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Park Board Packet 2005 05-09-05 Yorkville Parks & Recreation Department Board Meeting Park and Recreation Administrative Offices Riverfront Building 301 E. Hydraulic Street Yorkville, IL 60560/ 630.553.4341 AGENDA May 9, 2005 Call to Order: Roll Call: Chris Rollins, Ken Koch, Van Truman, Heather Fiala, Richard Korinek, Tammy Smock, Alderman Paul James Introduction of Guests and/or City Officials, Staff: Park and Recreation Director— Laura Brown Superintendent of Recreation — Sue Swithin Public Comments: Approval of Minutes: Minutes April 25, 2005 Bills Review: Cash Analysis Bill List Old Business: Senior Service Ad-hoc Meeting - update Fiscal 2005-2006 Budget Status New Business: Summary of Town Meeting - Rivers Edge Park II / Concept Design and Recommendation Whispering Meadows Park Design / OSLAD Grant Park Naming application from Rotary Club for Park E Election of Park Board Officers Park Tour Dates Park Liaisons City Council Rotation Schedule Reports Directors Report Recreation Report Additional Business: Correspondence: Miscellaneous Correspondence Adjournment Yorkville Parks&Recreation Department Board Meeting April 25,2005 MINUTES Call to Order- President Rollins called the meeting to order at 7:00 p.m. Roll Call- Chris Rollins,Van Truman,Heather Fiala,Tammy Smock,Bob Pilmer,Alderman Paul James Absent: Ken Koch,Richard Korinek Guests/City Officials/Staff- Laura Brown,Executive Director Scott Sleezer,Parks Foreman Public Comment- None Approval of Minutes- Minutes of the April 11,2005 meeting were unanimously approved following a motion by Pilmer. Truman seconded the motion. Bills Review and Cash Analysis- Fiala made a motion to approve the bills and cash analysis as submitted. Smock seconded. A roll-call vote was taken:Rollins,yes; Truman,yes;Fiala,yes; Smock,yes;Pilmer,no. Developer Presentation- Andrew Fitz,Montalbano Homes, along with John Glen(Glen Design),Karen Reeves(Lannert Group) and Michael May(CEMCON),presented a preliminary engineering plan for the Lee Farms development. The Board saw the original concept plan in September,2004,and based on their input at that time revisions were made to the plan and were presented to the Plan Commission one week ago. The Board discussed the changes and shared their concerns with the proposed shared school/park site in relation to future development on the other side of the east boundary of the development.They also discussed location of the proposed trail and their desire to have it eventually connect with the regional Au Sable Trail to the south. The developer will again revise the plan,according to the city's specs,and present it to the Board for their review. New Business- The Board moved the space needs analysis report to this time in the meeting to allow John Bosman to be on his way.The Board reviewed the space needs analysis and design for a parks maintenance facility prepared by Mr. Bosman, SRBL Architects. The plan, including projected costs,was developed after interviewing staff,looking at existing facilities,assessing requirements for vehicle storage,staffing,and projected growth over a seven year period.He pointed out that projected costs are all inclusive, including furniture, fees,etc. in addition to construction. Cost of construction of the 20,000 sq. ft. building would be between$3.5 and$3.9 million,with added soft costs(furniture,equipment,etc.)bringing the total cost to approximately$4.1 million. The Board also discussed the shared use of the current facility and equipment with Public Works and the possibility of some continued sharing with a new facility. Brown asked the Board for direction on how to proceed. It was concluded that Brown will meet with the Finance Director and City Administrator to look at funding options,which she will present to the Board on May 9. Rollins pointed out that it is important to make sure the desire of the City is not to build a general Public Works building.Discussion with Public Works will also have to take place to determine their needs.Brown suggested that Sleezer, Truman, and James attend a Public Works Committee meeting to present the plan and solicit their input.The Board concurred. Old Business- Rojean Biltgen, Skeletons in the Closet,Inc.,presented her request for a location for an October car show.She pointed out that all proceeds go to the food pantry and needy families. The Board told her that Parks and Rec has no park space the size required for the show,but offered to help fmd a location where the show could take place.Truman suggested co-sponsoring and approaching the School District for a location.Rollins suggested the possibility of Silver Springs and also offered the possibility of helping with advertising or volunteers.Brown suggested contacting the city's new Community Relations Director. Brown reported that the fiscal budget will be reviewed by City Council on April 26. Truman reported on City Council's discussion regarding dissolution of the Park Board, saying it isn't going to happen. Brown said City Council suggested that park board members visit Council meetings on a rotating basis.James suggested City Council attend park board meetings on a rotation schedule. Smock pointed out how important it is for the two boards to have communication.Rollins pointed out that communication to City Council does exist.He said additional ways Council can be informed on parks and ree business are board minutes are available to them,a liaison could attend park board meetings,or council members can have discussion with Brown.He also suggested that a Council liaison or designated alternate would always be welcome at park board meetings. Truman pointed out that the Mayor also suggested a City Council liaison to the Park Board. Brown said that she will put together a rotation for City Council for May.The Board can discuss this further at another meeting. New Business Continued- Mark Harrison, Schoppe Design,presented the design plan for a two-acre park in Sunflower Estates, which incorporates a farm theme,and shared the planned layout and features for the park.Brown said construction of this park would begin in mid-July or early August,with completion expected in October. She said a town meeting is planned on May 23,at 6 p.m.prior to the regular park board meeting to provide Sunflower residents an opportunity to view the plan. Brown discussed Gilbert Park,saying the entire process will be bid out in a week to ten days. The bid will include installation,construction and equipment(to be selected by the Board).Brown and Harrison presented equipment plans and bids from five manufacturers,and asked the Board to make the selection. The Board gave consensus on the equipment plan from RCI(Recreation Concepts,Inc.). Equipment costs were discussed,with the Board expressing their desire to provide citizens with a very nice park, since it is the only park in that area. Brown pointed out that if costs for the park come in over budget, a line item adjustment would be recommended to City Council,with the additional funds coming out of land-cash. Sleezer reported that informational signs will be installed at all reservable shelters and gazebos telling the public the process.A monthly printout of all park reservations will be sent to the Police Dept.,for their information, should any questions arise. Sleezer recommended the purchase of a utility cart for the department to better serve maintenance of ball fields, etc. and other areas where it is best that trucks not go. The Board gave consensus to Sleezer's recommendation to purchase bid#3 for a Toro Workman 2100 at a cost not to exceed$7,863. Sleezer reported that the Junior Women's Club approached him with a desire to donate$1,000 to improve the sand play area at the Beecher playground.Installation would be done in house.The Board gave its unanimous recommendation to accept the donation of$1,000 to add play features to the sand play area at Beecher Park. Sleezer asked the Board to consider spending$2,200 out of this year's budget to purchase new Christmas decorations for the city. Rollins pointed out that the parks staff has spent considerable time with the care and handling of the city's decorations,and that each year they try to add a few new decorations to replace those that are no longer usable.The board gave its unanimous approval to the request. Additional Business: Brown announced that a Rivers Edge town meeting is scheduled for May 9,prior to the regular board meeting to review the passive park plan. Brown asked the Board to bring dates to the May 9 meeting to set a park tour. Correspondence- Rollins pointed out additional information in the board packet noting Kendall County is the second fastest growing county in the country. Pilmer announced that his term as school liaison has expired. He thanked everyone for their cooperation and dedication to the Parks and Rec Dept.He recognized the work of staff and volunteers in offering programs and activities to the residents,and encouraged continued cooperation through intergovernmental agreements,joint schooUpark sites,etc. Adjournment- The meeting adjourned at 9:45 p.m.,following a motion by Truman.Fiala seconded the motion. Respectfully submitted, Judy Rice Recording Secretary The next meeting of the Board is scheduled on Monday,May 9 at 7 p.m.at the administrative office on West Hydraulic St. To: Laura Brown Sue Swithin Park Board From: Judy Rice Date: April 28,2005 After much thought I've come to the decision to resign my position as reporting secretary for the Park Board,effectively immediately. The time required of me to effectively accomplish my responsibilities with the Oswegoland Park District has gradually increased over time,and the additional evenings needed to attend Yorkville Park Board meetings and transcription of minutes makes for very long work days and too little time with other activities and tending to needs at home. I have enjoyed my time with Parks and Rec.You've all been very nice to work with,and I appreciate and support all that you do for the residents you serve.I extend my best to each of you,and thank you. !,1 IWHISPERING MEADOWS p Yorkville, Illinois BMX TRACK OVERHEAD CLMBER111111111,111111111111 .,. a ti r 7 „k1 �o pyR7 y r•• RI/ • PLAY STRUCTURE ,� OM I ^ - '.': ', ' A ,r . in , :, 'k.' ' iia . . „, ,•,•, -_ G . • .,_.,4 '1: A 1:- 7'`` 1 i r 1� _____ 4'''Nitt 1)':'631 "iPke ,4_.44 r . ,. 1. ' , 7.—t.., ,,,,.._,- >F r '/il7...,..r.'7.-.,,,--,,•._ „y' vtoNID - n as 0.... 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Viii elk ./. ..,..,,,,........„. „ ...,,,, / ;,i.el, 6 ir'7: . dial ..j.4jfigt i --,......,/ ,,-, ,,10-,, ...e.,.:...,.. I rix ic.t1�U ►_ 't3CK ARCH ^^ ' r 4 w v ate, r .. e ""1 Y F a }� _ `.. H ,,•4•• ---'- -- ARCl4 SWINGS °' .�,' " • M S`VVItvVS :,,41:-::,:o. ROCK ARCH-1 .. . �+< d \ PAVILION ` .� TRAIN t n _ ,s SITE PLAN , -, DETAIL PLAN @ PLAYGROUND 4.."T"'":4' '� _.= _ scat:: }", ,.,,7. * 0 CLOCK PANEL \`yam=/� jj/�♦�� —,. OTTE T. : -IV L4 E>IN-('. J �� i „� w) The United City Of Yorkville IMPROVEMENT PLAN --,—o.a_ - 3 a„eFaVnRd i, I ..._ sE% 630-553-4350 F.t'[ri n..,;_363') CELEBRATE ROTARY rag20". ROTARY CLUB OF YORKVILLE P.O. BOX 261 YORKVILLE, IL 60560 April 27, 2005 Yorkville Park Board 908 Game Farm Road Yorkville, IL 60560 Dear Park Board Members: The Rotary Club of Yorkville respectfully requests that the eleven (11) acre park at the Grande Reserve be named "Rotary Park". Rotary is the world's largest service organization with a new very active group, which meets weekly in Yorkville. The Rotary Club of Yorkville intends on holding a minimum of one event per year at the park, which would bring many individuals from throughout the community together, to raise awareness about Rotary, and raise funds for future amenities to the Park. The Rotary Club of Yorkville intends to raise funds throughout the years, which can be used toward the purchase of items such as additional skate park amenities, trees, picnic tables, park benches, and scoreboard for the park. Thank you for your consideration in this matter. Sincerely, L n Dubajic Charter Member Rotary Club of Yorkville Nov ,24 04 09: 49a Yorkville Recreation 630-553-4347 pal itYOA cvlu PAQKL A{KC PCATTON Yorkville Parks 8 Recreation Department . Qk..,, .\ 908 Game Farm Rd. Yorkville,IL 60560 630.553.4357 630.553.4360 fax e-mail: Z cczz: Administration Office: 301 E Hydraulic Street Yorkville,IL 60560 630.553.4341 630.553.4347 fax PARK NAMINGAPPLICATION Person completing application . L NI /tit(A 51 G On behalf of(person or organization) f. 6 IP\/ CL.tt L301.- Lib J Address of person completing application Yd t-fKL LLE , TLC__ 0 0 mn er: Home Suggested Name Park, location,facility to be considered for naming: G A 1\-k)6 2csF zit I 1 Pre 2E' Please explain why this name should be considered (please use back of application or attach additional sheets if necessary). If naming after a person please verify that the person or his immediate surviving family have been contacted: Person Contacted P‘' Phone Number IJ A Date contacted: N)By whom: /J OFFICIAL USE Date Received: By whom: Request Verified by Staff Schedule for Park Board Review Date: Action City Council Date: Action: Dedication Name on Signage Location of Park,Facility, Building,thoroughfare: Why should Rotary Park be considered? Rotary is an organization that supports a motto of service before self Rotary's members are local business and professional leaders who encourage high ethical standards and help build goodwill. As Yorkville's local club, we are dedicated to growing the community in a positive light and we feel that this is a project that will improve the quality of life for the citizens of Yorkville. 2004—2005 Park Liaison Assignments Riverfront Park Heather Fiala Beecher Park& concession stand Chris Rollins Purcell Park(Cannonball) Ken Koch Price Park(Greenbriar) Ken Koch Hiding Spot Park(formerly Prairie Park) Chris Rollins Cobb Park Ken Koch Jaycee Park Chris Rollins Sleezer Park(Heartland) Richard Korinek Fox Hill (east and west Park sites) Tammy Smock Van Emmon Park Van Truman Rivers edge Parks(3 sites)/Rice Park Tammy Smock West Hydraulic greenway Van Truman Town Square Van Truman Gilbert Park Heather Fiala Country Hills Park Heather Fiala In the planning Grande Reserve Park E Chris Rollins Grande Reserve Park D Richard Korinek Grande Reserve Regional Park Chris Rollins Grande Reserve Trail Richard Korinek Sunflower Park Ken Koch Cannonball Ridge Park Tammy Smock Menards (Prairie Meadows) Richard Korinek Kimball Hill (Whispering Meadows) Ken Koch CITY COUNCIL MEETINGS COMENHTTEE OF WHOLE CITY COUNCIL May 17 May 24 June 7 June 14 June 21 June 28 July 5 July 12 July 19 July 26 August 2 August 9 August 16 August 23 September 6 September 13 September 20 September 27 October 4 October 11 October 18 October 25 November 1 November 8 November 15 November 22 December 6 December 13 December 20 December 27 YDRKv1LLE h.. JaL PARKS A RECREATION Yorkville Parks & Recreation Department 908 Game Farm Rd. Yorkville,IL 60560 630.553.4357 fax 630.553.4360 e-mail:www.recreation@yorkville.il.us Administrative Office 301 E Hydraulic Street Yorkville,IL 60560 630.553.4341 fax 630.553.4347 Memo To: Park Board From: Laura J Brown, Executive Director Date: May 3, 2005 Re: Director's Report Greenbriar subdivision We sent notices to 5 residents regarding encroachment into the park area with trees, swing sets, gardens, sump pump drain outlets all extending over property lines. Residents were asked to re-established all vegetation and grass and relocate all trees, shrubs and equipment into property lines before May I 1 to Countryside Open Area Staff are having discussion regarding the maintenance and use of the Countryside Open area now that the ownership of this area has been resorted to the city. I will keep you informed of requests for maintenance or uses as they are determined. Park Construction status Gilbert Park—with construction to begin in July, installation bids were sent out on May 6th and due back by June 66 . Cannonball Ridge Park—with construction to begin in July, equipment design specifications were sent out May 3rd and due back on May 126. Sunflower Park—construction to begin in August Grande Reserve Park E and Regional Park— both are under construction currently with anticipated completion in September I October of 2005. Youth Baseball Currently the agreement with Youth Baseball for use of the Softball / Baseball fields has been going fine. We are clearing up communication problems and last minute scheduling. We will be looking at arrangements for next year for fields for non- Yorkville Youth Baseball Travel teams. A possible solution may be to hold out one field for scheduling by non-YYSBA only. This would allow all teams with residents from Yorkville use of the fields. Reminders The Park Board needs to explore dates for the Semi annual Park Board tour and review of parks on a Saturday in (May or June) At the May Park Board meeting we will need to decide and vote on the annual park liaisons &the re-election of Park Board Officers. Page 1 of 3 Laura Brown From: Harold Martin [hmartin@yorkville.il.us] Sent: Tuesday, May 03,2005 2:06 PM To: 'Laura Brown' Subject: RE: Countryside Blackberry Creek Common Areas Amenimmull Chief Original Message From: Laura Brown [mailto:lbrown@yorkville.il.us] Sent:Tuesday, May 03, 2005 11:25 AM To:jwyeth@yorkville.il.us; tgraff@yorkville.iLus; hmartin@yorkville.il.us; aprochaska@yorkville.il.us Cc: `Scott Sleezer' Subject: RE: Countryside Blackberry Creek Common Areas I also have some questions— 1. Are we discussing the creek side only? 2. Are the homeowners going to maintain any part of the land ie cutting the grass? Is anything in writing? 3. Are we expecting Park Staff to monitor and pick up garbage in these areas now? 4. If this is public land—I guess the Park Board needs to discuss use of the area—because if we are saying it is okay to fish (including for the homeowners)then we need to create these opportunities. Mr Moment discuss controlling the fishing however, if it is public we can not say some people can fish and others can not. 5. As far as patrolling and monitoring by the police—if this is public property similar to parks then we will expect the same level of control and monitoring. 6. Has City council decided on the use of this area—is this in fact park land? 7. I guess I am a little unclear also on the use of the property and my role. If it is park land then we will post signs indicating this and look at the uses. 8. If this is park land—we will also need to discuss encroachment issues similar to greenbriar, fox hill and rivers edge. It appears to me that we need to have a staff level discussion to get on the same page and understand the direction we are all moving in. This way we can give a better answer to Mr. Moment on what the City is willing to do and not do when it comes to this common area. La ur2 Laura J. Brown Executive Director United City of Yorkville/Park and Recreation Department 301 E. Hydraulic Yorkville, IL 60560 Ibrown(a�yorkville.il.us Office Phone 630 553-4341 Cell Phone 630 327-1977 From: John Wyeth [maitto:jwyeth@yorkville.il.us] 5/3/2005 Page 2 of 3 Sent: Tuesday, May 03, 2005 9:46 AM To: coypw@comcast.net; hmartin@yorkville.il.us; 'Laura Brown' Cc: tgraff@yorkville.il.us Subject: FW: Countryside Blackberry Creek Common Areas Eric, Harold and Laura: I responded to Art, Tony and Rose yesterday concerning these areas. I didn't see that Tony had also asked for your input. I now forward to you my initial ideas. Please copy me on your thoughts. There is no "right"answer here, and I value all points of view. John Wyeth From: John Wyeth [mailto:jwyeth@yorkville.il.us] Sent: Monday, May 02, 2005 2:41 PM To: 'tgraff@yorkville.il.us'; 'aprochaska@yorkville.il.us'; 'rspears@yorkville.il.us' Subject: FW: Countryside Blackberry Creek Common Areas Art, Tony, Rose: I'm forwarding Mr. Moments message for your convenience. I would be happy to meet with him and discuss alternatives. The range of possibilities extends from"Convey the Land to the adjoining homeowners"at one end of the spectrum to "Treat is as a public park"at the other end. I don't think that either of these extremes are attractive to either the City or the Homeowners. Thankfully, I was involved in the public meeting and follow-up presentation to the City Council last fall so I have a general background on the respective issues. While the following is not an exhaustive list, and is subject to homeowner and City input, here is a laundry list of possible solutions: 1. Provide Signage indicating that this is City Property, and do's and don'ts. 2. Establish identifiable boundaries, i.e. with landscaping,decorative posts, etc 3. Consider construction of a pathway to entry and exit 4. Alert City Police of the particular needs for this area. I note and distinguish these "creek side" parcels from the "interior"parcels which present a different group of needs and solutions. Do you want me to meet with Mr. Moment? Any other suggestions would be welcome. John Wyeth From: Loanman2000@aol.com [mailto:Loanman2000@aol.com] Sent: Friday,April 29, 2005 4:15 PM To: tgraff@yorkville.il.us; rspears@yorkville.il.us; aprochaska@yorkville.il.us;jwyeth@yorkville.il.us Subject: Common Areas Ladies & Gentlemen, Now that some time has passed and I would assume the city has now recorded the deeds for the land specifically behind our homes. I want to address something that I feel needs attention. Some of these items were issues last year and they appear to be around us again. First,we have started to see a great number of fisherman walking away with stringers of fish out of the pond that is behind our house on W. Kendall. Now, please keep in mind,we pay twice a year to have this pond stocked to keep it in its natural setting and condition.Without some of the fish,we would have 5/3/2005 Page 3 of 3 a terrible algae invested body of water behind our homes.We usually ask if we see them to please catch and release, but they still seem to be walking away with handfuls. Second, We have already on two different occasions walked the back area and picked up beer cans, pop cans, fishing containers for bait, general garbage that has been left for us to enjoy. Last year we found a homemade marijuana pipe. Third, we have had the pleasure of watching people urinate in the pond and creek and woods directly behind our homes. One of our homes also had the pleasure of seeing a young man squatting out in the woods and doing exactly what you think.. Fourth,We have also already had the wonderful experience of hearing the wonderful language of our youngsters that tend to come and go behind our homes. I know the easy answer is to just call the police.With seeing the added crime that our city is experiencing with its growth, I know they have more important things to be concerned with than a person urinating behind our homes in the woods. I hope you can appreciate our concern as we all have had this conversation before and we do need a resolution to this matter. We have a unique environment behind our homes that we have always taken great pride in maintaining from lawn mowing, fish stocking, creek clean up, etc. We are not and have never asked for any city resources for this area,we have always made it our homeownership obligation to maintain it. Last year after all the rains, Blackberry Creek was backing up due to debris and fallen trees.A group of us got together Ratos, Todd's and myself)and spent 2 days cut and clearing wood and trees to regain the flow of the creek again. Please note, this is just something we do because it directly effects the values of our property and the beautification of the area behind us. I would only ask that maybe we can sit down with whoever we need to discuss this and come up with a solution. Something needs to be done to correct these issues! Sincerely, Chris Moment Home: 630-553-9431 Office:630-553-2900 5/3/2005 YORKVILLE RECREATION DEPARTMENT Park Board Meeting Month of April - 2005 Highlights and Summary: We were in the middle of our Spring Program Season. Once again the All Star Sports programs are a hit. We have over 70 kids taking part in t-ball, soccer, super sports, and parent tot sports. Our Karate program has sky-rocketed since Tim Rochford of Empower Training Systems Inc has taken over the class. We have over 20 kids in his the Pre-Karate class and another 14 in youth Karate. We are looking forward to the Summer in which we expect almost 30 kids per class. Also for the month of April we had numerous children programs run for the month. Art Class,that had 8 participants enrolled in the class, was held every Wednesday night. Suzanne Hertzel, who is helping/volunteering with our Fine Art Fair, ran the class for us. Mooving and Groovin, plus ABC's and 123's were held on every Mon. & Wed. morning with over 10 participants in each class. For special events, and in coordination with Yorkville Police Department, we offered the annual Bike Derby. While participation was not what we expected, relationships between the Police Department, Citizens Patrol and the Recreation Department went very well and everything is was well organized and planned out. We continue to prepare for summer, as registration for Kiddie Camp and Safety Town get under way in May. And finally, we are currently up to about 20 participants in our Fine Art Fair and also have the Yorkville High School, Grade school and Intermediate school participating in the event as well. The Pre School Program was a success for the first year. The students are getting closer to graduation and we will end the year having total enrollment. The Program is currently full for next year with waiting lists already starting for all classes. Seasonal Classes—April, May: • Kindermusik • Moovin& Groovin • Bike Derby—April • All Star Sports • Fitness Month of April: Different Types of Activities—4o (different curriculum) • Sections - 94 Enroll..- 204 Sp. Event —217 Ran—56 (60%) Cancelled—34 (36%) Pending —4 (4%) • Last year Spring: 101 Enroll—386 Sp. Event— 180 Ran— 52 (53%) Cancelled—47 (47%) Residents— 136 Non-res—20 NA - 58 Exit Survey Summary: Sixty surveys were received from the second winter session of All Star Sports. Once again the evaluations received all excellent marks. The instructors received high marks on class organization and structure, along with knowledge of materials. Surveys were given to our youth programs and those that were returned gave our instructors and classes high marks. 1 Scholarships Awarded/Grants Received: • $48.50 for Pre School Program Professional Development: • None for this month. Administrative Highlights: • The Agreement with Yorkville Congregational Church was approved and signed by City Council. • The Summer Catalog will be mailed to the community the first week in May. • Research is being done to find other locations for programs for the summer and next fall. We have quite a few conflicts if the Senior Services group is to use the Perkins Room. • We have over 40 hole sponsors for the golf outing and the dinner and beverages are donated again by 4 sponsors. This should be a very exciting event once again- a report will be available soon. Facility Rentals: Community Groups using Beecher: Lions Club, Boy Scouts, Cub Scouts, Sal. Army, Jr. Women's Club. PAID rentals in January: • Perkins $470.00 Kitchen $185.00 • Austin $95.00 • Beecher Park $0.00 • Town Square $0.00 Facility Agreements: • Yorkville School Dist. 115 - We are currently not using any school facilities. • Yorkville Congregational Church; 2 pre school rooms, hall • New Life Church; classroom Revenue Producing Highlights • The Concession Stand has opened for the season. We have 3 students hired to run the facility. There will be a report in June for April and May. Upcoming Projects and Events: • June 25th Promenade of the Arts—Festival • August 20th -Amazing Adventure Race Respectfully submitted, Recreation Department Staff 2 TORKviLLE h„, PARKS&RecREATioN UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT TOWN MEETING For the development and design of a PARK on the corner of Stony Creek Lane and Windham Circle for the residents of Rivers Edge Development May 9, 2005 6:00 p.m. at the Park and Recreation Administrative office 301 East Hydraulic Street The Park and Recreation Board would like to invite residents of Yorkville to a Town Meeting for input about the proposed park design for the Rivers Edge Park II. Join us and find out what we have planned for the proposed park. We will have a concept drawing available for review. We will discuss the proposed schedule for the park development in Summer of 2005. r fir.._--7-- f y L E st, ' �.1 :; Ili 1111i!171111. . 1 ; E''''',.`- - ii rr w�i"'''1.4---."-. 9 ,,71'.4:70,". x"%XII''' :.+ tea", `_- i4ffi'per �.i,.w I ''tfay5Tt Ngy -0 7'7 a"TM - gr�iY } UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT PARK, GAZEBO, SHELTER RESERVATION POLICY Park Board approved 3/8/04 City Council approved 4/27/04 Revised policy- DRAFT 3/2005 Park Board meeting 3/14/05, 3/28/05 Committee of the Whole 4/5/05, 4/19/05 City Council approved 4/26/05 itORKVILLE gli !IA pARtic& REcREATIor TABLE OF CONTENTS ReservationPolicy ... ... ... ... ... ... ...... ...... ...... ... ......... ...... ... ...... ...... .....3 Rental Categories ... ... ......... ... ... ... ...... ......... ... .................. ... ... .........3 UsePriorities ... ......... ...... ... ......... ............ ... ... ...... ......... ... ... ... .........4 Request for Parks and Park Amenities Reservation ... ............ ...... ...... ....4 Who Must Complete a Park Reservation ......... ... ......... ...... ... ... ... ...... ...5 Permissible Uses for Reservations ... ...... . ...... .....5 Block Parties Community or Organization Event(Non-Fund Raisers, or Profit Making) Private Events(Family Reunions, Weddings, Private Parties) Community or Organization Event(Fund Raisers) Large-Group Policy ...... ... ... ... ... ...... ... ......... ... ...... ... ... ... ... ...... ... ... ....5 Park, Gazebo, Shelter Reservation Fees .6 Establishment Resident verses Non-Resident Users Commercial Users Waiver of Fees Payment of Fees Refund of Fees Park Sites and Amenities Available for Reservations ... ...... ... ...... ... ......7-8 General Policies and Procedures for Use ......... ...... ... ...... ......... .........9-10 Reservation Fees FY 2005-06 ... ... ... ... ... ...... ... ...... ... ...... ... ...... .......11-12 Standard Application for Shelters, Gazebos, and Parks Reservation .........13 2 UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT PARK, GAZEBO, SHELTER RESERVATION POLICY The Park, Gazebo, Shelter, (non-athletic fields) Reservation policy of the United City of Yorkville has been established to provide a systematic method by which Parks and park amenities (Shelters, Gazebos and other amenities) may be reserved by the residents of the community. A reservation is not required for park use for occasional play. Multiple activities or special use (which includes use by a resident or groups, multiple days, or week play for a designated area) a permit is required and will guarantee use for the dates and times specified on the permit All United City of Yorkville Playground Areas shall remain open for public access and public pathways located within any United City of Yorkville Park shall remain open to the public at all times. Occasionally parks may be excluded from the reservation availability. Objective • To provide maximum utilization of parks through centralized scheduling • To provide an impartial distribution of park amenities, shelters or gazebo to the various community groups who wish to reserve. • 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 the parks 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 3 Use Priorities When scheduling use or reservation of a park, or park amenities,the following priorities shall be established: 1. United City of Yorkville Park and Recreation sponsored programs 2. Yorkville School District 3. Groups,organization or other community bodies that have approved cooperative agreements with the United City of Yorkville. 4. Privately sponsored programs within the city limits. 5. Private groups or individuals outside the city limits, requesting use of a park 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 who will be in attendance. Parks and Park amenities 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 or reserved use. 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 use of the park or park amenities. Request for Parks and Park Amenities Reservation Organizations, Groups and individuals desiring to reserve Parks, Park amenities including shelters, gazebos, etc, shall complete the standard application for reservation. Some parks and activities may be excluded from park reservations as determined by recommendations from the Park Board or staff. In addition, organizations, groups, and individuals shall be required to submit the following with the application form: • (For Groups and Organizations)A certificate of insurance—co-naming the United City of Yorkville as an additional insured,Assumption of liability, and Waiver of subrogation • A signed permit request form with the name and address of the person making the request In addition,complete information regarding the use of the park or park amenities and acknowledgement/ agreement to adhere to the park use policy. • 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. 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 4 WHO MUST COMPLETE A PARK RESERVATION ? Any organization or individual who: • Want to reserve a certain area for a specific date and time • Require special arrangements • Are planning a special-use activity,such as pitching tents or erecting non-routine apparatuses PERMISSIBLE USES FOR RESERVATIONS Any resident, organization or group wishing to reserve a park, or park amenity for use shall have an approved reservation permit prior to publicly advertising the use of the park or location. This includes single use or multiple use requests. Each multiple use request may not exceed more than 3 days. Some activities may be determined to be not appropriate for specific parks due to location, use,or overall function of the park. Requesting party must include all activities or uses of the park when making the request. A. BLOCK PARTIES B. COMMUNITY OR ORGANIZATION EVENT(non-fund raisers, or profit making) C. PRIVATE EVENTS(family reunions,weddings, private parties) D. COMMUNITY OR ORGANIZATION EVENT(fund raisers) At the time of application, all special requests must be indicated in detail on the reservation form. These include, but are not limited to, bringing in tables and chairs, inflatable amusement equipment, selling concessions(including items to be sold and their prices), selling of miscellaneous items for fund raising or profit,extended park hours use, use of a public address system, admission charges, additional maintenance, use of snow fence, and water or electrical access. No equipment or permanent signage will be added or installed to the park without the permission of the Park Board, City Council, or designated staff. No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed in any City Parks or premises. 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 clean up fees. Selling of any items in the parks must be approved through the vendor permitting process. 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 Parks, fields and I or facilities. Furthermore, the resident, group or organization assumes all responsibility for the repair or replacement of damage as a result of misuse of the park, equipment or park amenities. 5 LARGE-GROUP POLICY Groups with more than 100 members make a serious impact as a part of confirming the reservation for use the Police will be consulted regarding potential impacts to the Parks and City public safety. The only community park/area available for large private groups is Beecher Park. Parking must remain within designated areas. Fees will be set based on direct costs incurred and projected number of participants by the Park and Recreation Department for preparation and post event repairs and clean-up. Fees will be estimated in advance by the appropriate staff. Large groups events maybe subject to additional fees for public safety/ police and/or traffic control. PARK, GAZEBO,SHELTER RESERVATION FEES A. Establishment The Board shall annually(based on fiscal year) recommend fees for the reserved use of Park, Gazebo, Shelter based on the premise that fees charged shall be used to partially offset the cost of maintaining and upgrading the City's Parks and amenities. Fees shall be established in the following categories: 1. Gazebo single use 2. Large and small shelter single use 3. Park single use(non athletic fields) 4. Gazebo multiple use 5. Shelter multiple use 6. Park multiple use(non athletic fields) 7. Resident non-resident and commercial use fees 8. Special use(including fundraising, educational and religious) B. Resident verses 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 individuals using the park. 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 is considered in the best interest of the City. C. Commercial Users Any group reserving park or park amenity for profit making purposes shall be charged the commercial fee. D. Waiver of Fees The United City of Yorkville may waive fees to schools, private groups or organization in exchange of services or agreed upon arrangements. Waiver of fees must be approved by the Human Resource Commission per the sponsorship policy and procedures set by the City Council. E. Payment of Fees Groups reserving a park or park amenity shall provide a$100.00 security deposit to guarantee the reservation. Groups or individuals reserving parks or park amenities on a single or multiple use bases 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 Yorkville Park and Recreation Department-Beecher Community Center. 6 If a park or park amenity 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 a park or park amenity reservation fee may be granted for the following reasons: • If the United City of Yorkville Park and Recreation Department staff feels that the park is in an unusable condition. • If the group or individual provides written notification of cancellation to the Department at least one week prior to the date reserved. 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 Parks. All fees are subjected to changing without notice. PARK SITES AND AMENITIES AVAILABLE FOR RESERVATIONS Some parks are restricted from exclusive reservations due to the size, availability to the surrounding residents and restricted appropriate use. The park use availability will be reviewed and adjusted annually based on available parks or designs. Individual Parks or amenities available for reservation are subjected to changing without notice based on Park Board and City Council direction. TOWN SQUARE—2.55 Acres Gazebo/Shelter Available for Small picnic areas No grilling or open flames in the parks. Drinking fountain Portable tents with stakes or semi-permanent shelters are not permitted BEECHER PARK—22.6 acres Open grass for multi-play area Multi-age level Playground&swings Drinking fountain Picnic table No grilling or open flames in the parks Ball field and soccer fields(please refer to the athletic field reservation policy) Beecher Building (please refer to the Beecher building rental policy) Concession building with restrooms Riverfront Park—5 acres Large group shelter 3 small shelter No grilling or open flames in the parks Playground,swings,sand play area, Water fountain Portable tents with stakes or semi-permanent shelters are not permitted Kiwanis Park—2 acres 1 small shelter 7 Grass open area Playground&Swings '/2 court basketball No grilling or open flames in the parks Portable tents with stakes or semi-permanent shelters are not permitted Rice Park-1 acre 1 small shelter 16x16 Picnic table No grilling or open flames in the parks Playground&swings Funnel ball Fox Hill (East)—2 acres Basketball court(full court) Picnic table No grilling or open flames in the parks Playground&swings Fox Hill (West)—6 acres Open grass area Baseball Field(please refer to the athletic field reservation policy) No grilling or open flames in the parks Hiding Spot Park—1.6 acres Picnic area/tables Bocce court No grilling or open flames in the parks Van Emmon Park—1.8 acres Baseball Field(please refer to the athletic field reservation policy) No grilling or open flames in the parks Grass open area Portable tents with stakes or semi-permanent shelters are not permitted 8 GENERAL POLICIES AND PROCEDURES FOR USE OF THE UNITED CITY OF YORKVILLE PARKS, FIELDS, OPEN SPACE AND FACILITIES: • No equipment or permanent signage will be added or installed to the park without the permission of the United City of Yorkville Park and Recreation Department. • No ball hitting or pitching into fences or dugouts is allowed. • Each party will report any damage, accidents and or maintenance concerns to the park and recreation department immediately. • Coordination of work involving the park department staff or use of the equipment will generally require a two- week notice,for scheduling purposes. All requests for park staff must be approved by the Department Head. • Only approved maintenance vehicles are allowed on grass. Vehicles are not allowed in other areas of the parks,trails,or walkways or grass areas. • All requests for use of fields,or park(s)for organized play or private events 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 schedule use identifying the groups 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. The park should be left in equal or better condition that it was found. Damage or excessive litter may result in a loss of privileges and fees for clean up . • Groups may not use the fields or parks when the weather conditions are dangerous or when the field conditions are not acceptable. All groups must adhere to the inclement weather practice for field conditions; (no standing water, saturated turf conditions, or times when safety is a concern). • Groups must adhere to all city ordinances, policies and procedures when using the facilities, parks and fields. (Sign ordinance, Building rental policies, Lightening Prediction Policy, and weather warning alarm system, and any other city guidelines that pertain to the use of City Owned property). • No parking on sidewalks or grass areas in or surrounding the parks. • No grilling or open flames in the parks. 9 • All United City of Yorkville Playground Areas shall remain open for public access and public pathways located within any United City of Yorkville Park shall remain open to the public at all times. • All animals must adhere to the leash control ordinance. Petting zoos for one day special events are permitted in specific parks as determined by the Park and Recreation staff, Park Board or City Council. Health codes, permits and licenses are required. • Ice skating, ice fishing, sledding, or other winter activities are limited to parks or locations where permissible and indicated by signage. • Portable tents with or without stakes or semi-permanent shelters or structures are permitted in approved park locations only. Some parks are restricted from tents uses due to the size, availability to the surrounding residents and restricted appropriate use. • Groups desiring additional tables and chairs beyond what is already available must arrange for their own tables and chairs. • All groups reserving a park, shelter, gazebo or amenity must have an authorized representative 21 years or older, sign a waiver and release form, which includes a hold-harmless clause and an agreement to be responsible for cleanup and possible damages. The representative also must remain on-site during the rental use. • No vendors are allowed on City owned land or locations except when they are sponsored by an event that has been issued a permit by the United City of Yorkville Park and Recreation Department. • Activities including sound amplification should not unreasonably interfere in any way with other park users or adjacent property owners. Amplification and special lighting are allowed only if a permit is issued at the time of the reservation request • When portable bathrooms are needed, the user must make arrangements to obtain and remove them from the park no later that 3:00 pm the day after the event • Unauthorized use of pyrotechnics/fireworks are not allowed on park property. 10 ATTACHMENT PARKS, GAZEBOS, SHELTERS RESERVATION POLICY Fiscal Year 2005-2006 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 Parks and amenities. 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. Category A Category B Small Large Gazebo Park Small Large Gazebo Park Shelter group Shelter group shelter shelter 0-2 10.00 40.00 35.00 20.00 10.00 40.00 35.00 20.00 hours 2-4 15.00 55.00 40.00 25.00 15.00 55.00 40.00 25.00 hours 4-6 20.00 70.00 55.00 30.00 20.00 70.00 55.00 30.00 hours 6-8 25.00 90.00 75.00 40.00 25.00 90.00 75.00 40.00 hours Category C Category D Small Large Gazebo Park Small Large Gazebo Park Shelter group Shelter group shelter shelter 0-2 15.00 55.00 40.00 25.00 20.00 80.00 45.00 30.00 hours 2-4 20.00 70.00 45.00 30.00 25.00 95.00 50.00 35.00 hours 4-6 30.00 90.00 65.00 40.00 35.00 125.00 65.00 45.00 hours 6-8 45.00 115.00 90.00 55.00 50.00 150.00 80.00 65.00 hours 11 Category E Category F Small Large Gazebo Park Small Large group Gazebo Park Shelter group Shelter shelter shelter 0-2 20.00 80.00 45.00 30.00 30.00 90.00 55.00 45.00 hours 2-4 25.00 95.00 50.00 35.00 35.00 125.00 60.00 50.00 hours 4-6 35.00 125.00 65.00 45.00 45.00 150.00 80.00 65.00 hours 6-8 50.00 150.00 80.00 65.00 65.00 175.00 95.00 80.00 hours Key Deposit: $25.00 residents $35.00 non-residents SPECIAL USE Water or electrical access when available $20.00 additional. Must supply your own extension cords. Please reference the concession stand/vendor operation policy for special use request. 12 STANDARD APPLICATION FOR SHELTERS, GAZEBOS,AND PARKS 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 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 LOCATION REQUESTED: DATE(s)I TIME(s)REQUESTED: PURPOSE Special Use requests(concessions,water,electrical,other). Expected attendance or visitors to your event (Please note:Public Safety may require additional Police present pending the type of event and attendance. This may result in an additional fee assessed to the group for this service). Will you be selling any products,food,or miscellaneous items?Yes(please explain) No Security deposits will be forfeited if the park, shelter or gazebo is not restored to the original state,all litter removed, OR if damage occurs as a result of misuse or abuse to the United City of Yorkville Park and Recreation equipment or property. Inspections will be completed following your event by a United City of Yorkville Park and Recreation Department Staff. Individuals may be assessed additional charges for extending times past the scheduled reservation. I have read and agree to follow and abide to the rules and regulations set forth by the United City of Yorkville. Signed Date: In order complete the request,the following documents must be forwarded to the Recreation Department (Groups or Organizations)-A certificate of insurance co-naming the United City of Yorkville as an additional insured,Assumption of liability, and Waiver of subrogation. OFFICIAL USE Addition information requested Reservation Amount Deposit amount ($100) Date of Request Date Received Staff initials Approved/Denied Refund Requested Location Assigned Concession Stand, Merchant License Applications Needed: Yes / No Health Department Permit Needed: Yes / No 13 ,cE° car o United City of•Vorkville Memo J a t T 800 Game Farm Road EST ' - 1836 Yorkville, Illinois 60560 Telephone: 630-553-4350 09 IEv. a� Fax: 630-553-7575 ‘474CEx•'•' Date: May 4, 2005 To: Marty Munns, Alderman From: Laura J. Brown, Executive Director CC: Art Prochaska, Mayor Paul James, Alderman Park Board Subject: Request for per acre costs for Parks Per your request the following is the average for expenses for park maintenance. These amounts vary pending on equipment, park amenities, park size, use and cost of replacement equipment. Salaries- $4,064.26 per acre General Equipment- $13 5.266 per acre Capital Expenses for repair, and replacements- $1,738.57 per acre Infra-structure& Operational supplies - $1,130.02 per acre