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Adhoc City/School Packet 2004 02-05-04r ,sEu cis.o United City of Yorkville ei County Seat of Kendall County EST. `_1IIMM 1836 800 Game Farm Road ��� N Yorkville, Illinois 60560 Q it Gl \ O Phone:630 553 4350 �L Zr vim= Fax:630-553-7575 1`/4LE Nv AGENDA ADHOC CITY/SCHOOL Thursday, February 5, 2004 5:30 p.m. City Conference Room Committee Members: Dave Dockstader, John Evans, Bob Pilmer, Van Truman, Heather Fiala, Wanda Ohare, Paul James, Mayor Prochaska, Tony Graff, Laura Brown 1. Minutes for Approval/Correction: 11/13/03, 12/04/03 and 1/7/04 2. Review Draft of Proposed Amendment to Intergovernmental Agreement 3. Additional Business Page 1 of 4 UNITED CITY OF YORKVILLE AD HOC CITY/SCHOOL COMMITTEE MEETING WEDNESDAY, JANUARY 7, 2004 CITY HALL CONFERENCE ROOM 5:30 P.M. In Attendance: City Parks Art Prochaska—Mayor Van Truman—Park Board Wanda Ohare —Alderwoman Heather Fiala—Park Board Tony Graff - City Administrator Laura Brown—Executive Director of Parks & Recreation Schools Dave Dockstader— School Board Bob Pilmer— School Board Robert Brenart— School Board Guest Tony Scott-Kendall County Record Newspaper MINUTES FOR APPROVAL: None CURRENT INTERGOVERNMENTAL AGREEMENT: Ms. Brown distributed some inter-governmental agreements on which Van Truman had done some research. Alderwoman Ohare inquired as to how a city of Yorkville's size fit in to such an agreement with our city and school size. Ms. Brown stated that the main focus is to maximize resources to avoid duplication between the school and city. Ms. Ohare asked how the city could use the school facilities when they are in use almost continuously?There was much discussion on being able to use both services 24 hours a day/7 days a week. Mr. Dockstader stated that the high school is used 24/7, but the middle school may be available. It was noted by Ms. Brown that in the fall, the park district used school facilities 260 hours and the projected winter use is about 530 hours. Winter is the peak time of use due to basketball games. Gym classes are on the park district's grounds on a daily basis. The exchange of services also occurs with the Police Department. Two full time officers are at the school with a proposed 3`d officer at the middle school. They also appear at school-sponsored activities. It was also noted that the Beecher Center has its own agreement. The State deeded the Beecher property to the City at a cost of $1 for 100 years. Technically from the 20 yard line on the football field, is city property and the parking is shared. Page 2 of 4 Alderwoman Ohare asked if the purpose of this group was to make better use of facilities. Ms. Brown replied that the focus of this group was to prepare an inter-government agreement and set forward new directions on how best to work together. Five new parks are on the development schedule which will also serve the schools. The 2 bodies need to share the costs since they are both funded by taxpayer money. At 5:40 Mayor Prochaska joined the meeting. Ms. Brown summarized the previous discussions for him. Mr. Dockstader felt that the agreement should be for 2-3 years, not just 1 year, and then reviewed after 2 years as people and facilities change. By doing so, the whole process does not have to be redone each year. Then more long-term planning can be done on programs such as basketball etc. The Mayor will ask Chief Martin to provide police department costs within the school from August 26th through December 31, 2003. Mr. Dockstader noted there is a cost of $25/hour for electricity for the gym. This cost was provided by the architects and is based on the cost per square foot and then averaged. It does not include janitorial service. Ms. Brown noted that for the same time period, the park district used 270 hours of service at a cost of about $7600. Mayor Prochaska asked about the current agreement in relation to the multi-year agreement-- where are some of the flaws or possible future issues. Ms. Brown stated that in the near future, the Park District will be entering into a 3 year agreement with Concord Homes and the park/school site will be ready for park development. There will be a combined acreage site— 7.4 acres for parks and 15 for schools (of which 12 are for the school). Ms.Brown stated there should be a dialogue at that time to avoid duplication of amenities and to strategically place the parks. Mr. Brenart also stated that these amenities should also be age appropriate. Mayor Prochaska added that care must be taken to accommodate both the school and park. In the past, parks were built last, but due to a change in the funding, the money is obtained up-front. Ms. Brown cited the example of Concord Homes, where the money has already been collected. Mayor Prochaska stated that most park facilities have the ability to accommodate several age ranges. The issue of schools changing grade levels was discussed. That issue may be answered in strategic facility planning which Mike Schoppe is working on with Dr. Engler. The Mayor noted that the continued cost of that study is $17,000. Dr. Engler will provide $4,800 and expects $12-13,000 from the City. The Mayor hopes to have a strategic plan to determine the locations of future schools at the end of that study. Page 3 of 4 Ms. Brown felt parking lots should be located between a proposed school and park, both should use the same landscaping and playground equipment should be placed in the middle of the properties so that both can use the equipment. She inquired as to schools and parks even sharing buildings, gyms, etc. Mr. Dockstader noted that due to the favorable bid climate in building the new school, they were able to extend the gym and acquire bleachers which is unusual for that grade level. Looking into the future, he noted that in the next 2 years, state funding will be some of the lowest ever. There is even a possibility of having to suspend some school programs. Ms. Brown stated that was a good reason to share 1) land use, 2) building use and 3)joint amenities such as maintenance/landscaping etc. Mr. Brenart stated he feels that the main thing is to cover costs and that there must be an agreement that all are comfortable with. The Mayor noted that most parks do not have large parking lots to which Ms. Brown replied that parking lots are only built for parks over 5 acres. Mr. Dockstader expressed a desire to see more green area. He also noted that a soccer field was a possibility for a future high school. He also reminded us that since schools are closed in the summer, they are not available for activities. Ms. Brown stated that other facilities such as private schools, churches and vacant buildings in Countryside Shopping Center have been used for some park activities. Mr. Brenart asked if there is a formula for figuring costs so that costs can be fair. According to Mr. Dockstader, the costs are not that different. He felt that a 3 year agreement should be written incorporating more guidelines for the school/park partnership. The agreement can be reviewed after 2 years. The current agreement expires in July. Dockstader also noted that a fieldhouse for the community could be a possibility. Ms. Fiala said that a study 2 years ago didn't show community interest at that time. Mayor Prochaska pointed out that we need to lay groundwork now for such facilities. According to Ms. Brown, the question of having a pool came up last year and that the Hoover site was considered. Mr. Dockstader then pointed out that we are short a gym right now as kids are practicing early in the morning. New people moving in have expressed an interest in soccer and swim teams according to Ms. Fiala. The Mayor stated that the City and schools will need to have dialogue about any future pool plans and again stated the strategic planning should help out with this question. Mr. Brenart explained that when the school reaches a certain student body size, the conference requires certain activities such as soccer, for example. Yorkville is currently the smallest school in the conference, but the school desired to stay in this conference to cut down travel expenses etc. Alderwoman Ohare stated that the City is looking at the long-term and the schools are looking short term due to funding. The Park Board is currently planning for major complexes such as a rec center, sports complex or fieldhouse. Page 4 of 4 Ms. Brown said that the park board took an aggressive stand with regionalizing fully accessible playgrounds for wheelchairs. Concrete pathways accessible for wheelchairs are being planned rather than transfer platforms for wheelchairs. In the long run this will save the school money as well. Ms. Ohare asked about land cash deals and the fact that a park could be built before a school. The Mayor stated that any park developed by the City can operate without a school, but there must be discussion between the city and schools to determine age- appropriate plans with proposed schools. The park district has been aggressive in plotting a bike path, according to Ms. Brown. They will work with schools and developers and make adjustments in the planning stages. Mayor Prochaska asked Ms. Brown to draft an agreement before the next meeting and send it to the board members to review prior to that meeting. He also requested that she include copies of other agreements for discussion. The next meeting will be Thursday, February 5 at 5:30pm. Ms. Ohare left the meeting at 630 to attend another meeting. Mr. Truman asked if the formulas could be obtained as well. There was no additional business. The meeting adjourned at 6:36 pm. Minutes respectfully submitted by: Marlys Young, Minute Taker • Page 1 of 1 UNITED CITY OF YORKVILLE AD HOC CITY/SCHOOL COMMITTEE MEETING CITY HALL CONFERENCE ROOM THURSDAY, DECEMBER 4,2003 5:30 P.M. The meeting was cancelled due to a lack of a quorum. At 5:50, it was decided to reschedule the meeting to Wednesday, January 7, 2004 at 5:30pm. Respectfully submitted by Marlys Young • Page 1 of 3 UNITED CITY OF YORKVILLE AD HOC CITY/SCHOOL COMMITTEE MEETING THURSDAY, NOVEMBER 13, 2003 5:30 P.M. In Attendance: City Parks Art Prochaska—Mayor Van Truman—Park Board Wanda Ohare—Alderwoman Ward III Heather Fiala—Park Board Tony Graff— City Administrator Laura Brown- Executive Director of Parks & Recreation Schools Dave Dockstader— School Board Bob Pilmer— School Board John Evans—Athletic Director Guests: Tony Scott—Kendall County Record Newspaper MINUTES FOR APPROVAL None. INTRODUCTIONS The members introduced themselves and stated what organization they represented. MISSION AND EXPECTATIONS Mayor Prochaska asked the committee what they felt they would like to accomplish. Mr. Dockstader stated that he would like to see the city and schools have a fresh start and put the problems of the last six months behind everyone. He stated that he would like to see city/school facilities used 24 hours/day and payment for facility use to be equitable. Mayor Prochaska agreed that services and facilities should be used in the best way to benefit both the city and schools. Mayor Prochaska felt that today's needs should be reviewed as well as future needs for both schools and parks and that facilities could be built with the maximum use for everyone in mind. Mr. Dockstader noted that the gym at the new school on Route 126 was designed to have outside access without going into the school so that it can be used by outside sources. Alderwoman Ohare asked if there were any plans for a second gym at the high school and Mr. Dockstader stated that there is a School Board Ad Hoc looking into this and the next addition could be a field house. Ms. Brown stated that she hoped the committee could work on how to deal with current amenities as well as future ones, land use, building use and the joint trade of services such as landscaping, upkeep, etc. She hoped these things could be dealt with smoothly. Page 2 of 3 She also stated that the Park Master Plan for new parks and trails could be tied into new school locations. The Committee discussed the agreement between the School District and the City. Mr. Dockstader stated that he had questions about the agreement and would like to see a plan created for after the term of the agreement. Mayor Prochaska state that by using the Park Master Plan along with School District input, a draft of a better agreement for facilities and services might be reached. It would also be good to develop a plan while funds are available from developers. Mr. Graff stated that developer fees could be used to cost share between the two groups. This would help to keep taxes down. PROPOSED AND APPROVED SCHOOL/PARK SITES Ms. Brown distributed a handout listing proposed developments that will have SchooUPark sites. They are: • Fisher Property—Kimball Hill Homes—park site 12.56 acres— school site 15 acres • Raintree Village—Concord Hones—park site 15.044 acres—school site 15.044 acres • Windett Ridge/Dhuse—Wiseman Hughes—park site 5.29 acres—school site 10 acres—with an additional 7 acres Windett Ridge Park and a trail system • Westbury Village—Ocean Atlantic—park site 5 acres—school site 15 acres • Grande Reserve—MPI —park site 12 acres and school site 12 acres Mayor Prochaska suggested taking a look at the School District's needs to determine what type of facilities can be worked on jointly. Mr. Dockstader stated that the exact future needs of the district have not been determined yet however there is a School Growth Ad Hoc Committee working on this. He stated he would get more information and bring it to the next meeting. He also stated that it might be beneficial to present the City's future needs to the Growth Ad Hoc Committee so this information can be used in their planning. Mr. Graff agreed that the City needs recommendations from the School District as to what facilities should be built near school sites. He noted that City Planner Mike Schoppe is working with School Superintended Dr. Engler on facility sites. Ms. Brown gave an example on how the city and schools can work together at these sites. She suggested that when the parks are developed before the schools, the school property be graded for athletic use until a school is built. There was discussion on who would maintain the property until the building is built and at whose cost. Mr. Dockstader suggested that there are different methods of compensation for these services such as an exchange of services between the two parties. Mayor Prochaska noted that he has complaints from citizens regarding payment between the city and the district because resident's tax dollars pay both groups. The committee discussed the cost of services and budgets. Mayor Prochaska suggested that each group present costs for specific uses such as rooms, computers, police officers,janitors, etc. and bring this information to the next meeting for discussion. Page 3 of 3 The committee discussed the Hoover Boy Scout Camp and the possibility of using it for educational purposes as well as recreational. Ms. Brown noted that there is a swimming pool on the property which could possibly be used for school purposes. The committee discussed recreational trends. Mr. Evans noted that schools now offer athletic activities such as weight training and aerobics. Changing trends may create a need for a pool and a swim team in the future. He also noted that field botany classes are becoming popular so a facility such as Hoover can be used for academic studies. Mayor Prochaska asked for suggestions for discussion at the next meeting. Mr. Truman asked for information regarding school standards for athletic facilities such as what facilities are typical to elementary or high schools. He also asked for input on pool facilities so this could be used as a reference tool. He noted that other suburbs have agreements between the city and school with regards to facility use, shared capital for maintenance and equipment for facilities. He stated he would bring examples to the next meeting. Ms. Brown stated she would like to discuss immediate needs such as a swimming pool. These needs could be identified so both groups could work together for future goals. Mayor Prochaska suggested reviewing the current agreement between the City and School District so that they could begin planning for a future agreement. Ms. Brown distributed copies of the current agreement. Mr. Graff suggested discussing the schools expectations from the agreement because he felt they may be different that the City's. Ms. Brown noted that a new agreement for the use of sports field is needed. She received a letter from Dr. Engler stating that the district doesn't want to use city fields. It was decided to discuss the current agreement and immediate needs at the next meeting which was tentatively scheduled for December 4, 2003 at 5:30 P.M. ADDITIONAL BUSINESS None. The meeting was adjourned at 6:30 P.M. Minutes respectfully submitted by: Jackie Milschewski, City Clerk Note: Tape malfunctioned DRAFT—Ad Hoc Committee Use only 2/2004 Revision 6/03 THE INTERGOVERNMENT COOPERATIVE AGREEMENT OF THE YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT#115 and THE UNITED CITY OF YORKVILLE This agreement is made and entered into this day of 2003, by and between THE UNITED CITY OF YORKVILLE an Illinois municipal corporation (the"CITY"), and the Board of Education of YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT#115 (the"SCHOOL DISTRICT"). WITNESSETH WHEREAS, the parties hereto are interested in establishing an Intergovernmental Agreement for the sharing of current"CITY" and"SCHOOL DISTRICT" facilities and services; WHEREAS, said Agreement has been created, and has been adopted by the City Council of United City of Yorkville; and WHEREAS, said Agreement has been created, and has been adopted by the School Board of the Yorkville Community Unit SCHOOL DISTRICT #115; and WHEREAS, Intergovernmental Cooperation Agreement is authorized by the Illinois Constitution of 1970 and The Intergovernmental Cooperation Act of the State of Illinois, providing for the execution of agreements and implementation of cooperative ventures between public agencies of the State of Illinois (5 ILCS 220/1-220/7 et. seq,). The SCHOOL DISTRICT and the CITY recognize and understand that this unique Agreement providing the optimum use by two public organizations of the physical facilities and services being provided for the taxpayers of both agencies. It is, therefore recognized by both the SCHOOL DISTRICT and the CITY that there will be a need from time to time, for periodic review and modification of the schedule set forth after formal adoption and execution of this Agreement. Such reviews shall take place as needed, at the request of either the SCHOOL DISTRICT or the CITY. from the date indicated at the signing of this agreement, both parties will evaluate this agreement in its entirety for philosophical, and overall benefits for both parties. NOW, THEREFORE, in consideration of the covenants and agreements hereinafter contained, it is mutually agreed by and between the parties hereto as follows: `SCHOOL DISTRICT" & "CITY" lel °. I l.( i`'ll \ I ()l• I I Irl. i \.\1) ‘10\`-.. I tie "( i i 't d',a ' S( 11001 I:)tc. IRI . I ,h11-11 �� wnnt cieHop1iic1it ar'• :i 1l SIC `-lll; ._ 1 I_ . t(lli;tl ll: cA 13C� 01 t dCilitle, dill hlet:,_. ,41, I,A-11,(11 1 • i y g )H,C, ! 7�y .,a� t�, Pr iii.a cid,„ � !L.1 ,ICI .. ti?it _h-i'11'— "SCHOOL DISTRICT" SCHOOL POLICE OFFICER WHEREAS,the parties have waived the exchange of dollars for compensation of said arrangement for use of one Police Officer. "CITY" USE OF THE SCHOOL FACILITIES BY THE CITY. The SCHOOL DISTRICT agrees to permit the CITY to utilize designated school owned facilities for City sponsored activities during non-school hours when the facilities are not required for educational purposes by the SCHOOL DISTRICT at no cost. The CITY will have the first right of use by the arrangements of this agreement. The CITY shall be entitled to reasonable modes of ingress and egress to and from the facilities, and use of the SCHOOL DISTRICT's parking facilities during those times when it uses the facilities. For purposes of this Agreement, "non-school hours" shall be defined as follows: A. Weekdays—Monday through Friday, 4:00pm— 10:00 pm throughout the school term. B. Weekends— Saturdays and Sundays, 6:00 am—9:00 pm throughout the school term. C. At other times, such as summer recess, school holidays, other times as requested, these are subject to availability and approval by the SCHOOL DISTRICT Superintendent and/or designated staff. In entering into this Intergovernmental Cooperative Agreement, the CITY agrees that all students of the SCHOOL DISTRICT shall be considered residents of the CITY when registering for CITY programs Conducted solely or primarily at the facilities owned by the SCHOOL DISTRICT's. TERMS OF USE OF FACILITIES & GROUNDS To Facilitate the scheduling of the School and CITY usage of designated Facilities, and Grounds, the SCHOOL DISTRICT and CITY will meet annually to develop a master scheduling 2 calendar for the upcoming school year. This yearly scheduling shall be completed no later than July 15, and shall be incorporated into the SCHOOL DISTRICT's and CITY Park and Recreation Department's Master Calendars for the upcoming fiscal/school year. Once the master schedule has been developed, it shall be the responsibility of each party to schedule their respective activities and events within the agreed upon timeframes. It is understood and agreed upon by the SCHOOL DISTRICT and CITY that there may be an occasion when either party may need to utilize the facilities in order to accommodate special use, as the need arises. Therefore, upon a minimum of fourteen (14) days written notification by School Superintendent and /or City Administrator, or Executive Director of Park and Recreation, either party may request a modification of the usage schedule set forth. By mutual consent of the parties, the schedule set forth may be modified. If special circumstances make it impossible for either the SCHOOL DISTRICT or CITY to cancel or change the scheduled use, each party will provide best effort to find an alternative date. Under these circumstances, both parties hereto, agree that the scheduled event shall take priority over any attempted change. Additionally, at those time when either the SCHOOL DISTRICT or the CITY has the facilities for a particular activity but elects not to use the Facilities for that activity, this Agreement shall not preclude the other party's use of the Facilities for a function appropriate to its governmental purpose, upon written request to the other party for such use and receipt of written clearance for such use from the other. The Governing Bodies of each public entity, "CITY" (Mayor and City Council), and "School District", (School Board) reserve the right to act as the final authority in determining the use of their respected facilities and services where controversial issues are involved when it deems the action to be in the best interest of the each public entity(CITY and/or SCHOOL DISTRICT). OPERATIONAL COSTS Fees for Use The SCHOOL DISTRICT and CITY agree neither party will exchange dollars or compensation for use of the facilities, grounds or Police Officer Services. It will be the responsibility of each party utilizing the others property and facilities to return the condition of the facility or property to the same state. The SCHOOL DISTRICT and CITY will provide respected staff with a key to the designated facility, building or area to allow access without the need of having additional personnel present. Each party hereto, will be responsible for securing the facility, building or area upon leaving. Integration of all terms into Agreement. This Agreement contains all of the terms, conditions and agreements between the parties hereto and no amendments, additions or changes hereto shall be valid unless attached hereto in writing and signed by the CITY and the SCHOOL DISTRICT. 3 • IN WITNESS WHEREOF, the parties hereto have, the day and year first above written, signed and executed this Agreement by virtue of authority given and granted by the respective corporate authorities of the parties hereto. THE UNITED CITY OF YORKVILLE By: Mayor, United CITY of Yorkville Attest: United CITY of Yorkville, City Clerk YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT#115 By: President Attest: Secretary 4