Park Board Packet 2010 12-02-10
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.
December 2, 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:
November 10, 2010 – Special Meeting
Bills Review:
Bill list*
Old Business:
Athletic Field Policy”
New Business:
Corlands Lease Extension*
Strategic Planning
Reports:
Director’s Report
Recreation Report
Parks Report
Parks Designer Report
Additional Business:
Executive Session:
New Business continued:
Adjournment:
Next meeting: Thursday, December 16, 2010 (third 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 Special Meeting Minutes
Wednesday November 10, 2010
7:00 pm
Call to Order: Meeting called to order by Ken Koch at 7:15 pm.
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, Absent
Superintendent of Recreation – Sue Swithin, Absent
Superintendent of Parks – Scott Sleezer
Bills Review: October 28th bills list
Ken Koch read a memo from Barb Reisinger stating a manual check #207442 for Nee
Corp was included to the bill list for $150.00, replacing the original check #207139.
The board questioned the whirlpool heater, how many times has this been fixed or
replaced? There were no other questions.
Seaver Tarulis motioned to accept the bill list, and manual check
Kelly Sedgwick seconded.
Roll call: Ken – yes, Kelly – yes, Debbie – yes Vickie – yes, Seaver – yes. Motion passed.
Bills Review: November 4 bills list
No objections or questions
Kelly Sedgwick motioned to accept the bill list
Vickie Coveny seconded
Roll call: Ken – yes, Kelly – yes, Debbie – yes, Vickie – yes, Seaver – yes. Motion passed.
Ken asked for a motion to adjourn – Vickie motioned to adjourn, Debbie seconded.
Motion passed. Meeting was adjourned at 7:19pm.
Respectfully submitted,
Barb Reisinger
Office Supervisor
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3
1
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
December 2, 2010
11/18/10
Direction to staff to amend and return
Majority
Discussion and direction
Bart Olson Parks and Recreation
Name Department
Athletic Field Policy
Discussion of an amendment to the athletic field policy.
This item was discussed at the last Park Board meeting. At that meeting, the Park Board
requested two changes to the document, both regarding clarification on the free booths offered
up to non-profits during tournaments. Those changes are shown in a track changes format
attached to this memo, in sections F and G on page 7. In essence, the recent amendment by the
City Council to allow non-profit organizations to have free booths at tournaments was clarified
so that non-profits are only allowed two free booths, and the booths must be associated with the
non-profit that has rented the field.
At the meeting, Superintendent Sleezer also requested some changes to the rain-date and
cancellation sections of the policy. At time of packet creation, those amendments were not
available. They will either be emailed to everyone prior to the meeting, or will be distributed at
the meeting.
Memorandum
To: Park Board
From: Bart Olson, Interim Director of Parks and Recreation
CC:
Date: November 24, 2010
Subject: Athletic Field Policy Revisions
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
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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 that have rented the field are allowed to have two booths or tents at no cost,
and must be staffed by members or volunteers for the organization and must be associated with the
organization’s purpose.
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 for two booths during tournaments in which the non-profit
organization has rented the field, and must be staffed by members or volunteers for the organization.
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.
Deleted: and
Deleted: .
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
9
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 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 __________________________
Tournament Policy
• Fields will be prepared and lined each morning, Friday, Saturday, and Sunday.
• Delete Field will be dragged and lined before championship game.
• In the event of rain a representative of the Parks & Recreation Department will determine
if the fields are safe for play. No attempt will be made to bring the fields into playable
condition. If after one hour fields are still not playable due to rain or inclement weather
all play will be canceled for that day. No credit or vouchers will be given.
Memorandum
To: Bart Olson
From: Scott Sleezer
CC: Tim Evens
Date: 10-13-10
Subject: A.F.R. Policy Changes
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
December 2, 2010
N / A
Majority
Approval
Bart Olson Parks and Recreation
Name Department
Corlands Lease Extension
See attached memo.
This agenda item will lock in the Corlands lease extension for the Blackberry Creek
property that was donated by the Grande Reserve developer several years ago. As you may
recall, this property is being held by Corlands so that the City can take advantage of state grant
rules regarding a local match for future grants. When the City has identified a grant to apply for,
we can pledge a portion of this land, which will be donated by Corlands to the City, as our share
of the City’s local match. This means, instead of the City putting up 20% or 50% of the hard
costs of the grant, the City will not have to put up any money for the grant, and will also gain
new park land.
The total size of the parcel is 90 acres, and we still value the property at more than $1.5
million. Even the lease is $10,000 or $12,000 per year in carrying costs, that value will be
recouped when we are able to use the property within a grant application.
This expense was budgeted within the land-cash budget, and the first half of the payment
for this year was already processed. Associated with the normal year payment, we asked for a
three year commitment from Corlands, and they agreed. This document would solidify their
commitment for the near-term. Therefore, I recommend approval.
Memorandum
To: Park Board
From: Bart Olson, Interim Director of Parks and Recreation
CC:
Date: November 24, 2010
Subject: Corlands Lease Extension
Page 1 11/24/2010
Third Amendment to Lease-Donation Agreement
This Third Amendment to Lease-Donation Agreement (“Third Amendment”) is made
this _________ day of ____________, 2010, by and between CORPORATION FOR
OPEN LANDS, an Illinois not-for-profit corporation (“CorLands”), and UNITED CITY
OF YORKVILLE, a unit of local government (“Yorkville”).
WHEREAS, Yorkville and CorLands (collectively, the “Parties”) entered into a Lease-
Donation Agreement on July 11, 2003, expiring July 11, 2008; and
WHEREAS, the Parties extended the Lease-Donation Agreement for an additional one-
year term under an Amendment to Lease-Donation Agreement dated September 9, 2008
(the “First Amendment”); and
WHEREAS, the Parties extended the Lease-Donation Agreement for an additional one-
year term under a second Amendment to Lease-Donation Agreement dated September
22, 2009 (the “Second Amendment”); and
WHEREAS, the one-year extension under the Second Amendment expired on July 11,
2010, and the Parties desire to extend the Lease-Donation Agreement for three (3)
additional one-year terms.
NOW THEREFORE, the Parties agree as follows:
1. The Lease-Donation Agreement shall continue in effect for an additional one-
year term;
2. All of the terms of the Lease-Donation Agreement are hereby ratified and
approved and shall remain in full force and effect; except that the commitment
fee for this current one-year term shall be $10,000.00, due within thirty (30)
days of Yorkville’s execution of this Third Amendment.
3. The parties agree that Yorkville may, at its option, extend the term of this
Third Amendment for an additional one-year term, through July 11, 2012,
upon receipt by CorLands of an additional $11,000.00 commitment fee on or
before July 11, 2011; and for a second additional one-year term, through July
11, 2013, upon receipt by CorLands of an additional $12,000.00 commitment
fee on or before and July 11, 2012.
4. Yorkville acknowledges and agrees that CorLands may, at its sole discretion,
convey Parcel 2 during the term of this Amendment in accordance with
Paragraph 3.1 of the Real Estate Donation Agreement dated July 11, 2003,
between CorLands and MPI-2 Yorkville South II LLC, an Illinois limited
liability company.
END OF AGREEMENT – SIGNATURES FOLLOW
Page 2 11/24/2010
IN WITNESS WHEREOF, the parties hereto have set their hands and seals as of the day
and year first above written.
UNITED CITY OF YORKVILLE,
A unit of local government
By: ___________________________________________________________________
[signature] [printed]
Its: _______________________________________
CORPORATION FOR OPEN LANDS,
An Illinois not-for-profit corporation
By: ___________________________________________________________________
[signature] [printed]
Its: _______________________________________
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
December 2, 2010
N / A
Discussion
Bart Olson Parks and Recreation
Name Department
Strategic Planning
Discussion on FY 10/11 goals and creation of FY 11/12 strategic goals.
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
December 2, 2010
N / A
Discussion
Bart Olson Parks and Recreation
Name Department
Staff reports
Verbal reports will be presented at the meeting.
YORKVILLE RECREATION DEPARTMENT
Monthly Report
Park Board Meeting
Month of November 2010
Throughout the month of November the Parks and Recreation Department put the finishing touches on the
Chili Chase 5k run/walk as well as the Polar Express at Holiday Under the Stars. Both events had
outstanding turnouts.
The Chili Chase, held on Sun. Nov. 21 at the Yorkville American Legion, had nearly 400 runners this year.
The race started and ended at the Legion, with everyone enjoying a hot bowl of chili as a reward for
completing the race. Race results are posted on the city’s website.
The Polar Express, added to the City’s annual Holiday Under the Stars Festival, was held on Friday Nov.
19th. Almost 250 participants took off from Old Second Bank – downtown, to enjoy a trolley ride as they
listen to the Polar Express story. Once back at the North Pole (Old Second Bank) they had a special visit with
Santa Claus. After their visit with Santa, participants were able to enjoy a cookie, milk and reindeer dust.
The Parker’s Playtime Preschool Program held their Thanksgiving Feast this month. Each
preschool participant was able to bring in their own special thanksgiving item to share with the
class. In addition to the feast the Preschool did various thanksgiving projects throughout the month.
Knitting Club is continuing to meet at the Recreation Administration Building. The group has
maintained a good size and enjoys the space we provide them.
We were also busy setting up the 2010-2011 Basketball Season. The coaches’ meeting was
conducted on Monday, November 1. A total of 45 coaches are volunteering their time to coach a
basketball team with some coaching more than one team. The 5th/6th Grade boys had an evaluation
conducted by Kids First Sports on Saturday, November 6. The players were rated based on their
performance on various skills and were then drafted by the coaches on Thursday, November 11.
This year was the Yorkville Recreation Department’s highest enrollment for the basketball season
with approximately 250 players throughout the 1st/2nd Grade, 3rd/4th Grade, and 5th/6th Boys
Divisions. The 1st/2nd Grade League has 10 teams and will practice and play their games at the
Circle Center Grade School. The 3rd/4th Grade League also has 10 teams and will practice and play
their games at the Yorkville Intermediate School. The 5th/6th Boys League has a total of 6 teams
and will practice twice a week and play at the Bristol Bay Elementary School.
We will also have one 7th grade boys travel team and one 8th grade boys travel team that will
practice twice a week at the Grande Reserve Elementary School. Both travel teams plan to
participate in the Tri-County Basketball League.
The REC Center is still going strong with their swim program. Many people have heard about our
staff and instruction and either register for group swim lessons or private lessons. We will take a
break over the holidays and start again with a new session in January.
Due to popular demand we have added a new Zumba class on Saturday mornings, with a new
instructor as well. We average approximately 22 participants in that class. Group Power,
Bootcamp, Indoor Cycle and Aqua have reliable participation and remain active.
Over the past year we have had two treadmills break to the point of discarding them. We have
saved “parts” for other machine repairs. We recently purchased two new refurbished treadmills, to
replace our inventory loss, at a savings of over $2,000.
Seasonal Classes/Programs Fall/Winter:
Adult BBall Open Gym Youth BBall Open Gym Adult Volleyball Open Gym
All Star Soccer All Star Parent/Tot All Star Basketball
Kids First Tumbling Kids First Basketball Kids First Volleyball
Tot Hockey Little Learners Kid Rock I
7th Grade Boys Travel Basketball 5th/6th Grade Girls Basketball
Aqua Bootcamp Group Training Kidz Club
Knitting Club Cardio Collision Aqua
Pre Tumblers Shake, Wiggle, Giggle Group Power
The Resolution Senior Fit Open Gyms
Kreative Kreations Flow Yoga Silver Sneakers
Indoor Cycle Resolution Class Zumba
Swim Lessons Pilates Club Flex
Core & More Dance Classes Short Sports
Exit Survey Summary:
We received several evaluations from the Fall Soccer League all expressing positive comments.
Many U12 parents enjoyed participating in the Oswego Soccer League since it gave the players
more competition and teams to play throughout the season. All parents thought that their coaches
did a great job of teaching the players soccer skills while having fun. The only category that
occasionally received lower scores of 3’s (good) was the referee section. More training will take
place for the next soccer league.
Scholarships Awarded / Grants Received:
Pre School $0.00
General $0.00
Special Recreation $0.00
Fall / Winter Session – Different Types: Fall/Winter – 44
Sections - 283 Enroll.- 1,681 Special Events – 42,500 Ran – 191 (67% ) Cancelled – 50
(18%) Pending – 42 (15%) Residents - 1,177 (70%) Non-res – 504 (30%).
Last Fall/Winter - No Comparison – we didn’t combine two seasons last year
Sections - Enroll.- Sp. Event – Ran – (% ) Cancelled – (%)
Class No. - Residents - (%) Non-res - (%)
Professional Development:
Sue Swithin and Barb Reisinger attended the annual workshop for Rectrac, our recreation software
platform. New updates were explained as well as the release of their new 10.3 upgrade in February
or March of next year. All training, workshops and upgrades are covered through our annual
maintenance fees.
Facility Agreements: (Fall/Winter)
We are using the following facilities for our current programs and in the near future:
Yorkville Schools: YIS, Circle Center, Bristol Bay and Grande Reserve. 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 November (24th): (Attached: comparison report)
New: 91 Renew: 123 Total: 80
Total Passes to date: #1,312
Residents: 948 (72%) Non-Residents: 364 (28%)
Male: 627 (48%) Female: 685 (52%)
Special Revenue Highlights:
The Polar Express and the Chili Chase was held over the Nov. 19th weekend. The Polar Express
Trip was full and even added extra train (trolley) trips that evening, accommodating over 220
individuals. . The Chili Chase received over 390 registrations and exceeded its net profit from last
year, averaging $3,100.
Upcoming Projects and Events:
Letters to Santa
Winter Fun Night @ the REC Center Fri. Jan. 14
REC Center Membership Promotion starting Jan. 14 through Jan. 16
Respectfully submitted,
Recreation Department Staff
PASS TYPE: TOTALS (For All Types) Comparison Report
Memberships For 2009-2010 Memberships For 2010-2011
New Renew Total New Renew Total Variance
May 69 146 215 100 121 221 6
June 95 64 159 110 184 294 135
July 74 195 269 77 231 308 39
August 44 125 169 57 168 225 56
September 68 107 175 46 153 199 24
October 93 107 200 59 101 160 40-
November 175 119 294 91 123 214 80-
December 76 266 342 0 4 4 338-
January 146 155 301 0 0 0 301-
February 124 165 289 0 0 0 289-
March 104 138 242 0 0 0 242-
April 52 134 186 0 0 0 186-
Totals 1,120 1,721 2,841 540 1,085 1,625 1,216-