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Park Board Packet 2008 02-14-08 YORKVI"E PARKS & RECREATION DEPARTMENT Administration and Recreation Office 201 W. Hydraulic St Yorkville, H, 60560 630-553-4357 Park Board Agenda Thursday, February 14 , 2008 7 :00 p.m. - Park Board Meeting Administration and Recreation Office Call to Order: Roll Call : Chris Rollins, Ken Koch, Debbie Horaz, Kelly Sedgwick, Vickie Coveny Introduction of Guests, City Officials and Staff. Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board Director of Parks and Recreation - David Mogle Superintendent of Recreation - Sue Swithin Superintendent of Parks - Scott Sleezer Park Planner - Laura Haake Public Comment: Presentations : Approval of Minutes: Minutes - Regular Park Board Meeting - January 24, 2008* Bills Review: Cash Analysis* Bill List Old Business: YYBSA Agreement for 2008* Athletic Field Use Policies and Procedures - Revisions* Hoover Property Ad Hoc Committee Report Community Survey Report FY08 109 Budget Update New Business: Amendment to Intergovernmental Agreement with IDNR* Reports: Director Report Parks Report Recreation Report Additional Business: Future Meeting Schedule & Agenda Items Executive Session: For the purchase or lease of real property for the use of the public body. For the discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06. Adjournment: Next meeting : February 28, 2008 *Items needing Board approval or recommendation Yorkville Parks & Recreation Department Administration and Recreation Office 201 W. Hydraulic St Yorkville; IL 60560 6305534357 Park Board Agenda Thursday, January 24, 2008 7: 00 p. m . — Park Board Meeting Administration and Recreation Office Call to Order: Chris Rollins called the meeting to order at 7 : 05 pm Roll Call : Chris Rollins, Ken Koch , Van Truman, Debbie Horaz, Kelly Sedgwick Introduction of Guests, City Officials and Staff: Joe Plocher, Ward 2 Alderman, City Council Liaison to Park Board (arrived at 8 : 35 pm) Gary Golinski, Ward 2 Alderman as guest Director of Parks and Recreation - David Mogle Superintendent of Parks - Scott Sleezer Public Comment: None Presentations: None Approval of Minutes: Minutes - Regular Park Board Meeting - January 10, 2008 * Chris Rollins called for a motion to approve the Regular Park Board Meeting, January 10, 2008, minutes with no amendments. The motion was made by Van Truman and seconded by Deb Horaz. The motion was unanimously approved by voice vote. Bills Review: Cash Analysis & Bill List With no questions or comments regarding the cash analysis or bills list Chris Rollins asked for a motion to approve the cash analysis and bills list as submitted . Van Truman made the motion and Deb Horaz seconded the motion . The motion was 1 approved by roll call : Rollins-Yes; Koch-Yes; Horaz-Yes; Truman-Yes; & Sedgwick- Yes Old Business: Review of 2007 YYBSA Agreement and Discussion for 2008 Dave Mogle explained that YYBSA disagrees with the staff's proposal to add a requirement to the agreement that would establish a per player fee that would be paid by YYBSA to the Park and Recreation department to help pay for field preparation and maintenance costs. Mogle said that they insist on not paying the ten dollar per player fee we would have to cut ten thousand dollars in field maintenance costs . Scott Sleezer went over the YYBSA costs cuts . He explained that the things they want to cut back on were going to be things that we could ask them to do. He gave an example of cutting $207 in chalk just by asking them chalk the fields themselves between games. A big cost savings would be putting down half the amount of turface on the infields. Even though it would affect playability it would cut around $5000, he said . Rollins felt these cost cuts would be okay for this year only. He wanted YYBSA to know we don 't want to do this again . He reiterates that we want to be taking care of the fields. Ken Koch would like to see YYBSA do their budget in September and plan for an increase . Mogle felt there should be a clause in the agreement saying that there would be adjustments in next year's budget. Rollins thought for future reference we should ask them when they want to discuss fees for next year. We don 't want them to say it is bad timing . Van Truman said we have to cut costs to balance the budget. Truman said that we should not ask them to provide materials or manpower or money but the flip side of that coin is we're not going to have fields at the quality they were last year because we have to close the budget and we're not getting any assistance from YYBSA. Sleezer wanted to make note that the list he generated for cost cuts were for regular games and not tournament games . Hoover Property Ad Hoc Committee Report Dave Mogle stated that the Forest Preserve is trying to take our portion of Hoover away and he stated that our City Attorney was looking over our agreement that we have with them . He said that Jason wanted to meet with any City council members on February 13th, for discussion . Ken Koch wanted to know if the attorney could render her opinion in writing on the agreement before the meeting . Mogle said we would be getting her opinion on weather or not the agreement can stand scrutiny. 2 Mogle stated that he and Gary talked to one of their board members and they felt that they don 't want the City involved . The City Attorney felt that we need to move on this quickly. 2008 IDNR Bicycle Grant Cycle and Potential Project* Dave Mogle pointed out the list he supplied of potential projects. He said that after talking to the grant writer we're just not ready to do some of these larger bike path projects due to the sign off that we need from IDOT and Com Ed . He and staff got together and thought they could get a DNR Grant application what would connect Grand Reserve to Autumn Creek. He reported that the Kennedy reconstruction is still a year or two years off. If we were to get a grant, build the path the construction would destroy the path . It really makes no sense to apply for that grant before the construction . Mogle noted that we should focus all of our attention on the Com Ed easement and make sure that we get those sign offs that we need . The focus will be on the federal grant. Rollins stated that a lot of people wanting the money. He felt that we should apply for a state grant to go towards at least some section . We have the support of IDOT. Review of Park and Recreation Goals and Objectives Dave Mogle went over the goals and objective list. He stated that the objectives with a checkmark were completed . For the most part he felt we accomplished a lot in this last year. He noted that the City council is going to have a goal planning party on Saturday February 9th . He said he would go to the meeting to represent Parks and Recreation . Van Truman would like to see revised deadline dates on the objectives that we have not completed . He said it would help us know where we are and what challenges there are etc. New Business : Playful Cities USA Program Dave Mogle said that we would like to set up a committee with at least one park board member to sit in on it. Mogle said they meet twice a year and they set up an annual play date . He said as a "playful city" Yorkville is eligible for grants and other funding resources that are connected to the KaBoom organization . He noted that Ka Boom is a national organization that helps cities and towns build safe playgrounds for children . He stated that Mayor Burd is very supportive. Kelly Sedgwick said that he would volunteer to sit on the committee. 3 Reports: Director Report 1 . Recreation Manager Revised Job Description Dave Mogle stated that the direction was to include this in the new budget. Mogle said that it was tabled at City Council . He said it is a procedural thing that is getting it hung up . Mogle plans to bring it back to the table at budget time. He wants to bring it back to the Administration Committee to talk about the position description as proposed . 2. Attorney Bills to Parks and Recreation Dave Mogle went over sample statements that demonstrate how attorney billings are submitted with written records. Van Truman felt that this is just an invoice and requests some actual work product in writing . He wants to see a work product that can be passed along to one City Attorney to the next. Truman also suggests that a minute taker be present at the meetings. He said if we pay $400/hour for an attorney to sit at the meetings then we could invest some money in having a minute taker there. 3 . School Board/City Council Joint Meeting Follow- up Dave Mogle said that the meeting was positive and Chris Rollins said that the point was raised at the meeting was who would pay for joint projects. He said that land cash would make joint projects happen . He said we were getting contributions from developers and we can adjust those contributions to take land or cash or some combination of it. We have potentially a balance of one or more or less of one of the other and that's how we build a joint school park side . That means we can develop the park land to the mutual benefit of the school and parks use and we adjust the building to the mutual benefit. That is were we were coming from he said . He said that we might ask the park designer to design a park to show that everything was perfect. That way we'd have a way to generate some thoughts from the School Board . Rollins felt that we need to be involved in the design phase not after they've already put in their building . There would be a double savings in having one playground and one parking lot, Sleezer said . Rollins also wanted the School Board to sit down with the City Engineer to determine the traffic patterns that will be created when a school is being put in . He felt that where they put the building it will contribute to the traffic flow in the area . He said that the ideal situation is to make the space useful for everyone. He felt the sooner the better and Mogle said that they haven 't broken ground yet so getting a grounds plan together would be beneficial . Additional Business: Future Meeting Schedule & Agenda Items 4 Dave Mogle points out on future agenda items : City Council on 2/ 12 will discuss park Development Standards. Park Board on the 2/ 14 will discuss IDNR Lease and Community Survey. Adjournment For Executive Session : Chris Rollins asked for a motion to suspend the regular meeting at 9 : 40 pm . Horaz made a motion and Truman seconded the motion . Chris Rollins asked for a motion to enter into executive session, for the purchase or lease of real property for the use of the public body. For the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body or legal counsel for the public body. Sedgwick made a motion and Truman seconded the motion and all in favor by voice vote . Adjournment: Chris Rollins called for a motion to end the executive session and to reconvene into regular session 10 : 45 pm . Horaz made a motion and Truman seconded the motion and all in favor by voice vote . Next meeting : February 14, 2008 Minutes respectfully submitted by Jamie Cheatham, Minute Taker 5 MEMORANDUM TO: Yorkville Park Aoard FROM: Dave Mogle, Dwlr t' olr Yarks and Recreation RE: Old Business ''' DATE: February 11 , 2008 YYBSA AGREEMENT FOR 2008 The 2008 YYBSA Agreement has been adjusted as discussed at the January 24 Park Board meeting and is being submitted to the park board with a recommendation for approval. The highlighted areas represent changes from the 2007 Agreement ATHLETIC FIELD USE POLICIES AND PROCEDURES — REVISIONS Revisions to Park and Recreation Department Field Use Policies and Procedures are being submitted to the park board with a 'recommendation for approval. The highlighted areas represent changes from 2007. HOOVER PROPERTY AD HOC COMMITTEE REPORT Staff will give an update on the Hoover Property discussions. COMMUNITY SURVEY REPORT The long awaited Community Survey project will be complete with the fmal report being fine tuned this week. Reports are planned for distribution at the park board meeting. FY08/09 BUDGET UPDATE An update of the FY08/09 budget process will be discussed at the park board meeting. AGREEMENT DRAFT 2111107 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 2007, 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 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: 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 ac table to each of the parties for a term commencing April 1, 2008 and ending ga'�l rF,kj '"? 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, 2008. Schedules will be approved by the city based on availability. 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. 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. FURTBERMORE, The city agrees to prepare the fields/parks prior and throughout the season to maintain quality conditions for use. The responsibility of the common areas and tarf will be the responsibility of the city unless otherwise identified 5. 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. i. 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 liability assumed by the Association under this Agreement. ii. 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. iii. 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: I ' B. 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. C. 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 ofsuch intention to cancel or not to renew. D. 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. E. 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 f I 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! F. 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. 6. 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 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. 7. 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. 8. No Assignment. The Association shall not assign its interest in this Agreement without I btaining the written consent and approval of the city. 9. Binding upon successors. This Agreement shall be binding upon the successors and assigns of the parties hereto. 10. 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. 11 . 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. 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 I 2/11.08 agreement.2008.doc i UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT ATHLETIC FIELD RESERVATION POLICY The Athletic Field Reservation policy of the United City of Yorkville has been established to provide a systematic method by which athletic fields (baseball, softball and soccer) may be reserved by the residents of the community. A reservation is not required for athletic field use for occasional play or pick up games. For league play (which includes multiple days, or week play for both games and practices) a permit is required and will guarantee use for the dates and times specified on the permit. Objective • To provide maximum utilization of athletic fields through centralized scheduling • To provide an impartial distribution of athletic fields to the various community groups who wish to reserve fields. • To plan cooperatively with other community agencies to enhance individual and group recreational needs. • To provide recreational activities which take into consideration the needs of the • dia4 nufidT.the best possible maintenance of athletic fields using available manpower and monetary resources. RENTAL CATEGORIES Category A Government and non-profit organization which are located within the United City of Yorkville. Category )3 Private groups and individuals which are comprised of predominately (at least 80%) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into gie predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. Athletic Field Use Priorities When scheduling reserved use of athletic fields, the following priorities shall be established : 1 . United City of Yorkville Park and Recreation sponsored programs 2. Yorkville School District 3 . Youth Leagues that have approved cooperative agreements with the City of Yorkville. 4. Other athletic programs within the community requesting to reserve an athletic field(s) on a seasonal basis. 5. Private groups or individuals requesting to reserve an athletic field(s) on a single or multiple dates. 6. Other 1 Resident groups (groups with 80 % or more United City of Yorkville residents). shall be given priority over non-resident groups. The 80 % residency requirement shall be calculated based on the total number of people using the field. Athletic fields may be used on a drop-in basis by any group or individual without a reservation on a first come first serve basis. Drop-in use is limited to 2 hours and does not include any organized league games. Groups or individuals with an approved reservation or permit and City programs will have priority use. In case of inclement weather, the United City of Yorkville Park and Recreation Department shall make the final decision regarding playability of all fields. Request for Athletic Field Reservation Organizations, groups and individuals desiring to reserve athletic fields shall complete the standard application for athletic field reservation. In addition, organizations, groups, and individuals shall be required to submit the following with the application form: • A certificate of insurance — co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation • The team roster(s) with addresses and signed waiver forms from each player or guardian. • The Recreation Department may request additional information from the desired individual or groups if it is considered to be in the best interest of the City or necessary to make a decision regarding the use of a field. Reservation requests shall be approved beginning on the following dates: Spring Season (March — May) March 1st Summer Season (June — August) April 15th Fall Season (September — November) July 15th Tournament Schedule - beginning Dec. 1St (due from YYBSA by Nov. 30th) 2 TOURNAMENT ATHLETIC FIELD RESERVATION Any groups wishing to host a tournament shall have an approved athletic field reservation prior to submitting a bid to host a tournament. MEOW A. MAJOR TOURNAMENTS Athletic field reservation requests for major tournaments shall be submitted beginning Dec. 1st. Major tournaments shall include, but are not limited to, national, regional and state tournaments. B. SMALL TOURNAMENTS Athletic field reservation requests for. small tournaments shall be submitted in writing at least forty five (45) days prior to the tournament date, with a response from the Park and Recreation Department guaranteed at least thirty (30) days prior to the tournament date. Small tournaments shall include, but not limited to, city-wide or county tournaments. C. SPECIAL REQUESTS Any special tournament requests for any variances shall be submitted in writing along with the athletic field reservation request. Special tournament requests shall include, but are not limited to, use of field lights, fundraising activities, extended park hours use, use of a public address system, admission charges, additional bleachers, additional field maintenance, use of temporary fencing, and water or electrical access. D. PROCEDURE Written requests for tournament athletic field reservations and special requests shall be submitted to the Recreation Department according to the deadlines listed above. In addition, certificate of insurance, team rosters and signed waiver forms for each player participant shall be submitted to the Recreation Department at least one week prior to the tournament date. Athletic field reservation requests shall be approved by the Recreation Department. Special tournament and use requests shall be approved by the Park Board. The group or .organization requesting the use of the fields for tournament use is responsible for all participant and players conduct while on the fields, park, surrounding areas including parking lot. All players attending a tournament or other uses of the athletic fields should adhere to the GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES. Any violation of these policies can impact the current and future uses of all City fields and / or facilities. Furthermore, the group assumes all responsibility for the repair or replacement of damage as a result of misuse of the field, equipment or park amenities. 3 GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS AND FACILITIES • No equipment or permanent signage will be added or installed to the park without the permission of the United City of Yorkville Park and Recreation Department. • No ball hitting or pitching into fences or dugouts is allowed, with the exception of light weight plastic practice balls. • Each party will report any damage and or maintenance concerns to the park department immediately. • Coordination of work involving the park department staff or use of the equipment will generally require a two-week notice, for scheduling purposes. • Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed on the fields proper. _ • All requests for use of fields, or park(s) must be in writing. • Each group must complete a checklist ensuring that the fields are in acceptable condition after their scheduled use. This form must be turned into the Park and Recreation Department at the end of the season or maintenance obligation. • Due to the scheduling or early setups for the other functions, all groups and organizations are requested to use only the area, field, or park that has been assigned to them. • No group may meet in the United City of Yorkville parks that practices discrimination in any manner, or partisan political activities of any kind. Non-partisan public meetings and information forums are permitted. • No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises. Failure to follow this rule will result in forfeit of deposit, assessed damage fees and privileges immediately. Recreation and Park Department staff as well as the Yorkville Police Department may be patrolling and monitoring the event at the discretion of the United City of Yorkville staff. • Groups using the United City of Yorkville parks, fields, buildings or facilities are responsible for litter control and pick up. Damage or excessive litter may result in a loss of privileges and use. • Groups may not use the fields or parks when the weather conditions are dangerous or when the field . conditions are not acceptable. All groups must adhere to the inclement weather practice 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 taming lights on and off according to posted instructions and for unlocking and locking the bathrooms. The use of lights will require the payment of a fee to offset electrical costs. In addition, a refundable deposit may be required prior to the beginning of the season or event, which can be forfeited for unauthorized or inappropriate use of the lights. Lights may not be on past lOPM Sun. — Thurs., 10:30PMFri., Sat. 4 ATHLETIC FIELD RESERVATION FEES A. Establishment J The Park Board shall annually (based on fiscal year) recommend fees for the reserved use of athletic fields based on the premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the city' s athletic fields. Fees shall be established in the following categories: 1 . Soccer Fields and football fields 2. Baseball and softball fields, daylight use 3. Baseball and softball fields, night use with lights[ 4. Resident, non-resident and commercial use fees 5. Single or multiple and seasonal use fees' 6. Tournament use 7. Special use B. Resident / Non-Resident Users To qualify for resident fees a group shall consist of 80 % or more residents of the United City of Yorkville, City boundaries. The 80 % residency requirement shall be calculated based on the total number of players using the field, not just on the group requesting use of the field. Residency shall be determined based on the home address of the individuals as opposed to the business address or the address of other family members. The Parks and Recreation Department may waive the residency requirement if it is considered to be in the best interest of the City. C . Commercial Users Any group reserving an athletic field for profit making purposes shall be charged the commercial fee. D. Waiver of Fees to School District, private school groups, or youth organizations. Public and parochial schools that provide school facilities to the City of Yorkville at no charge shall have free reserved use of City athletic fields. These schools shall provide their own set-up of athletic fields including, but not limited to, lining, base set-up and hand raking. Should these schools wish to reserve an athletic field at night with lights, the established lighting costs shall be ITNdRgTMseagIdbdcreation 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 5 2 . upon payment of the fee 1 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 Fees A full or half refund of athletic field reservation fees may be granted for the following reasons: If the group or individual provides written notification of cancellation to the Parks and Recreation Department at least two weeks prior to the date reserved — full. Less than two weeks notice, no refund will be given. If the Parks and Recreation Department staff feels that the athletic field is in unplayable condition and the game is cancelled and cannot be rescheduled —half. The amount of refund is determined when the cancellation occurs. The game(s) can be rescheduled for no additional charge. Athletic Fees. Attached fee schedule. The fee schedule will be reviewed and adjusted annually based on fiscal expenses. Fees charged shall be used to partially offset the cost of maintaining and upgrading the city' s athletic fields. All fees are subjected to changing without notice. 6 ATTACHMENT ATHLETIC FIELD RESERVATION POLICY Fiscal Year ATHLETIC FIELD RESERVATION FEES The fee schedule will be reviewed and adjusted annually based fiscal expenses. Fees charged shall be used to partially offset the cost of maintaining and upgrading the City' s athletic fields. . All fees are subjected to changing without notice. Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately (at least 80%) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D _ Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. DAILY FEES: (per field use) Ctg A Ctg B Ctg C Ctg D Ctg E Ctg F 0-2 hours $ 10.00 $ 10.00 $20.00 $30.00 $40.00 $40.00 2-4 hours $15.00 $ 15.00 $25.00 $40.00 $50.00 $50.00 4-6 hours $20.00 $20.00 $30.00 $45.00 $60.00 $60.00 6-8 hours $25.00 $25.00 $35.00 $50.00 $70.00 $70.00 Fees are based on a "per field basis" without usage of lights. PREPARATION OF FIELDS - additional fee Baseball / softball field prep - includes bases, fine dragging and lining (one prep per day). Weekday $25.00 per day Weekend $35.00 Soccer field prep - includes nets, lining of the field Weekday $30.00 Weekend $40.00 Lights - additional fee Weekday $25.00 per hour per field Weekend $25.00 Der hour per field SPECIAL USE Water or electrical access $20.00 additional. Must supply your own extension cords. Please reference the concession stand / vendor operation policy for special use request and tournaments. SEASONAL (Long Term) USE FEES : To be determined for each organization and the requests, per Athletic Reservation Fee Schedule. 7 TOURNAMENT FEES BASEBALL / SOFTBALL FIELDS PACKAGE 1 (Premiere package) Rental Fee w/ Lights: w/o Lights: Includes: ■ Rental Time: Friday 6 : 00 pm through Sunday 10:00 pm ■ 3 fields - Friday through Sunday ■ Fields will be prepared on Friday, Saturday and Sunday. Lights available from 6:00 pm — 10:00 pm Friday through Sunday *Hours may be flexible with a royal from the Parks and Recreation Dept. PACKAGE 2 (Basic package) Rental Fee w/ Lights: w/o Lights: Includes : ■ Rental Time : Friday 6:00 pm through Sunday 10:00 pm ■ 3 fields - Friday through Sunday ■ 1 prep (includes; bases, fine drag and lining) at beginning of day on Friday and Saturday, Sunday. prep for Championship field final game Lights available from 6:00 pm — 10:00 pm Friday through Sunday. *Hours may be flexible with a royal from the Parks and Recreation Dept. PACKAGE 3 (Limited package) Rental Fee w/ Lights: BE w/o Lights: Includes : ■ Rental Time : Friday 6 : 00 pm through Sunday 6:00 pm ■ 3 fields on Friday and Saturday - 2 fields on Sunday ■ 1 prep (includes; bases, fine drag and lining) at beginning of day on Friday and Saturday, Sunday. ■ prep for Championship field final game Lights available from 6:00 pm — 10:00 pm Friday through Saturday, no lights on Sunday. *Hours may be flexible with approval from the Parks and Recreation Dept. 8 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 15th Please indicate type of Group requesting use of athletic field by circling the appropriate category Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately (at least 80%) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (Category B). Category F Business or corporations which are located outside of the United City of Yorkville boundaries. Group or Individual Name Contact Person: Address Home Phone: Work Phone: Email FIELDS, DATE(s) / TIME(s) REQUESTED: Special Use requests (lights, concessions, water, electrical, other). In order complete the athletic field request, the following documents must be forwarded to the Recreation Department: A certificate of insurance with minimum coverage of $2,000,000 aggregate — co-naming the United City of Yorkville as an additional insured, Assumption of liability, and Waiver of subrogation. The team roster(s) with addresses and signed waiver forms from each player or guardian. OFFICIAL USE Addition information requested Reservation Amount Deposit amount Date of Request Date Received Staff Initials Approved / Denied Refund Requested Field(s) Assigned 9 MEMORANDUM TO: Yorkvilh,ParkBoard FROM: Dave 1� F4virector of Parks and Recreation RE: New Business DATE: February 11 , 2008 ADMENDMENT TO INTERGOVERNMENTAL AGREEMENT WITH IDNR With the acquisition of the Clark Property final, the use of 3 . 16 acres of IDNR property adjacent to the Clark property has been offered to the city for open space/recreational purposes. The property would be added as an amendment to an already existing Riverfront Park agreement. Staff will discuss the potential of securing this property at the park board meeting. Illinois Department of Natural Resources Rod R . Blagolevich, Governor One Natural Resources Way • Springfield, Illinois 62702-1271 Sam Flood, Acting Director http://dnrstate.1f.us September 7, 2007 United City of Yorkville Attn: Bart Olson 800 Game Farm Road Yorkville, Illinois 60560 Re: Fox River Intergovemmental agreement no, 645A Dear Mr. Olsen: An amendment has been prepared which will allow the City to occupy additional lands near the north abutment of the dam for recreational and open space purposes, Please have all three copies of the amendment to the intergovernmental agreement signed by an authorized official of United City of Yorkville. Return all copies together to the Department of Natural Resources, Division of Concessions, Leases & Services, One Natural Resources Way, Springfield, IL 62702-1271 , Once the signed amendment to the intergovernmental agreement have been received and approved, a fully executed amendment will be returned to you. If you have any questions regarding the enclosed amendment, please contact this office at 217/782-0179.. Sincerely, Patrick Johnson Division of Concessions, Leases & Services Enclosures cc: William 1. Schuck, Site Superintendent Cover Letter for signs are--new doe Printed on recycled and recyclable paper Project Location: Fox River Location Code: 80-6407-2 Agreement Number: 645A Amendment Number: One STATE OF ILLINOIS DEPARTMENT OF NATURAL RESOURCES AMENDMENT TO INTERGOVERNMENTAL AGREEMENT INTERGOVERNMENTAL AGREEMENT No.645A, executed January 1st, 19997 by and between the STATE OF ILLINOIS, DEPARTMENT OF NATURAL RESOUR.CS (IDNR) / (formerly known as the Department of Conservation or IDOCI and UNITED CITY OF YORKVILLE/ formerly known as the CITY OF YORKVILLE (CITY), hereby is amended as follows: THE PREMISES: TRACT B will be amended and described as follows, for the purposes of open space recreational purposes only: A part of the Northwest Fractional Quarter of Section 33, Township 37 North, Range 7 East of the .3r0 Principal Meridian in Kendall County and more particularly described as follows: Commencing forty four (44) links east and South Six (6) degrees west, four (4) chains ninety (90) links from the Northeast comer of block twenty two (22) and four chains (4) North of high water, mark in fox river; thence east on a line parallel with said fox river thirty (30) rods; thence South six (6) degrees West sixteen (16) rods to Fox River to the North bank thereof; thence west along the North bank of the Fox River thirty (30) rods; thence North six (6) degrees East sixteen ( 16) rods to the place of beginning. CITY, by its acceptance and execution of this Amendment, agrees and covenants that it will abide by and comply with all the terms, covenants, conditions and provisions of said original INTERGOVERNMENTAL Agreement as herein amended. Dated and executed by the parties hereto this day of 1201 AGREED APPROVED CITY STATE OF ILLINOIS UNITED CITY OF YORKVILLE DEPARTMENT OF NATURAL RESOURCES BY: BY: Sam Flood TITLE: TITLE: Acting Director DATE: DATE: FEIN NO.: 1 t + � ! spot all v C / ill N C cz CL- �S - �, - - - a "m i c U m U N i U m I \4 Pq tn ti pb oa � 'U Q 1 oc� � fra!ZO 3u£1.85JN r - - t 'DOJWrtOa !Sa � 0 M HNOI Jo aapn„o7 a a OJ .. .... au/7 a60aH 6ullslx3 N 1 V _ t MMQ / to Ln 0-) 4 � (N � J O r t O> > I �k I L 1 C? �j � 1 e p CL 2�`i a a � Ec d N d w N O O a $(7 --- - O p W.e• d ewV (n 0a p Y g a M y Z C C � p 3dyE� aE���° --- a N O ° C % aS m ° in U u ° € ym c6 c 'c o•o 8 d•°�- m V Z) yeti &qa amt IS fi+agll — C 1 1 H dl Q C v C y O Q g m r d w dZM U G� W W C O U �W,4 ;S uo;,03 / O CL rm ;S aBpug N O - ■2 7S a6pu8 S J � I MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle, Director of Parks and Recreation RE: Direc, s port DATE: Febru I iy . 11 , 2007 CITY COUNCIL GOAL SETTING SESSION The City Council held a goal setting session on Saturday, February 9, 2008. I attended the session to represent the park and recreation department. Issues were discussed that had a park and recreation emphasis. I will share these with you at the park board meeting. YORKVILLE RECREATION DEPARTMENT Monthly Report Park Board Meeting Month of January - 2008 Highliehts and Summary: Our annual Winter Family Fun Night was held on January 18a', 2008 at Circle Center Grade School. Over 100 participants enjoyed an evening of games, arts and crafts, jumping on our two inflatables and changing tires on our brand new Pit Stop Challenge. A big "thanks" goes out to Jacob's Well, the Yorkville Citizens Police Academy Alumni Association and John & Kathi Fincham for volunteering the entire evening with set- up, break down and running of the games at the event. We would also like to thank Circle Center Grade School for the use of their gymnasium. This year's Winter Family Fun Night was our largest turnout ever and we look forward, and have already started planning, in making the event bigger and better next year. As a reminder of up in coming events, the Special Olympics Polar Plunge is Sunday March 2nd, the Easter Egg-Xpress will be. held on Saturday March 15th and the City of Yorkville 23rd annual Golf Outing`will take place on Friday May 2nd. Parker's Playtime Pre School classes are back from their Winter Break. The kids are having their dinosaur days this month. They also had many chances to go outside and play in all the January snow we have had. Ready Set Go, Little Learners, Shake Wiggle Giggle, Moms and Tots have started new sessions. Kid Rock Productions have four classes staring in January; Winterpalooza, Tot Rock, Kid Rock I and II. Lindsey Skidmore had a Miniature Magic Doll House class over the Winter Break. The participants constructed their own doll house as well as all the furniture in the house. They painted walls, added carpeting and even made some decorative food. Lindsey also had a one day class on Exploring Africa. Tammy Smock started a new Creating Customer Loyalty series this winter. She had 12 people attend this class. Tammy is instructing this series at the Yorkville Public Library. The series will go through February. There were many businesses represented already at her first session, Win through Customer Service. The games have begun for the hi-House and Travel Youth Basketball Leagues. The first and second grade teams are playing at Circle Center Grade School and the third and fourth grade teams are playing at the Yorkville Intermediate School. The fifth through eighth grade teams are traveling between Plano, Sandwich, and Somonauk. The Men's Basketball League is at the Yorkville Middle School and will begin their end of the season tournament March 1 . Aaron Sovern instructed a three day Basketball Skills Camp for kids in first through sixth grade. The camp was held at the Yorkville Intermediate School from 9:00 am to 10:30 am on January 2, 3, and 4. A total of 17 participants enrolled in the class. Micah Pierce is instructing the first session of All Star Parent/Tot and All Star Soccer classes at Grande Reserve School. The second session of All Star Sports will begin the week of February 18. Pre-tumbling and Cheerleading began on January 28 and will run through March 10 at the Riverfront Recreation Building. Both classes are full. 1 Soccer registration was held throughout the Month of January. A total of 23 parents volunteered to become coaches for the Spring Soccer season with approximately 70 participants in total for the three divisions (U6, U10, and U14). The games and practices will be held at Stepping Stones Park and Rotary Park. Practices are scheduled to begin March 17 with games starting April 5. A Soccer Committee Meeting was held on January 22nd to discuss changes in the soccer program. The field sizes, number of players, and specific laws were discussed and changed for the 2008 Spring Soccer Season. Seasonal Classes/Programs January • Parkers Playtime Pre School Ready Set Go Mini Gingerbread House • Dance Classes Pilates Creating Customer Loyalty • Pre Tumbling Knitting Club Little Chefs ■ Kid Rock I Moving & Grooving Pre-Tumbling ■ Winterpalooza Cheerleading Tumbling Basketball Leagues • Busy Bees Tot Rock! Miniature Magic Doll House • Shake Wiggle Giggle Fitness Yoga Flow Yoga ■ Little LearnersBook Club All Star Parent Tot Men's Basketball Leagues ■ Exploring Africa Kid Rock II Computertots ■ Mom & Tots All Star Soccer Little Chefs • Basketball Skills and Drills Let's Make Ornaments Cookies, Movies, Games Winter Quarter — as of 1/30/08 (month of Jan ) Different Types: — 39 (different curriculum) • Sections - 116 Enroll..- 688 Sp. Event - 285 Ran — 69 (60% ) Cancelled - 18 (15%) Pending 29 (25%) Class No. Residents — 461 (67%) Non-res - 227 (33%) Last year Winter: 32 (Curriculum) Sections - 117 Enroll — 650 Sp. Event — 200 Ran - 61 (52%) Cancelled - 56 (48%) Residents - 423 (65%) Non-res - 227 (35%) Exit Survey Summary No surveys this month. Scholarships Awarded / Grants Received: General $0.00 Special Recreation $0.00 Professional Development: Staff attended Illinois Parks and Recreation annual conference January 24 — 26, 2008. Administrative &Zhli hits: 2 Jenn Anderson started working for us this past month. She will work approximately six hours per week as front desk receptionist on Wednesday evenings and Saturday mornings. Jenn will also be available for reception staff during time off and special events. The Spring Catalog will be mailed to Yorkville and Bristol residents by the first week in February. Facility Agreements: (Winter) ■ We are using the following facilities for our current programs and in the near future: Yorkville Schools: (Middle, Intermediate, Circle Center Grade School and Grande Reserve Elementary), Yorkville Congregational Church. We have secured another year with YCC to use their rooms for our Pre School. We will use our own classroom at the Riverfrom Recreation Bldg. We use New Life Church on an as needed basis for our Pre School. Our second Pre School is located at the Riverfront Recreation Building. Revenue Producing Highlights None at this time. Upcominoiects and Events: 2 Ball - Feb. 15' - YMCA Gym - 5:00 pra Polar Plunge - Mar. 2nd - Silver Springs State Park - Loon Lake - 12:00 noon Easter Egg-Xpress - March 15d` — Departing from Aurora Metra Train Station. Respectfully submitted, Recreation Department Staff 3 T C a) v Z E a M NO N a1 CO O N M '. 6 N w rn m J a m m c Q 2 N m m � E � � � m Y Z E m O O Y nm. ° ci2° w a a m c N .0 O N O O N O U � U U oa _ U � W U w m w ° ° m m x C (D a) U p (K E u- 2 N m N N E N O N N m 0 a) O J > O mQQZO m00 c o rn u m ° U O Q p 3 m a>i , -a o M > U E) 2 c aw 3Um o_ ` ° °o ° > (m o o a> o o U m m °x m c a2 N � � ¢ °_ coo a. wn. xU) c 0 O O N N w c N a° a) -6 Q v m E c N CL J N or a) M C + U > Ol a O C N N a Q m O 0 (a O ° Q m U aQi U >m UaDw CUa } a s c c a m d O a N a` m E a) Ya m N .= a) vma m mm U m o U Q p w E m m y Q 0 _00 W O O p o YJ Om Uy U U) LL N cl W O_ m as U V M N M co a E m E co C U U U Q LL Q