Establishment The Park Board shall annually (based on fiscal year) recommend fees for the reserved use of athletic fields based on the premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the city’s athletic fields. Fees shall be established in the following categories: 1. Soccer Fields and football fields 2. Baseball and softball fields, daylight use 3. Baseball and softball fields, night use with lights 4. Resident, non-resident and commercial use fees 5. Single or multiple and seasonal use fees 6. Tournament use 7. Special use B. Resident / Non-Resident Users To qualify for resident fees a group shall consist of 80% or more residents of the United City of Yorkville, City boundaries. The 80% residency requirement shall be calculated based on the total number of players using the field, not just on the group requesting use of the field. Residency shall be determined based on the home address of the individuals as opposed to the business address or the address of other family members. The Parks and Recreation Department may waive the residency requirement if it is considered to be in the best interest of the City. C. Commercial Users Any group reserving an athletic field for profit making purposes shall be charged the commercial fee. D. Waiver of Fees to School District, private school groups, or youth organizations Public and parochial schools that provide school facilities to the City of Yorkville at no charge shall have free reserved use of City athletic fields. These schools shall provide their own set-up of athletic fields including, but not limited to, lining, base set-up and hand raking. Should these schools wish to reserve an athletic field at night with lights, the established lighting costs shall be paid by the school. The Parks and Recreation Department may give consideration to the waiver or partial waiver of fees for youth organizations who are party to a cooperative agreement with the City. E. Payment of Fees Groups reserving an athletic field on a seasonal basis shall be billed by the Parks and Recreation Department with payment expected according to the following schedule: one half by the first usage date, and one half by the midpoint of the season. At the end of the season, adjustments will be made and either an additional billing or a refund of fees paid in excess will occur, whichever is necessary. A 20% deposit shall be required to guarantee the reservation. Deleted: TOURNAMENT ATHLETIC FIELD RESERVATION¶ Any groups wishing to host a tournament shall have an approved athletic field reservation prior to submitting a bid to host a tournament. Applications for Tournament requests may be submitted beginning Sept Deleted: Dec Deleted: . 1st for the general public. The scheduling and approval is on a first come, first serve basis. ¶ ¶ Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed below. In addition, certificate of insurance, team rosters and signed waiver forms for each player participant shall be submitted to the Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Recreation Department. Special tournament and use requests shall be approved by the Park Board.¶ ¶ The group or organization requesting the use of the fields for tournament use is responsible for all participant and players conduct while on the fields, park, surrounding areas including parking lot. All players attending a tournament or other uses of the athletic fields shall adhere to this entire policy and the items listed below. Any violation of these policies can impact the current and future uses of all City fields and / or facilities. Furthermore, the group assumes all responsibility for the repair or ... [1] Deleted: ¶ Major Tournaments Deadline¶ Athletic field reservation requests for major tournaments shall be submitted beginning Dec. 1st. Major tournaments shall include, but are not limited to, national, regional and state tournaments.¶ ¶ Small Tournaments Deadline¶... [2] Deleted: ¶ ¶ 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 (i.e. shirts, hats, ... [3] Deleted: Concession Stand Operation¶ The Yorkville Parks and Recreation Department will have washrooms and a Concession Stand available for players and spectators for the duration of the tournament. Organizations will be able to sell food products (NO BEVERAGES), for fundraising purposes, that DO NOT coincide with the Concession Stand menu. There will be a fee of ... [4] Deleted: 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 ... [5] Deleted: [ Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 4 Groups or individuals reserving athletic fields on a single or multiple use basis, shall be required to pay the established fee at least two weeks prior to the date reserved. A permit shall be issued upon payment of the fee. Payment of fees shall be made at the Parks and Recreation Department Administration Office 201 W. Hydraulic St. (old Post Office). F. Security Deposit A security deposit will be required per event, tournament or program. The amount will be $100 per day (no lights) or $150 per day (with lights), to a maximum of $500. The deposit may be forfeited for incidents such as, but not limited to, those described below:  If an athletic field is damaged due to improper use by the group or individual and requires more than normal maintenance and/or repair to be restored to its original condition, the group or individual shall be charged the amount necessary to cover the cost of the required maintenance and/or repair. If the security deposit does not cover the cost of the damage, an additional charge will be assessed.  The need for excess clean-up above and beyond normal use.  Unauthorized or inappropriate use of lights. Barring an incident warranting the forfeiture of part or all of the security deposit, a full refund of the security deposit shall be paid within thirty (30) days following the event, program or league. ATHLETIC FIELD RESERVATION POLICY ATHLETIC FIELD RESERVATION FEES The fee schedule will be reviewed and adjusted annually based fiscal expenses. Fees charged shall be used to partially offset the cost of maintaining and upgrading the City’s athletic fields. All fees are subjected to changing without notice. Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. A. Daily Fees (per field use) Ctg A Ctg B Ctg C Ctg D 0-2 hours $20 $25 $30 $40 2-4 hours $25 $30 $35 $50 4-6 hours $30 $40 $50 $60 6-8 hours $35 $45 $55 $70 Deleted: Tournament Fees shall be paid in full at the time of written request to secure the dates. Formatted: Strikethrough Deleted: 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.¶ ¶ 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.¶ Formatted: No underline Deleted: AILY FEES Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 5 Fees are based on a “per field basis” without usage of lights. B. Preparation of Fields Fee Baseball / softball field prep – includes bases, fine dragging and lining (one prep per day). Weekday $35.00 per day per field Weekend $45.00 per day per field Soccer field prep - includes nets, lining of the field Initial Layout Fee ………………………………………………………...$175.00 Weekly Maintenance Fees: Large Field (100 yds x 70 yards or 80 yds x 50 yds)………..........$100.00 Medium Field (60 yds x 40 yds or 45 yds x 30 yds)………….........$80.00 Small Field (35 yds x 25 yds or 30 yds x 20 yds)……………….....$60.00 C. Lights Fees Weekday or weekend - minimum $45.00 fee for first hour, $30.00 for each additional hour per field D. Special Use Fees Water access fee - $20.00 Electrical access fee.- $20.00. Must supply your own extension cords. Please reference the concession stand / vendor operation policy for special use request and tournaments. E. Seasonal / Long Term Use Fees To be determined for each organization and the requests, per Athletic Reservation Fee Schedule. General Policies and Procedures for use of the United City of Yorkville Parks, Fields and Facilities may be found on page 9.. Deleted: ¶ Formatted: No underline Deleted: REPARATION Formatted: No underline Deleted: OF FIELDS FEES Deleted: by Deleted: by Deleted: ar Deleted: by Deleted: by Deleted: by Deleted: by Formatted: No underline Deleted: IGHTS FEES Formatted: Indent: Hanging: 0.5" Deleted: M Formatted: No underline Deleted: PECIAL USE FEES Formatted: No underline Formatted: No underline Deleted: EASONAL / LONG TERM USE FEES: Deleted: ¶ Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 6 TOURNAMENT POLICY TOURNAMENT - ATHLETIC FIELD RESERVATION Any groups wishing to host a tournament shall have an approved athletic field reservation prior to submitting a bid to host a tournament. Applications for Tournament requests may be submitted beginning Sept. 1st for the general public. The scheduling and approval is on a first come, first serve basis. Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed below. In addition, certificate of insurance, team rosters and signed waiver forms for each player participant shall be submitted to the Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Recreation Department. Special tournament and use requests shall be approved by the Park Board. The group or organization requesting the use of the fields for tournament use is responsible for all participant and players conduct while on the fields, park, surrounding areas including parking lot. All players attending a tournament or other uses of the athletic fields shall adhere to this entire policy and the items listed below. Any violation of these policies can impact the current and future uses of all City fields and / or facilities. Furthermore, the group assumes all responsibility for the repair or replacement of damage as a result of misuse of the field, equipment or park amenities. A. Guidelines & Fees Baseball/ Softball Fields @ Bridge Park – Weekend Tournament Fees (Fri. – Sun) Tournament Rental Fee - $1,100.00 per event. Includes:  Bridge Park Fields (3 Fields)  Rental Time: - Friday 3:00 pm – 9:45 pm - Saturday 9:00 am – 9:45 pm - Sunday 9:00 am – 6:00 pm  Lights at Bridge Park Fields (available from 6:00 pm to 9:45 pm each night – all play must end by 9:45 pm, no exceptions)  Fields will be prepared and lined each morning; Friday, Saturday, and Sunday.  One field will be dragged and lined before championship game. A fee of $150.00 will be assessed for play after 6:00 pm on Sundays (lights are available at no additional fee until 9:45 pm. All play must end by 9:45 pm no exceptions). Games will not start before 9:00 am. Additional fields may be available for an additional fee ($250.00 per field per weekend). Deleted: 900 Deleted: per. Deleted: Bridge Park Fields (3 Fields)¶ <#>¶ Deleted: 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 Deleted: <#>Rental Time: Deleted: <#>: Deleted: <#>¶ <#>Friday 3:00pm – 10:00pm¶ <#>Saturday 9:00am – 10:00pm¶ <#>Sunday 9:00am – 6:00pm Deleted: <#>ough Deleted: <#>.¶ <#>Lights at Bridge Park Fields (available from 6:00pm to 10:00pm each night – all play must end by 9:45pm, no exceptions) Deleted: <#>3 Fields Deleted: <#>¶ <#>Fields will be prepared and lined each morning Friday, Saturday, and Sunday.¶ <#>Field will be dragged and lined before championship game. ¶ Deleted: 10:00pm Deleted: a Deleted: ¶ * Hours may be flexible with approval from the Recreation Dept. Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 7 Additional days may be available for an additional fee. A Tournament Schedule or start & ending times and field dimensions, for each day of the tournament, are due by Monday, at 11:00 am, the week of the tournament to ensure the concession stand, field preparation, bathrooms and lights will be staffed. Any changes to the submitted schedule before or during the Tournament must be approved by the Superintendent of Parks, or the Recreation Manager. B. Special Use Fees Water access fee - $20.00 Electrical access fee - $20.00, must supply your own extension cords. Concession – please see Concession Stand Operation below. C. Payment of Fees Groups reserving a weekend tournament must pay the security deposit, 20% of the tournament fees and have an active credit card on file at time of reservation. All tournament fees will be paid in full two months before the tournament dates. D. Refund of Tournament Fees A tournament is considered one entity even though it may span multiple days. To receive a full refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least two months prior to the date reserved. To receive a 50 percent refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least ONE MONTH prior to the date reserved. To receive a fifty percent refund due to possible inclement whether the group or individual must provide written or verbal notification of cancellation to the Parks and Recreation Department by 4:00 pm the day prior to the date reserved. No credit will be given for unused rain days during tournament play. No refunds after the reserved day has arrived. Payment of fees shall be made at the Parks and Recreation Department Administration Office 201 W. Hydraulic St. (old Post Office). E. Security Deposit A security deposit will be required per event, tournament or program. The amount will be $100 per day (no lights) or $150 per day (with lights), to a maximum of $500. The deposit may be forfeited for incidents such as, but not limited to, those described below: Deleted: ¶ Formatted: No bullets or numbering Deleted: or if a schedule is not complete, Deleted: S Deleted: E Deleted: the Noon Deleted: t Deleted: ed Deleted: Deleted: PECIAL Deleted: SE Deleted: Deleted: EES Deleted: . Deleted: M Deleted: P Deleted: Section Deleted: Please reference the concession stand / vendor operation policy for special use request and tournaments.¶ ¶ Deleted: 2 Deleted: For refunds please see refund section. Deleted: F Deleted: Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 8 If an athletic field is damaged due to improper use by the group or individual and requires more than normal maintenance and/or repair to be restored to its original condition, the group or individual shall be charged the amount necessary to cover the cost of the required maintenance and/or repair. If the security deposit does not cover the cost of the damage, an additional charge will be assessed. The need for excess clean-up above and beyond normal use. Unauthorized or inappropriate use of lights. Barring an incident warranting the forfeiture of part or all of the security deposit, a full refund of the security deposit shall be paid within thirty (30) days following the event, program or league F. Special Requests 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 (i.e. shirts, hats, photos, etc), extended park hours use, use of a public address system, admission charges, additional bleachers, additional field maintenance, use of temporary fencing, and water or electrical access. There will be a $50.00 fee, per booth (tent), for all non-food items to be sold. G. Concession Stand Operation The Yorkville Parks and Recreation Department will have washrooms and a Concession Stand available for players and spectators for the duration of the tournament. Organizations will be able to sell food products (NO BEVERAGES), for fundraising purposes, that DO NOT coincide with the Concession Stand menu. There will be a fee of $100.00 to sell items for the entire weekend. The menu and fee MUST be submitted to the Yorkville Parks and Recreation Department for approval, no later than two weeks before the tournament. Once approved, the Organization is responsible for contacting the Kendall County Health Department and obtaining all necessary permits. NOTE: The Kendall County Health Department has restrictions regarding the sale of meat products. You may contact them at 630-553-9100 for more information. Booth(s), tent(s) location will be determined by staff. Due to liability concerns, only city employees are allowed in Concession Stands. Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 9 GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES  No equipment or permanent signage will be added or installed to the park without the permission of the United City of Yorkville Park and Recreation Department.  No ball hitting or pitching into fences or dugouts is allowed, with the exception of light weight plastic practice balls.  Each party will report any damage and or maintenance concerns to the park department immediately.  Coordination of work involving the park department staff or use of the equipment will generally require a two-week notice, for scheduling purposes.  Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed on the fields proper.  All requests for use of fields, or park(s) must be in writing.  Each group must complete a checklist ensuring that the fields are in acceptable condition after their scheduled use. This form must be turned into the Park and Recreation Department at the end of the season or maintenance obligation.  Due to the scheduling or early setups for the other functions, all groups and organizations are requested to use only the area, field, or park that has been assigned to them.  No group may meet in the United City of Yorkville parks that practices discrimination in any manner, or partisan political activities of any kind. Non-partisan public meetings and information forums are permitted.  No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and privileges immediately. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff.  Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Damage or excessive litter may result in a loss of privileges and use.  Groups may not use the fields or parks when the weather conditions are dangerous or when the field conditions are not acceptable. All groups must adhere to the inclement weather practice for field conditions; (no standing water, saturated turf conditions, or times when safety is a concern). Approved by Park Board September 10, 2009 Int. ____ Approved by City Council 9.22.09 10  Groups must adhere to all city ordinances, policies and procedures when using the facilities, parks and fields. (Sign Ordinance, Building Rental Policies, Lightening Prediction Policy, and weather warning alarm system, and any other city guidelines that pertain to the use of City owned property).  When ball field lights are utilized, a park and recreation department employee, tournament director, or the representative of a private rental, will be the designee for acquiring the key for the electrical box and turning lights on and off according to posted instructions and for unlocking and locking the bathrooms. The use of lights will require the payment of a fee to offset electrical costs. In addition, a refundable deposit may be required prior to the beginning of the season or event, which can be forfeited for unauthorized or inappropriate use of the lights.  All play at Bridge Park ballfields must end no later than 9:45 pm, everyday. Lights will be turned off at 9:45 pm everyday, no exceptions. Deleted: 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.¶ ¶ 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.¶ Formatted: Underline 11 APPLICATION FORM ATHLETIC FIELD & TOURNAMENT RESERVATION UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT Reservation requests shall be approved beginning on the following dates: Spring Season (March – May) March 1st Summer Season (June – August) April 15th Fall Season (September – November) July 15th Tournament Reservations - begins Sept. 1st Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non-profit organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. Group or Individual Name _______________________________________________________________ Contact Person: __________________________ Address _______________________________ Home Phone: ________________________ Work Phone: ___________________ Email _______ FIELDS, DATE(s) / TIME(s) REQUESTED: __________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ Special Use requests (lights, concessions, water, electrical, other). ______________________________________________________________________________________ In order complete the athletic field request, the following documents must be forwarded to the Recreation Department: 1) A certificate of insurance with minimum coverage of $2,000,000 aggregate – co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation. 2) The team roster(s) with addresses and signed waiver forms from each player or guardian. OFFICIAL USE Addition information requested _____________________________________________________________ Reservation Amount _____________________ Deposit amount ___________________________ Date of Request _________________________ Date Received ____________________________ Staff Initials ____________________________ Approved / Denied _________________________ Refund Requested________________________ Field(s) Assigned __________________________ Deleted: FIELD Page 3: [1] Deleted Tim 6/21/2010 1:22:00 PM . 1st for the general public. The scheduling and approval is on a first come, first serve basis. Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed below. In addition, certificate of insurance, team rosters and signed waiver forms for each player participant shall be submitted to the Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Recreation Department. Special tournament and use requests shall be approved by the Park Board. The group or organization requesting the use of the fields for tournament use is responsible for all participant and players conduct while on the fields, park, surrounding areas including parking lot. All players attending a tournament or other uses of the athletic fields shall adhere to this entire policy and the items listed below. Any violation of these policies can impact the current and future uses of all City fields and / or facilities. Furthermore, the group assumes all responsibility for the repair or replacement of damage as a result of misuse of the field, equipment or park amenities. Page 3: [2] Deleted Tim 6/21/2010 1:22:00 PM Major Tournaments Deadline Athletic field reservation requests for major tournaments shall be submitted beginning Dec. 1st. Major tournaments shall include, but are not limited to, national, regional and state tournaments. Small Tournaments Deadline 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. Page 3: [3] Deleted Tim 6/21/2010 1:22:00 PM 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 (i.e. shirts, hats, photos, etc), extended park hours use, use of a public address system, admission charges, additional bleachers, additional field maintenance, use of temporary fencing, and water or electrical access. There will be a $50.00 fee, per booth (tent), for all non-food items to be sold. Page 3: [4] Deleted Tim 6/21/2010 1:32:00 PM Concession Stand Operation The Yorkville Parks and Recreation Department will have washrooms and a Concession Stand available for players and spectators for the duration of the tournament. Organizations will be able llfdd(NOBEVERAGES)ffdiihDONOTiidih The menu and fee MUST be submitted to the Yorkville Parks and Recreation Department for approval, no later than two weeks before the tournament. Once approved, the Organization is responsible for contacting the Kendall County Health Department and obtaining all necessary permits. NOTE: The Kendall County Health Department has restrictions regarding the sale of meat products. You may contact them at 630-553-9100 for more information. Booth(s), tent(s) location will be determined by staff. Page 3: [5] Deleted Sue Swithin 6/23/2010 12:53:00 PM GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES No equipment or permanent signage will be added or installed to the park without the permission of the United City of Yorkville Park and Recreation Department. No ball hitting or pitching into fences or dugouts is allowed, with the exception of light weight plastic practice balls. Each party will report any damage and or maintenance concerns to the park department immediately. Coordination of work involving the park department staff or use of the equipment will generally require a two-week notice, for scheduling purposes. Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed on the fields proper. All requests for use of fields, or park(s) must be in writing. Each group must complete a checklist ensuring that the fields are in acceptable condition after their scheduled use. This form must be turned into the Park and Recreation Department at the end of the season or maintenance obligation. Due to the scheduling or early setups for the other functions, all groups and organizations are requested to use only the area, field, or park that has been assigned to them. No group may meet in the United City of Yorkville parks that practices discrimination in any manner, or partisan political activities of any kind. Non-partisan public meetings and information forums are permitted. No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and privileges immediately. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff. Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Damage or excessive litter may result in a loss of privileges and use. Groups may not use the fields or parks when the weather conditions are dangerous or when the field conditions are not acceptable. All groups must adhere to the inclement weather practice for field conditions; (no standing water, saturated turf conditions, or times when safety is a concern). 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. Park Board Agenda Item Tracking Document Title: Agenda Date: Synopsis: Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Parks Recreation Director City Administrator Legal Human Resources Police Agenda Item Number Tracking Number July 22, 2010 N / A Discussion Bart Olson Parks and Recreation Name Department Review of FY 10/11 Goals A discussion on how to implement the FY 10/11 goals. GoalPolicy notes Operations during new economy - Programs and services that meet revenue projections - Balance of park planning w/out new developments Land-cash budgeting - accurate picture of budget state - long term planning Grant administration - completion of current grants Fund balance in Parks and Rec - build it - new programs - event disaster mitigation Programming Performance - financial reporting - staffing levels v. financial performance - resources v. financial performance - public use v. financial performance Program agreements- continue current agreements Festivals/Events - hunting and fishing days - Basketball - Ethnic festivals - kayak canoe and whitewater - frisbee golf tournaments softball tournaments antiques / flea market MUTS and wine tourism grants tractor show bike races car show triathlons lumberjack adventure challenge indian heritage bmx oktoberfest PNA unning Programming/Event Marketing - Programs and services that meet revenue projections - Balance of park planning w/out new developments REC Center Park Board Agenda Item Tracking Document Title: Agenda Date: Synopsis: Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Action Requested: Submitted by: Agenda Item Notes: Materials will be passed out at the meeting on different ways fees can be charged, and the level of desired subsidy. Reviewed By: Parks Recreation Director City Administrator Legal Human Resources Police Agenda Item Number Tracking Number July 22, 2010 N / A Discussion Bart Olson Parks and Recreation Name Department Youth baseball agreements for Summer 2011 - fees A discussion on the level of field rental subsidy given to youth baseball organizations in Summer 2011. Park Board Agenda Item Tracking Document Title: Agenda Date: Synopsis: Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Parks Recreation Director City Administrator Legal Human Resources Police Agenda Item Number Tracking Number July 22, 2010 N / A Discussion Bart Olson Parks and Recreation Name Department Staff reports Written reports from the Interim Director, Superintendent of Parks, and City Parks Designer, and verbal reports from the Superintendent of Recreation. 1) Past City Council agenda items – a. Restricted parking near parks – The City Council approved an ordinance at the July 13th City Council meeting that will restrict parking on Hayden Drive and Alan Dale Lane (across from Riemenschneider Park and Bristol Station Park, respectively). The restriction will only be in effect on weekdays from 5pm to 9pm during the months of April, May, June, and July. b. Unpaid discretionary leave for a recreation coordinator – One of our recreation employees has been out on Family and Medical Leave Act leave and needs additional time off. Per our employee manual, this must be approved by City Council, and it was. Of note, the fact that such a process involves City Council or Park Board approval opens us up to personnel issues. These matters should be handled by the City Administrator as they come up; accordingly, the City Council directed us to amend the employee manual which will remove City Council approval from the process. 2) Future City Council agenda items – a. Authorization for certain employees to receive IMRF – As approved at the June 24th Park Board meeting, the authorization for certain recreation employees is on the July 27th City Council agenda for approval. 3) Future Park Board agenda items – See attached. Memorandum To: Park Board From: Bart Olson, Interim Director of Parks and Recreation CC: Date: July 16, 2010 Subject: Director’s Report Fu t u r e P a r k B o a r d A g e n d a I t e m s Me e t i n g D a t e P r e s e n t a t i o n s O l d B u s i n e s s N e w B u s i n e s s S t a f f R e p o r t s Au g u s t 1 2 , 2 0 1 0 1. J u n e 2 0 1 0 B u d g e t R e p o r t 2. J u l y 2 0 1 0 B u d g e t R e p o r t 3. Y Y B S A I n - H o u s e A g r e e m e n t 4. Y Y B S A T r a v e l A g r e e m e n t 5. R e d s T r a v e l A g r e e m e n t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) Au g u s t 2 6 , 2 0 1 0 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) Se p t e m b e r 9 , 2 0 1 0 1. A u g u s t 2 0 1 0 B u d g e t R e p o r t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) Se p t e m b e r 2 3 , 2 0 1 0 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) Oc t o b e r 1 4 , 2 0 1 0 1. S e p t e m b e r 2 0 1 0 B u d g e t R e p o r t 2. S t r a t e g i c P l a n n i n g 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) Oc t o b e r 2 8 , 2 0 1 0 1. S t r a t e g i c p l a n n i n g 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) No v e m b e r 4 , 2 0 1 0 (F i r s t T h u r s d a y ) 1. A u d i t p r e s e n t a t i o n ( T E N T A T I V E ) 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) No v e m b e r 1 8 , 2 0 1 0 (T h i r d T h u r s d a y ) 1. O c t o b e r 2 0 1 0 B u d g e t R e p o r t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) De c e m b e r 2 , 2 0 1 0 (F i r s t T h u r s d a y ) 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) De c e m b e r 1 6 , 2 0 1 0 (T h i r d T h u r s d a y ) 1. N o v e m b e r 2 0 1 0 B u d g e t R e p o r t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) Additional BusinessExecutive Sessions  Attended Northern Illinois Hunting and Fishing Days meeting  Attended EDC meeting for ITP committee meeting  Bristol Bay A construction plans and t-shirt order  ITEP grant application meeting for Kennedy Road Trail  OSLAD grant application completed and turned in  FREP EPA 319 meeting for application review, revise application  IDOT meeting on Route 71  IDOT meeting on Route 47 plans; trail and downtown  Full Circle tree intern – survey completed  Lanioz property landscape review and meeting  Grande Reserve Park A re-design and letter to IDNR  Development projects; Blackberry Woods and Kendall Marketplace  Windett Ridge stormwater management basin review and memo  Edwards Hospital stormwater management issue meeting Memorandum To: Yorkville Park Board From: Laura Schraw, City Park Designer CC: Bart Olson, Interim Director of Parks and Recreation Date: July 16, 2010 Subject: Park Designer Report Athletic Field Division Baseball Preparing fields for play daily by adding clay to fill holes, fine dragging the infields and lining the fields for games. Soccer Preparing the fields for play by painting the fields and fixing and repairing goal nets weekly. Tournaments Staff prepared the Bridge ball field complex for four tournaments in the month of June. Trash Control Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners in all trash cans. Beautification Division Town Square In preparation for the Forth of July celebration staff trimmed all of the trees and shrubs at Town Square Park. Staff also mulched all of the plant beds and tree rings with hardwood mulch. Staff trimmed the trees and shrubs at most of the park locations and City buildings. Playground Division Safety Inspection Staff inspected all playgrounds weekly visually checking equipment using a systematic approach looking for missing or loose hardware. Accessing the equipment pulling and pushing on each apparatus to check if it is secure and filled out inspection form for each site. Surfacing Maintenance Weekly raked surfacing back under slide exits, swings, climbers, and transfer platforms to meet ADA, CPSC, and ASTM guidelines in every playground. Raked area so it is uniform and smooth in appearance and level with transition areas. Spray Park Staff applied Shark Grip to the concrete beneath the spray park at Riemenschneider Park to help alleviate the problem of children slipping while playing on the wet concrete. Memorandum To: Park Board From: Scott Sleezer Superintendent of Parks CC: Bart Olson, Interim Director of Parks and Recreation Date: July 16, 2010 Subject: June 2010 Parks Report Tree Replacement Staff removed and replaced Dead trees at several park locations. Park Construction Staff started the layout for Bristol Bay Park. Weed Control Staff continues to spot apply vegetation control in and around plant beds. Turf Division Mowing Staff weekly mowed all City owned turf areas over sixty sites, string trimming around posts, signs and other such obstacles and blow clippings from all paved surfaces. Trash Control Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners in all trash cans. Projects Storm Damage Staff assisted Public Works with brush pickup and tree removal due to storm damage. Staff also cut down and removed broken trees at several park locations. Staff performed miscellaneous functions for other City Departments such as; barricading off the parking lot for Safety Town and installing temporary fence for the wine tasting at Town Square.