Resolution 2003-46 RESOLUTION NO.: 03-L
RESOLUTION APPROVING THE UNITED CITY OF YORKVILLE PARK
AND RECREATION DEPARTMENT ATHLETIC FIELD RESERVATION POLICY
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 Athletic Field Reservation Policy; and
WHEREAS,the Mayor and the City Council of THE UNITED CITY OF YORKVILLE
find that the implementation of the Yorkville Park and Recreation Department Athletic Field
Reservation Policy will facilitate efficiency and enhance the quality of the Yorkville Park and
Recreation Department; and
WHEREAS,the Mayor and the City Council of THE UNITED CITY OF YORKVILLE
have carefully considered said Policy 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
Athletic Field Reservation Policy until further review or modification by the United
City of Yorkville Park and Recreation Department and City Council.
PASSED AND APPROVED this Aday of � ,2003.
WANDA OHARE JOSEPH BESCO
VALERIE BURD PAUL JAMES
LARRY KOT MARTY MUNNS
ROSE SPEARS - RICHARD STICKA
MAYOR
ATTEST:
CITY 6LE131,
Law Offices of Daniel J.Kramer
1107A South Bridge Street
Yorkville,Illinois 60560
630.553.9500
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. League play (which includes multiple days, or week
play) 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. Privately sponsored athletic programs within the community requesting to
reserve an athletic field(s) on a seasonal basis.
5. Private groups or individuals requesting to reserve an athletic field(s) on a single
or multiple dates.
6. Other
Residents 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 u
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) February 15th
Summer Season (June—August) April 15th
Fall Season (September— November) July le
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 be submitted in writing at least
sixty days prior to the tournament date. Small tournaments shall include, but not limited to,
city-wide or county tournaments.
C. SPECIAL REQUESTS
Any special tournament requests for any variances shall be submitted in writing along with
the athletic field reservation request. Special tournament requests shall include, but are not
limited to, selling concessions (including items to be sold and their prices), extended park
hours use, use of a public address system, admission charges, additional bleachers,
additional field maintenance, use of snow fence, and water or electrical access.
D. PROCEDURE
Written requests for tournament athletic field reservations and special requests shall be
submitted to the Recreation Department according to the deadlines listed above. In addition,
certificate of insurance, team rosters and signed waiver forms for each player participant shall
be submitted to the Recreation Department at least one week prior to the tournament date.
Athletic field reservation requests shall be approved by the Recreation Department. Special
tournament and use requests shall be approved by the Park Board.
The group or organization requesting the use of the fields for tournament use is responsible
for all participant and players conduct while on the fields, park, surrounding areas including
parking lot. All players attending a tournament or other uses of the athletic fields should
adhere to the GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY
OF YORKVILLE PARKS, FIELDS AND FACILITIES. Any violation of these policies can
impact the current and future uses of all City fields and/or facilities. Furthermore, the groups
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°x6 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 considered to be in the best interest of the City. u
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 or private school groups
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.
E. Payment of Fees
Groups reserving an athletic field on a seasonal basis shall be billed monthly by the
Recreation Department, 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 one week prior to the date reserved. A permit
shall be issued upon payment of the fee.
Payment of fees shall be made at the Beecher Community Center.
If an athletic field is damaged due to improper use by the group or individual and requires
more than normal maintenance and/or repair to be restored to its original condition, the group
or individual shall be charged the amount necessary to cover the cost of the required
maintenance and /or repair.
F. Refund of Fees
A refund of athletic field reservation fees may be granted for the following reasons:
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.
If the group or individual provides written notification of cancellation to the Department at
least one week prior to the date reserved.
ATHLETIC FIELD RESERVATION FEES
Attached fee schedule. 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.
GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS,FIELDS
AND FACILITIES:
• No equipment or permanent signage will be added or installed to the park without the permission of the
United City of Yorkville Park and Recreation Department
• No ball hitting or pitching into fences or dugouts is allowed.
• Each party will report any damage, accidents and or maintenance concerns to the park and recreation
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 writings.
• 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 fitter 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).
ATTACHMENT
ATHLETIC FIELD RESERVATION POLICY
Fiscal Year 2003—2004
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
PREPARATION OF FIELDS - additional fee
Baseball /softball field prep—includes bases, fine dragging and lining
Weekday $25.00 per day
Weekend $35.00
Soccer field prep - includes nets, lining of the field
Weekday $30.00
Weekend $40.00
Lights—currently not available on any fields
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.
STANDARD APPLICATION FOR ATHLETIC FIELD RESERVATION
UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT
Reservation requests shall be approved beginning on the following dates:
Spring Season (March—May) February 15th
Summer Season (June—August) April 15th
Fall Season(September—November) July 15th
Please indicate type of Group requesting use of athletic field by circling the appropriate category
Category A Government and non-profit organization which are located within the United City of Yorkville.
Category B Private groups and individuals which are comprised of predominately(at least 80%)United
City of Yorkville residents.
Category C Business or corporations which are located within the United City of Yorkville boundaries.
Category D Governmental and non-profit organizations which are located outside the United City of
Yorkville boundaries.
Category E Private groups and individuals who do not fall into the predominately resident classification
(Category B).
Category F Business or corporations which are located outside of the United City of Yorkville boundaries.
Group or Individual Name
Contact Person: Address
Home Phone: Work Phone: Email
FIELDS REQUESTED:
DATE(s)/TIME(s) REQUESTED:
I
PURPOSE
Special Use requests(concessions,water,electrical,other).
In order complete the athletic field request,the following documents must be forwarded to the
Recreation Department:
A certificate of insurance—co-naming the Unified City of Yorkville as an additional insured,Assumption of
liability, and Waiver of subrogation.
The team roster(s)with addresses and signed waiver forms from each player or guardian.
....................................................................................
OFFICIAL USE
Addition information requested
Reservation Amount Deposit amount (20%)
Date of Request Date Received
Staff initials Approved/Denied
Refund Requested Field Assigned '�-�