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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 Fu t u r e P a r k B o a r d A g e n d a I t e m s Me e t i n g D a t e P r e s e n t a t i o n s O l d B u s i n e s s N e w B u s i n e s s S t a f f R e p o r t s Ju l y 2 2 , 2 0 1 0 1. R e v i e w o f F Y 1 0 / 1 1 G o a l s 2. Y o u t h b a s e b a l l a g r e e m e n t s - f e e s f o r 2 0 1 1 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) Au g u s t 1 2 , 2 0 1 0 1. J u n e 2 0 1 0 B u d g e t R e p o r t 2. J u l y 2 0 1 0 B u d g e t R e p o r t 3. Y Y B S A I n - H o u s e A g r e e m e n t 4. Y Y B S A T r a v e l A g r e e m e n t 5. R e d s T r a v e l A g r e e m e n t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) Au g u s t 2 6 , 2 0 1 0 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) Se p t e m b e r 9 , 2 0 1 0 1. A u g u s t 2 0 1 0 B u d g e t R e p o r t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) Se p t e m b e r 2 3 , 2 0 1 0 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) Oc t o b e r 1 4 , 2 0 1 0 1. S e p t e m b e r 2 0 1 0 B u d g e t R e p o r t 2. S t r a t e g i c P l a n n i n g 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) Oc t o b e r 2 8 , 2 0 1 0 1. S t r a t e g i c p l a n n i n g 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) No v e m b e r 4 , 2 0 1 0 (F i r s t T h u r s d a y ) 1. A u d i t p r e s e n t a t i o n ( T E N T A T I V E ) 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) No v e m b e r 1 8 , 2 0 1 0 (T h i r d T h u r s d a y ) 1. O c t o b e r 2 0 1 0 B u d g e t R e p o r t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) De c e m b e r 2 , 2 0 1 0 (F i r s t T h u r s d a y ) 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( w r i t t e n ) 3. P a r k s ( v e r b a l ) De c e m b e r 1 6 , 2 0 1 0 (T h i r d T h u r s d a y ) 1. N o v e m b e r 2 0 1 0 B u d g e t R e p o r t 1. D i r e c t o r ' s ( w r i t t e n ) 2. R e c r e a t i o n ( v e r b a l ) 3. P a r k s ( w r i t t e n ) 4. P a r k s D e s i g n e r (w r i t t e n ) Additional BusinessExecutive Sessions 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