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
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GUESTS/CITY OFFICIALS/STAFF:
Dave Mogle, Director of Parks and Recreation
Scott Sleezer, Superintendent of Parks
Alderman James Bock
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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
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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.
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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.
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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.
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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
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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.
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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
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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 .
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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
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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
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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
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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`
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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