Park Board Packet 2004 01-26-04 Yorkville Parks & Recreation Department Board Meeting
Park And Recreation Administrative Offices
RIVERFRONT BUILDING
301 E. Hydraulic St. Yorkville,IL 60560/ 630.553.4341
AGENDA Revised 1-22-04
January 26, 2004
Call to Order:
Roll Call: Chris Rollins,Dave Cathey, Ken Koch,Van Truman,Heather Fiala,Richard
Korinek,Bob Pilmer, School District Liason
Alderman Paul James
Introduction of Guests and/or City Officials, Staff:
Park and Recreation Director—Laura Brown
Parks Foreman—Scott Sleezer
Planner—Mike Schoppe
Public Comments:
Approval of Minutes:
January 12, 2004
Developers Presentation
Tanglewood Trails 1 1/2 Mile Review
fills Review:
Cash Analysis
Bill List
Old Business:
Program Supervisor Position(status of filling)
New Business:
Projected Growth 2004-2009, Review of Department Goals
Additional Business:
Correspondence:
Miscellaneous press release
Adjournment
2003-2004 Goals
Administration
• Implement the recommendations established by the Parks Master Plan, and
community survey.
• Evaluate and update cooperative agreements
• Identify new grant funding avenues for land development and acquisition
• Acquire and preserve open space and high quality natural areas to meet existing
and future recreation needs.
Recreation
• Establish the recreation standards for program planning and implementation
• Continue to expand the program offerings to residents throughout the city
• Incorporate new offerings for areas of underserved
• Establish a teen advisory council
• To promote and expand the resources, referrals, and networking of community
partners for individuals and families
• Expand the recruitment and acknowledgement of volunteers
• Establish a student internship program for recreation majors and related fields
Parks
• Implement the recommendations established by the Parks Master Plan, and
community survey.
• Involve the residents in maintenance and care of open land and park space
• To plan facilities and parks which can be flexible and efficient in accommodating
a variety of uses and needs
• To implement the maintenance standards for existing facilities and open space
• To evaluate and recommend changes for existing facilities and parks
• To assist with the designing for recreation areas with the focus of open space
preservation
• Identify areas where the ecosystem and wildlife are fragile and in need of
preservation
• To assist City Departments with cross department support when necessary
Yorkville Parks&Recreation Department
Board Meeting
January 12,2004
MINUTES
Call to Order-
Vice President Cathey called the meeting to order at 7:00 p.m.
Roll Call-
Dave Cathey,Ken Koch,Van Truman,Heather Fiala,Bob Pilmer
Absent: Chris Rollins,Richard Korinek,Alderman Paul James
Guests/City Officials/Staff-
Laura Brown,Executive Director
Sue Swithin, Superintendent of Recreation
Public Comment-
Ben Assell,Yorkville Youth Baseball/Softball Association,discussed items of concern at Van Emmon
Park.They included parking,play features for young children,fencing between the ball field and the
railroad tracks, and the concession stand.
Brown said she and Sleezer will discuss options for a temporary barrier along the tracks.Play structures
will be considered in budget discussions for next fiscal year.Brown reported that she is working on
policies/procedures and a business plan for the concession stand. She noted that Youth Baseball would
like to operate the stand for a fundraiser during their play season.
Approval of Minutes-
Minutes of the December 8,2003 regular meeting were approved,with one correction,following a
motion by Fiala.Pilmer seconded the motion.Approval was unanimous.
Bills Review-
The Board reviewed current bills, and Truman moved they be approved for payment.
Koch seconded the motion.A roll-call vote was taken: Cathey,Koch, Truman,and Fiala
voted Aye.Pilmer,No.
Old Business-
Brown reported on the School/City Ad Hoc Committee meeting on January 7.Brown reported the
meeting focused on existing contract and future direction.The Committee recommended drafting
language to incorporate into the existing contract, including future planning,for discussion for the
coming year.
Reporting on the Country Hills Park development,Brown shared plans of proposed features for the park
playground,which includes access for handicapped children. She noted that Schoppe did the bid for the
structural playground piece.Brown pointed out that once selected,the playground piece will become a
part of a construction RFP.Following discussion,Fiala made a motion to accept the playground structure
so that it can be incorporated in the RFP for construction documents.Pilmer seconded.Approval was
unanimous.
Alderman James arrived at 7:30 p.m.
Brown updated the Board on the YYSBA agreement for 2004. She reported that Fox Hill West has been
added to the document as well as the Athletic Field Reservation Policy.
Reporting on the river front shelter,Brown reported that the shelter will be rebid, expecting to lower the
cost. She said Sleezer worked with Building and Zoning to be sure that specs met code requirements. The
project is awaiting approval to rebid.Pilmer moved to approve the RFP as presented.Truman seconded.
Approval was unanimous.
New Business-
Brown reported that redevelopment of Hoover will be done in three phases. The Forest Preserve will own
the land.Use agreements are currently being worked on with the Forest Preserve District so it can also be
developed and used as city park land.
Brown also informed the Board that the Forest Preserve District would like Parks and Rec to manage the
swimming pool. She reported that,with that in mind, a Phase 1 study was conducted by Burbach.
Discussion focused on results of the study,and a staff concept plan will be presented to the Forest
Preserve District on January 16.
Reports-
Brown reported on:
• Staff plans to attend the IPRA Conference,January 22-24.
• Dan Hebreard's resignation.
• Country Hills Park, saying she is working on a business plan for concessions, and plans for a
swimming pool.
• Land Acquisition-fmalizing the acquisition of the West Hydraulic Greenway and the property at
Adrian and Washington Street.
• A new receptionist was hired.Mary Beth Olah started January 5.
• Kiwanis would like to do fundraisers for basketball courts in the parks. They would like a half-
court basketball court in Country Hills to be there first.
In her recreation report, Swithin highlighted:
• Dog training classes have started again and are going very well.
• The spring catalog is being finalized.
• Winter Fun Day is scheduled for January 31 at Beecher.
• Over 60 kids are participating in grades 3-6 basketball in each level.
Brown gave the Parks Report, saying
• Staff have been assisting Public Works with plowing.
• They also worked long hours last weekend due to the water main break that drained both towers.
• The time study has been updated, and shows almost 5,000 more hours than projected.
Additional Business-
Brown called attention to a letter from a soccer parent recognizing the coaching staff. Specifically,Ken
Boser. Swithin wrote a special letter of thanks to Mr.Boser.
Adjournment-
The meeting adjourned at 8 p.m. following the unanimous approval of a motion by Pilmer, seconded by
Fiala.
Respectfully Submitted,
Judy Rice,Recording Secretary
Next meeting January 26,2004 at the river front building.
01/14/2004 11 :34 FAX 630 553 5764 DANIEL J. KRAMER 0002/005
- , ._ 0, United City of Yorkville
^� luss County Seat of Kendall County
ESLGame Farm Road
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4Yorkville,Illinois 60560
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January 14,2004
Tony Graff,City Administrator
Art Prochaska,Mayor
United City of Yorkville
800 Game Farm Road
Yorkville, IL 60560
RE: Boy Scout Camp
Dear Art&Tony:
Please be advised that Laura Brown,Jason Petit,Tim McCann, Eric Weis,and myself
met to discuss the Intergovernmental Agreement between Kendall County and the City of
Yorkville as it pertains to the Boy Scout Camp. As a result of the meeting proposed
language will be added to the Agreement where by the United City of Yorkville will not
pay funds to Kendall County until such time as a further agreement can be reached
between the parties as to the ownership of the active and passive areas of the property,
the cost of maintaining and improving the structures on the premises,egress and gress,
access and the development of a concept plan. Jason Petit from the Kendall County
Forest Preserve is making the changes to Intergovernmental Agreement and I will
forward them to you for your review once Jason forwards them to my office.
Should you have any questions please feel free to contact me. •
Very truly yours,
Kelly A.Kramer
Attorney at Law
KAK/pdc
cc: Laura Brown
01/14/2004 11 :34 FAX 630 553 5764 DANIEL J. KRAMER 2003/005
AN INTERGOVERNMENTAL AGREEMENT
BETWEEN THE KENDALL COUNTY FOREST PRESERVE DISTRICT
AND THE UNITED CITY OF YORKVILLE CONCERNING THE
HOOVER OUTDOOR EDUCATION CENTER PROPERTY
THIS INTERGOVERNMENTAL AGREEMENT is made and entered into by and between the
Kendall County Forest Preserve District, a body politic and corporate (hereinafter the
'District') and the United City of Yorkville (hereinafter the 'City'), an Illinois
• municipal corporation.
WITNESSETH:
WHEREAS, the District is authorized, pursuant to the powers granted in the Downstate
Forest Preserve Act of the State of Illinois (70 ILCS 805 et seq.), to acquire property
for forest preserve purposes, which includes, inter alia, the power to acquire property
for natural resource conservation and for recreational purposes; and
WHEREAS, the City is authorized under the powers set forth in the Illinois Municipal
Code ( 65 ILCS 5/1-1-1 et. seq.), to acquire, maintain and operate property for
municipal purposes, which includes, inter alis, the power to acquire, maintain and
operate property for recreational purposes; and
WHEREAS, the District and the City have entered into a lease-purchase agreement
(Exhibit A) with the Corporation for Open Lands (hereinafter referred to as CorLands),
an Illinois not-for-profit corporation, to acquire the property known as the Hoover
Outdoor Education Center (hereinafter referred to as the 'Property' (Exhibit B)); and
WHEREAS, the District and the City agree that the District shall become the owner of
the Property pursuant to the lease-purchase agreement with CorLands, and further
agree that the District and the City agree to work cooperatively to facilitate the
City's use of a portion of the Property; and
WHEREAS, the District and the City have determined that it is in their respective
interests to enter into an agreement concerning costs for CorLands' services to
acquire the Property; and
WHEREAS, the District and the City have determined that it is reasonable, necessary
and desirable to enter into this Agreement; and
WHEREAS, the District and the City are authorized to enter into this Agreement by
article VII, section 10, of the State of Illinois Constitution of 1970 and the
Intergovernmental Cooperation Act (5 ILCS 220/1 et seq.).
NOW, THEREFORE, in consideration of the mutual promises, terms, and conditions set
forth herein and in the spirit of intergovernmental cooperation, the parties agree to
as follows:
01/14/2004 11:34 FAX 830 553 5764 DANIEL J. KRAMER a 004/005
1. The recitals set forth above are incorporated herein and made a part of this
Agreement,
2. The parties agree that all of the costs due CorLands as part of the lease-
purchase agreement, as enumerated in Exhibit B of that document, will be
shared evenly, with one-half of the costs to be paid by the District and one-
half of the costs to be paid by the City.
3. The parties agree that any additional costs, fees, rent or expenses associated
with the [ease-purchase agreement that are not enumerated in Exhibit a of
that document and that are determined by the parties to be due CorLands
shall be shared evenly, with one-half of the costs to be paid by the District and
one-half of the costs to be paid by the City.
4. This Agreement is exclusive to costs associated with the lease-purchase
agreement with CorLands, and specifically, this Agreement does not address
any costs associated with developing, maintaining and operating the Property.
5. The parties acknowledge their intent to enter into a long-tem lease, or
comparable agreement, for the allocation of active and passive uses of the
premises, as evidenced by the Land Use Diagram prepared by Schoppe Design
Associates dated , a copy of which is attached to this Agreement
as "Exhibit A". The parties expressly agree that the obligations under this
Agreement are contingent upon the parties having executed such a long-term
lease or comparable agreement.
6. This Agreement may be amended or terminated only by the express written
consent of both the District and the City.
7. The terms of this Agreement shall be binding on the successors and assigns of
both the District and the City.
8. This Agreement is executed in duplicate and each party shall retain one
completely executed copy, each of which is deemed an original.
IN WITNESS WHEREOF, the parties hereto have set their hands this day of
, 2003.
KENDALL COUNTY FOREST PRESERVE DISTRICT
Kay Hatcher, President
Attest:
Anne Vickery, Secretary
UNITED CITY OF YORKVILLE
01/14/2004 11 :34 FAX 630 553 5764 DANIEL J. KRAMER 005/005
Art Prochaska, Mayor
Attest:
, Clerk
01/14/2004 11 :36 FAX 630 553 5764 DANIEL J. KRAMER ej002/002
0.0 Cfpj.
0, United City of Yorkville
County Seat of Kendall County
E5T _ Nito 600 Gama Farm Road
N Yorkville,Illinois 60550
' OPhone:630-553-4350
+�•• S Fax 530-553-7575
January 14,2004
United City of Yorkville Park Board
Attn: Laura Brown,Director of Parks and Recreation
908 Game Farm Road
Yorkville,IL 60560
RE: Hydralic Street Property
Dear Park Board and Laura:
Please be advised that I spoke with Jerry at the Corland's regarding the above referenced
property. In order for the City to take title to the property and complete the transaction,
Corland's will need to provide the City of Yorkville with a title commitment for the
property. Corland's is in the process of ordering the title commitment and will forward it
to the City upon receipt from the title company, Once the title commitment has been
obtained the City will proceed with the execution with land case disbursement documents
and ultimately close on the property.
According to Corland's the title commitment should be issued by the title company in
approximately three weeks. Should you have any questions please feel free to contact
me.
Very truly yours,
//40.
Kelly A. Kramer
Attorney at Law
KAK/pdc
cc: Tony Graff
Art Prochaska
4.
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UNITED STATES DEPARTMENT OF COMMERCE
, h+t�r- "R,��__--- -- --_
`}o Economics and Statistics Administration
ril r U.S. Census Bureau
Fc W ��e Regional Office
�eES CO Westchester, IL 60154-5800
January 07, 2004
Annette Williams
City Administrator
City of Yorkville
800 Game Farm Road .
Yorkville, IL 60560
Dear Ms. Williams
The field data collection phase of the Special Census of Yorkville is nearly complete. As
of today, the preliminary counts of population and housing are:
Preliminary Population: 8,749
Preliminary Housing Units: 3,321
The preliminary count may change slightly as we match each questionnaire with address
listing books used by enumerators. Once local reconciliation is complete, questionnaires
will be sent to the Census Bureau's National Processing Center to begin the data capture,
tabulation, and certification process. Final certified population and housing unit counts -
may differ from the preliminary counts noted above and will be provided to you within
approximately 16 weeks.
If you wish to discuss any other aspects of the census,please inform me. If you wish to
speak to someone in the regional office, the telephone number is (708) 562-1458.
Sincerely,
11,
Ld�
Stanley D.Moore
Regional Director
USC ENSUSBUREAU
Helping You Make Informed Decision •1902-2002 www.census.gov
1
Memorandum
To: Kim King
CC: Laura Brown
From: Scott Sleezer
Date: 1/8/2004
Re: Truck Repair
Kim,
On Tuesday December 9, 2003 one of the parks department trucks was
damage accidentally while another truck was being parked. One of our
utility trucks was being pulled in to a parking stall when one of the tool
box doors opened unexpectedly , and tore a hole in the 2001 F-350
pickup. ( vin # 1 FTSF31 S21 ED79029 ) I have since had the truck
repaired by Automotive Specialties and wanted to get the bill paid in a
timely fashion. Attached please fmd a PO with the line item account
number.
Thanks,
Scott Sleezer
HUE
N FLAY SAFE
YORKVILLE
ill
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PARKS A RECREATION Yorkville Parks & Recreation Department
908 Game Farm Road Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail:yorkrecdepaol.com
Administration Office: 301 E Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347 fax
December 16, 2003
Memorandum
To: Laura
From: Dan
Re: Cabinets for Perkins
Working with Greg Millen of St. Joseph Cabinetry I have secured a donation of a 24"deep by 42"
wide by 36"tall cabinet. As we will be needing something bigger to handle our class needs I went
further and received estimates from him on doubling that amount of space to better accommodate
us. His bid was $341 for the cabinets. Tops for all of the cabinets would come to $215, with the
possibility of getting that portion donated. Please instruct me what you would like to do.
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YORKVILLE
PARKS&RECREATION Yorkville Parks&Recreation Department
908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: yorkrecdepaaol.com
Administrative Office 301 E Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347
Memo
To: Park Board
From: Laura J. Brown, Executive Director
Date: January 15, 2004
Cc: Tony Graff, City Administrator
Art Prochaska, Mayor
Re: PROJECT GROWTH 2004-2009
The following document was developed for board discussion and recommendations for the
upcoming fiscal year staffing needs and to forecast the potential growth impacts for
the Park and Recreation Department.. Inclusive in this document is a five-year projection.
Upon a recommendation and board comment, staff will proceed to the February
Administration Committee for acceptance and approval.
UNITED CITY OF YORKVILLE
PARK AND RECREATION DEPARTMENT
PROJECT GROWTH 2004-2009
The community growth and upcoming new developments will have fiscal impacts and needs
beyond the park land contributions that will affect the on going day to day operation for the
Park and Recreation Department, with some of these occurring before and during the
development of the housing areas and tax dollar contributions.
These will include; the need for new program development; impacts on existing programs
with the increase in residents; available indoor space for recreation programs with the
growth of the community; the additional maintenance equipment and staff required to
maintain the parks before the housing development is completed and tax dollars support is
received; and the need for community wide specialty facilities.
This rapid growth prohibits the Park and Recreation Department in quickly responding to the
future needs, without additional fiscal support and for short term planning for facilities, staff,
and equipment.
The following outlines the next five years of staffing impacts that the Park and Recreation
Department could be facing based on the known new developments.
• Based on the additional Park acreage and amenities we will need additional staff
to maintain and program the areas. The Parks Standards indicate a need for an
additional full time staff for every 11-17 acres of parkland (as indicated in the
revised time study 1/16/04). Current City Owned And Maintained Parks Is
50.53 Acres
• In addition to the Parks Staff needs, we will need additional Recreation Staff to
develop and implement the new recreation services that the growth will bring.
With an average of 330-500 new homes per year, the net result will be
approximately 825-1500 new residents per year. To program and offer services a
new program supervisor/coordinator would be required every 5000 residents.
For a projected growth of 22,000 residents would require 4.4 full time
programming staff and one Superintendent of Recreation. This requirement
would change if there were specialty facilities to manage and operate such as a
pool, fitness center, aquatic center, etc.
With the re-census figures of approximately 8,700 residents our staffing need
would be two (2)full time program supervisors. Currently we have one Program
Supervisor. For the Fiscal Year 2004-2005 the staff budget would reflect
increasing to add an additional full time Recreation supervisor in November.
Following years staffing needs would reflect the growth patterns.
• New Park locations with development in progress for FY 2004-2009 (some
open of these areas are be maintained as open areas) Canonball Estates -
1.5 acres, Rivers Edge - 1.25 acres, Sunflower- 2 acres, Fox Hills West -
19.35 acres, Raintree Village— 15.198. Windett Ridge - 8 acre, Heartland
Circle - 5 acres, Country Hills — 1 acres, Kylyns Ridge - 1.9 acres, West
Hydraulic— .5 acres, Menards Park—7 acres, Ellie Louise Gilbert - .5 acres,
Countryside open areas and parkways 22 acres, Menards medians - 1 acres.
MPI —206 acres (includes 88 acres conservation area), Fisher Property -
12.56 acres, Westbury - 12.0 acres. Boy Scout Camp active areas 76.0
acres (maintenance will begin in 2007-2008)
Additional New Acres Total 392.758 Acres
PROJECTED STAFF GROWTH
RECREATION
Nov 2004 One full time Recreation Supervisor(focus will be youth, preschool and
special events), additional part time staff
May 2005 One full time Recreation staff(Cultural Arts, Adult and Senior
Programming), additional part time staff
May 2007 Need for One full time Recreation supervisor-(facility manager/
aquatics), One full time Marketing/ Development Coordinator—
Brochure publication development, press releases, fund raising,
sponsorships, etc., two part-time recreation support staff
May 2008 Aquatics division staff(6-9 seasonal full time/3 full time)
May 2009 One Full time Recreation supervisor
PARKS
May 2004 Two full time Parks Staff and two additional part-time seasonal
parks staff.
May 2005 One full time building supervisor, three full time Parks staff, and three
additional part-time seasonal parks staff, (addition of the
Superintendent of Park Position).
May 2006 Two full time Parks staff(1- landscape specialist) and one part time
seasonal parks staff.
May 2007 Two full time Park Staff, one full time Administrative Assistant (Parks
Dept).
May 2009 Two full time Park Staff
In addition, to the park development and program expansion, we must also continue to
forecast the future needs the department will have for facilities, equipment and the demand
by new residents for new specialized services.
These may include indoor swimming pool, recreation buildings or gyms added to school
buildings, dance studio's, gymnastic centers, high adventure playgrounds, outdoor aquatic
center, maintenance equipment and the replacement of current equipment, Parks buildings
for the storage and maintenance of the equipment, and future overhead support we may
need if we need to pursue referendums for future facility development and funding.
APPROXIMATE COSTS FOR NEW/RENOVATED FACILITIES
1) Park Maintenance & Garage area $400-1 million
2). Indoor Pool $2 /Aquatic Center$5-7 million
3). Recreation Center$8— 12 million
4). Gym additions $1 —3 million
5). Specialty centers or buildings (dance, gymnastics, etc) $500,000-$1 million
Revision 1/16/04
Maintenance Standard Manpower Time Study
This summary is revised with actual time/ man hour information for tasks performed
utilizing the maintenance standards adopted by the City Council 2/25/03.
CURRENT INVENTORY OF CURRENT PARKS
Acreage Inventory includes general turf, trees, shrub areas,walkways, park trails, and athletic
fields. (Purcell-.27 acres, Fox Hill East-4.45 acres, Prairie-1.6 acres, Emily Sleezer-.25
acres, Town Square-2.55 acres, Jaycee Pond-6.2 acres, Beecher-22.6 acres, Cobb .24
acres, Van Emmon - 1.8 acres, Price-.72 acres, Riverfront Parks-4.85 acres).
In addition to the park areas there is approximately 5 additional acres that Parks
Department maintains with turf care and general outside maintenance (City Hall,
Library, Public works, etc)
CityOwned And Maintained Parks Is 50.53 Acres
Gross Acreage Of Current
9
New Park locations with development in progress for FY 2004-2009 (some open of
these areas are be maintained as open areas) Canonball Estates - 1.5 acres, Rivers
Edge - 1.25 acres, Sunflower -2 acres, Fox Hills West - 19.35 acres, Raintree Village—
15.198. Windett Ridge - 8 acre, Heartland Circle - 5 acres, Country Hills — 1 acres,
Kylyns Ridge - 1.9 acres, West Hydraulic— .5 acres, Menards Park—7 acres, Ellie
Louise Gilbert - .5 acres, Countryside open areas and parkways 22 acres, Menards
medians - 1 acres. MPI —206 acres (includes 88 acres conservation area), Fisher
Property - 12.56 acres, Westbury - 12.0 acres. Boy Scout Camp active areas 76.0
acres (maintenance will begin in 2007-2008)
Additional New Acres Total 392.758 Acres
Gross Total Acres 443.288
Additional concept subdivision plans with proposed parkland - Runge Property,
Caledonia, Silver Glen.
Additionally to the gross acreage of City maintained areas the following is the current
inventory of athletic fields, playgrounds and park amenities.
4 Basketball Courts
0 Tennis Courts (School Owned)
19 Picnic Shelters, benches & tables
1 Fountain
6 Buildings (City & Recreation)
8 Playgrounds/ Play areas (2 will be added in 2004)
3 Bike Racks
3 Fence Areas
9 Garbage cans
2 Flag Poles
2 Planters / Gardens
2 Parking Lots
1 Monument Wall
2 Ponds (area surrounding is maintained)
7 Ball Fields
6 Backstop fencing
6 Home Run Fence
1 Score Board
12 Player benches
1 Concession stand (2004)
2 Dug Outs
10 Soccer Fields & Pair of Goals
1 Soccer Shed
1 Skate Park
1 Sand Volleyball Court
Open greenway I water way/creek corridors / currently not maintained
SUMMARY
In order to maintain the current level of parks, open areas, and overall maintenance, we
need to define the expense associated with maintaining per acre of property. Following
is based on 2003-2004 fiscal budget for Parks. (revised budget amounts used 1/16/04)
Salaries (Full time, Part time, Overtime and benefits) $264,867
Current For FY 03-04 /4 full time and 4 part time revised budget amounts used 1/16/04
Contractual $ 9,000
Sub total $273,867
Removed 75% of foreman's salary and benefits (foreman is more supervisor and
administration responsibilities and only accounts for 25% hands on /field work)
($68,500)
Total salaries $205,367
To determine cost per acre — utilizing current City Owned acres of 50.53
Salaries
TOTAL ACREAGES 50.53 acres = $4,064.26 per acre
Average MWI with benefits approximate cost would be $43,840— 11 acres would be the
amount for a new MWI employee
General Equipment $ 6,835
TOTAL ACREAGES 50.53 acres = $135.266 per acre
Capital Expenses for repair, and replacements $ 87,850
TOTAL ACREAGES 50.53 = $1,738.57 per acre
Infra-structure & Operational supplies $ 57,100
TOTAL ACREAGES 50.53 = $1,130.02 per acre
FORECASTING NEEDS
Using the break downs above, a conclusion could be drawn for every 11-17 acres of
new park development would require a new full time staff/ maintenance worker I, and
an additional $1487.92 in general equipment, $19,124.27in Capital Equipment, and
$12,430.22 in operational supplies
The variable for this summary will be the impact of specialty equipment and
replacement equipment and utilization of seasonal and part time staff.
To plan for a five-year (2004-2009) projection and budgeting purposes, a 40% full time
and 60% seasonal and part time staff projections of need is used. Based on the project
land development and acquisition of 443.288 acres (through 2009) the gross staffing
need is 40.30 with 40% being full time = 16 and 60% being season and part time 24.30.
To maintain this type of staffing pattern for the next five years of development and
growth would require hiring 2.6 full time staff and 4.86 part time additional staff
annually. (Current staffing includes 3 full time— in field staff, and 4 part
time/seasonal staff).
PARK AND RECREATION DEPARTMENT ORGANIZATION CHART
CITIZENS
n Oct/ Nov 2003
City Council Mayor f May 2004
Land Planner
n May 2005
City Administrator Park and Recreation Board Park Superintendent
position will be a
promotion and the
Director of Public Works I I addition of a foreman
I EXECUTIVE DIRECTOR PARK AND RECREATION
I and will oversee
Parks Department
Park Superintendent
I Superintendent of Recreation
Park Foreman
Operator Operator
Landscaping Recreation Recreation Recreation
Supervisor Supervisor Supervisor
Maintenance -
Maintenance worker II — Maintenance
worker II �, worker II Fulltime Building Administrative Administrative
Supervisor Assistant Assistant
Maintenance Maintenance Maintenance
Worker I Worker I Worker I
Part time
building Part time instructors, seasonal
maintenance staff, coaches, volunteers
Seasonal part time Additional Seasonal
maintenance part time maintenance
Personnel Standards Man Hours
Item/Task Anticipated 2002-03 Actual Adjusted 2003-04
Athletic Field Maintenance 2646 1200 1200
Ball Fields&Soccer
Walk,Road&Trail Maintenance 383 160 80
Court Games 0 0 40
Play Area Maintenance & 986 746 986
Inspections
Picnic& Shelter Maintenance 176 534 400
Building&Facility Maintenance 174 415 800
Turf Maintenance 2080 2143 2300
Tree, Shrub & Beautification 1312 841 900
Open Green Space& Water Way 384 0 300
Maintenance (non-turf)
Vehicle &Equipment Maintenance 840 1179 1000
Cross Department Support 1777 1073 1200
Administrative&Training 1564 1422 2080
Time Off 1638 896 1926
Total 13960 10609 13212
This doesn't include new area expansion expected for 2004.
Country Hills
Rivers Edge
Menards
Gilberts
West Hydraulic
Countryside
Fox Hill West
Other variables not included are the Countryside common areas and the Fox Hill
common areas.
M �
Personnel standards
Man HOURS
Daily Weekly Monthly Seasonal Annual Below Item/Task
current
level
2646 * I0 Athletic Field Maintenance
Ball Field & Soccer
383 * 20 Walk, Road and Trail maintenance
0 30 Court Games (basketball, Tennis
986 * 40 Play Area Maintenance & Inspections
(Playgrounds, skate park)
176 * 50 Picnic& Shelter Area Maintenance
174 60 Miscellaneous Facility/ Building
Maintenance
2080 * 70 Turf Maintenance
1312 * 80 Tree, Shrub and Beautification
Maintenance
384 90 Open green space&water-way
maintenance (non-turf)
840 100 Vehicle and Equipment maintenance
1777 200 Cross Department support (Public
Works, Engineering,Admin, Police)
1564 300 Administration and training
1638 400 Time Off(Vacation, Sick Leave,
Compensation time, Holiday)
Includes Accrual Time
13960 TOTAL
YDRX VILLE
PAWS&RECREATION Yorkville Parks&Recreation Department
908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: yorkrecdep(aol.com
Administrative Office 301 E Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347
Memo
To: Traci Pleckham, Finance Director
Kim King, Accounting I HR Clerk
From: Laura J. Brown, Executive Director
Date: January 14, 2003
Cc: Tony Graff, City Administrator
Art Prochaska, Mayor
Park Board
Re: Program Supervisor Position
•
The attached is the position announcement for posting. This is to fill the vacant position of
Program Supervisor for the Recreation Department.
I have also posted this announcement on the Illinois Park and Recreation Association
(IPRA), which is the state professional organization for our field.
1
YORKVILLE
11
PARKS a RECF1EATION Yorkville Parks & Recreation Department
908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: yorkrecdep@aol.com
Administration Office: 301 E Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347 fax
POSITION ANNOUNCEMENT
PROGRAM SUPERVISOR
UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT
The United City of Yorkville, an Equal Opportunity Employer is seeking applicants for a
fulltime position as a Program Supervisor within the Park and Recreation Department. Under
the supervision of the Superintendent of Recreation, the Program Supervisor is responsible in
assisting with the organization, operation and supervision of all recreation facilities, programs,
participants and seasonal/contractual instructors, volunteers and coaches under their jurisdiction.
The Program Supervisor shall represent the recreation department at meetings and in other
situations, as assigned in the absence of the Superintendent of Recreation, as it relates to
recreation. Great opportunity for an individual who wants to start with a growing
community in Kendall County.
MINIMUM AND PERFERRED EDUCATION AND EXPERIENCE
1.Bachelor's degree in Recreation Programming, Physical Education, Leisure Services or other
related field from a college or university. Advanced education and recreation experience
preferred, CPRP preferred
2.Must have experience in computer skills; data entry, registration software, publisher software
and word processing, RecTrac preferred
3.Must have outstanding communication skills, must be highly organized and motivated.
4.Must have successfully completed a background investigation with findings of good character
and no felony convictions.
$32,085 -$49,680 Hiring range/hour plus full medical and employment benefits.
Submit resume and United City or Yorkville Application to Executive Director of Park and
Recreation Department 301 E. Hydraulic Street , Yorkville, IL 60560. Applications are available
at the United City of Yorkville City Hall, 800 Game Farm Road, Yorkville. Applications and
resumes will be accepted until position is filled.
programsupervis.desc.FINAL 2/26/03
Yorkville Parks&Recreation Department
Program Supervisor
Job Description
Department: Recreation
Reports to: Superintendent of Recreation
Status: Full Time; exempt
Positions Supervised: Instructors/Volunteers/Coaches
Position Description Overview
Under the supervision of the Superintendent of Recreation, the Program Supervisor is responsible for
assisting with the organization, administrative planning, operation and supervision of all recreation
facilities, programs, participants and seasonal/contractual instructors, part time staff, volunteers and
coaches under their jurisdiction. The Program Supervisor shall represent the recreation department at
meetings and in other situations, as assigned in the absence of the Superintendent of Recreation, as it
relates to recreation.
Essential Job Functions
1. Assist with the planning and organization of recreation programs and special events.
2. Create and maintain the seasonal quarterly catalog for programs and events.
3. Manage and maintain partnership with school district including;
Managing security procedures; opening and closing of all facilities; including shared
facilites with Yorkville School District 115 and other organizations as needed.
4. Coordinate Assist in the coordinating of programs and special events, including recruitment
and hiring of seasonal staff, inventory and purchasing of recreation equipment.
5. Assist in the moving, lifting, coordination and inventory of facility and program equipment.
6. Directly supervise and monitor recreation programs and events during daily, after school
hours, evenings and weekends.
7. Personnel management, supervision and evaluation of recreation instructors, part time staff,
seasonal staff, volunteers and coaches during activities, programs and special events.
8. Provide instructor payment reports, pre/post reports, information pertaining to programs,
facilities and conduct instructor evaluation.
1
programsupervis.desc.FINAL 2/26/03
9. Assist in registration for programs and rental of facilities when needed, maintaining
confidentiality of personal information received from patrons.
10. Oversee the recording of data pertaining to recreation programs and operation for
departmental quarterly reporting.
11. Recruit, hire and assign Contact and schedule instructors/coaches and referees quarterly for
activities and league events.
12. Assist in the preparation of the annual "activity calendar" pertaining to hours and usage of
the Yorkville School District's facilities and other organizations as needed.
13. Develop and administer Create and oversee a Volunteer Recongnition Program including
recruitment and awards given on an annual basis.
14 May regularly be required to lift and/or move up to 10 pounds; frequently lift and/or move
up to 25 pounds, and occasionally lift and/or move up to 50 pounds.
15. Perform other duties and functions as directed by the Superintendent of Recreation.
16. Assist with the development of new community partnerships.
Basic Requirements - Knowledge, Skills, and Abilities
1. Must posses the knowledge and ability to organize and supervise coaches, instructors, and
volunteers as it relates to recreation curriculum.
2. Will have the ability to independently resolve problems and mediate when necessary.
3. Will have strong adminstrative skills, experience in training and supervision.
4. Must establish and maintain good relationships with community, school district and
administration.
5. Work record, references shows reliability, inititative, tact and productivity. Ability to establish
priorities and make decisions, and to take appropriate action when necessary.
6. Will have the ability to calculate utilizing basic math skills.
7. Will have the ability to administer and supervise computer programming, networking and
overall telecommunications.
8. Has the ability to schedule and implement duties in a effective and efficient manner.
9. Possess good communication and writing skills, trustworthiness, and a will to work.
2
programsupervis.desc.FINAL 2/26/03
10. Will have working knowledge of the park and recreation system.
11. Must maintain a valid driver's license and abide by the Park and Recreation Board vehicle
policy and the City of Yorkville's vehicle policy.
12. Must comply with all rules, policies, regulations and procedures related to the City of
Yorkville's employee manual.
Minimum Preferred Experience and Education
1. Bachelor's degree in Recreation Programming, Physical Education, Leisure Services or other
related field from a college or university. Prior experience in recreation field (experience)
preferred. Currenty certified or ability to obtain CPRP within the first six months is preferred.
2. Must have experience in computer skills; data entry, registration software, publisher software
and word processing, RecTrac preferred.
3. Must have outstanding communication skills, must be highly organized and motivated.
4. Must have successfully completed a background investigation with findings of good character
and no felony convictions.
The duties listed above are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position if the
work is similar, related or a logical assignment to the position. The job description does not constitute
an employment agreement between the employer and employee and is subject to change by the
employer as the needs of the employer and requirements of the job change.
3
YORKVILLE RECREATION AND PARKS
CASH ANALYSIS
AUGUST 31, 2003
CASTLE BANK- CHECKING ACCOUNT =
$173,391.02
CASTLE BANK- MONEY MARKET ACCOUNT =
$3,756.10
TOTAL = $177,147.12
YORKVILLE RECREATION AND PARKS
CASH ANALYSIS
SEPTEMBER 30, 2003
CASTLE BANK- CHECKING ACCOUNT =
$171,419.29
CASTLE BANK -MONEY MARKET ACCOUNT =
$3,757.68
TOTAL = $175,176.97
I
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I Park District discusses need for Scout camppooi renovation
By Stephen Gordon
up to building code standards. be ready for operation before 2005. :rooms have to be refurbished,with what grant money we can find to which,according to Brown,would
The pool on the site is for indoor She said that the current structure new insulation, and a new heating get this going to begin with." ' • cost just under$29,000.The board
SPECIAL TOTHEBEACON NEWS use during the summer, Brown couldbe kept as an indoor facility system needs to be installed. The site was a Boy Scout camp was informed that the Kiwartis
YORKVILLE —
Since a new said. or as an add-on structure to the rest Brown said the decking of the cur- for more than 50 years until it was Club of Yorkville was planning a
water park is not in the city's imme- From what we have been able to of the aqua center plan. rent pool would have to be re- purchased by"CorLands, a land fund-raiser for later this year to
diate future,the Yorkville Park Dis-. determine,it will cost somewhere "That is what we think now,"she placed: conservation group,for$18 million raise money to have two outdoor
trict Board this week discussed the in the range of$1.2 million to $2 said. "It may be longer than that. "So this is not going to happen last year:The land will be owned by basketball courts built on the site.
results of a study of the swimming million just to get the building up to Our biggest hurdle is money right right away,to say the least,"Brown .the group until it can be purchased ' The board discussed the re-bid
facility at the Hoover Outdoor Edu- building code standards as well as now, and plus we will not own the said. "We are planning to do an by the Forest Preserve District of process for the Fox River.shelter.
cation Center. ADA (Americans with Disabilities land until 2005." : agreement with the Forest Pre- . Kendall County. Brown,said the cost could be
Laura Brown;director of Parks Act) standards." . According to Brown,the inside serve District of Kendall County. In other matters,the board was $33,000 to$36,000.The Park D.is-
&Recreation, said there is an in= According to Brown,the entire of the building that houses the pool ! They would own the land, and we shown new designs of potential _ trict is working with a new vendor
• door lap pool on the former Boy aquatic center project will cost$5 has little insulation,so it could not would manage the facility.We are playground equipment for the that will create some designs for
i Scout camp property, but it is not million to$7 million and would not be used during the winter. Locker now going to go out and look for Country Hills Park development the board to review.
Phone WE RESERvE.-THE RIGHT To CORRECT PRINTING ERRORS AND LIMIT QUANTITIES AND/OR CHANGE PRICES WITHOUT NOTICE SALE DATES: 2 BLOCKS EAST OF
630-966-0882 THE AREA'S LOW PRICE LEADER • OUR NAME TEL 1 I ' - -
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