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Park Board Packet 2009 12-17-09 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 17, 2009 Call to Order: Roll Call: Chris Rollins, Ken Koch, Debbie Horaz, Kelly Sedgwick, Vickie Coveny 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 Teeiing, Ward 4 Alderman Public Comment: Presentations: Approval of Minutes: Special Park Board meeting — November 14, 2009 Bills Review: Cash Analysis* Bill List* Old Business: Revised FY 09110 Budget New Business: Bristol Bay Park A Equipment RFP Results Director's Vacancy Reports: Director's Report Recreation Report Parks Report Parks Designer Report Additional Business: Executive Session: Adjournment: Next meeting: Thursday, January 14, 2010 *Items needing Board approval or recommendation Yorkville Parks & Recreation Department Administration Office 201 W.Hydraulic St Yorkville,IL 60560 6305534357 Park Board Agenda — Special Meeting Saturday, November 14, 2009 9:00 a.m.—Special Park Board Meeting Administration and Recreation Office Call to Order: Chris Rollins called the meeting to order at 9:30 am Roll Call: Chris Rollins -yes, Ken Koch -yes, Debbie Horaz-yes, and Kelly Sedgwick—yes Vickie Coveny (arrived 9:45 am) 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 Mayor Valarie Burd Alderman Joe Plocher (arrived 10:35 am - Noon) New Business: Goal Setting Bart Olson noted that he wanted to hold a goal setting meeting and reminded the Board that they did not have to solve the goals in this meeting however they would work on the goals with staff. Chris Rollins went over their mission and vision statement,which is in the Master Plan. He said that in the last year they had some real success in meeting and realizing the vision. He said there had been recognition for the quality of their efforts and design efforts. He said that more than anything that going forward they needed to get their resource system stabilized. He noted that they however did not want to decrease their quality efforts. Discussion: 1. Operations during new economy Programs and Services that meet& renew projects Balance of park planning without new developments 2. Land-cash budgeting Accurate picture of budget slate Long term planning 3. Grant Administration Completion of current grants Rollins said that there had to be a match with grants etc. He would like grants in the pipeline and spend more attention and resources towards getting our paperwork done so that they could get paid by the state. Mayor Burd explained how the grant process worked. Deb Horaz said going forward they should save more money and not go out on such a limb on some projects. 4. Fund Balance in Parks and Recreation. New Programming—event disaster possibilities mitigation Build it Olson said they needed to put some of their own money into the fund. He said they needed to have 15 or 25%of their yearly operating budget in a fund balance for a rainy day fund. 5. Programming Financial Reporting Staffing Levels vs Financial Performance Resources vs Financial Performance Public Use vs Financial Performance Kelly Sedgwick said bringing in more programs would allow them to make more money. Rollins noted they should look at all sides of programming;what are their strengths and weaknesses were. 6. Program Agreement Continue current agreements 7. Festivals/Events Kayak/canoe & White water Frisbee Golf tournaments Softball Antiques/Flea Market Hunting and Fishing tournaments Bike Races Car Show 5K and 8k run/walk races Triathlons/kayak's on the river Basketball/3 on 31 travel team Ethnic Festivals Oktoberfest Haunted house/Halloween festival/Fall Festival 2 Tractor sho w PNA Camp Lumber Jack Activity Indian Heritage Day Sue Swithin said that she would look into getting some of these programs kicked off especially the kayak and canoe activities were going to be their priority. Rollins said we should do something more collaborative but to put on the activities ourselves. 8. Program/Event Marketing Tim Evans said that they should do better marketing and play off of events already planned. Park Planning Processes Laura Schraw handed out a memo; Olson requested be put together, on the Park Planning Process. Laura said her report listed which parks were left to be done and where they were at on each one in the planning process along with their deadlines. She noted they were also listed in priority as discussed with Sleezer however she said they could change. Chris Rollins thanked Laura for the memo because it gave them a better point of interaction and let them know where they stood in the planning process; he encouraged the Board to keep this with their master plan information. Laura then highlighted her project list and noted that she felt that the master plan did not need to be updated. She felt it was not a priority at this time and the Board agreed. Laura said they would update trail maps and some documents had to be updated,for example some parks now had names and the transportation plan would need to be added. Rollins recommended an appendix be added to list the changes before they did a whole full blown updated master plan. REC Center Chris Rollins said they should revisit some of the metrics of the business plan they put into place in the beginning. He felt they should try not to look at balancing that budget. He wanted to know what they could do to subsidizing the facility. He said we need to look at programming space and noted before the leasing of the REC Center they did not have a facility for their programs. 3 Rollins reiterated they need to be good managers of their situation. Sue Swithin talked about maintenance issues that they have had at the center and said that there would always be some kind of issues. She said there is a lot of equipment, HVAC units, water heaters and water softeners and they were her responsibility to get them fixed when they need it. She noted those things were not going to go away. Olson said that they would have to make emergency repairs and those could not be budgeted for. She explained she had to spend money to make money and noted that people would not buy memberships to a club that was not in tip top shape with updated equipment and clean locker rooms. Kelly Sedgwick said that they should look at sponsorships so they could get upgraded equipment. Swithin said she would continue to look into that. The Board discussed on whether or not the REC Center would ever make money. Sue explained everything that went on at the REC Center and she encouraged any of the Board members to come out to the Center and see what it took to run the place and to see what it means to so many people. Deb Horaz said they were close to where they had to make decisions on the REC Center. The Board felt a referendum would fly in this economy. Swithin said at the end of this next fiscal year they could look at the deficit and see if things are turning around. She said that every year she was hoping she could reduce the deficit every year or every two years. She said her goal was to reduce that deficit. Mayor Burd said that she was still 100%for the REC Center. She said she that she never thought the Center would be 100% sustainable and noted that they would always need a facility for recreation. Swithin went over her changes that she is making now until April and what next years plans were. She said that she was making staff changes on staff and operations budget. She noted she reduced staff hours and would be moving staff from this building to the REC Center. Swithin noted that she needed two people on at the REC Center at all times. Swithin said she would a better handle on her budget this year with her instructors and noted they were at 509 right now and 50%of their budget. She said her general maintenance would go down because she had large onetime expenses this last year that they would not have this next year. She said the budget is quite different and she said she would be watching the budget very closely. Swithin felt that the budget would get better and better every year. 4 Meeting Schedule for 2010 Bart Olson said there were some thoughts of having one meeting a month versus two. Ken Koch said that the two meetings they have now run long so he felt that they should keep it at two. The Board members felt that they still needed two meetings a month especially with the lack of board members and two meetings were needed in order to get the bills paid. Kelly Sedgwick said they may have to come up with an attendance policy. He felt if you sit on the board you need to be committed board meetings. The Board went over the meetings for 2010. They decided the November meetings for 2010 would be the 4th and 18th and December would be the 2 and 18th Directors Search Chris Rollins talked about the process in searching for a new director. He felt they were not in a huge hurry. Koch said he read in the paper that they were not replacing the director. Mayor wanted to know the Boards thoughts on this. Rollins wanted to know if there would be a best time for the search and wanted to be sensitive to the City's budget. He wanted to know if getting a director in at a prorated salary would be the way to go. Mayor Burd said that she was hoping to hire another financial person. She said the Director and the City Administrator positions were appointed positions and she was appointing Olson to the City Administrator Position and there would be a City Council vote. Mayor Burd said she was in support of the search of for a director. Rollins said that they need to set criteria on what kind of person they are looking for. Rollins was in favor of making a more extensive search and felt that they could possibly promote within. Rollins felt we could spend the majority of one of our upcoming meetings on what they were looking for. Sue Swithin said she felt that things had gotten better with Olson and got the privilege of finding out where numbers where at in working with him. Rollins talked about hiring within because after all a new person would have to learn what was going on and be able to work closely with Scott and Sue. He said he did not want to overlook any possibilities. Rollins said that they should possibly look at reorganizing responsibilities for everyone especially with the let go of certain personal. Code Blue Internet Viewing Scott Sleezer said that they were having problems viewing the camera from their home however they could pull it from any city computer. Sleezer said he would email the board the 5 address so they could log on and look. The unit its self is up and running Sleezer said. They do weekly maintenance on the unit as well. Protocol, Policies, and Procedures Vickie Coveny said she would like the Board to put their ideas into new parks before they were planed out by staff. Bart Olson said that they should maybe have a global discussion on concepts of the parks in the future. He said that any time the Board wanted to change the process in which they plan a park that was up to them. Deb Horaz said she would like to see the direction of parks change a little bit because she felt not every park should have a playground. She said there should be open space or trees in some and something more for the eye. It was brought up, stated in the Mast Plan, residents wanted parks with playgrounds. Ken Koch said that the Master Plan was more of a plan and it did not have to be followed and they were free to change anything within its guidelines. Sleezer said they take concepts to the public and then takes them to the board. He noted they would not want to have a sculpture park in the middle of a neighborhood. He said that people are telling them they want play grounds. Horaz said that they would like more of a variety of parks. Sleezer reminded the board that the reason they theme their parks is because that they did not want every park to be the same. Coveny said she would eventually like to see the code blue device in every major park. Additional: Kelly Sedgwick noted he gave Bart some information about some portable lighting devices. He said the nice thing about the devise is that it tells you how far away the lighting is. Adiournment: Ken Koch asked for a motion to adjourn the meeting at 1:05 pm. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Next meeting:Thursday, December 3, 2009 *Items needing Board approval or recommendation Minutes Respectfully Submitted By: Jamie Cheatham 6 DATE: 12/09/09 UNITED CITY OF YORKVILLE PAGE: 1 TIME: 15:38:48 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 12/17/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ALLSTAR ALL STAR SPORTS INSTRUCTION 094199 09/30/09 01 SEPTEMBER SPORTS INSTRUCTION 80-000-62-00-5401 00403855 12/17/09 950.00 CONTRACTUAL SERVICES INVOICE TOTAL: 950.00 094234 12/11/09 01 FALL SPORTS INSTRUCTION 80-000-62 00-5401 12/17/09 1,414.00 CONTRACTUAL SERVICES INVOICE TOTAL: 1,414.00 VENDOR TOTAL: 2,364.00 AMERFITN AMERICAN FITNESS WHOLESALERS 50169 11/25/09 01 FITNESS DRINKS 60-000-65-00-5628 12/17/09 230.26 CONCESSIONS EXPENSES INVOICE TOTAL: 230.26 VENDOR TOTAL: 230.26 ATTLONG AT&T LONG DISTANCE 828932136-1109 12/08/09 01 NOVEMBER LONG DISTANCE 79-650-62-00-5437 12/17/09 6.49 TELEPHONE/INTERNET 02 NOVEMBER LONG DISTANCE 80-000-62-00-5437 1.15 TELEPHONE/INTERNET/CABLE INVOICE TOTAL: 7.64 VENDOR TOTAL: 7.64 BANCAMER BANC OF AMERICA LEASING 011276608-PR 11/22/09 01 COPIER LEASE 79-650-62-00-5410 12/17/09 178.00 MAINTENANCE-OFFICE EQUIPME 02 COPIER LEASE 80-000-62-00-5410 198.00 MAINTENANCE- OFFICE EQUIP. INVOICE TOTAL: 376.00 VENDOR TOTAL: 376.00 BARRETTS BARRETT'S ECOWATER DATE: 12/09/09 UNITED CITY OF YORKVILLE PAGE: 2 TIME: 15:38:48 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 12/17/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT BARRETTS BARRETT'S ECOWATER 178470 12/01/09 01 SOLAR SALT 80-000-62-00-5408 12/17/09 34.45 MAINTENANCE- SUPPLIES INVOICE TOTAL: 34.45 VENDOR TOTAL: 34.45 COMCAST COMCAST CABLE 112609-PR 11/26/09 01 MONTHLY SERVICE 80-000 °62 °00-5437 12/17/09 123.54 TELEPHONE/INTERNET/CABLE INVOICE TOTAL: 123.54 VENDOR TOTAL: 123.54 COMED COMMONWEALTH EDISON 68190-27011-1209 12/04/09 01 PR BUILDINGS 79-650-62-00-5435 12/17/09 466.93 ELECTRICITY INVOICE TOTAL: 466.93 7982205057-1209 12/02/09 01 202 COUNTRYSIDE PKWY UNIT D 80- 000-62-00-5435 12/17/09 121.50 ELECTRICITY INVOICE TOTAL: 121.50 7982206018-1209 12/03/09 01 202 E COUNTRYSIDE UNIT E 80 000-62-00-5435 12/17/09 1,814.30 ELECTRICITY INVOICE TOTAL: 1,814.30 VENDOR TOTAL: 2,402.73 ERC WIPI ERC WIPING PRODUCTS, INC 271483 12/01/09 01 300 TOWELS 80-000-62 00--5430 00403757 12/17/09 514.00 TOWEL RENTAL INVOICE TOTAL: 514.00 VENDOR TOTAL: 514.00 FARREN FARREN HEATING & COOLING DATE: 12/09/09 UNITED CITY OF YORKVILLE PAGE: 3 TIME: 15:38:48 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 12/17/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT FARREN FARREN HEATING & COOLING 6611 11/16/09 01 FALL/WINTER INSPECTION OF 8D-000-62-00-5416 00403854 12/17/09 1,230.00 MAINTENANCE- GENERAL 02 SYSTEM ** COMMENT ** INVOICE TOTAL: 1,230.00 VENDOR TOTAL: 1,230.00 FIRSILLI FIRST ILLINOIS SYSTEMS, INC. 3892 11101109 01 NOVEMBER PEST CONTROL 80-000-62-00-5416 12/17/09 38.00 MAINTENANCE- GENERAL INVOICE TOTAL: 38.00 VENDOR TOTAL: 38.00 IMAGEPLU IMAGE PLUS 25253 11/12/09 01 R£C CENTER TEES 80-000-65-00-5828 12/17/09 546.20 CONCESSIONS EXPENSES INVOICE TOTAL: 546.20 VENDOR TOTAL: 546.20 KANTORG GARY KANTOR 112409 11/24/09 01 11/24/09 MAGIC CLASS 79-650-62-00-5401 12/17/09 135.00 CONTRACTUAL SERVICES 02 INSTRUCTION ** COMMENT ** INVOICE TOTAL: 135.00 VENDOR TOTAL: 135.00 KONICAMI KONICA MINOLTA BUSINESS 213450165 11/26/09 01 COPIER CHARGES 79-650-62-DO-5410 12/17/09 65.77 MAINTENANCE-OFFICE EQUIPME INVOICE TOTAL: 65.77 213452107 11/29/09 01 COPIER CHARGES 80-000-62-00-5410 12/17/09 46.68 MAINTENANCE- OFFICE EQUIP. INVOICE TOTAL: 46.68 VENDOR TOTAL: 112.45 DATE: 12/09/09 UNITED CITY OF YORKVILLE PAGE: 4 TIME: 15:38:48 DETAIL BOARD REPORT ID: AP441000 WOW INVOICES DUE ON/BEFORE 12/17/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ------------- ------------------------------------- _ --------_----------------------------------------------------------- MENLAND MENARDS - YORKVILLE 54870 11/13/09 01 DRILL HEAD, SAFETY BAR, GRAB 80-000-62-00-5416 12/17/09 85.58 MAINTENANCE- GENERAL 02 BAR, SHOWER ROD, SHOWER LINER ** COMMENT ** INVOICE TOTAL: 85.58 55710 11/16/09 01 GREEN TRIPLE TAP ADAPTER 79-610-65-DO-5824 12/17/09 20.00 CHRISTMAS DECORATIONS INVOICE TOTAL: 20.00 55637-09 11/17/09 01 TOILET SEATS, ANCHORS 80-000 62-00-5416 12/17/09 115.66 MAINTENANCE- GENERAL INVOICE TOTAL: 111.66 55862 11/17/09 01 LIGHT SET 79-610-65-00-5824 12/17/09 43.40 CHRISTMAS DECORATIONS INVOICE TOTAL: 43.40 55863 11/17/09 01 ANCHORS, CONCRETE MIX 79 610-65-00-5804 12/17/09 36.15 OPERATING SUPPLIES INVOICE TOTAL: 36.15 55897 11/17/09 01 DRILL BITS 79-610-65-00-5815 12/17/09 15.32 HAND TOOLS INVOICE TOTAL: 15.32 56082 11/18/09 01 SCREW EYE 79-610-65-00-5804 12/17/09 0.82 OPERATING SUPPLIES INVOICE TOTAL: 0.82 56112 11/18/09 01 PLASTIC ANCHOR WITH SCREW 79•-610-65-00-5804 12/17/09 1.59 OPERATING SUPPLIES INVOICE TOTAL: 1.59 56315 11/19/09 01 FUEL STABLIZERS, CLEAR 79-610-65-00-5824 12/17/09 62.70 CHRISTMAS DECORATIONS DATE: 12/09/09 UNITED CITY OF YORKVILLE PAGE: 5 TIME: 15:38:48 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 12/17/2009 INVOICE # .INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.Q. # DUE DATE ITEM AMT MENLAND MENARDS YORKVILLE 56315 11119109 02 LIGHTSETS ** COMMENT ** 12/17/09 INVOICE TOTAL: 62.70 56357 11/19/09 01 ANTIFREEZE, ADAPTER, BATTERIES 79-610-62-00-5417 12/17/09 36.84 MAINTENANCE-PARKS INVOICE TOTAL: 36.84 56387 11/19/09 01 OIL 79-610-62-00-5408 12/17/09 6.84 MAINTENANCE-EQUIPMENT INVOICE TOTAL: 6.84 56511 11/20/09 01 CLEAR LIGHT SETS RETURNED 79-610-65-00-5804 12/17/09 -15.19 OPERATING SUPPLIES INVOICE TOTAL: -15.19 56627 11/20/09 01 REFLECTOR FLOOD 79-610-65-00-5804 12/17/09 2.49 OPERATING SUPPLIES INVOICE TOTAL: 2.49 58379 11/26/09 01 RATCHETS, SOCKETS, BOLTS, 79-610-65-00-5815 12/17/09 63.02 HAND TOOLS 02 HEX NUTS, SEALING COMPOUND ** COMMENT t* INVOICE TOTAL: 63.02 59375 11/30/09 01 BLEACH, LYSOL, FILTERS 80-000-62-00-5408 12/17/09 32.90 MAINTENANCE- SUPPLIES INVOICE TOTAL: 32.90 59376 11/30/09 01 DUCK TAPE 80-000-62-00-5416 12/17/09 5.92 MAINTENANCE- GENERAL INVOICE TOTAL: 5.92 VENDOR TOTAL: 510.04 PEPSI PEPSI--COLA GENERAL BOTTLE DATE: 12/09/09 UNITED CITY OF YORKVILLE PAGE: 6 TIME: 15:38:48 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 12/17/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT PEPSI PEPSI-COLA GENERAL BOTTLE 9134233809 12/01/09 01 WATER, GATORADE 80-000-65 00 5828 12/17/09 141.82 CONCESSIONS EXPENSES INVOICE TOTAL: 141.82 VENDOR TOTAL: 141.82 R0000427 JODIE SAMMER 64694 11/16/09 01 PROGRAM WITHDRAWL REFUND 79-650-65-00-5841 12/17/09 85.00 PROGRAM REFUND INVOICE TOTAL: 85.00 VENDOR TOTAL: 85.00 THFARMTR THANKSGIVING FARM TRACTORS INC 07-536 11118109 01 FILLER CAP 79-610-62-00-5408 12/17/09 4.60 MAINTENANCE-EQUIPMENT INVOICE TOTAL: 4.60 VENDOR TOTAL: 4.60 UNIQUEPR UNIQUE PRODUCT'S & SERVICE 195734 11/18/09 01 PAPER TOWELS, DETERGENT, MOP 60-000-62-00-5408 12/17/09 122.51 MAINTENANCE- SUPPLIES 02 HEADS, SCRUBBER PADS ** COMMENT ** INVOICE TOTAL: 122.51 195734-1 11/25/09 01 BATH & BODY SHAMPOO 80-000-62-00-5408 12/17/09 44.62 MAINTENANCE- SUPPLIES INVOICE TOTAL: 44.62 VENDOR TOTAL: 167.13 VISA VISA 112409-PR 11/24/09 01 KUIPERS FAMILY FARM FIELD TRIP 80-000-65-00-5803 12/17/09 1, 074.92 PROGRAM EXPENSES DATE: 12/09/09 UNITED CITY OF YORKVILLE PAGE: 7 TIME: 15:38:48 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 12/17/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ VISA VISA 112409-PR 11/24/09 02 BOOKS, GROUP POWER MONTHLY ** COMMENT ** 12/17/09 03 LICENSE FEE, POM POMS, PAINT, ** COMMENT ** 04 COOKBOOKS FOR FUNDRAISER ** COMMENT ** 05 KUIPERS FAMILY FARM FIELDTRIP, 79-650-65-00-5803 572.25 PROGRAM EXPENSES 06 BOOKS, COOKBOOKS FOR ** COMMENT ** 07 FUNDRAISER ** COMMENT ** 08 CYLINDRICAL ROLLER BAGS 80-000-62-00-5416 24.12 MAINTENANCE- GENERAL 09 MERCHANDISE RETURN CREDIT 80-000-62-00-5426 -1.58 MAINTENANCE- GENERAL 10 HD FIELD TRAX 79-610-62-00-5408 148.07 MAINTENANCE-EQUIPMENT 31 MERCHANDISE RETURN CREDIT 79-610-62-00-5408 -57.48 MAINTENANCE-EQUIPMENT 12 ALL IN ONE CLIPS 79-610-65-00-5824 90.12 CHRISTMAS DECORATIONS 13 SANTA STAMPS 79-650-62-00-5426 45.00 YOUTH SERVICES GRANT EXPEN INVOICE TOTAL: 1,895.42 VENDOR TOTAL: 1,895.42 WIREWIZ WIRE WIZARD OF ILLINOIS, INC 7667 12/01/09 01 01/01/10 - 03/31/10 ALARM 80-000-62-00-5440 12/17/09 60.00 SECURITY 02 MONITORING ** COMMENT ** INVOICE TOTAL: 60.00 VENDOR TOTAL: 60.00 YORKACE YORKVILLE ACE & RADIO SHACK 129495 12/04/09 01 BULBS, HOSE WASHERS 80-000-62-00-5416 12/17/09 29.94 MAINTENANCE- GENERAL INVOICE TOTAL: 29.94 VENDOR TOTAL: 29.94 TOTAL ALL INVOICES: 11,008.22 YORKVILLE PARK AND RECREATION CASH ANALYSIS AS OF DECEMBER 3, 2009 FISCAL YEAR 09110 Ending Bank Balances May June July August September October November December January February March April 2009 2009 2009 2009 2009 2009 2009 2009 2010 20I0 2010 2010 Money Market $125,849.50 $149,108.03 $169,607.23 $131,210.55 $213,547.62 $176,463.47 $190,355.09 Account PARKS PAYROLL ISP PAY $17,832.94 $18,537.10 $18,862.14 $18,959.79 $17,825.46 $17505.75 $17,506.75 $17,505.75 2ND PAY $19,607.74 $18,913.03 $19,060.23 $18,440.14 $17,767.34 $17,505.76 $17,505.72 3RD PAY $18,537.10 $17531.70 Month Total $55,977.78 $37,450.I3 $37,922.37 $37,399.93 $35,592.80 $52,543.21 $35,012.47 $17,505.75 $0.00 $0.00 $0.00 $0.00 RECREATION PAYROLL 1ST PAY $20,983.94 $19,681.90 $19,023.98 $20,581.93 $17,757.65 $19„535.68 $18,962.94 $16,517.62 2ND PAY $19,890.57 $19,245.85 $18,955.42 $17,986.58 $18,624.26 $19,013.97 $18,118.94 3RD PAY I $19,681.90 1 $18500.80 Month Total $60,556.41 1 $38,927.75 $37,979.40 $38,568.51 $36,381.9I $57,050.45 $377081.68 $16,517.62 $0.00 $0.00 $0.00 $0.00 RECREATION CENTER PAYROLL IST PAY $10,274.01 $7,491.07 $8,846.90 $8,721.65 $6,939.22 $9,268.64 $9,46510 $7,508.05 2ND PAY $10,145.30 $9,820.05 L$8,138-85 $9,938.22 $8,676.87 $9,932.50 $6,659.71 3RD PAY $8,814.05 Month Total $20,419.31 $17,311.12 $16,985.75 $18,659.87 $17,616.09 $28,015.19 $18,124.81 $7,508.05 $0.00 $0.00 $0.00 $0.00 Grand Total $136,953.50 $93,689.00 $92,887.52 $94,628.31 $89590.80 $137,608.85 $90,219.16 $41,531.42 $0.00 $0.00 $0.00 $000 Reviewed By: Agenda Item Number M 'rDwcVtUF Parks ❑ Recreation ❑ PART 5;a RErW-nC 4 Director ■ City Administrator ❑ Tracking Number Legal ❑ -� Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Revised FY 09110 Budget Agenda Date; December 17, 2009 Synopsis: See attached memo. Action Previously Taken: Date of Action: N 1 A Action Taken: Item Number: Type of Vote Required: N I A Action Requested: Discussion Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum 4A WWUL. To: Park Board From: Bart Olson, Interim Director of Parks and Recreation PARKS R fmcwTIcA CC: Date: December 11, 2009 Subject: Revised FY 09110 Budget r4D �uastua!�o�.ca,c�r The only changes to the revised budget are as follows: New line item Raintree Village Improvements arks Capital Revenues Funds taken in from Lennar by the City in return for the City completing the improvements at a later date. These funds will be deposited into their own bank account. 72-000-40-00-3999 Beginning Fund Balance This new figure is from the FY 08109 audit, which reflects a better than expected fiend balance. 79-000-42-00-4270 Fees for prop-rams (Revenues) Decreased due to a more conservative revenue estimate and to offset the employee salary expense below. 79-650-50-00-5107 Employee Salaries (Recreation expense) Decreased $12,000 to reflect 50% of my new salary for the rest of this fiscal year(other 50% paid out of Administration budget) As we've discussed, the longer the Director's position is vacant,the more money is saved in this line item. However, that financial benefit may or may not be realized if operational efficiencies are not achieved (because I have limited time to focus on Parks and Recreation). Also, if the Park Board decides to immediately initiate a Director's search, and the position is filled prior to May 1 the recreation salaries line item will increase, and other cuts will have to be made. UNITED CITY OF YORKVILLE KENDALL COUNTY, IL Proposed FY 09110 Revised Budget PARKS & RECREATION CAPITAL 2008-2009 $CHANGE %CHANGE 2008-2009 Revised 2009-2010 Original to Original to ACCOUNT NUMBER DESCRIPTION Budget Budget Budget ' ... Revised Revised REVENUES 22-DOG40-00-3999 BEGINNING FUND BALANCE 26,948 43,375 _-_�� - NIA 22-000-42-004216 PARKS CAPITAL FEE 18,000 8,000 �� •+� 600 New 22-000-42-D0 4217 PARK CAPITAL DONATIONS - 8,822 1 48,000 New 22-000-44-00-4430 SALE OF VEHICLESIEQUIPMEN 20,000 20,000 - N/A RAINTREE VILLAGE IMPROV 158,135 22-000-49-00-4930 TRANSFER FROM GENERAL FD - - N/A 22-000-49-00-4950 TRANSFER FROM PW CAPITAL - - NIA TOTAL REVENUES: 64,948 80,197 206,735 New EXPENSES 22-610-75-00-7006 PICK UP TRUCK/DUMP TRUCK - - - N/A 22-610-75-00-7015 PARKS EQUIPMENT 19,948 28,770 - i++ 2 42,000 New 22.610-75-00-7016 COMPUTER SERVER - 8,427 - NIA 22-610-75-00-7018 PARK REDEVELOPMENTS 45,000 43,000 - NIA TOTAL EXPENSES:PARKS 64,948 80,197 ++I 42,000 New TOTAL FUND REVENUES 64,948 80,197 m 206,735 New TOTAL FUND EXPENSES 64,948 80,197 42,000 New FUND SURPLUS(DEFICIT)BALANCE - - 164,735 PARKS AND RECREATION CAPITAL COMMENTS; 1 Money associated with Bristol Bay mowing proposal. 2 Expenses associated with Bristol Bay mowing proposal. 1 of 1 UNITED CITY OF YORKVILLE KENDALL COUNTY, IL Proposed FY 09110 Revised Budget LAND CASH 2008-2009 t+' $CHANGE %CHANGE Revised 2009-2010 II: a .. I Original to Original to ACCOUNT NUMBER DESCRIPTION Budget Budget ••• Revised Revised REVENUES 72-000-40-00.3999 BEGINNING FUND BALANCE (272,822) (495,020)= (i. 199,173 -40% REIMB FROM OTHER GOV'TS 600,000 - NIA 72-000-47-00-4700 OSLAD GRANT-PRAIRIE MEADOW 400,000 - 400,000 NIA 72-000-47-OD-4700 OSLAD GRANT-WHISPERING MEA - 362,000 (362,OD4) -100% 72-000-47-OD-4701 GREENBRIAR - - NIA 72-000-47-00.4702 BIKE PATH GRANT - 200,000 + +++ 1 (97,000) -49% 72-000-47-00-4705 COUNTRY HILLS - - NIA 72-000-47-00-4709 SUNFLOWER NIA 72-000-47-00-4712 RIVER'S EDGE - NIA 72-000-47-00-4715 WHITE OAK UNIT 1&2 1,406 NIA 72-000-47-00-4717 KYLYN'S CROSSING - - - NIA 72-000-47-00-4718 FOXFIELD II PARK LC - - - NIA 72-000-47-00-4719 WILDWOOD ] - NIA 72-000-47-00-4751 CANNONBALL RIDGE GRANT - - NIA 72-000-47-00-4723 HEARTLAND CIRCLE - - ] - NIA 72-000-47-00-4732 RAINTREE VILLAGE 28,000 (28,000) -100% 72-000.47-OD-4734 WHISPERING MEADOWS 12,000 - 3,200 N/A 72-000-47-OD-4736 BRIARWOOD - � - N/A 72-000-47-00-4737 CALEDONIA - - N/A 72-000-47-OD-4738 AUTUMN CREEK 25,000 15,000 7,000 47% 72-000-47-OD-4744 HUDSON LAKES - - N/A 72-000-47-OD-4745 PRESTWICK - - - N/A 72-000-47-00-4749 BLACKBERRY WOODS 2,000 - N/A 72-000-47-00-4750 KENDALLWOOD ESTATES - - N/A BRISTOL BAY 85,000 50,000 0% WHEATON WOODS_ GRANTc+ +�+ 72-000-49-00-4902 TRANSFER FROM LAND ACQ - - - NIA 72-000-49-00-4903 TRANSFER FROM PARK&REC - - - NIA TOTAL REVENUES: 852,584 159,980 + FIRM (692,604) 95% EXPENSES 7 72-000.75-00-7201 RIVERFRONT BUILDING IMPROV. - 3� N/A 72-000-75-00-7304 SUNFLOWER NIA 0 1 72-000-75-00-7317 HEARTLAND CIRCLE 167,000 ►" i. 22,408 New 72-000-75-00-7326 MOSIER HOLDING COSTS 5,000 6,000 + +++ 4,000 67% 72-000-75-00-7327 GRANDE RESERVE PARK DEV - NIA 72-000-75-00-7328 PRAIRIE MEADOWS-(Menards Res.) 138,636 - NIA 72-000-75-00-7330 WHISPERING MEADOWS-(Kimball Hill) 200,000 e `+++ 1 174,000 New 72-000-75-00-7332 CALEDONIA - NIA 72-000-75-00-7333 RAINTREE VILLAGE 5,000 38,572 2 39,628 103% WHEATON WOODS NATURE TRAIL - 45,000 3 (20,415) -45% 72-000-75-00-7334 HOOVER HOLDING COSTS - - - NIA GRANDE RESERVE BIKE TRAIL 50,187 2,650 New REC.CENTER AGREEMENT 100,000 - NIA 72-00D-75-00-7700 PARKS MAINTENANCE FACILITY - - - N/A BRISTOL BAY PARK A all 4 78,000 New 72-000-99-00-9901 TRANSFER TO GENERAL FUND 181,000 70,408 '+ +: - 0% TOTAL EXPENSES: 847,823 159,9801 300,271 1 of 2 UNITED CITY OF YORKVILLE KENDALL COUNTY, IL Proposed FY 09110 Revised Budget LAND CASH 2008-2009 $CHANGE %CHANGE Revised 2009-2010 . : Original to Original to ACCOUNT NUMBER DESCRIPTION Budget Budget +•• Revised Revised TOTAL FUND REVENUES 852,584 159,9801 T 152,373 95% TOTAL FUND EXPENSES 847,8231 159,980 .�` 300,271 188% FUND SURPLUS(DEFICIT)BALANCE 4,761 LAND CASH COMMENTS: 71 - 1 Grant project. Must be completed and paid for by December 31,2009. 2 Grant project. Will not be spent unless cash-flow can be covered by general fund. 3 Grant project. Will not be spent unless cash-flow can be covered by general fund. 4 Centex owes$50,000 in land-cash funds for this park,and$50,000 in fand-cash funds for another park. First payment will be made within the month,the next one expected at end of FY. 2 of 2 UNITED CITY OF YORKVILLE KENDALL COUNTY, IL PROPOSED FY 2009-2010 REVISED BUDGET PARKS & RECREATION 2008-2009 s + $CHANGE %CHANGE 2008-2009 Revised 2009-2010 Original to Original to ACCOUNT NUMBER DESCRIPTION Budget Budget Budget Revised Revised REVENUES 79-000-40-00-3999 BEGINNING FUND BALANCE - (27,539) (41,000) 1 (15,112) 37% 79-000-42-004270 FEES FOR PROGRAMS 300,000 240,000 243,225 : .. I 2 (24,541) -10% 79-000-42-00-4280 CONCESSIONSIALL SALE ITEMS 23,000 31,000 27,000 �; +r 3 6,500 24% MISC RETAIL - - 3,000 +r 4 (2,900) -97% 79-000-42-00-4281 DEPOSITS - �: - NIA 79-000-42-00-4285 VENDING MACHINE INCOME 700 - NIA 79-000-42-004286 RENTAL INCOME - � - NIA 79-000-42-00287 PARK RENTAL INCOME 4,000 15,000 15,000 r+r' 0% 79-000-42-004288 GOLF OUTING REVENUE 32,100 33,130 27,000 5 (18,341) -68% 79-000-42-00-4291 HOMETOWN DAYS 115,000 110,363 117,000 +r 6 11,000 9% 79-000-44-0(}-0400 DONATIONS 20,000 1 12,000 14,000 r r - 0% 79-000-44-00-4404 TREE DONATIONS 1,300 2,300 500 .r r' - 0% 79-000-45-00-0550 YOUTH SERVICES GRANT 2,00() 2,000 900 r I 7 (400) -44% 79-00046-00-0600 INVESTMENT INCOME 12,000 3,000 3,000 .+r 8 (2,500) -83% 79-000-49-00-4901 TRANSFER FROM GENERAL FD 1,206,742 1,080,348 979,500 3M 9 (10,000) -1% 79-000-49-00-4980 TRANSFER FROM REC CENTER 46,956 - NIA TOTAL REVENUES: 1,763,798 1,501,602 1,389,125 (56,294) 4% PARKS EXPENSES 79-610-50-00-5107 SALARIES-EMPLOYEES 412,500 393,250 394,500 : . +r (18,500) -5% 79-610-50-00-5136 SALARIES-PART-TIME 55,000 30,000 10,000 �: +r 10 1,500) -15% 79-010-5000-5137 SALARIES-OVERTIME 10,000 7,500 5,000 i+r, 11 (4,000) -80'/° 79-010-61-00-5320 MASTER PLAN I COMMUNITY SURVEY 2,709 11500 - -!� N/A 79-610-62-00-5405 PARK CONTRACTUAL 26,000 22,000 3,000�c i+r 0% 79-010-62-00-5408 MAINTENANCE-EQUIPMENT 10,000 7,000 11,000 +r 12 - 0% 79-610-62-00-5417 MAINTENANCE-PARKS 55,000 35,000 35,000 _ I 13 (1,000) -3% 79-610-62.005421 WEARING APPAREL 9,000 7,000 4,500 14 - 0% 79.610-62-005434 RENTAL-EQUIPMENT 4,000 2,000 3,500 r (1,000) -29% 79-610-62-00.5438 CELLULAR TELEPHONE 5,000 5,000 4,500 +r' 15 0% 79-610-02-00-5440 LAND DEVELOPER - N/A 79-610-62-00-5445 LEGAL EXPENSES 7,200 8,200 4,000 : r 1 r', 5,000 125% 79-010-04-00-5602 PROFESSIONAL GROWTH/SUBS - - - - N/A 79-610-04-00.5604 TRAINING AND CONFERENCE 4,500 1,000 +r' 16 400 New 79-610-044)0-5605 TRAVELEXPENSE 1,550 100 - - NIA 79-610-64-00-5612 CONTINUING EDUCATION - - NIA 79-610-65-00-5802 OFFICE SUPPLIES 1,500 500 500 ++r 0% 79-610-65-00-5804 OPERATING SUPPLIES 35,750 25,750 25,750 - (2,000) -8% 79-010-65-00-5812 GASOLINE - - NIA 79-610-65-00-5815 HAND TOOLS 3,500 1,500 1,750 - 17 0% 79-610-65-00-5824 CHRISTMAS DECORATIONS 2,500 2,500 500 .+r' 18 - 0% 79-610-65-00-5825 PUBLIC DECORATION 1,500 500 500 ++r 19 - 0% 79-610-72-00-0500 IMRF PARTICIPANTS 33,584 30,497 33,159c 1 0% 79-610-72-00-0501 SOCIAL SECURITYIMEDICARE 37,593 32,952 31,327 0 0% 79.610-75-00-7003 OFFICE EQUIPMENT 4,000 500 500® r - 0°k 79-010-75-00-7701 FLOWERSITREES 6,000 4,000 1,500 +r. 20 (300) -20% 79-610-78-009005 MERIT 16,500 - NIA TOTAL EXPENSES:PARKS 744,1186 618,2491 570,485 :•I (22,899) -4% RECREATION EXPENSES 79-650-50.005107 EMPLOYEE SALARIES 359,525 370,282 358,738 11110�1 (27,500) -8% 79-650-50-005108 CONCESSION STAFF 8,000 9,500 9,000 : r+r; - 0% 79-650-50-005109 PRE SCHOOL SALARIES 90,000 24,000 18,000 2,000 11% 79-650-50-00-5136 PART TIME SALARIES 1 39.1101 36,110 13,500 21 - 0% 79-650-50-005137 OVERTIME 350 1 2001 350 350) -100% 1 of 3 UNITED CITY OF YORKVILLE KENDALL COUNTY, IL PROPOSED FY 2009-2010 REVISED BUDGET PARKS & RECREATION r 2008-2009 CHANGE %CHANGE 2008-2009 Revised 2009-2010 ui: = •,�a� Original to Original to ACCOUNT NUMBER DESCRIPTION Budget Budget Budget ••• Revised Revised 79-050-50-00-5150 SALARIES-INSTRUCTOR CONTRACT 80,000 99,000 66,000 11 22 (50,000) -76% 79-050.50-00-5155 SALARIES-RECORDING SECRETARY 2,750 2,500 3,000 : +++ - 0% 79-650-62-00-5401 CONTRACTUAL SERVICES 23 50,000 N/A 79-050-62-00-5408 MAINTENANCE SUPPLIES 5,500 4,200 3,750 'M (1,750) -479/6 79-650-62-00-5409 MAINTENANCE-VEHICLES 3,000 2,000 1,700 M (700) -41% 79-650-62-00-5410 MAINTENANCE-OFFICE EQUIPMENT 7,000 6,000 5,000�m (500) -10% 79-650-62-00-5426 YOUTH SERVICES GRANT EXPENSES 2,000 1,000 900 ++ (400) -44% 79-650-62-00-5435 ELECTRICITY 10,000 10,000 23,000�• +++ (1,000) -4% 79-650-62-00-5437 TELEPHONF/INTERNET 1,500 1,300 1,300 (650) -50%+ 79-050-62-00-5438 CELLULAR TELEPHONE 5,000 4,500 - 0% 79-650-62-00-5445 PORTABLE TOILETS 6,000 4,500 5,000 ++ (500) -10% 79-650.62-00-5603 PUBLISHINGIADVERTISING 29,000 29,000 27,000�� +++ - 0% 79-050-62-00-5605 BOOKSIPUBLICATIONS 422 300 100 + 4 4°A 79-650-02-00-5606 DEPOSIT REFUND - - NIA 79-650-64-00-5600 DUES 2,750 2,000 1,000 +++ 0% 79-650-64-00-5602 PROF GROWTHISUBSCRIPT - - T NIA 79-650-64-00-5604 TRAINING AND CONFERENCE 4,500 1,500 NIA 79-650-64-00-5605 TRAVEL EXPENSE 1,550 700 - NIA 79-050-65-00-5802 OFFIC£SUPPLIES 7,000 1 6,000 4,500 ++ (1,000) -22% 79-050-65-00-5803 PROGRAM EXPENSES 50,0001 50,000 57,750 _ . +++ 24 (1,750) -3% 79-650-65-00-5804 OPERATING SUPPLIES 3, 01 3,000 1,500 +++ (500) -330 79-050-65-00-5805 RECREATION EQUIPMENT 10,000 5,000 3,000 (1,000) -33% 79-050-65-00-5808 POSTAGE&SHIPPING 7,800 9,600 5,000 . +++ 1,000 20% 79-650-65-00-5812 GASOLINE 5,000 5,000 5,000� ++ (1,500) -30% 7M50-65-00-5826 MILEAGE 4G0 400 400 79-650-6540-5827 GOLF OUTING EXPENSES 20,200 21,457 18,000 (12,869) -71% 79�i50 fi5-00 5828 CONCESSIONS 11,500 18,000 13,000 : +++ w 5,000 38% MISC RETAIL 75 New 79-650-65-00-5833 HOMETOWN DAYS EXPENSES 95,000 94,000 93,000 10,000 11% 79-65G-65-00-5840 SCHOLARSHIPS 6,825 3,000 2,000 +++. (1,000) -50% 79-050-6540-584i PROGRAM REFUND 9,000 9,000 9,000 + - 0% 79.650-72-00-6500 IMRF PARTICIPANTS 29,678 26,194 29,804 r ++ 1,496 5% 79-050-72.00-0501 SOCIAL SECURITY/MEDICARE 45,003 33,667 35,847 0 0% 79-650-754)0-7002 COMPUTER EQUIP&SOFTWARE 3,400 1,000 500 -W-1 25 - 0% 79-650-78-00-9009 USE OF RESERVE 42,168 1,000 - NIA 79.650-78-00-9005 IMERIT 14,381 - - NIA TOTAL EXPENSES:RECREATION 1,018,912 896,910 818,639 I 33,394) -4°h TOTAL FUND REVENUES 1,763,798 1,501,602 1,389,125 (56,294) 4010 TOTAL FUND EXPENSES 1,763,798 1,515,159 1,389,125 (56,294) -40A FUND SURPLUS(DEFICIT)ENDING BALANCE - (13,557) 0 (0) PARKS&RECREATION DEPARTMENT HEAD COMMENTS 1 New Beginning fund balance increased per audit). Previous figure was an estimate. 2 Same Program revenue figure takers From list of all programs planned for FY 09/10. 3 New Concession sales stronger than anticipated.All items that were planned_for"misc retail"were coded to this line 4 New All items to this point have been coded to concessions. Anticipate only$100 of misc retail sales the rest of the 5 New Golf Outing was rained out this year. Many sponsorships were not filled as well. 6 New Outperformed revenue estimates. Less sponsorships filled, but more carnival and alcohol sales than anticipE 7 New Youth Services Grant not offered in upcoming ear. 8 New Investment income has decreased because Parks and Rec fund balance has been depleted. 9(New)_ Additional transfer money is tied to a-re istration of classes in the Rec.computer and equip line-item. 10 New Didn't use PT staff as often as bud eted. PW staff assisted over the summer. 11 New Overtime costs not needed. 12 New Maintenance equipment needs greater on vehicles not turned over in 08/09 as planned. 13 Same Parks Maintenance line will be used for all parksplus an additional 3 new parks over last yes r, 14 Same Represents no new uniforms or clothing, exce t when an article is destroyed. UNITED CITY OF YORKVILLE KENDALL COUNTY, IL PROPOSED FY 2009-2010 REVISED BUDGET PARKS & RECREATION 2008-2009 $CHANGE %CHANGE 2008-2009 Revised 2009-2010 Original to Original to ACCOUNT NUMBER DESCRIPTION Budget Budget Budget Revised Revised 15 Same Two floater phones eliminated. 16 New Additional costs for dues for professional organizations. 17 Same Put off acquiring many hand tools in 08109, 18 Same Using same decorations as last year. Funds for replacement of bulbs and cords. 19 Same Replacements of flags and banners for 04 buildings as they deteriorate. 20 Samc Annual flowers at City Hall, Libra , Town Square and Riverfront 21 New Increase tied to e-registration implementation 22(New) Created new line item contractual services for all referee payouts 23 New This line item now is only for referee and other instructors who are contractors. 24 New Decrease tied to increase in IMRF costs. 25 New E-re istration, requested to be funded by increase in transfer 3 of 3 UNITED CITY OF YORKVILLE KENDALL COUNTY, IL PROPOSED FY 2009-2010 REVISED BUDGET RECREATION CENTER 2008-2009 5 CHANGE %CHANGE 2008-2009 Revised 2009-201 0 Original to Original to ACCOUNT NUMBER DESCRIPTION Budget Budget Budget Revised Revised REVENUES BEGINNING BALANCE - - (83,000)_ 1 5,421 -7% 80-000-42-00-4200 MEMBERSHIP FEES 423,890 333,000 400,000 r`r++ 2 10,000 2% 80-000-42-00-4210 GUESTFEES 7,167 7,200 10,000 ++ (2,800) -28% 80-000-42-OM220 SWIM CLASS 20,000 20,000 42,000 rimi - 1 0% SO-000-42-00-4230 PERSONAL TRAINING FEES 18,750 18,750 20,000 - +++ (5,000) -25% SO-0DO-42-00-4240 TANNING SESSIONS 7,500 5,000 51000 ° ++' (2,900) -58% 80-000.42-00-4270 FEES FOR PROGRAMS 125,000 1 159,300 194,000 +++ - 0% 80-000-42-00-4280 CONCESSIONS 11,666 12,000 12,000 ++ 500 4% MISC RETAIL ++' New 80-000-42-00-4285 VENDING MACHINES 500 _ - NIA 80-00-42-00-4286 RENTAL INCOME 4,333 4,400 5,50 ++ (1,000) -18% BO-000-44-00-4400 DONATIONS ISPONSORSHIPS 3,200 9,000 12,000 -W 3 (11,300) -94% 80-000-45.00-4550 GRANTS/SCHOLARSHIPS 1,000 1,000 1,100 .++ (600) -55% TOTAL REVENUES: 623,006 569,650 618,600 + (7,579) -1% EXPENSES 80-000-50-00-5107 SALARIES 32,000 29,000 34,200 0% 80-000-50-00.5109 SALARIES-PRESCHOOL 63,000 61,000 48,000 r+ +++. (18,000) -38% BO-000-50-00-5136 SALARIES-PART TIME 114,515 109,541 105,000 I +++. (4,000) -4a/a 80-000-50-00-5137 SALARIES-OVERTIME 2,000 2,000 1,000 +++ 0% 80-000-50-00-5150 SALARIES-INSTRUCTORS 8,000 47,000 86,000 +++ 4 (19,000) -22% SO-000-62-00-5401 CONTRACTUAL SERVICES : +++ 5 18,000 New 80-000-62-00.5408 MAINTENANCE-SUPPLIES 6,750 12,000 12,000 + +++ (2,000) -17% 80-OOM2-00-5410 IMAINTENANCE-OFFICE EQUIP 5,650 4,000 2,750-c ++" 750 27% 80-000-62-00-5416 MAINTENANCE-GENERAL 3,800 12,000 10,000 +++' 4,000 40% 80-000-62-00-5426 GRANTS 1,000 1,000 11100-•++ (600) -55% 80-000-62-00-5430 TOWEL RENTAL 900 900 1,000- ++ 200 20% 80-000-62.00-5431 POOL REPAIR 1,2401 3,240 7,500 : ++ 6 1,000 13% 80-000-62-00.5432 LEASE PAYMENT 175,000 175,000 210,000 + +++ - 0% 80-000-624)0-5433 LICENSESIPERMITS 5,300 1,000 1,000 +++ - 0% 80-000-62-00-5434 POOL SUPPLIES 4,400 5,000 5,000 ++ (500) -10% 80-000-62-00-5435 ELECTRICITY 47,250 27,250 47,000 r r+' (12,000) -26% 80-000-78-00-9002 NICOR _�+ r r+ 10,000 New 80-000-02.00-5437 TELEPHONE 4,900 2,500 1,750 r r+ 250 14% 80-000-62-00-5438 CELLULAR PHONE 500 500 700 r+ O% 80-000-62-00.5439 PROPERTYTAX - - 26,480 (160) -1% 8MOO-62-00-5440 SECURITY 720 720 720 - 0% 80.00M2-00-5603 PUBLISHING I ADVERTISING 2,100 1.1001 1,500 r+' - 0% 80-000-62-00-5605 BOOKS 1 PUBLICATION 100 100 100 r+ 0% 80-000-64-00-5600 DUES 900 200 200 0% 80-000-64-00-5604 TRAINING$CONFERENCES 1,000 600 - N/A 80-000-64-00-5605 TRAVEL EXPENSES 500 200 - N/A 80-000-65-00.5802 OFFICE SUPPLIES 4,375 5,500 4,000 r r+ 0% 8MOCI-65-00-5803 PROGRAM EXPENSES 18,300 12,000 31,000�' rr+ 7 (4,000) -13% 80-000-65-00-5804 OPERATING SUPPLIES 2,000 3,800 3,800c':r+ - 1 0% 80-000-65-00-5805 RECREATION EQUIPMENT 10,000 13,000 20,000 + r r+ B (10,000) -50% 80-000-65-00-5806 POSTAGE&SHIPPING 1,100 300 800� .r+ 0% 80-000-65-00-5812 GASOLINE 1,000 200 300 0% 80-000-65-00-5826 MILEAGE 300 3001 250 0% 80-000-65-00-5826 CONCESSIONS 9,000 8,136 4,500 ++ - 0% M1SC RETAIL New 80-000-65-00-5840 SCHOLARSHIPS 1,000 1,000 500 .++ - 0% 80-000-65-00-5841 PROGRAM REFUNDS 4,000 2,000 1,000�; r r+ 2,000 2009 80-000-65-00-5842 MEMBERSHIP REFUNDS - 1,000 -P r r•' 0% 80-000-72-00-6500 IMRF 3,801 2,359 2,922_ r r+ 8,078 277% 80-000-72-00-6501 SOCIAL SECURITY 12,348 19,013 20,976 '+. (0) 0% 30-000-75-00-7002 COMPUTER EQUIP&SOFTWARE 16,5001 13,873 1,000 c r+ 2,200 1 220% 1 of 2 UNITED CITY OF YORKVILLE KENDALL COUNTY, IL PROPOSED FY 2009-2010 REVISED BUDGET RECREATION CENTER 2008-2009 't $CHANGE %CHANGE 2006-2009 Revised 2009-2010 fa: Odg[nal to Original to ACCOUNT NUMBER DESCRIPTION Budget Budget Budget ' •.•. Revised Revised 80-000-75-00-7003 OFFICE EQUIPMENT 2,500 200 500 00 r�� _ 60-000-75-00-7500 PHONE SYSTEM 8,300 6,i00 200 0%.�� 80-000-78-00-9909 BAD DEBT!LOSS - - - - NIA 80-000-99-00-9979 JTRANSFER TO PARKS&REC 46,956 - - NIA TOTAL RECREATION EXPENSES: 623.005 583,632 695,748!EMS- 0— (23,706) -3% TOTAL FUND REVENUES 623,006 569,650 618,600 • I (7,579) -1% TOTAL FUND EXPENSES 623,005 1 563,632 695,748 (23,706) -3% FUND SURPLUS(DEFICIT)ENDING BALANCE 1 (13,982) (77,148) 16,127 REC CENTER DEPARTMENT HEAD COMMENTS: 1 New Beginning fund balance decrease through review of FY 08109 revenues and expenses. 2 New Increase taken from analysis of membership fees. 3 New Took out the"Sponsor an LCD"pro ram. If someone wants to sponsor an LCD, they still may. 4 New All contractual instructors are now coded out of contractual services. 5 New Contractual services includes all contractual instructors. Previous!y budgeted in instructor line-item above. 6 New Lar a repair paid in FY 08109 budget. 7 New Decrease offsets increase in IMRF costs. 8 New Expenses tied to"sponsor an LCD"program were removed. Program is still o en. 2of2 Reviewed By: Agenda Item Number AIN Y°pw= Parks ❑ 1xRecreation ❑ PARrs&RECRMTION Director ❑ City Administrator ❑ Tracking Number o Legal ❑ � Human Resources ❑ —► :ow Police ❑ Park Board Agenda Item Tracking Document Title: Bristol Bay Park A RFP Award Agenda Date: December 17, 2009 Synopsis: Equipment selection for Bristol Bay Park A. This park has a circus theme and is scheduled for our 2010 Community Build (date TBD). Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Approval of equipment selected to begin construction documents and to order in April 2010. Submitted by: Laura Schraw Community Development Name Department Agenda Item Notes: See attached memos, one on the equipment RFP selection and recommendation and one on the revised budget based on the equipment selection and 5% contingency. Memorandum EST 1936 To: Yorkville Park Board From: Laura Haake, City Park Designer a CC: Bart Olson, Scott Sleezer K`.0 Date. December 11, 2009 `LE 1V� Subject: Bristol Bay Park A Equipment Recommendation Equipment Selection On September 29`h five different playground manufacturers submitted proposals that were opened for the circus themed park at Bristol Bay Park A. The results were as follows: Company Aze 5-12 Age 2-5 Shade Structure Gametime, Inc. $45,691.40 $20,418.91 $11,000.00 Reese Recreation Products $45,711.00 $10,360.00 $17,494.00 NuToys (Opt 1) $50,000.00 $10,000.00 $9,470.00 NuToys (Opt 2) $50,000.00 $10,000.00 $9,470.00 Parkreation, Inc. (Opt 1) $46,241.00 $10,755.69 $13,699.00 Parkreation, Inc. (Opt 2) $38,157.00 $18,315.00 $13,699.00 Team REIL Inc. $49,518.00 $9,077.00 $8,309.00 Staff review of the submissions led to a meeting with NuToys to refine the design to blend both their Option 1 and 2 designs together to meet the design goal for the age 5-12 playstructure. For the age 2-5 playstructure,Parkreation's submission fit the theme of a performance stage, and the shade structure that had the most interest was Team REIL's submission. The overall equipment budget is as follows: Company/Equipment Price NuToys (age 5-12 playground equipment and swings) $54,119.00 Parkreation, Inc. (age 2-5 playground equipment) $10,755.69 Team REIL shade structure $88,309.00 Total cost of playground equipment and shelter: $73,183.69 At this time, the equipment prices are good until January. There is a possibility for a price increase, at that time we will use contingency funds to make up for the cost. Staff is seeking the approval of the above equipment to include in the site design and construction documents. This project is scheduled to be our next community build. The equipment will not be ordered until April so that it does not appear in the budget until the next fiscal year. The Park Board and council need to approve the equipment so I can begin working on the construction drawings and layout with this design. Recommendation Park Board approves the age 5-12 playground design, including an age appropriate sign and swings, from NuToys (Landscape Structures) in the amount of$54,119.00; the age 2-5 playstructure from Parkreation, Inc., in the amount of$10,755.69, and the shade structure from Team REIL in the amount of$8,309.00. The total amount approved is $73,189.69, with the understanding that there could be potential cost increase in January. •��° Co. Memorandum 5 r. � � � 1836 To: Yorkville Park Board From. Laura Haake, City Park Designer CC: Scott Sleezer, Bart Olson ;A 2� Date: December 11, 2009 i�tE �VV, Subject: Bristol Bay Park A Revised Budget Budget The budget is$100,000. The budget breakdown below is based upon the equipment that is recommended by Staff for Bristol Bay Park A. Budget breakdown is currently estimated at the following: Concrete and mulch $14,816.31 ($5,000 mulch and$9,816.31 concrete) Equipment (age 5-12) $54,119.00 (age 2-5) $10,755.69 Misc. amenities(bench,trash, barrel planters,bleacher, picnic table) $7,000.00 Shelter or shade structure $8,309.00 5% Contin enc. $5,000.00 Grand total $100,000.00 Schedule The tentative schedule for this park is as follows: August 13 Preliminary design approved for RFP August 20 RFP out September 29 RFP return December 17 Park Board approve equipment selection January 12 City Council approve equipment selection January 15 Staff begins organizing community build Summer 2010 Community Build,TBD Reviewed By: Agenda Item Number wWVUU Parks ❑ > El PapKsA AECPXA70y Director ■ City Administrator F1 Tracking Number Legal ❑ -1 Human.Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Director's Vacancy Agenda Date: December 17, 2009 Synopsis: Discussion on the process for filling the Director's position. Any recommendation made will be forwarded to the Mayor. Action Previously Taken: Date of Action: N/A Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Discussion and direction Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Reviewed By: Agenda Item Number ,MwcwtE Parks ❑ UP Ik Recreation ❑ PRRKs a REcw-naN Director ❑ City Administrator ❑ Tracking Number Legal ❑ Human Resources ❑ 4�'=XNFMW w Police ❑ Park Board Agenda Item Tracking Document Title: Staff reports Agenda Date: Park Board—December 17, 2009 Synopsis: Written reports from the Director, Superintendent of Parks, and the Parks Designer and a verbal report from the Superintendent of Recreation. Action Previously Taken: Date of Action: Nov 2009 Action Taken: Discussion Item Number: Type of Vote Required: N/A Action Requested: Discussion Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: YD To: Park Board Memorandum 1Plkw� From: Bart Olson, Interim Director of Parks and Recreation PARKS 6 REGRM-7CX4 CC: Date: December 11, 2009 Subject: Weekly Director's Report l0RII41LlE N1CSii167[1110Y9PA.4fVF3T 1) City Offices closed—City Hall and the Parks and Recreation Administrative Offices will be closed from Thursday, December 24 through Monday, January 4 and will reopen on Tuesday, January 5. City offices are closed on Christmas Eve, Christmas Day, New Years Day due to the holidays and the rest of the days due to furloughs. The REC Center's hours will be regular throughout the week, with the exceptions as follows: Thursday, December 24 5:00 am to 1:00 pm Friday, December 25 Closed Thursday, December 31 5:00 am to 1:00 pm Friday, January 1, 2010 Closed 2) Past agenda items at Park Board in front of City Council—the ComEd disc golf lease had an error in the legal description and bad to be reapproved by City Council at the December 8th City Council meeting. 3) Future agenda items at Park Board—A spreadsheet with future agenda items is attached, and a highlight of each new agenda item is below. Rems i Oate Pmsontallons Did Suriness Now Busiqeqr, Staff 1 4 Sesrians January 14,2010 1. i3raa de Reserve Park A 1.Dlract0s.{wrlilnn) 2. Whitewaler Park regulations(TENTATIVE) 2.Recreation(written) 3.Parks verbal January 28,2010 1.Directors(written) 2.Recreation(verbal) 3.Parks(written) 4.Parks Designer written February 11,2010 1.Directors(written) 2.Recreation(written) 3.Parks verbal February 25,2010 1.Directors(written) 2.Recreation(verbal) 3.Parks(written) 4.Parks Designer written March 11,2010 1.Directors(written) 2.Recreation(written) 3.Parks verbal March 25,2010 1.Directors(written) 2.Recreation(verbal) 3.Parks(written) 4.Parks Designer written April 8,2010 1.Directors(written) 2.Recreation(written) 3.Parks verbal April 22,2010 1.Directors(written) 2.Recreation(verbal) 3.Parks(written) 4.Parks Designer written May 13,2010 1.Directors(written) 2.Recreation(written) 3.Parks verbal May 27,2010 1.Directors(written) 2.Recreation(verbal) 3.Parks(written) 4.Parks Designer written June 10,2010 1.Director's(written) 2.Recreation(written) 3.Parks verbal June 24,2010 1.Directors(written) 2.Recreation(verbal) 3.Parks(written) 4.Parks Designer written Memorandum am If Y°� To: Park Board From: Scott SIeezer Superintendent of Parks PARrC a{3EGRMnON CC: Bart Olson, Interim Director of Parks and Recreation Date: December 18, 2009 Subject: November 2009 Parks Report Athletic Field Division Soccer Remove nets from goals, and moved goals to storage location securing them together. Ballfield Maintenance Staff continued infield rehab, this consists of adding additional clay, edging baselines,removing excess material buildup along field arch and adding Ag Iime to areas around backstop. Beautification Division Fall Cleanup Staff started plant bed cleanup by cutting back perennials and removing dead or dying plant material in plant beds and tree rings. 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. Turf Division Mom Staff bi-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. Staff Bagged leaves at Town Square, Riverfront Parks and City Hall. Trash Control Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners in all trash cans. Winterizing Staff started cleaning up and winterizing seasonal equipment for winter storage. Wheaton Woods Staff hauled in black dirt and leveled the area around the shelter. Holiday Under The Stars Staff installed the holiday decorations thought the City. Staff prepared Town Square, Riverfront, and Down Town for the event. Staff helped with traffic control, cleanup and event break down. Chili Chase Staff assisted the Recreation Department with the event. C/,., Memorandum J� 0 Fsr. ��=� 1836 To: Yorkville Park Board .� � From: Laura Haake, City Park Designer -C CC: Bart Olson, Interim Director of Parks and Recreation, Travis Miller, Community Development Director Date: December 11, 2009 Subject. Park Designer Report ■ Bristol Bay Park A RFP and budget ■ ITP Task Force ■ Tree Ordinance ■ Raintree Park B drawings • Riverfront Phase I drawing • Grande Reserve Park A • Parkway Tree Program documents • OSLAD grant meeting • Safe Routes to Scbool grant award meeting • Landscape review