Park Board Packet 2010 07-08-10
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 8, 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 – June 24, 2010
Bills Review:
Bill list*
Old Business:
Athletic Field Policy*
New Business:
Budget Report – May 2010
Reports:
Director’s Report
Recreation Report
Parks Report
Parks Designer Report
Additional Business:
Executive Session:
Adjournment:
Next meeting: Thursday, July 22, 2010
*Items needing Board approval or recommendation
1
Yorkville Parks & Recreation Department
Administration Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357
Park Board Meeting Agenda
Parks and Recreation Administration Office
7:00 p.m. June 24, 2010
Call to Order: Ken Koch called the meeting to order at 7:20 pm
Roll Call: Ken Koch ‐ Yes, Debbie Horaz ‐ Yes, Kelly Sedgwick – Yes and Vickie Coveny‐Yes
Introduction of Guests, City Officials and Staff:
Superintendent of Recreation – Sue Swithin
Superintendent of Parks – Scott Sleezer
Tim Evans
Missy Haws
Sue Swithin introduced Missy as their summer in from ISU and she would be doing field work through July.
Public Comment:
None
Presentations:
None
Approval of Minutes:
Park Board meeting – June 10, 2010
Deb Horaz wanted to change the last paragraph on page two, first sentence to: Horaz suggested whole fruit to
be served at the concession stand.
Ken Koch asked for a motion to approve the park board meeting of June 10, 2010. Deb Horaz made the
motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote.
Bills Review:
Bill list*
Deb questioned the computer software for plug N play under the Vermont Systems on page ten. Sue Swithin
said it was support for a software plug in for the REC Track System. She said it was software that they knew
was coming through. Swithin explained it was third party software that hooked into the software that
processed credit cards. Swithin said that it was budgeted for and it is a maintenance charge for the REC Track
System.
Ken Koch 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 voice vote: Ken Koch ‐ Yes, Debbie Horaz ‐ Yes, Kelly
Sedgwick – Yes and Vickie Coveny‐Yes
Old Business:
Athletic Field Policy*
Sue Swithin said that the colored copy included changes from Bart Olson, Scott Sleezer, Tim Evans and she.
Swithin explained the revision copy was the policy cleaned up with the noted changes. The following major
changes Swithin and Sleezer went over:
1. Tournament verbiage and tournament policies had been moved to the end of the policy.
2. The tournament fee was bumped from $900 to $1,100 and they added field times.
3. A fee of $150 would be assessed for play after 6:00pm on Sundays.
2
4. A payment would be required in full two months before tournament play.
5. A 50% refund could be given if the group or individual provides written notification of
cancellation at least one month prior to the date reserved. They felt that four weeks would give
them ample time to reserve the field to another group.
6. Under the concession stand operation section they wanted to add that the County Health
Department recommends only City employees in the concession stands.
7. Tournament Reservation begins September 1st.
Ken Koch suggested everyone take the policy home and look it over for the next meeting.
New Business:
IMRF Authorization for parttime employees*
Ken Koch said two people had left the REC Center therefore Sue Swithin was recommending taking two
current part‐time employees and increasing their hours therefore putting them in the IMRF benefits. He
noted this had to go to City Council for final approval. Kelly Sedgwick said that he did not feel it would be a
problem unless they hire to fill those two positions.
Sue Swithin explained that the IMRF was in the budget and it had been in the budget; she was requesting they
move the benefit to the two part‐time employees she wanted to bump up their hours to fill the positions that
were open. She noted they would be working between 35 to 38 hours without benefits. She explained it
would be much easier to keep less people working longer hours rather than train new people to work 5 to 10
hours.
Ken Koch asked for a motion to replace the two IMRF employees with the two new employees. Kelly
Sedgwick made the motion and Deb Horaz seconded the motion. A vote was taken on the motion: Ken Koch –
yes; Deb Horaz – Present, Kelly Sedgwick – Yes and Vickie Coveny ‐ No
Selection of strategic planning date for FY 11/12
Scott Sleezer said that they just wanted to pick a date for a strategic planning meeting. Ken Koch felt they
really did not get much out of the last one.
The Board felt they should try for it in October and leave it up to administrative to pick a regular meeting that
did not have a lot on the agenda and have the strategic planning meeting and all regular Park Board agenda
items at the following meeting that month.
Reports:
Director’s Report
Bart Olson sent a memo saying he would be out this meeting and the July 8th meeting due to scheduling
issues.
Recreation Report
Parks Report
Scott Sleezer reported that Staff worked with the Cub Scouts to plant the flowers at City Hall, Town Square
Park and the Beecher Center. He said this was an annual event that has been taking place for around ten
years.
Sleezer said that they had to mortar in the rocks at Bristol Station because kids were constantly prying them
out and throwing them.
Parks Designer Report
Laura Schraw not in attendance but her report was included in the meeting agenda packet.
3
Additional Business:
1. Deb Horaz asked about the issue with the parking at Whispering Meadows. Scott Sleezer reported
that he believed it was on the next agenda for the City Council and they were going to try and restrict
the parking on one side of the street. He noted Bart Olson was going to write a letter to the new
superintendant asking him about a parking lot for a back up.
2. Horaz asked if they burned Wheaton Woods every year. Sleezer said that they did not this year. He
said they should burn every three years not every year.
3. Horaz felt they should print their materials for the meeting double‐sided to save paper.
4. Sue Swithin reported that Friday night was music under the starts concert. Tim Evan said the high
school Barber Quartet and Parrott Head Express would be performing on Friday.
5. Swithin noted that Saturday there would be a farmers market.
Executive Session:
None
Adjournment:
Ken Koch asked for a motion to adjourn the meeting at 8:45 pm. Deb Horaz made the motion and Kelly
Sedgwick seconded the motion. The motion was unanimously approved by voice vote.
Next meeting: Thursday, July 8, 2010
*Items needing Board approval or recommendation
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 8, 2010
Majority
Approval
Bart Olson Parks and Recreation
Name Department
Athletic Field Policy
Amendments to the current policy to address field use agreements, concessions
from outside organizations, new field rental and tournament fees, and other items.
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:
There are no deficits/surpluses reflected in the carryover line-items for each fund,
because we are waiting for more concrete numbers. As a result, the operating budget looks
worse now than it will after the numbers are finalized (because we expect a FY 09/10 surplus)
and the REC Center budget looks better now than it will after the numbers are finalized
(because we expect a FY 09/10 deficit).
Reviewed By:
Parks
Recreation
Director
City Administrator
Legal
Human Resources
Police
Agenda Item Number
Tracking Number
July 8, 2010
N / A
Discussion
Bart Olson Parks and Recreation
Name Department
May 2010 Budget Report
Discussion of the May 2010 Budget Report
United City of Yorkville
Detailed Revenue and Expense Report for 1 accounting periods in FY 10/11 (May)
Report ran on July 2, 2010 @ 9:25am
Budget Line Item #Description May Budget May Actual
Year-to-date
budget
Year-to-date
actual FY 10/11 Budget
Unencumbered
balance
LAND-CASH REVENUES
72-000-40-00-3999Beginning Fund Balance- - - - - -
72-000-44-00-4413Reimb from other govt's- - - - - -
72-000-45-00-4501Cannonball Ridge Grant- - - - - -
72-000-47-00-4700OSLAD Grant- - - - - -
72-000-47-00-4701GREENBRIAR- - - - - -
72-000-47-00-4702BIKE PATH GRANT- - - - - -
72-000-47-00-4703PRAIRIE GARDEN- - - - - -
72-000-47-00-4704OSLAD Grant - Whispering Meadows26,666.67 - 26,666.67 - 320,000.00 320,000.00
72-000-47-00-4705COUNTRY HILLS- - - - - -
72-000-47-00-4706WHEATON WOODS GRANT2,500.00 - 2,500.00 - 30,000.00 30,000.00
72-000-47-00-4707FOX HIGHLANDS- - - - - -
72-000-47-00-4709SUNFLOWER- - - - - -
72-000-47-00-4712RIVER'S EDGE- - - - - -
72-000-47-00-4714WOODWORTH- - - - - -
72-000-47-00-4715WHITE OAK UNIT 1&2- - - - - -
72-000-47-00-4716WHITE OAK UNIT 3&4- - - - - -
72-000-47-00-4717KYLN'S CROSSING- - - - - -
72-000-47-00-4718FOXFIELD II PARK- - - - - -
72-000-47-00-4719WILDWOOD- - - - - -
72-000-47-00-4722KYLN'S RIDGE- - - - - -
72-000-47-00-4723HEARTLAND CIRCLE- - - - - -
72-000-47-00-4725WINDETT RIDGE- - - - - -
72-000-47-00-4727GRANDE RESERVE- - - - - -
72-000-47-00-4731MONTALBANO HOMES- - - - - -
72-000-47-00-4732RAINTREE VILLAGE- - - - - -
72-000-47-00-4734WHISPERING MEADOWS250.00 - - - 3,000.00 3,000.00
72-000-47-00-4735PRAIRIE MEADOWS- - - - - -
72-000-47-00-4736BRIARWOOD- - - - - -
72-000-47-00-4737CALEDONIA3,166.67 - 3,166.67 - 38,000.00 38,000.00
72-000-47-00-4738AUTUMN CREEK1,833.34 2,051.14 1,833.34 2,051.14 22,000.00 19,948.86
72-000-47-00-4739WYNSTONE TOWNHOMES- - - - - -
72-000-47-00-4740VILLAS AT THE PRESERVE- - - - - -
72-000-47-00-4741BAILEY MEADOWS- - - - - -
72-000-47-00-4742BLACKBERRY WOODS- - - - - -
72-000-47-00-4743CORNEILS CROSSING- - - - - -
72-000-47-00-4744HUDSON LAKES- - - - - -
72-000-47-00-4745PRESTWICK- - - - - -
72-000-47-00-4746WESTBURY- - - - - -
72-000-47-00-4747WESTHAVEN- - - - - -
72-000-47-00-4748WILLMAN- - - - - -
72-000-47-00-4749BLACKBERRY WOODS- - - - - -
72-000-47-00-4750KENDALLWOOD ESTATES- - - - - -
72-000-47-00-4751CANNONBALL RIDGE PARK- - - - - -
72-000-47-00-4752BRISTOL BAY LAND CASH- - - - - -
72-000-49-00-4901TRANSFER FROM GEN FUND- - - - - -
72-000-49-00-4902TRANSFER FROM LAND ACQ- - - - - -
72-000-49-00-4903TRANSFER FROM PARK & REC- - - - - -
TOTAL LAND-CASH REVENUES:34,416.68 2,051.14 34,166.68 2,051.14 413,000.00 410,948.86
LAND-CASH EXPENSES
72-000-75-00-7308RIVERS EDGE PARK #2- - - - - -
72-000-75-00-7317HEARTLAND CIRCLE- - - - - -
72-000-75-00-7326MOSER HOLDING COSTS833.34 - 833.34 - 10,000.00 10,000.00
72-000-75-00-7327GRANDE RESERVE PARK- - - - - -
72-000-75-00-7328PRAIRIE MEADOWS- - - - - -
72-000-75-00-7330WHISPERING MEADOWS- - - - - -
72-000-75-00-7332CALEDONIA- - - - - -
72-000-75-00-7333RAINTREE VILLAGE41,250.00 - 41,250.00 - 495,000.00 495,000.00
72-000-75-00-7334HOOVER HOLDING COSTS- - - - - -
72-000-75-00-7335GRANDE RESERVE BIKE TRAIL- - - - - -
72-000-75-00-7336WHEATON WOODS NATURE TRAIL- - - - - -
72-000-75-00-7337BRISTOL BAY PARK A8,333.34 8,333.34 100,000.00
72-000-99-00-9901TRANSFER TO GEN FUND5,037.42 - 5,037.42 - 60,449.00 60,449.00
TOTAL LAND-CASH EXPENSES:55,454.10 - 55,454.10 - 665,449.00 665,449.00
TOTAL LAND-CASH REVENUES:34,416.68 2,051.14 34,166.68 2,051.14 413,000.00
TOTAL LAND-CASH EXPENSES:55,454.10 - 55,454.10 - 665,449.00
SURPLUS/DEFICIT:(21,037.42) 2,051.14 (21,287.42) 2,051.14 (252,449.00)
United City of Yorkville
Detailed Revenue and Expense Report for 1 accounting periods in FY 10/11 (May)
Report ran on July 2, 2010 @ 9:25am
Budget Line Item #Description May Budget May Actual
Year-to-date
budget
Year-to-date
actual FY 10/11 Budget
Unencumbered
balance
OPERATING REVENUES (FUND 79)
79-000-40-00-3999BEGINNING FUND BALANCE- - - - - -
79-000-42-00-4270FEES FOR PROGRAMS18,750.00 8,942.50 18,750.00 8,942.50 225,000.00 216,057.50
79-000-42-00-4280CONCESSIONS/ALL SALE ITEMS2,500.00 6,938.75 2,500.00 6,938.75 30,000.00 23,061.25
79-000-42-00-4285VENDING MACHINE INCOME- - - - - -
79-000-42-00-4286RENTAL INCOME- - - - - -
79-000-42-00-4287PARK RENTAL INCOME1,250.00 2,985.00 1,250.00 2,985.00 15,000.00 12,015.00
79-000-42-00-4288GOLF OUTING REVENUE750.00 - 750.00 - 9,000.00 9,000.00
79-000-42-00-4291HOMETOWN DAYS10,833.34 2,520.00 10,833.34 2,520.00 130,000.00 127,480.00
79-000-42-00-4295MISC RETAIL291.67 - 291.67 - 3,500.00 3,500.00
79-000-44-00-4400DONATIONS1,166.67 1,105.00 1,166.67 1,105.00 14,000.00 12,895.00
79-000-44-00-4404TREE DONATIONS50.00 - 50.00 - 600.00 600.00
79-000-45-00-4550YOUTH SERVICES GRANT41.67 - 41.67 - 500.00 500.00
79-000-46-00-4600INVESTMENT41.67 13.11 41.67 13.11 500.00 486.89
79-000-49-00-4901TRANSFER FROM GEN FUND35,914.50 35,914.50 35,914.50 35,914.50 430,947.00 395,032.50
79-000-49-00-4902TRANSFER IN FROM GF (CASH)8,333.34 100,000.00 8,333.34 100,000.00 100,000.00 -
79-000-49-00-4980TRANSFER FROM REC CENTER43,409.67 43,406.66 43,409.67 43,406.66 520,916.00 477,509.34
79-000-99-00-9973TRANSFER TO LAND ACQ- - - - - -
TOTAL OPERATING REVENUES (FUND 79):123,332.53 201,825.52 123,332.53 201,825.52 1,479,963.00 1,278,137.48
PARKS EXPENSES (FUND 79)- -
79-610-50-00-5107SALARIES-PARKS29,168.83 28,695.89 29,168.83 28,695.89 350,026.00 321,330.11
79-610-50-00-5136SALARIES-PART-TIME1,416.67 1,021.25 1,416.67 1,021.25 17,000.00 15,978.75
79-610-50-00-5137SALARIES-OVERTIME333.34 206.19 333.34 206.19 4,000.00 3,793.81
79-610-61-00-5320MASTER PLAN- - - - - -
79-610-62-00-5405PARK CONTRACTUAL166.67 - 166.67 - 2,000.00 2,000.00
79-610-62-00-5408MAINTENANCE-EQUIPMENT1,166.67 641.43 1,166.67 641.43 14,000.00 13,358.57
79-610-62-00-5417MAINTENANCE-PARKS2,833.34 - 2,833.34 - 34,000.00 34,000.00
79-610-62-00-5421WEARING APPAREL341.67 83.23 341.67 83.23 4,100.00 4,016.77
79-610-62-00-5434RENTAL-EQUIPMENT208.34 - 208.34 - 2,500.00 2,500.00
79-610-62-00-5438CELL PHONES350.00 - 350.00 - 4,200.00 4,200.00
79-610-62-00-5445LEGAL EXPENSES333.34 - 333.34 - 4,000.00 4,000.00
79-610-64-00-5604TRAINING & CONF125.00 - 125.00 - 1,500.00 1,500.00
79-610-64-00-5605TRAVEL EXPENSES- - - - - -
79-610-65-00-5802OFFICE SUPPLIES25.00 - 25.00 - 300.00 300.00
79-610-65-00-5804OPERATING SUPPLIES1,666.67 (13.32) 1,666.67 (13.32) 20,000.00 20,013.32
79-610-65-00-5815HAND TOOLS145.84 - 145.84 - 1,750.00 1,750.00
79-610-65-00-5824CHRISTMAS DECORATIONS83.34 - 83.34 - 1,000.00 1,000.00
79-610-65-00-5825PUBLIC DECORATIONS41.67 - 41.67 - 500.00 500.00
79-610-72-00-6500IMRF PARTICIPANTS2,829.42 2,608.37 2,829.42 2,608.37 33,953.00 31,344.63
79-610-72-00-6501SOCIAL SECURITY2,365.25 2,213.67 2,365.25 2,213.67 28,383.00 26,169.33
79-610-75-00-7002COMP EQUIP AND SOFTWARE41.67 - 41.67 - 500.00 500.00
79-610-75-00-7003OFFICE EQUIP41.67 - 41.67 - 500.00 500.00
79-610-75-00-7701FLOWERS/TREES41.67 - 41.67 - 500.00 500.00
79-610-78-00-9005MERIT- - - - - -
TOTAL PARKS EXPENSES (FUND 79):43,726.07 35,456.71 43,726.07 35,456.71 524,712.00 489,255.29
United City of Yorkville
Detailed Revenue and Expense Report for 1 accounting periods in FY 10/11 (May)
Report ran on July 2, 2010 @ 9:25am
Budget Line Item #Description May Budget May Actual
Year-to-date
budget
Year-to-date
actual FY 10/11 Budget
Unencumbered
balance
RECREATION EXPENSES (FUND 79)
79-650-50-00-5107SALARIES-REC FULL-TIME30,711.00 21,089.02 30,711.00 21,089.02 368,532.00 347,442.98
79-650-50-00-5108CONCESSION STAFF833.34 2,675.50 833.34 2,675.50 10,000.00 7,324.50
79-650-50-00-5109SALARIES-PRE-SCHOOL1,666.67 2,118.00 1,666.67 2,118.00 20,000.00 17,882.00
79-650-50-00-5136SALARIES-PART-TIME1,840.00 1,250.00 1,840.00 1,250.00 22,080.00 20,830.00
79-650-50-00-5137SALARIES-OVERTIME25.00 - 25.00 - 300.00 300.00
79-650-50-00-5150SALARIES-INSTRUCTOR133.34 1,087.50 133.34 1,087.50 16,000.00 14,912.50
79-650-50-00-5155SALARIES-RECORDING SECRET.250.00 - 250.00 - 3,000.00 3,000.00
79-650-62-00-5401CONTRACTUAL SERVICES4,166.67 525.00 4,166.67 525.00 50,000.00 49,475.00
79-650-62-00-5408MAINTENANCE SUPPLIES166.67 - 166.67 - 2,000.00 2,000.00
79-650-62-00-5409MAINTENANCE-VEHICLES83.34 - 83.34 - 1,000.00 1,000.00
79-650-62-00-5410MAINTENANCE-OFFICE EQUIP291.67 - 291.67 - 3,500.00 3,500.00
79-650-62-00-5426YOUTH SERVICES GRANT41.67 - 41.67 - 500.00 500.00
79-650-62-00-5435ELECTRICITY1,833.34 - 1,833.34 - 22,000.00 22,000.00
79-650-62-00-5437TELEPHONE/INTERNET108.34 - 108.34 - 1,300.00 1,300.00
79-650-62-00-5438CELL PHONES250.00 - 250.00 - 3,000.00 3,000.00
79-650-62-00-5445PORTABLE TOILETS375.00 - 375.00 - 4,500.00 4,500.00
79-650-62-00-5603PUBLISHING/ADVERTISING2,250.00 - 2,250.00 - 27,000.00 27,000.00
79-650-62-00-5605BOOKS/PUBLICATIONS8.34 - 8.34 - 100.00 100.00
79-650-64-00-5600DUES125.00 223.32 125.00 223.32 1,500.00 1,276.68
79-650-64-00-5604TRAINING & CONFERENCES41.67 - 41.67 - 500.00 500.00
79-650-64-00-5605TRAVEL EXPENSES- - - - - -
79-650-65-00-5802OFFICE SUPPLIES250.00 - 250.00 - 3,000.00 3,000.00
79-650-65-00-5803PROGRAM EXPENSES4,466.67 6,338.47 4,466.67 6,338.47 53,600.00 47,261.53
79-650-65-00-5804OPERATING SUPPLIES83.34 - 83.34 - 1,000.00 1,000.00
79-650-65-00-5805RECREATION EQUIPMENT166.67 - 166.67 - 2,000.00 2,000.00
79-650-65-00-5808POSTAGE & SHIPPING666.67 800.00 666.67 800.00 8,000.00 7,200.00
79-650-65-00-5812GASOLINE250.00 - 250.00 - 3,000.00 3,000.00
79-650-65-00-5826MILEAGE25.00 - 25.00 - 300.00 300.00
79-650-65-00-5827GOLF OUTING EXPENSES500.00 - 500.00 - 6,000.00 6,000.00
79-650-65-00-5828CONCESSIONS1,500.00 614.77 1,500.00 614.77 18,000.00 17,385.23
79-650-65-00-5833HOMETOWN DAYS EXPENSES8,333.34 - 8,333.34 - 100,000.00 100,000.00
79-650-65-00-5840SCHOLARSHIPS83.34 - 83.34 - 1,000.00 1,000.00
79-650-65-00-5841PROGRAM REFUND583.34 346.00 583.34 346.00 7,000.00 6,654.00
79-650-72-00-6500IMRF PARTICIPANTS3,461.42 2,187.72 3,461.42 2,187.72 41,537.00 39,349.28
79-650-72-00-6501SOCIAL SECURITY2,529.25 2,122.74 2,529.25 2,122.74 30,351.00 28,228.26
79-650-75-00-7002COMPUTER EQUIP AND SOFTWAR216.67 - 216.67 - 2,600.00 2,600.00
79-650-78-00-9005MERIT- - - - - -
79-650-78-00-9009RESERVE- - - - - -
79-650-78-00-9010MISC RETAIL250.00 - 250.00 - 3,000.00 3,000.00
79-650-99-00-9941REPAY CASH LOAN8,333.34 - 8,333.34 - 100,000.00 100,000.00
TOTAL RECREATION EXPENSES (FUND 79):76,900.11 41,378.04 76,900.11 41,378.04 937,200.00 895,821.96
-
TOTAL OPERATING REVENUES (FUND 79):123,332.53 201,825.52 123,332.53 201,825.52 1,479,963.00 1,278,137.48
TOTAL EXPENSES (PARKS AND REC FUND 79):120,626.18 76,834.75 120,626.18 76,834.75 1,461,912.00 1,385,077.25
SURPLUS/DEFICIT:2,706.35 124,990.77 2,706.35 124,990.77 18,051.00 (106,939.77)
United City of Yorkville
Detailed Revenue and Expense Report for 1 accounting periods in FY 10/11 (May)
Report ran on July 2, 2010 @ 9:25am
Budget Line Item #Description May Budget May Actual
Year-to-date
budget
Year-to-date
actual FY 10/11 Budget
Unencumbered
balance
REC CENTER REVENUES
80-000-40-00-3999BEGINNING FUND BALANCE- - - - - -
80-000-42-00-4200MEMBERSHIP FEES34,166.67 30,743.00 34,166.67 30,743.00 410,000.00 379,257.00
80-000-42-00-4210GUEST FEES291.67 356.00 291.67 356.00 3,500.00 3,144.00
80-000-42-00-4220SWIM CLASS2,916.67 1,388.00 2,916.67 1,388.00 35,000.00 33,612.00
80-000-42-00-4230PERSONAL TRAINING FEE1,250.00 1,002.00 1,250.00 1,002.00 15,000.00 13,998.00
80-000-42-00-4240TANNING SESSIONS208.34 239.00 208.34 239.00 2,500.00 2,261.00
80-000-42-00-4270FEES FOR PROGRAMS10,416.67 8,902.00 10,416.67 8,902.00 125,000.00 116,098.00
80-000-42-00-4280CONCESSIONS1,000.00 1,126.75 1,000.00 1,126.75 12,000.00 10,873.25
80-000-42-00-4285VENDING MACHINES- - - - - -
80-000-42-00-4286RENTAL INCOME250.00 401.00 250.00 401.00 3,000.00 2,599.00
80-000-42-00-4295MISC RETAIL41.67 - 41.67 - 500.00 500.00
80-000-44-00-4400DONATIONS/SPONSORSHIP166.67 - 166.67 - 2,000.00 2,000.00
80-000-45-00-4550GRANTS/SCHOLARSHIPS41.67 - 41.67 - 500.00 500.00
TOTAL REC CENTER REVENUES:50,750.03 44,157.75 50,750.03 44,157.75 609,000.00 564,842.25
-
REC CENTER EXPENSES -
80-000-50-00-5107SALARIES-REC CENTER2,795.25 2,630.78 2,795.25 2,630.78 33,543.00 30,912.22
80-000-50-00-5109SALARIES-PRESCHOOL2,916.67 2,564.18 2,916.67 2,564.18 35,000.00 32,435.82
80-000-50-00-5136SALARIES-PARTTIME8,166.67 7,760.13 8,166.67 7,760.13 98,000.00 90,239.87
80-000-50-00-5137SALARIES-OVERTIME41.67 - 41.67 - 500.00 500.00
80-000-50-00-5150SALARIES-INSTRUCTORS5,416.67 4,096.00 5,416.67 4,096.00 65,000.00 60,904.00
80-000-62-00-5401CONTRACTUAL SERVICES1,250.00 - 1,250.00 - 15,000.00 15,000.00
80-000-62-00-5408MAINTENANCE-SUPPLIES916.67 378.15 916.67 378.15 11,000.00 10,621.85
80-000-62-00-5410MAINTENANCE-OFFICE EQUIP375.00 - 375.00 - 4,500.00 4,500.00
80-000-62-00-5416MAINTENANCE-GENERAL1,333.34 2,034.01 1,333.34 2,034.01 16,000.00 13,965.99
80-000-62-00-5426GRANTS41.67 - 41.67 - 500.00 500.00
80-000-62-00-5430TOWEL RENTAL125.00 523.12 125.00 523.12 1,500.00 976.88
80-000-62-00-5431POOL REPAIR416.67 189.50 416.67 189.50 5,000.00 4,810.50
80-000-62-00-5432LEASE PAYMENT18,000.00 35,000.00 18,000.00 35,000.00 216,000.00 181,000.00
80-000-62-00-5433LICENSES/PERMITS58.34 200.00 58.34 200.00 700.00 500.00
80-000-62-00-5434POOL SUPPLIES266.67 - 266.67 - 3,200.00 3,200.00
80-000-62-00-5435ELECTRICITY2,333.34 - 2,333.34 - 28,000.00 28,000.00
80-000-62-00-5437TELEPHONE/INTERNET/CABLE145.84 - 145.84 - 1,750.00 1,750.00
80-000-62-00-5438CELL PHONES50.00 - 50.00 - 600.00 600.00
80-000-62-00-5439PROPERTY TAX4,416.67 26,839.85 4,416.67 26,839.85 53,000.00 26,160.15
80-000-62-00-5440SECURITY41.67 - 41.67 - 500.00 500.00
80-000-62-00-5603PUBLISHING/ADVERTISIN125.00 360.00 125.00 360.00 1,500.00 1,140.00
80-000-62-00-5605BOOKS/PUBLICATION4.17 - 4.17 - 50.00 50.00
80-000-64-00-5600DUES16.67 - 16.67 - 200.00 200.00
80-000-64-00-5604TRAINING & CONFERENCES- - - - - -
80-000-64-00-5605TRAVEL EXPENSES- - - - - -
80-000-65-00-5802OFFICE SUPPLIES216.67 - 216.67 - 2,600.00 2,600.00
80-000-65-00-5803PROGRAM EXPENSES1,416.67 746.96 1,416.67 746.96 17,000.00 16,253.04
80-000-65-00-5804OPERATING SUPPLIES250.00 - 250.00 - 3,000.00 3,000.00
80-000-65-00-5805RECREATION EQUIPMENT500.00 - 500.00 - 6,000.00 6,000.00
80-000-65-00-5808POSTAGE & SHIPPING50.00 - 50.00 - 600.00 600.00
80-000-65-00-5812GASOLINE25.00 - 25.00 - 300.00 300.00
80-000-65-00-5826MILEAGE16.67 - 16.67 - 200.00 200.00
80-000-65-00-5828CONCESSIONS EXPENSES500.00 214.08 500.00 214.08 6,000.00 5,785.92
80-000-65-00-5840SCHOLARSHIPS33.34 - 33.34 - 400.00 400.00
80-000-65-00-5841PROGRAM REFUNDS333.34 468.00 333.34 468.00 4,000.00 3,532.00
80-000-65-00-5842MEMBERSHIP REFUNDS125.00 - 125.00 - 1,500.00 1,500.00
80-000-72-00-6500IMRF833.34 869.51 833.34 869.51 10,000.00 9,130.49
80-000-72-00-6501SOCIAL SECURITY1,471.50 1,292.76 1,471.50 1,292.76 17,658.00 16,365.24
80-000-75-00-7002COMPUTER EQUIP & SOFT266.67 - 266.67 - 3,200.00 3,200.00
80-000-75-00-7003OFFICE EQUIPMENT25.00 - 25.00 - 300.00 300.00
80-000-75-00-7500PHONE SYSTEM16.67 - 16.67 - 200.00 200.00
80-000-78-00-9002NICOR916.67 - 916.67 - 11,000.00 11,000.00
80--000-78-00-9010MISC RETAIL25.00 25.00 300.00 300.00
80-000-99-00-9979TRANSFER TO PARKS AND REC- - - - - -
TOTAL REC CENTER EXPENSES:56,275.19 86,167.03 56,275.19 86,167.03 675,301.00 589,133.97
TOTAL REC CENTER REVENUES:50,750.03 44,157.75 50,750.03 44,157.75 609,000.00
TOTAL REC CENTER EXPENSES:56,275.19 86,167.03 56,275.19 86,167.03 675,301.00
SURPLUS/DEFICIT:(5,525.16) (42,009.28) (5,525.16) (42,009.28) (66,301.00)
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 8, 2010
N / A
Discussion
Bart Olson Parks and Recreation
Name Department
Staff reports
Written reports from the Interim Director and Superintendent of Recreation, and
verbal reports from the Superintendent of Parks and City Parks Designer.
1) Bart out of office – I will be out of the office all of next week and Monday of the week
following, returning Tuesday July 13th. I am available by cell phone and email if you
need to reach me.
2) New Schools Superintendent – Mayor Burd and I have both briefly spoke with Dr. Scott
Wakely this week and are seeking a time to meet with him to discuss the Park Board
vacancy, intergovernmental agreement, and temporary use of the school parcel south of
Bristol Station Park, among other things.
3) Park Board items in front of City Council –
a. Restricted parking near parks – The City Council is set to vote on 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.
4) Future Park Board agenda items – See attached.
a. Per Park Board direction, the October meeting agendas will be kept relatively
light and we will focus on strategic planning on both of those meetings.
Memorandum
To: Park Board
From: Bart Olson, Interim Director of Parks and Recreation
CC:
Date: July 2, 2010
Subject: Director’s Report
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Additional BusinessExecutive Sessions
YORKVILLE RECREATION DEPARTMENT
Monthly Report
Park Board Meeting
Month of June 2010
Highlights and Summary:
Throughout the month of June, we had Fall Soccer and Flag Football registration. Open
Registration ended on Saturday, June 19 with late registration continuing through July 7.
Registration was consistently busy with over 200 registrations between the U6, U8, U10, U12
Soccer divisions and Flag Football. We also had approximately 30 coaches sign up to volunteer
their time to coach this fall season. The coaches meetings for both Soccer and Flag Football are
scheduled to be held in July.
The Monday Coed Softball League started their season tournament on Monday, June 28 with the
finals scheduled to play on Monday, July 12. The Tuesday Coed, Wednesday Men’s, and Thursday
Men’s Leagues will play their tournaments throughout July. Registration for the Fall Softball
Leagues started in June and will continue through July 16. We currently have 20 teams registered
for the Fall Leagues.
June was the start of the Summer Athletic Camps and classes. The camps that ran throughout June
were the Blackberry Oaks Golf Camps, Kids First Flag Football, Kids First Cheerleading, All Star
T-ball League, and the 2nd-3rd Grade Basketball Camp. The 2nd-3rd Grade Basketball camp was held
at the REC Center and was taught by Jason Senffner. It proved to be an extremely popular camp
with a total of 21 kids participating in the camp. The players practiced on eight and nine foot
baskets to help them focus on their shooting form among other basketball skills.
We started our summer special events with Music Under the Stars on June 11. There were
approximately 400 people in attendance, and Fox Valley Winery was selling wine that evening. Our
first movie for the summer was cancelled due to rain. Farmer’s Market has started and we have
approximately 20 vendors. One new vendor brings a large variety of produce each week to add to
the other types of items for sale.
Once again, Safety Town and Camp 911 was held this year in June. We had fewer participants in
Safety Town than in the past, but the children that attended had a great experience learning about
safety in their homes and school setting. Missy Haws, our summer field work student was
responsible for the camps, and she did a wonderful job.
In June we kicked off another session of The Resolution, which is really proving to be a big hit with
the members and residents of Yorkville. We have 14 people signed up in the current session
receiving approximately $800 in revenue for the REC Center. The surveys received from the
participants state, “I love the class and the change I have noticed over the past couple of weeks, I
would recommend this class to anyone looking to change their body and how they feel!”
Zumba, a latin inspired dance workout, was reintroduced in June as well. The response from
members, residents, and non-residents was phenomenal and we filled the first session in two days!
We have 25 people enrolled in the first session, with revenue exceeding $630 for the six week
session. Once the news spread that we would be offering a second session starting in July we filled
that session and are now looking into the possibility of adding a second Zumba class to our weekly
class schedule.
The biggest boost in revenue during June came from the ever so popular summer swim lessons.
Registration for the first session of morning class and second session of evening classes took place
June 2nd at 8:00 a.m. and by 2:00 p.m. the four, level one swim class were full resulting in the
addition of three more level 1 swim classes to our schedule. So far we have grossed over $9,200 for
our summer swim lesson program and we still have registration for 36 more classes plus private
swim lessons! We have been getting rave reviews from our program and our instructors.
Seasonal Classes/Programs Spring/Summer:
Adult BBall Open Gym Youth BBall Open Gym 2nd-3rd Basketball Camp
Adult Volleyball Open Gym All Star T-Ball All Star Soccer
All Star Golf All Star Parent/Tot All Star T-Ball League
Kids First Flag Football Kids First Cheerleading Beginner Golf Camp
Advanced Golf Camp Elite Golf Camp Monday Coed Softball
Tuesday Coed Softball Wednesday Men’s Softball Thursday Men’s Softball
Camp 911 Kiddie Camp Survivor Island Camp
Knitting Club Cardio Collision Aqua
Pre Tumblers Shake, Wiggle, Giggle Group Power
The Resolution Magic Class Senior Fit
Kreative Kreations Flow Yoga Silver Sneakers
Indoor Cycle Resolution Class Safety Town
Parker’s Playtime Preschool Swim Lessons Pilates
Core & More Dance Classes Short Sports
Interval Bootcamp Group Training Club Flex
Exit Survey Summary:
None at this time.
Scholarships Awarded / Grants Received:
Pre School $.00
General $.00
Special Recreation $.00
Spring / Summer Session –
Different Types: Spring/Summer Curriculum – 44
Sections - 346 Enroll.- 687 Special Events – 400 Ran – 159 (46% ) Cancelled – 19 (5%)
Pending – 168 (49%).
Last Spring/Summer - No Comparison – we didn’t combine two seasons last year
Sections - Enroll.- Sp. Event – Ran – (% ) Cancelled – (%)
Class No. - Residents - (%) Non-res - (%)
Professional Development:
Staff received training regarding the new software allowing for compliance for credit card security.
Facility Agreements: (Spring/Summer)
We are using the following facilities for our current programs and in the near future:
Yorkville Schools: Tennis Courts, Track. We will use our own classroom at the Riverfront
Recreation Bldg.. Our second Preschool is located at the Riverfront Recreation Building. Many
fitness, swim and sports classes are being held at the REC Center.
REC Center:
The REC Center Memberships for the month of June:
New: 107 Renew: 180 Total: 287
Total Passes to date: #1,299
Residents: 919 (71%) Non-Residents: 380 (29%)
Male:620 (48%) Female:679 (52%)
Special Revenue Highlights:
The first Music Under the Stars / Wine Night received a profit of approximately $700 for the sale of
wine glasses and seconds! Concession Stands
Upcoming Projects and Events:
July 9th Friday – 7:00 – 9:00 p.m. Music Under the Stars featuring Billy Croft & the 5 Alarm
Country Band - Town Square
July 16th Friday – Dark Outdoor Movie – Where the Wild Things Are - Beecher Park
July 23rd Friday – 7:00 – 9:00 p.m. Music Under the Stars featuring Lazy Maybees – Rock and
Wine Night sponsored by Fox Valley Winery.
July 31st Saturday – Community Park Build – Bristol Bay Park A.
Respectfully submitted,
Recreation Department Staff