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Park Board Packet 2007 03-08-07 i YORKVILLE PARKS & RECREATION DEPARTMENT Administration Office — Riverfront Building 201 W. Hydraulic SO Yorkville, IL 60560 630-553-4341 *(please note new meeting location) Park Board Agenda Thursday, March 8, 2007 7:00 p.m. - Park Board Meeting Old Post Office* Revised 3/5/07 Call to Order: Roll Call: Chris Rollins, Ken Koch, Van Truman, Gary Golinski, Debbie Horaz, 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 - February 22, 2007* Bills Review: Cash Analysis* Bill List* Old Business : School/Park Agreement Tennis Courts Report School/Park Use Agreement and Ad Hoc Committee Report School District Liaison Status for Park Board FY 0708 Budget 2007 Park Open Houses Review of 2007 Objectives New Business: Master Plan Revision Reports: Parks Report Recreation Report - Tournament Requests Additional Business: City of Yorkville Annual Service Report 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. Parks and Recreation March 8, 2007 Page 2 Adjournment: Next meeting : March 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, February 22, 2007 MINUTES CALL TO ORDER: Meeting was called to order by Ken Koch at 7:01 p.m. ROLL CALL: Ken Koch, Gary Golinski, Debbie Horaz, Kelly Sedgwick, and Alderman James Bock GUESTS/CITY OFFICIALS/STAFF: Dave Mogle, Director of Parks and Recreation Sue Swithin, Superintendent of Recreation Scott Sleezer, Superintendent of Parks Alderman James Bock Alderman Valerie Burd Tom Engler, Superintendent of Schools, District #115 Jean Dlujopolski, future minute taker I OLD BUSINESS: School/Park Agreement Tennis Courts Update The Board unanimously consented to move this agenda item next in the meeting schedule. At the last City Council meeting, it was approved that City money, not to exceed $40,000, would be used to help refurbish the 6 current tennis courts next to the middle school, pending that this amount could be identified in the budget. It was agreed that the Council would not look to Parks and Recreation for this funding. City Council asked the Park Board to give a recommendation by the March 6th COW meeting in regards to the proposed 4 new tennis courts that could be constructed on the parking lot of Yorkville Grade School with the City's contribution of $ 110,000, in addition to the $40,000 for refurbishing the existing courts. At the last Board meeting, the Park Department suggested a 10 court tennis complex across Game Farm Rd. next to the high school, and wanted more time to research this and other alternatives. It is now known that the land across the street is owned by the Cemetery and the likelihood of schools or parks getting the land is probably remote. Dave Mogle is trying to contact the President of the Cemetery Board at this time. Dr. Engler said the original main objection of the Cemetery Board was that it is sacred ground. Dr. Engler's contact from the Cemetery suggested the School District's custodians could maintain the cemetery in exchange for land, but that is not reasonable for the custodians' time. The cemetery would be nice for practice fields or tennis courts, but the School District is tight with money now and so many other projects are taking priority. Dr. Engler explained that the middle school reconstruction is about half done being made ready for high school students for the 2008 school year. On that property, the 6 tennis courts will be refurbished well and should last another 25 years. Currently, Yorkville Grade School is being gutted and refurbished and Circle Center Grade School is being refurbished with referendum money. Raintree Middle School and Bristol Bay Elementary Schools will be constructed as well. There were previous talks about 4 tennis courts at Raintree on Parks and Recreation's 7 acre property. However, Dr. Engler suggested 4 new courts near the other 6 courts, because the grade school reconstruction had areas torn up anyway. The current parking lot could be used as a base for new courts at a considerable savings. Tennis court and sport complex locations effect how much they are used. Dr. Engler's theory is if tennis courts are built within a development, there may be a lack of use or misuse from skateboarding or climbing fences. The area suggested already has high use. The School District does not have the funds to build 4 new tennis courts, so does not plan to do so. Eventually there will be a new high school on the south side of town on a parcel off Route 47 probably by 2009. A tennis complex is a possibility on that future site. Parks and Recreation has a 10 acre site adjoining that area. Dr. Engler suggested the opportunity to save maybe $30,000-$40,000 if the City would build new courts on the current parking lot compared to other locations. The intergovernmental agreement between the City and the Schools is in process. If the Park Department wants to build, run, and maintain courts it could be included in the agreement. One of the concerns mentioned by the park board was the lack of parking in the area of the current and proposed courts. Dr. Engler said for tournaments there are 350 parking spaces within the high school lot, 250 places behind the middle school, and 95 places in front. New bleachers will not be added to the 6 courts, because most players don't want fans close. There are currently 2 sets of bleachers now. If 4 new courts were to be built, a set of bleachers would be provided on each side. Parking would be extended for the new courts too. Ken Koch named some of the future park sites that may include tennis courts such as a big regional park near Bristol Bay, Hoover, Raintree, and the future high school site. The School Board brought up that school facilities are used for City and Parks and Recreation activities in exchange for just the cost of a police officer. Custodian costs are up and utility costs are increasing. The School Board feels the City in good faith could put money in school facilities as a thank you. Dr. Engler feels the City should recognize without the School District, a Park Department would not be there. Cooperation is needed, and Dr. Engler feels cooperation has been the best it has been. He wants to maintain this. The School Board thinks the City buying new tennis courts would be a nice gesture. Dr. Engler has been contacted by the Oswegoland Park District and Montgomery last fall for partnering with Yorkville schools within the Grande Reserve area. He told them they can talk with the School Board. Joliet is nearing District boundaries as well with 1 I farms under options for possibly 2600 acres. I End of May is when the courts will begin to be refurbished and all courts would be shut down for the summer. If 4 new courts were built that would happen at the same time. By August 8th the courts need to be ready for IHSA teams to start. City Council wants to know if the Park Board supports new tennis courts, but not out of Parks and Recreation's budget. The budget is tight and two active grants are in the process which the Board fronts money before reimbursement. Dave Mogle opened it up to Park Board comments. Ken Koch expressed concern while talking with a few aldermen to justify to the citizens the cost of $ 110,000 for 4 courts when there are traffic light requests and sidewalk issues that concern the taxpayers. Alderman Bard said City Council always has to address concerns and justify actions of them. They have to look at what gets the best use for the money. She was concerned when the District said it may have to bus students to off site courts. If the courts are used by the high school students, she believes they should be adjacent to the high school for the best use and save money for buses. She wants Yorkville schools to have what other school districts have. With the $ 19 million City budget, she wants to spend money on what affects the most people. Safety issues have to be prioritized first. Amenities such as tennis courts are quality of life issues. Alderman Bard is not going to be serving City Council as an alderman next year. She would like to give kids the tennis courts before her term is over. Ken Koch was concerned with the traffic flow of the front parking lot with the middle school open for one more year. Dr. Engler responded that the buses usually leave by 2:40PM on school days. Tennis in spring and fall are not affected by traffic. After construction, the traffic pattern and the amount of parking spaces will not change. Mr. Koch asked about the base for the new courts. Half would be on the parking lot and half would be built on a new base. Dr. Engler said the slope of the land is not a problem. Bids rarely come in far from the construction estimates. The $110,000 would not escalate because the contract would state it cannot exceed that amount. Options are included that could be added or deleted depending on the bids. Gary Golinski complimented the City and School District on the great relationship. The City does use the school facilities all the time. He acknowledges the courts are now heavily used, and he would like to see more courts. It makes sense for both parties to collaborate. There is synergy when this happens, and it creates savings for the taxpayers. If funding is available through the City, without affecting Park and Recreation funds for other planned projects, and the courts are viewed as a priority, he supports the new tennis courts. Tournament play on the courts would bring in money. Although, it would take lots of tournaments to pay for the project. Alderman Bard is on the Tourism Council Board. Groups can bring in people to the area for sporting competitions for revenue. Dr. Engler cautioned that the courts are built for the public at large. People want to use them now in addition to the school use. General public would have to be taken care of first and then worry about increasing tournament play. When Raintree courts are finished, they can help provide more space for play for the public. Dr. Engler suggests looking ahead and supported Parks and Recreation planning more courts when possible. Dave Mogle stated the obligation of spreading out the amenities in different areas of the city when possible. Dr. Engler reiterated that the new courts near the current ones are just a suggested opportunity. The area will be torn up anyway and at the end of the summer, the tennis project is finished instead of waiting down the road. The $ 110,000 includes the surfaces and fencing for 4 new tennis courts, not lighting. The School District would pay for the parking lot. Dr. Engler may ask Castle Bank if during the Castle Bank Challenge, they have ideas for fundraising for lights for the courts to get the community involved. The decision for the new courts is with the City Council and if they deem the courts a priority. Dr. Engler compliments the upkeep of the parks. He gives Scott Sleezer credit for this. When Brian DeBolt builds the projects to come this summer if will be of good quality also. The middle school has been remodeled for the last 2 years and by the end of the summer it will be 90% renovated. It then could be ready in 2008 to be a Freshman Campus if needed. The gym floor will be resurfaced, new lighting added, and a new air conditioning system was installed with the new boiler system. Dave Mogle verified that the City would pay a maximum of $ 110,000. Dr. Engler said the School District would be obligated to pay any extra cost beyond that amount. Two Board members are not present tonight, Chris Rollins and Van Truman, and will be contacted by Dave to voice any concerns regarding the recommendation to City Council. Gary Golinski is for it, if the budget allows. The intergovernmental agreement is in progress now. The new courts could be part of that. The agreement regarding the 6 tennis courts is still valid, and Dr. Engler said it does not need to change. Sue Swithin would like to discuss the issue more with Staff before a recommendation is made. Raintree and the new high school are other sites that factor into the decision. During the meetings for the intergovernmental agreement, Sue suggests the current tennis court agreement (from 1975) be meshed with the use agreement to make sense out of them better. The School District needs to know the decision by the week of the City Council meeting for bids. The Schools don't have the grant opportunities the City does. Dave Mogle will talk with the Board Members not present. It will be conveyed that board members present at the park board meeting recognized the value to the community to have the new courts. Park and Recreation funding is not available, however. If the City Council can identify other funding sources then the park board is supportive. If Parks and Recreation gave a recommendation it would mean that the 4 courts would be placed on a wish list and then the City would prioritize the list within the budget. APPROVAL OF MINUTES: i The minutes from the Regular Park Board Meeting of February 8, 2007, were approved on motion by Gary Golinski and seconded by Debbie Horaz. The motion was unanimously approved. BILLS REVIEW: Cash Analysis & Bill List Gary Golinski motioned to approve the cash analysis and bill list. The motion was seconded by Kelly Sedgwick. Roll call vote: Ken Koch—Yes, Gary Golinski—Yes, Debbie Horaz-Yes, and Kelly Sedgwick-Yes. The motion was unanimously approved. OLD BUSINESS: Athletic Field Reservation Fees From the discussion from the last Board meeting, Dave Mogle made changes in this document. Point D was changed and now reads, "The Parks and Recreation Department may give consideration to the waiver or partial waiver of fees for youth organizations who are party to a cooperative agreement with the City". As an example, YYBSA would fall under the specified organization. The Board agrees. Ken Koch and Dave Mogle showed the fees to representatives of YYBSA. They gave feedback and were understanding on the security deposit. Section F Security Deposit reads, "A security deposit will be required. The amount will be $ 100 per day (no lights) or $ 150 per day (with lights), to a maximum of $500 for any tournament, event or program." The $100 is per event (1 to 3 fields). Any group for a weekend tournament or a season of league play will have the maximum of $500. For the season such as with YYBSA, the deposit would be held all summer. A credit card number can be held for deposit security. If a check is given, it will be cashed to make sure there are sufficient funds, and then a new check from the Park and Recreation Department will be returned within 2 weeks. Tournaments for YYBSA would require an extra security deposit. Sue Swithin said the league could have the option of paying the tournament security deposit and if no problems, the deposit could just roll over to the next tournament. So if they planned on 6 tournaments, the same money could be used over and over. The field policy will be the same at the Beecher fields. Under Preparation of Fields on the next page, the last line states, "Seasonal leagues will be granted one night of free light usage per week, maximum 10 weeks". This was a result of the meeting with YYBSA. This is specific to leagues that play almost every night for the season. Friday play under lights may be ideal since it would not be a school night. Also, YYBSA may block out Tuesday and Thursday nights since the mens league plays then. If this is true, Sue Swithin would like to talk with Pete so she knew if the mens leagues could start at an earlier time. Gary Golinski suggested that the leagues granted the 10 free nights of lights be only ones that have a cooperative agreement with Parks and Recreation. The other change to the Athletic Field Reservation Fees was discussed at the last meeting. Originally there was not a tournament package option without lights. The original packages would be offered at $ 100 less for tournaments without lights. There was talk to remove the 6 p.m. start time on Fridays of tournament play, but the policy states that the beginning time can be negotiated. In the Tournament Athletic Field Reservation, under Special Requests that was approved during the last meeting, it states, "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 not limited to, use of field lights, fundraising activities, extended park hours use. . . ". The tournaments that YYBSA have had in the past will be grandfathered in. New tournaments for this season will be charged fees. This agreement may change next year. It may be possible to have YYBSA still line fields at times like last year. Parks and Recreation pays so much to maintain the fields every year. The Athletic Field Reservation Fees, pending the change of adding the clause that seasonal leagues with a cooperative agreement with Parks and Recreation can receive one night of free light usage for 10 weeks, was approved by Debbie Horaz and seconded by Gary Golinski. The motion was unanimously approved. MPLSouth Letter of Understanding There was a follow up meeting with MPI regarding the matter of using a portion of land cash contributions towards parks and facilities that do not border the development. It was agreed that 25% of the funds could be used for this purpose, or more if agreed by both parties. Dave Mogle wrote the letter of understanding, and it was included in the Board packet. The letter is delivered, but the annexation agreement is formally approved next week. The MPI South Letter of Understanding was approved on motion by Kelly Sedgwick and seconded by Gary Golinski. The motion was unanimously approved. Townes of Windett Reserve Last September, Mike Schoppe and Carrie Hansen from Wiseman Hughes described the land of Townes of Windett Reserve, adjacent and south of Windett Ridge. This borders the school/ park site (3 acres of park), but no boundary was defined. There are 6.6 additional acres north of the school property that are part of the Windett Ridge Development. Laura Haake put together drawings of this with 3 options of boundaries. The Board in September encouraged Staff to look at the whole area to configure things the best. The Swale can be moved or put underground (such as under a parking lot) when boundaries are established. The swale cannot be moved where it enters or exits the site. Ideally, parks should have good street frontage. The maps show the contour lines. The Park Department would like to know what facilities the school plans to build and the park can supplement those. Staff is talking about possible facilities for the park site such as baseball fields or soccer fields. Scott Sleezer guesses the school would prefer the first of the three options for access to Route 47. Communication with the schools is needed. For instance, it would be convenient for parking to be on the side of the park site. Grading is not done yet, so land can be manipulated by the engineer when plans are finalized. A trail will be running through the site. At Planning Council today, Dave Mogle reported that the area farthest to the east (10 lots on given maps) will be delayed because of no sewer and will be handled by a new lift system. Those lots will be graded and seeded and will remain undeveloped for awhile. Staff will come back to the Board with specific facilities for the park areas. Caboose Acquisition Research The owners of the green caboose near Riverfront will sell it for $10,500. The plan was to refurbish it by volunteers and pay only for materials. The original bid to move the caboose was $ 18,500. Ken Koch found on the internet the cost of $4,000 to purchase rails and the base for the caboose at the park site. Dave Mogle received a quote from the caboose owner and her contact gave the price of $ 10,000 to move it. A house mover from Sandwich will be giving Dave a quote also. Another option is that the project manager of the dam construction said the crane at the site could move it to Riverfront Park for free. This would have to be done by next month when the ground is still frozen. Debbie Horaz feels the caboose would be an asset at any park if it wouldn't work at Whispering Meadows. Gary Golinski agrees the caboose is a nice amenity. Riverfront Park playground will be redone soon. It is the only wooden structure in the city. It may have a train or an aquatic theme. Scott Sleezer thought of the option of the caboose along the river to the west of Route 47, near the Old Post Office. Dave Mogle would have to talk to the owner if the location of the caboose would change the price at all. Burlington Northern was not interested in helping with the move or sponsoring it. Dave Mogle will come back to the Board with more numbers to make a decision. Scott Sleezer wondered if the caboose could be purchased, but allowed to stay on the tracks until next year. The free crane would not be feasible with meeting with the Board and City Council in time. James Bock gave the suggestion of using a heavy lift Helio. Helicopters are used in military training and sometimes they do lifts for free as training. Twenty-five tons could be lifted according to Alderman Bock's flying experience. He had done work like this during his training. The Army Air Guard could be notified to move the caboose. YMCA Partnership Update Dave Mogle, Andrew Bobbitt, and Kelly Cost the City's Bond Council had a conference call. They discussed the financial mechanisms that could be followed for a joint partnership with the YMCA for building an indoor swimming pool. In the future the Board will give firm direction on this issue, so Dave can notify the YMCA on its position. Ground breaking will happen in 2008. Staff has to decide what projects are the most feasible and the most beneficial to the Parks and Recreation mission and promote those to the Board. i NEW BUSINESS: Draft Hoover License Agreement and Conceptual Plan The Board has a copy of the Kendall County Forest Preserve District License Agreement. The updated conceptual plan for 80 acres of Hoover was presented by Laura Haake. Fox Road enters Hoover. The west side of the open field shows parking and community gardens and to the right roller hockey, a skate park, a maintenance facility, and a proposed 35,000 square foot recreation building is planned. The teen area is at the front so it can be easily monitored by the police and the community. The front area equals 24.7 acres. Beyond the railroad tracks, Parks and Recreation has 55.3 acres. After the tracks to the left are 2 buildings the Forest Preserve would like to keep. Nose- end parking would be along the north/south road to promote the nature feel. The road is one way and probably would be widened eventually. Basketball and tennis courts are in front. The open space would be soccer fields so the goals could be moved for special events like car shows or reenactments. An ice rink and sand volleyball courts are part of the plan. To the east a lighted baseball complex is between the tree line and roads and has restrooms in the center. To the northeast, concessions and bathrooms are shown. This area behind the baseball fields is sloped and could be used for movies in the summer and sledding in the winter. A playground is included. There would be trails to a canoe access point, a fishing pier, and an overlook within the Forest Preserve land. The active Parks and Recreation area includes 18 hole disc golf, a ropes course, and a viewing and climbing tower. The Forest Preserve area shows cross country skiing trails, camp clusters, some shelters, and a restoration area. The facilities are included, but locations or the number of fields or courts may change within the conceptual plan. The soccer area may need to be graded around a swale. There will be a road re-alignment. Over the tracks, the road will be to the right. Debbie Horaz complimented the design and how packed it is with amenities for the space. Kelly Sedgwick questioned the original thought of mountain biking in this area. Dave Mogle replied that the Forest Preserve resisted this. Even a biking area would be less destructive, but that is off the plan too to preserve the land. Jason made the point that once you have people on bikes, some go off the trails and do things they should not. Kelly promoted bikers that really work to maintain trails and preserve the land and appreciate the trails more than others. A small area such as sharing with cross country skiing could work. Dave Mogle can go back to the Forest Preserve with these comments. Eventually, the Fox River Trail will connect Silver Springs. There is a grant possibility with extending the trail at Crawford Park and bring it south to Fox Road and along that road. The County Board will pass on it this year with being busy with the land acquisition referendum in April. The Boy Scouts met with the Forest Preserve today. Jason understood the Park Department cannot take reservations years in advance. The Outdoor Education will not be renewing at Silver Springs. The Forest Preserve is wondering if it moved to Hoover, how would that impact the Park Department. It would be positive for the active area. The County Board is interested. Dave Mogle verified that the buildings the Park Department wanted would not be affected. YYBSA wants to volunteer for publicity to clean parks or work on fields. Ken Koch suggested that they could help fix roads at Hoover. Scott Sleezer can find work for them. The license agreement is for 30 years. Parks and Recreation is responsible for utility costs and the buildings it would operate. The Forest Preserve wants to protect natural forest preserve and even in the active area, wants the land to have the ambiance of a forest preserve. Law enforcement is required for the park area. City sewer and water is wanted in the area. Gary Golinski questioned Section 6 Acquisition of Remaining Acreage. The second bullet reads, "All of the costs due CorLands per the "Lease Agreement". . . shall be shared evenly, with one-half of the costs by the District and one-half by the Licensee." Gary verified that is for the holding fee. If April' s referendum was to pass then the fee would end. Then $60,000 would be paid this fiscal year. There would be 3 months to close. One more payment of $60,000 would be paid for the CorLands fee. Last year this fee amounted to $ 180,000. About $61 ,000 of that amount was billed to the City in the FY06/07 when it should have been billed in the FY 05/06 because CorLands forgot to bill the City in the spring. It should have been paid out of last year's budget. The third line of the first bullet should read "not limited to" instead of "but limited to grant applications to governmental agencies, funding applications to private parties, . . .". This error will be corrected. Section 8 addresses law enforcement. The multiple question marks stands for any policies Parks and Recreation have. The Park Department can never own this land. The Public Works Department will operate and maintain sanitary sewer and water system. On page 3, the bullets concern natural environment such as storing materials. Section 9 gives permission to build facilities. Section 10 describes certain things that share costs such as roadways and infrastructure. Section 11 covers uniform standards such as signage. Section 12 describes the protection of natural resources. Section 13 states that annexation can occur if the referendum fails. Gary Golinski suggested checking that the date listed is OK. Dave Mogle will do this. Section 14 outlines hazardous materials. Section 15 about insurance was compiled by sample agreements found. Each party will be named an insurer. The 80 acres will be opened through the winter and will not be closed. Some Forest Preserve staff may be residing at Hoover. Page 7 Section 27 discusses the transition period. Debbie Horaz compliments Section 31 which reads, "This Agreement may be amended or revised with the approval of both the District and Licensee." Section 26 states that the Forest Preserve has the final decision making authority. It was asked if model rockets can be shot up on Hoover grounds. Beecher has had that activity. Sue Swithin directed the Board to turn to Section 8 Management and Operation section. When the agreement states the "General Use Regulation Ordinance of the District. . . ", the Park Board should be aware of those ordinances and see a copy of them. Will the Forest Preserve ordinances pertain to the parks 80 acres? Sue Swithin mentioned that according to the first bullet of Section 8, the Yorkville Police Department is to enforce District ordinances. This is an issue. On page 8, the new address of Parks and Recreation needs to be changed. Sue Swithin wants to see in writing what Parks own and can operate. That will be in the license exhibit. BlackherryWoods Annexation Agreement Amendment McHugh Builders are the developers for this area. The current agreement states the Developer will front fund half for the land cash contribution ($75,000). The other half would be paid as permit fee as the homes are built. Blackberry Woods is requesting to pay the whole $ 150,000 through permits. Dave Mogle explained some of the difficulties of that such as the parks get built slower. This request is taking place because at Parks and Recreation's requirement; the park ravine had to be cleaned up of trash and small trees were removed at their expense. The park is 4 acres, but 3 acres is ravine The Developer spent $50,000 on cleaning the ravine and cutting 90% of every tree under 5 inches for stand of woods. When Country Hills Park was built by permit, it took 8 years to build because it was a slow moving subdivision. The cost of construction had gone up over 8 years. Staff recommends declining the request. Staff and the Board had fought for not giving credit for all this land originally. A small playground can fit on the land adjacent to the ravine. Kelly Sedgwick suggested mountain biking in that area. A small portion of the land could be linked to the back of the school site with maybe a pedestrian bridge across Blackberry Creek. The Board had asked the developer for an alternative park site after the annexation agreement was signed and was turned down. The motion to not amend the Blackberry Woods Annexation Agreement was given by Gary Golinski and seconded by Kelly Sedgwick. The motion was unanimously approved. Recreational Trail Grant Application/Wheaton Street Woods The deadline for the grant application is next week. Wheaton Woods across from FE Wheaton would have a nature trail. Most costs would be in-house labor. The grant would match 50150. Staff wants to do a shelter with a couple of picnic tables. A shorter path would be ADA acceptable, made out of wood fiber and a second chip path would be longer around the tree stand. Along the path would be interpretative signs for the trees or animals. This trail is close to the Caledonia Park so it may be linked as well as with the Industrial Park, especially FE Wheaton. People could take lunch breaks in the area. There is the possibility of a partnership with FE Wheaton. Ken Koch suggested looking into St. Joseph's with Greg Milliam. The company is supportive of the community. The total cost of the park is $50,000 or less with in-kind labor. The Board consents to proceed with this project. Beaver Street Building Recreational Use Ben Moe offered a lower rate for renting half the building at 205 Beaver Street within the Industrial Building where Tim Rochford has the Empower Karate. Mr. Moe is willing to add at his expense a small air conditioner, remove some walls, and do painting. The Parks and Recreation would need to raise the income to support the lease. Tim pays $ 1750 a month plus utilities. Staff brainstormed some revenue producing programs such as batting cages, golf nets, golf lessons or golf simulators, Judo club (which Tim encourages), dance studio, fitness center with machines with membership. The fitness room could be used for parents that are there for kid classes. Sue Swithin would like input from the Board, if money should be spent on cosmetic changes that can't be transferred to another building. Fitness equipment, some flooring, batting cages could be moved. A curtain to divide the room may cost $2,000, but it could be taken to another building or maybe Ben would pay for that. Sue is concerned with the pressure of making back the rent. However, this place would allow growth and help prove the need for a future recreation facility. Tim Rochford would allow usage of his equipment like mats and mirrors when not needed by his classes. Sue would work with Tim and increase programming ideas between the two. Tim and Ben are both great to work with which provides one of the greatest assets. Most of the usage for this facility would be fall, winter, and early spring. Summer would be a slower time. The building gets warm in the summer. Dave will continue to talk to Ben Moe about arrangements. The building would have to be ADA accessible. Sue could plan materials and usage and provide estimates of costs with capital dollars if the Board is willing to put money into this. General approval after the costs and the phases would be needed and then it would go to City Council. The batting cages would need an attendant or the machines are permanently fixed to the floor. A person would supervise the fitness room. Ken Koch said $30 an hour is charged for pitching lessons elsewhere. The goal is to cover expenses and offer more services. REPORTS: Recreation- Tournament Requests The Fox Valley YMCA would like to hold the Tri-City Challenge on May 6th at 7 a.m. at the Riverfront Park shelter and the boat launch. They are applying to waive the fee for sponsorship. The group is asking for a $ 1500 donation from the United City of Yorkville. Sue Swithin will pass the request for sponsorship on to the Human Resource Commission. The security deposit of $ 100 was given. She would recommend granting use of the park and waiving fees except for the security deposit. The Board agrees. The second request is for the use of Regional Park by Andy Kaczmarek Jr. for a fundraiser in honor of Sid Chapman who is part of the Yorkville community and the Bristol Kendall Fire Department. All proceeds would go to his family. The event is May 6th from l l a.m. — 1 p.m. This would be East Side versus West Side. That date is free. The person has not filled out a field reservation form yet until they are available. Scott Sleezer suggested that BKFD request this instead of a private citizen. Sue will get the proper paperwork to fill out and proceed with this request. Perry Clark requests fields for 2 tournaments. Sue Swithin will pass the request forms to Ken for Mr. Clark. The dates will be filled out and fees can be stated at that time. The Board will be notified about this again. ADDITIONAL BUSINESS: Grande Reserve Regional Ball Diamond Fence Update The Board consented at the last meeting to all the fields with fences at 260 feet on each side and 300 feet in the center. YYBSA suggested 300 feet all around for one of the fields. This will not happen to Regional, but maybe in upcoming fields this could be possible. Ken Koch asked if YYBSA could put portable fences up at the pony field at Beecher and at Grande Reserve fields. He can talk with Scott Sleezer later. At Beecher soccer happens in the spring. Ken said that T-ball may move to the 2 Circle Center Fields and using the all dirt infield. New Park and Recreation Office and Moving Schedule The next Park Board Meeting on March 8th will be located at the new location. Coffee with the mayor at the new location is scheduled for April 21 st Miscellaneous Dave Mogle distributed to the Board a resignation letter from Seth Schoonover, School District liaison to the Park Board. Due to scheduling conflicts, he will no longer serve on the Park Board. Alderman James Bock warns that he won't be seen for a month due to landfill meetings. That starts on March 7tn Debbie Horaz attended a coffee with the mayor and Alderman Paul James was also present. She thought it was a good idea that someone from the Park Board was there, and she was able to answer some questions. Dave Mogle can ask if the mayor wants a Park Board representative at the coffees. Debbie doesn't mind doing this again. ADJOURNMENT: The meeting adjourned at 10:40 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 (D t), Director of Parks and Recreation RE: Old Business DATE: March 8, 2007 SCHOOL/PARK AGREEMENT AND TENNIS COURTS REPORT Staff will report on the discussion and/or direction of City Council as it pertains to the invitation from the Superintendent of Schools to have the City partner in the construction of four new tennis courts on school property. The matter will be addressed at the March 6 Committee of the Whole meeting. No new background material is necessary for this agenda item. SCHOOL/PARK USE AGREEMENT AND AD HOC COMMITTEE REPORT A draft of the revised school/park agreement on which the Ad Hoc committee has been working will be presented. The draft agreement is provided in your board materials along with a cover memo describing proposed changes. The plan is to review the agreement and bring it back for final park approval on March 22. SCHOOL DISTRICT LIAISON STATUS FOR PARK BOARD As informed at the last park board meeting, Seth Schoonover has resigned as School District Liaison to the Park Board citing conflicting schedules with park board meetings and work responsibilities. Staff will present and discuss a proposal from the School District for future participation. FY07/08 BUDGET A preliminary budget will be available for review which will be distributed at the park board meeting. An explanation of revenues and expenses will be given by staff. The budget is in its preliminary form. 2007 PARK OPEN HOUSES Staff will present information on four park open houses scheduled for the Summer and early Fall months. This is significant because it is one of the objectives that came out the planning retreat. REVIEW OF 2007 OBJECTIVES It has been three months since the planning retreat and would be beneficial to review the objectives together and evaluate how we are doing and whether any adjustments are necessary. A copy of the planning retreat summary and objectives is provided in the board materials. THE INTERGOVERNMENT COOPERATIVE AGREEMENT OF THE YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT 9115 and THE UNITED CITY OF YORKVILLE This agreement is made and entered into this day of 2007, by and between THE UNITED CITY OF YORKVILLE an Illinois municipal corporation (the "City"), and the Board of Education of YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT #115 (the "School District'). WITNESSETH WHEREAS, the parties hereto are interested in establishing an Intergovernmental Agreement for the sharing of current and future City and School District facilities and services; and WHEREAS, the purpose of this joint use Agreement is to allow and encourage the Parks and Recreation Department of the City and School District to work together in planning and developing future public buildings and amenities, and the use of existing and future public buildings and amenities; and WHEREAS, said Agreement has been created, and has been adopted by the City Council of United City of Yorkville; and WHEREAS, said Agreement has been created, and has been adopted by the Board of Education of the Yorkville Community Unit School District #115; and WHEREAS, Intergovernmental Cooperation Agreement is authorized by the Illinois Constitution of 1970 and The Intergovernmental Cooperation Act of the State of Illinois, providing for the execution of agreements and implementation of cooperative ventures between public agencies of the State of Illinois (5 ILCS 220/1 -220/7 et. seq,). NOW, THEREFORE, in consideration of the covenants and agreements hereinafter contained, it is mutually agreed by and between the parties hereto as follows: 1 . DEVELOPMENT OF FUTURE FACILITIES AND PARKS. a. As established by this agreement the Parks & Rec. Dept. of the City and the School District will share when possible, the concept design for the planning of combined School/Parks locations which will include: locations, designs, types of facilities and athletic fields, schedules and frequency of use and time frames for development. b. The Parks & Rec. Department of the City and the School District will work cooperatively to provide the optimum use and fiscal resources for the development of new facilities and parks, which will benefit the residents of the United City of Yorkville and residents of Yorkville Community Unit School District No. 115. C. The Parks & Rec. Dept. of the City and the School District will encourage cooperative efforts in the designing and land use planning of the combined school/park locations. Each Party shall offer the other the opportunity to review and 1 comment on any future development, or improvements. These future developments may include, but not limited to: Athletic Fields for Soccer, Softball, Baseball, and Football; Tennis Courts; shared Gymnasiums or field houses; Indoor Pools; Playgrounds; multipurpose fields; Cross Country course; maintenance garage and storage areas; concession stands; or other identified amenities which are mutually agreed upon. 2. SCHOOL POLICE OFFICER. a. As established by this agreement the parties have waived the exchange of dollars for compensation of said arrangement for use of one Police Officer at the Yorkville High School during the school year and regular school hours. b. The parties understand and agree that any other police services are not covered by this Agreement. 3 . USE OF CITY FACILITIES BY THE SCHOOL DISTRICT. The City agrees to permit the School District to utilize designated parks and City owned facilities for organized school sponsored programs, gym class activities, and other activities that are identified for education purposes at no cost during mutually arranged and agreed upon hours and days. 4. USE OF THE SCHOOL FACILITIES BY THE CITY. a. The School District agrees to permit the Parks and Recreation Department of the City ("Parks & Rec. Dept.") to utilize School District facilities, as designated by the Board of Education of the School District, for Parks & Rec. Dept. sponsored activities during non-school hours when the facilities are not required for educational purposes or extracurricular purposes by the School District at no cost. The Parks & Rec. Dept. will have the first right of use of School District facilities as a result of this agreement. The Parks & Rec. Dept. personnel and program participants shall be entitled to reasonable modes of ingress and egress into and from the facilities, and use of the School District's parking facilities during those times when the Parks & Rec. Dept. utilizes School District facilities. b. For purposes of this Agreement, "non-school hours" shall be defined as follows: 1 . Weekdays —Monday through Friday, 4:00 p.m. — 10:00 p.m. throughout the school term. 2. Weekends — Saturdays and Sundays, 8:00 a.m. — 8:00 p.m. throughout the school term. 3 . At other times, such as summer recess, school holidays, other times as requested, which shall be subject to availability and approval by the Superintendent of the School District and/or designated staff. 2 C. The City agrees that all students of the School District shall be considered residents of the City when registering for Parks & Rec. Dept. programs conducted solely or primarily at the facilities owned by the School District. 5. SCHEDULING USE OF FACILITIES AND GROUNDS. a. To facilitate the scheduling of the School and Parks & Rec. Dept. use of designated facilities and grounds by both parties representatives or staff of the School District and the Parks & Rec. Dept. will meet annually, or more frequently as may be needed, to develop a master scheduling calendar for the upcoming school year. This yearly scheduling shall be completed i for Parks & Rea Dept. and School District programs and activities occurring during the first semester of the school year, and l :f_ „, � for Parks & Rec. Dept. and School District programs and activities occurring during the second semester of the school year.and through the end of June, and shall be incorporated into the School District' s and Parks & Rec. Dept. Master Calendars for the upcoming fiscal/school year. Once the master schedule has been developed, it shall be the responsibility of each party to schedule their respective activities and events within the agreed upon timeframes. b. It is understood and agreed upon by the School District and City that there may be an occasion when either party may need to utilize the facilities in order to accommodate special use, as the need arises. However, the parties understand and agree that neither shall offer a program or activity which is not previously scheduled, without first obtaining the approval of the other. C. Therefore, upon a minimum of fourteen (14) days written notification by School Superintendent or Executive Director of Park and Recreation, either party may request a modification of the usage schedule set forth. By mutual agreement of the parties, the schedule set forth may be modified. If special circumstances make it impossible for either the School District or City to cancel or change the scheduled use, each party will provide best effort to find an alternative date. Under these circumstances, both parties hereto, agree that the scheduled event shall take priority over any attempted change. However, the parties understand and agree that neither shall offer any program or activity which is not previously scheduled, without first obtaining the approval of the other. Additionally, at those times when either the School District the Parks and Rec. Dept. has the scheduled use of the facilities for a particular activity but elects not to use the facilities for that activity, nothing herein shall preclude the other party' s use of the facilities for a particular activity but elects not to use the facilities for that activity, nothing herein shall preclude the other party's use of he facilities upon written request to the other party for such use and receipt of written clearance for such use form the other party. d. The Governing Bodies of each public entity, namely the City Council for the United City of Yorkville, and the Board of Education of the Yorkville Community Unit School District No. 115 reserve the right to act as the final authority in determining 3 the use of the their respected facilities and services when either body deems the action to be in the best interest of the respective public entity. 6. OPERATIONAL COSTS. a. The School District and City agree neither party will exchange dollars or compensation for use of the facilities, grounds or Police Officer Services, as described herein. It will be the responsibility of each party utilizing the other's property and facilities to return the condition of the facility or property to the same state it was found. b. The School District and the Parks and Rec. Dept. will provide respected M staff with a key to the designated facility, building or area to allow access without the need of having additional personnel present. Each party hereto, will be responsible for securing the facility, building or area upon leaving C. d. 7. . PERIODIC REVIEW OF AGREEMENT. a. The School District and the City recognize and understand that this Agreement provides for the optimum use of the physical facilities being provided by the taxpayers of each entity. It is therefore recognized by both the School District and the City that there will be a need from time to time, for periodic review and modification of the schedule set forth after formal adoption and execution of this Agreement. Such reviews shall take place No= as needed, at the request of either the School District or the City. b. prior to the anniversary date of this agreement, the City and School District ad hoe committee will meet to evaluate operational expenses incurred by each body and to evaluate the shared margin. The goal established by this agreement is that neither party incur a financial burden, and have an expense gap not to exceed 20% either way. C. At the conclusion of a period of three (3) years from the date indicated at the signing of this agreement, both parties will evaluate this agreement in its entirety for philosophical, and overall benefits for both parties. If the agreement is not renewed at 4 the conclusion of the three year period, the use period will expire at the end of the active program season. 8. HOLDHARMLESS AND INDEMNIFICATION. The City shall indemnify and hold the School District harmless and the School District shall indemnify hold the City harmless for any and all claims and causes of action that arise during the course of facility sharing and joint planning and joint development of future public buildings and amenities. 9. INTEGRATION OF ALL TERMS INTO AGREEMENT. This Agreement contains all of the terms, conditions and agreements between the parties hereto and no amendments, additions or changes hereto shall be valid unless attached hereto in writing and signed by the City and the School District. IN WITNESS WHEREOF, the parties hereto have, the day and year first above written, signed and executed this Agreement by virtue of authority given and granted by the respective corporate authorities of the parties hereto. THE UNITED CITY OF YORKVILLE By: Mayor, United CITY of Yorkville Attest: United CITY of Yorkville, City Clerk YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT #115 By: President Attest: Secretary 5 i YORKVILLE PARKS A RECREATION Yorkville Parks & Recreation Dept. 201 W. Hydraulic St. Yorkville, IL 60560 630.553.4357 630.553.4360 fax Park Open House Dates & Locations Dates & Locations i The Parks and Recreation staff will be hosting Park Open Houses each month at park locations throughout Yorkville this coming summer. Park Open Houses are a new and unique opportunity for the Parks and Recreation staff to highlight various parks throughout Yorkville in a family fun setting. Each night we will offer food, games and music, then end each night with showing a movie at the park. The following are the dates, times and locations for the Park Open Houses:' 1 .) June 29 Raintree Park 5: 30—End Of Movie (Parkside Ln) 2.) July 20 Cannonball Park 5: 30 - End of Movie (Northland Ln.) 3.) August 3 Heartland Circle 5 : 30—End of Movie (Heartland Dr.) 4.) Sept. 28 5 : 30—End of Movie TBA YORKVILLE PARKS AND RECREATION DEPARTMENT STRATEGIC OBJECTIVES FOR 2007 PREFACE The following Goals, Objectives, and Action Plans are considered to be "fluid." They will be referred to frequently through 2007 to track progress. In so doing, it may be necessary to modify aspects of these points to adjust to occurrences, obstacles, changing resources, or new opportunities that were not known at the time they were formulated. If, in the strategic interests of the Park and Recreation Department, changes are necessary, the Park Board will be informed. 2 ✓ = Completed GOAL 1 : BE RECOGNIZED AS A PREMIER PARKS AND RECREATION DEPARTMENT—A TRENDSETTER AND LEADER. Objective 1 : By May 2007, recommend potential site(s) for new maintenance building. Action Plan 1 : Identify possible sites for new maintenance building. Person(s) responsible: Dave, Scott, Eric. Deadline: 219/07 Action Plan 2: Complete analysis of desirability of each site, including cost projections. Person(s) responsible: Dave, Scott, Eric, Architect Deadline: 5/1/07 Action Plan 3: Take recommendation to Park and Recreation Board. Person(s) responsible: Dave Deadline: 5/9/07 Obiective 2 : Land acquisition. To be covered in Master Plan update and incorporated into Strategic Objectives. Obiective 3 : Address staffing needs. To be covered in FY06/07 budget proposals and incorporated into Strategic Objectives. GOAL 2 : PROACTIVELY MATCH PARK PROGRAMS AND SERVICES WITH CUSTOMERS' WANTS AND NEEDS, Objective 1 : By June 1, 2007, finalize lease agreement for Hoover propertV. ✓ Action Plan 1 : Meet with park and recreation staff to review current draft agreement and discuss land usage. Person(s) responsible: Dave Deadline: 1/15/07 ✓ Action Plan 2: Review revised draft agreement and "bubble" diagrams for land usage. Person(s) responsible: Parks and Rec staff Deadline: 1/30/07 ✓ Action Plan 3: Meet with County staff to review draft agreement Person(s) responsible: Parks and Rec staff Deadline: 2/15/07 3 ✓ Action Plan 4: Submit proposed agreement to Park and Recreation Board for input. Person(s) responsible: Dave. Deadline: 2/22/07 Action Plan 5: Hold town meeting to review plans and receive public input. Person(s) responsible: Dave Deadline: 3131/07 Action Plan 6: Submit draft agreement to Parks and Recreation Board for approval. Person(s) responsible: Dave Deadline: 4/12/07 Action Plan 7: Submit final agreement to Parks and Recreation Board for approval Person(s) responsible: Dave Deadline: 4/26/07 Potential obstacles to staying on schedule include the Forest Preserve District desire to slow process down until after the April referendum and to presently address the Outdoor Education immediate need for space and the BSA request to rent space for 2008. Objective 2 : By Aug. 31 , 2007, complete community survey on parks and recreation needs/desires. ✓ Action Plan 1 : Receive staff input on suggested survey questions or topics to be included in survey. Person(s) responsible: Sue Deadline: 1/15/07 ✓ Action Plan 2: Call research team at Northern Illinois University for information on timelines and costs to conduct survey. Person(s) responsible: Sue Deadline: 1/15/07 ✓ Action Plan 3: Receive board input for survey. erson(s) responsible: Dave Deadline: 1/25/07 Action Plan 4. Secure board approval of contract for survey. Person(s) responsible: Dave Deadline: 2/8/07 Potential obstacles to staying on schedule include the possibility that City Council may not approve the cost that is in the proposed budget. Staff won't know until mid April. Not critical since we set an August deadline for this. 4 GOAL 3 : AGGRESSIVELY TAP ALL RESOURCES, INCLUDING CREATING NEW AND STRONGER PARTNERSHIPS. Obiective 1 : By May 1, 2007, finalize new school/parks agreement. ✓ Action Plan 1 : Select Park and Recreation Department representatives to serve on school/parks agreement ad hoc committee. Person(s) responsible: Dave Deadline: 12/14/06 ✓ Action Plan 2: Send letter to School District confirming its appointment of members to the school/parks agreement ad hoc committee and to set a date for committee to meet. Person(s) responsible: Dave. Deadline: 1/11/07 ✓ Action Plan 3: Complete draft of new school/parks agreement. Person(s) responsible: Ad Hoc Committee Deadline: 2/22/07 Action Plan 4: Take proposed school/parks agreement to Park and Recreation Board for approval. Person(s) responsible: Dave Deadline: 3/22/07 No potential obstacles identified. Remain on schedule. Obiective 2 : By June 1 , 2007, build a strategy for developing new partnerships. Action Plan 1: Review previous partnership proposal and determine relevance. Person(s) responsible: Sue. Deadline: 1/15/07 Action Plan 2: Make necessary revisions at staff meeting Person(s) responsible: Dave, Sue, Scott. Deadline: 1/24/07 Action Plan 3: Take to Park Board for Approval Person(s) responsible: Dave Deadline: 6/1/07 Obiective 3 : By July 1 , 2007, complete a parks and recreation donation/gift brochure. ✓ Action Plan 1 : Gather information on park donations/gifts and deliver to Sue. Person(s) responsible: Laura. Deadline: 1/19/07 Action Plan 2: Share draft of brochure copy, including both parks and recreation donation/gift information, with appropriate staff for approval. Person(s) responsible: Sue Deadline: 5/2/07 5 Action Plan 3: Seek board approval of donation/gift plan. Person(s) responsible: Dave Deadline: 5/24/07 Action Plan 4: Coordinate printing of brochure. Person(s) responsible: Sue Deadline: 6/30/07 Obiective 3: Secure recreation programming space. To be covered in Master Plan update and incorporated into Strategic Objectives. Objective 4: Explore opportunities to secure more grants. Already addressed with grant consultant. GOAL 4: CONTRIBUTE TO THE SENSE OF COMMUNITY AND WELL BEING IN THE UNITED CITY OF YORKVILLE, By January 31 , 2008, complete updating of master plan. Action Plan 1 : Outline a hybrid approach to updating master plan that uses both in-house resources and outside vendors. Person(s) responsible: Dave Deadline: 2/22/07 Action Plan 2: Secure proposal for outsourced portions of updating project. Person(s) responsible: Dave Deadline: 3/15/07 Action Plan 3: Receive board approval to proceed with hybrid approach to update master plan. Person(s) responsible: Dave Deadline: 3/15/07 NOTE: Plan approved by board for updating of master plan will become part of Strategic Objectives. Obiective 2: Between May and October 2007, host three neighborhood park "open houses" in which residents from the neighborhood may attend for social interaction with park and recreation department, city officials, and each other, food and recreation. ✓ Action Plan 1: Identify locations for the park gatherings Person(s) responsible: Scott Deadline: 1/12/07 Action Plan 2: Together with Recreation Department staff discuss details of the event. and complete written plan. Person(s) responsible: Sue, Scott Deadline: 2/15/07 6 Action Plan 3: Present to Park Board for their input and commitment to participate. Person(s) responsible: Dave Deadline: 318/07 Action Plan 4: Heavily promote and then implement each open house. Person(s) responsible: Scott, Sue Deadline: 3/8/07 Objective 3: By October 31, 2007, host two new community-wide events or significantly enhance and expand existing events. Action Plan 1 : Identify two new events and /or specific ways of enhancing existing events that will create a sense of community involvement and pride. Person(s) responsible: Tim Deadline: 2/7/07 Action Plan 2: Together with Recreation Department staff discuss details of the event. and complete written plan. Person(s) responsible: Tim Deadline: 3/13/07 Action Plan 3: Increase presence in July 4`h parade through construction of a park and recreation department float, opening it up as a program in which community children can participate. Person(s) responsible: Recreation Dept. Staff Deadline: 7/4/07 Objective 4: By December 31, 2007, have park and recreation program(s) featured on Public Access Television, Action Plan 1: Meet with Community Relation Manager at Park and Recreation Dept. Staff Meeting and jointly plan tentative program. Person(s) responsible: Dave,Scott Deadline: 1/17/06 Action Plan 2: Coordinate details of program(s) and implement Person(s) responsible: Scott for Parks Prog. Deadline: 12/31/07 Sue for Recreation Prog. Objective 5 : Improve Park Board/City Council relationship. ✓ Action Plan 1 : Prepare and manage list of upcoming park and/or facility completions, special program commencements, and events in order that timely invitations to dedications, ribbon cuttings, or inaugural events be sent to Park Board and City Council members. Person(s) responsible: Dave Deadline: 2/8/07 creation of list 7 Action Plan 2: Identify opportunities for special recognitions of people who have served the City through the Park and Recreation Department, whether it be former park board members, committee members, scout group projects, outstanding volunteers. Have park board members attend Council meetings and participate with City council in these recognitions. Person(s) responsible: Dave Deadline: Ongoing Effort 8 MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle (DAt), Director of Parks and Recreation RE: New Business DATE: March 8, 2007 MASTER PLAN REVISION Staff will begin the process of revising the Park and Recreation Department Master Plan. It will be a comprehensive project that will utilize in house development as well as outside consulting. The process will take several months in order to be thorough. Materials will be presented at the park board meeting that will describe the revision process. Yorkville Park and Recreation Report Recreation Department Park Board Meeting Month of February - 2007 Highlights and Summary Registration started for the 2007/2008 school year for Parker's Playtime Pre School. There was a huge waiting list for the Pre School program this year. The Valentine parties for the Pre School were a lot of fun and they also had a magician come entertain them this month. We offered a Mom and Me Pedicure with the Wild Iris Salon. There was a Divine Diva Dress up that took place with the Wild Iris Salon, where the girls dressed up and had a fashion show together. We added one more Chefs in Training class for additional participants that were on a waitlist for the previous class. The book club met this month to discuss Can't Wait to Get to Heaven. Also the One Stroke Acrylic class will be learning techniques with wood, metal and glass objects at their Saturday Seminar. 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 Egg Hunt. Currently we have 62 participants signed-up and are expecting about 100 people in the event. We are also planning our spring break activities that will include trips to the Brookfield Zoo as well as Sci-Tech museum in Aurora. In addition to the trips, we are showing free movies at our Recreation Bldg. to every one of all ages during Spring Break. The city of Yorkville will be celebrating their 50th celebration with a variety of events starting in April and continuing through Home Town Days. We will be helping with the celebration with having a special Music Under the Stars event on Wednesday June 27t1' at Riverfront Park as well as a Time Capsule that will be on display during Home Town Days. As a reminder the City of Yorkville 22"d annual Golf Outing will take place on Friday May 4th at Blackberry Oaks Golf Course in Bristol. There are spots for 170 golfers and everyone that participated in last year's event was mailed an application the second week of February. The winter basketball season continued through the month with games being played on Saturdays. Team pictures originally scheduled for February 6`h had to be rescheduled for February 206'. Pictures were taken in the cafeteria of Circle Center Grade School. The season will end in March. Everyone seems to be improving in their skills and having a good time playing. The first sessions of All Star Sports classes came to an end. Those classes were held on Tuesdays and Thursdays from 4:00pm-6:00pm at Yorkville Grade School. Preparations are being made for the spring soccer season. The first dates for coaches to pre-register were February 24th and February 281h. Those registrations were taken at the Recreation Office. Open Registration will begin once we have moved to the new office. 1 Seasonal Classes/Programs February_ • Parkers Playtime Pre School Yoga Book Club ■ Shake, Wiggle and Giggles Dance Classes Pilates • Knitting Club Kindermusik Chefs In Training ■ Ready Set Go Men's B-Ball League Busy Bees ■ All Star Sports Shake, Wiggle, Giggle Moms, Pops and Tots • Dog Obedience Classes Moving & Grooving Mother, Daughter Tea ■ Mom & Tots Travel Basketball Little Learners • SOAR Chefs in Training Youth Basketball League ■ The Messy Stuff Winter Crafts Make Your Own Valentine Winter Quarter — as of 2/28/07 Different Types: — 32 (different curriculum) • Sections - 117 Enroll.: 650 Sp. Event — 200 Ran — 56 (48% ) Cancelled — 43 (37%) Pending — 18 (15%) Class No. - Residents — 423 (65%) Non-res - 227 (35%) • Last year Winter: Sections - 106 Enroll — 743 Sp. Event — 923 Ran - 78 (73%) Cancelled - 28 (27%) Residents - 437 (70%) Non-res — 306 (30%) Exit Survey Summary_ None at this time. Scholarships Awarded/ Grants Received: Pre School $197.00 Classes $14.70 Professional Development: None this month. Administrative Highlights: Packing is being done at both offices, and final construction work is being done at the new Recreation Office. Staff is completing a grant application for the Kendall County Youth Service Board and a grant application for the Take Me Fishing Program. 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 will use our own classroom at the Riverfront Recreation Bldg. and the gym at CCGS and YGS 2 Revenue Producing Highlights: None for this month. Upcoming Projects and Events: May 4`h City Golf Outing - sign up now! Dinner at 5 :30 pm . We can always use help too! Easter Egg-Xpress — Saturday March 31 8- 10:30am. I Respectfully submitted, Sue Swithin Superintendent of Recreation Recreation Department Staff 3 i MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle (DA t), Director of Parks and Recreation RE: Additional Business DATE: March 8, 2007 ANNUAL SERVICE REPORT A United City of Yorkville Annual Service Report is provided for your information. Parks and Recreation had significant space. It was shared by the Mayor at the past City Council meeting.