Loading...
Park Board Packet 2006 10-26-06 YORKVILLE PARKS & RECREATION DEPARTMENT Administration Office—Riverfront Building 301 E.Hydraulic St Yorkville,IL 60560 630-553-4341 Park Board Agenda Thursday, October 26, 2006 7:00 p.m. — Park Board Meeting Riverfront Building Call to Order: Roll Call: Chris Rollins, Ken Koch, Van Truman, Gary Golinski, Debbie Horaz, , Seth Schoonover, Kelly Sedgewick, Alderman Paul James Introduction of Guests, City Officials and Staff: Director of Parks and Recreation—David Mogle Superintendent of Recreation—Sue Swithin Superintendent of Parks—Scott Sleezer Park Planner— Laura Haake Public Comment: Presentations: Edwards Health Approval of Minutes: Minutes — Regular Park Board Meeting — October 20, 2006* Special Meeting —September 25, 2006* Bills Review: Cash Analysis* Bill List* Old Business: Youth Baseball Field Usage* Hometown Days Report Old Post Office Restroom Rehab* Board Retreat New Business: Caledonia Park Conceptual Plan* Ad Hoc Committee Report on YMCA/City Reports: Parks Report Recreation Report Additional Business: Executive Session: For the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body or legal counsel for the public body. (51LCS 120(1)) Adjournment: Next meeting: November 9, 2006 *Items needing Board approval or recommendation t. T UNITED CITY OF YORKVILLE YORKVILLE PARKS & RECREATION DEPARTMENT BOARD MEETING Parks & Recreation Administrative Office Riverfront Building Thursday,October 12,2006 r MINUTES CALL TO ORDER: Meeting was called to order by Chris Rollins at 7:04 p.m. ROLL CALL: Chris Rollins,Ken Koch,Van Truman, Gary Golinski, and Debbie Horaz GUESTS/CITY OFFICIALS/STAFF: Sue Swithin, Superintendent of Recreation Scott Sleezer, Superintendent of Parks Dean Wolfer,Alderman Art Prochaska,Mayor of Yorkville APPROVAL OF MINUTES: The minutes from the special meeting of August 21St regarding Westbury Village and the minutes from the September 28th, 2006 Parks and Recreation Board Meeting were approved on motion by Gary Golinski and seconded by Ken Koch. The motion was unanimously approved. BILLS REVIEW: Cash Analysis& Bills List Chris Rollins verified that the amount of$5,600 for Belan Services for remodeling the existing bathroom at the Riverfront Building was within the anticipated budget. Sue Swithin said yes. Chris asked for clarification regarding the Hometown Days page with the charges for services and the carry over balance listed. Sue said that specific numbers will be discussed at the next Board Meeting within the Hometown Days Report. The figures are being double checked for accuracy. There was a cost for the appraisal of Lot 167. This was needed for a 4 acre swap in Prairie Meadows. Chris questioned if trencher and edger equipment should be purchased to avoid rental fees. Scott Sleezer said the rentals work best at this time. Gary Golinski asked if the Greenbriar Pond treatments are working and is money well spent. Scott Sleezer answered that without high heat and lots of rain, it was a bad year to judge the effectiveness of the treatments. There were no phone calls to complain about the issue and the pond seems pretty clean. Debbie Horaz motioned to approve the cash analysis and bills list. The motion was seconded by Van Truman. Roll call vote: Chris Rollins—Yes,Ken Koch-Yes,Van Truman—Yes, Gary Golinski—Yes, and Debbie Horaz—Yes. The motion was unanimously approved. OLD BUSINESS: Westbury Development Dave Mogle and Scott Sleezer are still negotiating with Westbury Development. More time is needed to work out issues. Further developments will be brought to the Board. Originally, it was thought that the development would attend the next COW meeting but they are not. Westbury East is partially developed along Route 47. The middle,north, and west sections are still under negotiations. Mayor Art Prochaska said that there is still a lot of work to be done with the negotiations. Board Retreat Sue Swithin handed out a packet. The first page includes the meeting and eating agenda times. The second page is the map of the lodge. The next pages include maps to Holiday Inn Express and Starved Rock. Sue Swithin, Scott Sleezer, and Dave Mogle met with the facilitator again. An updated topic agenda was narrowed down. Sue will check everyone in at the motel Friday afternoon and will have keys to distribute at Starved Rock on Friday night. The Friday social will be 5:30 -6:30 p.m. in the Utica Room or in the lounge. From 6:30- 9:30 the meeting would take place. The social after this will start at 9:30 at Starved Rock. On Saturday morning the motel does have a complimentary breakfast. The agenda page lists the food and beverages that will be available at 8 a.m., 10 a.m., assorted box lunches at noon, and a break at 2:30. The lunch will be a working lunch. Departure is at 5 p.m. Sue Swithin will check everyone out of each room early Saturday morning. All in attendance at the meeting tonight said they will be at the retreat. Truck Purchase Staff recommends the purchase of three trucks through the State Purchasing Program- one replacement truck and two new trucks. The trucks would cost$73,200 and be within the $75,000 budget. The state program does the bidding for the trucks. The state purchase contract expires on October 14th, so all vehicles must be ordered by October 13, 2006. The replaced vehicle is leaving the fleet. In the past,trucks that were replaced were parked at Public Works with a For Sale sign. Sealed bids were accepted and the highest bid won. Scott Sleezer would like to try the process of trading in trucks leaving the fleet with the car dealer. With the trade-in amounts on paper, Scott could show City Council and the Park Board for approval. Chris Rollins said there is a website the state is using to liquidate surplus vehicles, and it is open to any government entity. To list vehicles, Chris thinks there is no cost to do this. The dealer for delivery is River Oaks Ford in Oswego. This dealer has currently been servicing the city vehicles. Included in the cost of the vehicles are extras added to the trucks such as Parks and Recreation logos and light bars. Gary Golinski motioned to accept the expenditure of$73,200.00 to purchase one replacement truck and two additional pick up trucks paid for from the parks capital line item number 22-610-7500-7006 under the budgeted amount of$75,000.00. Debbie Horaz seconded the motion. Roll call vote: Chris Rollins–Yes, Ken Koch—Yes,Van Truman–Yes, Gary Golinski—Yes, and Debbie Horaz—Yes. The motion was unanimously approved. NEW BUSINESS: Grande Reserve Park A and Park B Design Services Laura Haake is handling much of the park designs,but she alone can't handle all of the parks workload. She probably has about a dozen projects going on currently. Parks and Recreation is expected to produce 5-8 parks a year for the next 5 years to keep up with the city's growth. Schoppe Design will be used for the next park sites in Grande Reserve due to the good rapport with the developer and the company has done the work on the completed parks in that development so far. Schoppe Design Services will not do construction. Parks and Recreation will do that. The company will design the parks and send out the bids and get approvals from the Park Board and City Council. Then construction is started. The Grande Reserve Park A design fee is $13,800. This park will cost about$120,000. The Grande Reserve Park B will cost about$130,000 with the design fee at$17,200. Schoppe Design Associates, Inc. is doing the construction contract and administration phase. Ken Koch mentioned Heartland Circle was brought to his attention by residents. Scott Sleezer said that park is paid for by the permit and that is what is driving that. The design will come up this winter. Sixty percent of the homes should be built so the pool of money is there to physically be able to build the park. Ideally,parks are front-funded by the developer, and the parks are built quicker. Chris verified that the homes served by Parks A and B are villa, multifamily, and town home neighborhoods. These homes will fill up quickly and have the need for parks immediately. Scott Sleezer said they should be built in the spring. One park is near the Regional Park site and one is north of Mill Road. There are some natural barriers in place. Dave Mogle and Scott Sleezer created a list of some of the Grande Reserve Parks Amenities and the Board was given a copy. Park A is tree house themed. Park B is castle themed. (This will look different than the castle park in Raintree.) Because of the lay of the land in Park B, 9 hole disc golf will be included. Hopscotch and Four Square aren't expensive and allow kids to use their imagination. To save money, a couple of wooden shelters will be tried. Grande Reserve Parks D and E are complete. The Regional Park is near completion, and that park's playground will be operational by the spring if not before. The Board recommends accepting the two proposals from Schoppe Design Associates, Inc. for the designs of Grande Reserve Park A for$13,800 and Grande Reserve Park B for$17, 200. This was motioned by Ken Koch and seconded by Gary Golinski. Roll call vote: Chris Rollins–Yes, Ken Koch—Yes, Van Truman–Yes, Gary Golinski—Yes,and Debbie Horaz—Yes. The motion was unanimously approved. REPORTS: Parks Report Scott Sleezer will report at the next meeting. Recreation Report Sue Swithin reported that day and evening recreation programs are filling up in the new Riverfront Building. The facilities are quiet when need to be,the space is open, and clean. Participants are giving positive feedback about this. The preschool program is full and going smooth. Registration was in February for this fall. Tim and Sue discussed with preschool staff adding a Friday afternoon 4 year olds class. Now there is a Monday, Wednesday, Friday 4 year old program instead of just Monday and Wednesday afternoon. Instead of Friday afternoon preparation time,teachers have matching in- service days with the public school days. Registration for the following year will be in February. The current families in the program and siblings can register the first week of registration. Soccer is up and running. There were a couple of concerns with the competitive soccer program with the transition of old and new staff. The recreation department has an in- house competitive team that plays a few travel games with local areas. The department is also partnered with a travel soccer program and that group handles the travel issues. Sue will have a post meeting with Joe Gatlin and talk about improvements and changes to the program. Softball will be ending soon. Joe Gatlin set up the league effectively and quickly. The league is currently co-ed soft 12 inch, but 14 inch"mush ball"is being considered for next year. Men's leagues may be started as well. The fall session programs end in November. The next catalog will be out with the new programs from November through February. Van Truman asked if there were any issues with soccer at Fox Hill East. Sue Swithin said there were none reported,but said she is not happy with the traffic there. People are parking on John Street, on side streets, and in the back and front of the commercial area near there. Sue hopes to move U8 and U6 games at Grande Reserve or Hoover. She doesn't want youth soccer at Fox Hill next year because of the danger of the traffic. It is believed that even with only one larger soccer field being used at Fox Hill (currently two smaller fields are used at the same time),parking would be an issue. At Grande Reserve, people park along the soccer fields and the road and fill the residential roads,before people park in the designated parking area. Parking would be more plentiful in that area. Sue Swithin will bring bid estimates for the old post office for the next meeting. The asbestos floor will be covered. This issue was known at the time of the building purchase. Gary Golinski checked on the status of the plaques for Tammy and Heather. They were to be presented during Hometown Days. They are in Dave Mogle's office and a time needs to be scheduled with the Park Board or City Council to present them. ADJOURNMENT: The meeting adjourned at 7:56 p.m.following motion by Van Truman and seconded by Gary Golinski. The motion was unanimously approved. Minute Taker—Eileen Lesak i I Page 1 of 3 Yorkville Parks & Recreation Department Special Meeting of the City of Yorkville Park Board Monday, September 25,2006 7:00 pm Riverfront Park Building 301 E. Hydraulic St. Yorkville, IL 60560 1. Call to Order The meeting was called to order by Ken Koch at 7:00 pm. 2. Roll Call Kelly Sedgwick,Debbie Horaz, Gary Golinski,Ken Koch, and Van Truman were in attendance. Parks Superintendent, Scott Sleezer and Executive Director of Parks, Dave Mogle were also present. Steve Hansen, Lauren Underhill, Pete Athens,Mike Romano,Ben Asel,and Chester Hughes were here on behalf of the Yorkville Youth Baseball and Softball League and the Yorkville Reds. 3. Old Business Youth Baseball Field Usage—The Yorkville Reds and the Yorkville Youth Baseball and Softball League presented the Board with their Baseball field needs. The Yorkville Reds have had 100 children try out and 69 children have been accepted so far. They have one team for each level age 10 through 14, and a second team for the 13 year old level. They are requesting the use of 3 fields. Beecher 5 can accommodate an 80 foot baseline. Beecher 1 and 2 as well as the Fox Hill West Field can accommodate 70 foot baselines. The Reds were asked what their contingency plan was. In the worst case scenario all the games would be away games. The Yorkville Youth Baseball and Softball league is projecting a 20% increase in enrollment overall. They are projecting a 25%increase in the K—8 teams. They are adding Friday play as well as full Saturday play. There are 1,200 players in the league and they are all Yorkville School District kids. No one who wants to play is cut from the team. This is a strictly volunteer group with no paid employees. The pitching machines the league uses require electricity. They will be needing additional fields to accommodate their needs. The Harris fields and possibly the Cross Fields could be used for the transition league program. They would need another field with access to electricity for the pitching machine. A question was raised about improving fields with the Forest Preserve or Cross Lutheran. The Forest Preserve is not interested in any improvements or additions to the fields. They also have limited parking. The fields at Cross could possibly be used for practices. YYB&S practices begin the end of April and play runs until July 0. The travel league plays through the 3rd week of July. The Reds begin the 3rd week of March and run through August 1St March 1St is the deadline for getting the field schedule to the Parks&Recreation Department. Page 2 of 3 Until the lease agreement is signed with the Forest Preserve for the Harris fields there is still a gray area. The Boy Scouts will still get preferred treatment. The Reds had to get a permit from the county as well as the Boy Scouts in order to use the fields in the past. There was a question about whether YYB&S thought they would use all their make up game dates. Last year they did not make up all the games they had originally scheduled. Each field requested by YYB&S will have 100 games and practices played on them. There was a question about where the shortfall was. At what age? The projections are not that detailed. That will be answered after sign-ups. If new fields were made able to handle multiple distances it would give greater flexibility. The mound could be portable. Scott Sleezer asked if partnerships could be created. Would there be any funding from the YYB&S for improving fields? The answer was yes, a prioritized list could be made for field improvements. Grande Reserve and the School district have lighted fields. More games can be played on lighted fields. YYB&S are able to use the fields at Circle Center and they have 1 month of usage on the Freshman Boys field at the High School. It has a 90 foot baseline, and that works for the 14 year old boys. There was some discussion about whether the YYBS agreement was exclusive. YYBS gets priority for field reservations. The next priority would be for private groups that are made up of 80% Yorkville Residents. If the fields at Hoover were taken out of YYBS schedule it would make an additional shortage of 137 field slots. If partnerships were created, it may be possible to create another field. The feasibility of adding lights to an existing field was discussed. Beecher would not get lights. YYBS asked to keep things the same as they were in the past. They are trying to improve the program for the kids. They will have an honest account for the exact fields needed by March 1 sc Scott Sleezer said that Baseball and Soccer are expanding rapidly and besides the additional baseball field needs there are also soccer field needs. A plan has to be made that will include all kinds of fields. In the Spring the Recreation department will have Adult Softball In-House that will also need fields. YYBS has an elite traveling team. They have try outs for this team and if the child does not make it on this team they have the opportunity to play on a different team in the league. The Reds have try outs, and if the child does not make the team there is no other offer. YYBS has one team at each age. The Reds have one at each age and a 2°a 13 year old team. If the lighted fields are considered the Parks and Recreation department only comes close to breaking even on YYBS'needs. There may be other organizations with private fields or space for fields such as churches or the Legion. The cost for lighting fields at Hoover was expensive. It was thought it would cost 1.2 million and 450,000 would be just to run the electric lines to it. Pa e 3 of 3 The next step for this would be to turn it over to staff. Both organizations will receive a follow up call. 4. Adjournment Debbie Horaz moved to adjourn the meeting. Kelly Sedgwick seconded the motion. All were in favor. The meeting was adjourned at 8:07 pm Minutes submitted by Laura Leppert. .� --- I • if SITE It 4 LOCATION MAP.- Phi , x•- j . { - J r ' G : ..I I -per NO RTHERN TRUST } ! :� - • No. 36970 NORTHERN T UST ,.. — L.P. o No 3697 669' &�F 1 „ CROAKED CREED � �� i WQODS SUBDIVISION s I I N ,+ f e �iiq , • 4 r . ', r EXISTING WOOD LOT L. A. 1 � � H.P. Ro H.P. UTE 126 742' ON On ILL �. T V. W Y " qa �aV = C • , \ N'rN J + H t�rl _ r riSIDc LV IS ON v '-SUB aDIVT � e: t' _k aR.4i -• a "� c- -3 D PRAIRIE CROSS i R MG DR Now= AERIAL EXHIBIT O—CL,5 2w6 801 SouthWashin tonStreet 126 S.MA[N ST. PH.(630)551-3355 \� 08' 400' Boo, EDwMD SCHOPPEDESIGNASSOMTES HOSWAL&HEALTH SERVICES Landscape Architecture and Land Planning Scale:1"-200' Naperville,IL 68540 OSWEGO,LL 60543 FAX(630)551-3639— T�►��?� l ,A: T� T T� ! T T T(�' /.� ! �'' ! T� .=Dom 1 T l TAT F Mill! ;ff . CROOKED CREEK WOODS SUBDIVISION lot EXISTING TREE TO BE PRESERVED fir MAL FEE -� y, ,rte` • XC a - — •A ` / SUBDIVISION PFMI I \ D \I i • CONCEPTUAL P.U. . PLAN �,�,. CORPORATION Octobw M 2M 801 South WasM=Stred 126&MAJNST. PH.(630)551-3355 It 60543 FAX(630)551-3639 MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle, Director of Parks and Recreation RE: Old Business DATE: October 26, 2006 YOUTH BASEBALL FIELD USAGE Staff have explored various resolutions of the Yorkville Red's and YYBSA request for the use of the Hoover baseball field and other Park and Recreation Department ball fields. A discussion and staff recommendation are attached. HOMETOWN DAYS REPORT Staff will be presenting the 2006 Hometown Days Report and describing costs, evaluative comments, and ideas for 2007. A post event meeting was held with staff two weeks ago and an evaluation meeting is scheduled with Hometown Days Committee members and volunteers for Monday, October 30 at 6:30PM. The report is attached for your review. OLD POST OFFICE RESTROOM REHAB Staff will be presenting quotes to rehab the restrooms in the old post office, a beginning of the renovation that will occur there in anticipation of moving the Park and Recreation offices. Quotes are due to be submitted to us later this week so will be distributed at the Park Board meeting. Staff will be prepared to make a recommendation. BOARD RETREAT We are within two short weeks of our Board Retreat. Staff will be going over final details. Also, our Facilatator,Lorrie Gibson will be giving us a short exercise concerning the Department's mission statement that she would like each of us to complete in advance and bring to the Friday night session. That material will be distributed to the Park Board at the meeting with an explanation. � s MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle,Executive Director RE: Youth Baseball Field Usage DATE: October 26, 2006 THE ISSUE The Yorkville Reds, a private youth baseball traveling league,used a field at the Hoover property for their home field in 2006 with permission from the Forest Preserve District"FPD" and the Boy Scouts of America"BSA." They invested approximately$3,000 into the field and numerous volunteer hours to prepare and maintain it. For the 2007 season they have come to the Park Board seeking approval to use the Hoover field plus three Yorkville Park and Rec"YPR" operated fields. The reason they have come to the park board is because the FPD deferred their request for 2007 to YPR due to the fact the field in question will be within an area operated by YPR once a license agreement is approved between the City and FPD. The license agreement is currently being worked on between the FPD and YPR and most likely will be executed by the beginning of the 2007 baseball season. . Prior to the 2006 season, YYBSA was asked if they were interested in the Hoover field. They responded that they were not interested in it. For 2007 they have indicated they are interested in using the field because of their growth projections. Both organizations have appeared before the park board to voice their desire to use Hoover and YPR operated fields. The Reds know their needs because they have already held try-outs for the 2007 season. YYBSA sign ups are not held until January/February so they only have projections at this time. The desires of both organizations will conflict if there is an inability to provide all the fields for which both organizations are asking. The Reds are asking for an answer to their request soon so they will know how to proceed in securing fields. YYBSA can not know their specific numbers until after their signup. PARK BOARD DISCUSSION TO DATE After having discussion with representatives from both organizations,the park board has recognized the value of each organization to Yorkville residents and have turned the issue back to staff to try to accommodate the field needs of both groups. BACKGROUND ON HOOVER FIELD YPR and YYBSA has had permission from the BSA in the past to use the Hoover field for the YYBSA program and expended funds to improve it. YYBSA used it sparingly one season and then discontinued use. When the Reds were given permission by the FPD in 2006 for the use of the field, YPR put no further funds into the field. The Reds financed all improvements to the field occurring in 2006. Since the acquisition of the Hoover property for public purposes an intergovernmental agreement has been executed between the FPD and the City that outlines the intent of joint use of 1 9 � the property pending the development of a lease/license agreement between the FPD and the City, which has not been finalized to date. The BSA has primary usage priority per agreement with the FPD until December 31,2007. Until the FPD/City agreement is approved the Hoover field is not YPR's solely to schedule out, while our opinion seems to weigh greater this year. At this point however,whoever uses the Hoover field will still need to have approval from FPD and the Boy Scouts. YYBSA AND CITY RELATIONSHIP The City has a written agreement with YYBSA for the use of YPR operated ball fields. The City prepares and maintains those fields for YYBSA games at the City's expense,though it should be noted that YYBSA expends funds for field improvements and has at times partnered with YPR to split costs for specific field work. YYBSA currently has approximately 1000 players in their organization,claiming 100% Yorkville residency. The City and YYBSA have had a longstanding relationship concerning field usage for several years.. YYBSA is the only youth baseball organization with a written agreement with the City. The agreement permits the YYBSA to"utilize certain parks designated by the City." Designated parks shall be"non-exclusive." Also "Schedules must be submitted to the City for use of the fields, inclusive of rain dates." The agreement also states"Schedules will be approved by the City based on availability." The agreement states that"Furthermore,the City agrees to prepare the fields/parks prior and through out the season to maintain quality conditions for use." Finally, It needs to be noted that YYBSA"agrees to adhere to the approved athletic field reservation policy." The City has no such agreement with the Reds. The Reds prepare and maintain their field at their own expense and fund all field improvements. YPR ATHLETIC FIELD RESERVATION POLICY The current policy defines field use priorities. First priority in field use is YPR sponsored programs. Second is Yorkville School District. Third is Youth Leagues that have approved cooperative agreements with the City of Yorkville(YYBSA). Fourth is privately sponsored athletic programs within the community requesting to reserve an athletic field(s) on a seasonal basis (REDS). Also of note,the Policy says that the earliest that reservation requests shall begin to be approved in a season is February 15. OPTIONS RECEIVING CONSIDERATION Staff have considered several options in order to bring resolution to the issue few of which will likely be met with great enthusiasm from either group. (1). To date, YYBSA has . not pursued the use of Harris Forest Preserve District Park because there is no electric there for pitching machines. There was no electric at Hoover for the Reds, so we know that is not necessary for them. Harris is County operated which lends itself to a broader resident policy. The FPD would work with the Reds at this location according to the FPD Executive Director. (2). We approached the High School Athletic Director about the possibility of having the Reds use school practice fields. That is unlikely a workable situation because the base path distances are 90' which are too long. The grass infields would interfere. The Softball fields have the opposite problem. They are too short—60.' The one field that could work is already reserved for YYBSA. (3). It has been suggested to take the Hoover Field out of the rotation of available fields and set this aside for a rental facility at which revenue could be generated and 2 t that we can let this be used on a lottery system. This idea has wonderful merit, but is probably premature, at least for one more year because the agreement with the FPD must be completed and the BSA agreement terminated before YPR have decision making ability to the extent of setting its own fee schedule. (4). Construct a new field at Hoover prior to next spring. The turf is already established so it could be done,but the cost is prohibitive, estimated to be at$30,000. The YPR does not have the funds allocated for this purpose at this time. In addition,YPR has plans for a multiple field athletic complex at Hoover the exact location of which is undetermined. (5). Because this is a transition year for Hoover(close, but not officially under the operation of the City), grant the usage of Hoover to the Reds for one more year with it being understood there are no guarantees for future use. YPR then makes a commitment to work with YYBSA using the new Regional Ball Diamonds to cover their needs if their projected growth is accurate. (6). Hold off any commitment to the Reds until February 15, 2007 after the YYBSA sign-ups. This leaves the Reds in a severe dilemma because they cannot plan their season without the knowledge of where they will play. RECOMMENDATION AND RATIONALE Grant first priority for the Hoover Field to YYBSA on condition they not pursue Harris. Have the Reds work with the FPD to make Harris their home field for 2007. Then, after the YYBSA sign-ups and all field needs are determined, let the Reds re-request for more desired facilities. First and foremost this satisfies the direction given to staff by the Park Board to try to accommodate both groups. This resolution gives the Reds assurance they will have at least one field for 2007, the same as last year,with the possibility of securing additional facilities prior to the start of their season. In the interim,the Reds can review their scheduling,perhaps utilizing Sundays to a greater degree which in most cases will not conflict with YYBSA. This resolution also follows the YPR Athletic Field Policy the way it was designed. YYBSA clearly has priority with field assignments. They could have more than 1000 participants in 2007 and have great field needs. The Reds do not have an Agreement with the City. They are, at this point, in the category of a private athletic group and do not enjoy the same priorities or privileges of the YYBSA. Through the current Agreement the City has committed itself first and foremost to meeting YYBSA's field needs before granting field space to another group (with the exception of YPR and School District programs). 3 AGREEMENT UNITED CITY OF YORKVILLE YORKVILLE PARKS AND RECREATION DEPARTMENT and . YORKVILLE YOUTH BASEBALL/SOFTBALL ASSOCIATION This agreement is made and entered into this 11th day of January 2006 by and between THE UNITED CITY OF YORKVILLE an Illinois municipal corporation(the"city"), and the YORKVILLE YOUTH BASEBALL I SOFTBALL ASSOCIATION, an Illinois not-for-profit corporation(the"Association'). WITNESSETH WHEREAS, the City is the owner of certain fields and parks (the "Parks") which the Association wishes to utilize from time to time with the prior written permission from the City and the City,wishes to accommodate the Association's use of the Parks on the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the- covenants and agreements hereinafter contained, it is mutually agreed by and between the parties hereto as foll ows: 1. Use of Parks by the Association. The City agrees to permit the Association to u ' ecerfain Ka�<x Parks designated by the City at those times that are tu�ly eceptable to each of the parties `� for a term commencing April 1, 2006 and ending Se t m erl,2006 The parties agree:that the 'On,'s use of the Parks designated by the City,shallbe nonexclusive:"The Association's use of the Parks designated by the City shall be subject to the City's ordinances policies and direction of the Ci s,officers and as otherwise hereinafter provided MasEer, ty' schedules must be submitted to the City for use of the fields inclusive of rain dates.. Sefiedules. - w 11 be approved by the City based on availability 2. Use. The Association agrees to adhere to the approved athletic field reservation policy. Furthermore, by using the parks and fields of the City, the Association agrees to'adhere to all City Ordinances,use policies and procedures while in the parks and fields. 3. Maintenance Standards. In agreeing to use the City Parks the Association agrees to participate in completing the routine maintenance items while using the parks. • Inspect the fields prior to use daily • Litter control through daily collection when scheduled use by the Association Immediately reporting of any damages and/or maintenance concerns to the City. FURTHERMORE, The City agrees to prepare the fields/parks prior and through out the season to maintain quality conditions for use. The responsibility of the common areas and.turf will be the responsibility of the City unless otherwise identified 4. Insurance The Association shall maintain commercial general liability (CGL) and commercial umbrella liability insurance with a limit of not less than $2,000,000 for each occurrence. If such insurance policy contains a general aggregate limit, it shall apply separately to this Agreement. i. Occurrence basis coverage. This CGL and umbrella insurance shall be written on an occurrence basis and shall cover liability arising from premises, operation, independent contractors, products-completed operations, bodily and personal injury, property damage, as well as liability assumed by the Association under this Agreement. ii. Additional insured. The City shall be named as an insured under the CGL and umbrella insurance using an additional endorsement to the City for claims arising out of or as result of this Agreement. iii. Waiver of subrogation. The Association waives all rights against the City for recovery of damages to the extent these damages are covered by the CGL or" eommercial umbrella liability insurance maintained pursuant to this Agreement. B. Delivery to City of certificates. Within 10 days from the start date of this Agreement, the Association shall furnish the City with copies of its current certificates of insurance documenting each such policy along with the additional insured endorsements required in this section. C. Cancellation. All such insurance provided for herein shall be non-cancelable, except upon 30 days' prior written notice to the City, and shall contain the following endorsement (or its equivalent)and shall appear on the policies respective insurance certificates: It is hereby understood and agreed that this insurance policy may not be canceled by the surety or the intention not to renew be signed by the surety until 30 days after receipt by the City of Yorkville by registered mail of written notice of such intention to cancel or not to renew. D. No Limitation on liability. The minimum amounts set forth in this Agreement for such insurance shall not be construed as a limitation or satisfaction of the Association's liability, including indemnification, to the City under the Agreement as to the amount of such insurance. E. No Waiver. The failure or delay of the City at any time to require performance by the Association of any provision of this section, even if known, shall not affect the right of the City to require performance of that provision or to exercise any right, power or remedy under this Agreement, and any waiver by the City of any breach of any provision in this section shall not S be construed as a waiver of any continuing or succeeding breach of such provision, a waiver of the provision itself, or a waiver of any right,power or remedy under this Agreement. F. Primary coverage. The coverage shall apply as primary coverage with respect to any other insurance or self-insurance program afforded to the City. There shall be no endorsement or modification of this coverage to make it excess over other available insurance / coverage; alternatively, if the CGL and umbrella, excess of reinsurance states that it is pro rata, it shall be endorsed to be primary with respect to the City. 5. Liability,Indemnification and Waiver A. Assumption of liability. Except as specifically provided by law or this Agreement, the City assumes no liability.or responsibility for any injury to or death of any person or persons including officers and employees of the Association and participants in the Association's program and activities or any other person and assumes no liability or responsibility for any damage to property sustained by any person(s). In addition the Association will report all injuries to the City within 24 hours. B. Indemnification. To the fullest extent permitted by law, the Association will defend, indemnify and hold the City harmless from all claims arising directly or indirectly from or in connection with (i) the conduct or management of the programs and activities of the Association; (ii) any act, omission or negligence of the Association or any of its directors, officers, agents, employees, invitees or contractors of the Association; (iii) any accidents, injury or damage whatsoever occurring on or at the Parks arising from, directly or indirectly, the use of the Parks by the Association or any of its directors, officers, agents, employees, invitees or contractors, as well as participants in the Association's programs and activities except to the extent of any negligent or wrongful act or omission of the City. However, this limitation shall not in any way limit the Association's duty to defend the City. C. Defense of City. In the event any claims shall arise, the Association shall defend and pay any judgment or settlement against the City in such claims. The City shall tender the defense to the Association. The Association and the City shall mutually agree to counsel to defend of such claims. The City, in its sole discretion, may participate in the defense of such claims at the Association's sole expense, but such participation shall not relieve the Association from its duty to defend and to pay any judgment or settlement against the City in such claims. Except where a settlement completely and forever releases the City from any and all liabilities without financial contribution by the City or its insurer, the Association shall not agree to any settlement of the claims without the City's approval. D. Waiver of defenses. In any and all claims against the City or any of its agents or employees the indemnification obligation under this paragraph shall not be limited by any limitation on the amount or type of damages, compensation or benefits payable by or for the Association under applicable law. The Association waives all defenses available to the Association which limit the amount of the Association's liability to the City. 6. No Alteration. The Association shall not make structural improvements, changes or alteration to the Parks without first obtaining the written consent of the City. Any improvements to the parks will be through a donation to the City, and therefore become the property of the City. f 7. No Assignment. The Association shall not assign it interest in this Agreement without obtaining the written consent and approval of the City. 8. Binding upon successors. This Agreement shall be binding upon the successors and assigns of the parties hereto. 9. Reimbursement for increased insurance costs. Any increase of insurance premium on the Parks resulting for such use by the Association shall be paid for by the Association. 10. 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 Association. Failure to abide by the policies and rules set forth in this agreement could result in additional fees assessed to the Association and/or loss of privileges regarding the use of Parks and fields. IN WITNESS WBEREOF, 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 By: Park and Recreation Board YO LE POUT BASEBALL/SOFTBALL ASSOCIATION By. 7resi, -�2 der Attest: Representative 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 and or maintenance concerns to the park department immediately. • Coordination of work involving the park department staff or use of the equipment will generally require a two-week notice,for scheduling purposes. • Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed on the fields proper. ■ All requests for use of fields,or park(s)must be in 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 litter may result in a loss of privileges and use. • Groups may not use the fields or parks when the weather conditions are dangerous or when the field conditions are not acceptable. All groups must adhere to the inclement weather practice for field conditions;(no standinwj ter,saturated turf conditions,or,times when safety is a.concern). �� �t� �� <.+s!✓aC .i✓G�so.c oy. .a-F�e.2 GP�a-�,� • 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). 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.,k 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 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 15' 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 toumament-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 S. Single or multiple and seasonal use fees 6. ' Tournament use 7. Special use B. Resident/Non-Resident Users To qualify for resident fees a group shall consist of 80% or more residents of the United City of Yorkville, City boundaries. The 80% residency requirement shall be calculated based on the total number of players using the field, not just on the group requesting use of the field. Residency shall be determined based on the home address of the individuals as opposed to the business address or the address of other family members. The Recreation Department may waive the residency requirement if it considered to be in the best interest of the City. C. Commercial Users Any group reserving an athletic field for profit making purposes shall be charged the commercial fee. D. Waiver of Fees to School District 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. ATTACHMENT ATHLETIC FIELD RESERVATION POLICY Fiscal Year 2004—2005 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: 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 United City of Yorkville as an additional insured,Assumption of liability,and Waiver of subrogation. The team rosters)with addresses and signed waiver forms from each player or guardian. t■■■■t t t t t t!■t!■■■t t t t!t t t!■■t t t■■t!■■1 1!■■t■■■t t t t t t■■!t!!!t t t t!t!t!!t t!t t t t!t! OFFICIAL USE Addition information requested Reservation Amount Deposit amount (20%) Date of Request Date Received Staff initials Approved/Denied Refund Requested Field Assigned MEMORANDUM TO: Yorkville Park Board FROM: Dave Mogle,Director of Parks and Recreation RE: New Business DATE: October 26,2006 CALEDONIA PARK CONCEPTUAL PLAN Staff has begun to put a plan together for the park in Caledonia. This plan will be produced in house by Laura Haake with Scott's and my input. One last discussion must occur early this week. The conceptual plan will be presented at the Park Board meeting. Staff will seek a consensus from the park board on the plan. AD HOC COMMITTEE REPORT ON YMCA/CITY Debbie Horaz and I participated in the first committee meeting with representatives from the YMCA and one of our aldermen. The purpose of the committee is to explore whether there are partnership opportunities between the YMCA and the City in the construction of the new satellite YMCA branch across the street from our own Regional Ball Facility. A high priority and one of the major points of discussion is the partnering on the potential construction of an indoor pool. Debbie.and staff will bring the board up to date. e