Park Board Packet 2010 10-28-10
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.
October 28, 2010
Call to Order:
Roll Call: Ken Koch, Debbie Horaz, Kelly Sedgwick, Vickie Coveny, Seaver Tarulis
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 – October 14*
Bills Review:
Bill list*
Old Business:
Park Naming Request – Marge Cline
New Business:
Discussion of 2011 Park Board dates
Athletic Field Policy
Park Rental Policy
Special Events Reports
Reports:
Director’s Report
Recreation Report
Parks Report
Parks Designer Report
Additional Business:
Executive Session:
New Business continued:
Adjournment:
Next meeting: Thursday, November 4, 2010 (first Thursday of the month)
*Items needing Board approval or recommendation
Yorkville Parks & Recreation Department
Administration Office - 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357
Park Board Meeting Minutes
Parks and Recreation Administration Office
7:00 p.m. – October 14, 2010
Call to Order: Ken Koch called the meeting to order at 7:05 pm and welcomed new board
member, Seaver Tarulis.
Roll Call: Ken Koch – Yes; Debbie Horaz – Yes; Kelly Sedgwick – Yes; Vickie Coveny – Yes;
Seaver Tarulis – Yes
Introduction of Guests, City Officials and Staff:
Interim Director of Parks and Recreation – Bart Olson
Superintendent of Parks – Scott Sleezer
Park Designer – Laura Schraw
City Council Liaison to Park Board – Diane Teeling, Ward 4 Alderwoman (arrived 7:50 pm)
Recreation Manager – Tim Evans for Sue Swithin
Guests
Marty Michalisko
Matthew Zudordzny and Matthew Hess – Boy Scouts of America, Plano Troop 71
Public Comment:
Marty Michalisko indicated he had talked with the Mayor about his interest in serving as a
member of the Park Board. He wanted to attend a meeting and observe the organization. The
two Boy Scouts needed to attend a public meeting as part of their Citizenship of the Community
merit badge requirements.
Presentations:
None
Approval of Minutes:
Park Board meeting – September 23, 2010*
Ken Koch asked for a motion to approve the meeting minutes of September 23, 2010. Kelly
Sedgwick made the motion and Vickie Coveny seconded the motion. The motion was
unanimously approved by voice vote.
Bills Review:
Bill list*
Members reviewed the bills list. Scott Sleezer indicated the bill paid to Illinois Valley Urban
Lumberjacks was for work done after a bad windstorm at Fox Hill West Park. Ken Koch asked
for a motion to approve the bills list. Debbie Horaz made the motion and Kelly Sedgwick
seconded the motion. The motion was approved by roll call vote: Ken Koch – Yes; Debbie
Horaz – Yes; Kelly Sedgwick – Yes; Vickie Coveny – Yes; Seaver Tarulis – Yes
Koch advised that as a new board member, Seaver Tarulis will be added to the bank signature
list to sign checks. Bart Olson said that he delivers board packets to members, but the agenda
packet is also available on-line (www.yorkville.il.us/gov_mtgs_minutes.php).
Park Board Meeting Minutes – October 14, 2010
2
Old Business:
None
New Business:
September 2010 Budget Report
Bart Olson reviewed the September 2010 budget reports in the agenda packet and indicated the
park district is doing fairly well. He advised that the entire city budget report is included in the
packet. Members liked the new format. There were no questions.
Park Naming Request – Marge Cline
Olson reviewed the application for a naming request for the Riverfront Park Whitewater
Recreational Facility, or the Glen Palmer Dam bypass channel as the State refers to it. The
facility is going to be owned by the State, but operated and maintained by the City. The State
has deferred to the City on naming the facility. The board reviewed a variety of e-mails,
websites, news articles, and other information on Marge Cline. While she has not specifically
contributed anything to Yorkville, she has contributed much to the paddling community for 30
years before her passing. The naming request is supported by Tom Lindblade, President of the
Paddling Council, and Sigrid Pilgrim, Director of the Paddling Council. Lindblade and Pilgrim
plan to attend the October 28, 2010, Park Board meeting to give a presentation and answer
questions about Marge Cline.
The board recommended tabling this request at this time. The board will discuss further after
the October 28 presentation by Lindblade and Pilgrim.
PARC Grant
Bart Olson advised that the Illinois Department of Natural Resources (IDNR) released
information on October 1, 2010, regarding the state’s new Park and Recreational Facility
Construction (PARC) Grant Program. IDNR will accept applications from October 15 through
November 29, 2010. After discussion and review of the grant program, members agreed the
park board will not pursue the PARC grant application at this time.
Reports:
Director’s Report
1. Whitewater Park testing – Testing for the chute was conducted October 4 and 5, 2010.
The “challenge” chute to the north was almost completely calm with one small drop, and
the “easy” chute was quite rocky and challenging. After configuring some rocks and
further construction, they expect to test again. The facility is scheduled to open mid-
November. Members agreed to have the ribbon-cutting ceremony in the Spring.
2. There are two vacancies on the Park Board. Seaver Tarulis was introduced as filling the
one vacancy.
3. A withdrawal notice via e-mail was received from Elizabeth Ochoa. Staff is in the
process of refunding the remainder of her engineering deposit.
Park Board Meeting Minutes – October 14, 2010
3
4. Town Square Park sidewalks – The storm sewer has been completed on the west side
and staff is finishing the west-side sidewalk.
Recreation Report
A written report was included in the agenda packet. Members discussed the activities during
Hometown Days. Approximately 40,000 people attended throughout the entire weekend. It was
noted the carnival on Thursday went well and was good for the community. Tim Evans said that
we should make budget and a detailed report will follow once all revenue and expenses have
been recorded.
Parks Report
Scott Sleezer reported that the sidewalk construction at Town Square Park has been
completed. Signs not to drive over the sidewalk will be placed in appropriate areas.
The baseball field in Riemenschneider Park is complete.
Parks Designer Report
No report
Additional Business:
Diane Teeling attended the city council meeting held on Tuesday, October 12, 2010. She
reported that the baseball rental agreement was discussed. According to the agreement
approved by the Park Board, non-profits are given two free tables associated with each
tournament. The council recommended waiving the table fee completely for non-profits and the
agreement was approved with the amendment. Discussion followed in response to this action
by the council.
The baseball rental agreement will be brought back to the Park Board for discussion and
recommendations.
Suspend meeting for Executive Session:
Ken Koch asked for a motion to suspend the regular meeting at 8:30 pm and go into Executive
Session. Debbie Horaz made the motion and Kelly Sedgwick seconded the motion. The motion
was unanimously approved by voice vote.
Adjournment of Executive Session:
Ken Koch asked for a motion to end the executive session at 8:45 pm and reconvene into the
regular Park Board meeting. Vickie Coveny made the motion and Debbie Horaz seconded the
motion. The motion was unanimously approved by voice vote.
Executive Session:
For the discussion of minutes of meetings lawfully closed under this Act, whether for
purposes of approval by the body of the minutes or semi-annual review of the minutes as
mandated by Section 2.06.
New Business continued:
Release of executive session minutes*
The board went back into regular session at 8:45 pm and Bart Olson read the executive session
minutes to be released: October 11, 2007.
Park Board Meeting Minutes – October 14, 2010
4
Ken Koch asked for a motion to release the October 11, 2007, executive session minutes. Kelly
Sedgwick made the motion and Debbie Horaz seconded the motion. The motion was approved
by roll call vote: Ken Koch – Yes; Debbie Horaz – Yes; Kelly Sedgwick – Yes; Vickie Coveny –
Yes; Seaver Tarulis – Yes.
Adjourn Meeting:
Ken Koch asked for a motion to adjourn the regular meeting at 8:50 pm. Debbie Horaz made
the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by
voice vote.
Next meeting: Thursday, October 28, 2010
*Items needing Board approval or recommendation
Respectfully Submitted By:
Louise A. Beukelman
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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
October 28, 2010
10/14/10
Discussion
N / A
Discussion of request
Bart Olson Parks and Recreation
Name Department
Park Naming Request – Marge Cline
See materials in the October 14th Park Board packet. Tom Lindblade and Sigrid
Pilgrim will be present to give a presentation and answer questions on the request.
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Consultant
_______________
Agenda Item Number
Tracking Number
Park Board Meeting Schedule for 2011
Park Board 10/28/10
Approval by Park Board
Tentative Meeting Dates for 2011
Lisa Pickering Clerk’s Office
Name Department
The Clerk’s Office is in the process of publishing the City’s master meeting list for 2011. Listed
below is a tentative schedule for the Park Board meetings for 2011. The proposed schedule has
the Park Board meeting the 2nd and 4th Thursday of each month at 7:00 p.m.
Please discuss this schedule at the October 28 Park Board meeting and decide if you have any
changes to the dates or meeting time.
Park Board 2nd and 4th Thursday – 7:00 pm
January 13 & 27 July 14 & 28
February 10 & 24 August 11 & 25
March 10 & 24 September 8 & 22
April 14 & 28 October 13 & 27
May 12 & 26 November 3 & 17 (*due to holidays)
June 9 & 23 December 8 & 22
Memorandum
To: Park Board
From: Lisa Pickering, Deputy Clerk
Date: October 21, 2010
Subject: Park Board Meeting Schedule for 2011
Park Board Agenda Item Tracking Document
Title:
Agenda Date:
Synopsis:
Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Parks
Recreation
Director
City Administrator
Legal
Human Resources
Police
Agenda Item Number
Tracking Number
October 28, 2010
10/14/10
Discussion under additional business
Majority
Discussion and direction
Bart Olson Parks and Recreation
Name Department
Athletic Field Policy
Discussion of the recent amendment to the athletic field policy.
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.
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 )
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
3
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.
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:
4
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
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
5
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..
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
6
- 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).
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.
7
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:
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
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. Organizations that have an approved cooperative field-use agreement with
the City are allowed to have two 10’x10’ booths or tents on-site each day of the tournament at no-cost.
Non-profit organizations are allowed to have booths and tents at no cost.
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 $100 fee is
waived for non-profit organizations. 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.
8
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).
9
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.
10
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 __________________________
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:
This item was approved and recommended by the Yorkville Green Committee.
Reviewed By:
Parks
Recreation
Director
City Administrator
Legal
Human Resources
Police
Agenda Item Number
Tracking Number
October 28, 2010
N / A
N / A
Discussion
Jackie Dearborn Engineering
Name Department
Park Rental Policy
Revision to Park Reservation Policy that demands compliance in regards to trash
disposal and recycling.
UNITED CITY OF YORKVILLE
PARK AND RECREATION DEPARTMENT
PARK, GAZEBO, SHELTER RESERVATION POLICY
Park Board approved 3/8/04
City Council approved 4/27/04
1st Revised policy - DRAFT 3/2005 2nd Revised policy – DRAFT 6/2008
Park Board meeting 3/14/05, 3/28/05 Park Board meeting 5/22/08,6/12/08,6/26/08
Committee of the Whole 4/5/05, 4/19/05 Administration Committee 6/12/08
City Council approved 4/26/05 City Council approved 6/24/08
2
TABLE OF CONTENTS
Reservation Policy ………………………………………………………………..3
Rental Categories …………………………………………………………………3
Use Priorities ………………………………………………………………………4
Request for Parks and Park Amenities Reservation ………………………….4
Who Must Complete a Park Reservation ………………………………………5
Permissible Uses for Reservations ……………………………………………..5
Block Parties
Community or Organization Event (Non-Fund Raisers, or Profit Making)
Private Events (Family Reunions, Weddings, Private Parties)
Community or Organization Event (Fund Raisers)
Large-Group Policy ……………………………………………………………….5
Park, Gazebo, Shelter Reservation Fees ………………………………………6
Establishment
Resident verses Non-Resident Users
Commercial Users
Waiver of Fees
Payment of Fees
Refund of Fees
Park Sites and Amenities Available for Reservations ………………………7-10
General Policies and Procedures for Use ………………………………….11-12
Reservation Fees FY 2008-09 ………………………………………………13-14
Special Use
Festival/Entertainment Events
Standard Application for Shelters, Gazebos, and Parks Reservation ………15
3
UNITED CITY OF YORKVILLE
PARK AND RECREATION DEPARTMENT
PARK, GAZEBO, SHELTER RESERVATION POLICY
The Park, Gazebo, Shelter, (non-athletic fields) Reservation policy of the United City of Yorkville has been established to provide a
systematic method by which Parks and park amenities (Shelters, Gazebos and other amenities) may be reserved by the residents of
the community. A reservation is not required for park use for occasional play. Multiple activities or special use (which includes use
by a resident or groups, multiple days, or week play for a designated area) a permit is required and will guarantee use for the dates
and times specified on the permit. All United City of Yorkville Playground Areas shall remain open for public access and public
pathways located within any United City of Yorkville Park shall remain open to the public at all times. Occasionally parks may be
excluded from the reservation availability.
Objective
To provide maximum utilization of parks through centralized scheduling
To provide an impartial distribution of park amenities, shelters or gazebo to the various community groups who wish to
reserve.
To plan cooperatively with other community agencies to enhance individual and group recreational needs.
To provide recreational activities which take into consideration the needs of the community.
To provide the best possible maintenance of the parks using available manpower and monetary resources.
RENTAL CATEGORIES
Category A Government and non-profit organization which are located within the United City of Yorkville.
Category B Private groups and individuals which are comprised of predominately (at least 80%) United
City of Yorkville residents.
Category C Business or corporations which are located within the United City of Yorkville boundaries.
Category D Governmental and non-profit organizations which are located outside the United City of
Yorkville boundaries.
Category E Private groups and individuals who do not fall into the predominately resident classification
(Category B).
Category F Business or corporations which are located outside of the United City of Yorkville boundaries
Use Priorities
When scheduling use or reservation of a park, or park amenities, the following priorities shall be established:
1. United City of Yorkville Park and Recreation sponsored programs
2. Yorkville School District
3. Groups, organization or other community bodies that have approved cooperative agreements with the United City of
Yorkville.
4. Privately sponsored programs within the city limits.
5. Private groups or individuals outside the city limits, requesting use of a park on a single or multiple
dates.
6. Other
Residents groups (groups with 80% or more United City of Yorkville residents) shall be given priority over non-resident groups. The
80% residency requirement shall be calculated based on the total number of people who will be in attendance.
Parks and Park amenities may be used on a drop-in basis by any group or individual without a reservation on a first come first serve
basis. Drop-in use is limited to 2 hours and does not include any organized or reserved use. Groups or individuals with an approved
reservation or permit and City programs will have priority use.
4
In case of inclement weather, the United City of Yorkville Park and Recreation Department shall make the final decision regarding
use of the park or park amenities.
Request for Parks and Park Amenities Reservation
Organizations, Groups and individuals desiring to reserve Parks, Park amenities including shelters, gazebos, etc, shall complete the
standard application for reservation. Some parks and activities may be excluded from park reservations as determined by
recommendations from the Park Board or staff. In addition, organizations, groups, and individuals shall be required to submit the
following with the application form:
(For Groups and Organizations) A certificate of insurance – co-naming the United City of Yorkville as an additional insured,
Assumption of liability, and Waiver of subrogation
A signed permit request form with the name and address of the person making the request. In addition, complete
information regarding the use of the park or park amenities and acknowledgement / agreement to adhere to the park use
policy.
The Recreation Department may request additional information from the desired individual or groups if it is considered to
be in the best interest of the City or necessary to make a decision regarding the use.
Reservation requests shall be approved beginning on the following dates:
Spring Season (March – May) February 15th
Summer Season (June – August) April 15th
Fall Season (September – November) July 15th
WHO MUST COMPLETE A PARK RESERVATION ?
Any organization or individual who:
Want to reserve a certain area for a specific date and time
Require special arrangements
Are planning a special-use activity, such as pitching tents or erecting non-routine apparatuses
PERMISSIBLE USES FOR RESERVATIONS
Any resident, organization or group wishing to reserve a park, or park amenity for use shall have an approved reservation permit
prior to publicly advertising the use of the park or location. This includes single use or multiple use requests. Each multiple use
request may not exceed more than 3 days. Some activities may be determined to be not appropriate for specific parks due to
location, use, or overall function of the park. Requesting party must include all activities or uses of the park when making the
request.
A. BLOCK PARTIES
B. COMMUNITY OR ORGANIZATION EVENT (non-fund raisers, or profit making)
C. PRIVATE EVENTS (family reunions, weddings, private parties)
D. COMMUNITY OR ORGANIZATION EVENT (fund raisers)
At the time of application, all special requests must be indicated in detail on the reservation form. These include, but are not limited
to, bringing in tables and chairs, inflatable amusement equipment, selling concessions (including items to be sold and their prices),
selling of miscellaneous items for fund raising or profit, extended park hours use, use of a public address system, admission charges,
additional maintenance, use of snow fence, and water or electrical access.
5
No equipment or permanent signage will be added or installed to the park without the permission of the Park Board, City Council, or
designated staff.
No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed in any City Parks or premises.
Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Please
dispose of all trash and recyclables in the proper containers. Damage or excessive litter may result in a loss of privileges and fees
for clean up.
Selling of any items in the parks must be approved through the vendor permitting process.
Adhere to the GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE
PARKS, FIELDS AND FACILITIES. Any violation of these policies can impact the current and future uses of all City Parks,
fields and / or facilities. Furthermore, the resident, group or organization assumes all responsibility for the repair or replacement of
damage as a result of misuse of the park, equipment or park amenities.
LARGE-GROUP POLICY
Groups with more than 100 members make a serious impact on the parks. As a part of confirming the reservation for use the Police
will be consulted regarding potential impacts to the Parks and City public safety. Community parks/ areas available for large private
groups include Beecher, Bridge and Riverfront Parks. Unless otherwise approved by the Park and Recreation Department, parking
must remain within designated areas.
Fees will be set based on direct costs incurred and post event repairs and clean-up and number of participants by the Park and
Recreation Department. Fees will be estimated in advance by the appropriate staff. Large group events may be subject to additional
fees for public safety/police and /or traffic control and the rental of portable toilets.
.
PARK, GAZEBO, SHELTER RESERVATION FEES
A. Establishment
The Board shall annually (based on fiscal year) recommend fees for the reserved use of Park, Gazebo, Shelter based on the
premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the City’s Parks and amenities.
Fees shall be established in the following categories:
1. Gazebo single use
2. Large and small shelter single use
3. Park single use (non athletic fields)
4. Gazebo multiple use
5. Shelter multiple uses
6. Park multiple use (non athletic fields)
7. Resident, non-resident and commercial use fees
8. Special use (including fundraising, educational and religious)
9. Festival/Entertainment use
6
B. Resident verses Non-Resident Users
To qualify for resident fees a group shall consist of 80% or more residents of the United City of Yorkville, City boundaries. The 80%
residency requirement shall be calculated based on the total number of individuals using the park. Residency shall be determined
based on the home address of the individuals as opposed to the business address or the address of other family members. The
Recreation Department may waive the residency requirement if it is considered in the best interest of the City.
C. Commercial Users
Any group reserving park or park amenity for profit making purposes shall be charged the commercial fee.
D. Waiver of Fees
The United City of Yorkville may waive fees to schools, private groups or organization in exchange of services or agreed upon
arrangements. Waiver of fees must be approved by the Human Resource Commission per the sponsorship policy and procedures
set by the City Council.
E. Payment of Fees
Groups reserving a park or park amenity shall provide a $100.00 security deposit to guarantee the reservation.
Groups or individuals reserving parks or park amenities on a single or multiple use bases shall be required to pay the established fee
at least one week prior to the date reserved. A permit shall be issued upon payment of the fee.
Payment of fees shall be made at the Yorkville Park and Recreation Department - Beecher Community Center.
If a park or park amenity is damaged due to improper use by the group or individual and requires more than normal maintenance
and/or repair to be restored to its original condition, the group or individual shall be charged the amount necessary to cover the cost
of the required maintenance and /or repair.
F. Refund of Fees
A refund of a park or park amenity reservation fee may be granted for the following reasons:
If the United City of Yorkville Park and Recreation Department staff feels that the park is in an unusable condition.
If the group or individual provides written notification of cancellation to the Department at least one week prior to the
date reserved.
RESERVATION FEES
Attached fee schedule. The fee schedule will be reviewed and adjusted annually based fiscal expenses. Fees charged shall be
used to partially offset the cost of maintaining and upgrading the City’s Parks. All fees are subjected to changing without notice.
PARK SITES AND AMENITIES AVAILABLE FOR RESERVATIONS
Some parks are restricted from exclusive reservations due to the size, availability to the surrounding residents and restricted
appropriate use. The park use availability will be reviewed and adjusted annually based on available parks or designs. Individual
Parks or amenities available for reservation are subjected to changing without notice based on Park Board and City Council
direction.
7
TOWN SQUARE – 2.55 Acres
Gazebo / Shelter
Available for Small picnic areas
No grilling or open flames in the parks.
Drinking fountain
Portable tents with stakes or semi-permit shelters are not permitted
BEECHER PARK – 22.6 acres
Open grass for multi-play area
Multi-age level Playground & swings
Drinking fountain
Picnic table
No grilling or open flames in the parks
Ball field and soccer fields (please refer to the athletic field reservation policy)
Beecher Building (please refer to the Beecher building rental policy)
Concession building with restrooms
Riverfront Park – 5 acres
Large group shelter
3 small shelter
No grilling or open flames in the parks
Playground, swings, sand play area,
Water fountain
Portable tents with stakes or semi-permit shelters are not permitted
Kiwanis Park – 2 acres
1 small shelter
Grass open area
Playground & Swings
½ court basketball
No grilling or open flames in the parks
Portable tents with stakes or semi-permit shelters are not permitted
Rice Park - 1 acre
1 small shelter 16x16
Picnic table
No grilling or open flames in the parks
Playground & swings
Funnel ball
Fox Hill (East) – 2 acres
Basketball court (full court)
Picnic table
No grilling or open flames in the parks
Playground & swings
Fox Hill (West) – 6 acres
Open grass area
Baseball Field (please refer to the athletic field reservation policy)
No grilling or open flames in the parks
Hiding Spot Park – 1.6 acres
Picnic area / tables
Bocce court
No grilling or open flames in the parks
8
Van Emmon Park – 1.8 acres
Baseball Field (please refer to the athletic field reservation policy)
No grilling or open flames in the parks
Grass open area
Portable tents with stakes or semi-permit shelters are not permitted
Sunflower Park – 2 acres
½ court basketball
1 small shelter
Playground & swings
Picnic area / tables No grilling or open flames in the parks
Cannonball Ridge Park – 3.2 acres
½ court basketball
1 small shelter
Skateboard element
Picnic area / tables
No grilling or open flames in the parks
Rotary Park – 12 acres
Baseball/Softball Field (please refer to the athletic field reservation policy)
1 small shelter
Skateboard element
Playground & swings
Open grass for multi-play area
Picnic area / tables
No grilling or open flames in the parks
Steven G Bridge Park – 56 acres
3 Baseball/Softball Fields (please refer to the athletic field reservation policy) (lighted)
Playground & swings
Concession building with restrooms
Picnic area / tables
Open grass for multi-play area
No grilling or open flames in the parks
Stepping Stones Park – 6.9 acres
Playground & swings
1 small shelter
Open grass for multi-play area
Riemenschneider Park – 7.1 acres
Playground & swings
1 small shelter
Water playground feature
Recreational baseball field
Picnic area / tables
Autumn Creek Park A – 5.9 acres
Playground & swings
1 small shelter
Open grass for multi-play area
Skateboard element
Small sledding hill
9
GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS,
FIELDS, OPEN SPACE 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.
Each party will report any damage, accidents and or maintenance concerns to the park and recreation 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. All requests for park staff must be approved by the Department Head.
Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed in other areas of the parks, trails, or
walkways or grass areas.
All requests for use of fields, or park(s) for organized play or private events must be in writings.
Each group must complete a checklist ensuring that the fields are in acceptable condition after their scheduled use. This
form must be turned into the Park and Recreation Department at the end of the schedule use identifying the group’s
maintenance obligation.
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.
The park should be left in equal or better condition that it was found. Please dispose of all trash and recyclables in the
proper containers. Damage or excessive litter may result in a loss of privileges and fees for clean up.
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).
No parking on sidewalks or grass areas in or surrounding the parks.
No grilling or open flames in the parks.
10
All United City of Yorkville Playground Areas shall remain open for public access and public pathways located within any
United City of Yorkville Park shall remain open to the public at all times.
All animals must adhere to the leash control ordinance. Petting zoos for one day special events are permitted in specific
parks as determined by the Park and Recreation staff, Park Board or City Council. Health codes, permits and licenses are
required.
Ice skating, ice fishing, sledding, or other winter activities are limited to parks or locations where permissible and indicated
by signage.
Portable tents with or without stakes or semi-permit shelters or structures are permitted in approved park locations only.
Some parks are restricted from tents uses due to the size, availability to the surrounding residents and restricted
appropriate use.
Groups desiring additional tables and chairs beyond what is already available must arrange for their own tables and chairs.
All groups reserving a park, shelter, gazebo or amenity must have an authorized representative 21 years or older, sign a
waiver and release form, which includes a hold-harmless clause and an agreement to be responsible for cleanup and
possible damages. The representative also must remain on-site during the rental use.
No vendors are allowed on City owned land or locations except when they are sponsored by an event that has been issued
a permit by the United City of Yorkville Park and Recreation Department.
Activities including sound amplification should not unreasonably interfere in any way with other park users or adjacent
property owners. Amplification and special lighting are allowed only if a permit is issued at the time of the reservation
request.
When portable bathrooms are needed, the user must make arrangements to obtain and remove them from the park no
later that 3:00 pm the day after the event.
Unauthorized use of pyrotechnics / fireworks are not allowed on park property.
Some parks and activities may be excluded from park reservations as determined by recommendations for the Park Board
or staff.
11
ATTACHMENT
PARKS, GAZEBOS, SHELTERS RESERVATION POLICY
RESERVATION FEES
The fee schedule will be reviewed and adjusted annually based fiscal expenses. Fees charged shall be used to partially offset the
cost of maintaining and upgrading the City’s Parks and amenities. All fees are subjected to changing without notice.
Category A Government and non-profit organization which are located within the United City of Yorkville.
Category B Private groups and individuals which are comprised of predominately (at least 80%) United City of
Yorkville residents.
Category C Business or corporations which are located within the United City of Yorkville boundaries.
Category D Governmental and non-profit organizations which are located outside the United City of Yorkville
boundaries.
Category E Private groups and individuals who do not fall into the predominately resident classification (Category
B).
Category F Business or corporations which are located outside of the United City of Yorkville boundaries.
Category A Category B
Small
Shelter
Large
group
shelter
Gazebo Park Small Shelter Large
group
shelter
Gazebo Park
0-2
hours
10.00 50.00 35.00 20.00 10.00 50.00 35.00 20.00
2-4
hours
15.00 65.00 40.00 25.00 15.00 65.00 40.00 25.00
4-6
hours
20.00 80.00 55.00 30.00 20.00 80.00 55.00 30.00
6-8
hours
25.00 100.00 75.00 40.00 25.00 100.00 75.00 40.00
Category C Category D
Small
Shelter
Large
group
shelter
Gazebo Park Small Shelter Large
group
shelter
Gazebo Park
0-2
hours
15.00 65.00 40.00 25.00 20.00 80.00 45.00 30.00
2-4
hours
20.00 80.00 45.00 30.00 25.00 95.00 50.00 35.00
4-6
hours
30.00 100.00 65.00 40.00 35.00 125.00 65.00 45.00
6-8
hours
45.00 125.00 90.00 55.00 50.00 150.00 80.00 65.00
Category E Category F
Small
Shelter
Large group
shelter
Gazebo Park Small
Shelter
Large group
shelter
Gazebo Park
0-2 hours 20.00 80.00 45.00 30.00 30.00 90.00 55.00 45.00
2-4 hours 25.00 95.00 50.00 35.00 35.00 125.00 60.00 50.00
4-6 hours 35.00 125.00 65.00 45.00 45.00 150.00 80.00 65.00
6-8 hours 50.00 150.00 80.00 65.00 65.00 175.00 95.00 80.00
Key Deposit: $25.00 residents $35.00 non-residents
12
SPECIAL USE
Water or electrical access when available $20.00 additional. Must supply your own extension cords.
Please reference the concession stand / vendor operation policy for special use request.
FESTIVAL / ENTERTAINMENT EVENTS
Festival / Entertainment events that have the potential of drawing more than 500 people shall be subject to a $1,300.00 park rental
fee to offset costs resulting from the impact of a large public attendance in a park.
Festival / Entertainment events that have the potential of drawing more than 500 people to large community parks such as Beecher
in which a liquor permit is issued for beer and/or wine will be required to pay a flat rate or percentage of gross profits to the City
which will be determined prior to City approval of the event.
Festival / Entertainment events are subject to security requirements and the cost thereof as determined by City of Yorkville Police
Department guidelines. Organizers must contact the Yorkville Police Department separately to make arrangements.
13
STANDARD APPLICATION FOR SHELTERS, GAZEBOS, AND PARKS RESERVATION
UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT
Reservation requests shall be approved beginning on the following dates:
Spring Season (March – May) February 15th
Summer Season (June – August) April 15th
Fall Season (September – November) July 15th
Please indicate type of Group requesting use by circling the appropriate category
Category A Government and non-profit organization which are located within the United City of Yorkville.
Category B Private groups and individuals which are comprised of predominately (at least 80%) United City of Yorkville
residents.
Category C Business or corporations which are located within the United City of Yorkville boundaries.
Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries.
Category E Private groups and individuals who do not fall into the predominately resident classification (Category B).
Category F Business or corporations which are located outside of the United City of Yorkville boundaries.
Group or Individual Name ____________________________________________________________________________________
Contact Person: __________________________ Address __________________________________________________________
Home Phone: ____________________________ Work Phone: _____________________________ Email ____________________
LOCATION REQUESTED: ___________________________________________________________________________________
DATE(s) / TIME(s) REQUESTED: ______________________________________________________________________________
PURPOSE ________________________________________________________________________________________________
Special Use requests (concessions, water, electrical, other). _________________________________________________________
Expected attendance or visitors to your event. _____________ (Please note: Public Safety may require additional Police present
pending the type of event and attendance. This may result in an additional fee assessed to the group for this service).
Will you be selling any products, food, or miscellaneous items? Yes (please explain)__________ No _________
Security deposits will be forfeited if the park, shelter or gazebo is not restored to the original state, all litter removed, OR if damage
occurs as a result of misuse or abuse to the United City of Yorkville Park and Recreation equipment or property. Please dispose of
all trash and recyclables in the proper containers.
Inspections will be completed following your event by a United City of Yorkville Park and Recreation Department Staff. Individuals
may be assessed additional charges for extending times past the scheduled reservation. I have read and agree to follow and
abide to the rules and regulations set forth by the United City of Yorkville.
Signed ________________________________________________________________ Date:_____________________________
In order complete the request, the following documents must be forwarded to the Recreation Department:
(Groups or Organizations) - A certificate of insurance co-naming the United City of Yorkville as an additional insured, Assumption of
liability, and Waiver of subrogation.
OFFICIAL USE
Addition information requested ________________________________________________________________________________
Reservation Amount _______________ Deposit amount ($100)____________
Date of Request __________________ Date Received __________________
Staff initials ______________________ Approved / Denied _______________
Refund Requested_________________ Location Assigned _______________
Concession Stand, Merchant License Applications Needed: Yes / No Health Department Permit Needed: Yes / No
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
October 28, 2010
N / A
Discussion
Bart Olson Parks and Recreation
Name Department
Special Events Reports
Superintendent Swithin and Recreation Manager Evans will be present to report
on Brat Fest and Hometown Days. Reports will be distributed at the meeting.
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
October 28, 2010
N / A
Discussion
Bart Olson Parks and Recreation
Name Department
Staff reports
Written reports from the Superintendent of Parks, and verbal
reports from the Superintendent of Recreation and the City Parks Designer.
Athletic Field Division
Softball
Preparing fields for play by adding clay to fill holes, fine dragging the infields and lining the
fields for games.
Soccer
Preparing the fields for play by painting the fields and fixing and repairing goal nets weekly.
Trash Control
Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners
in all trash cans.
Beautification Division
Public Decor
Staff removed the HTD banners from light poles and installed flags for 911.
Tree Removal
Staff worked along side our contractor to remove over thirty trees along the Rob Roy Creek in
our Fox Hill West park site. These were large trees that were damaged and blown over in the
high winds we had in July.
Monument
Staff made repairs to the monument in Town Square Park.
Recycle Grant
Staff installed twenty recycle can at various park sites in conjunction with the grant program.
Playground Division
Safety Inspection
Staff inspected all playgrounds weekly visually checking equipment using a systematic approach
looking for missing or loose hardware. Accessing the equipment pulling and pushing on each
apparatus to check if it is secure and filled out inspection form for each site.
Surfacing Maintenance
Weekly raked surfacing back under slide exits, swings, climbers, and transfer platforms to meet
ADA, CPSC, and ASTM guidelines in every playground. Raked area so it is uniform and smooth
in appearance and level with transition areas.
Memorandum
To: Park Board
From: Scott Sleezer Superintendent of Parks
CC: Bart Olson, Interim Director of Parks and Recreation
Date: October 22, 2010
Subject: September 2010 Parks Report
Weed Control
Staff continues to spot apply vegetation control in and around plant beds.
Turf Division
Mowing
Staff weekly mowed all City owned turf areas over sixty sites, string trimming around posts,
signs and other such obstacles and blow clippings from all paved surfaces.
Trash Control
Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners
in all trash cans.
Special Events
Bratfest
Staff prepared Riverfront Park for the event by installing temporary fencing, power, and
additional picnic tables. Staff also coordinated the temporary facilities for food and beverage.
Home Town Days
Staff broke down the infrastructure for HTD and returned the park to working order.
Projects
Town Square
Staff along with some of the Public Works Department removed the sidewalk and parkway on
the Westside of Town Square Park. Staff then replaced the sidewalk with a six foot wide
thickened edge carriage walk. This will allow for additional parking on the Westside of the park.
Staff then backfilled and landscaped around the new walk.
Raintree Park C
Staff installed forty trees at the three acre park site, these were the trees that we received free
from the nursery last fall.