Resolution 2012-26 Resolution 2012-CAO
RESOLUTION APPROVING A REVISED POLICY FOR
ATHLETIC FIELD USE POLICIES AND PROCEDURES
WHEREAS, the City Council of the United City of Yorkville has considered and
discussed the importance of updating the United City of Yorkville's policy concerning
athletic field use policies and procedures; and
WHEREAS, the City Council has determined that it desires to update such a policy;
and
WHEREAS, it has been determined to be in the best interests of the United City of
Yorkville to repeal the previous Athletic Field Use Policies and Procedures and adopt a
new policy in the form attached hereto in Exhibit"A".
NOW THEREFORE BE IT RESOLVED, by the Mayor and City Council of the
United City of Yorkville, Kendall County, Illinois, that the Athletic Field Use Policies
and Procedures in the form set forth on Exhibit "A" attached hereto and incorporated
herein is hereby adopted as the Athletic Field Use Policies and Procedures of the City and
the Athletic Field Use Policies and Procedures heretofor adopted by the City Council is
hereby repealed in its entirety.
Passed by the City Council of the United City of Yorkville, Kendall County,
Illinois this 6?3 day of OCrO$EP, , A.D. 2012.
DEPuTly CIT110LERK
Resolution No. 2012-o?fp
Page 1
LARRY KOT DIANE TEELING
JACKIE MILSCHEWSKI CHRIS FUNKHOUSER
CARLO COLOSIMO MARTY MUNNS V
ROSE SPEARS KEN KOCH
Approved by me, as Mayor of the United City of Yorkville, Kendall County,
Illinois, this d7 day of QCTOP. eoK , A.D. 2012.
MAYOR
Resolution No. 2012-00
Page 2
YORKVILLE
UNITED CITY OF YORKVILLE
PARKS AND RECREATION DEPARTMENT
PARKS&RECREATION
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, and cannot be used by organized league play. For league play(which includes multiple
days, or week play for both games and practices and a minimum of 50 games are played per calendar
year) a cooperative agreement is required and all reservations will be made through the Parks &
Recreation Staff. For league play (which includes multiple days, or week play for both games and
practices and less than 50 games are played per calendar year) a permit is requires 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
1
in-house agreements shall be proportional to the total amount of
Yorkville residents served by each agreement.
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 and practices. Groups or individuals with an approved reservation or permit and City
programs will have priority 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). Each
group must determine for themselves if the fields are in acceptable condition and safe for play prior to
the start of play. The City or Yorkville Park and Recreation Department full time staff has the right to
call the fields at any time. The group or organization can call the City of Yorkville Parks &Recreation
Department full time staff prior to 3pm on the day of play to inquire on the status of the fields to aid in
their determination. Once the field has been prepared for play, the maximum preparation fee refund
that can be requested if the game or practice is cancelled due to inclement weather is 50% of the
preparation fee. Refunds of the daily use fee if the game or practice is cancelled due to inclement
weather can be requested or transferred to another reservation within the same organization. The City
will call the fields for any tournament rental and see the Tournament Policy for refund guidelines.
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.
2
Tournament Dates
Priority will be given to the organization or league that rented the fields for that same weekend the
previous year. Please see Tournament Policy for all tournament related information.
Holiday Maintenance Schedule
It will be at the discretion of the Park & Recreation Department on a case by case basis as to the
availability of field preparation on a holiday or holiday weekend. Additional charges will be based on
request to pay staff overtime.
Outside Maintenance
No outside organization will be allowed to perform maintenance, including but not limited to the use
of motorized equipment. Limited hand raking is allowed. For groups chalking fields themselves a
manual chalker must be used.
ATHLETIC FIELD RESERVATION FEES
A. Establishment
The Park Board shall annually (based on fiscal year) recommend fees for the reserved use of athletic
fields based on the premise that fees charged shall be used to partially offset the cost of maintaining
and upgrading the city's athletic fields. Fees shall be established in the following categories:
1. Soccer Fields and football fields
2. Baseball and softball fields, daylight use
3. Baseball and softball fields, night use with lights
4. Resident, non-resident and commercial use fees
5. Single or multiple and seasonal use fees
6. Tournament use
7. Special use
B. Resident/Non-Resident Users
To qualify for resident fees a group shall consist of 80% or more residents of the United City of
Yorkville, City boundaries. The 80% residency requirement shall be calculated based on the total
number of players using the field, not just on the group requesting use of the field. Residency shall be
determined based on the home address of the individuals as opposed to the business address or the
address of other family members. The Parks and Recreation Department may waive the residency
requirement if it is considered to be in the best interest of the City, or if a cooperative agreement is
approved.
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.
3
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 Offices.
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 maybe 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 nonnal 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
4
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. Refunds of the daily use fee can be
requested or transferred to another reservation within the same organization if the game or practice is
cancelled due to inclement weather.
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
*50% of preparation fees will be charged if there is inclement weather that results in cancellation of
the game.
Soccer field prep - includes nets, lining of the field
Initial Layout Fee ..................................................................$175.00
Weekly Maintenance Fees:
Large Field (100 yds x 70 yards or 80 yds x 50 yds)...................$100.00
Medium Field (60 yds x 40 yds or 45 yds x 30 yds).....................$80.00
Small Field (35 yds x 25 yds or 30 yds x 20 yds).......................$60.00
C. Lights Fees
Weekday or weekend - minimum $45.00 fee for first hour, $30.00 for each additional hour per field
D. Special Use Fees
Water access fee - $20.00
Electrical access fee - $20.00. Must supply your own extension cords.
Please reference the concession stand/vendor operation policy for special use request and
tournaments.
E. Seasonal/ Long Term Use Fees
To be determined for each organization and the requests, per Athletic Reservation Fee Schedule. Any
organization that has a cooperative agreement must have a minimum of 50 games per calendar year.
F. Portable Toilet Fee
If the organization requests a portable toilet at the field to use, the organization must pay the monthly
fee for the portable toilet. The port-o-let must be placed at the field by the City only.
General Policies and Procedures for use of the United City of Yorkville Parks, Fields and Facilities
may be found on page 9.
5
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. Priority will be given to the organization or league that rented the fields for that same weekend
the previous year.
Written requests for tournament athletic field reservations and special requests shall be submitted to
the Parks and 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
Parks and Recreation Department at least one week prior to the tournament date. Athletic field
reservation requests shall be approved by the Parks and 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 - $1,200.00 per event. (3 day)
Includes:
■ Bridge Park Fields (3 Fields)
■ Rental Time:
- Friday 3:00 pm—9:45 pm
- Saturday 9:00 am—9:45 pm
- Sunday 9:00 am—6:00 pm
■ Lights at Bridge Park Fields (available from 6:00 pm to 9:45 pm each night— all play must
end by 9:45 pm, no exceptions)
■ Fields will be prepared and lined each morning; Friday, Saturday, and Sunday.
■ If all 3 fields are not being used the City has the right to not open the concession stand.
Friday-Saturday Fee - $800.00 (2 day)
■ Bridge Park Fields (3 Fields)
■ Rental Time:
- Friday 3:00 pm—9:45 pm
- Saturday 9:00 am—9:45 pin
■ 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 and Saturday.
■ If all 3 fields are not being used the City has the right to not open the concession stand.
■ If one of the days are rained out the fee to play Sunday is $400.00.
6
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. Schedule Due
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 and the Superintendent of Recreation.
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 weather the group or individual must
provide written or verbal notification of cancellation to the Parks and Recreation Department by 4:00
pm the day prior to the date reserved.
No credit will be given for unused rain days during tournament play.
No refunds after the reserved day has arrived.
Payment of fees shall be made at the Parks and Recreation Department Administration Offices
E. Security Deposit
7
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 maybe 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 if all 3 fields are in-use during the
tournament. If all 3 fields are not used, the concession stand may be closed at the discretion of the
Parks and Recreation Department. 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.
H. Rain
In the event of rain a representative of the Parks & Recreation Department will determine if the fields
are playable. 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 for tournament cancellations due to inclement weather called by Parks
& Recreation Staff.
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. Any
improvements to the park will be through a donation to the City, and therefore become the
property of the City.
• 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 and Recreation
Department immediately.
• Coordination of work involving the Park and Recreation 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.
• 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). Each group must determine for themselves if the fields are in acceptable condition
and safe for play prior to the start of play. The City or Yorkville Park and Recreation
Department full time staff has the right to call the fields at any time. The group or organization
can call the City of Yorkville Parks & Recreation Department full time staff prior to 3pm on
the day of play to inquire on the status of the fields to aid in their determination. Once the field
has been prepared for play, the maximum preparation fee refund that can be requested if the
game or practice is cancelled due to inclement weather is 50% of the preparation fee. Refunds
9
of the daily use fee if the game or practice is cancelled due to inclement weather can be
requested or transferred to another reservation within the same organization. The City will call
the fields for any tournament rental and see the Tournament Policy for refund guidelines.
• 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.
• No port-o-lets can be rented by an organization that is not rented by the Parks & Recreation
Department. The City will only charge the user the amount it costs to rent the portable toilet
unit.
10
APPLICATION FORM
ATHLETIC FIELD & TOURNAMENT RESERVATION
UNITED CITY OF YORKVILLE PARKS AND RECREATION DEPARTMENT
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 Parks
and 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