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Resolution 2003-06 RESOLUTION NO.: 03 Q�n RESOLUTION APPROVING THE UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT MAINTENANCE PLAN AND STANDARDS WHEREAS, the Mayor and the City Council of THE UNITED CITY OF YORKVILLE after careful consideration deem it to be in the best interest of the City and the Community to approve the Park and Recreation Department Maintenance Plan and Standards; and WHEREAS,the Mayor and the City Council of THE UNITED CITY OF YORKVILLE deem it in the best interest of the City to promote a uniform maintenance plan and standards for the City Park and Recreation Department; and WHEREAS,the Mayor and the City Council of THE UNITED CITY OF YORKVILLE have carefully considered said Plan and Standards and deem it to be acceptable and beneficial to the City: NOW THEREFORE BE IT RESOLVED BY THE UNITED CITY OF YORKVILLE: 1. That the City hereby approves the United City of Yorkville Park and Recreation Department Maintenance Plan and Standards, and the accompanying narrative text, charts and summary to be used as the Park and Recreation Department Maintenance Plan and Standards until further review or modification by the United City of Yorkville Park Board and City Council. PASSED AND APPROVED this 26ay of Vn�� 2003. JL MAYOR Li ATTEST: ATTEST: `' C CLE Law Offices of Daniel J. Kramer 1107A South Bridge Street Yorkville,Illinois 60560 630.553.9500 RESOLUTION NO.: 03-C_ RESOLUTION APPROVING THE UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT MAINTENANCE PLAN AND STANDARDS WHEREAS,the Mayor and the City Council of THE UNITED CITY OF YORKVILLE after careful consideration deem it to be in the best interest of the City and the Community to approve the Park and Recreation Department Maintenance Plan and Standards; and WHEREAS,the Mayor and the City Council of THE UNITED CITY OF YORKVILLE deem it in the best interest of the City to promote a uniform maintenance plan and standards for the City Park and Recreation Department;and WHEREAS,the Mayor and the City Council of THE UNITED CITY OF YORKVILLE have carefully considered said Plan and Standards and deem it to be acceptable and beneficial to the City: NOW THEREFORE BE IT RESOLVED BY THE UNITED CITY OF YORKVILLE: 1. That the City hereby approves the United City of Yorkville Park and Recreation Department Maintenance Plan and Standards, and the accompanying narrative text, charts and summary to be used as the Park and Recreation Department Maintenance Plan and Standards until further review or modification by the United City of Yorkville Park Board and City Council. � //,, PASSED AND APPROVED this �-- day of 2003. MAYOR ATTEST: CITYACLERK Law Offices of Daniel J. Kramer 1107A South Bridge Street Yorkville,Illinois 60560 630.553.9500 UNITED CITY OF YORKVILLE u PARK AND RECREATION DEPARTMENT PARKS DEPARTMENT MAINTENANCE PLAN & STANDARDS Goals • Provide areas and facilities that are functional and enable visitors to enjoy an optimal recreation experience. • Provide safe and healthful areas and facilities for visitors, employees and other users. • Provide clean,attractive and aesthetically pleasing area and facilities. • Reduce and minimize risk through safe preventative maintenance. • Promote the protection of the environment and ecological surroundings. Purpose • Scheduling—Identifying recurring and non-recurring workload • Monitor work function and data collection • Evaluate project assignment for correct personnel assignments • Provide detail accounting of all overtime • Preview future weekly and monthly schedules • Establish qualitative standards—level of maintenance standards • Determine frequency of maintenance • Determine personnel standards & levels • Determine growth impacts for maintenance • Determine cost impacts for maintenance for current and expansions City Council approval 2/25/03 a./ OVERALL CLASSIFICATION OF MAINTENANCE U Housekeeping—mopping floors, cleaning restrooms, emptying waste cans, cleaning office areas, replacing soap, toilet papers and other consumables Routine Maintenance —Mowing grass, blowing, lining athletic fields,weeding and watering, Stripping and waxing floors, changing filters, sharpening mower blades, changing Light bulbs, and similar recurring and predictable maintenance activities Preventative Maintenance- (includes periodic inspections to minimize breakdowns)— Heating, ventilation and HVAC systems, pumps, and fans, equipment engines, Program Support—setting up rooms, installing program specific requests, lining fields, Set-up and tear down after events, transport large equipment items, etc. u Scheduled Improvements—replacing roof, re-surfacing of parking lots, painting rooms & buildings, re-painting of equipment, large equipment repairs, Emergency Repairs—generally the result of vandalism, neglect, accidents,weather damage and types of unpredictable occurrences. Other— items that do not fit in one of the identified classifications. u PARK MAINTENANCE STANDARDS— BALLFIELDS, PLAYGROUNDS, TRAILS, OPEN SPACE TURF CARE Cut grass once every five working days, (subject to weather and growing season). Reseed when bare spots are present Practice weed control when weeds present a visible problem cover 5%of the turf surface. Some preventative products may be utilized. Weekly Area blowing of leaves, cuttings, etc. around buildings, walkways,trails, parking lots. Fertilizer is applied only when turf vigor seems low. Perform low-level application on a one per year basis, unless warranted by conditions. Aerate turf areas of playable surfaces twice annually. Aerate other areas when turf quality indicates, or in anticipation of an application of fertilizer. Ball field turf areas only-Watering—In spring apply water as needed to meet the I" per week requirement Gradually reduce the frequency and increase the amount, so that by summer, more water is being applied at one time and the soil is given a chance to dry. General filling in of holes or problem turf areas. Un-use or open space areas—use weed control measures only when 35%of the area are weed infested or general turf quality is low in 15% or more of the surface area. BALLFIELDS PLAY SURFACE(INFIELD) Pre-season maintenance Turning- moistened the surface to allow for good penetration. Using a nail drag to loosen the soil (2" depth). Followed by mat drag to break up soil clumps and level the surface. Roll infield to level high and low spots Eliminate the lip build up at grass edges—edging should be performed at least twice a year. Add surface mix to balance field Daily/weekly maintenance—as indicated by use. Holes at the batter's box, pitcher's mound and the bases are filled, tamped and hand-raked each day before .Ia P Y Add surface mix to low areas or drainage problem areas. Fine drag and Top dressing the field should be maintained minimum once per week (more frequent as indicated by schedule). Maintain cupped baselines and edges as fields are prepared Surface water the infield to maintain soft soil composition Weed Control Practice weed control when weeds are present u Alignment and inspection of bases and pitcher plate. LITTER CONTROL AT A MINIMUM—pick up two (2) to three (3)times per week. High use areas or high season (peak season) events may warrant daily service. PRUNING, PLANTING, BEAUTIFICATION Planting and beautification measures (including mulching) should be completed seasonally(Spring and Fall). Fertilizer should be applied a minimum of twice between planting seasons. Pruning when required for health or reasonable appearance of the plants or trees. With most trees and shrubs species,this would not be more frequent than once every two to three years. DISEASE AND INSECT CONTROL Perform only on an epidemic or serious complaint basis. Control measures may be put into effect when health or survival of the plant material is threatened or where the public's comfort is concerned. Monitor areas of standing water for potential problems. SNOW REMOVAL Remove snow on park roads, and parking lots following a snowfall that warrants. EQUIPMENT& LIGHTING Weekly inspections completed during the peak seasons (Spring, Summer, Fall). ..i Replace or repair fixtures or equipment when a weekly inspection identifies the problem. Or when identified problems indicate a safety problem. Overall appearance maintenance should be perform early Spring and late Fall Seasons. SURFACE Clean and adjust high use areas two to three time per week. Report or replace surface materials when appearance has noticeably deteriorated. Monitor drainage areas for potential collection problems. BUILDING MAINTENANCE STANDARDS Rest rooms Everyday maintenance would include cleaning the commodes, and sink, wipe down light fixtures. Floors & baseboard are to swept and wet mopped. Replace toilet paper and hand towels. Spot clean walls. Replace light fixtures and room fresheners as needed. Floors Daily all floors dry and wet mop. Daily spot clean as needed Seasonally the floors should be stripped and re-waxed. Carpet cleaning quarterly Windows Monthly wipe down windows inside. Seasonal wash windows outside Replace/ repair windows as needed Counter tops Daily Wipe down counter tops Litter/ Trash Daily remove trash from waste baskets and clean bins (inside and out). Walk-ways `./ Daily walk-ways and entrance areas should be cleaned and free of obstruction. Heating/Air conditioning Quarterly inspection and maintenance of HVAC Plumbing Annual inspection of plumbing Equipment (chairs, tables) Daily Wipe down chairs and tables. Monthly inspect tables and chairs, check nuts and bolts. Lighting& Electrical Monthly clean fluorescent fixtures &electronic ballasts. Bulb replacement as needed. u �. Task Categories 10 Athletic Field Maintenance 20 Walk, Road and Trail maintenance 30 Court Games (basketball, Tennis) 40 Play Area Maintenance& Inspections (Playgrounds, skate park) 50 Picnic&Shelter Area Maintenance 60 Miscellaneous Facility/ Building Maintenance 70 Turf Maintenance 80 Tree, Shrub and Beautification Maintenance 90 Open green space&water-way maintenance (non-turf) 100 Vehicle and Equipment maintenance 200 Cross Department support(Public Works, Engineering, Admin, Police). 300 Administration and training 400 Time Off(Vacation, Sick Leave, Compensation time, Holiday) FREQUENCY&QUALITATIVE STANDARDS 10 Athletic Field Maintenance 10- (00-19) Ball Fields Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X X 10-01 Backstops&fencing - check and repair, replace X X 10-02 Benches and bleachers—check repair, replace * X X 10-03 Bench and bleacher pads repair X X 10-04 Infield and outfield—repair and reconstruct * X X 10-05 Infield—fine drag, line and rake X 10-06 Infield—add surface mix and deep grade * X X 10-07 Infield—repair bases, batters box and pitchers mound * X X 10-08 Baseline cup—repair baseline cup edge, re-cut edge * X X 10-09 Bases and plates—check repair and replace * X 10-10 Electrical systems—check and repair X 10-I 1 Outfields—re-seed,aerate, repair, fertilize * X X 10-12 Outfields—cutting,spot repair X 10-13 Baseball fields- Other * INDICATES BELOW MAINTENANCE STANDARD 10 Athletic Field Maintenance 10—(20-39) Soccer Fields Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X X 10-20 Soccer fields—lining and general maintenance * X X 10-21 Soccer fields—repair, re-grade and reconstruct X 10-22 Soccer fields—aerate, over seed,water, fertilizing * X X 10-23 Soccer fields—cutting, spot weed control X 10-24 Soccer goals—New goal installation X 10-25 Soccer goal- removal X X 10-26 Soccer goals—minor repair,and construct X X 10-27 Soccer goals—re-painting X 10-28 Soccer -Other X X 10-29 Turf cutting and string trimming X X X 10-30 Garbage Collection * INDICATES BELOW MAINTENANCE STANDARD 20 Walkways, Road/panting lots and Trail maintenance 20-(01-19) Trails, parking lots and roadways,Walkways Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 20-01 Surface-check and repair trail surface X 20-02 Surface—Seal Black top surface X 20-03 Surface—new installation X 20-04 Surface—paint lines X 20-05 Signage—installation of new signs X 20-06 Signage—repair of signs X 20-07 Signage—removal of signs X 20-08 Edge—maintain buffer edge for trail X X 20-09 Sight line—removal of tree or bush obstructions X 20-10 Other—installation of parking or roadway pylons X 20-11 Litter control/trash pick up X 20-12 Gravel installation 20-13 Other * INDICATES BELOW MAINTENANCE STANDARD i 30 Court Games (basketball, Tennis) 30-(01-19) Basketball courts Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 30-01 Surface—Check and repair surface X 30-02 Surface—Seal black top surface X 30-03 Surface—new installation X 30-04 Surface—paint court lines X 30-05 Hoop—repair hoop X 30-06 Hoop/backboard—replace hoop/backboard X 30-07 Hoop—installation of new standard& hoop X 30-08 Net—replace netting X 30-09 Net—installation of new netting X 30-10 Standard—repair, painting X 30-11 Lights 30-12 Other 30-(20-39) Tennis courts Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 30-20 Surface—check and repair surface X 30-21 Surface—Seal/ paint surface X 30-22 Surface—new installation X 30-23 Surface—paint court lines X 30-24 Net—repair X X 30-25 Net—replace X 30-26 Net—installation of new net X 30-27 Fencing—check and repair X 30-28 Fencing—replacement X 30-29 Fencing—installation of new X 30-30 Other L 40 Playground and play Area Maintenance & Inspections 40-(01-39) Playground&play area/skate Park Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 40- Site Inspections—complete visual site 01 Inspections completed * X 40- Surface- repair or replace surface materials 02 1 * X 40- Surface-installation of new or additional 03 surface materials X 40- Surface-removal of surface materials 04 X 40- Surface-Other 05 X 40- Drainage—repair drainage areas 06 X 40- Drainage—grade or re-grade drainage 07 areas X 40- Equipment—safety inspections completed 08 X 40- Equipment—minor equipment repairs �..r 09 X 40- Equipment—installation of new equipment 10 X 40- Equipment—removal of equipment II X 40- Equipment- re-painting of equipment 12 X 40- Equipment—other 13 X 40- Litter control/trash 14 X 40- Other 15 * INDICATES BELOW MAINTENANCE STANDARD i 50 Picnic & Shelter Area Maintenance 50-(01-10) Picnic Area and Shelter Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X X 50-01 Site Inspections—complete visual site Inspections completed X 50-02 Re-painting of shelter X 50-03 Roofing&rafters repairs X 50-04 Trash bins repaired or replaced X 50-05 Trash and litter control X 50-06 New construction of shelter X 50-07 Installation of picnic tables X 50-08 Repair of picnic tables X 50-09 Electric repair X 50-10 Other * INDICATES BELOW MAINTENANCE STANDARD 60 Miscellaneous Facility/Building Maintenance 60-(01-20) Daily Weekly Monthly Seasonal Annual As ID Item/Task �../ needed X 60-01 Painting of exterior X 60-02 General maintenance X 60-03 Repair of windows or doors X 60-04 Electrical X 60-05 Sewer X X 60-06 Heating X X 60-07 Air conditioner X 60-08 Plumbing X 60-09 Miscellaneous repairs X 60-10 Equipment repair X 60-11 Painting interior X 60-12 Other 70 Turf Maintenance 70(01-20) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 70-01 Grass cutting(once every 5 working days) X X 70-02 Reseeding/over seeding X X 70-03 Spot treatment of bare spots X X 70-04 Weed control X 70-05 Fertilize -contractor X 70-06 Aerate turf areas X X X 70-07 Watering X 70-08 Spot Sod X 70-09 New Seeding X 70-10 Pesticide - contractor 70-11 Rolling 70-12 Other * INDICATES BELOW MAINTENANCE STANDARD 80 Tree, Shrub and Beautification Maintenance 80 (01-20) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 80-01 New planting X 80-02 Trimming X X 80-03 Pruning X 80-04 Removal X 80-05 Fertilize - Contractor X X X 80-06 Watering X X 80-07 Weed control X 80-08 Mulching/Edging X 80-09 Pesticide - Contractor X 80-10 Other * INDICATES BELOW MAINTENANCE STANDARD 90 Open green space&water-way maintenance (non-turf) 90—(01-20) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X X 90-01 Burns X 90-02 Cut out X 90-03 Shore line maintenance X 90-04 Repair X X 90-05 Drainage and wash out areas X X 90-06 Restoration plantings X 90-07 String trimming 90-08 Blowing 90-09 Other * INDICATES BELOW MAINTENANCE STANDARD 100 Vehicle and Equipment maintenance Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 100 General maintenance X 101 Emergency Repair X 102 Schedule routine repairs X 103 Sharpening X X 104 Part Replacements X 105 Other 200 Cross Department Support(Public Works, Engineering,Admin, Police) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 200 City wide events(decorations,etc) X 201 Street support X 202 Water support X 203 Sewer Support X 204 Police support X 205 Non—city departments X 206 Administration X 207 City Council X 1208 Other 300 Administration and training Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 300 In house orientation/trainings X 301 In house workshop X 302 Off site Local trainings X 303 Off site Regional trainings X 304 Off site State conferences X 305 Staff meetings X 306 City-wide meetings X 307 Educational 400 Time Off(Vacation, Sick Leave,Compensation time, Holiday) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 400 Vacation X 401 Sick Leave X 402 Holiday X 403 Compensation Time X 404 Over time 405 Other Personnel standards Man HOURS Daily Weekly Monthly Seasonal Annual Below Item/Task current level 2646 10 Athletic Field Maintenance Ball Field&Soccer 383 20 Walk, Road and Trail maintenance 0 30 Court Games (basketball, Tennis 986 40 Play Area Maintenance& Inspections (Playgrounds, skate park) 176 50 Picnic& Shelter Area Maintenance 174 60 Miscellaneous Facility/ Building Maintenance 2080 70 Turf Maintenance 1312 * 80 Tree, Shrub and Beautification Maintenance 384 90 Open green space &water-way maintenance (non-turf) 840 100 Vehicle and Equipment maintenance 1777 200 Cross Department support(Public Works, Engineering, Admin, Police) 1564 300 Administration and training 1638 400 Time Off(Vacation, Sick Leave, Compensation time, Holiday) Includes Accrual Time 13960 TOTAL Average of personal hours impacts month) Item/Task Jan Feb Marc April May June July Aug Sept Oct Nov Dec h Athletic Field Maintenance 865 865 865 865 132 132 132 Ball Field&Soccer Walk, Road and Trail 40 40 61 61 61 40 40 40 maintenance Court Games(basketball, 0 0 0 0 0 0 0 0 0 0 0 0 Tennis Play Area Maintenance& 123 123 123 123 123 123 123 123 Inspections(Playgrounds, skate park) Picnic&Shelter Area 22 22 22 22 22 22 22 22 Maintenance Miscellaneous Facility/ 15 15 15 15 15 15 15 15 15 15 15 15 Building Maintenance Turf Maintenance 430 206 206 246 246 430 318 Tree,Shrub and Beautification 98 263 291 123 123 123 154 Maintenance Open green space&water- 184 120 way maintenance (non-turf) Vehicle and Equipment 29 95 85 95 85 95 85 95 39 29 maintenance Cross Department support 417 417 209 25 25 25 25 208 417 (Public Works, Engineering, Admin, Police) Administration and training 130 130 130 130 130 130 130 130 130 130 130 130 Time Off(Vacation,Sick 60 60 60 60 60 60 60 60 60 60 60 60 Leave,Compensation time, Holiday) Includes Accrual Time 622 622 627 1998 1769 1868 1755 1032 1265 1 1114 637 651 TOTAL = 13,960 hours The average of personal hours is based on current personal and support from Public Works in the peak season for specific responsibilities. Administration Training and Time off indicates an average based on the accrual time possible. CURRENT INVENTORY OF CURRENT PARKS �./ Acreage Inventory includes general turf, trees, shrub areas, walkways, park trails, and athletic fields. Gross Acreage of current City owned Parks is 47.3 acres New Park locations with development in progress for FY 2003-2004 (some open of these areas are be maintained as open areas) Canonball Estates, Rivers Edge, Sunflower, Fox Hills, The Highlands. Windett Ridge, Heartland Circle, Country Hills, Kylyns Ridge, West Hydraulic - 67.2 acres In addition to the park areas there is approximately 5 additional acres that Parks Department maintains with turf care and general outside maintenance (City Hall, Library, Public works, etc) TOTAL ACREAGES 119.5 Additionally to the gross acreage of City maintained areas the following is the current inventory of athletic fields, playgrounds and park amenities. 4 Basketball Courts 0 Tennis Courts (School Owned) 19 Picnic Shelters, benches &tables I Fountain 6 Buildings (City& Recreation) �..i 8 Playgrounds / Play areas 3 Bike Racks 3 Fence Areas 9 Garbage cans 2 Flag Poles 2 Planters/ Gardens 2 Parking Lots I Monument Wall 2 Ponds (area surrounding is maintained) 6 Ball Fields 6 Backstop fencing 6 Home Run Fence I Score Board 12 Player benches 2 Dug Outs 10 Soccer Fields & Pair of Goals I Soccer Shed I Skate Park I Sand Volleyball Court Open greenway/water way/ creek corridors/ currently not maintained SUMMARY u In order to maintain the current level of parks, open areas, and overall maintenance, we need to define the expense associated with maintaining per acre of property. Following is based on 2003-2004 fiscal budget for Parks. Salaries (Full time, Part time, Overtime and benefits) $252,639 Current For FY 03-04/4 full time and 4 part time Contractual $ 7,500 Sub total $260,139 TOTAL ACREAGES 119.5 = $2,176.90 per acre General Equipment $ 6,750 TOTAL ACREAGES 119.5 = $56.49 per acre Capital Expenses for repair, and replacements $ 77,450 TOTAL ACREAGES 119.5 = $648.12 per acre Infra-structure & Operational supplies $ 55,150 TOTAL ACREAGES 119.5 = 461.50 per acre In using the break downs above, a conclusion could be drawn for every 15-20 acres of new park development would require a new full time staff/ maintenance level 1, and an additional $1000 in general equipment, $10,000 in Capital Equipment, and $6,500 in operational supplies The variable for this summary will be the impact of specialty equipment and replacement equipment An example of impact with new would be as follows: MPI Neighborhood Parks 76.1 acres Regional Park 56.0 acres TOTAL 132.1 The annual impact for this new development would be 6.6 additional staff(4 full time and 4 part time) $7,457 for general equipment, $85,552 for Capital Equipment, $60,918 for Operational and infra-structure supplies.