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Park Board Packet 2009 04-23-09 Yorkville Parks & Recreation Department Administration Office - 201 W. Hydraulic St Yorkville, IL 60560 630-553-4357 Park Board Agenda Thursday, April 23, 2009 7:00 p.m. — Park Board Meeting Administration and Recreation Office *Revision 4/20/09 Call to Order: Roll Call: Chris Rollins, Ken Koch, Debbie Horaz, Kelly Sedgwick, Vickie Coveny, Garrick Gillette 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 Haake City Council Liaison to Park Board - Joe Plocher, Ward 2 Alderman Public Comment: Presentations: Approval of Minutes: Minutes— Regular Park Board Meeting —April 9, 2009* Bills Review: Cash Analysis* Bill List* Old Business: Hoover Intergovernmental Agreement - Update Athletic Field Policy Revision* REC Center Maintenance - Update New Business: Haehner Annexation (Revision) Fox Hill West Park Naming Application* Reports: Director Report Recreation Report Parks Report Additional Business: Adjournment: Next meeting: Thursday, May 14, 2009 *Items needing Board approval or recommendation Yorkville Parks & Recreation Department Administration Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Agenda Thursday, April 9, 2009 7 : 00 p.m . - Park Board Meeting Administration and Recreation Office Call to Order: Chris Rollins called the meeting to order at 7 : 09 pm . Roll Call : Chris Rollins- Yes ; Ken Koch - Yes, Kelly Sedgwick - Yes ; Debbie Horaz - Yes, and Vickie Coveny - Yes 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 City Council Liaison to Park Board - Joe Plocher, Ward 2 Alderman (arrived at 9 : 18 pm) Public Comment: None Presentations: None Approval of Minutes: Minutes - Regular Park Board Meeting March 26, 2009 * Chris Rollins asked for a motion to approve the Regular Park Board Meeting March 26th, 2009 . Ken Koch made the motion and Kelly Sedgwick seconded the motion ; the motion was approved unanimously by voice vote. Bills Review: Cash Analysis & Bills List* Deb Horaz asked if the pool pump was required by the state. Sue Swithin said it was and the dollar amount listed was the balance of work that had to be done which the escrow account could not cover. Deb asked about the legal expenses. Bart passed out the itemized legal expenses and they were all regarding Hoover. Sue noted that the Halloween Candy was actually Easter candy . It was a type-o on the bills list. Deb asked about the training and conferences year to date actual in the amount of $ 2455 . 00, on the expense report, page 5 . Bart Olson noted that the number reflected the current fiscal year and the new year did not start until May 1st. He said 1 that they were not going to be taking part in training or conferences in the next year. Chris Rollins asked for a motion to approve the cash analysis and bills list. Ken Koch made the motion and Vickie Coveny seconded the motion . The motion was approved by roll call vote : Chris Rollins- Yes; Ken Koch - Yes, Kelly Sedgwick - Yes; Debbie Horaz - Yes, and Vickie Coveny - Yes Old Business: FY Budget 09110 Bart Olson said the budget was on for a public hearing and the packet for that meeting was online . Bart said the ordinance to approve the budget was also in the packet. He said the City Council could be voting on it on Tuesday night. Bart went onto explain the only change in the Parks and Recreation budget from their last Park Board Meeting was they discovered that the streets department was paying for all the Parks and Recreations building electricity for the past year in the amount of about $ 12, 500 . He said they pulled $ 12, 500 out of the streets budget and added it to their budget to more accurately reflects their cost of doing business and then upped the transfer. He said it included this building , the trailer, and the preschool building . Ken Koch felt that the City Council would have a lot of questions ; Bart agreed and felt that they would not be voting on it on Tuesday but perhaps in the second City Council meeting in April . REC Center Update Bart Olson said he had Bill Dettmer walk through the building with Sue and talked about what they would do going forward . Bart said that Bill was going to update the punch list he created a year ago on repairs that needed to be done . He said the next few meetings he would keep the Board up to date with the list and what was being done . Chris Rollins wanted the ceiling above the pool to be tested for mold because of the many different types of mold and health hazards that could stem from it. Bart Said Bill would be checking for mold when the roofing contractors came back. Bart said that Monday the fire district came through and did an inspection . He said that they gave Ron a punch list of things that had to be fixed by May 8th . He also said that these were Ron 's responsibility to fix . Bart noted that Ron was on vacation and when he got back Ron was willing to discuss building maintenance . Vickie Coveny wanted to know what things that had to be fixed at the REC Center. Bart told the Board, from memory noting he still had to get the punch list from Bill , the following things that needed to be repaired or replaced . 1 . Stucco siding chips and holes need to be fixed on outside of the building . 2 2 . Seams in vents on the outside are not as tight as they should be. 3 . Pool mechanical room ceiling needs repair. 4. Chlorine in pool is reacting to some metal components in the pool . 5 . Instructor rooms ceiling tiles need to be replaced, due to water damage they are missing . 6 . There are electrical issues with the panel will need to be addressed . Bart said most of these things will be Ron Walker's responsibility to take care of. Chris Rollins noted that we all knew there were issues went we went into this . He felt we should document the leaks if it starts to effect equipment or space being used because it could be effecting our operations . Rollins felt that we need to prepare ourselves. He said that since Ron built the building he has had problems with leaks. He said if there are always going to be leaks then it is something that we have to decide if we could live with, if we stayed in that space . Revenue Generating Ideas Chris Rollins said he liked the idea of dogeball and asked the Board if they had any more questions . No questions were raised regarding the dogeball tournament fundraiser. Other discussion on revenue generating Ideas : 1 . Vickie Coveny felt we could possibly do miniature golf at this location . 2 . Chris Rollins thought they could have a battle of the bands . 3 . Rolling talked about holding a Gus Macker contest or putting on our own type of 3-on-3 street basket ball tournament. He said it was a family event and he knew of Yorkville residents that had been supportive of Gus Macker. Rollins said the downside to Gus Macker is that it use to be an all ages activity but now they have been youth only tournaments. Rollins felt we should break it off at the teen age . He felt a local organization would have to under right the tournament. Someone had to demonstrate the financial responsibility. Rollins said there is however no cap on what they could make and they could have their own concessions etc. Rollins felt we should at least look into having our own 3-on-3 tournaments . And have it be at least a two day activity. Sue Swithin said they could get their own 3 -on- 3 tournament going and get someone like Dicks Sporting Goods to help with sponsoring it. She said she would look at doing it in Yorkville . Bart said leagues and tournaments were their biggest money maker. 3 4 . Ken Koch brought up the haunted house idea and said that he knew there were high school art club members that would love to do a project like this. He really liked the idea of the haunted house. Kelly Sedgwick said that Batavia had a haunted house theme and they set up haunted booths and each one had some kind of scary thing . Sue liked the thought of having non for profit groups helping out. 5 . Scott felt that they could have an AM Idol contest for kids who wanted to sing . New Business: Grand Reserve Trail Easements Bart Olson noted this was an information item only. He noted that the Grande Reserve annexation agreement was approved ; several exhibits show the extensive networks of trails within the development. He said that these trails were City owned and maintained by the City . He said that some of these would be new trails. He also noted that some of the land on which the trails were located were owned by the HOA, and some were owned by the developer. The result is that the City would be requesting trail easements from both the HOA and the developer. Ken Koch asked about Scott what kind of maintenance they were looking at; Scott said they would have to go in and evaluate the trails . Park Rental Fee Waiver Requests A. Riemenschneider Park B. Stepping Stone Park Chris Rollins said that he did not have a problem waiving both requests. Vickie Coveny felt they really could not afford not to collect money. Rollins said that if we could not waive the fee for the Grand Reserve PTO Group then who they could waive the fee to . Rollins felt strongly that we should waive the fees for these two particular groups because they are non-for-profit organizations who donate heavily to the community. Chris Rollins asked for a motion to grant a waiver to waive the fee and deposit for the Bristol Kendall Firefighters' Association to use Riemenschneider Park. Chris Rollins- Yes; Ken Koch - Yes, Kelly Sedgwick - Yes; Debbie Horaz - Yes, and Vickie Coveny - Yes Chris Rollins asked for a motion to grant a waiver to waive the fee and deposit for the Grand Reserve PTO Group to use Stepping Stone Park. Chris Rollins- Yes ; Ken Koch - Yes, Kelly Sedgwick - Yes ; Debbie Horaz - Yes, and Vickie Coveny - Nay Reports: Director Report 1 . Bart Olson said he and Scott Sleezer had met with their Grant Writer, Mark Yergler, to talk about the City's outstanding grants . He said that there were 4 some outstanding issues with the Grant for Grand Reserve Parks A & B and the other one was closing out the Grants for Whispering Meadows Park and they were still working on Wheaton Woods. 2 . Bart said he would also still like to meet with Park Board members and would be contacting them to set up a meeting . Parks Report Scott Sleezer reported that he had a meeting with Kay Hatcher. She had invited all the park districts for a meet and greet and to help them us some funding and talk about freeing up the OSLAND Grant. He noted that Kay said she would lend her name and face to help out the community . Overall Sleezer said the meeting was good . Recreation Report Sue Swithin reported that the basketball season was coming to a close at the end of March . She said that they had 600 participants from 1st grade to the men 's league . Spring soccer practice was going on and this was the 1st time they have worked with Somonauk and Sandwich . She said this created a nice league for the division . Spring and summer softball leagues were full and there was actually a waiting list. Sue said that they will not have enough fields to entertain their own programs . Easter Egg - Express trip was held last week and was very successful with many compliments. Sue and staff were preparing for the new Tax Doge 5K Run . She said that they were waiving the 5K run registration fee if one signed up for a one year membership at the Club . The yearly golf outing would be held May 2"d Sue then passed out and went over the REC Center Resident/Non Resident Passes Report that Vickie had requested from the last meeting . The demographic information showed that 64% of the REC Center members were residents and 36% were nonresidents. Additional Business: 1 . Bart said there would be no Directors Report tomorrow because City offices would be closed tomorrow, which is in lieu of the observation of Good Friday. 2 . Bart Olsen said that there would be no need for an executive session because a Hoover settlement was on the City Council agenda . Bart said that the Forest Preserve had submitted their offer which was their original offer, they discussed at the last Park Board meeting . Bart noted that it was # 1 on the agenda under the Mayors Report. 5 Adjournment Chris Rollins asked for a motion to adjourn the meeting at 9 : 30 pm . Deb Horaz made the motion and Kelly Sedgwick seconded the motion . The motion was unanimously approved by voice vote. Next meeting : Thursday, April 23rd, 2009 *Items needing Board approval or recommendation Minutes Respectfully Submitted by: Jamie Cheatham 6 YORKVILLE PARK AND RECREATION CASH ANALYSIS AS OF APRIL 9, 2009 FISCAL YEAR 08/09 Ending Bank Balances May June July August September October November December January February March April 2008 2008 2008 2008 2008 2008 2008 2008 2009 2009 2009 2009 Money Maker $32,82457 $151,92810 $132,04171 $136,348.61 $88,229.39 $30,854.61 $49,268.32 $99,385.94 $27,970.90 $45,968.63 $258,20198 Account Money Mazket $4356.69 $4,363.81 $4,371.40 $4,379.03 $4,386.47 $4,394.03 $4,398.48 $4,40146 $4,403.38 $4,404.91 $0* Checking Account Month To tal $3718126 $156,29191 $136,413.11 $140,727.64 $92,6$92,61186 $35,248.64 $53,666.80 $103,787.40 $32,374.28 $50,373.54 $258,205.98 $0.00 *account 806595 (money market) closed on 3/20/09 and 44,404.91 deposited into 300667 (checking) on 3120/09 PARKSPAYROLL IST PAY $17,462.64 $21,130.18 $22,428.62 $22,76152 $19,532.84 $17,570.22 $17,45879 $17,458.80 $17,537.40 $17,537.44 $17,588.61 $17,537.42 2ND PAY $20,698.71 $25,462.62 $24,754.63 $20,85710 $18,814.23 $17,488.45 $17,45818 $17,458.79 $17,537.44 $17,537.45 $17,537.45 $17,69144 3RD PAY $17,45880 Month Total $38,16L35 $46,592.80 $47,18315 $43,629.62 $38,347.07 $52,517.47 $34,917.57 $34,917.59 $35,074.84 $35,074.89 $35,126.06 $35,229.86 RECREATION PAYROLL 1ST PAY $25,22716 $25,031.54 $21,973.45 $25,657.17 $24,436.30 $25,315.85 $21,703.14 $21,055.01 $19,404.52 $21072.33 $20,058.81 $14,78690 2NDPAY $26,227.77 $22,24178 $21,94996 $24,632.01 $21,563.63 $23,450.33 $21,004.18 $19,979.73 $22,168.12 $20,651.87 $57,593.26 $15,805.90 3RD PAY $24,173.16 Month Total $51,455.03 $47,27332 $43,923.41 $51,289.18 $45,999.93 $72,939.35 $42,707.32 $41,034.74 $41,52.64 $4L734.20 $77,652.07 $30,592.80 RECREATION CENTER PAYROLL 1ST PAY $0.00 $759.18 $3,19619 $8,016.02 $9,116.25 $9,054.45 $12,32515 $11,414.04 $8,242.05 $10,038.28 $10,484.32 $10,754.95 2ND PAY $0.00 $1518.34 $9,442.39 $10,579.70 $11,707.34 $9,544.89 $11,854.28 $12,248.10 $10,837.32 $10,804.95 $9,674.96 $8,471.00 3RD PAY $9,903.33 Money Total $0.00 $2,277.52 $12,538.58 $18595.72 $20,823.59 $28,502.67 $24,179.43 $23,66214 $19,079.37 $20,843.23 1 $20,159.28 $19,225.95 Grand Total 1 $89,616.38 $96,143.64 $103,74524 $113,514.52 $105,170.59 $153,959.49 $101,80432 $99,614.47 $95,726.85 $97,652.32 1 $132,93241 $85,048.61 DATE : 04 / 15 / 09 UNITED CITY OF YORKVILLE PAGE : 1 TIME : 10 : 26 : 58 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 04 / 23 /2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - " _ - - - - - AQUAPURE AQUA PURE ENTERPRISES , INC . 59732 03 /20 / 09 01 SPA REPAIR 80 - 000 - 62 - 00 - 5431 04 /23 / 09 465 . 95 POOL REPAIR INVOICE TOTAL : 465 . 95 VENDOR TOTAL : 465 . 95 ARAMARK ARAMARK UNIFORM SERVICES 610 - 6516790 03 /24 / 09 01 UNIFORMS 79 - 610 - 62 - 00 - 5421 04 /23 / 09 40 . 70 WEARING APPAREL INVOICE TOTAL : 40 . 70 610 - 6522070 03 / 31 / 09 01 UNIFORMS 79 - 610 - 62 - 00 - 5421 04 /23 / 09 39 . 70 WEARING APPAREL INVOICE TOTAL : 39 . 70 VENDOR TOTAL : 80 . 40 ATTLONG AT&T LONG DISTANCE 828932136 - 0409PR 04 / 14 / 09 01 MARCH LONG DISTANCE 79 - 650 - 62 - 00 - 5437 04 /23 / 09 7 . 50 TELEPHONE/ INTERNET 02 MARCH LONG DISTANCE 80 - 000 - 62 - 00 - 5437 1 . 69 TELEPHONE/ INTERNET/CABLE INVOICE TOTAL : 9 . 19 VENDOR TOTAL : 9 . 19 BANCAMER BANC OF AMERICA LEASING 010904673PR 03 /22 / 09 01 COPIER LEASE 80 - 000 - 62 - 00 - 5410 04 /23 / 09 198 . 00 MAINTENANCE - OFFICE EQUIP . 02 COPIER LEASE 79 - 650 - 62 - 00 - 5410 178 . 00 MAINTENANCE -OFFICE EQUIPME INVOICE TOTAL : 376 . 00 VENDOR TOTAL : 376 . 00 BMI EMI GENERAL LICENSING DATE : 04 / 15 / 09 UNITED CITY OF YORKVILLE PAGE : 2 TIME : 10 : 26 : 58 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 04 / 23 /2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT BMI BMI GENERAL LICENSING 020209 02 / 02 / 09 01 FITNESS CLUB AGREEMENT RENEWAL 79 - 000 - 14 - 00 - 1400 04 /23 / 09 274 . 50 PREPAID EXPENSES INVOICE TOTAL : 274 . 50 VENDOR TOTAL : 274 . 50 CHEATHAM JAMIE L . CHEATHAM 3035 04 / 03 / 09 01 MARCH 26 MEETING MINUTES 79 - 650 - 50 - 00 - 5155 04 / 23 / 09 91 . 00 SALARIES - RECORDING SECRET INVOICE TOTAL : 91 . 00 VENDOR TOTAL : 91 . 00 COMCAST COMCAST CABLE 032609 03 / 26/ 09 01 MONTHLY CHARGES 80 - 000 - 62 - 00 - 5437 04 / 23 / 09 116 . 54 TELEPHONE/ INTERNET/ CABLE INVOICE TOTAL : 116 . 54 VENDOR TOTAL : 116 . 54 CONED COMMONWEALTH EDISON 7982205057 - 0409 04 / 02 / 09 01 MONTHLY CHARGES 80 - 000 - 62 - 00 - 5435 04 /23 / 09 236 . 46 ELECTRICITY INVOICE TOTAL : 236 . 46 7982206018 - 0409 04 / 03 / 09 01 MONTHLY CHARGES 80 - 000 - 62 - 00 - 5435 04 /23 / 09 2 , 125 . 35 ELECTRICITY INVOICE TOTAL : 2 , 125 . 35 VENDOR TOTAL : 2 , 361 . 81 CUGIERD DON CUGIER 032809 03 / 28 / 09 01 REFEREE 79 - 650 - 50 - 00 - 5150 04 /23 / 09 125 . 00 SALARIES - INSTRUCTOR CONTR INVOICE TOTAL : 125 . 00 DATE : 04 / 15 / 09 UNITED CITY OF YORKVILLE PAGE : 3 TIME : 10 : 26 : 58 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 04 / 23 /2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT CUGIERD DON CUGIER 032909 03 /29 / 09 01 REFEREE 79 - 650 - 50 - 00 - 5150 04 / 23 / 09 75 . 00 SALARIES - INSTRUCTOR CONTR INVOICE TOTAL : 75 . 00 VENDOR TOTAL : 200 . 00 FARREN FARREN HEATING & COOLING 6389 03 /20 / 09 01 REPAIR POOL HEAT , CLEANED 80 - 000 - 62 - 00 - 5431 00403800 04 / 23 / 09 1 , 050 . 70 POOL REPAIR 02 WHEELS , CHANGED FILTERS , * * COMMENT * * 03 REPLACED THERMOSTAT * * COMMENT * * INVOICE TOTAL : 1 , 050 . 70 VENDOR TOTAL : 1 , 050 . 70 HOVINPIT MOVING PIT STOP 21549 03 /26/ 09 01 GR ROTARY PORT - O- LET 79 - 650 - 62 - 00 - 5445 04 / 23 / 09 10 . 00 PORTABLE TOILETS INVOICE TOTAL : 10 . 00 VENDOR TOTAL : 10 . 00 ITHALJ JOHN ITHAL 032809 03 /28 / 09 01 REFEREE 79 - 650 - 50 - 00 - 5150 04 / 23 / 09 175 . 00 SALARIES - INSTRUCTOR CONTR INVOICE TOTAL : 175 . 00 VENDOR TOTAL : 175 . 00 JTHOMAS J THOMAS 0558288 - IN 02 / 18 / 09 01 TRIMMER GUARD 79 - 610 - 62 - 00 - 5408 04 / 23 / 09 10 . 31 MAINTENANCE - EQUIPMENT INVOICE TOTAL : 10 . 31 VENDOR TOTAL : 10 . 31 DATE : 04 / 15 / 09 UNITED CITY OF YORKVILLE PAGE : 4 TIME : 10 : 26 : 58 DETAIL BOARD REPORT ID : AP441000 - W0W INVOICES DUE ON/BEFORE 04 / 23 / 2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . 0 . # DUE DATE ITEM AMT - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - KCRECORD KENDALL COUNTY RECORD 508 03 /31 / 09 01 HEALTH BEAT DISPLAY ADS 80 - 000 - 62 - 00 - 5603 04 /23 / 09 295 . 00 PUBLISHING/ADVERTISING INVOICE TOTAL : 295 . 00 VENDOR TOTAL : 295 . 00 KONICAMI KONICA MINOLTA BUSINESS 212057530 03 / 30 / 09 01 COPIER CHARGES 80 - 000 - 62 - 00 - 5410 04 / 23 / 09 56 . 46 MAINTENANCE - OFFICE EQUIP . INVOICE TOTAL : 56 . 46 VENDOR TOTAL : 56 . 46 MAYR RYNE MAY 032809 03 /28 / 09 01 REFEREE 79 - 650 - 50 - 00 - 5150 04 /23 / 09 100 . 00 SALARIES - INSTRUCTOR CONTR INVOICE TOTAL : 100 . 00 VENDOR TOTAL : 100 . 00 MENLAND MENARDS - YORKVILLE 98167 03 /23 / 09 01 PLIERS 80 - 000 - 62 - 00 - 5416 04 /23 / 09 3 . 99 MAINTENANCE - GENERAL INVOICE TOTAL : 3 - 99 98344 03 / 24 / 09 01 HOOK & EYE 79 - 610 - 62 - 00 - 5417 04 / 23 / 09 0 . 93 MAINTENANCE- PARKS INVOICE TOTAL : 0 . 93 98591 03 / 25/ 09 01 TOWEL BAR 80 - 000 - 62 - 00 - 5416 04 / 23 / 09 6 . 99 MAINTENANCE - GENERAL INVOICE TOTAL : 6 . 99 98779 03 / 26 / 09 01 PREMIXED CONCRETE MIX 79 - 610 - 62 - 00 - 5417 04 /23 / 09 39 . 68 MAINTENANCE- PARKS INVOICE TOTAL : 39 . 68 DATE : 04 / 15 / 09 UNITED CITY OF YORKVILLE PAGE : 5 TIME : 10 : 26 : 58 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 04 / 23 / 2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT MENLAND MENARDS - YORKVILLE 99835 03 / 31 / 09 01 REPAIR ADHESIVE 80 - 000 - 62 - 00 - 5416 04 / 23 / 09 2 . 00 MAINTENANCE- GENERAL INVOICE TOTAL : 2 . 00 VENDOR TOTAL : 53 . 59 NANCO NANCO SALES COMPANY , INC . 6147 03 / 27 / 09 01 PAPER TOWELS , GARBAGE BAGS , 79 - 650 - 62 - 00 - 5408 04 / 23 / 09 127 . 78 MAINTENANCE SUPPLIES 02 CLEANER * * COMMENT * * INVOICE TOTAL : 127 . 78 VENDOR TOTAL : 127 . 78 ORIENTAL ORIENTAL TRADING CO INC 630744578 - 01 03 /24 / 09 01 EASTER EGGS , STICKERS , STRAWS 79 - 650 - 65 - 00 - 5803 04 / 23 / 09 17 . 97 PROGRAM EXPENSES 02 EASTER EGGS , STICKERS , STRAWS 80 - 000 - 65 - 00 - 5803 41 . 45 PROGRAM EXPENSES INVOICE TOTAL : 59 . 42 VENDOR TOTAL : 59 . 42 ORRK KATHLEEN FIELD ORR & ASSOC . 12806 - PR 04 / 01/ 09 01 LEGAL MATTERS 79 - 610 - 62 - 00 - 5445 04 /23 / 09 1 , 644 . 25 LEGAL EXPENSES INVOICE TOTAL : 1 , 644 . 25 VENDOR TOTAL : 1 , 644 . 25 R0000G68 COLLEEN SIMPSON 53452 04 / 03 / 09 01 CLASS CANCELLATION DUE TO 79 - 650 - 65 - 00 - 5841 04 / 23 / 09 104 . 00 PROGRAM REFUND 02 RELOCATION * * COMMENT * * INVOICE TOTAL : 104 . 00 VENDOR TOTAL : 104 . 00 DATE : 04 / 15 / 09 UNITED CITY OF YORKVILLE PAGE : 6 TIME : 10 : 26 : 58 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 04 / 23 / 2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT R0000669 BILL ROBERTS 53954 04 / 13 / 09 01 MEMBERSHIP CANCELLATION 80 - 000 - 65 - 00 - 5842 04 /23 / 09 236 . 00 MEMBERSHIP REFUNDS INVOICE TOTAL : 236 . 00 VENDOR TOTAL : 236 . 00 WEEKSB WILLIAM WEEKS 032809 03 /28 / 09 01 REFEREE 79 - 650 - 50 - 00 - 5150 04 / 23 / 09 125 . 00 SALARIES - INSTRUCTOR CONTR INVOICE TOTAL : 125 . 00 VENDOR TOTAL : 125 . 00 WHOLTIRE WHOLESALE TIRE 128590 04 / 02 / 09 01 TIRE REPAIR 79 - 650 - 62 - 00 - 5409 04 / 23 / 09 15 . 00 MAINTENANCE-VEHICLES INVOICE TOTAL : 15 . 00 VENDOR TOTAL : 15 . 00 YORKACE YORKVILLE ACE & RADIO SHACK 124895 03 /24 / 09 01 WASHER , TOOLS , CLOTH PLUMBER 80 - 000 - 62 - 00 - 5416 04 /23 / 09 10 . 87 MAINTENANCE - GENERAL INVOICE TOTAL : 10 . 87 VENDOR TOTAL : 10 . 87 YORKNAPA YORKVILLE NAPA AUTO PARTS 872209 03 / 25 / 09 01 CARE CHOKE CLEANER 79 - 610 - 62 - 00 - 5417 04 / 23 / 09 4 . 58 MAINTENANCE- PARKS INVOICE TOTAL : 4 . 58 VENDOR TOTAL : 4 . 58 TOTAL ALL INVOICES : 8 , 053 . 35 DATE : 04 / 15 / 09 UNITED CITY OF YORKVILLE PAGE : 1 TIME : 10 : 29 : 03 DETAIL BOARD REPORT ID : AP441000 . WOW INVOICES DUE ON/BEFORE 04 /23 / 2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P . O . # DUE DATE ITEM AMT - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - WALRCUST WALKER CUSTOM HOMES , INC . I ,V�'\/ "-9b o YPD 0509 04 / 02 / 09 01 MAY 2009 LEASE PAYMENT 80 - 000 - 62 - 00 - 5432 04 / 23 / 09 17 , 500 . 00 LEASE PAYMENT INVOICE TOTAL : 17 , 500 . 00 VENDOR TOTAL : 17 , 500 . 00 TOTAL ALL INVOICES : 17 , 500 . 00 Reviewed By: Agenda Item Number YDR Parks ❑ Recreation ❑ PARKS B RECREATION Director M City Administrator ❑ Tracking Number P Legal ❑ wusa Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Hoover Intergovernmental Agreement - Update Agenda Date: April 23, 2009 Synopsis: See attached memo. Action Previously Taken: Date of Action: N / A Action Taken: Item Number: Type of Vote Required: N / A Action Requested: Discussion Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum Y°RK To: Park Board From: Bart Olson, Interim Director of Parks and Recreation PARKS & RECRMA DN CC: Date: April 17, 2009 Subject: Hoover Intergovernmental Agreement - Update ronnm�e xa6tutRUnMavuNm As discussed at the last Park Board meeting, the City voted on the Forest Preserve District's offer for termination of the intergovernmental agreement for use of the Hoover Forest Preserve. Attached is a copy of that resolution. No terms of the offer were changed during the City Council meeting. The City Council did vote to clarify that item four of the terms was only a waiver of water and sewer connection fees, not a commitment to build the water and sewer lines for connection. In order for the agreement to be terminated, the Forest Preserve must vote on the terms at their April 21" board meeting, and subsequently pay the City $765,000 before April 30 Ib. State's Attorney Weis indicated at the City Council meeting that the board intends to vote on the offer, and would likely approve it. The Forest Preserve meeting is at 9 am at the County Office Building on 111 W Fox Street in Yorkville. I will not be at the Forest Preserve meeting because I am required to be at the Fox Moraine landfill appeal hearings, which also start at 9 am. STATE OF ILLINOIS } ) ss. COUNTY OF KENDALL )" Resolution No, 2009-J '. RESOLUTION REGARDING THE HOOVER FOREST PRESERVE WHEREAS, the United City of Yorkville, Kendall County, Illinois (the "City ') and the Kendall County Forest Preserve District (the "District") entered into An Intergovernmental Agreement concerning the Hoover Outdoor Education Center Property on November 9, ' 2004 (the "Agreement") for the purpose of establishing their respective interests concerning the acquisition and cooperative use of certain real estate known as the "Hoover Outdoor Education Center" (the '`Property") which was owned by the Chicago Area Council, Inc. Boy Scouts of America; and, WHEREAS, pursuant to the Agreement, the District and the City agreed to work collectively to obtain the necessary funds to purchase, operate and maintain the Property and upon acquisition, the District would bear the responsibility for the operation and maintenance of a certain portion of the Property (as identified therein) as passive recreational areas and the City would bear the responsibility for the operation and maintenance of 'a certain portion of the Property (as identified therein) as active recreational areas; and, WHEREAS, it was agreed by the District and the City that upon acquisition said parties would enter into a long-term lease or comparable agreement for the allocation of active and passive uses of the Property; and, WHEREAS, the District and the City further agreed that the Property would be annexed into the City, and the City Police Department would provide police protection to the Property, the City would provide, maintain and service the sanitary and water systems, and the parties would share the costs of construction and maintenance of common area infrastructure improvements, based upon usage, excluding sanitary sewer and water improvements; and, WHEREAS, it was also agreed that the District and the City would cooperate in the design and implementation and integration of architectural standards, uniform signage, lighting and other aesthetic material in an effort to maintain a uniform appearance through the Property; and, WHEREAS, the District and the City acknowledged that while the use of the Property was for the benefit of Kendall County in the entirety, the City's Department of Parks and Recreation and the City's Residents would be entitled to preferential status in the scheduling of the areas operated, maintained' and managed by the City so long as the notification requirement of the District and the City's Reservation Policies were satisfied; and, WHEREAS, the District and the City have held numerous meetings over the years to implement the terms of the Agreement, however, the District has refused to cooperate or permit the City to be involved in the planning of improvements to the Property for its future use; and, WHEREAS, despite the fact that pursuant to the Agreement, the City provided funds to help with the acquisition of the Property, and despite the written terms of the Agreement; said parties have not been able to come to an understanding as to the long term use of the Property due to the District's unwillingness to permit any portion of the Property to be used as an active recreational area; and, 2 WHEREAS, the City has threatened legal action against the District for its unwillingness to abide by the terms of the Agreement, however, the City now believes it is in the best interest of its citizens to consider an offer made by the District of certain terms as hereinafter stated in order to avoid the costs of litigation and to proceed to use its resources to create recreational areas which respond to the requests of its residents: NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, that the offer of the Kendall County Forest Preserve District to terminate the Agreement and deliver to the City the following items of consideration is hereby accepted: L On or before Aprrl 30, 2009, the District returns all funds paid by the City including interest in a total amount of $740,000.00; ' 2. The District grants an exclusive perpetual 30 foot utility easement along Fox Road and a temporary construction easement of t 00 feet in width upon receipt of plans and specs for the construction of its City's water and sewer systems; 3. On or before April 30, 2009, the District reimburses the City $25,000.00 for the administrative and legal costs it has incurred in connection with its efforts to implement the terms of the Agreement; and, 4. The City shall waive the City's fees as charged in connection with the hook hp of sewer and water to She Property at two locations when the City' s sewer and water systems are available to serve the Property. 3 Passed by the City Council of the United City of Yorkville, Kendall County, Illinois, this Itj dayof -APRIL, A.D. 2009. ROBYN SUTCLIFF ' _ JOSEPH BESCO _ ARDEN JOE PLOCHER WALLY'-WERDERICH 4 _ GARY GOLINSKI Yl MARTY MUNNS `, yl ROSE SPEARS u BOB ALLEN APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this t!'{ day of kPR ! i, A.D. 2009: Mayor Attest: Oil- R, �Y DEPu-Tf City Clerk --- 4 Reviewed By: Agenda Item Number 1'oRl(V(LLE Parks Recreation pARKs & ftE•cNREAT?sIXd. Director ■ City Administrator ❑ Tracking Number Legal ❑ �NWP1All&Xi Human Resources F-1 MdMLLF H.gLS6AR8U Police ❑ Park Board Agenda Item Tracking Document Title: Athletic Field Policy Revision Agenda Date: April 23, 2009 Synopsis: See attached memo. Action Previously Taken: Date of Action: N / A Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Approval Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum ItY°RKuE To: Park Board MFrom: Bart Olson, Interim Director of Parks and Recreation PARKS & RECRe TTCX4 CC: Date: April 17, 2009 Subject: Athletic Field Policy — Revision mumu� xsnstwttwna The Athletic Field Policy was last revised on January 27, 2009 by the City Council. Since then, the staff has recommended and implemented some further revisions. These revisions include the elimination of one tournament rental package, the amendment of the refund section, the amendment of soccer field prep fees, and changes to the format of the policy (for ease of use). The tournament rental package is being eliminated due to low demand, and for ease of staff use in scheduling tournament reservations. The changes to the refund section are: Current policy: 100% refund with two weeks notice 0% refund with less than two weeks notice 50% refund for cancellation due to inclement weather Proposed policy: 100% refund with eight weeks notice 50% refund with less than eight weeks and more than two weeks notice 0% refund with less than two weeks notice 50% refund for inclement weather, with notice The changes to the soccer field prep fees are: Current policy: Weekday $30 Weekend $40 Proposed policy: Initial Layout $ 175 Weekly maintenance fee for large fields $ 100 Weekly maintenance fee for medium fields $80 Weekly maintenance fee for small fields $60 I have attached three documents for your use in considering the amendments. The first is the clean copy of the proposed policy (document 1). The second is the track changes copy of the proposed policy (document 2). The third is the clean copy of the introductory memo and policy that was approved by City Council (document 3). Staff recommends approval of this revision to the Athletic Field Policy. UNITED CITY OF YORKVILLE C `2Gtn PARKS AND RECREATION DEPARTMENT ATHLETIC FIELD RESERVATION 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 which are located within the United City of Yorkville. 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 and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into Category B. Category F Business or corporations which are located outside of 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. 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 Resident groups (groups with 80% or more United City of Yorkville residents) shall be given priority over non-resident groups. The 80% residency requirement shall be calculated based on the total number of people using the field. {� 1 Q Approved by Park Board DATE lJ Q (. .# ` 1 U Q 1 Approved by City Council DATE 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. 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 Schedule - beginning Dec. lst (due from YYBSA by Nov. 30a ) 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. 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 Dec. 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 Approved by Park Board DATE Pie 2 Approved by City Council DATE 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. Major Tournaments Deadline Athletic field reservation requests for major tournaments shall be submitted beginning Dec. 1 st. Major tournaments shall include, but are not limited to, national, regional and state tournaments. Small Tournaments Deadline Athletic field reservation requests for small tournaments shall be submitted in writing at least forty five (45) days prior to the tournament date, with a response from the Park and Recreation Department guaranteed at least thirty (30) days prior to the tournament date. Small tournaments shall include, but not limited to, city-wide or county tournaments. Special Requests Deadline Any special tournament requests for any variances shall be submitted in writing along with the athletic field reservation request. Special tournament requests shall include, but are not limited to, use of field lights, fundraising activities, 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. 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. s 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. (� ((�� Approved by Park Board DATE lX1C. ' 1{0��Q. 3 Approved by City Council DATE • No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and privileges immediately. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff. • Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Damage or excessive litter may result in a loss of privileges and use. • Groups may not use the fields or parks when the weather conditions are dangerous or when the field conditions are not acceptable. All groups must adhere to the inclement weather practice for field conditions; (no standing water, saturated turf conditions, or times when safety is a concern). • Groups must adhere to all city ordinances, policies and procedures when using the facilities, parks and fields. (Sign Ordinance, Building Rental Policies, Lightening Prediction Policy, and weather warning alarm system, and any other city guidelines that pertain to the use of City Owned property). • When ball field lights are utilized, a park and recreation department employee, tournament director, or the representative of a private rental, will be the designee for acquiring the key for the electrical box and turning lights on and off according to posted instructions and for unlocking and locking the bathrooms. The use of lights will require the payment of a fee to offset electrical costs. In addition, a refundable deposit may be required prior to the beginning of the season or event, which can be forfeited for unauthorized or inappropriate use of the lights. Lights may not be on past l OPM Sun. — Thurs., 10:30PM Fri., Sat. 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 Approved by Park Board DATE � P(,)P. [4 Approved by City Council DATE 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. Tournament Fees shall be paid in full at the time of written request to secure the dates. 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 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. G. Refund of Tournament Fees A tournament is considered one entity even though it may span multiple days. Approved by Park Board DATE �OL PGRQ. 5 Approved by City Council DATE J To receive a full refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least eight weeks prior to the date reserved. To receive a 50 percent refund of the tournament package the group or individual must provide written. notification of cancellation to the Parks and Recreation Department at least two weeks prior to the date reserved. To receive a fifty percent refund due to possible inclement whether the group or individual must provide written or verbal notification of cancellation to the Parks and Recreation Department by 4:00pm the day prior to the date reserved, for a multiple day tournament this would be the first day of the tournament. No refunds after the reserved day has arrived. 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 organization which are located within the United City of Yorkville 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 and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into Category B . Category F Business or corporations which are located outside of the United City of Yorkville boundaries. DAILY FEES : (per field use) Ctg A Ctg B Ctg C Ctg D Ctg E Ctg F 0-2 hours $ 10.00 $ 10.00 $20.00 $30.00 $40.00 $40.00 2-4 hours $15.00 $ 15.00 $25.00 $40.00 $50.00 $50.00 4-6 hours $20.00 $20.00 $30.00 $45.00 $60.00 $60.00 6-8 hours $25.00 $25.00 $35.00 $50.00 $70.00 $70.00 Fees are based on a "per field basis" without usage of lights. PREPARATION OF FIELDS FEES 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 L Approved by Park Board DATE 1 ��4(`,Q, 6 Approved by City Council DATE J Weekly Maintenance Fees: Large Field (100 yds by 70 yards or 80 yds by 50 yards) . . . . . . . . . ...$ 100 Medium Field (60 yds by 40 yds or 45 yds by 30 yds) . . . . . . . . . . . . ...$80 Small Field (35 yds by 25 yds or 30 yds by 20 yds) . . . . . . . . . . . . . . . ...$60 LIGHTS FEES Weekday or weekend - Minimum $45 fee for first hour, $30 for each additional hour per field SPECIAL USE FEES Water access fee - $20 Electrical access fee.- $20 Must supply your own extension cords. Please reference the concession stand / vendor operation policy for special use request and tournaments. SEASONAL / LONG TERM USE FEES: To be determined for each organization and the requests, per Athletic Reservation Fee Schedule. TOURNAMENT FEES Baseball/ Softball Fields — Weekend Tournament Fees PACKAGE 1 Tournament Rental Fee - $850.00 Includes: • Lights at Bridge Park Fields (available from 6:OOpm to 10:00pm each night) • Rental Time: Friday 4:OOpm through Sunday 10:00pm. • 3 Fields • Fields will be prepared and lined each morning Friday, Saturday, and Sunday. • Field will be dragged and lined before championship game. • Hours may be flexible with approval from the Recreation Dept. • Games will not start before 9:00 am. • Additional field may be available for additional fee ($250.00 per field). Approved by Park Board DATE 7 Approved by City Council DATE APPLICATION FORM ATHLETIC FIELD 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 15`b Tournament Reservations - begins Dec. 1" Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into Category B. Category F Business or corporations which are located outside of the United City of Yorkville boundaries. Group or Individual Name Contact Person: Address Home Phone: Work Phone: Email 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: 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. The team roster(s) with addresses and signed waiver forms from each player or guardian. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ONE ME 00 an a ME 20000 Non MEN MEMO OFFICIAL USE Addition information requested Reservation Amount Deposit amount Date of Request Date Received Staff Initials Approved / Denied Refund Requested Field(s) Assigned �� I ��5QL 8 UNITED CITY OFYORKVILLE PARKS AND RECREATION DEPARTMENT ( ( L ATHLETIC FIELD RESERVATION POLICY O 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 Cate(.!ories I -- - --- --- Deleted: ¶ Category A Government and non-profit organizations which are located within the United City of xsNr•AU enxscoxres Yorkville. Category B Private groups and individuals which are comprised ofat least 0X%United City of ,.- Deleted: predominately Yorkville residents. Delerea: ) Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into Category B: _ - Delerea: rsePhaou.ioalelY .a:iaeai Category F Business or corporations which are located outside of the United City of Yorkville classification 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. 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 Resident groups (groups with 80% or more United City of Yorkville residents) shall be given priority over non-resident groups. The 80% residency requirement shall be calculated based on the total number of people using the field. Ann oved by Park Board D ATF. OC1(,., Z PCq(/�t✓1 ,4Ppmved by City Counml DATE �vJ 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. 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 Schedule - beginning Dec. 1" (due from YYBSA by Nov. 301°) 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. TOURNAMENT ATHLETIC FIELD RESERVATION --- -- - ----- - {Formatted: Underline ------------------ - --- ------------- 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 Dec. 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 _ ..-- Deleted: oAd the items listed below, Any violation of these policies can impact the current and future uses of all Deleted: e=YOR'SCVVILLE S AND PROCF 1'HE UNITELLE PAR KS, FIES. Appiy_ved bid Pgjl Board DATE C t� P(`�Fye 2 Approved by City Council DATE J 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. Major Tournaments Deadline --- Deleted: A. . MAJOR Athletic field reservation requests for major tournaments shall be submitted beginning Dec. 1st. TOURNAMENTS , Major tournaments shall include, but are not limited to, national, regional and state tournaments. Small Tournaments Deadline _ - Deleted: D. SMALL . .. . . . . . . --- -- - TOURNAMENTS Athletic field reservation requests for small tournaments shall be submitted in writing at least forty five (45) days prior to the tournament date, with a response from the Park and Recreation Department guaranteed at least thirty (30) days prior to the tournament date. Small tournaments shall include, but not limited to, city-wide or county tournaments. Special Requests Deadline Delerea: c. _ sPECIALREOUESrs 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, 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. Deleted: I GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF D. PROCEDURE¶ Written requests for tournament athletic YORKVILLE PARKS, FIELDS AND FACILITIES field reservations and special requests shall be submitted to the Recreation Deparnnent according to the deadlines • No equipment or permanent signage will be added or installed to the park without the listed above. m addition, certificate of lpermission of the United City of Yorkville Park and Recreation Department. insurance, team rosters and signed waiver P forms for each player participant shall be submitted to the Recreation Department • No ball hitting or pitching into fences or dugouts is allowed, with the exception of light weight at least one week prior to the tournament date. Athletic field reservationrequests plastic practice balls. shall be approved by die Recreation Department. Special tournamen==t use requests shall be approved by die Park • Each party will report any damage and or maintenance concerns to the park department Hoard.¶ immediately. The group or organization requesting the use of the fields for tournament use is • Coordination of work involving the park department staff or use of the equipment will responsible for all participant and players conduct while on the fields, park, generally require a two-week notice, for scheduling purposes. surrounding areas including parking lot. All players attending a tournament or other uses of the addetic fields should • Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed on the addicts to the GENERAL POLICIES fields proper. AND PROCEDURES FOR USE OF P P THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND • All requests for use of fields, or arks must be in writing. FACILITIES. Any violation of these q P \ ) g policies can impact the current and homes uses of all City fields and/or facilities. • Each group must complete a checklist ensuring that the fields are in acceptable condition after Furthermore, the group assumes all responsibility for the repair or their scheduled use. This form must be turned into the Park and Recreation Department at the replacement of damage as a result of end of the season or maintenance obligation. misuse of the field, equipment or park amenities. I • 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. ((�� App,inved by_lyrk Ho a rd DATE I...k�C, z. �o.A23 Aonmoved by atv Council DATE J • No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and privileges immediately. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff. • Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Damage or excessive litter may result in a loss of privileges and use. • Groups may not use the fields or parks when the weather conditions are dangerous or when the field conditions are not acceptable. All groups must adhere to the inclement weather practice for field conditions; (no standing water, saturated turf conditions, or times when safety is a concern). • Groups must adhere to all city ordinances, policies and procedures when using the facilities, parks and fields. (Sign Ordinance, Building Rental Policies, Lightening Prediction Policy, and weather warning alarm system, and any other city guidelines that pertain to the use of City Owned property). • When ball field lights are utilized, a park and recreation department employee, tournament director, or the representative of a private rental, will be the designee for acquiring the key for the electrical box and turning lights on and off according to posted instructions and for unlocking and locking the bathrooms. The use of lights will require the payment of a fee to offset electrical costs. In addition, a refundable deposit may be required prior to the beginning of the season or event, which can be forfeited for unauthorized or inappropriate use of the lights. Lights may not be on past IOPM Sun. — Thurs., 10:30PM Fri., Sat. 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 Appravedbvhrk BaaNDA'IF. W( ��G� 4 A , ved i•A Council D ATE JJ 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. Tournament Fees shall be paid in full at the time of written request to secure the dates. 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 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 (3 0) days following the event, program or league. G. Refund of Tournament Fees A tournament is considered one entity even though it may span multiple days. Aonroved by Park Bgeid DArE �` 1 ��+ 5 (ApwovdhyXA Couvcil DAME To receive a full refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least eight weeks prior to the date reserved. To receive a 50 percent refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least two weeks prior to the date reserved. To receive a fifty percent refund due to possible inclement whether the group or individual must provide written or verbal notification of cancellation to the Parks and Recreation Department by 4:OOpm the day prior to the date reserved, for a multiple day tournament this would be the first day of the tournament. No refunds after the reserved day has arrived. ATHLETIC FIELD RESERVATION POLICY ,ATHLETIC FIELD RESERVATION FEES ,--- Deleted: Fiscal rear aoos-zoos9 j 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 organization which are located within the United City of Yorkville Category B Private groups and individuals which are comprised oat least_ 80% United _City_ of -,-- `Deleted: predominately Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into Category B„ Deleted: the peedonainately resident - - ' - - classifica[ioay Category F Business or corporations which are located outside of the United City of Yorkville (Category Bl. boundaries. DAILY FEES: (per field use) Ctg A Ctg B Ctg C Ctg D Ctg E Ctg F 0-2 hours $10.00 $ 10.00 $20.00 $30.00 $40.00 $40.00 2-4 hours $15.00 $15.00 $25 .00 $40.00 $50.00 $50.00 4-6 hours $20.00 $20.00 $30.00 $45.00 $60.00 $60.00 6-8 hours $25.00 $25.00 $35.00 $50.00 $70.00 $70.00 Fees are based on a "per field basis" without usage of lights. PREPARATION OF FIELDS FEES Baseball / softball field prep — includes bases, fine dragging and lining (one prep per day). Weekday $35.00 per day per field Weekend $45.00 per day per fie]d Soccer field prep - includes nets, lining of the field Initial Layout Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .... 17 .00 Approved by Fuk Board DATE '"� R rn 6 ApFSpsePw City Couml DA'Ir (� (� � l°1` Weekly Maintenance Fees: Lame Field (100 yds by 70 vards or 80 vds by 50 yards). . . . . . . . . ...$ 100 Medium Field (60 vds b} 40 vds or 4S vds by 30 vds) . . . . . . . . . . . ...$80 Small Field (35 vds by 25yds or 30 yds by 20 vds). . . . . . . . . . . . . ....$60 Deleted: Weekday . $3011 LIGHTS FEES . weekend - sap Weekday or weekend - Minimum $45 fee for first hour, $30 for each additional hour uer field SPECIAL USE FEES Water access fee - $20 Electrical access fee,-- 20 Must_supply your own extension cords. Deleted: or electrical ace eaa $zo.00 additiova] Please reference the concession stand / vendor operation policy for special use request and tournaments. SEASONAL if LONG TERM USE FEES: To be determined for each organization and the requests, per Athletic Reservation Fee Schedule. TOURNAMENT FEES, Deleted: ;q 2009 Baseball/ Softball Fields — Weekend Tournament Fees PACKAGE LToulnament Rental Fee - $850.00 - _ - - --- - - ------- Deleted: 2$ lDeleted: Rental Includes: • Lights at Bridge Park Fields (available from 6:00pm to 10:00pm each night) • Rental Time: Friday 4:00pm through Sunday I0:00pm. • 3 Fields • Fields will be prepared and lined each morning Friday, Saturday, and Sunday. • Field will be dragged and lined before championship game. * Hours may be flexible with approval from the Recreation Dept. Deleted: PACKAGE 21 an Games will not start before 9:00 am. Rental Fee s1300.00T $ * Additional field may be available for additional fee ($250.00 per field). mchrdes:1 <#>Lights at Bridge Park Fields (available Gom 6;00pm to 10:00pm each night)¶ --- <#>Rental Time: Friday 4:00pm through Sunday 10;00pm.$ <0>3 Fields$ <0>Fields will be prepared and Ivied each morning Friday, Saturday, and Sunday.¶ <#>Fields will be spot checked between games with home plate,pitchers mound and first plate being filled, raked, and tanped.T <#>Chalk lines around barters box will be touched up ifnecessary.T <#>Every other game field will be dragged and lined.T <#>Field will be dragged and lined before championship game. T Hours may be flexible with approval from the Recreation DeptT • Ganes will not start before 9:00 am.$ • Additional field may be available for additional fee ($250.00 per field).$ Approved by Park Broad DATE 7 Apprw=vdbyQflY-Council DA"rE APPLICATION FORM ATHLETIC FIELD 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 15's Tournament Reservations - begins Dec. I" Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of at least 80%—United City of oeietea: predommately t Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into Category B. — — _ _ _ ----------- ---- _-------- neieted: We predomina�ety �esfdent 9 Category F Business or corporations which are located outside of the United City of Yorkville etassf6ca�ion t 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: 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. 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 DZ I'dgJ2.8 UawmOr *03 i ® �frb Reviewed By: Agenda Item Number Legal ❑ ��. �� E r rsr. { sas Finance ❑ Engineer ❑ Tracldng Number City Administrator ❑' �j5 rav W Consultant ❑ C oc) LLB dad Agenda item Summary Memo Title: Athletic Field Use Policies and Procedures Meeting and Date: City Council, ; January 27, 2009 Synopsis: Revisions to city's athletic field use policies and procedures for 2009. Council Action Previously Taken: Date of Action:? Action Taken: Item Number: Type of Vote Required: Council Action Rcqucsted:, Approval of revisions. Submitted by: Dave Mogle, Director of Parks and Recreation Name Department Agenda Item Notes: See attached memo a��p car 0 United City of Yorkville Memo 800 Game Farm Road EST 1836 Yorkville, Illinois 60560 Telephone: 630-553 -4350 Fax: 630-553-7575 ALE January 22, 2009 To: City Council From: Dave Mogle, Director of Parks and Recreation Subject: Athletic Field Use Policies and Procedures The city's athletic field use policies and procedures are evaluated annually prior to Spring and Summer athletic use. The policies and procedures govern the use of city athletic fields by many groups. Each year the policies and procedures are adjusted in order to address new uses and/or` changing conditions. I have noted the changes proposed for 2009. Page 4, 6s' bullet point — added "or facilities" to cover facilities other than ball fields ie. disc golf. Added the sentence on leagues, tournaments, and events to be approved by parks and recreation dept. This coincides with new disc golf policy approved by Council last summer. Page 4, 8b bullet — added "facility" for same reason as above. Page 4 lOt" bullet - added "immediate revoking of use privileges" to coincide with disc golf policy Page 4, 13 6'`bullet — added the new sentence on "loud, obnoxious behavior" which is consistent with the disc golf policy. Page 4, bullet — added the new sentence on "close proximity to residential dwellings..'.respectful of neighbors" which is consistent with the disc golf policy. Page 8 — added a sentence that approves the "establishment of (long term) Use/Maintenance Fees for youth organizations who are party to a cooperative agreement with the City. 'this gives the ability, with Council approval, to set maintenance fees similar to the "per player fee recently approved in the YYBSA agreement Page 9 — Tournament Fees — Increased "Premier Package" tournament fee from $900 to $1,300 which allows for several field preps through the entire day. Increased Basic package fee from $600 to $850 which includes one prep prior to the first game and one before the championship game. Lights are included in both packages. A limited package, that used fewer fields, was dropped because few rentals chose this limited option last season. The revised athletic field use policies and procedures were approved by the park board at its November 13, 2009 meeting and recommended it be sent on to City Council. STATE OF ILLINOIS )ss COUNTY OF KENDALL ) RESOLUTION NO. 2009- 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 forni 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 day of A.D. 2009, CITY CLERK ROBYN SUTCLIFF JOSEPH BESCO GARY GOLINSICI ARDEN JOSEPH PLOCHER WALTER WERDERICH MARTY MUNNS ROSE ANN SPEARS BOB ALLEN Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois; this day of A.D. 2009. MAYOR UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT ATHLETIC FIELD RESERVATION 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. Objective • 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 organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately (at least 80%) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E , Private groups and individuals who do not fall into the predominately resident classification r (Category B). Category F Business or corporations which'are located outside of 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. 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. & Other Resident groups (groups with 80% or more United City of Yorkville residents) shall be given priority over non-resident groups. The 80% residency requirement shall be calculated based on the total number of people using the field. 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;guardiarr, • 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. Reservation requests shall be approved beginning on the following dates: Spring Season (March — May) March 1st Summer Season (June — August) AprH 15th Fall Season (September — November) July 15"' Tournament Schedule - beginning Dec. ft (due from YYBSA by Nov. 30's) 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. p�l',cr �e�'tslan5 12�-oG 2 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 Dec, 1st for the general public. The scheduling and approval is on a first come, first serve basis. A. MAJOR TOURNAMENTS Athletic field reservation requests for major tournaments shall be submitted beginning Dec. 1st. Major tournaments shall include, but are not limited to, national, regional and state tournaments. B. SMALL TOURNAMENTS Athletic field reservation requests for small tournaments (10 teams or under) shall be submitted in writing at least forty five (45) days prior to the tournament date, with a response from the Park and Recreation Department guaranteed at least thirty (30) days prior to the tournament date. Small tournaments shall include, but not limited to, city-wide or county tournaments. C. 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, 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. D. PROCEDURE Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed above. 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 should adhere to the GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES. Any violation of these policies can impact the current and future uses of all City 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. � 7 - 0 C 3 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, park(s) or facilities must be in writing. Leagues, tournaments, and events must be approved by the Parks and Recreation Department. Each group must complete a checklist ensuring that the fields, park(s) or facilities 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, a1] groups and organizations are requested to use only the area, field, park or facility 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/or immediate revoking of use privileges. ', 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). • Loud, obnoxious behavior and/or profanity among groups using fields, parks and facilities will not be tolerated and may result in immediate revoking of use privileges. • 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 poi (, Reu ib�010 4 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' may not be on past IOPI4 Sun. — Thurs., 10:30PM Fri., Sat. Many of the City's fields, parks, and facilities are in close proximity to residential dwellings. Groups utilizing these recreational features must be respectful of neighbors or risk immediate revoking of use privileges. ATHT.ETIC FIELD RESERVATION FEES A. Establishment T1re 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: I . 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 l 'Z7-Url r ' 5 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. Tournament Fees shall be paid in full at the time of written request to secure the dates. 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 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. - G. Refund of Fees A full or half refund of athletic field reservation fees may be granted for the following reasons: If the group or individual provides written notification of cancellation to the Parks and Recreation Department at least two weeks prior to the date reserved — full. Less than two weeks notice, no refund will be given. If the Parks and Recreation Department staff feels that the athletic field is in unplayable condition and the game is cancelled and cannot be rescheduled —half. The amount of refund is determined when the cancellation occurs. The gaine(s) can be rescheduled for no additional charge. j n ic 95� � Sic7v � Athletic Fees. Attached fee schedule. The fee schedule will be reviewed and adjusted annually based on 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. ATTACHMENT ATHLETIC FIELD RESERVATION POLICY Fiscal Year 2008 —2009 ATHLETIC TIELD 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 organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately (at least 80%) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. DAILY FEES; (Per field use) Ctg A Ctg B Ctg C CtgD Ctg B Ctg F 0-2 hours $ 10.00 $10`00 $20.00 $30.00 $40.00 $40.00 2-4 hours $ 15.00 $15.00 $25,00 $40.00 $50.00 $50.00 4-6 hours $20.00 $20.00 $30.00 $45.00 $60.00 $60:00 6-8 hours $25.00 $25.00 $35.00 = $50.00 $70.00 $70.00 Fees are based' on a "per field basis" without usage of lights. PREPARATION OF FIELDS -additional fee Baseball / softball field prep — includes bases, fine dragging and lining (one prep per day). Weekday $25.00 per day Weekend $35.00 Soccer field prep - includes nets, lining of the field Weekday $30.00 Weekend $40.00 Lights — additional fee Weekday $25.00 per hour per field Weekend $25.00 per hour per field @ut ,Cr �QdISi 9 h� 1 -Z�-6cl 7 SPECIAL USE Water or electrical access $20.00 additional. Must supply your own extension cords. Please reference the concession stand / vendor operation policy for special use request and tournaments: SEASONAL (Long Term) USE/MAINTENANCE FEES: To be determined for each organization and based on their requests, per Athletic Reservation Fee Schedule The Parks and Recreation Department may give consideration to the establishment of seasonal (long tern) Use/Maintenance Fees for youth organizations who are party to a cooperative agreement with the City Re%M '( DIAs i -Z7-off s TOURNAMENT FEES : 2009 Baseball/ Softball Fields - Weekend Tournament Fees PACKAGE 1 (Premiere package) Rental Fee $1300.00 Includes: ® Lights at Bridge Fields (available from 6:00pm to 'I0:00pm each night) e Mental Time: Friday 4:00pm through Sunday 10:00pm. O 3 Fields s Fields will be prepared and lined each morning Friday, Saturday, and Sunday. O Fields will be spot checked between games with home plate, pitchers mound and first plate being filled, raked, and tamped. 0 Chalk lines around batters box will be touched up if necessary. e Every other game fields will be dragged and lined. ® Field will be dragged and lined before championship game. * Hours may be flexible with approval from the Recreation Dept. * Games will not start before 9:00am * Additional field.maybe available for additional fee ($250.00 per field). PACKAGE 2 (Basic package) Rental Fee $850.00 Includes: s Lights at Bridge Fields (available from 6:00pm to I0:00pm each night) ® RentaI Time; Friday 4:00pm through Sunday 10:00pm. 3 Fields ® Fields will be prepared and lined each morning Friday, Saturday, and Sunday. ® Field will be dragged and lined before championship game. '. • Hours maybe flexible with approval from the Recreation Dept. • Games will not start before 9:00am • Additional field maybe available for additional fee ($250.00 per field). No package 3 it cost as much as package 2 the only difference is one less field prep. ( - Z7-v ) APPLICATION FORM ATHLETIC FIELD RESERVATION UNITED CITY OFYORKVILLE PARKS AND RECREATION DEPARTMENT Reservation requests shall be approved beginning on the following dates: Spring Season (March -May) March Ist Summer Season (June — August) April lath FallSeason(September -November) July 15°i Tournament Reservations - begins Dec. I't Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non-profit organization which are located within the United City of Yorkville. Category B, Private groups and individuals which are comprised of predominately (at least 800/0) United City of Yorkville residents, Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F 'rr Business or corporations which are located outside of the United City of Yorkville boundaries. Group or Individual Naive 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: 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. The team roster(s) with addresses and signed waiver forms from each player or guardian. amevmveme my vvvvmdevvvvevv ® vme mamv eevmnv uamemvammvamemee • vmm • vvmm v ® vvv mkmetievmmv • OFFICIAL USE Addition information requested Reservation Amount Deposit amount Date of Request Date Received Staff Initials Approved / Denied Refund Requested Field(s) Assigned ne�rS� Svc� .Z7`�� 10 Reviewed By: Agenda Item Number It 1191 WW\aLLC Parks ❑ Recreation PFRK59 Rec RMA W Director ■ City Administrator ❑ Tracking Number o Legal ❑ Human Resources ❑ MdMLLF Mg66e[piGAMOtelan@i Police ❑ Park Board Agenda Item Tracking Document Title: REC Center Maintenance - Update Agenda Date: April 23, 2009 Synopsis: See attached memo. Action Previously Taken: Date of Action: N / A Action Taken: Item Number: Type of Vote Required: N / A Action Requested: Discussion Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum Y°R To: Park Board Ali From: Bart Olson, Interim Director of Parks and Recreation pARK58 RECREATIaN CC; Date: April 17, 2009 Subject: REC Center Maintenance - Update mwxmu wast¢t¢�rtxcuumun This item was last discussed at the April 9a' Park Board meeting. Staff has attached all photos taken since the meeting, and has attached the roof leak log. Code Official Dettmer is still working on his punch list report at time of packet creation. Ron Walker and I have tentatively set a meeting date on Monday to go over the fire department notice. Upon further review of the notice and the lease agreement, it appears that most of the items are the City's responsibility. Fortunately, many of these appear to be minor issues (posting the fire evacuation plan in certain areas, posting a label on the entrance to the mechanical rooms, ordering spare sprinkler heads for stock in case of emergency). I will give a verbal update on the status of the fire department notice items at the meeting, as Supt. Swithin is out of the office today. Finally, rain and cold weather is forecast over the weekend and through Monday. However, it appears that the weather will cooperate with roof repairs in the middle and end of next week. Ron has contacted the repairman, and expects to have him out one of the days between Tuesday and Friday (depending on the weather). a al - ' { "�� is ' ` w 1 r I! 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IMAGES OF LEAKS IN REC CENTER AS OF 4.10.09 r nu i nunuunuuunuunuuuunrr unn -+^'=°�*° �i�l� � ��_illl�ll�l ll�llblf H111UnIn111,it_NUn111 tllu❑ Image 1 Pool—North 4.6 depth area Ima e 2 Pool North 4.6 ceilin 'till!l it�i I i jjff]]rrtt''��jjfflrrj}}�� , , Ima e 3 Pool—N/W corner 3 ft area Ima e 4 Pool—N/W comer ceilin y x Ima e 5 Wei ht Rm—S/W corner Leak 1 Ima e 6 Wei t Rm—N/W corner 4 leaks Image 7 Studio 1—S/W corner Image 8 Studio 2—Middle of Rm Image 9 Pre School—South Hall -Image 10 Pre School—Middle of Hallway r Ima a 11 Pre School—N/W comer Ima e 12 Cardio b Mach.No. 5 Image 13 Kid'z Club N/E 3 Leaks Ima a 14 Kid'z Club S/W corner Ima a 15 Youth Gym 8 leaks Image 16 Track—N/W corner of track Ima e 17 Lobb Front Desk area Image 18 Youth Gym Storage Rm _ r V 1, die t Ima e 19 Youth G St a Insulation Image 20 Main G N/W corner-wood s Lv Image 21 Main G NB corner-carpet Image 22 Youth Gym 4.14.09 Reviewed By: Agenda Item Number wR Parks ...GGG... Recreation ❑ PARK6 & RUCRw'naJ Director City Administrator ❑ Tracking Number Legal ❑ rommuE nwaw¢auncxovamm Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Haelmer Annexation Agenda Date: April 23, 2009 Synopsis: See attached memo. Action Previously Taken: Date of Action: N / A Action Taken: Item Number: Type of Vote Required: N / A Action Requested: Discussion Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum WRKwLIS To: Park Board LTCFrom: Bart Olson, Interim Director of Parks and Recreation PARrG & RUCR&R1o4 CC: Date: April 17, 2009 Subject: Haehner Annexation NUM a WMT@IAIAW This item is scheduled for a Plan Commission public hearing on May 13`". The property owner is seeking annexation into the City and R-2 zoning, with no development plan. Because the property owner is not seeking a development plan and has no intention to develop the property in the near future, it is not necessary to provide input to the developer on park size or location. Even though it is not necessary, I would still request discussion on park size and location from the Park Board in case the property owner changes their development timeline in the near future. To note, even the land-cash fees do not need to be discussed, as they are deferred until the property is subdivided. The clause within the draft annexation agreement is as follows, and parallel language is included for all City fees in other paragraphs: "City hereby waives any requirement under existing City ordinances that would compel Owner to pay any fee and/or to donate any land pursuant to the school district land cash ordinance and the land cash ordinance for City park purposes at the time of annexation, provided, however, that for each portion of the Subject Property that is covered by a Final Plat of Subdivision that City is called upon to approve, upon such approval City's waiver of the application of the school district land cash ordinance and the land cash ordinance for City park purposes shall terminate as to such platted property." Finally, due to the nature of the discussion and the request, the developer is not likely to attend the Park Board meeting. Legend - O 2008 Land Use Plan �Land Use Classification - I�I Rural Neighborhood u Estate Neighborhood CJ Suburban Neighborhood _Traditional Neighborhood i -Commercial Neighborhood Retail _industrial - ®office/Research O Mixed Use n a Q -Public/Quasi Public Parks/Open Space " Commercial/Office Research Industrial/Office Research " I I I g Subject Property Q I I i I I I I I I I i I I I - fl 2009-05 q o PC The Data is provided without warnsmyoranympr asentatton of N accuracy,timeliness,or completeness,It is the responsibility of the "Requester"to determine accuracy,timeliness,completeness,and Haehner Annexation/Zoning appropriateness efits use.The United City of Yorkville makes no WG0161 warranties,expressed orimplied,to the use of the Data. Ile-Parcel Base provided by Kendall County GIS .� Land Use -Map created by United City of Yorkville GIS s I 1 (� li Y' �, a ''h•:� P :y t _ y, 1 I wi I M" PC 2009-05 The Data isprovided without warranty oranyrepresentation of N accuracy,timeliness,or completeness.It Is the responsibilify of the "Requester"to determine accuracy,timeliness,completeness,and j! HaehnerAnnexation/Zoning appropriateness of suse.TheUnitedCltyofYorkvillemakesno W¢; E warranties,expressed or implied,to the use of the Data. 7G Parcel Data&Aerial Photography provided by Kendall County GIS Aerial View -Map created by United City of Yorkville GIS S Legend / 0 F-1-Floodplain District A-1-AgdcultUral District E-1-Estate Residence District R-1-One Familiy Residence District R-2-One Family Residence District O R-2D-Duplex Two Family District 7Z R-3-General Residence District i®R4-General Residence District ®PUD-Planned Unit Development O-Office District B-1-Limited Business District ° B-2-General Business District ®B3-Service Business District -B-4-Business District p ®M-1-Limited Manufacturing District -M-2-General Manufacturing District I I h I C I I I I I I I I I° Subject Property D - - - - - - - - - - - - - I Q I I I I I I I I I I I I I I I I I I I I I I fl the Data is providedwithout wamntyoranympr esemadon of N PC 2009-05 accuracy,fineliness,or completeness.It is the responsibility o/the "Requester"to determine accuracy,timeliness,completeness,and Haehner Annexation/Zoning appropriateness ofits use.The United City of Yorkville makes no warrant/as,ewprassed or implied,to the use of the Data. -Parcel Base provided by Kenda fl County GIS - Zoning -Map created by United City of Yorkville GIS 5 YORKVILLE PA(2KS A RECREATION PARKS NAMING APPLICATION YORKVILLE PARKS AND RECREATION DEPARTMENT 201 WEST HYDRAULIC STREET - YORKVILLE, IL 60560 PHONE 630-553-4351]7{--�`/F�Apyx 630-553-4360 PERSON COMPLETING APPLICATION BOB A LC CFA) ON BEHALF OF (PERSON OR ORGANIZATION) /vi i yS cz� p2 f��/f .��y---yyyJJJ �'�]� ADDRESS OF PERSON COMPLETING APPLICATION 511 � l l' " F ST J _ JJ ybgjk7 Wt- CE- I L a 6 HOME PHONE NUMBER SYJ ZZ _ Z l 3Y�W]}ORK 6 C/�� EMAIL SUGGESTED NAME 1/ R � � I L 1\ PARK, LOCATION, FACILITY TO BE CONSIDERED FOR NAMING PLEASE EXPLAIN WHY THIS NAME SHOULD BE CONSIDERED (PLEASE USE BACK OF APPLICATION TO ATTACH ADDITIONAL SHEETS IF NECESSARY). MEMBc S Or T71 " AVL t"4MIL4J b(40F IWPC ANY CdNT' I lcbMIJS To YlDe1< UlQE bVW T F VWS . 6M MEW SKF'D FP% F- c 1 r' �JK f 7TR J IJ Ke/004 LC C60ATI-Y kFcogV, Ll -H 2 PDR2 t� 1-�1 /s w 6 �L Y �'attT Y s�CbjeF_ c 7bwN R .V�4 V 'JL S IF NAMING AFTER A PERSON PLEASE VERIFY THAT THE PERSON OR HIS IMMEDIATE SURVIVING FAMILY HAVE BEEN CONTACTED: �C PERSON CONTACTED PHONE NUMBER DATE CONTACTED BY WHOM OFFICIAL USE DATE RECEIVED STAFF INITIALS REQUEST VERIFIED BY STAFF SCHEDULE FOR PARK BOARD REVIEW DATE ACTION CITY COUNCIL DATE ACTION DEDICATION NAME ON SIGNAGE LOCATION OF PARK, FACILITY, BUILDING, THROUGHFARE - Reviewed By: Agenda Item Number fm wR Parks ■ Recreation ❑ PARKS A RECWTION Director ■ City Administrator ❑ Tracking Number Legal ❑ roaimue xasawawnawunvxr Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Staff reports Agenda Date: April 23, 2009 Synopsis: See attached memos. Action Previously Taken: Date of Action: N / A Action Taken: Item Number: Type of Vote Required: N / A Action Requested: Discussion Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum 1vRKU " To: Park Board 1KFrom: Bart Olson, Interim Director of Parks and Recreation PARKS & RECRA CN CC: Date: April 17, 2009 Subject: Weekly Director's Report Y 1) FY 09/10 Budget — The FY 09/10 budget was approved by City Council at the April 14d` meeting. No changes were made at the meeting, which means the last copy of the budget discussed at the April 90' Park Board meeting will be the official budget on May ls`. In the coming months, discussions on our monthly budget reports should take place at the first meeting of every month. I have taken the liberty of scheduling the first discussion in June, for the May 2009 budget report. 2) Bill list — On this week' s bill list is a legal bill from Attorney Orr. As briefly discussed at the last Park Board meeting, much of the work deals with Hoover. The printout of the bill is included within the Park Board members' packets, but is not included in the online packet due to its confidential nature. 3) Future Agenda Items at Park Board — A spreadsheet with future agenda items is attached. Any suggestions for future items can be brought up during the Director's Report, or at any other point during the Park Board meeting. 4) Press Releases and Ads — Community Relations Officer Spies has offered to assist the Parks and Recreation Department with press releases, ads, and feature stories. The tentative goal is to have a feature story on a Parks and Recreation class, event, or promotion every month. These stories do not have an established vehicle (i.e. only the Kendall County Record, or only the website), which will allow us to be creative in how we deliver those stories each month. Our first feature story will be a full-length press release on the golf outing. This story is currently in draft form and will hopefully run in the April 23`d Kendall County Record. Future Park Board Agenda Items Meeting Date Presentations Old Business New Business Staff Reports Additional Business Executive Sessions May 14, 2009 11 . REC Center Maintenance - Update 1 . Park Database Spreadsheet 1 . Director's (written) 2. Revenue Generating Ideas - Update 2. Recreation (written) 3. Parks (verbal) May 28, 2009 1 . Director's (written) 2. Recreation (verbal) 3. Parks written June 11 , 2009 1 . May 2009 Budget Report Discussion 1 . Director's (written) �2. Recreation (written) j 3. Parks (verbal) June 25, 2009 1 . Director's (written) 2. Recreation (verbal) 3. Parks written Memorandum WRKV LLE To: Park Board From: Scott Sleezer Superintendent of Parks PMKS & RecRm'ncxN CC: Bart Olson, Interim Director of Parks and Recreation Date: April 15, 2009 Subject: March 2009 Parks Report Nut 6W6lllW.Np4PIAYW Wheaton Woods The staff moved forward on the Wheaton Woods project by installing four hundred cubic yards of ADA mulch. The wood chip paths are now completed, and the second phase of this project will take place this summer. The second phase of this project consists of pouring a concrete service walk and shelter pad and installing the shelter. Athletic Field Division Baseball Spring Start Up Prepared fields for play by adding clay to fill holes, grading the infields, edging the baselines, resetting the base anchors and adding turface to create a smooth playable infield. Soccer Field Layout Measured and marked outfields for the soccer program and additional users. Beautification Division Spring Bed Cleanup Staff trimmed dead foliage and pruned existing plants at all park sites. Raked and removed all leaves, litter, and debris from plant beds. Playground Division Safety Surfacing Staff visually inspected all of our playgrounds and added over one hundred and twenty cubic yards of playground mulch to various sites. This keeps our playground safety surfacing up to the ADA, CPSC, and ASTM standard for public playgrounds. Turf Division Aeration Staff aerated the turf at all of our park sites and city buildings. Aeration removes a small core of soil and grass allowing moisture and plant nutrients to reach the soil easier by reducing compaction.