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Park Board Packet 2009 08-27-09 Yorkville Parks & Recreation Department Administration Office-201 W. Hydraulic St Yorkville, 1L 60560 630-553-4357 Park Board Meeting Agenda Parks and Recreation Administration Office 7:00 p.m. August 27, 2009 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—Diane Teeling,Ward 4 Alderman Public Comment: Presentations: Approval of Minutes: Park Board—August 13, 2009* Bills Review: Cash Analysis* Bill List* Old Business: Athletic Field Policy Revisions* Fox Hill West Park Naming Request* Jaycee Pond Ownership Park Review—Grande Reserve Parks A and B, Stepping Stones Park and Rotary Park New Business: Advertising on Baseball Fields* YYBSA Agreement for 2010* Code Blue Unit- Update Lease of Riverfront Buildings—discussion* Reports: Director's Report Recreation Report Parks Report Parks Designer Report Additional Business: Executive Session: Adjournment: Next meeting: Thursday, September 10, 2009 *Items needing Board approval or recommendation Yorkville Parks & Recreation Department Administration Office 201 W. Hydraulic St Yorkville, IL 60560 6305534357 Park Board Meeting Agenda Parks and Recreation Administration Office 7:00 p.m. August 'l3, 2009 Call to Order: Ken Koch called the meeting to order at 7:25 pm. Roll Call: Ken Koch--Yes, Debbie Horaz--Yes, Kelly Sedgwick— Yes, Garrick and Gillette— Yes Vickie Coveny- (arrived at 7:34 pm) 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 -- Diane Teeling, Ward 4 Alderman Mayor Valerie Burd George Gilson Jr, Ward 1 Alderman Patrick Kennedy, Resident Public Comment: Patrick Kennedy, resident, noted the many parks in Yorkville that have gone up in the past years. He said the City had done an incredible job developing so many great parks, and brought up his concerns that he has had to travel 40 minutes just to get to a dog park. Kennedy wanted to know what direction the City was going in with regard to the development of a dog park. He felt that having a dog park could be a great revenue generator for the city. Ken Koch said that they had talked about a dog park, and the first dog park would be dedicated to the first canine police dog in Yorkville. The Board reassured Kennedy that they had been considering a great location for a dog park, as was noted by Deb Horaz. Presentations: None Approval of Minutes: Park Board—July 23, 2009* Ken Koch asked for a motion to approve the minutes of July 23, 2009. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List* 1 Deb Horaz asked which areas the ceiling tiles were replaced in. Sue Swithin said some were in studio 1 & 2, the kid's club, and the weight room. Ken Koch asked for a motion to approve the cash analysis and bills list. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was approved by voice vote: Ken Koch -Yes, Debbie Horaz-Yes, Kelly Sedgwick - Yes, Vickie Coveny—Yes and Garrick Gillette —Yes Old Business: Park Review—New Selections Bart Olson asked the Board members to study the following parks for discussion at the August 27th meeting: 1. Grande Reserve Park A 2. Grande Reserve Park B 3. Stepping Stones Park 4. Rotary Park Olson said some of these parks were developed and some were undeveloped. He said that he would email the Board members directions to the parks. Whispering Meadows Caboose Update Scott Sleezer voiced that he was still waiting to get a hold of the right people and said it was taking some time. Deb Horaz said she talked to her neighbor, stating that he had been employed with a company who worked with cranes. Horaz asked this neighbor if his company would be willing to donate their service; she was waiting to hear back from him. Chris Rollins looked into information about getting the caboose moved; Bart Olson hoped to bring back that information to the next meeting. New Business: June 2009 Budget Report Discussion Bart Olson noted the June 2009 budget report included in their packet; he reminded Board members that the bottom line number would be less useful than looking at the individual line items. Olson outlined his memo on the budget report. He pointed out that, at the close of the fiscal year, they would end up with more concession money than they anticipated which was ultimately good for the budget. He said that the concessions had been doing well despite the weather. Olson noted that the golf outing was canceled due to the weather; however, they still made about $3,500. Olson also explained that membership fees were again online for about a straight 1112' of the total year's budget. He said if you take what they budgeted and divide it by 12, we met that number. Olson pointed out the pie chart on the back of his memo, showing expenses for the REC Center for the last year's budget numbers over ten months. 2 Ken Koch asked if they were not meeting their numbers if there was a certain time they could raise the membership fees. Sue Swithin offered that she could at any time raise the fees, but that they may have to face the fact that people may not renew memberships. Swithin called attention to the tough economical time and they too had to remain competitive. Olson said his goal would be to watch the membership numbers month to month, indicating that the numbers were looking good thus far. Deb Horaz wanted to see a comparison on expenses and revenue from last year to this year. Bristol Bay Park A— Concept Plan* Scott Sleezer said this was their newest project and it was located next to the clubhouse in the Bristol Bay subdivision. Sleezer said that Bart was working with the developers to collect the landcash fees. Sleezer said that he and staff were recommending a Circus theme for this project. Sleezer said this would be the first park in Yorkville where children would be able to use their imagination to tame lions, practice their trapeze skills, walk the tightrope, and put on a show under a big top. He noted they would like to have three play structures for ages 2-5, ages 5-12 and swings. He said there was a shelter or shady structure also budgeted for, however they are leaning towards a shade structure because it was cheaper and made of fabric. He passed out a sample of the fabric. Sleezer noted that this was a more modern play area. It was more extreme, with equipment for kids to decide on how to play with it. He said a lot of manufactures had circus playground equipment where kids could play individually or together. Sleezer said that they thought they could get a set of bleachers to go with the stage, rather than using benches under the shade structure, that way it would be like they were watching a stage show. He said that they also felt that they could possibly get some unique and custom trash cans as well as different landscapes to bring the theme of the park together. Sleezer observed that, to go along with the budget, they could save on install of the equipment if they did a community build. He also felt the community could really get something out of it if they did a community build. Sleezer said they sent out their proposal to eight manufactures to get bids and from those bids they would figure out what equipment they would pull from which manufactures. He said they really wanted their ideas. Sleezer reiterated that the diagram he snowed the Board was their ideas and examples of the equipment that they are thinking of. He said they would not know the cost and actually equipment until they get the bids back from the manufactures. Olson explained landcash to the new alderman and how the annexation agreement works within its clauses. Mayor Burd brought up a good point about educating the public on landcash. She said that this money cannot be used on something else. The money comes from the developers to develop these parks and it is not peoples tax dollars. She said lately there has been publicity in the news 3 papers about the City spending frivolous dollars. Mayor Burd noted that it is just a matter of educating people that we just cannot take this money and use it on something else. Sleezer noted that he and Laura Haake were going to teach a session on how to do a public build with Tom from Game Time. They would learn how to lead a community build. Vickie Coveny asked about restrooms at the park. And Sleezer talked about the expenses of building a building versus if it would be acceptable to have portable johns. He said they always consider those for their community parks. Deb Horaz asked if there would be any unforeseen costs with this project such as landscaping they would have to add later. Koch reminded the Board that the numbers Scott put together were just design numbers and the bid numbers coming in would be different. Sleezer said the major costs of the park would be the equipment and that would be a defined number. Horaz said she would like to see a little cushioning with the budget numbers for the park. Sleezer said that he was looking for approval to send the proposed design sketches and ideas to advertise and release an RFP for equipment proposals. He said he would come back with a date for town meeting with Bristol Bay. Sleezer said this would come back to the Board after he received numbers from the manufactures. The Board unanimously approved Sleezer to release his sketches and ideas to advertise and release an RFP for equipment proposals. Smoking Ban in City Parks Scott Sleezer said that the littering of cigarette butts was becoming more and more of an issue at the regular play grounds. He declared that they are trash and that they had to pick them up. Ken Koch was concerned about the enforcement of it and how they could accomplish it. Sleezer said that they could put some signage out in hopes that people who did not smoke and were offended by smokers would feel comfortable telling smokers there was no smoking in the parks. After some discussion the Board felt that they could put up signs that said, "Thank You for Not Smoking They felt they would start with that to see if the littering would subside. Whispering Meadows Park— Change Order#2* Scott Sleezer said they were under budget on this park and that completion of the park was necessary. He said that they did not have the equipment in-house to the grading that it needed. He said that a bulldozer and land grader would be needed. Sleezer said he was asking the Board to move forward with this. Bart Olson said this change order had been approved through email, and that it was for grading around the trail. Vickie Coveny felt that Sleezer should have negotiated with other companies for the bid. Sleezer noted the urgency to get this done. He explained that if they bid it out for another contractor to do this and they did not do it according to the way it needed to be done, that more cost could be incurred. Koch asked for a motion to okay the change order for$7,785. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. 4 The motion was approved by voice vote: Ken Koch - Yes, Debbie Horaz -Yes, Kelly Sedgwick- Yes, Vickie Coveny— No and Garrick Gillette—Yes USGS/IDNR Bypass Gauges Bart Olson said that IDNR would be installing gauges on the island the bypass. He said if IDNR does it, they will put in a bare-bones system that would not be as detailed and precise as a USGS system. He commented that access to the gauges via IDNR would be through phone lines, and data access would be delayed nearly 24 hours after conditions had occurred. Olson explained that the USGS would be interested in putting in the system and, although more expensive, the gauges were more accurate and give real-time readings. He noted that the cost of installation and maintenance of the gauges would even out to be $5,000 per year. The Board said that $5000 a year was too much money and that kayakers would be on the water no matter what. They felt that the INDR gauges would be sufficient. Role of Park Board Members Bart Olson said he put together a memo about what the clear lines were between Alderman and Board members. Olson briefly reviewed the governing order excerpts in the included packet. Olson felt that the Board should be made aware of their role and responsibilities before they went into their strategic planning meeting in November. He also went over process issues. Olson drew attention to his footnote at the end of his memo on page two. He noted that whenever there is a question asked there is usually a context specific answer. He felt that routing the question through the director gave him the chance to provide context specific information with the answer, which intern leads to a better informed Board. He noted that when a Board member came to him with a question that he would then share that answer with everyone. Reports: Director's Report 1. Bart Olson reported that all items that went to the City Council on July 28h that were approved. Those items were: a. Bristol Bay mowing proposal. b. Resolution approving a park naming policy. c. Authorization for part-time employees to work beyond 1000 hours. d. ComEd trail lease e. CorLands extension would take them through the end of December. f. Boat Launch grant was being finalized and would come back to the Board the next meeting. 2. Olson noted that he was trying to introduce future agenda items early to ensure ample preparation for upcoming issues. a. Fox Hill naming request is coming up at the next meeting. b. Ad-space proposal on outfield walls —Staff would be drafting a policy with guidelines to sell limited advertising space on outfield walls of baseball fields. Deb Horaz said it would be appropriate at ball fields, but we have to be careful that they would not be offensive to neighbors. 5 Recreation Report Sue Swithin reported: 1. The fall soccer and flag football league registration ended in July. She said that they were maxed out on that. 2. The summer swim program was going fantastically and they were bringing in between $4,000 to $5,000 per month in revenue. 3. She had an intern for a short time and she did a very nice job. 4. The HVAC was approved and a letter was sent to Mr. Walker as the Board suggested regarding the cost of the system being added to the purchase price. She said the HVAC was ready to be delivered and installed tomorrow morning. 5. A grant had been received and The REC Center would be a recipient of a rain garden that would be put on the south side of the building. With Ron's approval they would put in a nice 60 x 10 foot rain garden and would be done by September 2e. 6. Gutters and rain spouts for the REC Center had been ordered through Ron. They are at the sight awaiting installation. 7. Swithin would be working with the green committee October 24`x.They were going to work with the City on another recycle day out at the Kendall County fairgrounds. She said they would be collecting soccer shoes, athletic shoes, football and other sporting equipment, and things that are recyclable. They would bring these items back to the REC Center and given to people who were in need of them at no cost. 8. A master sheet for volunteers was passed out for Hometown Days. 9. Swithin passed out the complying materials for fire evacuation, hazardous waste material, and medical emergency and blood-bome pathogens as per Federal and State Code for a public facility. She said they would all be available at the front desk at the REC Center. Parks Report None Additional Business: Deb Horaz asked who maintained the pond in front of the health club because it looked like it needed some treatment. Swithin said that they maintained the pond. Sleezer said the biggest problem last year was the need to cut the willows down because of blowing trash getting stuck in them. He said he would talk to Laura about doing something with it, but that it would be expensive. Ad'ournment for Executive Session: Ken Koch asked for a motion to end the regular session meeting to go into executive session 9:52 pm. Deb Horaz made the motion and Kelly Sedgwick seconded the motion. The motion was approved by voice vote. Executive Session: 1. For the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public 6 body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. Ken Koch asked for a motion to end executive session and reconvene the regular meeting at 11:10 pm. Kelly Sedgwick made the motion and Deb Horaz seconded the motion. The motion was approved unanimously by voice vote. Adiournment: Ken Koch asked for a motion to end the regular meeting at 11:15 pm. Deb Horaz made the motion and Vickie Coveny seconded the motion. The motion was unanimously approved by voice vote. Next meetinn: Thursday, August 27, 2009 *Items needing Board approval or recommendation Respectfully Submitted by: Jamie Cheatham 7 DATE: 08118109 UNITED CITY OF YORKVILLE PAGE: 1 TIME: 09:48:26 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/27/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ AAREN AAREN PEST CONTROL 5027 07/15/09 01 PEST CONTROL 79-650-62-00-5408 08/27/09 50.00 MAINTENANCE SUPPLIES INVOICE TOTAL: 50.00 VENDOR TOTAL: 50.00 ACTION ACTION GRAPHIX LTD 2462 08/07/09 01 FALL SOCCER SIGNS & STAKES 79-650-65-00-5803 08/27/09 124.90 PROGRAM EXPENSES INVOICE TOTAL: 124.90 VENDOR TOTAL: 124.90 ALBRIGHH HARRY ALBRIGHT 08062009 08/06/09 01 REFEREE 79-650-62-00-5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 VENDOR TOTAL: 105.00 AQUAPURE AQUA PURE ENTERPRISES, INC. 62821 08/03/09 01 CHEMICALS 60-000-62-00-5434 08/27/09 131.91 POOL SUPPLIES INVOICE TOTAL: 131.91 VENDOR TOTAL: 131.91 ARAMARK ARAMARK UNIFORM SERVICES 610-6613209 08/04/09 01 UNIFORMS 79-610=62-00-5421 08/27/09 40.80 WEARING APPAREL INVOICE TOTAL: 40.80 VENDOR TOTAL: 40.80 ATTLONG AT&T LONG DISTANCE DATE: OB/18/09 UNITED CITY OF YORKVILLE PAGE: 3 TIME: 09:46:26 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/27/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT CAMPOSA ANTONIO CAMPOS 080109 08 101109 01 REFEREE 79-650-62-00 5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 VENDOR TOTAL: 105.00 COMCAST COMCAST CABLE 072609-PR 07/26/09 01 MONTLY SERVICE 80-000-62-00-5437 08/27/09 123.54 TELEPHONE/INTERNET/CABLE INVOICE TOTAL: 123.54 VENDOR TOTAL: 123.54 COMED COMMONWEALTH EDISON 68190-27011-OB09 08/05/09 01 PR BUILDINGS 79-650-62-00-5435 08/27/09 276.70 ELECTRICITY INVOICE TOTAL: 276.70 7982205057-0809 07/31/09 01 202 COUNTRYSIDE UNIT D 60-000 62-00-5435 08/27/09 90.11 ELECTRICITY INVOICE TOTAL! 90.11 7982206018-0809A 08/03/09 01 202 E COUNTRYSIDE UNIT E 80-000-62-00-5435 08/27/09 2, 097.79 ELECTRICITY INVOICE TOTAL: 2,097.79 VENDOR TOTAL: 2,464.60 COY CITY OF YORKVILLE 070709COMED 08/18/09 01 REIMBURSE FOR COMED INVOICE 79-650-62-00-5435 08/27/09 451.05 ELECTRICITY 02 PAID BY OF INSTEAD OF REC ** COMMENT ** 03 ACCOUNT ** COMMENT ** INVOICE TOTAL: 451.05 VENDOR TOTAL: 451.05 DATE: 06/18/09 UNITED CITY OF YORKVILLE PAGE: 5 TIME: 09:48:26 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/27/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT GOLDMEDA GOLD MEDAL PRODUCTS 204316 07/28/09 02 CHIPS, SUNFLOWER SEEDS, CANDY ** COMMENT ** 08/27/09 INVOICE TOTAL: 203.19 VENDOR TOTAL: 406.38 HAYDENS HAYDEN'S W1205-00 07/31/09 01 BASKETBALL NET 79-610-62-00-5417 08/27/09 25.00 MAINTENANCE-PARKS INVOICE TOTAL: 25.00 W1225-00 08/11/09 01 BASEBALL SCOREBOOKS 79-650-65-00-5803 08/27/09 45.00 PROGRAM EXPENSES INVOICE TOTAL: 45.00 VENDOR TOTAL: 70.00 HAYENR RAYMOND HAYEN 0130209 08/02/09 01 REFEREE 79-650-62-00-5401 06/27/09 70.00 CONTRACTUAL SERVICES INVOICE TOTAL: 70.00 080609 08/06/09 01 REFEREE 79-650-62-00-5401 08/27/09 105.00 CONTRACTUAL, SERVICES INVOICE TOTAL: 105.00 081309 06/13/09 01 REFEREE 79-650-62° 00-5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 VENDOR TOTAL: 280.00 HILLESLE ERIC HILLESLAND 080409 08/04/09 01 REFEREE 79-650-62-00-5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 VENDOR TOTAL: 105.00 DATE: 08/18/09 UNITED CITY OF YORKVILLE PAGE: 7 TIME: 09:48:26 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/27/2009 INVOICE 4 INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ KONICAMI KONICA MINOLTA BUSINESS 212767531 07/30/09 O1 COPIER CHARGES 80-000-62. 00-5410 08/27/09 62.71 MAINTENANCE- OFFICE EQUIP. INVOICE TOTAL: 62.71 VENDOR TOTAL: 62.71 LIPSCOMT TERRY LIPSCOMB 080109 06/01/09 01 REFEREE 79-650-62-00-5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 VENDOR TOTAL: 105.00 MCDOWELP PAUL MCDQWELL 080109 08/01/09 01 REFEREE 79-650-62-00-5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 VENDOR TOTAL: 105.00 MENLAND MENARDS - YORKVILLE 30155 07/31/09 01 CONCRETE, PRIMER, BRUSHES, 79-610-62-00-5417 08/27/09 35.57 MAINTENANCE-PARKS 02 ROLLER, CONCRETE MIX ** COMMENT ** INVOICE TOTAL: 35.57 30904 09/03/09 01 ADHESIVE, DUCT TAPE, MASKING 79-610-65-00-5804 08/27/09 25.71 OPERATING SUPPLIES 02 TAPE ** COMMENT ** INVOICE TOTAL: 25.71 30959 08/03/09 01 PAINT 80-000-65-00-5803 08/27/09 24.88 PROGRAM EXPENSES INVOICE TOTAL: 24.88 DATE: 08/16/09 UNITED CITY OF YORKVILLE PAGE: 9 TIME: 09:48:26 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/27/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ MORRICKB BRUCE MORRICK 080109 08101109 01 REFEREE 79-650-62-00-5401 06/27/09 140.00 CONTRACTUAL SERVICES INVOICE TOTAL: 140.00 060109A 08/01/09 01 REFEREE 79-650-62-00-5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 080209 08/02/09 01 REFEREE 79-650-62-00-5401 08/27/09 70.00 CONTRACTUAL SERVICES INVOICE TOTAL: 70.00 080209A 08/02/09 01 REFEREE 79 650-62-00-5401 08/27/09 70.00 CONTRACTUAL SERVICES INVOICE TOTAL: 70.00 080409 08/04/09 01 REFEREE 79-650-62-00-5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 080609 08/06/09 01 REFEREE 79-650-62°-00-5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 061109 08/11/09 01 REFEREE 79-650 -62-00-5401 OB/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 081309 08/13/09 01 REFEREE 79-650 62-00 5401 06/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 VENDOR TOTAL: 805.00 MUNNSM MUNNS, MARTY DATE: 08/18/09 UNITED CITY OF YORKVILLE PAGE: 11 TIME: 09:48:26 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/27/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ PAVLIKB ROBERT J. PAVLIK 080409 08/04/09 01 REFEREE 79-650 ,62 00 5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 VENDOR TOTAL: 105.00 PEPSI PEPSI-COLA GENERAL BOTTLE 9134221210 07/31/09 01 WATER, GATORADE 80-000-65-00-5828 08/27/09 89.94 CONCESSIONS EXPENSES INVOICE TOTAL: 89.94 91344221206 07/31/09 01 POP, WATER, GATORADE 79-650-65-00-5828 08/27/09 299.76 CONCESSIONS INVOICE TOTAL: 299.76 VENDOR TOTAL: 389.70 R0000703 LINNEA BONENBERGER 59841 08/04/09 01 CLASS WITHDRAWL REFUND 79-650-65-00-5841 08/27/09 85.00 PROGRAM REFUND INVOICE TOTAL: 85.00 VENDOR TOTAL: 85.00 ROBINSOT TRACY ROBINSON 080109 08/01/09 01 REFEREE 79-650-62-00-5401 08/27/09 70.00 CONTRACTUAL SERVICES INVOICE TOTAL: 70.00 080209 08/02/09 01 REFEREE 79-650-62-00-5401 08127/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 081109 08/11/09 01 REFEREE 79-650-62-00-5401 08/27/09 105.00 CONTRACTUAL SERVICES INVOICE TOTAL: 105.00 VENDOR TOTAL: 280.00 DATE: 08/18/09 UNITED CITY OF YORKVILLE PAGE: 13 TIME: 09:48:27 DETAIL BOARD REPORT ID: AP441000.WOW INVOICES DUE ON/BEFORE 08/27/2009 INVOICE # INVOICE ITEM VENDOR # DATE # DESCRIPTION ACCOUNT # P.O. # DUE DATE ITEM AMT ------------------------------------------------------------------------------------------------------------------------------------ YORKNAPA YORKVILLE NAPA AUTO PARTS 884912 07/10/09 01 OIL FILTERS, OIL 79-610-62-00-5408 08/27/09 75.59 MAINTENANCE-EQUIPMENT INVOICE TOTAL: 75.59 885711 07/17/09 01 BRAKE CLEANER 79-610-62-00-5408 08/27/09 6.58 MAINTENANCE-EQUIPMENT INVOICE TOTAL: 5.58 VENDOR TOTAL: 82.17 YORKPRPC YORKVILLE PARK & REC 081109 08/11/09 01 TOLLS 79-610-65-00.5804 08/27/09 18.00 OPERATING SUPPLIES 02 FOLDERS 80-000-65-00 5803 20.00 PROGRAM EXPENSES 03 ENVELOPES BO-000-65-00-5802 17.98 OFFICE SUPPLIES 04 POSTAGE 79-650 65 00-5833 5.65 HOMETOWN DAYS EXPENSES 05 PICTURE DEVELOPING, CLAY POTS, 79-650 65 00-5803 64.27 PROGRAM EXPENSES 06 FLOWERS, WORMS, FOLDERS ** COMMENT ** INVOICE TOTAL: 125.90 VENDOR TOTAL: 125.90 TOTAL ALL INVOICES: 30,185.58 YORKVILLE PARK AND RECREATION CASH ANALYSIS AS OF AUGUST 13, 2009 FISCAL YEAR 09110 Ending Bank Balances May June July August September October November December January February March April 2009 2009 2009 2009 2009 2009 2009 2009 2010 2010 2010 2010 Money Market $125,849.50 $149,108.03 $169,607.23 Account PARKS PAYROLL IST PAY $17,832.94 $18,537.10 $18,862.14 $18,959.79 2ND PAY $19,607.74 $18,913.03 $19,060.23 $18,440.14 3RD PAY $18,537.10 Month Total $55,977.78 1 $37,450.13 1 $37,922.37 $37,399.93 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 RECREATION PAYROLL 1ST PAY $20,983.94 $19,681.90 $19,023.98 $20,581.93 2ND PAY $19,890.57 $19,245.85 $18,955.42 $17,986.56 3RD PAY $19,681.90 Month Total $60556.41 1 $38,927.75 1 $37,979.40 $38,568.51 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 RECREATION CENTER PAYROLL 1ST PAY $10,274.01 $7,491.07 $8,846.90 $8,721.65 2ND PAY $10,145.30 $9,820.05 $8,138.85 $9,938.22 3RD PAY Month Total $20,419.31 $17,3U.12 $16,985.75 $18,659.87 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Grand Total $136,953.50 $93,689.00 $92,887.52 $94,628.31 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Reviewed By: Agenda.Item Number Ti 'rORKvUJX Parks ❑ IfRecreation ❑ PARrs a RECPM- ON Director ; City Administrator El Tracking Number Legal ❑ - Human Resources El Police ❑ Park Board Agenda Item Tracking Document Title: Athletic Field Policy Revisions Agenda Date: Park Board--August 27, 2009 Synopsis: Amendments to the Athletic Field Policy that cover fees for next year and some other miscellaneous change's. Action Previously Taken: Date of Action: April 2009 Action Taken: Policy was approved Item Number: Type of Vote Required: Majority Action Requested: Approval Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum To: Park Board From: Bart Olson, Interim Director of Parks and Recreation phRrC&REURM-nON CC: Date: August 21, 2009 Subject: Athletic Field Policy Revisions mRxnue auus��nowsg�,a�r This agenda item was last discussed at the April 23, 2009 Park Board meeting and the May 12, 2009 City Council meeting, where a revision to the policy was approved. This agenda item discusses a further revision to the policy, as outlined below. The field rental fees must be set each year for the next year's baseball season, and staff also felt that certain changes should be made to the policy. 1) Page 1 —"Rental Categories" section a) Added a stipulation in category"A"which requires all participants within an organization renting a field under category"A"prices to be Yorkville residents. Previous requirements just stated that the organization must be located in Yorkville. b) Combined categories "D", "E" and"F"into one category"D". This was done for simplification of the categories, and staff feels that non-resident groups should not be differentiated between governments, non-profit groups,private groups, etc. 2) Page 1 —"Athletic Field Use Priorities"section a) Removed an entire paragraph which was a duplication of the numbered list above it. 3) Page 4--"General Policies and Procedures for Use of the United City of Yorkville Parks, Fields, and Facilities" section a) Clarified Beecher lighting times. Moved lighting shutoff to an earlier time as a result of surrounding resident complaints. Clarified time of play stoppage and lighting shutoff due to many users playing past shutoff times. 4) Page 6—"Refund of Tournament Fees" section a) Clarified that no prorated refunds are given for unused rain days during tournament play. 5) Page 6--"Athletic Field Reservation Fees" section a) Made changes to categories as stipulated in Item la and lb. 6) Changed rental fees as follows: a) Category A i) 0-2 hours changed from $10 to $20 ii) 2-4 hours changed from $15 to $25 iii) 4-6 hours changed from $20 to $30 iv) 6-8 hours changed from $25 to $35 b) Category B i) 0-2 hours changed from $10 to $25 ii) 2-4 hours changed from $15 to $30 iii) 4-6 hours changed from $20 to $40 iv) 6-8 hours changed from $25 to $45 c) Category C i) 0-2 hours changed from $20 to $30 ii) 2-4 hours changed from $25 to $35 iii) 4-6 hours changed from $30 to $50 iv) 6-8 hours changed from $35 to $55 d) Category D i) 0-2 hours changed from $30 to $40 ii) 2-4 hours changed from $40 to $50 iii) 4-6 hours changed from $45 to $60 iv) 6-8 hours changed from $50 to $70 7) Page 7—"Tournament Fees" section a) Changed rental fee from $850 to $900 b) Clarified that all play must end by 9:45pm c) Clarified that rentals longer than 3 days are allowed for an extra fee. 'l'DT'KvllLE UNITED CITY OF YORK-VILLE 1 PARKS AND RECREATION DEPARTMENT PARKC&RECRMTTOW 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 whose participants are comprised 100%of United City of Yorkville resident Deleted:which Category B Private groups and individuals which are comprised of at least 80%United City of Aeletm: araloea Led withn the United Yorkville residents. city of Yorkville. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental ponprofit organizations-businesses,co orations and private groul2s Deleted: ana which are located outside the United City of Yorkville boundaries. •_ - _ _ - .. .. - -- - _ Deleted:Category E Private groups Athletic Field Use Priorities and individuals who do not Pall into Category B.y When scheduling reserved use of athletic fields,the following priorities shall be established: Category F Business or corporations which are located outside of the United 1. United City of Yorkville Park and Recreation sponsored programs City o f Yorkville boundaries.Ti 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 Athletic fields may be_used on a drop-in basis by any group or individual without a reservation on a Deleted.Resident group,(group,with first come first serve basis. Drop-in use is limited to 2 hours and does not include any organized saga or mote United city ufYorkville residents)shall be given priority over league games. Groups or individuals with an approved reservation or permit and City programs will non-resident groups,The 84th residency requiremeol shall be calculated based on have priority uSe, the total numberafpeople using the field.1 In case of inclement weather,the United City of Yorkville Park and Recreation Department shall make the final decision regarding playability of all fields. Approved by Park Hoard DATE 1 Approved by City Council DATE 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 1" Summer Season(June—August) April 15m Fall Season(September—November) July 1.5tb Tournament Schedule=beginning. December 1" (due from YYBSA by Nov.30'') 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. 1'for the general public. The scheduling and approval is on a first come,first serve basis. Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed below. In addition,certificate of insurance,team rosters and signed waiver forms for each player participant shall be submitted to the Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Recreation Department. Special tournament and use requests shall be approved by the Park Board. The group or organization requesting the use of the fields for tournament use is responsible for all participant and players conduct while on the fields,park,surrounding areas including parking lot. All players attending a tournament or other uses of the athletic fields shall adhere to this entire policy and the items listed below. Any violation of these policies can impact the current and future uses of all City fields and 1 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. lst. Major tournaments shall include,but are not limited to,national,regional and state tournaments. Small Tournaments Deadline Approved by Park Hoard DATE 2 Approved by City Council DATE 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 Iights,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. • No group may meet in the United City of Yorkville parks that practices discrimination in any manner,or partisan political activities of any kind. Non-partisan public meetings and information forums are permitted. • No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit,assessed damage fees and privileges immediately. Recreation and,Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff. Approved by Park Board DATE 3 Approved by Cily Council DATE • 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 Feld 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,toumament director,or the representative of a private rental,will be the designee for acquiring the key for the electrical box and turning lights on and off according to posted instructions and for unlocking and locking the bathrooms. The use of lights will require the payment of a fee to offset electrical costs. In addition,a refundable deposit may be required prior to the beginning of the season or event,which can be forfeited for unauthorized or inappropriate use of the lights. • All vlav at Bridge Park hallfields must end no later than 9:45 pm,everyday. Lights will be turned off at 10:00 um everyday,no exceptions _ - Dedebed:Lights may not be on past t - --------------------------------- t 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 b. Tournament use 7. Special use B. Resident 1 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 Approved by Park Hoard DATE 4 Approved by City Council DATE 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 organization; Deleted:. 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 may be forfeited for incidents such as,but not limited to,those described below: If an athletic field is damaged due to improper use by the group or individual and requires more than normal maintenance and/or repair to be restored to its original condition,the group or individual shall be charged the amount necessary to cover the cost of the required maintenance and/or repair. If the security deposit does not cover the cost of the damage,an additional charge will be assessed. The need for excess clean-up above and beyond normal use. Unauthorized or inappropriate use of lights. Barring an incident warranting the forfeiture of part or all of the security deposit,a full refund of the security deposit shall be paid within thirty(30)days following the event,program or league. G. Refund of Tournament Fees A tournament is considered one entity even though it may span multiple days. To receive a full refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least eight weeks prior to the date reserved. Approved by Pedc Board DATE $ Approved by City Council DATE 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 4:00 pm the day prior to the date reserved,for a multiple day tournament this would be the first day of the tournament. No credit will be Riven for unused rain days during,tournament 121ay. 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 Deleted:Govenmmt and non prom organization which are located within the subjected to changing without notice. United City of Yorkville Deleted:Governments!and non-profit Category A Government and non-profit organizations whose participants are comprised 100% of organ irar;ow which are]owed outside - - - United City of Yorkville resident. the feted.Crl n YorkvrPrivat group. _, y Category B Private groups and individuals which are comprised of at least 80% United City of Deleted:category o Private groups and individuals who do not fell into Yorkville residents. Calegory B,9 Category C Business or corporations which are located within the United City of Yorkville Category lo Business or oorporaliiLe wtuch me located outside of the United boundaries, City of cukville boundaries.1 Category D Govemmental, non-profit organizations, businesses, corporations, and private groin Deleted:clgE which are located outside the United Ci1y of Yorkville boundaries Deleted:cls s �- - -- --- ---- Deleted:!o DAILY FEES: (per field use) Deleted.10 Ctg A Ctg B Ctg C Ctg D •- --- • - ' Deleted:20 0-2 hours $24 $25...... .$?0 $3 $35_ $5(l Deleted:30 2-4 hours $25 - -r ---t , Deleted:s4o s4o 4-6 hours $:,A- - -------$50 - 6-8 hours $35 $45 $55 $ l ,, Deleted:15 -- Deleted;is Fees are based on a"per field basis"without usage of lights. ll6s `t Deleted:25 x't Deleted:40 PREPARATION OF FIELDS FEES Deleted:sso sso Baseball I softball field prep—includes bases,fine dragging and lining(one prep per day). . '. `, Deleted:20 Weekday $35.00 per day per field 0'.", Deleted:20 Weekend $45.00 per day per field , Deleted;30 Soccer field prep-includes nets,lining of the field +' Deleted:45 Initial Layout Fee............................................................ $175.00 Deleted:$60 s60 Weekly Maintenance Fees: Meted,25 Large Field(100 yds by 70 yards or 80 yds by 50 yards)............$100 Deleted:2s Medium Field(60 yds by 40 yds or 45 yds by 30 yds)...............$80 Deleted:35 Small Field(35 yds by 25 yds or 30 yds by 20 yds)..................$60 Deleted:so Deleted:s7o s70 Approved by Park Board DATE 6 Approved by City Council DATE LIGHTS FEES Weekday or weekend- Minimum S45 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. PIease reference the concession stand 1 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 ,Tournament Rental Fee-$900 _ Deleted:y - ---- PACKACEI Includes: Deleted:854.00 • Lights at Bridge Park Fields(available from 6:00pm to 10:00pm each night—a[l play must end by 9:45pm no excentions) • Rental Time:Friday 3r00pm through Sunday 10:00pm. Deleted:4 • 3 Fields • Fields will be prepared and lined each moming 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. 1 •Additional field may be available for additional fee($250.00 per field). *Additional days maybe available for additional fee Approved by Paris Hoard DATE 7 Approved by City Council DATE APPLICATION FORM ATHLETIC FIELD RESERVATION UNITED CITY OF YORKVILLE PARKS-AND RECREATION DEPARTMENT Deleted: Reservation requests shall be approved beginning on the following dates: Spring Season(March—May) March Ist Summer Season(June—August) April 15th Fall Season(September—November) July 15th Tournament Reservations -begins Dec.to Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non-profit organizations whose participants are comprised 100%of United City of Yorkville residents _ -- -- - -- - - ----- - - - -- - -- - - - Deleted:Govcmmwt amd non-profit Category B Private groups and individuals which are comprised of at least 80% United City of organization which am located within the Yorkville residents. United City orvorkville. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental,non-profit organizations,businesses.corporations,and private groups which are Iocated outside the United City of Yorkville boundaries, Deleted:Governmental and aca-prom organisations which am located outside Group or Individual Name - - the United city orrmlwille boundaries. Deleted:category E Private groups and individuals who do not fall into Contact Person: Address Category B.1 Category F Business or corporations Home Phone: Work Phone: Email which am located outside of the United City of Yorkville boundaries.' FIELDS,DATE(s)1 TIME(s)REQUES'T'ED: Special Use requests(lights,concessions,water,electrical,other). f In order complete the athletic field request,the following documents must be forwarded to the Recreation Department: 1) A certificate of insurance with minimum coverage of$2,000,000 aggregate—co-naming the United City of Yorkville as an additional insured,Assumption of liability,and Waiver of subrogation. The team roster(s)with addresses and signed waiver forms from each player or guardian. --------------------------------------------------------------------------------- OFFICIAL USE Addition information requested 1 Reservation Amount Deposit amount Date of Request Date Received Staff Initials Approved/Denied Refund Requested Field(s)Assigned 8 WRKVILU UNITED CITY OF YORKVILLE 1KPARKS AND RECREATION DEPARTMENT PARrG&REOXA-11CO 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 whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80%United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental,non-profit organizations,businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. Athletic Field Use Priorities When scheduling reserved use of athletic fields,the following priorities shall be established: 1. United City of Yorkville Park and Recreation sponsored programs 2. Yorkville School District 3. Youth Leagues that have approved cooperative agreements with the City of Yorkville. 4. Other athletic programs within the community requesting to reserve an athletic field(s) on a seasonal basis. 5. Private groups or individuals requesting to reserve an athletic field(s) on a single or multiple dates. 6. Other Athletic fields may be used on a drop-in basis by any group or individual without a reservation on a first come first serve basis. Drop-in use is limited to 2 hours and does not include any organized league games. Groups or individuals with an approved reservation or permit and City programs will have priority use. In case of inclement weather, the United City of Yorkville Park and Recreation Department shall make the final decision regarding playability of all fields. Approved by Park Board DATE 1 Approved by City Council DATE 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 15"' Tournament Schedule-beginning December 1't (due from YYBSA by Nov. 30'b) 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. It for the general public. The scheduling and approval is on a first come,first serve basis. Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed below. In addition,certificate of insurance, team rosters and signed waiver forms for each player participant shall be submitted to the Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Recreation Department. Special tournament and use requests shall be approved by the Park Board. The group or organization requesting the use of the fields for tournament use is responsible for all participant and players conduct while on the fields,park, surrounding areas including parking lot. All players attending a tournament or other uses of the athletic fields shall adhere to this entire policy and the items listed below. Any violation of these policies can impact the current and future uses of all City fields and/or facilities. Furthermore, the group assumes all responsibility for the repair or replacement of damage as a result of misuse of the field, equipment or park amenities. Major Tournaments Deadline Athletic field reservation requests for major tournaments shall be submitted beginning Dec. Ist. Major tournaments shall include, but are not limited to, national, regional and state tournaments. Small Tournaments Deadline Approved by Park Board DATE 2 Approved by City Council DATE 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 Ieast 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. • No group may meet in the United City of Yorkville parks that practices discrimination in any manner, or partisan political activities of any kind. Non-partisan public meetings and information forums are permitted. • No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and privileges immediately. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff. Approved by Park Board DATE 3 Approved by City Council DATE • 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. • All play at Bridge Park ballfields must end no later than 9:45 pm, everyday. Lights will be turned off at 10:00 pm everyday,no exceptions. ATHLETIC FIELD RESERVATION FEES A. Establishment The Park Board shall annually (based on fiscal year) recommend fees for the reserved use of athletic fields based on the premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the city's athletic fields. Fees shall be established in the following categories: 1. Soccer Fields and football fields 2. Baseball and softball fields, daylight use 3. Baseball and softball fields, night use with lights[ 4. Resident, non-resident and commercial use fees 5. Single or multiple and seasonal use fees 6. Tournament use 7. Special use B. Resident/Non-Resident Users To qualify for resident fees a group shall consist of 80% or more residents of the United City of Yorkville, City boundaries. The 80%residency requirement shall be calculated based on the total number of players using the field, not just on the group requesting use of the field. Residency shall be determined based on the home address of the individuals as opposed to the business address or the address of other family members. The Parks and Recreation Department may waive the residency requirement if it is considered to be in the best interest of the City. C. Commercial Users Approved by Park Hoard DATE 4 Approved by City Council DATE 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 setup 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 may be forfeited for incidents such as,but not limited to,those described below: If an athletic field is damaged due to improper use by the group or individual and requires more than normal maintenance and/or repair to be restored to its original condition,the group or individual shall be charged the amount necessary to cover the cost of the required maintenance and/or repair. If the security deposit does not cover the cost of the damage, an additional charge will be assessed. The need for excess clean-up above and beyond normal use. Unauthorized or inappropriate use of lights. Barring an incident warranting the forfeiture of part or all of the security deposit, a full refund of the security deposit shall be paid within thirty(30) days following the event,program or league. G. Refund of Tournament Fees A tournament is considered one entity even though it may span multiple days. To receive a full refund of the tournament package the group or individual must provide written notification of cancellation to the Parks and Recreation Department at least eight weeks prior to the date reserved. Approved by Park Board DATE 5 Approved by City Council DATE 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 4:00 pm the day prior to the date reserved, for a multiple day tournament this would be the first day of the tournament. No credit will be given for unused rain days during tournament play. 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 organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental, non-profit organizations, businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. DAILY FEES: (per field Use) Ctg A Ctg B Ctg C Ctg D 0-2 hours $20 $25 $30 $40 2-4 hours $25 $30 $35 $50 4-6 hours $30 $40 $50 $60 6-8 hours $35 $45 $55 $70 Fees are based on a"per field basis" without usage of lights. 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 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 Approved by Park Board DATE 6 Approved by City Council DATE 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 Tournament Rental Fee- $900 Includes: • Lights at Bridge Park Fields(available from 6:O0pm to 10:00pm each night—all play must end by 9:45pm, no exceptions) • Rental Time: Friday 3:00pm 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 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). *Additional days may be available for additional fee Approved by Park Board DATE 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`s 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 organizations whose participants are comprised 100% of United City of Yorkville residents Category B Private groups and individuals which are comprised of at least 80% United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental,non-profit organizations,businesses, corporations, and private groups which are located outside the United City of Yorkville boundaries. Group or Individual Name Contact Person: Address Home Phone: Work Phone: Email FIELDS,DATE(s)/TIME(s)REQUESTED: Special Use requests(lights,concessions,water,electrical,other). In order complete the athletic field request, the following documents must be forwarded to the Recreation Department: 1) A certificate of insurance with minimum coverage of$2,000,000 aggregate—co-naming the United City of Yorkville as an additional insured,Assumption of liability,and Waiver of subrogation. 2) The team roster(s)with addresses and signed waiver forms from each player or guardian. --------------------------------------------------------------------------------- OFFICIAL USE Addition information requested Reservation Amount Deposit amount Date of Request Date Received Staff Initials Approved/Denied Refund Requested Field(s)Assigned 8 Reviewed By: Agenda Item Number wWV919 Parks El i Recreation ❑ PABKs&gECWTTON Director City Administrator ❑ Tracking Number D Legal F-1-J Human Resources ❑ ru�nu� r�asaua��rrr Police ❑ Park Board Agenda Item Tracking Document Title: Fox Hill West Park Naming Request Agenda Date: Park Board-August 27, 2009 Synopsis: Discussion on how to proceed with a naming request that was submitted prior to the Park Naming Policy revision. Action Previously Taken: Date of Action: April 2009 Action Taken: Application was deferred to a future meeting Item Number: Type of Vote Required: Majority, if acted upon Action Requested: Direction on preparing the request for a future vote, or if no further preparation is needed, a vote Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum i Y°� To: Park Board From: Bart Olson, Interim Director of Parks and Recreation pARKs&sscRr-n CC: Date: August 21, 2009 Subject: Fox Hill West park naming request 4D �na�us�rxuvx�r This agenda item was last discussed at the Park Board at the April 23, 2009 meeting. At that meeting, the Park Board directed that this item would be held for consideration until the Park Naming Policy amendment had been approved by the Park Board and City Council. The copy of the approved amendment is attached. I have also attached supplemental materials that former Alderman Allen had forwarded to City Council for the April 28'h City Council meeting. I seek your direction on whether the Park Board will consider this naming request with the current materials or whether additional materials under the new policy are necessary. YDRytvitl,tw . PARKS A WRE.{l7 A PARKS NAMING APPUCA-11ON YORKVILLE PARKS AND RECREAnON DEPARTMENT 20 1 WEsT f YDRAULIC SrRF-Er -YORKVILLE, IL 60860 PHONE C530-853-4357- FAX 634-553-4360 PFRsoN COMPLETING APPLICATION ON BEHALF OF(PERSON OR ORGAN17ATION) / �,5 I,It ADDRESS OF PERSON COMPLETING APPLICATION 511 8tA • ' 's -rfi HOME PHONE NUMBER EYJ -`- l WIRK C C+1~S5 ! ' _EMAIL SuGGESPED NAM F_ 13 L-TT Y.4 ti/ . ' PARK, LOCATION, FACILITY TO BE CONSIDERED FOR NAMING PLEASE EXPLAIN WHY THIS NAME SHOULD RE CONSIDERED (PLEASE USE BACK OF APPLICATION TO ATTACH ADDI'T'IONAL SHEETS IF NECESSARY). �l�►B S Oir ` MC AC J�_ /wNY Cololf DDS 9__�) Y0,*<Ut t CE d UW TH-C VAS. 66"x 6I--F.O ASV UoC u uTFF;c (V (�no A Aj�-IR U From afmy�vL . r4m 1LY IF NAMING AFTER A PERSON PLEASE VERIFY TH T THE PERSOI+i OR HIS IMMEDIATE SURVIVING FAMILY HAVE BEEN CONTACTED: Cam- r�7e12�' ��7'��%t�+' PERSON CONTACTED PHONE NuMHER 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 MNDA LD C(RNTY. 951 .B1t�TT8dUB�,.i�s1�,-wkobe b�uaineae '`�'�`'" • mteresta► �•.; . an * ivitlea••have made him a leading ci o Yor.k;r : 1L, was l born in Kendall ..' Tosdn�riq,-Kbadail County, ELI five miles South (t {XoXlrvl W.91y=.�,:AM, and Is a san of :$ wAugust rpd.blederica. (Qrabe) Bretthailef: The pdngfa of Mr.•Bretdauer were both born Hhnoyfii , ' Is" the•father Came to ��tu'Lc,search of a desirable t plaeg••u-,wttj% llnd.#bpqumUy located, an a t farrtl=J�J'•]Keidalt Tdvias'(cip.whleh he Improved and d11::�Ctl<, le Path,,Iu the fall 0 1901, ht6r o �end "'hfiD uuot11.19(16. They weft melr iv of the flernian L Letfr�lt�. •'•#11-t>�tt.,�cfi1t>m. . + Feed'=Bret on; e� t hbM 0 tln0 Ids r tat�.c�,� Schools VPW he,weer*4�.yeap:of aw, vrhM be en i tered.:the'�plap .6g•fin.& Johnson, as a cleric,-mud bo�On.ned•fir. three years and then r e t u f r r e�t t o t ie+fbm•9rid worked for" Nattier G .•�forlr ibur yearn -ll[r. B�retdaQer flLeA worhed•as. F $:clerk for F X. Hobbs, who•conducted a gee- s' 'mil store at Xbr1C+jlje-ad remdaad for tweWe 3 yekra,-after.whjW be-em barked in budiiesri In �eomp*aj,w"--George hi.'Pedersen-and has,oan- ' tinned as a"mevcbant ever Anee. Qelrobe r 1,• .181% George M. Ped sold tits bderest in the busimess to Roy"]@�Lane. Tice A= of Bret t- • ihaugr & Une are now i!omducting two eeyarate stares, one handling dry tom* end the other 9 p rR*, the Pregent lirw gw!N� Padar- asn.,* Bretthauer, the caplbd farested i about'$AAtHk As a badness man Nk •Bnetb- i h&ner luls always oo iu"del the respect aW s confidenw of Isis fellow citrons and to credited • t with.gimA Judgment and buslam foreefilglrt. In public aifnirs Mr.'Rvetthauei bons be= r acdvg vnd:has 4thown a deep InteROet In all rr Mere of vital interest to him tmm and com- -, -mmslty. Se is a stanch Demonrat and In the April following lice twenty-final birtbder,he was r . elected Township Cotlertor and has aerrved CM - .1 in same o!i€eiat P -rover ®1a t> e For two years be .vas Mlector and Z* some 1 fi`teen years was Township Clerk,five times was e elected SuPerrisorr, In which OMO& Ice Is at a preseint serving ad CJattmara and fbr tWt=ty I_ years bas been a member of the Yi1INP Board '. ar6d iraur yearn lbe l:'reeitdenk • In 1SW Mr. Brretthauer wea•martled to Mm n lwmm Armbruster, a dauOtesr of Jacob Arm- a brumer of Yor'kvllle, and they •bnver Aft cbil- 11 . drem, namelY: Harlan W„ Rdna M., hied A- t Bsthm L M.. Clarence D. and Fhnces 1!l: Mr. e and him Dretttrauer are members of the GWr- ., man Lntherau Chmreh.- •r BRZTT]ffAtTR,Wifiiem,one of the progre eve and modern agriculturlsts of Kendall DountY, h was born on his ant ia'rm�, ;Tilly 8, 18'11., a eon of August and Frederieft (Grebe) Bret •e liaueC both natives of Hamover,GeMaDY,whOM p they were born September 29, 582,-and Deoem- Is ber 18, IM resPe Uvelr. Angu4 BreMauer Is came to the United 8W69 with a fin, and they first stopped in Chicago,where they worked 9b� MOTGRY OF HEN few tits in a brick yard in order to 0ecure Means encxu et�i Send: being widout funds when they rued Mat city, and after making a little money, they, walked. from Mcago to Pavilion. KMdall Cganty. The -trip all the. way was h lcmg and wearlsome one, for they were utue weeks and three daY0 Meng the ocean. the ghlp on wlliea they mailed being to a terrible cstarm, After-arriving at Pavillou, August Bretthi mer Secured eOnpdaysaaent on a farm ownQd_by OW WD 'Willia•ms w$o paid him fa per month, and be continued with this gentleman until the fol lowing fall, and then engage vdth a, IWr. Thurber for the,Barre'wages,during ffie winter, but In the summer he made $10'per month_ By this time he. had Wed ids.Monet, and with It sent•for his SainWe, Frederrid a Qrube, Who still lived is Germany. Soon after her arrival they were ;Harried and subsequeWy rented land on won 29, K mftU Tawnsbip, now the property of their on Wnita= This land they operated; and within three years were able to buy it, Paying $25 Per'acre for it, and it continued to be thelr Lome unt] they died,. i he pasdug away -Novem1w•1, 1902, and.she actor 18, 1905. T#fW were bath membm at d the German Lutheran Church of which be was one of the organisers. He was instrumental In securing the erection of the eburah building in a $endall TownehlA and vdth his*Us, was num- j bered among the best people of. the eaanty, His word was, everywhere aooept ed as`goods 1 as his bond, sued he was tamt and honamUe e In We dealings, and although•.lie rose Rota j poverty to-aMuence, his wealtA- was acquired i honestly. Se and h1B wife bad nine children.: 1 Anna Hews, w10 to deceased; Au"st; Fred; j Julia and-Emma, tw Ins, the latter of wham is deceased ; Louise, who is decease; and Bophis I and William 1 William Biretthauer was reared an the home- I stead and has always been a J�t.rmer. 'ale was I educated In the Germau Lutheran school of rifts f twEeMp, and the local public edaoole. Having. I bean burn and reared upon his present farm -9 he takes much pride In hie birthplace, •and'. 1 keepx his premises in fide condlWn: c On May 9, 18K Mr. Bretthauer was marry, c In Kendall Cb-unty to Mies MELIan Wb an, i who wse.barn in Wo county, June 11, 1873, a. • t daughter of Henry and Sophia (Tatge) GbIl- r man. Mr. and hies. Srettha er.have had chilr t dtren as follows: Mel E., born October 1,"18W; I William R, barn November 7, x899; Biwa G., c born February.27, 1902; Earl EX, born August. a 0$ 19, 19 ; V11-01 G., born March 17, 19W; Isa-• bells 9., born October A 1M; Evelyn.M., a born Sane ].2, 19%; and Arnold F, born May .t 22,, 1914 Mr. Brettbaner and family are mem- r bens of the German Lutheran Church. $e ls.arf ` one of Me highly respected mein of file locality 9 where he exerts strong good. ;�j-:`: iMnemae far t �t-�• - BROWA. ]Yliebasl decease.), { �ivQaag the ): early steers of 33ig Grove, Kendall Oounty, was v Michael Brown. He was born December 1, s tom , ix_fy 6' a _ t Cbg=t!andl�'?ster ttrd�n es'w�El �C710F V [faEt�t hasc art eaflat�(; �t. �• � 4tC�s �n�' '! �� -r � `S Qr �1�, f � ITk3' AZ...tbe� t` �#ttEli E , tsar F(l 0 [ [y@ r 11 IL t� f — �rY M Foil 1G��`FIS� pI t d I r IM US A prod#ctiob api +urlyttteil5"s[ =i ru ,I t tntY"Ha bled; itc urii { �alCO t41 tr6 0 LaWJf l� i?o��+�rsi�}' att :i[vkar� - �` t�� e eazdr $� �.� ecn�:a�B aCt�l�use H� e�fkl AfI�S 3dLC U�Lud OIYIiCS - Tv t t n ve-t:ty af`11uh€i abd served as th►. !r�d1� t 'asirriz ° fc�� the ' Lin tvd.Mity oflltrntiis TYu_.FoRn.E; `. nCt� 4L6Y. per�' l;l 're,1ES 3.s Ei �iFttt Ao r 1, a Ft!EU Min t0 � ]n addst,cr tc His' xtcitsabn PM'Jti0r' he Ci rf tly.tv ztes �' JT County Clerk Edward Budd and his deputy clerk, Dr. Lyman Perkins, M.D., (1877.1960), was a Eliza Delaney, surprised a lot of people when they physician for more than 40 years and coroner here went to Ottawa In 1920 and were married.Mr.Budd from 1940 to 1956. In addition to his practice and was Clerk from 1910 to 1934,and County Treasurer activities in the Lions Club and Masonic lodge, he from 1906 to 1910, (Photo courtesy of Dorothy did research on the central nervous system.(Photo Olson) courtesy of Roger Welas,Jr.) Economic growth along the Bast-West tollway divisions. One such subdivision, Wildwood on corridor has pushed the Chicago suburbs the southern edge of Yorkville, could become westward to Kendall County's eastern border. home to hundreds of people, bringing still more Development along Rt. 34 into the county is "settlers"to Yorkville. expected along with growth in individual sub- e Sponsors for Rev. Alvin Bretthauer, center, at his Fred Doepping, William Rein gardt and William ordination were, from the left, William Merkel, Bretthauer.(Photo courtesy of Virgil Llppold) 102 -Sponsored In memory of Dr.Lyman A.Perkins by the Carlsons, Roy,Maxine,John and Gloria Fred Bretthauer opened Breithauer`s Grocery spot at 217 S. Bridge,the present home of Huston before 1913 in the building which now houses the and Associates. The store closed when C.E. Olympic Flame Restaurant. In 1913, he sold to his ("Cakey") retired In 1972. Also In the picture are, brother, Harlan, at the left In this picture. C.E. from left,C.E. Bretthauer,butcher Allle Moore and Bretthauer began working In the store In 1918 and Harlan's son, Don. (Photo courtesy of Larry bought It In 1944. In 1929 It was moved to another Bretthauer s John Ament drove around town In an early automobile(Photo courtesy of Bob Ament) Emma Jones posed for this photo with her children In 1950. They are, left to right, Tom, Mae Downer,Lester(back)and Fred.(Photo courtesy of Grace Jones) 104 Sponsored In memory of Mr.and Mrs.C.E.Bretthauer,by Mr.and Mrs.C.E. "Bud"BretthauerJr.,Mr.and Mrs.Larry Bretthauer,Mr.and Mrs. LaVern(Wanda)Elahelberger,and Mr.and Mrs.Arthur(Donna)Bruesewllz �F...qF The group attending a church picnic at Immanuel Bretthauer Borneman, Mable Nolte Sm}th, Evelyn Lutheran Church In about 1918 or 1920 included, Bleritz Hardecopf, Elde Moenkemier, Lillie Erick Bleritz, Rev. C.J. Lange, August W. Lippold, Reingardt, Lydia Merkel, Esther Lange, Gertrude William E. Bretthauer, Clarence Merkel, Edward Reingardt Bretthauer, Irma Bretthauer Lippold, Merkel, Reuben Schale, Edwin L. Rnrnamag. Clara Moenkemier,Harold Moenkemlerand Earl E. Richard Lippold, Albert Merkel, Wllllam Lippold, Bretthauer.(Photo courtesy of the church) Fred ftsho, Rhoda Bierltx, Effie Uppold, Effiel i` t5: _ Yorkville merchant George Lane was photographed cancming on the Fox In 1909.(Photo coitrlasy of Bob Arne nt) i .4 A Glen Wollenweber with a 1910 gas 5. engine he restored.(Photo courtesy of Mr.Wollenweber) rent!" 105 Maki. ��rrr:�•ik:?- y�%yrvt,`�Y C_n2r:. .S3. I z i' Bristol-Kendall Firemen in 1988 Include, back, left Harlan Johnson, Bob Boyd, Marty Weber, front, to right, Russ Devick, Jim McCarty, Mark Hoffert, Harlan Wiley, Dan Reinboldt, Mike Hltzemann, Bob Smith, Craig Rlemenschnelder, pave Grelter, Chuck Stading, Max Riemenechnelder, Dick Scott McCarty, Ron Morris, Flay Collins, Mary Randall, Daryl Rlemenschneider, Tom Usry, Jerry Hinman, Bob Fleckinger, Scott Rlemenschnelder, Knobeloch; and kneeling, assistant chief Verne Mike Price; middle, Scott Wilkinson, Tom Smith, Rlemenschnelder, chief Larry Bretthauer, and Mike Wilkinson, Sid Chatman, Brian Thanepohn, assistant chief Tom Lindblom. Jack Price, Rae Tannery, Ellsworth Windett, Bristol-Kendall Fire Department Village of Yorkville records show the first mention of a fire department in a note of July 1, 1877 directing two trustees to buy fire equip- ment. A fire house was built in 1889 two doors I south of the library building on the east side of Bridge Street a few doors south of Van Emmon. The village board soon began meeting in the building.The structure was moved in 1905 to the .1 north side of Madison Street, across from the Courthouse.It is still used in 1986 as the meeting place of the Yorkville City Council. t: Other records show a Yorkville Fire Depart- ment as an independent department of firefighters backed up and supported by 125 stockholders [subscribers] living within a radius of about eight miles of Yorkville. It's first president was George Dickson and Other members of the 19N fire department are, Dick Houck served as the first chief, The first left to right, Vic Smith, Blaine Harker, Chaplain piece of equipment was a Model T Ford with Thomas Petty,Bobble Orson and Kerry Green, chemical equipment on it. While early records are sketchy, the first call was evidently on Jan, 17, 1922 at the A.P. Hill Store. One tank of chemical was used. 133 Sponsored by the Bristol-Kendall Fire Department GE - Y` 1 " i r ? ' K a k r- Seventh and eighth grade students In Yorkville In Scofield, Ewald Weber,Fred Bretthauer,Robert L. the 1912-13 school year included, back, left to Matlock, Clare Manley, Esther Bretthauer; and, right, teacher Jane Marshall (Stumm), Erma front, Olive Smith, Margaret Hill, Helen Leigh, Courtright, Vivian Alden, Josephine Lane, Shelia Hllma Lindholm,Irma Skinner, Irene Skinner,Ruby Smith, Fred Grate, Carl Rlemenschnelder, an Smith, Ralph Walker and Earl Armbruster. (Photo unidentified youth,Arthur Wayne;middle row,Ora courtesy of R.L.Matlock) Harris, Ila Perkins, Jeanette Williams, Genevieve IMF i G� *� r' The entire Yorkville High School student body in 1914.(Photo courtesy of Lillian lnscho) 157 .�3t s gt, 2z ^r' Producing the 1922, YHS yearbook was the Jab of Delta Thurber, circulation manager; Georgia `.. students, back, [eft to right, Simon Dickson,Joke Greenawalt, literary editor', Pearl Lindholm, art editor, Frank Frazier, snapshot editor, Luther G. editor; John Clayton, sports editor, and (not pic- '¢ Hester, editor In chief; and, front, Russell Naden, turgid) Clyde Chappell, advertising manager, business manager, Ruth Hanson, society editor, (Photo from the 1922 Maroon) } ? k Seventh and eighth grade students at the Yorkville Elizabeth Snyder, Charles Slaman, Catherine Van school In the 1919.20 school year were Esther Tasell,Wendel[Tallmadge,Evelyn Quinsey,Arthur Thurber, Helen Matlock, teacher Miss Esther Christian, Bessie Todnem, Alfred Krueger, Jones, Pearl Lindholm, Warren Ashley, Cecelia niece Hauck,Chester Akland,Frances Bretthauer, Anderson, Hugh Burks, Amelia Kahle, Ralph Leonard Clark,Lillian Jessup,W[lbur McHugh and Hubbard, Ida Akler, Joe R[emenschneider, Helen Donald Armbruster. (Photo courtesy of Catherine Campbell, Ralph Clayton, William Wendel, Van Tasell Paine) 163 Sponsored by Catherine Van Tsseli Paine,In memory of her husband Harold G.Paine,parents DeWitt and Margaret Budd Van Tasell,and sister Marguerite Beecher ti.y 4 iY Miss Conover's third grade class In 1928 included, Bob Barkley; and front, first from the left Frank back, third from the left, Ruth Dickson, fifth from Donovan, fifth Steve Mortenson, sixth Bob Jeter, the left 011ie Sleezer,sixth Virginia Price, seventh eighth Bill Neulsls end ninth Bob Harnly. (Photo Dorothy Nolte, eighth Alice Christian and tenth courtesy of Alice Campbell) s' c 7 $5 1 :7 4 This group of grade school students, Lille Anderson, Ann Behrens; and, front, Lloyd photographed In 1927, went on to become York- Devereaux,Jim Kelly, Don Bretthauer,J.Olson, R. villa High School's class of 1837. They are, back, Weiss, John Behrens and Art Friedberg. (Photo left to right, Helen Gillovan, Ruth Hardecopf, V. courtesy of Roger Weiss Jr.) Martner, C. Kerber, Jean Hoadley, Marge Farren. 164 Sponsored In memory of Mr.and Mrs.Franklin Cramer Thomas,educators and missionaries to Pakistan and Costa Plea ' S _ Y � •.� !. r, .-i�';.:5 fir. The young man with the basketball In this 1948 be the fire chief In 1988-Larry Bretthauer. (Photo scene of recess at the Yorkville School grew up to cburlasy of Maureen 5heelay) F - The Brown School building at Rt, 47 and Walker by his widow, Isabelle Walker. (Photo courtesy of Road was later purchased by Col. Randall Walker Mrs.Walker) and converted Into a home still occupied In 1986 171 4 The 1957-58 school year found Iha follo ing Bretthauer, Dennis Cooper, Daryl Devick, Robert students In Mrs.Anderson's first grade dressed up Follmer, Richard Gates, Robert Kuman, Timothy for Halloween: Rudell Carlson, Robin Ciuckey, Lowery, John Merkel, Dale Mitchell, Thomas Bethany Clouse, Mary Kay Doede, Jessica Ehl, Payton, Daniel Fleinboldt, Danny Sebby,'Gerald Carol Flowers, Gloria May Gretl, Brenda Flans, Smith, David Stone, Junior Gonzales, Sam Martha Hinman, Renee Martin, Marjory Nagy, Hamlin, Perry Seales, Wayne Sheffield, Kenneth Roberta Nelson,Sandra Penman, Patricia Perkins, Musich and George Thornton. (Photo courtesy of Julia Schlapp, Penny Perrin, Pamela Perrin,Tricla Dorothy Anderson Chambers) Tillman,Katherine Wickens,Duane Anderson,Rex r r g'R First graders at Yorkville Grade School In the 1959- Sam Polio Judy Salisbury, Steve ReInboldt 9, Y ry 60 school year Included Steve Cluchy, Theresa Katherine Vernardl, Steven Sebby, John Chally, Bryant,Tommy Dirst,Susan Hatteberg, Jody Ellis, Preston Walker, Michael Wickens, David Stacker,Llnnea Johnson, Gregory Franklin, Denise Martin, Billy Sheffield, Homar Arenas and Eddie Cer- Michael Johnson, Janis Page, Leslie Lynd, Alice vantes. (Photo courtesy of Dorothy Anderson Pope, Evert McCoy, Pearl Mahaffey,Susie Poling, Chambers) 176 ; Sponsored by Auto Creations Inc. Bridge Street p � .K. s�.,.o-.�'` 4;P=� CJ� D�+,. i'C �, � Jf• �I.- �C ... $.f Bridge Street has seen many changes over the (193 6) Issue of the Kendall County Record, Is the years, but the exteriors of some of the buildings first building south of the railroad tracks on the are still the same as In earlier photos, The oldest west side. It was built In 1856 by merchants building downtown, according to the Centennial Croaker and Hobbs. 207 e'i.kf f 1 ■ K J F+ do u /r =M7-73- A 1930's look at the west side of Bridge street, was demolishd In 1972. The building in the looking north,shows the former street lights.Note foreground, 226 S. Bridge, was then the A and P the hotel sign and addition on the south side of the Grocery. Cozy Cafe building, removed before the building FOR— I u, By 1958, Yorkville's downtown {and Its vehicles) showed a somewhat more modern look. (Photo courtesy of Bob Ament) 210 Sponsored by Richard D.Huston and Associates Although ma y downtown buildings en arches rem non the second floor.(Ph oo by Eric modernized on me irle floor, detailed window Miller) - f < \ 7 The building just no rt of Van Emmon o the we! the 1970's, aft#the Cozy Cafe building (formerly side of Bridge was mop to Its present o al|onIn on the site)was dernollshed.(Photo by EricMIm§ 216 Reviewed By: Agenda Item Number WRKVHU Parks F-1 Recreation ❑ paRrC L RECpr-nTia 4 Director ElfM City Administrator El Tracking Number 0 Legal ❑ Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Jaycee Pond Ownership Agenda Date: Park Board—August 27, 2009 Synopsis: Status on Jaycee Pond ownership and negotiations for potential City acquisition Action Previously Taken: Date of Action: N/A Action Taken: Item Number: Type of Vote Required: N 1 A Action Requested: Discussion Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum 'MRKVLLLE To: Park Board i From: Bart Olson, Interim Director of Parks and Recreation PRRrG a pucR6Ancx4 CC: Date: August 21, 2009 ° Subject: Jaycee Pond Ownership This agenda item was last discussed under"Additional Business" at a Park Board meeting several weeks ago. The Park Board had expressed interest in the state of negotiations with YBSD to acquire the Jaycee Pond property. The property (map attached) is owned by YBSD, and a portion of it is maintained by the City as part of the Jaycee Pond Park. The property designated in green on the map is the parcel owned by the City. I have spoken with YBSD Executive Director Ralph Pfister and he has expressed some interest in trading the ownership of the Jaycee Pond parcel for the waiver of fees that YBSD pays the City for a number of years. The YBSD currently pays the City about $70,000 per year to process and collect all YBSD bills (combined water and sewer billing),but this number is expected to increase to above$125,000 next year. Mr. Pfister also relayed that he believes the YBSD board would consider the value of the parcel at substantially below fair- market value. The Jaycee Pond park property is roughly 13 acres. If the property is worth$50,0001acre, or$650,000 total, and YBSD agreed to transfer the property for half the value', the City would be waiving its fees for two or three years. I don't believe this is something that the City Council would support, and the Mayor has expressed some reservation about waiving the YBSD fees for the next few years. The only other option that would be available to the Park Board for acquisition is land-cash dollars,but that fund is also in a deficit, and is expected to be through this fiscal year. I have no justification to believe this would be acceptable or not acceptable to YBSD. hup://yorkviiiL6i ,nu Yorkvi lCGlS/ Yorkville GY5 United C4 of Yorkvile Help Locale print f. .. • 4 4 i *# v 501 , xi# X10 — 405 f 406 0 tat 404 YBa Pro perty * t #t # I 403 o i I I I �► # r I q I. d. �#'#filMr� \ J Unted City of YorkvWe GLS -` k•� '+_ _` 1 of 1 8/21/2009 9:20 AM Reviewed By: Agenda Item Number It M 1DOWULF Parks ❑ Recreation ❑p�!,, pgR}cs s RECMlna4 Director Vj C3� City Administrator El Tracking Number Legal ❑ -� Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title. Park Review—Grande Reserve Parks A and B, Stepping Stones Park and Rotary Park Agenda Date: Park Board—August 27, 2009 Synopsis: Review of parks listed. 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 1P To: Park Board From: Bart Olson, Interim Director of Parks and Recreation paRKg&PgrR ATUX4 CC: Date: August 21, 2009 Subject: Park Review Y4D �(7 iLF=Ok D EAf1Y'JII This item was last discussed at the August 13`h Park Board meeting. At that meeting, the Park Board chose to discuss the parks listed below. All parks are listed with the correct names and can be navigated to on the City's GIS website, www.yorkvilleds_com. Grande Reserve Park A Directions to Grande Reserve Park A: Take Route 47 to Kennedy Road and turn east. Take Kennedy Road past Blackberry Oaks and over the railroad tracks. Turn right on Mill Road. Prior to crossing the railroad tracks (again), turn left onto Tuscany Trail. After turning onto Tuscany Trail,the first intersection is Preston Drive. The park is an undeveloped grass lot at the northeast comer of Preston and Tuscany Trail. The excerpt from the parks master plan shows a treehouse theme and a concept plan for playgrounds. This is a developer funded park, and the concept plan for the park was discussed and chosen by the Park Board when the Park Board and the developer thought that the park would be built in a reasonable amount of time. The City is waiting for the developer to turn over the deed for this park to use as a land-match in another grant. Since the developer is in foreclosure, staff has been working with the bank to release the deeds. Grande Reserve Park B Directions from Grande Reserve Park A to Grande Reserve Park B: Take Tuscany Trail back to Mill Road and turn right on Mill Road. Turn left at the next opportunity at Big Rock Blvd and into the townhouse subdivision. At the intersection of Big Rock Blvd and Beresford Drive is Grande Reserve Park B. This park stretches all the way the ComEd power lines, and actually includes part of the ComEd easement within the park(voted on by Park Board two meetings ago as part of the disc golf lease). This park is undeveloped currently, and like Park A, we are waiting for the deed for this park to be turned over to the City for use in another grant. The excerpt from the Parks Master Plan on this park has been attached. Stepping Stones Park Directions from Grande Reserve Park B to Stepping Stones Park: Take Big Rock Blvd back to Mill Road and turn left. Take Mill Road until it terminates at Kennedy Road and turn left back onto Kennedy Road (heading south). After you cross the railroad tracks, turn left at Freedom Place, which will take you towards the Grande Reserve EIementary School. Freedom Place will come to a T-intersection, and turn left at this intersection onto Grande Trail. Grande Trail will take you around back of the Grande Reserve Elementary School where you will find Stepping Stones Park on the right. Stepping Stones Park is a developed park with a school theme. The excerpt from the Parks Master Plan is attached. Rotaa Park Directions from Stepping Stones Park to Rotary Park: Take Grande Trail back to towards Freedom Place. Instead of turning onto Freedom.Place, follow Grande Trail as it meanders through the subdivision. Eventually, Grande Trail will reach the end of the subdivision where Rotary Park will be on your right. ` J a q 6 v Q ca enopa° _ yt -• s � J g a Q n 4 C,C; v a 0 a R 'c°ae4ea a � ° 9 Q do r fl a 4 4 v tl u G t7 o G p Q A P G $/P p°s„ p # - A0 V g p f cx o a O p {7 p ° r..a fyf 4 00 O a� .m a 0 Steven G. Rrtdge Ptark.{not ror rEime , o° oo Q Q n it o only for use as a locatian refefenre d�° p O R� AQ U°p°d CJ Poe? Grande Reserve Park A ;a o yanJe Reserve Park B OC 0.1 e i 1 Stepping Stones Park t•. ` i°p r1 d o e d e �O b 49 O a Q p Q U 44 U V J 0 ➢ d o 6 0 o fln o0 I a u q e u qo° d °;° ff p� oOC3gG1�� I F u a 8 ap fSq o n Oa c 4 n o o p a o i a Kennedy g a n n s pp Road - 4 po° Aa ❑o°Q o 0 6 Q o \ Q V 0/ E7 8 g44a 4 4 v p o a 6 0 0 9i[ Rotary Park �5}FIS a o V •fit O O �aQVO ° e Q G °o� o° oOC ° Q v � ° ¢ ■ a Q o0 00 0 ° �QD\•� o 4 Bristol a o ° 0 O J r e o• �� o`� c � e � �no Ridge Road �O o O ¢ Off\ °a o° o 42 �1 PARK 30: GRANDE RESERVE PARK A Grande Reserve A-Option#2 Yorkville,II, Lj i F 1 .- .RWS'1hl L�i�Li1h LL�1� This park is 5.1 acre located on Tuscany Trail, north of Mill St. in the Grande Reserve development. The treehouse theme lets kids explore the heights of playing in the treetops on an age 5-12 playground. The shelter is a fabric shade material and has a perfect spot for picnicking. LOCATION: • Subarea 2 • NE Quadrant • Tuscany Trail and Shoeger Dr. EXISTING FEATURES: • Age 5-12 playstructure • Swings • Sand feature • Funnelball • Asphalt path • Shelter • Picnic table • Benches • Ornamental light FUTURE ENHANCEMENTS: • Baseball/softball diamond Section 4 4-56 N ry M cy !� o r 28 I 29 f C.4 + +i 27 t, O o CD iro ' V a 4085 Grande Reserve Park A 4 Oyu Nob ' 12 4085 , 40gs 40 agar Ct 4085 40.2326 2S " 4034 4' 11 4% � 4. 4032 4063 , ^,. -_.., -_ 405 400;��,'-�. � 406 400S2 4 ' 4015.. 0 5 S 40 40p s��O�s ... 40SS a �F 02 std 04? 0 38 s "' 3gsg7 "'�i9 lick 3g a � w �dq CP N � S 38964 9 63 3964 ' $ 3962 ' 6 CO �J � M M M M rl) ��551 3 9r2 1395 I 3,95 39 CD 00 6 LZ M 39 r }� t r r4 PARK 31: GRANDE RESERVE PARK B 9 Ef+� i.i 4 This park, also located in the Grande Reserve development,but south of Mill Street and north of the Railroad tracks, has a castle theme. The play structure even has a dragon for the knights to battle! Yorkville's first garden plots are located in this townhome area, allowing residents to have their own piece of earth. In the southern end of the park,near the Commonwealth Edison ROW, is the site of Yorkville's first disc golf course. The 15 holes are perfect for a pickup game or practicing your shots. LOCATION: • Subarea 2 • NE Quadrant • Beresford Dr. and Bissel Dr. EXISTING FEATURES: • Age 5-12 playstructure • Swings • Tetherball • Disc golf course • Garden plots • Shade structure • Asphalt path • Picnic table • Benches FUTURE ENHANCEMENTS: • Sled hill Section 4 4-57 -!�W X837 �r --V 3U44 5ig27 a 74 S 74 itZZ 3747 cop° t cA pOOCa NNN i NNCNnN� y 3656 N Ln 3 N OB1 I -. ��F' I N N 79 ti 792 mw��N o; u� L' F i °I G I ! ! �4 I I I J 3 CL (9 0 n_ m CL 111 ' CD } ID In t C 3 nr 3 o. m 7 D ID DD S co a � cr L fly I I I PARK 19: ROTARY PARK III - , _I Rotary Park is a 12 acre park located on Grande Trail Drive in the Grande Reserve subdivision. This High Adventure themed park includes a 90 ft cable ride, climbing wall, and skate area complete with two skate boxes and a concrete start ramp. LOCATION: • Subarea 4 • NE Quadrant • Grande Trail Drive EXISTING FEATURES: • Age 2-5 playstructure • Asphalt path • Age 5-12 playstructure • Shelter/Pavilion(2) • Swings • Drinking fountain • 90 foot zip line • Bike rack • Mini skate park • Ornamental Iight • Baseball/softball diamond • Parking lot FUTURE ENHANCEMENTS: • Additional landscaping around playground • Re-stripe parking lot lines to white • Seal parking lot Section 4 4-36 HISTORY OF PARK NAME: In 2005 the Rotary Club of Yorkville requested that Grande Reserve Park E be named after their organization. Rotary is the world's largest service organization and in 2005, had a very active group that met weekly in Yorkville. Their intention was to hold a minimum of one event per year at this park to bring individuals throughout the community together and to raise awareness about Rotary, in addition to raising funds for future amenities of the park. Section 4 4-37 +Ore IF CD r cr c N C, CD r j 09 a pd- tk } 6tt G � a r, � . ., r3 f I � rev � esY is N ae _N 3,-- LL$Z 3 coot YSY O L 8Z - Go N I 66LZ 'N 2L£S'8LZ r �`l O It 9e"2. see 4 m Orr / 99lie IV IV I N 3y4 " N 5t ry� ti Y -p 2 LIZ Bzn PARK 26: STEPPING STONES PARK iI. Stepping Stones Park is a 5.3 acre school themed park located next to the Grande Reserve Elementary School on Grande Trail Drive in the Grande Reserve subdivision. This park is wheelchair accessible and includes an 18 foot climbing net, shelter, and asphalt path that meanders through a naturalized detention basin. LOCATION: • Subarea 4 • NE Quadrant • Grande Trail Drive EXISTING FEATURES: • Age 5-12 playstructures (wheelchair accessible) • Swings • Soccer fields • Asphalt path FUTURE ENHANCEMENTS: • Additional landscaping • Benches • Picnic tables around playground • Soccer goals • Playground expansion(school) Section 4 4-49 HISTORY OF PARK NAME: The students at the Grande Reserve Elementary School had a park naming contest to come up with a new name for the park. Students worked to tie the name into the Character Counts program, specifically the citizenship pillar. All students were asked to submit an essay, each class room picked one and then from these essays, once was chosen from each grade level. Maura Shannon wrote the essay that won and the park was named"Stepping Stones Park". Section 4 4-50 _ MAW lip Ilk yS � alr _y __ .r co cc w ; 7 �-y r y �II 3016 � S r X O> h N a '3017 O � � r N N f T V 4 f 701 I 6� X81 ', r -=—Onede4el egg y 602 <,4 I s 603 � �l�pp+nib Stfsnee i+6f� � she 3 to AT. �I 9FF• M7 604 l�rFnedwa'PF.�^..'f PER 865 BSB O6' SU04 I I B6e3 0E, 605 4 L 191 3142 657 III 4 ar 71 Y+ 1 670 855 607 �' Au� 'i ItSA 11111 13" 1s1' 'y �, 671 . 608 E 655 — f i4e 6„f. ; 6r2 669 4 1733 IO's%,%i 693 °i aey a Graitiae ReBar{�EIL-Menteap SChCQl aea 654 FM 'b1i3 ,.F F _ I 662 B40 412 4 �7 853 I 5?# 691 011 f 652 Of3 BA1i 648 ii6 612 � 876 J' ,. n 5i 694 m 613 6z7 'AT I 866 + 531 � 6g9 y4c �� m / A' ice'' ti 3001 ` ieei r h%'10 1p°*O` 8 X47 l e\ >nu AEI ten '• �';# 96T ice# eS3 = & $ 418 aAYF I _MT1. 3er: iar3 5 3812 9�rx Urn , iaza 260 � a gi 48 b� o-75 I, 5 1 s 6a5 � 662 1069 I 9841 i 11P 316:! I 1R= e11 C� m -%F �l 4B 1 C \W 9953 7tN4 4, 34#4 sma sC!PE d, E r Fu n ti �o 57 1 '72 m n 0~ 631 5� 3PS.L I sa y�l gs1 ;16%% $� 3611 a ■s st 4 " I ^ e;d 0 �4 39 681 7 4� 561 36zF ''r k W.y O ZE aaie 191 8999 b w ELYderWa � e � n5e f � 435 ' yP$ 4G5 ASS? r itF mV m � 'Lb9 4 Ida , #}7 93.5 18 A00 ail Reviewed By: Agenda Item Number Parks ❑ u Recreation ❑ PARKS a REEM-nW Director City Administrator ❑ Tracking Number 4- w D ; :: Legal El �� Human Resources El LaE Police ❑ Park Board Agenda Item Tracking Document Title: Advertising on baseball fields Agenda Date: Park Board—August 27, 2009 Synopsis: Proposal to allow advertising on outfield fences of certain baseball fields. Action Previously Taken: Date of Action: N/A Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Discussion and approval Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum YD1XVULE To: Park Board From.: Bart Olson, Interim Director of Parks and Recreation Pawn RG&WTION CC: Date: August 21, 2009 Subject: Advertising on baseball fields T6WLU aAalkt[tAtmE4lFe M3U Attached is a proposed amendment to our sponsorship program that would govern advertising on outfield walls of the Beecher Park and Bridge Park ballfields. The proposal is outlined as follows: 1) Allow a scoreboard sponsor for$2,000 per season. A banner would be placed under the scoreboard from March through October. 2) Allow five 3 x 6 banners to be placed on each baseball field with an outfield fence in Bridge Park and Beecher Park for$600 per banner per season. The potential revenue to be gained from this is $17,000 per year. Advertising restrictions on ballfield fences would be governed under the same restrictions for catalog advertisements. I seek the Park Board's direction on whether or not to allow ballfield advertisements as stipulated in this memo and the attached program. If the Park Board recommends approval of this item, I will work through the City's Economic Development Committee to amend the zoning code to allow signs to be installed in this manner, as the zoning code does not presently allow us to display advertising. I YDaxvl PAHNS•pfCprATTdJ Yorkville Parks & Recreation Department 201 W.Hydraulic St.Yorkville,IL 60560 630.553.4357 630.553.4360 fax e-mail:recreation @yorkvilleJl.us Dear, The United City of Yorkville Parks and Recreation Department would like to invite you and your company to become a Corporate Partner. in teaming up with the United City of Yorkville Parks and Recreation Department we will work with your company to develop a multi-faceted marketing package to include advertising and direct mail opportunities within publications,at events,and within city-owned facilities. As a partner with the United City of Yorkville Parks and Recreation Department you are demonstrating positive corporate citizenship and greater visibility within the community. Your company/business will gain valuable exposure by advertising with the United City of Yorkville,while extending your visibility and achieving your marketing goals. Corporate Partner Program: • Sponsorship within the Parkg and Recreation Program Catalog The Program Catalog is direct mailed to every resident's household four times per year and used throughout the quarter for community awareness presentations,general information packets and new resident packets. • Sponsorship for a City wide Special Event Become a sponsor for one of the city-wide special events Including Music Under the Stars,Halloween Egg Hunt, Youth Sports Leagues,Battle of the Bands for Teens,Adventure Challenge,and Hometown Days Festival. • Sponsorship at a City baseball field Become a baseball field sponsor and have a sign dis IUM ga-the outfield fence during the late Spring.Summer and early Fall. Benefits you will receive: • The Parks and Recreation Program Catalog is a quarterly distribution to 7000 households(28,000 annually) • More than 80%of the residents of the United City of Yorkville receive the Park and Recreation Program Catalog through direct mall. • The surrounding Yorkville area also receives the Park4 and Recreation Program Catalog. • Visibility in multiple locations such as the parks,facilities,the program catalog and events will Increase your exposure. • By becoming a partner you will optimize your advertising expense while helping the community. Become a Corporate Partner and increase your exposure in the community. Return the sponsorship commitment form or contact 630 553-4357. Sincerely, Susan M.Swithin Superintendent of Recreation Parks and Recreation Department SPONSORSHIP RATE SUMMARY PARKS AND RECREATION PROGRAM CATALOG The United City of Yorkville Parks and Recreation Department Program Catalogs are direct mailed to approximately 7200 households four times a year. They are also distributed in welcome packets through Hometown Hello,Yorkville Chamber of Commerce,and Yorkville Economic Development PARKS AND RECREATION PROGRAM CATALOG Sponsorship information Ad Size Options Full Page 7.5 x 10 %:Page Horiz 7.5 X 5 %Page Vert 3.75 X 10 Four Color Colcr$850 Color$450 Color$450 Artwork supplied must be camera- BIW$575 BM$300 BMW$300 ready. If supplied as film,four-color separations must be provided.All film must be accompanied by a matchprint or a color proof. Black and White Supply 100 line screen camera-ready art slick,film negative. Film negatives must '/.Page Horiz 3.75 x 5 118 Page Business Card I logo only be accompanied by a laser proof. Color$210 Color$150 B1W$145 BM$100 Art on Disk Irart is supplied on disk,please indicate the platform,format,version or software and fonts on the disk label. Commitments of 4 Program Catalogs continuous will receive a 10%fee discount. Sponsorship Deadlines will be provided for each seasonal Program Catalog Sample of program brochure and ad sponsors included Fall Season(Sept.—Nov.) Winter Season(Dec.—Feb.) Spring Season(Mar.—May) Summer Season(June—Aug.) Commitment forms must be returned by 6 weeks before season begins for all program brochure sponsors. Expected date of brochure mailing to all residents is one month before season begins. PROGRAM SPONSOR As a sponsor of one of the city-wide annual events,you will receive an ad in the event booklet,a banner at the event, name recognition on the back of t-shirts for leagues,inclusion in PSNs prior to the event throughout the community,announcements and recognition throughout the event day and recognition in the subsequent Parks and Recreation Program Catalog. JHometown Days Festival (Labor Day Weekend) The Hometown Days Festival is a Labor Day Weekend tradition in Yorkville. For years,the festival has provided the community with an event that offers small-town charm and hometown pride. It brings the community together for one final tribute to summer with food,contests,entertainment,and much more. • The Headliner—Your business banner on the front of the stage for the performance of your choice, on all advertising,on t-shirts,and other perks-$3000 • Diamond Sponsor--Your name on a sponsorship sign,with other Diamond sponsors,on the main stage. Your name will also be in all brochures and advertising,on t-shirrs,and other perks-$1500 • Platinum Sponsor—Your name on a sign at the main stage,with other Platinum sponsors,as well as in our advertising and on t-shirrs,as well as other perks-$1000 • Gold Sponsor—Your name with other Gold sponsors at the main stage,and also on the t-shirts- $750 • Silver Sponsor- Your name displayed at the main stage area-$500 • Bronze Sponsor--Your name displayed at the main stage area-$250 Music Under the Stars Qune—August)6 weeks This event has been a favorite by residents. Local and regional bands are invited to play outside in the surrounds of Town Square.This event draws over 400 residents each week.Sponsorship funds support the expense of the bands and printing of the promotional materials. • Major Event Sponsor--Sole sponsor of one evening of music$1000 • Partner Sponsor(limited to four sponsors per evening)$350 • Product Sponsor(limited to three sponsors per evening)in-kind donation of food for the attendees • Volunteer Sponsor(limited to two sponsors per evening)in-kind commitment of 6-8 volunteers to assist in coordinate the evenings event Outdoor Movies in the Parkaune—September) Annually the Park and Recreation Department hosts"Outdoor Movies"for the families of Yorkville, The movies are held at Beecher Park under the stars. A large screen is set up and families gather around with their chairs, blankets and snacks and enjoy a favorite showing. Concessions available! • Tide Event Sponsor—Four movies--entire summer-$1000 • Major Event Sponsor—Sole sponsor of one evening of movies$300 • Partner Sponsor(limited to three sponsors per evening)$150 • Product Sponsor(limited to three sponsors per evening)in-kind donation of food for the attendees Baseball Field Advertising Sponsorship(March—October}. Become a baseball field.sponsor and have a sign displayed on the outfield fence during the late Spring Summer and early Fall. Over 1.200 children and adults partici atn a in the-Spring,Summer and Fall Baseball/Softball Leagues. ■ Scoreboard(lighted)Sponsor$2.000 The Scoreboard Sponsorship will include a(size)color banner,displaying the sponsor name and logo. This banner will a displayed directly under the scoreboard. The banner will meet all sign specifications chosen by the department. ■ Outfield Fence Sponsor$600 The Outfield F rice Sponsor will include a 3 x 6 color banner,disRlaying the sponsor name and logo. The banner will meet all sign specifications chosen by the department. • Bridge Park -three fields,limit five eo r field • Beecher Park—two fields,limit five per field Halloween Egg Hunt(October) I night Youth and family members enjoy hunting for eggs filled with Halloween treats under the dark of night Flash lights and your egg hunting containers are a must. Enjoy this favorite Halloween Treat • Major Event Sponsor—Sole sponsor for evening$500 • Partner Sponsor(limited to three sponsors per evening)$200 • Product Sponsor(limited to three sponsors per evening)in-kind donation of product!give-a-ways • Volunteer Sponsor(limited to two sponsors per evening)in-kind commitment of 6-8 volunteers to assist in coordinate the evenings event League Sponsorship-Provide sponsorship for one of the City's Youth Sports Leagues. • Soccer (August—October) 400 children participate in the Youth Soccer Leagues New Soccer Goals for the fields$1,500 Equipment(ball,shine guards,etc.)$500 • Youth Basketball(October—March)Over 300 children participate in Youth Basketball. T-shirts Sponsor for the League$600 Equipment(balls,pennies,time clocks, portable scoreboards,etc).$500 Friday Night jam for Teens (Bands) (Different times throughout the year) This evening is an opportunity for teens to showcase their band,while their friends and family members enjoy the show. The next famous rock and roll group may be in the band jam. • Major Event Sponsor—Sole sponsor of one evening$400 • Partner Sponsor(limited to three sponsors per evening)$150 • Product Sponsor(limited to three sponsors per evening)in-kind donation of product I give-a-ways Adventure Challenge (Seasonal) This is an opportunity for individuals, businesses and families to compete in many different challenges throughout the course that is held at a local park in a rural setting.Over 100 people participated the first year and many spectators were cheering on their favorite group. • Major Event Sponsor—Sole sponsor of the event$600 • Partner Sponsor(limited to three sponsors)$300 • Product Sponsor(limited to three sponsors)in-kind donation of product I give-a-ways Sponsorship Terms and Policies I. Sponsorship opportunities are extended to any local, national or international business, non-profit agency and government agency that has or wishes to have a presence in the United City of Yorkville. Subject to the United City of Yorkville s terms for accepting Sponsorship contracts will be accepted on first-come,first served basis. 2. Sponsorship opportunities will not be extended to any organlzation whose mission or goal is in conflict with United City of Yorkville,and Recreation Department's mission of encouraging honesty,integrity and safety. The United City of Yorkville values and promotes accessibility, excellence, optimal experience, unity through diversity,wholesomeness and accountability. 3. The United City of Yorkville reserves the right to refuse any Sponsorship from organizations or companies that offer competing programs and/or facilities. 4. The United City of Yorkville is a municipality created by state authority for the purpose of serving the residents of Yorkville and does not support any one political party or viewpoint Therefore,we will not accept political Sponsorship of any kind. 5. The United City of Yorkville reserves the right to revise,reject or omit any ad at any time without notice. Any camera-ready Sponsorship submitted does not conform to the publication's mechanical requirement will be enlarged,reduced or floated at the discretion of the professional staff. The United City of Yorkville shall not be responsible for damages if an advertisement fails to be published for any reason. b. The United City of Yorkville reserved the right to determine and/or change the placement of ads without notice, 7. Advertisers and advertising agencies are liable for all contents of advertisements(including copy, representation and illustrations) and shall indemnify and hold harmless the United City of Yorkville,without limitation against, for any and all claims made thereof against losses sustained by the United City of Yorkville, Recreation Department,Council Members,and employees. B. The advertisers and Its agency, each represent that they are fully authorized and licensed to use: I.The names, portraits, and /or pictures of living persons; 2. Any copyrighted or trademarked materials; and 3. Any testimonials contained in any advertisement submitted by or on behalf of the advertiser and published in any of the United City of Yorkville publications, and that such advertisement is neither libelous or defamatory, an invasion of privacy or otherwise unlawful to any third party. The advertiser and its agency each agree to indemnify and save harmless the United City of Yorkville against all loses, liability, damage and/or expenses arising from the copying,printing or publishing of any such advertisement. 9. No conditions printed or otherwise,appearing on contracts,orders or copy instructions,which conflict with the United City of Yorkville policies will be binding on the United City of Yorkville or its agents. 10. The United City of Yorkville shall not be responsible for any damages caused by acts of God,fires, strikes, accidents or other occurrences beyond the control of the publisher or the United City of Yorkville. 11.Failure to fulfill contract terms will result in additional charges equal to the full contract fee. 12.The United City of Yorkville will not return any items submitted for Sponsorship. 13. Payments are due on/or before the first date of copy notification timeline Failure to do so may forfeit the agreement for advertisement/Sponsorship. 14. The United City of Yorkville reserves the right to revise Sponsorship rates. However, this will not affect existing signed and written Sponsorship agreements. All Sponsorship placed without a signed agreement is subject to rates that apply at the time of publication. Sponsorship Commitment Park and- Catalog Pro ram Guide Deleted: . •---------- - ----- --- ---- - - ------------- --Color Black and White Ad Size Full Page '/,Page Vert(Horiz '/z Page HorizlVert 118 Page Vert/Horiz/Bus Card Single Publication Annual Publication (4) Other PROGRAM SPONSOR Music Under the Stars(June-Aug)_ Halloween Egg Hunt(Oct) General Program Support League Sponsorship Soccer Youth Basketball Battle of the Bands for Teens Adventure Challenge Hometown Days Festival Baseball Field Advertising Sponsorship Sponsorship Terms and Policies This certifies that I have read,understood and thereby accept the Sponsorship terms and policies as explained. Signatu re Date Name(printed) Title Company Name Billing Address City State Zip Phone Fax United City of Yorkville Park and Recreation Department 201 W.Hydraulic Street Yorkville,IL 60560 630.553.4357 630.553.4347 fax rev.B.09 It �rortxvtttE PARTS d yt5CREA'nON Yorkville Parks & Recreation Department 201 W. Hydraulic St.Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: recreation @yorkville.il.us Dear, The United City of Yorkville Parks and Recreation Department would like to invite you and your company to become a Corporate Partner. In teaming up with the United City of Yorkville Parks and Recreation Department we will work with your company to develop a multi-faceted marketing package to include advertising and direct mail opportunities within publications, at events, and within city-owned facilities. As a partner with the United City of Yorkville Parks and Recreation Department you are demonstrating positive corporate citizenship and greater visibility within the community. Your company/business will gain valuable exposure by advertising with the United City of Yorkville, while extending your visibility and achieving your marketing goals. Corporate Partner Program: • Sponsorship within the Parks and Recreation Program Catalog The Program Catalog is direct mailed to every resident's household four times per year and used throughout the quarter for community awareness presentations,general information packets and new resident packets. • Sponsorship for a City wide Special Event Become a sponsor for one of the city-wide special events including Music Under the Stars, Halloween Egg Hunt, Youth Sports Leagues, Battle of the Bands for Teens, Adventure Challenge, and Hometown Days Festival. • Sponsorship at a City baseball field Become a baseball field sponsor and have a sign displayed on the outfield fence during the late Spring, Summer and early Fall. Benefits you will receive: • The Parks and Recreation Program Catalog is a quarterly distribution to 7000 households (28,000 annually) • More than 80%of the residents of the United City of Yorkville receive the Park and Recreation Program Catalog through direct mail. • The surrounding Yorkville area also receives the Parks and Recreation Program Catalog. • Visibility in multiple locations such as the parks, facilities, the program catalog and events will increase your exposure. • By becoming a partner you will optimize your advertising expense while helping the community. Become a Corporate Partner and increase your exposure in the community. Return the sponsorship commitment form or contact 630 553-4357. Sincerely, Susan M. Swithin Superintendent of Recreation Parks and Recreation Department SPONSORSHIP RATE SUMMARY PARKS AND RECREATION PROGRAM CATALOG The United City of Yorkville Parks and Recreation Department Program Catalogs are direct mailed to approximately 7200 households four times a year. They are also distributed in welcome packets through Hometown Hello,Yorkville Chamber of Commerce, and Yorkville Economic Development. PARKS AND RECREATION PROGRAM CATALOG Sponsorship information Ad Size Options Full Page 7.5 x 10 %:Page Horiz 7.5 X 5 Y Page Vert 3.75 X 10 Four Color Color$850 Color$450 Color$450 Artwork supplied must be camera- BM$575 BMW$300 BM$300 ready. if supplied as film, four-color _ separations must be provided.All film must be accompanied by a matchprint or a color proof. Black and White - Supply 100 line screen camera-ready art slick, film negative. Film negatives must '/•Page Horiz 3.75 x 5 118 Page Business Card/logo only be accompanied by a laser proof. Color$210 Color$150 BM$145 BM$100 Art on Disk If art is supplied on disk, please indicate the platform,format,version of software and fonts on the disk label. Commitments of 4 Program Catalogs continuous will receive a 10%fee discount Sponsorship Deadlines will be provided for each seasonal Program Catalog. Sample of program brochure and ad sponsors included Fall Season (Sept.— Nov.) Winter Season (Dec. — Feb.) Spring Season (Mar. -- May) Summer Season (June—Aug.) Commitment forms must be returned by b weeks before season begins for all program brochure sponsors. Expected date of brochure mailing to all residents is one month before season begins. PROGRAM SPONSOR As a sponsor of one of the city-wide annual events, you will receive an ad in the event booklet, a banner at the event, name recognition on the back of t-shirts for leagues, inclusion in PSA's prior to the event throughout the community, announcements and recognition throughout the event day and recognition in the subsequent Parks and Recreation Program Catalog. Hometown Days Festival (Labor Day Weekend) The Hometown Days Festival is a Labor Day Weekend tradition in Yorkville. For years, the festival has provided the community with an event that offers small-town charm and hometown pride. It brings the community together for one final tribute to summer with food, contests, entertainment, and much more. • The Headliner—Your business banner on the front of the stage for the performance of your choice, on all advertising, on t-shirts, and other perks - $3000 • Diamond Sponsor—Your name on a sponsorship sign, with other Diamond sponsors, on the main stage. Your name will also be in all brochures and advertising, on t-shirts, and other perks - $1500 • Platinum Sponsor—Your name on a sign at the main stage, with other Platinum sponsors, as well as in our advertising and on t-shirts, as well as other perks - $1000 • Gold Sponsor—Your name with other Gold sponsors at the main stage, and also on the t-shirts - $750 • Silver Sponsor - Your name displayed at the main stage area - $500 • Bronze Sponsor—Your name displayed at the main stage area- $250 Music Under the Stars Qune—August) 6 weeks This event has been a favorite by residents. Local and regional bands are invited to play outside in the surrounds of Town Square. This event draws over 400 residents each week. Sponsorship funds support the expense of the bands and printing of the promotional materials. • Major Event Sponsor—Sole sponsor of one evening of music $1000 • Partner Sponsor (limited to four sponsors per evening) $350 • Product Sponsor (limited to three sponsors per evening) in-kind donation of food for the attendees • Volunteer Sponsor (limited to two sponsors per evening) in-kind commitment of 6-8 volunteers to assist in coordinate the evenings event. Outdoor Movies in the Parkaune—September) Annually the Park and Recreation Department hosts "Outdoor Movies" for the families of Yorkville. The movies are held at Beecher Park under the stars. A large screen is set up and families gather around with their chairs, blankets and snacks and enjoy a favorite showing. Concessions available! • Title Event Sponsor—Four movies—entire summer - $1000 • Major Event Sponsor—Sole sponsor of one evening of movies $300 • Partner Sponsor (limited to three sponsors per evening) $150 • Product Sponsor (limited to three sponsors per evening) in-kind donation of food for the attendees Baseball Field Advertising Sponsorship (March—October) Become a baseball field sponsor and have a sign displayed on the outfield fence during the late Spring, Summer and early Fall. Over 1,200 children and adults participate in the Spring, Summer and Fall Baseball/Softball Leagues. ■ Scoreboard (lighted) Sponsor$2,000 The Scoreboard Sponsorship will include a (size) color banner, displaying the sponsor name and logo. This banner will be displayed directly under the scoreboard. The banner will meet all sign specifications chosen by the department. ■ Outfield Fence Sponsor $600 The Outfield Fence Sponsor will include a 3 x 6 color banner, displaying the sponsor name and logo. The banner will meet all sign specifications chosen by the department. o Bridge Park -three fields, limit five per field o Beecher Park—two fields, limit five per field Halloween Egg Hunt (October) I night Youth and family members enjoy hunting for eggs filled with Halloween treats under the dark of night. Flash lights and your egg hunting containers are a must. Enjoy this favorite Halloween Treat. • Major Event Sponsor—Sole sponsor for evening$500 • Partner Sponsor (limited to three sponsors per evening) $200 • Product Sponsor (limited to three sponsors per evening) in-kind donation of product/give-a-ways • Volunteer Sponsor (limited to two sponsors per evening) in-kind commitment of 6-8 volunteers to assist in coordinate the evenings event League Sponsorship- Provide sponsorship for one of the City's Youth Sports Leagues. • Soccer (August—October ) 400 children participate in the Youth Soccer Leagues New Soccer Goals for the fields $1,500 Equipment (ball, shine guards, etc.) $500 • Youth Basketball (October— March) Over 300 children participate in Youth Basketball. T-shirts Sponsor for the League $600 Equipment (balls, pennies, time clocks, portable scoreboards, etc). $500 Friday Night jam for Teens (Bands) (Different times throughout the year) This evening is an opportunity for teens to showcase their band, while their friends and family members enjoy the show. The next famous rock and roll group may be in the band jam. Major Event Sponsor—Sole sponsor of one evening$400 ■ Partner Sponsor (limited to three sponsors per evening) $150 ■ Product Sponsor (limited to three sponsors per evening) in-kind donation of product/give-a-ways Adventure Challenge (Seasonal) This is an opportunity for individuals, businesses and families to compete in many different challenges throughout the course that is held at a local park in a rural setting. Over 100 people participated the first year and many spectators were cheering on their favorite group. • Major Event Sponsor—Sole sponsor of the event$600 • Partner Sponsor (limited to three sponsors) $300 • Product Sponsor (limited to three sponsors) in-kind donation of product/give-a-ways Sponsorship Terms and Policies I. Sponsorship opportunities are extended to any local, national or international business, non-profit agency and government agency that has or wishes to have a presence in the United Ciry of Yorkville. Subject to the United City of Yorkville s terms for accepting Sponsorship contracts will be accepted on first-come, first-served basis. 2. Sponsorship opportunities will not be extended to any organization whose mission or goal is in conflict with United City of Yorkville, and Recreation Departments mission of encouraging honesty, integrity and safety. The United City of Yorkville values and promotes accessibility, excellence, optimal experience, unity through diversity, wholesomeness and accountability. 3. The United City of Yorkville reserves the right to refuse any Sponsorship from organizations or companies that offer competing programs and/or facilities. 4. The United City of Yorkville is a municipality created by state authority for the purpose of serving the residents of Yorkville and does not support any one political parry or viewpoint. Therefore, we will not accept political Sponsorship of any kind. 5. The United City of Yorkville reserves the right to revise, reject or omit any ad at any time without notice. Any camera-ready Sponsorship submitted does not conform to the publication's mechanical requirement will be enlarged, reduced or floated at the discretion of the professional staff. The United City of Yorkville shall not be responsible for damages if an advertisement fails to be published for any reason. 6. The United City of Yorkville reserved the right to determine and/or change the placement of ads without notice. 7. Advertisers and advertising agencies are liable for all contents of advertisements (including copy, representation and illustrations) and shall indemnify and hold harmless the United City of Yorkville, without limitation against, for any and all claims made thereof against losses sustained by the United City of Yorkville, Recreation Department, Council Members, and employees. B. The advertisers and its agency, each represent that they are fully authorized and licensed to use: I.The names, portraits, and for pictures of living persons; 2. Any copyrighted or trademarked materials; and 3. Any testimonials contained in any advertisement submitted by or on behalf of the advertiser and published in any of the United City of Yorkville publications, and that such advertisement is neither libelous or defamatory, an invasion of privacy or otherwise unlawful to any third party. The advertiser and its agency each agree to indemnify and save harmless the United City of Yorkville against all loses, liability, damage and /or expenses arising from the copying, printing or publishing of any such advertisement. 9. No conditions printed or otherwise, appearing on contracts, orders or copy instructions, which conflict with the United City of Yorkville policies will be binding on the United City of Yorkville or its agents. 10. The United City of Yorkville shall not be responsible for any damages caused by acts of God, fires, strikes, accidents or other occurrences beyond the control of the publisher or the United City of Yorkville. 11. Failure to fulfill contract terms will result in additional charges equal to the full contract fee. 12.The United City of Yorkville will not return any items submitted for Sponsorship. 13. Payments are due onlor before the first date of copy notification timeline. Failure to do so may forfeit the agreement for advertisement/Sponsorship. 14. The United City of Yorkville reserves the right to revise Sponsorship rates. However, this will not affect existing signed and written Sponsorship agreements. All Sponsorship placed without a signed agreement is subject to rates that apply at the time of publication. Sponsorship Commitment Park and Recreation Catalog Program Guide Color Black and White Ad Size Full Page '/.Page Vert/Horiz Page Horiz/Vert 1/8 Page Vert/Horiz/ Bus Card Single Publication Annual Publication (4) Other PROGRAM SPONSOR Music Under the Stars (June-Aug) Halloween Egg Hunt (Oct) General Program Support League Sponsorship , Soccer Youth Basketball Battle of the Bands for Teens Adventure Challenge Hometown Days Festival Baseball Field Advertising Sponsorship Sponsorship Terms and Policies This certifies that I have read, understood and thereby accept the Sponsorship terms and policies as explained. Signature Date Name (printed) Title Company Name Billing Address City State Zip Phone Fax United City of Yorkville Park and Recreation Department 201 W. Hydraulic Street Yorkville, IL 60560 630.553.4357 630.553.4347 fax rev. 8.09 Reviewed By: Agenda Item Number wwvw Parks ❑ Recreation ❑ pa.�ns a RECRr�nEx! Director 1✓�'! City Administrator Tracking Number Legal ❑ -J Human Resources ❑ TCPFYf[1E WR64E EEfdFAF1pY'.'FF1.414EA7 Police ❑ Park Board Agenda Item Tracking Document Title: YYBSA Agreement for 2010 Agenda Date: Park Board—August 27, 2009 Synopsis: Proposed agreement with Yorkville Youth Baseball/Softball Association for the 2010 season. Action Previously Taken: Date of Action: N/A Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Discussion and approval Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum V ,W� To: Park Board 1RUFrom: Bart Olson, Interim Director of Parks and Recreation PARKS A REcPr-ATTcN CC: Date: August 20, 2009 Subject: YYBSA Agreement for 2010 A-0aEV2 AAtASAAE<AFIgxWAAM I have attached a draft YYBSA agreement for 2010 as a clean version and a track changes version. Each year, the Park Board should review the YYBSA agreement and suggest changes for the upcoming year (including setting fees). Superintendent Sleezer completed the first draft of suggested changes, and I added a few changes in the second round. Significant changes to the agreement are as follows: 1) Pagel, Section 1 a) Added a requirement that any changes to the schedule given to the City by YYBSA must be made by 9:00am on the Friday before the week in which said changes will take place. This is suggested to be changed so that both parties know the absolute drop dead date and time by which changes must be communicated. 2) Pagel, Section 3 a) Changed timing of$10 fee for each player from 60%by March 1, 10% by April 1, 10% by May 1, 10%by June and 10% July 1 to 100%by April 1. 3) Page 2, Section 3 a) Clarified that tournament dates must beset by November 30 of the previous year. b) Clarified that field usage is waived for YYBSA's year end celebration(it has not been changed to YYBSA in the past). 4) Page 2, Section 4 a) Clarified that YYBSA is responsible for the conduct of its members and that YYBSA and all participants must adhere to the City's policies and procedures contained within the Athletic Field Rental policy (will be attached under Exhibit A). 5) Page 2, Section 5 a) Clarified the standards for allowable advertising by YYBSA on the City ballfields. DRAFT(8-17-2009) AGREEMENT UNITED CITY OF YORKVILLE YORKVILLE PARKS AND RECREATION DEPARTMENT and YORKVILLE YOUTH BASEBALL/SOFTBALL ASSOCIATION This agreement is made and entered into this day of 2009, by and between THE f—Deleted:os UNITED CITY OF YORKVILLE an Illinois municipal corporation(the"city"),and the YORKVILLE YOUTH BASEBALL / SOFTBALL ASSOCIATION, an Illinois not-for-profit corporation (the "Association"). WITNESSETH WHEREAS, the city is the owner of certain fields and parks (the "parks") which the Association wishes to utilize from time to time with the prior written permission from the city and the city wishes to accommodate the Association's use of the parks on the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the covenants and agreements hereinafter contained,it is mutually agreed by and between the parties hereto as follows: I. Use of Parks by the Association. The city agrees to permit the Association to utilize certain parks designated by the city at those times that are mutually acceptable to each of the parties for a term commencing April], 2011 and ending September 30,2910 The parties agree that Deleted:o the Association's use of the parks designated by the city shall be nonexclusive. The FDeletm:9 Association's use of the parks designated by the city shall be subject to the city's ordinances, Ddd>ed:09 policies and direction of the city's officers and as otherwise hereinafter provided. Master (- - f Schedules must be submitted to the city for use of the fields,inclusive of rain dates by March 1,201{. Schedules will be approved by the city based on availability.Any changes to the Ddeted:a9 schedule by YYBSA are due to the City by 9:00 am the FridU Qrior to the week of Rlay__ Delete: 2. Use. The Association agrees to adhere to the approved athletic field reservation policy. Furthermore, by using the parks and fields of the city, the Association agrees to adhere to all city ordinances,use policies and procedures while in the parks and fields. 3. Fees. A fee equal to the amount of$10 per player for all registered players of YYBSA that use city owned fields and facilities shall be paid by YYBSA to the city according to the Deleted: following payment schedule: W/o by A ri 1,2010,, YYBSA registration records for 201A _shall be be used to determine the total fee to be paid to the city,with said records being open for city review upon request. Deleted:09 Deleted:10%by April 1,2009,10%by May 1,1 Fees for 201 g described herein shall be applied toward maintenance costs of the fields and 2009,lox by June 1,2009,and facilities to be used b the Association in 201 The fees exclud tournaments which have a 10%by July 1,2009. Y fir - - - - - - - - - ---- - separate fee structure, adetedc os �eleted:09 Deleted:o9 Deleted_ certain Tournament schedule dates must be sltbtnittett to the Recreation Department by November 30. 2009 to guarantee set dates.Fee stmeture'.}gill be based on the Athletic Field Reservation Policy. The fee for field usage will be waved for YYBSA'AYear End Celebration.The Year End Deletedo the Celebration details will be worked out between the Association and the Parks&Recreation Department thirty days in advance of the event. The city Parks and Recreation Department agrees to inform the Association by September 30, 20Aof its intent to charge a maintenance fee for the 2011 season,its amount,and a date by _ _ Deleted:09 �I which the fee must be paid in full..The fee is to be applied toward the maintenance costs of the fields and facilities to be used by the Association in 2010,excluding,tournaments which have a Deleted:.main separate fee structure.The intent to charge this fee and its amount will be proposed in the 2010 Agreement between the city and the Association and is subject to approval by the City Council 4. Maintenance Standards. In agreeing to use the city parks the Association agrees to participate in completing the routine maintenance items while using the parks. • Inspect the fields prior to use daily • Litter control through daily collection when scheduled use by the Association • Immediately reporting of any damages and/or maintenance concerns to the City. The Association is responsible for all participant and players conduct while on the fields,park, surrounding areas includin arkin lot. All la ers usin the athletic fields should adhere to the rules in the City's"General oolicies and procedures for use of the United Cit y of Yorkville parks,fields,and facilities",as included in Exhibit A to this agreement,and as amended from time to time_Any violation of these policies can impact the current and future uses of all City petered:GENERAL POLICIES HE fields and I or facilities. Furthermore.the Association assumes all responsibility for the renair T PROCEDURES USE of -- ln*UNITED CITY OF or replacement of damage as a result of nlisu%e of the field,equinment or park amenities. YORKVILLE PARKS,FIELDS AND FACILITIES. i Furthermore,.the CQ,'ty agrees to prepare the fields/parksprior and throughout the season to Deleted:URTHERMORE,T maintain quality conditions for use. The Cgty shall maintain the right to add,delete-or-modify Deleted: maintenance procedures as deemed necessary.The responsibility of the common areas and turf D� ; will be the responsibility of the city unless otherwise identified_ 5. Advertising_The Association may place one advertising banner at each field used by YYBSA under the terms of this agreement while YYBSA activities are taking lace on said field. Said advertisement may be attached to the backstop or mounted in open areas,but may not be attached to the outfield fences. All advertisements allowed under this section must also comply with the Parks and Recreation Department's"Sponsorship Terms and Policies". Advertisements are limited to 3'x 5' in size. 6. Insurance.The Association shall maintain commercial general liability(CGL)and commercial umbrella Iiability insurance with a limit of not less than$2,000,000 for each occurrence. If such insurance policy contains a general aggregate limit,it shall apply separately to this Agreement. 2 Occurrence basis coverage. This CGL and umbrella insurance shall be written on-an Deleted: occurrence basis and shall cover liability arising from premises,operation,independent contractors,products-completed operations,bodily and personal injury,property damage,as well as liability assumed by the Association under this Agreement. B..-Addidonal insured. The city shall be named as an insured under the CGL and umbrella insurance using an additional endorsement to the city for claims arising out of or as result of this Agreement. C. Waiver of subrogation. The Association waives all rights against the city for recovery of damages to the extent these damages are covered by the CGL or commercial umbrella liability insurance maintained pursuant to this Agreement. D. Delivery to city of certificates, Within 10 days from the start date of this Agreement,the Association shall furnish the city with copies of its current certificates of insurance documenting each such policy along with the additional insured endorsements required in this section. E. Cancellation. All such insurance provided for herein shall be non-cancelable,except upon 30 days' prior written notice to the city,and shall contain the following endorsement(or its equivalent)and shall appear on the policies respective insurance certificates: It is hereby understood and agreed that this insurance policy may not be canceled by the surety or the intention not to renew be signed by the surety until 30 days after receipt by the city of Yorkville by registered mail of written notice of such intention to cancel or not to renew. F.—No Limitation on liability. The minimum amounts set forth in this Agreement for such insurance shall not be construed as a limitation or satisfaction of the Association's liability, including indemnification,to the city under the Agreement as to the amount of such insurance. G.—No Waiver. The failure or delay of the city at any time to require performance by the Association of any provision of this section,even if known,shall not affect the right of the city to require performance of that provision or to exercise any right,power or remedy under this Agreement,and any waiver by the city of any breach of any provision in this section shall not be construed as a waiver of any continuing or succeeding breach of such provision,a waiver of the provision itself,or a waiver of any right,power or remedy under this Agreement. H. Primary coverage. The coverage shall apply as primary coverage with respect to any o other insurance or self-insurance program afforded to the city. There shall be no endorsement or modification of this coverage to make it excess over other available insurance 1 coverage; alternatively,if the CGL and umbrella,excess of reinsurance states that it is pro rata,it shall be endorsed to be primary with respect to the city. 7. Liability,Indemnification and Waiver J A. Assumption of liability. Except as specifically provided by law or this Agreement,the city assumes no liability or responsibility for any injury to or death of any person or persons including officers and employees of the Association and participants in the Association's program and activities or any other person and assumes no liability or responsibility for any ' 3 damage to property sustained by any person(s). In addition the Association will report all injuries to the city within 24 hours. ] B. Indemnification. To the fullest extent permitted by Iaw,the Association will defend, indemnify and hold the city harmless from all claims arising directly or indirectly from or in connection with(i)the conduct or management of the programs and activities of the Association;(ii)any act,omission or negligence of the Association or any of its directors, officers,agents,employees,invitees or contractors of the Association;(iii)any accidents, injury or damage whatsoever occurring on or at the parks arising from,directly or indirectly, the use of the parks by the Association or any of its directors,officers,agents,employees, invitees or contractors,as well as participants in the Association's programs and activities except to the extent of any negligent or wrongful act or omission of the city. However,this limitation shall not in any way limit the Association's duty to defend the city. C.—Defense of City. In the event any claims shall arise,the Association shall defend and pay any judgment or settlement against the city in such claims. The city shall tender the defense to the Association. The Association and the city shall mutually agree to counsel to defend of such claims. The city,in its sole discretion,may participate in the defense of such claims at the Association's sole expense,but such participation shall not relieve the Association from its duty to defend and to pay any judgment or settlement against the city in such claims. Except where a settlement completely and forever releases the city from any and all liabilities without financial contribution by the city or its insurer,the Association shall not agree to any settlement of the claims without the city's approval. D._Waiver of defenses. In any and all claims against the city or any of its agents or employees the indemnification obligation under this paragraph shall not be limited by any limitation on the amount or type of damages,compensation or benefits payable by or for the Association under applicable law. The Association waives all defenses available to the Association which limit the amount of the Association's liability to the city. R. No Alteration. The Association shall not make structural improvements,changes or alteration to the parks without first obtaining the written consent of the city. Any improvements to the parks will be through a donation to the city,and therefore become the property of the city. ] 9. No Assignment. The Association shall not assign its interest in this Agreement without obtaining the written consent and approval of the city. ] 10. Binding upon successors. This Agreement shall be binding upon the successors and assigns of the parties hereto. 11. Reimbursement for increased insurance costs. Any increase of insurance premium on the parks resulting for such use by the Association shall be paid for by the Association. 12. Integration of all terms into Agreement. This Agreement contains all of the terms, conditions and agreements between the parties hereto and no amendments,additions or changes hereto shall be valid unless attached hereto in writing and signed by the city and the Association. Failure to abide by the policies and rules set forth in this agreement could result in additional fees assessed to the Association and/or loss of privileges regarding the use of parks and fields. 4 IN WITNESS WHEREOF,the parties hereto have,the day and year first above written, signed and executed this Agreement by virtue of authority given and granted by the respective corporate authorities of the parties hereto. THE UNITED CITY OF YORKVILLE By: Mayor,United City of Yorkville By: Park and Recreation Board YORKVILLE YOUTH BASEBALL/SOFTBALL ASSOCIATION By: President Attest: Representative 08-17-09 DRAFT agreement.2009.doc 5 Exhibit A Parks Policies and Procedures DRAFT(5-17-2009) AGREEMENT UNITED CITY OF YORKVILLE YORKVILLE PARKS AND RECREATION DEPARTMENT and YORKVILLE YOUTH BASEBALL/SOFTBALL ASSOCIATION This agreement is made and entered into this day of 2009, by and between THE UNITED CITY OF YORKVILLE an Illinois municipal corporation (the"city"), and the YORKVILLE YOUTH BASEBALL / SOFTBALL ASSOCIATION, an Illinois not-for-profit corporation (the "Association"). WITNESSETH WHEREAS, the city is the owner of certain Melds and parks (the "parks") which the Association wishes to utilize from time to time with the prior written permission from the city and the city wishes to accommodate the Association's use of the parks on the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the covenants and agreements hereinafter contained, it is mutually agreed by and between the parties hereto as follows: 1. Use of Parks by the Association. The city agrees to permit the Association to utilize certain parks designated by the city at those times that are mutually acceptable to each of the parties for a term commencing April 1, 2010 and ending September 30, 2010. The parties agree that the Association's use of the parks designated by the city shall be nonexclusive. The Association's use of the parks designated by the city shall be subject to the city's ordinances, policies and direction of the city's officers and as otherwise hereinafter provided. Master Schedules must be submitted to the city for use of the fields, inclusive of rain dates by March 1,2010. Schedules will be approved by the city based on availability. Any changes to the schedule by YYBSA are due to the City by 9:00 am the Friday prior to the week of play. 2. Use. The Association agrees to adhere to the approved athletic field reservation policy. Furthermore, by using the parks and fields of the city, the Association agrees to adhere to all city ordinances,use policies and procedures while in the parks and fields. 3. Fees. A fee equal to the amount of$10 per player for all registered players of YYBSA that use city owned fields and facilities shall be paid by YYBSA to the city according to the following payment schedule: 100% by April 1, 2010, YYBSA registration records for 2010 shall be used to determine the total fee to be paid to the city,with said records being open for city review upon request. Fees for 2010 described herein shall be applied toward maintenance costs of the fields and facilities to be used by the Association in 2010. The fees exclude tournaments which have a separate fee structure. 1 Tournament schedule dates must be submitted to the Recreation Department by November 30, 2009 to guarantee set dates. Fee structure will be based on the Athletic Field Reservation Policy. The fee for field usage will be waved for YYBSA's Year End Celebration. The Year End Celebration details will be worked out between the Association and the Parks &Recreation Department thirty days in advance of the event. The city Parks and Recreation Department agrees to inform the Association by September 30, 2010 of its intent to charge a maintenance fee for the 2011 season, its amount, and a date by which the fee must be paid in full.. The fee is to be applied toward the maintenance costs of the fields and facilities to be used by the Association in 2010, excluding tournaments which have a separate fee structure. The intent to charge this fee and its amount will be proposed in the 2010 Agreement between the city and the Association and is subject to approval by the City Council 4. Maintenance Standards. In agreeing to use the city parks the Association agrees to participate in completing the routine maintenance items while using the parks. • Inspect the fields prior to use daily • Litter control through daily collection when scheduled use by the Association • Immediately reporting of any damages and/or maintenance concerns to the City. The Association is responsible for all participant and players conduct while on the fields,park, surrounding areas including parking lot. All players using the athletic fields should adhere to the rules in the City's"General policies and procedures for use of the United City of Yorkville parks, fields, and facilities", as included in Exhibit A to this agreement, and as amended from time to time. Any violation of these policies can impact the current and future uses of all City fields and/or facilities. Furthermore, the Association assumes all responsibility for the repair or replacement of damage as a result of misuse of the field, equipment or park amenities. Furthermore, the City agrees to prepare the fields/parks prior and throughout the season to maintain quality conditions for use. The City shall maintain the right to add, delete or modify maintenance procedures as deemed necessary. The responsibility of the common areas and turf will be the responsibility of the city unless otherwise identified. 5. Advertising, The Association may place one advertising banner at each field used by YYBSA under the terms of this agreement, while YYBSA activities are taking place on said field. Said advertisement may be attached to the backstop or mounted in open areas,but may not be attached to the outfield fences. All advertisements allowed under this section must also comply with the Parks and Recreation Department's "Sponsorship Terms and Policies". Advertisements are limited to 3' x 5' in size. 6. Insurance. The Association shall maintain commercial general liability(CGL) and commercial umbrella liability insurance with a limit of not less than$2,000,000 for each occurrence. If such insurance policy contains a general aggregate limit, it shall apply separately to this Agreement. 2 A, Occurrence basis coverage. This CGL and umbrella insurance shall be written on an occurrence basis and shall cover liability arising from premises, operation,independent contractors,products-completed operations,bodily and personal injury, property damage, as well as Iiability assumed by the Association under this Agreement. B.. Additional insured. The city shall be named as an insured under the CGL and umbrella insurance using an additional endorsement to the city for claims arising out of or as result of this Agreement. C. Waiver of subrogation. The Association waives all rights against the city for recovery of damages to the extent these damages are covered by the CGL or commercial umbrella liability insurance maintained pursuant to this Agreement. D. Delivery to city of certificates. Within 10 days from the start date of this Agreement, the Association shall furnish the city with copies of its current certificates of insurance documenting each such policy along with the additional insured endorsements required in this section. E. Cancellation. All such insurance provided for herein shall be non-cancelable, except upon 30 days' prior written notice to the city, and shall contain the following endorsement(or its equivalent) and shall appear on the policies respective insurance certificates: 1t is hereby understood and agreed that this insurance policy may not be canceled by the surety or the intention not to renew be signed by the surety until 30 days after receipt by the city of Yorkville by registered mail of written notice of such intention to cancel or not to renew. F. No Limitation on liability. The minimum amounts set forth in this Agreement for such insurance shall not be construed as a limitation or satisfaction of the Association's liability, including indemnification, to the city under the Agreement as to the amount of such insurance. G. No Waiver. The failure or delay of the city at any time to require performance by the Association of any provision of this section, even if known, shall not affect the right of the city to require performance of that provision or to exercise any right, power or remedy under this Agreement, and any waiver by the city of any breach of any provision in this section shall not be construed as a waiver of any continuing or succeeding breach of such provision, a waiver of the provision itself, or a waiver of any right, power or remedy under this Agreement. H. Primary coverage. The coverage shall apply as primary coverage with respect to any o other insurance or self-insurance program afforded to the city. There shall be no endorsement or modification of this coverage to make it excess over other available insurance/coverage; alternatively, if the CGL and umbrella, excess of reinsurance states that it is pro rata, it shall be endorsed to be primary with respect to the city. 7. Liability,Indemnification and Waiver A. Assumption of liability. Except as specifically provided by law or this Agreement,the city assumes no liability or responsibility for any injury to or death of any person or persons including officers and employees of the Association and participants in the Association's program and activities or any other person and assumes no liability or responsibility for any 3 damage to property sustained by any person(s). In addition the Association will report all injuries to the city within 24 hours. B. Indemnification. To the fullest extent permitted by law, the Association will defend, indemnify and hold the city harmless from all claims arising directly or indirectly from or in connection with(i)the conduct or management of the programs and activities of the Association; (ii) any act, omission or negligence of the Association or any of its directors, officers, agents, employees, invitees or contractors of the Association; (iii) any accidents, injury or damage whatsoever occurring on or at the parks arising from, directly or indirectly, the use of the parks by the Association or any of its directors,officers, agents, employees, invitees or contractors, as well as participants in the Association's programs and activities except to the extent of any negligent or wrongful act or omission of the city. However, this limitation shall not in any way limit the Association's duty to defend the city. C. Defense of City. In the event any claims shall arise, the Association shall defend and pay any judgment or settlement against the city in such claims. The city shall tender the defense to the Association. The Association and the city shall mutually agree to counsel to defend of such claims. The city, in its sole discretion,may participate in the defense of such claims at the Association's sole expense, but such participation shall not relieve the Association from its duty to defend and to pay any judgment or settlement against the city in such claims. Except where a settlement completely and forever releases the city from any and all liabilities without financial contribution by the city or its insurer, the Association shall not agree to any settlement of the claims without the city's approval. D. Waiver of defenses. In any and all claims against the city or any of its agents or employees the indemnification obligation under this paragraph shall not be limited by any limitation on the amount or type of damages, compensation or benefits payable by or for the Association under applicable law. The Association waives all defenses available to the Association which limit the amount of the Association's liability to the city. 8. No Alteration. The Association shall not make structural improvements, changes or alteration to the parks without first obtaining the written consent of the city. Any improvements to the parks will be through a donation to the city, and therefore become the property of the city. 9. No Assignment. The Association shall not assign its interest in this Agreement without obtaining the written consent and approval of the city. 10. Binding upon successors. This Agreement shall be binding upon the successors and assigns of the parties hereto. 11. Reimbursement for increased insurance costs. Any increase of insurance premium on the parks resulting for such use by the Association shall be paid for by the Association. 12. Integration of all terms into Agreement. This Agreement contains all of the terms, conditions and agreements between the parties hereto and no amendments, additions or changes hereto shall be valid unless attached hereto in writing and signed by the city and the Association. Failure to abide by the policies and rules set forth in this agreement could result in additional fees assessed to the Association and/or loss of privileges regarding the use of parks and fields. 4 IN WITNESS WHEREOF, the parties hereto have, the day and year first above written, signed and executed this Agreement by virtue of authority given and granted by the respective corporate authorities of the parties hereto. THE UNITED CITY OF YORKVILLE By: Mayor, United City of Yorkville By: Park and Recreation Board YORKVILLE YOUTH BASEBALL/SOFTBALL ASSOCIATION By: President Attest: Representative 08-17-09 DRAFT agreement.2009.doe 5 Exhibit A Parks Policies and Procedures 6 Reviewed By: Agenda Item Number Parks ❑ Recreation ❑ Pages a ituRm-,a4 Director 0A v City Administrator ❑ Tracking Number ° Legal ❑ - Human Resources ❑ FC�MILLE P�1J(S1EEiEFA7ti1M 7F7A3�if Police ❑ Park Board Agenda Item Tracking Document Title: Code Blue Unit-update Agenda Date: Park Board--August 27, 2009 Synopsis: A verbal update will be given at the meeting on Code Blue Unit installation issues and a status report on its completion. 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: Reviewed By: Agenda Item Number ,1 Yoa►c�nu� Parks ❑ Recreation ❑ PARKS J1GrWAriaa Director ❑�� City Administrator ❑ Tracking Number Legal ❑ —� Human Resources ❑ Police ❑ Park Board Agenda Item Tracking Document Title: Lease of Riverfront Buildings - discussion Agenda Date: Park Board--August 27, 2009 Synopsis: A discussion on the merits of leasing the Riverfront Building at 301 E Hydraulic St to a private entity. Action Previously Taken: Date of Action: N/A Action Taken: Item Number: Type of Vote Required: Majority Action Requested: Discussion and direction Submitted by: Bart Olson Parks and Recreation Name Department Agenda Item Notes: Memorandum ,ja To: Park Board From: Bart Olson, Interim Director of Parks and Recreation PARKS S RUCWTION CC: Date: August 20, 2009 Subject: Lease of Riverfront Buildings -Discussion This agenda item is for discussing the merits of leasing out the Riverfront Building at 301 E Hydraulic (old Park Board offices, not the current pre-school) to a private party. I have made contact with an individual who is interested in leasing the building in Riverfront Park for a retail, non-food business that would complement the use of the park and whitewater recreation facility. Before the Park Board and City Council will hear the details of potential costs, use of the building, and staff negotiates a draft lease agreement, I want to gauge the Park Board's opinion on giving up control of a City building that is located entirely within a park that fronts on one of the City's biggest future attractions. A lease term could be offered of anywhere from 1 year to 99 years. If the Park Board is favorable to the idea, an executive session will be set in the future to discuss the price terms of the lease. This individual would then be presented with the price terms of the lease and would give us direction on whether or not they would like to begin negotiations of a lease agreement. All other components of the lease, including the user of the lease and the terms of the lease must be negotiated at a staff level and in open session. Reviewed By: Agenda Item Number 91 Parks ❑ Recreation ❑ � 1 pARk,;a RmcnATION Director City Administrator ❑ Tracking Number © Legal ❑ -� Human Resources ❑ mart�ae auasiLVCZrmir Police ❑ Park Board Agenda Item Tracking Document Title: Staff reports Agenda Date Park Board—August 27, 2009 Synopsis: Written reports from the Director, Superintendent of Parks and the Parks Designer and a verbal report by the Superintendent of Recreation. 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 WWV= To: Park Board JNJFrom: Bart Olson, Interim Director of Parks and Recreation PARKS RECPMnON CC: 4 Date: August 21, 2009 Subject: Weekly Director's Report 1) Hometown Days—This meeting is our last before Hometown Days. If any Park Board member would like to volunteer a 3 or 4 hour shift at the Information Booth on any day, please let Bart, Sue, or Scott know. If not, we'll see you at the festival! 2) Future agenda items in front of City Council—The following items are on the August 25'h City Council meeting. a. Whispering Meadows Change Order#2—discussed at the August 131 Park Board meeting. 3) Parks and Recreation Budget Powerpoint—At the last Park Board meeting, I presented a memo on the Parks and Recreation budget that had been discussed at the previous City Council meeting. At the August 27`h Park Board meeting, I will have a brief powerpoint presentation for the Park Board that displays some of the data that I used to come to the conclusions expressed in that memo. 4) Future agenda items at Park Board—A spreadsheet with future agenda items is attached, and a highlight of each new agenda item is below. a. Sept 10a'meeting--FY 09/10 Budget Revisions—I expect that staff will begin discussing the FY 09/10 budget revision in the next week or so. This agenda item is likely to be discussed by City Council in October/November, so I am trying to get a head start by discussing it at Park Board in September. This agenda item may be pushed back to the September 24a'meeting, depending on how the analysis of the Summer 2009 programs goes. a ✓ lmn�i - ® i September 10,2009 1. Whispering Meadows Caboose-update 1. July 2009 Budget Report Discussion 1.Direr€❑r'S(%v Ittvri) 2. FY 09110 Budget Revision(TENTATIVE) 2.Recreation(written) 3.Parks verbal September 24,2009 1.Summer 2009 Programs Performance(Budget vs. 1.Director's(written) Actual) 2.Recreation(verbal) 2. Whitewater Park regulations(TENTATIVE) 3.Parks(written) 3. REC Center Webslte(TENTATIVE) 4.Parks Designer written October 8,2009 1. Bristo[Bay Park A Equipment RFP 1.Director's(written) 2.Recreation(written) 3.Parks(verbal) October 22,2009 1.Director's(written) (Bart and Laura Out 2.Recreation(verbal) of Office) 3.Parks(written) 4.Parks Designer (written) November 12,2009 1.Director's(written) 2.Recreation(written) 3.Parks verbal 11/14/2009 None None 1. Strategic Planning None None None (Tentative Date for Strategic Planning Meet[n9 December 3,2009 1.Directors(written) (First Thursday) 2.Recreation(verbal) 3.Parks written December 17,2009 1.Directors(written) (Third Thursday) 2.Recreation(verbal) 3.Parks(written) 4.Parks Designer written Memorandum To: Park Board From: Scott Sleezer Superintendent of Parks paRKs b RscR6nTraN CC: Bart Olson, Interim Director of Parks and Recreation Date: August 13, 2009 ° Subject: July 2009 Parks Report Ypd]Ml�E F.�%4l#E�Ip19EP1Ri1517 Athletic Field Division Baseball Staff worked with the Recreation Department for the YYBSA year end celebration. This is when YYBSA holds the all star games for the different divisions within their league. It was held at Beecher and Bridge fields and was attended by over a thousand people. Staff worked at Bridge fields to correct the build up on the lips of the infield and to correct the base lines. Tournaments Staff prepared the Bridge ball field complex for three tournaments in the month of July. Trash Control Picked up all loose trash and debris by systematically walking a grid at each site, replacing liners in all trash cans. Beautification Division Native Area Plantings We received some free native plant plugs from Earth Works. Staff decided to use these plugs to enhance the area around the lake at Caledonia that is adjacent to our park site. Tree Pruning Staff started pruning all of the trees and shrubs at various sites throughout the City. Town Square Staff painted the gazebo and made repairs to the lights. Public Decor Staff installed the banners on the light poles in the down town area and flags along Rt 47 and the parade route. Float Staff built a float for the City to be displayed in the parade it consisted of shrubs, perennials and a few annuals. Staff planted the material around City Hall after the event was over. Playground Division Safety Inspection Staff inspected all playgrounds weekly visually checking equipment using a systematic approach looking for missing or loose hardware. Accessing the equipment pulling and pushing on each apparatus to check if it is secure and filled out inspection form for each site. Surfacing Maintenance Weekly raked surfacing back under slide exits, swings, climbers, and transfer platforms to meet ADA, CPSC, and ASTM guidelines in every playground. Raked area so it is uniform and smooth in appearance and level with transition areas. Concrete Pads Staff assisted on an Eagle Scout project by framing and pouring two 10'x 30' concrete pads for dugouts that will be build by volunteers on Beeceher Field#5. Brandon Tudisco has put together an Eagle Scout project that will add two dugouts on field#5 that will match the dugouts on field #1. He has secured all of the building material including the concrete we used to pour the pads. Riverfront Staff spread a hundred yards of mulch on the chipped path on the far east side of Riverfront Park. Staff also trimmed back the growth along the edges of the trail. Park Construction The trail at Whispering Meadows has been completed. Turf Division Mowing Staff weekly mowed all City owned turf areas over sixty sites, string trimming around posts, signs and other such obstacles and blow clippings from all paved surfaces. High Weed Mowing Staff mowed and trimmed the high weeds at Whispering Meadows Park. Trash Control Picked up all loose trash and debris by systematically walking a grid at each site,replacing liners in all trash cans. CIP Memorandum 6 Q EST M 1836 TO Yorkville Park Board From: Laura Haake, City Park Designer CC: Bart Olson, Interim Director of Parks and Recreation, 0� [ �V�S�., �O Travis Miller, Community Development Director MWIM ALE Date: August 19, 2009 Subject: Park Designer Report ■ Attended ILCA Summer Field Days on August 5`h. ■ Attended Go to 2040 Workshop at Health Department on August 12�'. ■ Rain Garden Grant Plant donation letters went out to area native plant nurseries. ■ Full Circle Grant applications were reviewed and interviews are set up for the week of 8125. ■ ComED Lease Agreement was approved by Council. ■ Park Development Standards were updated and went to Council for approval on 8125. Integrated Transportation Plan review of document completed and returned to SEC for their revisions. The document will go to Council on 818 for approval. ■ Boat Launch Grant Application was approved by council and is in progress. Contacted SEC for help on the elevations drawings for the launch, Greg completed the site maps. Currently working on concept plan.. ■ Landscape Reviews for Cannonball Trail ■ Bristol Bay Park A design completed and RFP out on August 200' . • Kendall Marketplace naturalized basin site visit, plan review, and agreement on how to naturalize with changed site conditions. • Safe Routes to School Grant receipt, info and maps to staff.