Loading...
Park Board Packet 2007 02-08-07 YORKVILLE PARKS & RECREATION DEPARTMENT Administration Office — Riverfront Building 301 E. Hydraulic St. Yorkville, IL 60560 630-553-4341 Park Board Agenda Thursday, February 8, 2007 7:00 p.m. — Park Board Meeting Riverfront Building Call to Order: Roll Call : Chris Rollins, Ken Koch, Van Truman, Gary Golinski, Debbie Horaz, Seth Schoonover, Kelly Sedgwick, and Alderman James Bock Introduction of Guests, City Officials and Staff Alderman James Bock — City Council Liaison 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 25, 2007* Bills Review: Cash Analysis* Bill List* Old Business: General Policies for use of Parks, Fields, and Facilities* Athletic Field Reservation Fees* Grande Reserve Regional Ball Diamond Fence* School/Park Agreement and Tennis Courts Update* YMCA Partnership Update New Business: Brighton Oaks II Draft Letter of Understanding MPI South Draft Letter of Understanding List of Dedications/Ribbon Cuttings Edward Hospital Development Reports: Parks Report Recreation Report Additional Business: Executive Session : For the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public 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. Adjournment: Next meeting: February 22, 2007 *Items needing Board approval or recommendation. UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING Parks & Recreation Administrative Office Riverfront Building Thursday, January 25, 2007 MINUTES CALL TO ORDER: Meeting was called to order by Chris Rollins at 7:03 p.m. ROLL CALL: Chris Rollins, Ken Koch, Van Truman, Gary Golinski, Debbie Horaz, and Kelly Sedgwick I GUESTS/CITY OFFICIALS/STAFF: Dave Mogle, Director of Parks and Recreation Scott Sleezer, Superintendent of Parks Alderman James Bock I APPROVAL OF MINUTES: The minutes from the Regular Park Board Meeting of January 11 , 2007, were approved on motion by Gary Golinski and seconded by Van Truman. The motion was unanimously approved. BILLS REVIEW: Cash Analysis & Bill List An added check (#203341) not included on the bills list was for the spring catalog postage made out to the Yorkville Postmaster. The invoice number is 012207 for the amount of $ 1 ,082.50. One hundred fifty basketballs were on the list. It was asked what is done with the old ones. Dave Mogle will ask Sue Swithin. A variety of sizes of basketballs are available. During basketball practice, all kids have access to a ball for drills. On the revenue expense report item 1453 of a tree donation at $853.48 was listed as a negative number. This was transferred out, because it was already listed under the tree donations. Ken Koch motioned to approve the cash analysis and bill list. The motion was seconded by Gary Golinski. Roll call vote: Chris Rollins Yes, Ken Koch—Yes, Van Truman- Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick – Yes. The motion was unanimously approved. OLD BUSINESS: Old Post Office Rehab Quotes The conference room was installed around the old service desk. Van Truman suggested that before and after pictures should be taken of building renovations. Partitions were to be donated for four workstations, but that fell through at the last minute. Sue Swithin and Dave Mogle approved the construction of four 5' drywall walls, while the carpenters were in the building before the price increased. The outlets are now within the walls instead of with a drop cord. To buy the partitions, they would have cost around $1,500. The cost of the walls, labor, and materials cost $2,350.00. The director has the authority to make these decisions per the City Purchasing Policy, but to be consistent with the board's approval on the other quotes for the renovation, Dave would like the board's approval in the minutes. Gary Golinski motioned to approve the changes Dave Mogle made regarding the partition walls at the cost of $2,350.00. Debbie Horaz seconded the motion. Roll call vote: Chris Rollins –Yes, Ken Koch—Yes, Van Truman-Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick – Yes. The motion was unanimously approved. There were 2 quotes for the fabrication, installation of the plastic laminated counter tops and shelves. These will be placed in the reception and registration area. Van Truman motioned to accept the recommendation for Ebenroth & Associates, Inc. for $3,950.00. Gary Golinski seconded the motion. Roll call vote: Chris Rollins Yes, Ken Koch—Yes, Van Truman-Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick – Yes. The motion was unanimously approved. Floor installation went well. The back metal doors were replaced by new doors and were painted today. The building now has so much more light. Community Survey Another copy of the community survey was provided to the board. Dave Mogle shared notes made from staff and wanted the board's input or questions. Sue Swithin has a program evaluation system, so questions related to how participants liked programs will be eliminated on the survey. Some changes suggested were, in addition to how many years lived in Yorkville, to also add what community did they move from. Long term residents may have different views compared to new residents as a qualifier to weigh other questions. The question about using the Beecher Community Center in the last 12 months will be deleted, because that facility is no longer used by Parks and Recreation. Question 10 responses could add Cardinal Fitness in Oswego. Questions 13 and 15 may add the options of yes, no, or don't know. Question 16 contains a long list of programs that needs to be updated including the options of dance, cross country skiing, swim lessons, martial arts, and relaxation classes. Billiards maybe taken out. Question 17 defines facilities. The format of the question needs adjusting for a phone survey. Indoor facility choices added may be teen center, indoor ice rink, climbing wall, indoor soccer, and field house. Outdoor facility options to add include mountain bike trails, snow- mobile trails, paint ball, tennis courts, miniature golf, dog parks, team's course, and auditorium. Only a few options were taken away. Question 18 should include the degree willing to accept tax increase in increments such as $ 100, $200, $300 and such. Chris Rollins suggested to ask residents separately if willing to support referendum for aquatic center/ pool or a recreation center. Jim Bock suggested a question saying based on your response to question 17, first preference, how supportive would you be of a referendum. The phone survey should be short, and residents should be given an honest time commitment. Debbie Horaz suggested putting an article in the newspaper to inform the residents of the upcoming survey. To gain additional information that would not fit on phone survey, it was suggested to include additional questions (such as lengthy question 17) within a survey in a water bill or on the internet. To promote responses, participants could be put in a drawing for free Parks and Recreation classes or a membership to the new waterpark. The revised questionnaire will be sent back to the board for approval. By then, the time tolerance question will be answered by NN. Question 5 asking if you receive a catalog may be helpful or the question could be deleted. Also, for that same question the option of viewing on-line should be added. (The spring catalog is at the printer now.) It was asked if there is a better time of year to encourage more participation than other times. Grande Reserve Regional Ball Diamond Fence The developer will cooperate with Parks and Recreation in adding the fences. It is hoped that the cost can be paid from the Grande Reserve budget of the builder of Parks A and B. The plans for these parks were projected to use less money than originally allocated. Park E and the Regional Park cost more then estimated so at this time the remaining money is $ 11 ,000. Parks F, G, and H are not planned yet. The developer will order and install the fence. The installed fences will be 6', nine gauge chain length fences and 280' from home plate. There should be plenty of access to the manholes. Ken Koch questioned why the third field (facing Galena Road) has lights back further at 320' and there are more lights on each post for that field. High school requires 280' for play. Adults ideally would like 300' and younger kids would like shorter fences. However, for tournament play, 3 fields should be consistent in size. Chris Rollins wondered if there is benefit to parks paying and installing fences with land cash to offset the cost. It was answered that the advantages of having the developer do the work is they own the property and can negotiate the fence prices which would most likely be less than Scott Sleezer's researched quote. Under the outfield fences and around the posts, parks will spray vegetation killer so trimming will not be needed. A tension wire will be at the base. Headway was made on the sewer issue. The update with the concession stand is a riser will be added. A machine already at Grande Reserve will be used to do a deep dig. Westbury Update At the COW meeting on January 16`h, Westbury made their first appearance before Council since September. Dave Mogle spoke on Parks and Recreation's behalf. Chris Rollins said that the board struggles with giving credit for private amenities instead of providing for all residents. Also with such high density little parks acreage is designated for the area. Jim Bock said this builder differs from other developers in they have I II II dictated to the city what they believe is acceptable. The meeting reflected the City staff's resistance to Westbury's proposals which was heightened because Westbury wanted to address only the Council members, given many unresolved issues with staff. This made Alderman Bock uncomfortable and City Council was unwilling to vote. Chris Rollins appreciates Travis Miller's job and City Council's in this matter. The Parks Board has issues with Westbury and there has not been much give. Ken Koch complimented Alderman Jim Bock during the COW meeting. He thanked him for°supporting staff. Gary Golinski liked that Parks and Recreation was represented in the parks section of the annexation agreement that was provided. He was happy to see the Council's reaction to Westbury during the COW meeting as well. I Since the COW, Greg Stevens, Westbury's designer, has called Dave Mogle and wants to meet with him. He has some new ideas to show for the regular parks. NEW BUSINESS: YYBSA Agreement The City's Agreement with the Yorkville Youth Baseball/Softball Association is due to be renewed. The dates will be changed and the board was invited to give input or to approve the agreement. Dates for the master schedule are due on March 1st. This date is in the athletic reservation section, but not in the agreement. In the past, fields were used for practice before the April lst date if available and pending on weather conditions. In the past, there have been verbal agreements for practice fields. If a field is torn up, the field cannot be used or only the grass areas are used. Travel teams are practicing in field houses now. Steve Hanson from the Reds left a message with Dave Mogle today probably following up with finding field availability. Mr. Hanson will be told that within a week from the March 1" deadline, he can be notified of the tentative schedules. The motion to approve the YYBSA and United City of Yorkville Parks and Recreation Department Agreement, with the season from April 1 , 2007 to July 31 , 2007, as amended to include the provision of a schedule by YYBSA turned in by March l 't was given by Kelly Sedgwick and seconded by Van Truman. The motion was unanimously approved. The Agreement will be moved on to City Council. General Policies for use of Parks, Fields, and Facilities The General Policies and Procedures for use of the United City of Yorkville Parks, Fields, and Facilities has changes. The last paragraph will read, "When ball field lights are utilized, a Parks and Recreation 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 unlocking and locking 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 10 PM Sun — Thurs., 10:30 PM Fri — Sat." Ken Koch did research on the Regional field lights. He provided a handout labeling the number of lights on each light pole. When talking to a representative from Musco Lighting (Connie Rupe), he learned that the light system can be turned on and off by a cell phone —GPS with a password. The lights can be programmed to turn on a half hour before sunset at a designated time. Ms. Rupe gave the equation of number of light fixtures times 1 .56 kilowatt times the utility charge per hour would equal lights usage cost per hour. Using 7.2 kilowatts per hour (from December Record Newspaper), Ken figured it would cost about $ 12 an hour for 3 fields. There is no maintenance on lights for the first year. Light bulbs last from 5 — 7 years. Scott Sleezer said two people from ComEd said there will a demand charge for the lights. The staff is not prepared to talk light fees until the February 8th meeting. A light fee will be charged to build a fund for replacing bulbs which cost $250-$300 each. Kelly Sedgwick asked if lenses cover the lights for safety reasons. If bulbs go out or break, the pieces won't fall off if there is a screen. If have lenses, there is the need to clean the bugs out of them. Kelly put bug screens around the lenses at a previous job. Dave Mogle has the light's operation manual. I The "no ball hitting or pitching into fences or dugouts is allowed" was amended with the addition of "with the exception of light weight plastic practice balls". Changes to this document will be brought back to the February 8`h meeting for approval. I Athletic Field Reservation, Tournament Reservation Policies Some changes were added to this policy. The last sentence in the first paragraph now reads, "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 time specified on the permit" Under the Athletic Field Use Priorities, staff recommends that #4 be changed from "privately sponsored" to "other" athletic program. Under the Request for Athletic Field Reservation, it was decided that reservation requests shall be approved on March I 't The section of Tournament Athletic Field Reservation and under Special Requests will now include the use of field lights. "Snow fence" will be replaced with "temporary fencing". Under the heading of Procedure, the last sentence states, "Special tournament and use requests for Major Tournament shall be approved by the Park Board". It was discussed if it was necessary for small tournament play to need Park Board approval. The recreation report could list tournaments. The number of participants and length of tournament are facts to consider for needing board approval. There was discussion of what defines major and small tournaments. It was agreed that requests for tournaments need to be submitted no less than 45 days before event and a given response is promised for no less than 30 days before tournament date. This way there is time for board's approval for major and small tournaments. Feedback from staff on how groups treat the fields and facilities should be obtained to affect granting requests in the future. Perhaps criteria behavior could be developed to define expectations. Dave Mogle will amend the above items for the next board meeting for approval. Tennis Courts Dave met with Seth Schoonover and Dave Dockstader about how to approach the upcoming park/school agreement. The first official ad hoc meeting is January 31St. Dr. Engler is making two requests on behalf of the School District: 1) the City help renovate 6 tennis courts by the middle school by splitting the cost, and 2) the City build 4 new tennis courts (without lights) by removing a parking lot by the grade school. It was suggested the City consider building these courts in-lieu of 4 courts by the new middle school of Raintree on City property or in addition to those planned courts. Without the City's participation, there may be a cost instituted to use the courts. Chris Rollins had some points to share. First, parks paid maintenance costs for tennis courts at least once years ago. He stated it is very unusual to suggest parks' use withheld. Second, the plan on the joint school/park site in Raintree was that parks will own the courts. It was viewed favorably to have two separate distinctive sites. Parks and Recreation doesn't use courts much and the school tennis season is short. It would make sense to partner with the schools. The courts were to be controlled by Parks and Recreation and the school was invited to use them. Third, Chris has not seen too many 10 court facilities such as this when his son was competing. The land the high school is on was given to the community through a grant through the state. The property adjacent to the school and next to the cemetery may belong to the community, not necessarily the school. An idea was suggested that part of the land be deeded over to Parks and Recreation and the department builds the courts. An alternate plan for 10 tennis courts was distributed to the board that was put together by staff. Dr. Engler does not believe the land next to the cemetery would work as well. There may be underground utility problems on this land. He would like the 4 new courts and 6 refurbished courts as explained above. Dr. Engler believes Raintree does not have as much need as the high school for courts. The Park Board feels the Raintree courts would service south Yorkville. The Raintree courts could still be built, but maybe without lights, thus saving dollars that could be used toward school courts. Chris Rollins questioned why the schools changed their mind after money and time was put into Raintree plans, which were approved by the schools at the time. Chris would like the answer to this from the school board. Also, he wants to know why the school district wants courts on their own property instead of the planned city property. What will happen to current the 6 tennis courts if a 10 court plan is approved? There is already a parking problem with City Hall, park, stadium, library, and schools. Can old tennis courts be converted to parking space? Debbie Horaz wondered if instead of 10, 5 courts are built in addition to the ones planned at Raintree. The extra space can be used for additional parking. There is little spectator space near the existing 6 courts. The 10 courts plan could have much more fan seating. More parking could be added to the west of courts. Scott Sleezer said he talked with Sue Swithin regarding programming and the 10 courts would work well. Courts in clusters allows tournament play. Also, for future rehabilitation, it would be ideal to be able to close half of the courts to fix and then the next year close and fix the other half. This would not affect programming. Also, the old tennis courts are located away from the playground and near the police station. If you remove tennis nets and poles, it could be used for "run and gun" basketball. An Oslad Grant would be a possibility if Parks and Recreation owned the land and then could help financially with tournament grade tennis courts. A strong case would be given by the granting agency when there are no city-owned tennis courts currently. Land ownership should be checked with the mayor on where tennis courts may be placed. Ten tennis courts, at no cost to the school, but totally accessible to the school sounds like a good deal for them. The board does support further discussion regarding this complex if the Parks and Recreation Department owned the new tennis court land. FY200712008 Budget Process A preliminary budget for a 3 year projection was distributed to the board. It includes actuals from the past 4 years. Dave Mogle provided a column comparing the 2006-2007 Budget and the 2006-2007 projected Actuals and provides an explanation on why items differed. Proposed additional staffing has effects on the projected budget. Proposed are three additional full time employees for parks, a half time administrative assistant turning to full time to assist the Director, and a half time media person for Parks and Recreation This plan for employees satisfies the need once the once the Hoover property. April 30`h is when budget will be balanced. Hoover Agreement By February the Hoover conceptual plan and the draft agreement will be ready. Boy Scouts of America still want to remain a presence at Hoover, but are fully aware they no longer would have priority usage over the Forest Preserve or City. In October, the Boy Scouts requested to the County the use of Hoover ".. such as key buildings and program areas, for specific, limited time periods for several years in advance." It is an open-ended request, and they would have to pay for space. Space can be looked at and see what is available. It is not practical that the Boy Scouts can reserve buildings or space years in advance, since Hoover will be continuously changing according to park plans. A copy of the operating costs of the Boy Scouts at Hoover from 2003-2005 proved interesting. The portions of property for City use and the County use will be established and defined soon. It was suggested that perhaps the Boy Scouts can secure space from the County easier than from Parks and Recreation because the City's active recreation areas will change as facilities and use increase. Gary Golinski asked why the Forest Preserve does not give preference to the Two Rivers Council that covers Kendall County instead of a group from Chicago. Ken Koch was concerned that the proposed partnership with Chicago Area Council (Boy Scouts) and Kendall Forest Preserve District dated October 2, 2006, did not mention the Parks and Recreation Department. If the Scouts or any group could provide revenue for space usage and it did not interfere with Parks and Recreation projects or programming, that will work fine. Interest of the Boys Scouts may dwindle with Hoover's changes. There could be a yearly agreement with the Boy Scouts or the organization may request use just like other organizations. The statistics such as the number of campers and the rental fees should be readdressed. ADDITIONAL BUSINESS: Remote Dam Camera This will be located near the west building on a light pole with no blind spots and has an all weather enclosure. The state will grant $5,000 to purchase and install the camera. The camera will cost about $2,500. The state is concerned with the liability. Kelly Sedgwick suggested a hard drive recording device. When the dam is competed, state does not need any more access than the general public. It will be up to the city with a password to override the state. On the website, the state will have a link. A draft of the agreement is being reviewed by the city attorney and the state legal department Edward Hospital Dave Mogle attended a meeting with Edward Hospital. Edward plans to build a fitness center and asked if Parks and Recreation would be interested in being involved in its operation. The 50,000 square foot facility would house the fitness center and offices. The hospital owns the land. The city could buy the fitness equipment, lease the building, and run the operation. If needed Edward Director of Fitness Centers could help with contracting employees. If the city is not interested, a private company would be sought to manage it. The center may include amenities such as an indoor pool, a track, and a gym. There are many things to consider concerning this prospect. There is great competition with other fitness centers. It may take years to build cliental and rates may need to be cheaper because we are a municipality, which make it more challenging to offset expenses. Kelly Sedgwick suggested the Waubonsee Fitness Center may be interested in leasing space for their programs. Van Truman is familiar with the Edward Hospital fitness center in Naperville and in Seven Bridges. It is equipped to the hilt and only cost around $25 a month. The corporate philosophy is very successful and profitable. The board was positive about the opportunity. Another Lease Possibility Ben Moe contacted Dave Mogle about leasing the facility that Tim Rochford uses for Empower Training Systems- his martial arts programs. The building located at 205 I I Beaver Street within the Industrial Park, is 22,000 square feet. Tim uses 12,000 square feet of it. Ben Moe gave the options that Parks and Recreation leases from Tim, Tim leases from Parks and Recreation, or with leasing the whole building, Empower Training Systems is willing to go under the programming of Parks and Recreation. Leasing would be reasonable ($4.81 per square foot). The space would be available within a month. The question is would enough revenue be generated to afford the lease. Sue Swithin and Dave brainstormed programs for the facility such as Tai Chi, dance classes, aerobics, and an area for fitness training. Preschool programs are working fine and get a better deal with churches. The space would have to be modified. The floor is bare concrete. Noise may be a problem. New Life Church is still a possibility for space. Other Ken Koch, Dave Mogle, Gary Golinski, and Debbie Horaz will make arrangements to meet on Friday for lunch while attending the conference. Gary Golinski praised the staff for the Winter Fun Day. The cost of $7 a family was very reasonable, and his family had fun. There were 100 participants. Van Truman encouraged the board to look at Edward fitness facilities. ADJOURNMENT: The meeting adjourned at 10: 15 p.m. following the motion by Gary Golinski and seconded by Debbie Horaz. The motion was unanimously approved. Minute Taker—Eileen Lesak MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle, Director of Parks and Recreation RE: Old Business DATE: February 6, 2007 GENERAL POLICIES FOR USE OF PARKS FIELDS AND FACILITIES The board will be reviewing the General Policies for Athletic Field Use, Athletic Field Reservations, and Tournament Reservations. Revisions have been made as discussed at the park board meeting on January 25th. Please note that highlighted sections are those that the board wanted to review again after inserting the changes that we discussed. Staff's recommendation is to approve the policies pending any final revisions discussed February 8. ATHLETIC FIELD RESERVATION FEES Staff has proposed changes to the Athletic Field Reservation Fees and the attachment that specifies the actual fee amounts. Please note this includes the final three pages of the attached background material beginning with the document that has the heading "Athletic Field Reservation Fees." We did not discuss these documents on February 8. The highlighted areas are proposed changes to the 2006 document, largely attributed to the addition of the Grande Reserve Regional Park ball diamonds. The "strikethrough" sections is current language proposed to be dropped for 2007. Staff recommendation is to approve the fees pending any final revisions discussed February 8. GRANDE RESERVE REGIONAL BALL DIAMOND FENCE Staff will present updated quotes for the addition of the fence. Correspondence to both the developer and the builder will be shared with the park board. The material that Ken Koch provided on January 25, concerning the lights on the third field being set further back will be discussed. Staff will be seeking final board direction concerning the fences SCHOOL/PARK AGREEMENT AND TENNIS COURTS UPDATE Provided for the park board's review are agreements written many years ago concerning the relationship between the school and the city relative to the tennis courts and athletic facilities on Game Farm Rd. Staff will be seeking to discuss and decide with the park board whether to recommend to the City to share the costs of the renovation of the six courts. The School District has decided not to pursue a request for the City to build four new courts. The School District is asking that a commitment letter be written pledging the City' s support for the renovation. YMCA PARTNERSHIP UPDATE An update will be provided concerning the talks with the YMCA on an indoor pool joint project. GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVII.LE 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 lialls. I 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, the head umpire, tournament director, or the representative o£,a private,ren{al; will be the designee for'acquiring the key for the electrical box and fuming lights on and off according to posted instructions and for unlocking and locking the bathrooms. The use of lights wall require the payment,of a fee to offset electrical costs. In addition, a refundable deposit maybe required prior to the begmnisig of the season or event, which can be forfeited for unauthorized or inappropriate use of the_lights. Lights may not be on past l OPM Sun. — Thurs., 10:30PM Fri., Sat: UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT ATHLETIC FIELD RESERVATION POLICY The Athletic Field Reservation policy of the United City of Yorkville has been established to provide a systematic method by which athletic fields (baseball, softball and soccer) may be reserved by the residents of the community. A reservation is not required for athletic field use for occasional play or pick up games. For league play (which includes multiple days, or week play for both games and practices) a permit is required and will guarantee use for the dates and times specified on the permit. Objective • To provide maximum utilization of athletic fields through centralized scheduling • To provide an impartial distribution of athletic fields to the various community groups who wish to reserve fields. • To plan cooperatively with other community agencies to enhance individual and group recreational needs. • To provide recreational activities which take into consideration the needs of the community. • To provide the best possible maintenance of athletic fields using available manpower and monetary resources. RENTAL CATEGORIES Category A Government and non-profit organization which are located within the United City of Yorkville. Category B Private groups and individuals which are comprised of predominately (at least 80%) United City of Yorkville residents. Category C Business or corporations which are located within the United City of Yorkville boundaries. Category D Governmental and non-profit organizations which are located outside the United City of Yorkville boundaries. Category E Private groups and individuals who do not fall into the predominately resident classification (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 I or multiple dates. 6. Other Resident groups (groups with 80% or more United City of Yorkville residents) shall be given priority over non-resident groups. The 80% residency requirement shall be calculated based on the total number of people using the field. 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 1 Summer Season (June — August) April 15th Fall Season (September — November) July 15th 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. A. MAJOR TOURNAMENTS Athletic field reservation requests for major tournaments shall be submitted in writing at least nine months prior to the tournament date. 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 he submitted in writing at least forty five 45 days prior to the tournament date wrth a esporise from the Park and Recreation Department guaranteed at least thirty (30) days pnor,to the tourriarrient date. ; Small tournaments shall include, but not liriuted to, city-wide or county fourriaxnents; 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, sellii3g eexeessieris ' fundrusirig 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 touinament,an use requests shall be approved by , Park Boazazd; 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. ATHLETIC FIELD RESERVATION FEES A. Establishment The 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 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-e -, private school groups, or youth organizations: Public and parochial schools that provide school facilities to the City of Yorkville at no charge shall have free reserved use of City athletic fields. These schools shall provide their own set-up of athletic fields including, but not limited to, lining, base set-up and hand raking. Should these schools wish to reserve an athletic field at night with lights, the established lighting costs shall be paid by the school. The Parks and Recreation Department may give considerathon'to the waiver or partial waiver of fees for youth organizationsif deemed,ifi the best interest of the City to do so E. Payment of Fees Groups reserving an athletic field on a seasonal basis shall be billed rneathly by the Recreation Department with payment expected according to the following schedule; one half by the first usage date; and, orie half by the inidpoint of the season. At the end of the season, adjustmentswill be made and either an additional billing or a refund of fees p aid m7 excess will occur, whichever is -necessary. however, 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 exe two weeks prior to the date reserved. A permit shall be issued upon payment of the fee. I Payment of fees shall be made at the Park and Recreation Department Administration Office 201 W Hydraulic St. (Old Post Office) after March 1 , 2007: F. Security Deposit A<security,dep"osit will_be required, the amount of which will be calculated based on the type and/or hours of usage. ;The deposit maybe foffeited .f or incidents such as, but not limited to, "those described below: Han athietic field is"damdged"due'to improper use by the group or individual and requires more than normal maintenance andlorxepir 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 hot "cover the, cost" of the damage, an' additional charge well be"assessed: The need for excess clean=izp above and b'eyo""nd normal use; Unauthorized or"inappropria ten se Iof,lig lit s 13arring an incident .warrantirig,t e; forfeiture ofpart or all_of"ttie security deposit, a full 'ref und of the_ security deposit shall b&'p d within thirty (30) days following the event, program or" league: G. Refund of Fees A full_or;halt 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 Department at least em two weeks prior to the date reserved full: Less than two weeks notice, no refund will be given. If the United City of Yorkville Park and Recreation Department staff feels that the athletic field is in unplayable condition and therefore, the game is cancelled and cannot be rescheduled —half. The amount of refund is determined when the cancellation occurs. The gable (s) can be rescheduled for no additional charge.; ATHLETIC FIELD RESERVATION FEES Attached fee schedule. The fee schedule will be reviewed and adjusted annually based on fiscal expenses. Fees charged shall be used to partially offset the cost of maintaining and upgrading the City's athletic fields. All fees are subjected to changing without notice. ATTACHMENT ATHLETIC FIELD RESERVATION POLICY Fiscal Year 2007 -2008 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. 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 Fee,,sap based an a `,per field basrs" 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 Eights ; additional fee Weekday $25 .00 per hour per;field Weekend , , ,; $25 .00 per 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 USE FEES: Under construction.... TOURNAMENT FEES: I Baseball/ Softball Fields - Weekend Tournament Fees PACKAGE 1 _ (Full package) Rental Fee: $600 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) per day on Friday and Saturday, Sunday. ■ 2 preps for Championship field on Sunday only — one at beginning of day and one before final game. ■ Lights available from 6:00 pm — 10:00 pm Friday through Sunday. PACKAGE 2 (Limited package) Rental Fee: $400 Includes: ■ Rental Time: Friday 6:00 pm through Sunday 6:00 pm ■ 3 fields on Friday and Saturday - 2 fields on Sunday ■ 1 prep (includes; bases, fine drag and lining) per day on Friday and Saturday, Sunday. ■ 2 preps for Championship field on Sunday only — one at beginning of day and one before final game. ■ Lights available from 6:00 pm — 10:00 pm Friday through Saturday, no lights on Sunday. '1 -r-4 •t1.4 ,,,, '''' , : • -.,. ., 4!7`4 1;1 'IS ''' "At1.. l,,,ah.. ('''Zt '7,... ' , .... " •,.....ti qt. Kennedy Rd. ,..-.,........4'. ,,,fittfasi,,,_-!--_.., ,,4,.:..2.,t.y.,, , ,..,,,,,./11)14., ......:-1 vt,i, , ,,, 1 -., A K:g . , -,,,,,,,N, • " ' -iri tt v - --., .0','"-“447-III°'If---; -'•, '' ,,I4k •;',„rf - i„Jr ,,,- ••• ,„,Vat ....„... ,,41 ': .4'1 .' .,, .44,,, ,,,',"t ,s ,,,,, efil t '*:71:11,,r C,s ' ; .4t.. ... ..4; Ir.1,--11.t.t/ *47t,..t. ., '--.*,,,iio"f -l'"44. ' -*,' N ie el'il::it•&•7 t-t.,- .4°"'"014 ' 0,444,6-„b,;,' :4- '14 -4" .., et",.r.L..-:a;k ,--`'. vi-,.. (--% 1 "••• ., --- , • - . v., ,..q .-.„ c -..• 4. 4,,..k,, - 4- / e.,' '‘ • •, 'it*,,,4,,,,at,- r,•,,14...,',a Vil,,,‘C'36,,,,: ''' '4.e.$..,4°=.4-.`4W.4 2,, ' '3" '', -1,P' ,... ':, ''', •,,k4 , . '',• '"• :''-',./ 4.-• ''' '..i.,',4 4''"' it..-z.:4,A.:.h..i...,,„t-t•-.,p, re:4. , ' - ----,;.^,r-:--• . ,..ra. " • .;,-,' '',,*, " 244 '4-•--.3!4 „ ,„...i,... 1„.74.,,.;!.47'i.:---4,Trc,;,ts , ,. ,,_-4,,tr ,, , ,,...:,.„:„..k .-- ,, i ,,,,,:.....4 . '...._, ( 4244. ...-*,..3.-;Is',.w....T4 , v '''':- '''' 1,. A ,,,-.4, -4.:4,,, ...A4• ,'''4,4-4".4,-1..,. ',A-4•e %, ' ,,'',' -, 41:-'0- 4".:'4- - ‘ ---- . - -, -- _ \ ,;. a ..,?‘ t, 4:N k. ,4,- ,,,,,pter) , ” , .. . - , ,.-,,,..,0_,-,t ..„....,..-,,,-....-i.- --.., ,,....,4•44 --.."•• ....- iNt• Ill 'it "' 71. ' ''. V. Number of Lights per Locationk, .,,44.t.'-''regWt. ,, ..4'4... .:1.-;•,r• -...„' 4 '-‘,....‘, ‘411,'-' -.• .4hp ef.7*.. ,,,, . , .,.,: }1 II v\I ...„„, .-,*-T, sn,..1-2# • •- .. 1•••• u. . • 'R ' ' • ••• 7**,,01.40, ,,,,,tr, 1105,-trl:--.."' "‘"\ 't.4p,,,,•,•,•._. v.,/,.-44- • -V.+cr. • *• - '',/ Isti...ve, , Itt,--- ,s,, ,,. - '..- *,- it ot '• `;''. -.:..4,A .5 Isrekr,„/0,,k,,,, " „,,,Ti,,,,,„‘ .- ,,,Z,F , .,,eL, " . 4.: ,. • t't ''' ,p4. -- up, co, .,..,,, . ,..,,, 4,- _ ,,,,,,,.......,.z- 4,..i- *4 ts,‘,10:1"'''' .r, ''.../.',. *- , 7.,•-•' ,',...'"-, .= A', ' ,e> -IA , ,,,'"01'. ,,,;41._ 4-,..4` ' - • -t . . ''. .1, '..-7,.."4'--e' ......of.m. v tl< ' .....•J ltr,..'" ., .'".,,•,,,a it-,•- , ,\ ..:''',v ''",_.-' -7,4 t.,;11-1:,;,•--",... **- 112)-t '''' / 0), ...,vi 'qv A ,-";""4- 11 ? --, 2,:. _ '''-* ok.„,,' ', • P'..lt .';'.-',. I",„ ... ' •,,...-., ..•••r: '411t.,..71111k * .4,4.. ' ;'''4r;"' q 4. •* •4:r''''-, I, 4.,f.4.0 45, 4.- , ...<I ; , 4:411,4 .3 ,i 4. '4,-, Ici,44,' IT',..,4 ', • . r.it tit-trat*,;,'At,....3116.• • ^ 4A, „..,. ?wl.4- ......" 1 4.- si.,,,". .' ,.".. ., ..)- A - -- No:, i ' 1,,,t;'1,f-t-A t..,,,..,4,,. • . . 4 , -'',•ttik.4144 , .g, ..-_•.6 II, II . , E>. , . . , 4, !,E. ,''''..s. ....;.' - "-,^ • " ' '4,,Z;11.4.r,,e-. ''. - 4/ i 0 ''.g-e:- -4'tit ' 'a' - A 4 4-, -, '-.# t.,-; .4,, , 4 i.., ''' IttifIP tf.: al., ,ir 1, 1 --,-1 ',','.1: , " '',"^ • '4.* 5 7, 1) f .,'...-&4 ..- ,„,..'' :;,,,'t, '....., .g.' tr)''''''.' 112)'IP:-'4- ,''''' .., . I„.-, ',..,,,,,,,,... 1.*Pr':'-4'4 it• - -,-,-„ii. ....,--„,,,,, . 4 1 r ,,,i 1, , ...., ,. .0, A is-* :41 • 7„,„, ..,:.,,,,„.3--,-,';',.....'40.0.....,Iii. jitt .. - '. ' tir..., ~o ,-- 't" '41 .[ ,,, A A.,...:4. ,,l. v.I.A*.- - ...;rtt4Ar.tA4-:;‘,.,.;t1":17.'''N,..";:r7,4,*-it."..r,Ihtl:f7.4bct7.:1;F:.Stti..._.r.:;.4.::::%.1::?*::`.4, c-,.:70 '.t.-4,..„:1,,:".•."14.. ji:' l'.. 1:.,- 'refi---`• - CO . . _ , . , .. nll „i.,,.4 l'-"•:,,,..,1 , ,,,,,v,_%, . A--- V ----- I„... .....1,.,-$.1i-el.-..,....'1, 7* !Atel•Arkle ,t4 1 \ , - , s,,rpr tio--,,,.. ....... 4... 4. A:.."-,„ ,...eg-.--,_ .- •k ,,,,t e ___, -,,--L, ,, , ,4, , .3e, ... 4 • . ' ,„_ CD -,t> rlfit' ' - r` A•ro - ' 4', .i4'. *.t.,,,4 .1.0" -4, . . Aft .. ' , ,f1 444 - t, s s.-..e! 'TAP . • (44 , - --%..... ...N ...,.. ., . 6. -clw,.,7, ...., 0. Li. ' t, '1,,..,- Afka,-IA ., -44,.. . . .., " 4. o". It i ti4r416 1','-' • ' ''' ,,,I --Y V..e.':',4 I '''', ;-,.-,- . , °' , it ,i ''cl • '''' v-sz 41.CR-44tt V .: '''' <-.1 WAli,EP: I> t,...„:,144‘rti.„1..*..:„ ..... '''. -,T,gr la'..'`,...-r•-•,,,W... ,t, A ,......-0,,. .rn- ‘vir, , jasir,I , t.! '',I--=' ,,,kori• 'mgI: 4'1' <7 A -Kik Atn-v A > ...46(-„,A-•,"atril.,' , ''t• la ,--• $ la , c 1 - li''' • le), r °i";.....•,,,,,,,crilk.f.,17. ., ‘ i ',.../ IA.!" retr.., t .41 0." i 4, ,,ir,,t,e: '!"'.1 ,J . I a, tk• ..' -4 -, -4).-,21-----4+ V --n 4%.• -t.."4 =,, ,4- '. 4._ •-)i•r7:'' , ___'41v...-) .;r - t 4. - • - - •+: . ,• - . . , • ,. - .. 14.• ^. - ,• - ,..!--- ,---....;-!.. , -, k. ,..- ..,.- ---; --L.,: `‘ - ---,._ , • ' 44-1,111Z • .1,..z::'' .--- ''-'-' ' '- _ - Nvi„. ' ' ' ''- , , - • -fyy,,„:„,1$ ...k.,. . s_ . „ -,v, , . .••.1 ..,„ .0;4 ,,.. .. . - -4-,..1 . a ,-tt• -z ,.,,,....,, ,ti ,..; ,1-,, _ , ,, -, _, i„ ,,,,,,, .., ,... --- ,., ,., ,, , ,,,-..„,. .1 '''i :3'4 - ... -,_.• dk - --(Y.-% - - ---ii '--, ==, = . , .1, . '6” I 1"1 ' ''''s ' " ditt '4 '214 4451,.1k *a, 25_ t , _ A , . ‘ ,.. ., , ,,, , , .. ... ..-..A. _ 1 ...---%,_ ........ iii. - ...,14,,,, -04,...i ......,....T2, Musco Lighting featuring a 25% Energy Efficient System. 5 Easy Pie cesTm Dear Ken, Designed and manufactured ars a MTplate system from I'm assuming the project you referred to is the four fields at Grande foundation to,glean Reserve Regional Park. Each one of the 1500 watt lamps in our Light Structure Green system uses 1.56 kilo-watts per hour. I know that you have a total of 104 fixtures. The factor I don't know is how much your 7-- `- .e local utility charges you for a kilo-watt. Using the equation of: Pufetup to+ninalrc kssentatt Number of fixtures X 1.56 kilo-watt X (what ever your utility charges per — " " kilo-watt per hour) = cost.to run your lights for one hour Wirt i{ernots a If you have additional questions, please let me know. sf�dr rd Connie Rupe i-:i 4 Marketing Coordinator onuonzi CEnts 800/825-6030 orn�an Enclosure connie.rupe@musco.com 1/17/07 L3, 5 I { Precast Concrctr 1 Base Referencing Record Newspaper, 12/14/06, Yorkville's 1 1` electricity rate = 7.2 cents per kilowatt hour. L . (104)(1.56)(.072) = $11.68 per hour. Other Notes: 1) Our light system comes with the ability to turn on/off automatically or via cell phone-GPS technology. 2) Musco also will perform maintenance for our lights under our purchased package. ?`LSD C'T p United City of Yorkville EST. ,aB 1836 800 Seat of Kendall County 800 Game Farm Road 14 Yorkville, Illinois 60560 p f:] p Phone: 630-553.4350 Fax: 630-553-7575 �j�LH `Vv TO: city Cq c' r- FROM: Dave 01 irector of Parks and Recreation RE: School/City Tennis Court Initiative DATE: February 1 , 2007 Next month the School District will be going to bid for the refurbishing of the six tennis courts adjacent to City Hall. The project will entail a complete rebuilding of the tennis court surface and nets. Superintendent Engler projects the total cost at $70,000 to $80,000. The School District would like for the City to share equally in the cost of the renovation since it has had for many years the benefit of utilizing the courts for City programs and open play. Historically, there was a previous agreement many years ago in which the School and City worked cooperatively to provide these tennis courts for both school and public use by sharing costs I have not yet been able to locate the agreement, but have been informed by several individuals of its existence. In a discussion about the tennis courts that occurred at a Council meeting a few weeks ago, it was also mentioned of the School District's desire to build four new courts between Yorkville Middle and Yorkville Grade Schools by eliminating a parking lot. The new courts would be in addition to the renovation of the existing courts and would involve a greater commitment of City resources According to Superintendent Engler, the plan for the additional courts has been set aside at this time in favor of moving expeditiously on the renovation of the existing courts. In exchange for the City's involvement in the tennis court improvements, the City would continue to utilize the facility for programs, events, and lessons, outside school hours, for no charge. Contrarily, the School District may be in the position of having to assess usage fees, if it must bear the expense alone. If the City is interested in working with the School District on this project, a letter of commitment from the City must be generated in the next month. Meanwhile, the source of funding for the City's share would need to be identified. While some general discussion occurred at the Park Board meeting on January 25, 2007, because there was no specific information, the park board's position and recommendation could not be established. The next park board meeting is scheduled for February 8, 2007 and will be the next opportunity for this item to be placed on the agenda. ILI �7 s A G R E E M N T THIS AGREERENT , entered -into this . Zgth_ day of April 1975 by • and between the City of Yorkville , Kendall County , Illinois , a municipal cor- poration , ( hereinafter sometimes referred to as "City" ) , and Yorkville Commun- ity Unit School District No . 115 , Kendall and Kane Counties , Illinois , (herein- after sometimes referred to as "School District " ) , WITNESSETH : WHEREAS , the City and School District desire to cooperate and share in the expense involved in .the construction of six tennis courts proposed to be constructed upon property owned and held by the Kendall County Board of School Trustees for the use and benefit of the School. District and commonly described as the Northwest corner , (between Game Farm Road and driveways) , of the York- Ville High School "rounds in Yorkville , Illinois , all as more fully shown on the plans and specifications attached hereto as Exhibit No . 1 ; and WHEREAS , the City Council of Yorkville , Il.l .inois , has heretofore adopted a Resolution , in the . form of Exhibit 2 attached hereto , which exhibit authorizes the execution of this Agreement and the expenditure of City funds in respect to the construction of such tennis court project ; and WH ERE'AS , the School Board of the School District has heretofore adopted a Resolution , in the form of Exhibit 3 attached hereto , which exhibit authorizes the execution of this Agreement , and the expenditure of School District funds in respect to the construction of such tennis court project ; and WHEREAS , the City and the School District find it necessary and desirable to set forth the basic terms and conditions of this , their Agreement , each with the other , in respect to the construction of the aforesaid tennis court project . NOW , THEREFORE , in consideration of the premises , covenants and agreements herein contained and for other good and valuable consideration , the receipt of which is hereby acknowledged , it is agreed by and between the parties hereto as follows : 1 . That the preamble to this agreement is incorporated herein the same as if fully set forth in this Paragraph 1 . 2 2 . The parties hereto agree that title to the property upon which the con- struction of the six tennis courts is contemplated shall be and remain in the Kendall County Board of School Trustees to be held for the use and benefit of Yorkville Community Unit School District No . 115 , Kendall and Kane Counties , Illinois . The Location of such tennis court project shall be near the Northwest corner , (between Came Farm Road and driveways ) , of the present Yorkville Com- munity high School grounds , and if a survey and /or a legal description of such shall hereafter become available , it shall be attached hereto and made a part hereof as an unnumbered exhibit or exhibits . 3 . As soon as practicable following the passage and adoption of Exhibits 1 and 2 by the respective parties hereto , the Board of Education of the School District shall approve and let bids on said tennis court project . 4 . An advisory committee , consisting of one member of the Board of Educa- tion of the School District , one member of the City Council of the City , and one member selected by other private contributors to said tennis court project shall be appointed annually to determine the extent and the necessity of mainte- nance of the project following its construction , including courts , posts , gates , fencing , nets and all. matters arising out of or related to the operation of said tennis court project . Any decision in respect to such maintenance shall be by majority vote of all members of the committee voting and shall be subject to the formal passage of proper Resolutions by the School Board and City as a condition to any Resolution ( regarding maintenance by either or both the parties hereto) becoming effective . Failure of any party hereto , or of said private contributors , to appoint a committee member under this paragraph shall result in the remaining committee members voting in respect to maintenance . Reasonable notice shall be given each committee member of any committee meeting to be held , at such time and on such date as a majority of all members shall agree . 5 . If the maintenance referred to in paragraph 4 appears required , or ad- visable , as determined by said committee members , then the cost of such mainte- nance shall be divided equally between the School District and the City of York- ville , unless otherwise agreed in writing between the parties , _ 3 _ 6 . All parties hereto agree that the School District shall have the exclu- sive right to utilize the entire tennis court project for the benefit of its stu- dents during the formal school term of the District , and during the normal school day which shall constitute the hours from 8 : 00 A . M . to 6 : 00 P . M . , thereby permit- ting after-school tennis practice . Such exclusive right shall also include any additional time required for night or weekend tennis meets . 7 . All parties hereto agree that when said courts are not being used by said School District as set forth in paragraph 6 above , the general public of the Yorkville Community Unit District No . 115 may use said courts and the Board of Education shall, authorize parking in and upon any areas now or hereafter designated therefor by the School District or by Yorkville High School in respect to the property adjacent to the contemplated tennis court project . The extent and operation of such parking areas shall be according to existing or future rules and regulations of the School .Board or District in cooperation with the City . 8 . The City and the School District , including any committee member selected from the private contributors as aforesaid shall cooperate in establishing and promulgating additional. rules and regulations concerning the operation and mainte- nance of the tennis court project , the subject hereof , which rules and regulations shall be attached to this Agreement and incorporated by reference herein and made a part hereof the same as if originally attached . 9 . The Board of Education and the School District shall authorize and main- tain liability insurance in respect to said tennis court project insofar . as it pertains to students , agents or employees of the School District . Likewise , the City of Yorkville shall. carry similar liability insurance in respect to utilization of the tennis court project by the general public at other times . It is .antici- pated that all parties hereto shall mutually cooperate in order to obtain one in- surance carrier to provide a joint policy for both organizations or to otherwise proceed in a manner most reasonable for such plan of insurance coverage . Similar provision shall be made for the cost of providing vandalism insurance , if such ap- pears necessary or advisable to either or both parties hereto . - 4 - 10 . The parties hereto agree that it shall be the initial responsibility of the School District to maintain the tennis court area surrounding the actual courts themselves so long as such area is on property owned by the County Board of School Trustees of Kendall County for the use and benefit of the School Dis- trict . Such maintenance shall include cutting grass , trimming trees , shrubs and the maintenance of sidewalks and walkways adjacent or reasonably related to the project . 11 . The parties hereto stipulate and agree that in the event that the funds authorized by the School Board and City Council , together with other contributions , are insufficient to complete the entire project , that then a total of no less than five tennis courts shall be constructed on the same terms and conditions as pro- vided for herein ; and if funds for such amount are insufficient then no tennis project shall be constructed unless otherwise agreed between the parties hereto . 12 . In the event the tennis court project ceases to be utilized as such , due to a decision of the School Board of the School District , or of the Kendall County Board of School Trustees and without the fault or decision of the City , then the original $20 , 000 . 00 contribution of the City shall be returned to the City , pro— rata , over the first twenty years this Agreement remains in effect . Such pro—rata return shall be based on a twenty year useful life of such courts and shall be based on an amount equal to $ 1 , 000 . 00 per year . 13 . The parties further agree that this Agreement may be amended or altered only by an Agreement in writing signed by both the City and the School District . IN WITNESS WIiEREOF , the parties hereto have executed this Agreement by their duly authorized officials : CITY OF YQIJKVII LEI KE OUNTY , ILLINOIS . ATTEST : BY / Mayor City Clerk YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT N0. 115 KENDALL AND KANE COUNTIES , ILLINOIS . ATTEST : /J tJam ----. . /4 7�u;�«�—C ir st , President , oar of Education oAnne Matlock , Secretary , G'� Board of Education C � q INTERGOVERNMENTAL. COOPERATIVE AGREEMENT In accordance with the declaration in Section 10 of ArtiCie VII of the Constitution and the Intergovernmental Cooperative Act , the UNITED CITY OF THE - VILLAGE OF YORKVILLE ( " City " herein ) and YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT NO . 11S ( " School District " herein ) , the parties , agree as follows : WITNESSETH : WHEREAS , property adjacent to Somonauk Street and Game F .rrm Road in the United City of the Village of Yorkville is used . 0L' City and School District purposes , and the City has leased Adi ,i :: ent acreage from the Illinois Department- of Conservation ; A rd WHEREAS , the parties hereto are interested in developing a Yorkville Community Center , Athletic Fields and School Complex thereon ; and WHEREAS , it is desirable to set forth an outline of the prupot3ed undertakings , cooperation and responsibilities and financing and operating allocations : NOW , THEREFORE , the City and the School District enter Into the following agreements : 1 . 0 DEVELOPMENT OF RECREATIONAL AREAS The City and School District hereby agree to develop the property described upon Exhibit " A " attached hereto and made d part hereof leased from the Illinois Department of Conservation , in accordance with . the Development Plan attached hereto as Exhibit " 8 " and made a part hereof . 2 . 0 TERM OF THIS AGREEMENT This Agreement and the rights and obligations of the parties shall be coextensive with the term of the Lease attached as Exhibit " A " hereto and made a part hereof . 3 . 0 ENGINEERING AND CONSTRUCTION COSTS OF DEVELOPMENT ( a ) All plans , basic engineering and initial construction costs for the entire site shall be shared equally by the School District and City . These shall include earth moving , knd grading . The shared cost of seeding or sodding for the entire site shall include the swale , but exclude the football tiold , After the site work is completed , ( b ) The School District shall bear the entire expense of onsite inspection , engineering and construction of any costs .iirrctly related to the football field , track and appurtenances that exceed the initial and basic costs in paragraph 3 . 0 ( a ) . These costs shall also include bleachers , grandstands and necessary fencing in relation thereto . ( c ) The School District and City shall share equally the rusts of inspection and the construction , phase of engineering , as well as total construction costs for any Ooncession buildings . ( d ) The School District and City shall share equally the .costs of inspection and construction phase engineering , as well as total construction costs : for the parking areas west of - 2 - they proposed football field ( excluding existing parking areas and LhOSC presently under construction adjacent to the Beecher Community Building and Yorkville Public Library ) together with all eyeball and soccer fields , as shown upon Exhibit " B" . ( e ) Selection of all engineers , surveyors and professional help shall be mutually agreed upon by the parties involved . 4 . 0 SWIMMING POOLr ICE RINK AND FUTURE TENNIS COURTS Construction and maintenance costs for swimming pool ticilities , tennis courts , and ice rinks , as illustrated upon liatiibit " B " , are not part of this Agreement . 5 . 0 MAINTENANCE The School District shall be responsible for all costs , i maintenance of the football field , track , bleachers , lights and appurtenances thereto . Costs of maintenance for the parking art: a to be constructed west of the football field and the track area shall be shared equally by the School District and the City . The City shall be solely responsible for the maintenance of all or the balance of the property described upon Exhibit " A " , except the facilities described in Paragraph 4 . 0 herein . 6 . 0 USAGE The City will be permitted to use the football field AIILI track upon such conditions as the School District and City determine to be sufficient , but subject to the understanding that the School District will be reasonable in its authorization for use conditioned upon adequate protection for and reimbursement of any damages resulting from such usage . The - 3 School District will be permitted to use the balance of the property described upon Exhibit " A" upon such conditions as the City and School District shall determine to be sufficient , but subject to the understanding that the City will be reasonable in its authorization for use conditioned upon adequate protection for and reimbursement for any damage resulting from such usage . It is further understood that control and primary responsibility of the football field , track and adjacent areas shall vest with the School District , and that primary responsibility for control and usage of the balance of the property described upon Exhibit " A " shall remain with the City , it being the intention of the parties that maximum use of the cacilities within Exhibit " A " be available to the school student for school activities and the members of the Community in 3enaral . 7 . 0 TIME OF CONSTRUCTION Preparatory engineering work , grading and filling , seeding or sodding shall be undertaken in 1982 . Construction of baseball fields shall be completed in 19830 8 . 0 REGULATION The Corporate Authorities of the City and the School District will .work cooperatively to provide maximum use of the facilities described upon Exhibit " B " , subject to reasonable protection for repair of damage resulting from any usage of the premises by persons present by virtue of the programs or activities maintained by the City and School District . All baseball and soccer fields described upon Exhibit " B " shall be .4 - subject to rules and regulations concerning usage jointly adopted by the City and School District . 9 . 0 FEES AND CHARGES Contributions from civic and support booster groups will be sought for the purpose of completion of the facilities described upon Exhibit " B " , with the privilege of such donors being given to designate specific uses of gifts that are mutually acceptable . All fees collected by the City Park Commission for park L, ponsored activities will be retained by the City to defray expenses of such activities . All fees collected by the School District for school :sponsored activities will be retained by the School Dsitrict to defray expenses of such activities . 10 . 0 INSURANCE The City will continue insurance coverages required by the Lease with the Department of Conservation . The School District shall insure that its agents and employees are insured while involved with activities on the leased land . I If School Uintrict agents and employees are required by the insurer to be added to the coverage provided by the City , all additional premium expense shall be paid by the School District . 11 . 0 DEPARTMENT OF CONSERVATION LEASE The City agrees to secure the necessary approval of the Illinois Department of Conservation for the intended usage and participation of the School District in such usage of the premises described upon Exhibit " A" , as required by the . City ' s - 5 - Lease with the Illinois Department of Conservation . The City turther agrees not to cancel the Lease Agreement with the Illinois; Department of Conservation without first securing the approval of the School District . 12 . 0 RESPONSIBILITY OF THE PARTIES Nothing contained herein shall be construed as delegating or authorizing the expenditure of any public monies or llic deloyation of any authority by any person or persons in any :Wanner not permitted by law , it being expressly understood that the c .Npenditure of all monies by either the City or the School ' 11strict shall only be done in such manner as the City Council or scl. 00l District Board shall specifically authorize . IN WITNESS WHEREOF , the parties hereunto have set their hands and seals this day of r7�ie � �hS2_ • A . D . 1982 , UNITED CITY OF THE VILLAGE OF YORKVILLE ATT1 : 8T : BY : - �, Clt, rkv r YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT NO : 115 � - ocr ary President` _ 6 _ LEASE AGREEMENT THIS INDENTURE , made this /Q, day of �)rL ,,t�--G_.s`� , A , D , , 19 by and between the ILLINOIS DEPARTMENT OF CONSERVATION , hereinafter called "Conservation" , and the CITY OF YORKVILLE , hereinafter called "Lessee" , WITNESSETH : WHEREAS , Conservation has jurisdiction over the real estate hereinafter described ; and has under 111 . Rev . Stat . Chapter 127 , 963a21 the authority to lease this land ; and WHEREAS , it is desirable and in the public interest that such lands be made available to the Lessee for the construction , maintenance , and operation of public recreational facilities ; and WHEREAS , Lessee to desirous of providing public recreational facilities upon such lands ; and WHEREAS , it is deemed desirable and in the public interest for the proper performance of the duties of Conservation to place said real estate under the management , supervision and control of Lessee ; and WIIEREAS , said lands are not otherwise immediately to be used or developed by Conservation ; and WHEREAS , Lessee is acting under the powers and authority conferred upon it by statute in making this lease ; NOW THEREFORE : For and in consideration of the n: tual promisee herein exchanged , it is here- by agreed as follows : 1 . The Illinois Department of Conservation does hereby lease to the City of Yorkville for a term of forty ( 40) years , beginning on the 2nd day of March 19 Al . and ending on the le , day of March 2021 , unless sooner terminated as hereinafter provided , the following described real estate hereinafter referred to as the leased premises located in the Olen D . Palmer Came Farm . That part of the Southeast Qunrter of Section 29 and part of the Southwest Quarter of Section 28 , Township 37 North , Range 7 Fast of the Third Principal Meridian , described as follows : Commencing at the Southeast corner of Lot 13 of Section 28 , as shown by Pint Book 1 , Pas.• 80 , said point being on the centerline of the road leaning from the Village of Bristol to Blackberry Creek ; thence North 84 ° 30 ' Went along the South ' line of said Lot 13 , 599 . 94 feet ; thence North 5e 30 ' Fast 300 . 0 feet ; thence North 84 ° 30 ' West 1536 . 2 feet to the center- line of Came Farm Road for [ point of beginning ; thence North 7 ° 00 ' Fast along the centerline of said Road , 417 . 7 feet ; thence North 2 ° 30 ' East along said centerline 94 . 9 feet ; thence South 84 ° 30 ' Fast 1408 . 3 feet ; thence South 50 30 ' West 362 . 5 feet ; -2_ thence South 840 30 ' East 122 feet ; thence South So 30 ' Went 450 . 0 feet to the South line of said l.ot 13 ; thence North 840 30 ' West along said South line to the centerline of said Came Farm Road ; thence Northerly along said centerline to the point of beginning , in the Vnited City of the Village of Yorkville , Kendall County , Illinois . Excepting that part described as follows : Commencing at the Southwest corner of Unit One , Countryside Subdivision ; thence Southerly along the centerline of Came Farm Road , 94 . 90 feet to an angle in said centerline ; thence Southerly along said centerline , 719 . 81 feet to the South line of Lot 13 of Section 28 , Township 37 North , Range 7 East as shown by Plat Book 1 , Rage 80 extended Weaterly , for a point of beginning ; thence Northerly along said centerline , 520 . 0 feet ; thence Easterly at right angles to said centerline , 333 . 43 feet ; thence Southerly parallel with said centerline , 511 . 37 feet to said South line extended Westerly ; thence Westerly along said South line extended 333 . 54 feet to the point of beginning in Yorkville, Kendall County , Illinois and containing 3 . 947 acres . 2 . Lessee shall pay to Conservation the annual rent of One Dollar ( $ 1 . 00) on the 2nd day of March on each year throughout the term of this Lease . Payment and receipt , in the amount of $ 1 . 00 for the year commencing the 2nd day of March 19 81. , is hereby acknowledged . 3 . l.essee shall promptly pay all taxes , charges , costs and expenses incurred in the operation of the leased premises including , but not limited to , assessments , water , gas , electricity , salaries and fees , together wi. th all interest , penalties and damages that may accrue thereon if Lessee fails to pay such amounts . Tn the event that this Lease Is cancelled for any reason whatsoever , Lessee will still be liable for payment of all coats , expenses and charges incurred during the lease period and all interest , penalties and damages that may accrue thereon during or after the lease period . If it becomes necessary for Conservation to pay any of these fees to insure the proper operation of the facilities after cancellation of the lease , Lessee will then owe Conservation the full cost amount of all payments . made by Conservation as additional rent owed to Conservation and Conservation shall have all rights and remedies afforded by law in the collection of such monies from Lessee . 4 . The purpose of this lease is to provide for the construction and develop- ment as efficiently as possible of nubl .tc facilitiea for early and max:.nnim public use , and to encourage Lessee to undertake construction and development of the leased premises for public recreation purposes in compliance with Conservation site development plans . -,- i Lessee hereby agrees that said tract will be available for public use with- in ninety ( 90) days from the date hereof , and the construction of public facilities and activities thereon will be commenced as soon as possible and no longer than the first five ( S) years after the date of commencement of this leasing . 5 . This lease may be terminated upon sixty (60) days written notice by Conservation upon any violation by Lessee of the covenants of this lease agreement . This lease may also be terminated upon mutual agreement . All written notification must be by certified mail , return receipt requested . 6 . In the event of termination , the Lessee shall have the option and right to remove any or all buildings or. structures , within a reasonable time , which may . have been erected by Lessee with their own funds upon the leased premises . It is agreed that any buildings or structures constructed with the funds of the Lessee shall not become " affixed to the real estate" of the leased premises . 7 . The Lessee ' s right to remove property shall be subject to the rights granted the Department in this option . a . It is agreed that Conservation shall have the option to purchase any buildings or improvements financed by funds of the Lessee at the price to be established by three independent appraisals in the following manner . Each party shall select an appraiser and the two appraisers so selected shall choose a third . The price established by the opinion of the appraisers and concurred by two of them shall be binding on both parties . Title option shall apply to. such items , buildings or improvements that Conservation may select and must be exercised by the giving of written notice setting forth the items to which it applies and naming the appraiser to serve on behalf of Conservation . Conservation ' s notice exercising the option must be given during the first sixty ( 60) days after notice of termination is given by either party . The purchase price as established by the appraisers shall be paid within 120 days after the appraiser ' s report has been received in writing by both parties . 9 : it is further agreed that upon the termination of title lease any buildings or improvements financed by funds appropriated by the State of Illinois General Assembly or by the Department of Conservation shall remain the property of the State of Illinois . Any buildings or improvements built on the leased premises with Federal funds processed through the Department of Conservation , Division of Grant Administration , shall remain there as affixed to the real estate and become i the property of Conservation . 10 . Lessee hereby agrees to make said lands available for the use of the public at large , without favor or discrimination of any kind because of race , color , sex , religion , creed or ethnic background . i 11 . Lessee shall submit plans or specifications to Conservation for written approval prior to any alterations , improvements , additions and changes or other development or construction to the leased property . 12 . Lessee covenants and agrees that in its use , possession and control of the leased premises during the term of this lease it shall comply with all applicable State and Federal , local and Departmental laws , rules and regulations . 13 . Lessee shall be responsible for all developments and improvements to the leased premises and shall also be responsible for the general maintenance of the grounds and all appurtenances to s level acceptable to Conservation . 14 . Lessee shall indemnify and hold harmless Conaervation , , its agents , servants and employees . Lessee shall assume complete liability for all losses , expenses , damages , demands , judgments and claims for injuries or alleged injuries to persons or damages or alleged damages to property , in any manner resulting from or in connection with Lessee ' s control and possession of the leased premises . 15 . Lessee during the term of this Lease , covenants and agrees to maintain liability Insurance on the leaned premises insuring the State of Illinois , Depart- ment of Conservations and the city of Yorkville an named insureds , from and against any or all losses , damages , coats or claims thereof resulting from actual , alleged or claimed injuries or losses to persona or property arising under , out of , or by virtue of the granting of this Lease Agreement , with minimum policy limits as follows : $ 500 , 000/ $1 , 000 , 000 Per Occurrence Bodily Injury $ 100 , 000 Per Occurrence Property Damage Lessee further agrees to provide Conservation with a copy of such policy . 16 . Lessee agrees and understands that this lease shall be non-assignable and non- transferrable without the express prior written consent of Conservations Lessee further agreee not to rent or sublet all or parts of the leased area with- out the prior written approval of Conservations 17 . Lessee acknowledges by its execution and acceptance of thin Lease Agreement that its duly authorized representatives have inspected the leased premises and are familiar with its present conditions and accept the leased premises as is . Lessee further recognizes and agrees that Conservation makes no representations or warranties with respect to the present and existing or future conditions of the leased premises . 18 . Lessee covenants and agrees that this lease and all the covenants , provisions and conditions herein contained shall inure to the benefit of , and be binding upon , the successors , assigns , or sublessees of the Lessee ; provided , however , that any assignment or sublease by , from or through , or under the Lessee , shall be in compliance with the covenants of this agreement . 19 . Lessee certifies that he , his agent , servants or employees , have not been convicted of bribery or attempting to bribe an officer or employee of the State of Illinois nor has Lessee , his agents , servants , or employees made an admission of guilt of such conduct which is a matter of record . IN WITNESS WHEREOF the parties hereto have executed this Lease Agreement the date first written above . CITY OF YORKVI E BY : ATTEST : (z ^ A �J STATE OF ILLINOIS DEPART OF CONSERVATION BY : Q--sQ Director APPR BY James Tho son , Cove or State of Illinois FILED FOR RECORD KEND L COUNTY It DOC / �- /. 7 APR 6 1901 WICRO►INM P,A� � f'hINDEXED p , •ni�T Vn .• r., � I I MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle, Director of Parks and Recreation RE: New Business DATE: February 6, 2007 BRIGHTON OAKS II LETTER OF UNDERSTANDING We are being requested to write a letter of understanding concerning the Brighton Oaks II project to the developer as a final communication of agreement from the park board. The short letter basically agreeing to the points brought out when they presented at a park board meeting is what is being sought. I will provide the draft letter for the board's approval at the meeting. MPI SOUTH DRAFT LETTER OF UNDERSTANDING We are being requested to write a letter of understanding concerning the MPI South project to the developer as a final communication of agreement from the park board. The short letter basically agreeing to the points brought out when they presented at a park board meeting is what is being sought. I will provide the draft letter for the board's approval at the meeting. LIST OF DEDICATIONS/RIBBON CUTTINGS One of our strategic goals identified at the Board Retreat concerned efforts to improve the relationship of the Park Board with City Council. One of our objectives called for creating an ongoing list of new or renovated park and facility dedication/ribbon cutting opportunities or neighborhood park/ town meetings and invite City Council members. The list to date includes: • Grande Reserve Park D — completed in 2006 • Renovation of West Riverfront Building — completed in 2006 • Raintree Park A — completed in 2006 • Cannonball Ridge Park "Open House" • Heartland Circle Park "Open House" • Renovation of Old Post Office as new Recreation and Park Adm. Office — to be completed 2007. Staff would like to put these happenings on the calendar if the Park Board approves. EDWARD HOSPITAL DEVELOPMENT Staff would like to follow up on the fitness center discussion held at the 1/25/07 Park Board Meeting and also to bring the Park Board up to date on an effort to save a stand of wooded area in the development and how it impacts the park and recreation department. No background material is necessary for this agenda item. YORKVILLE RECREATION DEPARTMENT_ Park Board Meeting Month of January - 2007 Highlights and Summary Parker's Playtime Pre School started up again after their Holiday Break. The classes made snowflakes and had their dinosaur days. Shake Wiggle and Giggle, Little Learners, Busy Bees, and Chefs in Training started this month, taught by Carol Baumgardt. We also offered a Moms, Pops and Tots on Saturdays this session. Ann Neville started an Afternoon Errands this month that lets parents drop the children off with us to enjoy crafts, games, songs and snack. The book club met this month to discuss Tell No One. The Knitting club is enjoying meeting at the Bridge Street Cafe. Patti Bradstreet will begin to teach a beginning knitting class this spring. On Friday January 19, 2007 we held our annual Winter Family Fun Day at Circle School, in which over 130 people attended. There were a variety of games, including an inflatable, as well as an arts and craft table, in which little ones created a snow man to take home, plus a snack area that served hot dogs, pizza. The Yorkville Rotary club sponsored the inflatable and the Yorkville High School Character Counts group had nearly 10 high school kids volunteering setting up and running the games during the event. We continued to plan for our busy spring schedule that is quickly approaching. For the spring we have our Easter Event scheduled for March 31 , 2007 in which we will take a short train ride to Naperville and have an Easter Hunt. We are also planning our spring break activities that will include trips to the Brookfield Zoo as well as Sci-Tech museum in Aurora. We also are showing free movies at our Recreation Bldg. to every one of all ages. The winter basketball season began on January 13th. Games are being played on Saturday from 8:30am- 12:30pm and practices during the week from 5 :00pm-9:00pm at Yorkville Middle School, Yorkville Intermediate School, and Circle Center Grade School. There are a total of 200 participants divided into 20 teams. Fitness classes have been running smoothly since the transition from the school location to the Riverfront Recreation Building. The participants and instructors are very pleased with the permanent location. Registration dates have been set for spring and fall soccer. Those registrations will be taken at the new - office during special registration times. The hope is that with soccer moving into the high school that our numbers will increase for both programs. 1 Seasonal Classes/Programs January ■ Parkers Playtime Pre School Yoga Book Club • Shake, Wiggle and Giggles Dance Classes Pilates ■ Knitting Club Kinderrnusik Chefs In Training ■ Morning Munchkins Men's B-Ball League Busy Bees ■ All Star Sports Cheerleading Moms, Pops and Tots ■ Dog Obedience Classes Moving & Grooving Dinosaur Days ■ Mom & Tots Travel Basketball Little Learners • SOAR Chefs in Training Youth Basketball League ■ The Messy Stuff Spanish for Beginners Winter Quarter — as of 1/31/07 Different Types: — (different curriculum) • Sections - 117 Enroll.: 538 Sp. Event — 150 Ran - 56 (48% ) Cancelled -34 (29%) Pending — 27 (23%) Class No. - Residents — 360 (67%) Non-res - 178 (33%) • Last year Fall: Sections - 121 Enroll — 932 Sp. Event — 780 Ran - 84 (69%) Cancelled - 37 (31%) Residents - 558 (67%) Non-res — 374 (33%) Exit Survey Summary_ None at this time. Scholarships Awarded/ Grants Received. Pre School - $ 114.70 Professional Development: The Recreation Staff attended various sessions at IPRA this month in Chicago. The content varied from customer service, management to advertising and promotional ideas. Staff also heard topics that related to personal goals and ways to communicate within the office. Administrative Highlights: The work has been approved by the Board for the completion of the "Old Post Office". Work is almost done with the moving date scheduled for March 1st and 2°d. The office will be closed from March 1st through the P. We hope to have everything in place and ready to go for March 5th Facility Agreements: (Winter) ■ We are using the following facilities for our current programs and in the near future: Yorkville Schools: (Middle, Intermediate, Yorkville Grade School, Circle Center Grade School), Yorkville Congregational Church. We have secured another year with YCC to use their rooms for our Pre School. We have terminated the Agreement with Parkview Christian Academy School. We will use our own classroom at the Riverfront Recreation Bldg. and the gym at CCGS and YGS 2 Revenue Producing Highlights We held our Winter Fun Day on January 19th and had approximately 130 people attend and all of the Recreation Staff assisted in this event. The revenue received for the event was around $580 and this included a sponsorship donation from the Yorkville Rotary Club which help support the costs for the games and inflatable. Upcoming Proiects and Events: May 4th City Golf Outing - sign up now! Dinner at 5 :30 pm if you can not golf. (I don't mean because of your skills). Respectfully submitted, Sue Swithin Superintendent of Recreation Recreation Department Staff 3