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HomeMy WebLinkAboutPacket - 9/10/2008 - Parks and Recreation Committee __ _ _ ___ _ � � � ��. . �� � � �.; , � . AGENDA PARKS & RECREATION COMMITTEE MEETI�iG WEDNES�AY,�SEPTEMBER 10, 2008 7:00 PM McHENRY MUNICIPAL CENTE�R ALDERMAN'S CONFERENCE ROOM � 1. Public Input— 5 Minute Total 2. Disc Golf Development � 3. Revenue Policy Discussion 4. Dog Park Conceptua) Plan— Proposal 5. Reports To Committee A. Smoke Free Parks Request B. Discuss 50/50 Tree Rlanting Program 6. New Business Next Meeting: November 12, 20Q8 � AGENDA ITEM # 2 — DISC GOLF DEVELOPMENT A presentation will be made to the Committee by representatives of the Kiwanis Club and Tom Chrisman on a potential disc golf course development in Cold Springs Park. A planning meeting was on August 26, 2008 to follow up on the discussions held at the June 11, 2008 Parks and Recreation Committee. The park site has been evaluated for development of an 18 hole course. Two access points have been identified with parking (1 existing — 1 undeveloped). A preliminary plan is being developed for this site. Cost estimates for the purchase of equipment, signage, improved access and parking, utilities, and contracted vegetation removal will be prepared. Final Plan for this Disc Golf Course will be presented at the November 12, 2008 Parks and Recreation Committee Meeting. The development plan for this site will include: • Schematic plan of the disc golf course • Parking and access layout • Signage and recognition of donors/contributors Estimated Budget for this project will include: • Cost of tee box materials, goals, course signage • Access and parking improvements • Utilities (water/electric) • Contracted services for brush clearing, tree removal, fencing, landscape services, etc. — as needed Proposed funding will be a combination of donations from several sources. Kiwanis Club — Monetary donation and volunteer hours from club members. Fundraising — Contributions for hole sponsorships and course development. Volunteer Labor — Various groups and organizations have been identified as volunteers for labor in the course development. Material and Equipment Donation — The opportunity for equipment and material donations. City of McHenry — Developer ponation funds could be allocated to assist in some development costs. These costs would have to be identified and approved by the City Council. AGENDA 1TEM #3 — REVENUE POLICY DISCUSSION Attached is a draft of a revenue policy that was developed by Superintendent of Recreation Cindy Witt. The revenue policy will help guide staff and the City Council in the fiscal management of the Parks and Recreation Department. Cindy completed an evaluation of the Parks and Recreation Departments fee structure and fee policy as part of her Master's Program at Aurora University. A presentation will be made on the development of a Comprehensive Revenue policy as a guideline to determine appropriate fees and charges for city programs and services. Staff has reviewed this policy with Finance Director Chris Black. Director Black will be attending this meeting. A sample revenue policy has been included for review along with some recommendations for future fee increases for selected programs and services. A final draft can be presented at the November 12, 2008 Parks and Recreation Committee for approval. This policy should then be presented to the City Council for approval. 1 I. Statement of Need It is the responsibility of the parks and recreation department to offer a comprehensive program and provide public parkland. Because of the heavy demands for new and expanded services and because of the rapid increase in operating expenses, it has become necessary to adopt a sound and consistent policy that will guide the search and generation of supplementary revenues to . tax dollars. II. Authority and Responsibility The revenue policy was formally adopted on , by the City of McHenry Council and any revision must come before the Council for approval. Council has authorized and charged the McHenry Parks and Recreation Department director oversight in the implementation of the policy end to establish appropriate procedures to administer the policy's goals and guidelines. All fee guidelines will be approved by the Council. III. Statement of Philosophy The basic philosophy of the City of McHenry Parks and Recreation program is to offer year round diversified recreation services, ensuring that all citizens have equal opportunity and participation. However, since the demand upon the Department is greater than the public's ability to appropriate public funds to support that demand, it becomes necessary to charge fees and pursue other supplementary revenues and resources. Fees and charges for parks and recreation services will provide only one source of finance for the Department.They will be thoroughly evaluated prior to their adoption into the fiscal matrix supporting public parks and recreation services; a matrix which includes general fund appropriations, contractual receipts, mandatory land dedication, grants-in-aid, and special gifts and donations. Fees and charges will supplement these other resources, not replace them nor be used to diminish government's responsibility to provide public open space and leisure opportunities. Rather,fees and charges will be viewed as a method to expand and to continue to provide basic services on an equitable basis.The general benefit of services made possible through fees and charges must exceed any detriment imposed by the fees, and collections must be practical and economical. IV. Classification of Fees and Charges Guidelines a. Basic Services 1. The City of McHenry will continue to provide basic park and recreation services at no. charge in order to protect and conserve natural and historical properties and to promote the physical and mental well-being of citizens. 2. Public funds will be used to acquire, improve, and manage all parkland whenever possible, charging no fees to City of McHenry residents for entrance into neighborhood parks, greenways and trails, and playgrounds. 3. Fees will not be charged for programs unless that program would not otherwise be available. b. General Guidelines for Fees 1. Charging fees is an equitable method of recovering a portion or all costs of specialized or personal recreational services. 2. Resident/Non-Resident Users a. City of McHenry residents,through the payment of property taxes, make a financial contribution to the operation of the Department whether or not they use Department programs, services,facilities, and open spaces. Non-resident fees are charged to non-resident participants so they contribute to the overall financing of the Department on an equitable basis with residents. b. A non-resident fee may be waived due to unique circumstances. c. Non-residents may register for programs and activities three to seven days after residents. d. In the case of cooperative programming with other agencies, residents of other agencies may be assessed at the resident rate. 3. User Fees will be charged for programs where individuals or groups directly benefit. Examples include general recreation programs,trips, leagues, etc.The user fee for these programs may cover all direct and indirect costs. a. Fees for general recreation programs and adult leagues will be charged to cover all direct costs plus an additional 5%to 10%of costs. b. Fees for youth leagues will be charged to cover partial, direct, and/or indirect costs based on the fee schedule as approved annually by the City Council. 4. Admission Fees will be charged to enter and use facilities which require supervisory and maintenance personnel, which include Knox Park Pool, Petersen Park Beach, and McHenry Zone Skate & Bike Park.The admission fees for Knox Park Pool, Petersen Park Beach, and McHenry Zone Skate & Bike Park will be charged to cover partial, direct, and/or indirect costs based on the fee schedule as approved annually by the City Council. 5. Rental Fees will be charged for the privilege of exclusively using tangibie public property without consuming or injuring it in any way. Rental fees will be charged for use of park property for special events; picnic shelters, ballfields, and soccer fields by families and companies; community sign; and boats at Petersen Park to cover partial, direct, and/or indirect costs based on the fee schedule as approved annually by the City Council 6. Special Service Fees will be charged for supplying extraordinary articles, commodities, activities, or services. 7. Permit Fees may be required of vendors or exhibitors for certain special events. c. Recovering Partial Costs 1. The pubiic will be charged user fees, admission fees, rental fees and permit fees for special services and special facilities based on the exact costs associated with "extra" i service, or based upon a specified percentage of all the direct costs when the exact costs cannot be figured. 2. Fees will recover the exact costs or a percentage of direct costs for special services and facilities when: a. The cost per user hour of the service is high; b. The activity uses consumable material; c. The service requires a facility with high capital, operating or maintenance costs; d. The activity requires special preparation or clean-up; e. The activity requires special instruction at extra cost; f. The service is extended beyond the normal operation. 3. Special services include but are not limited to organized leagues or prograrns, tournaments, etc. 4. Special facilities include but are not limited to pool/beach rentals, lighted fields and tennis courts, picnic shelters, rental equipment, etc. Exact rates will be set each year and published in the Fee Schedule. d. Recovering Direct Costs 1. Direct operational costs will include part-time or contractual personnel necessary to conduct the program, rental of facilities, purchase of equipment and supplies, utility costs, and/or transportation and lodging directly related to the program. 2. Programs that will recover direct costs include but are not limited to ... 3. The established fee for co-sponsored fund-raising programs with other public agencies or volunteer organizations shall cover the Department's contribution to the direct costs of offering the activity or facility. 4. When not in use for Departmental sponsored and co-sponsored activities, designated areas, facilities, and equipment may be rented by individuals and organizations. Rentais will be computed to recover all direct costs. 5. Equipment rental rates will be based on original cost and depreciable life. e. Recovering All Costs Plus Surplus—for the future f. Revenue Producing Facilities—for the future g. Differential Fees: Special Situations and Groups—for the future h. Waivers � a. On rare occasions fees and charges may be reduced or waived completely when such action is determined by the City Council to be in the interests of the City of McHenry or the specific program. b. Community Sign—Fees to rent the community sign are waived to the followin� a�encies: ??? c. Reduced admission fees will be available to groups of 10 or more at Knox Park Pool, Petersen Park Beach, and McHenry Zone Skate & Bike Park i. Withdrawals, Refunds and Credits 1. Withdrawing from a program before it begins with a request for a refund will result in an administrative fee. With a request of a credit on account,the fee will be waived. 2. Refunds or credits will be given for all programs which are cancelled by the Department. 3. Refunds wiil not be given the day the program begins or after the program begins unless there is a written medical reason. 4. Refunds will not be given for field trips unless the seat/ticket can be sold to someone else. V. Financial Assistance Guidelines—for the future a. Grants b. Gifts and Bequests c. Sponsorships and Fundraisers d. Memorials VI. Contractual Receipts Guidelines—for the future a. Leases b. Concessions VII. Compulsory Resources: Dedication Ordinances a. Mandatory Land Dedication b. Payment-in-Lieu of Dedication VIII. Accounting for All Revenues IX. Annual Review The Department shall review annually this revenue policy and all fee schedules to ensure equitable services to the public. In setting fees and charges,the Department will avoid creating any annoyances to the public.The fees must be easily collected and the cost of collection should not consume more than half of the receipts; unless the purpose of fee collection is to control � � Chapter Three SAMPLE REVENUE POLICY I . STATEMENT OF NEED . It is the responsibility of the parks and recreation department to offer a comprehensive recreation program and provide pubtic parkland. Because of F�eavy demands for new and expanded services and because of the rapid increase in operating expenses, it has become necessary to adopt a sound and consistent policy that will guide the search and generation of supplernentary revenues to tax dollars. II . AUTHORITY AND RESPONSIBILITY The revenue policy was formally adopted on August 8, 1988, by the Green Town Council and any revision must come before Council for approval. Council has authorized and charged the Green Park and �Recreation Board with providing oversight in the implementation of the policy, and directed #he park and recreation directo� to establish appropriate procedures to administer the policy's goals and guidelines. All fee schedules will be approved by the Board. I I1. STATEMENT OF PHI.LOSOPHY The basic philosophy of Green Town's parks and recreation program is to offer year round diversified recreational services, ensuring that all citizens have equal opportunity and participation. Howeyer, since the demand upon the Department is greater than the public's ability to appropriate public funds to support that demand, it becomes necessary to�charge fees and pursue other supplementary revenues and resources. Fees and charges for parks and recreation services wil{ provide only one source of finance for the Department. They will be thoroughly evaluated prior to their adoption into the fiscal matrix supporting public parks and recreation services; a matrix which includes general fund appropriations, contractual receipts, mandatory land dedication, grants-in-aid, and special gifts and donations. Fees and charges will supplement these other resources, not replace them nor be used to diminish governmenYs responsibility to provide public open space and leisure opportunities. Rather, fees and charges will be viewed as a method to ezpand and to continue to provide basic services on an equitable basis. The general benefit of services made possible through fees and charges must exceed any detriment imposed by the fees, and collections must be practical and economical. IV. FEES AND CHARGES GOALS AND GUIDELINES A. BASIC SERVICES 1 . Green Town will continue to provide basic park and recreation services at no charge in order. to protect and conserve natural and historical properties and to promote the physical and mental well-being of its �itizens. 33 ' � Chapter Three 2. Pubiic funds will be used to acquire, improve, and manage aii parkland whenever possible, charging no fees to Green Town residents for entrance into neighborhood parks, comfort stations, greenways and trails, playgrounds, the museum, and community centers. 3. Fees wili not be charged for any program unless that program wouid not otherwise be availabie. � 4. Most youth programs wiil be offered at no cost to the participant and all necessary supplies and equipment wiii be provided free of charge. B. GENERAL GUIDELINES 1 . Charging fees is an equitable method of recovering a portion or afl costs of specialized or personal recreational seNices. 2. Rental Fees will be charged for the privilege of exclusively using tangible public property without consuming or injuring it in any way. 3. �Jser Fees may be charged for the use 'of a high cost facility or participation in an expensive activity. 4. Unconditional ownership of inerchandise which passes from the Department to the user will be � to the user, except for items of clothing and supplies for the basic youth programs. 5. Permit Fees wil! be charged for permission to fly powered model planes on ' public property, �amp at Lone Lake Park and fish at Silver Lake. 6. Vendin� and exhibitor .rmits may be required for certain special events. 7. �pecial service fees will be charged for supplying extraordinary articles, commodities activities, or services. � 8. Admission fees will be charged to attend special performances or events which require high cost talent, equipment and extra supervisory and maintenance personnel, or where the profits are used to extend the activity. 9. Charging fees also may serve an independent function to ration limited activities, aid in discipline or control, and promote respect for an activity. 1 0. Parking fees will be charged at Lone Lake Park on weekends and holidays to control overcrowding and subsequent damage to meadows and roadways, to minimize vandalism and provide additional patron safety. C. RECOVERING PARTIAL COSTS 1 . The public will be charged �r fees. special service fees. sales fees. or rental fees for special services and special facilities based on the exact costs 34 � ' � � Chapter Three associated with the "extra" seNice, or based upon a specified percentage of all the direct costs when the exact costs cannot be figured. 2. Fees wiil recover the exact costs or a percentage of direct costs for special � seNices and facilities when: a The cost per user hour of the service is high; b. The activity uses consumabie material; � c. The service requires a facility with high capital, operating or maintenance costs; d. The activity requires special p�eparation or clean-up; e. The activity requires special instruction at extra cost; o� f. The service is extended beyond the normal operation. 3. Special services include but are not limited to organi2ed adult athletics, instructional youth programs, tournaments and youth out-of-town outings. 4. Special facilities include but are not limited to one time room rentals, lighted ball fields and tennis courts,. picnic shelte�s, rental equipment, and the museum. Exact rates will be set each year and published in the Fee Schedule. D. RECOVERfNG DIRECT COSTS 1 . Direct operation costs will include all transportation, lodging, part-time personnel necessary to conduct the program, renta� of facilities, purchase equipment and supplies, and utility costs directly related to the prog�am. 2. Programs that will recover direct costs include but are not limited to after school day care� adult instructional classes, out-of-town trips and tours, adult organized sports where greater than 50% of the participants are non- Green Town residents, and Community Theatre. 3. The established fee for co-sponsored fund-raisi�g programs with other public agencies or volunteer organizations shall cover the Department's contribution to the direct costs of offering the activity and facility. 4. When not in use for Departmental sponsored and co-sponsored activities, designated areas, facilities, and equipment may be rented by organizations and the general publie. Rentals will be computed to recover alt direct costs. 5. Equipment rental rates will be based on original cost and depreciable life. 35 � � ' � Chapter Three E. RECOVERING ALL COSTS PLUS SURPLUS Upon approval of the Green Park and Recreation Board, pubiic property may be used by closed membership groups and proprietary or commercial groups who want to use public property for financial gain or profit. The fee charged for use of public parkland and facilities will be comparable to the prevaiting commercial rates, or must recover �II costs to the Department, whichever is greater. An additional fee for the privilege of conducting business on public property will be charged. 1 . Commercial or promotional activities on {�arkland will be permitted only when they are clearly not in conflict with ongoing Department sponsored programs, or if the program can be conducted without any restriction of public use for a reasonable period of time. 2. Commercial or promotional activities in parks and recreation facilities will be authorized only if they provide a positive public service and meet a legitimate public need. 3. Commercial or promotional use of public. facilities including use of public names of structures will not be authorized if such use constitutes an expressed or implied endorsement of commercial products, services or activities. 4. Sponsors of profit-making, commercial activities conducted on park property are required to show evidence of comprehensive general liability insurance sufficient to protect themselves from any potential incidents. . 5. The sponsors of profit-making, comme�cial activities conducted on park property must pay the County ten percent (10%) of the qross receipts in addition to the prevailing rate. (a) Within thirty days after a commercial or promotional activity, an itemized list of all income associated with such an event must be transmitted to the Director of Parks and Recreation, together with ten percent (10%) of the gross income. (b) A deposit may be required by the Director in advance of the event. 6. Charitable, nonprof'it, community-serving organizations that conduct an eveni on park property for the purpose of raising funds, not sponsored by the Departme.nt, must pay the facility rental fee, maintenance fee, or ten percent (10%) of their gross receipts, whichever is greater. 7. Charitable sponsors of profit-making activities conducted on park property are required to show evidence of comprehensive general liability irtsurance sufficient to protect themselves from. any potential incident. 36 ' � - Chapter Three F. REVENUE PRODUCiNG FaCILITIES Revenue producing facilities may be developed in parks to supplement General Fund revenues and to provide the Green Town residents additional recreational opportunities. The number and type of these kinds of facilities will be determined based on need. Tf�e service in itself must be the first priority. Thus, revenue producing facilities will be considered a basic resource ofi•the park system, and will be constructed with pubfic funds. Depending on the nature of the service they provide, they will be operated and maintained from user fee revenues. Where user fee revenues do not have the potential to maintain the facility to a high standard of service, General Fund monies wi1F be used to assure continuation of the service ta the public. 1 . General Fund appropriations will be requested to support the operation of the camp ground, the marina, and the golf course. While these facilities may be capable of generating sufficient revenues to offset their'operational costs, the General Fund app�opriations will provide an adequate cash flow during fluctuation�s of revenue due to weather, seasonal changes and varied participation by the public. 2. Fees collected from revenue producing .facilities will be deposited in an Enterprise Fund to improve or expand the recreational services of these � facilities for the users. Thus, those who use the facility pay directly for the operation of the facility. The guidelines governing the Enterprise Fund are stated in this policy under VIII Accounting for All Revenues. , 3. When public funds are not available for construction of special facilities, due to other priorities of the Department,and Town, funding for development shall be sought and provided through contractual agreements. 4. In situations where the financial constraints of government cannot ensure the maintenance of the high standard of service desired by the public, the services witl be operated through contractual agreements with the private sector. G. DIFFERENTIAL FEES: SPECIAL SITUATIONS AND GROUPS Consistent with Green Town's philosophy of ensuring all citizens equal oppor.tunity to participate in recreation, this policy recognizes that paying fees may result in inequities for certain individuals, groups, or situations. Therefore, the Town's policy will be flexible and will be implemented according to the following g�idelines: 1 . This policy provides financial relief for Town residents who by virtue of financial disability are restricted in wage earning pawer. 37 ' . Chapter Three a Due to the "fixed income" of many residents over the age of sixty-five (65) special rates shal� be determined on a facility or program case-by- case basis and shall be incorporated into the fee schedule for that facility or p�ogram for senior residents. b. A system of reduced rates shall be availabie to residents who by virtue of a permanent handicap are financially disable or restricted in wage earning ability. These reduced user fees shall be the same as those established by . the Department for senior citizens. c. Town residents who live on a limited or reduced income, considered below the area minimum wage based on a 40 hour work week, may be considered for reduced user fees the same as senior citizens. d. Residents in categories B, @, �, above must be able to substantiate to the Parks and Recreation Director proof of age or financial need, which ever is � appropriate. All information provided will be confidential and used only for the purpose of establishing eligibility for reduced fees. Residents meeting these requirements will be issued a use card i�dicating entitlement to reduced user fees. The cards will be signed by the Director and will indicate the date of expiration. 2. Because children are not financially independent, regardless of their parenYs income, Green Town will offer reduced rates for children .ages 14 and under at revenue producing facilities and for those programs which do charge children a fee. a Golf course use[ fees will be established to only recover 50% of the direct and indirec# costs of the operation. There will be no reduced rates on cart rentals or sale items. b. Organized youth groups camping at the Town's camp grounds will be charged a permit fee which will recover 50% of the direct and indirect costs of operation. There will be no reduced rates on camp ground sale items. � � 3. Green Town school system sponsored programs, under the Green Town Schools and Park and Recreation Mutual Cooperation Agreement, signed May, 1984, will not be charged for use of the Department of.Parks and Recreation outdoor fields, areas or�courts. Likewise, the Department will not be charged for the use of school outdoor facilities. Charges for indoor faciliCies by both parties will recover direct expenses only. 4. Special interest groups shall be granted no special consid.erations in the form of reduced rates or free services, with the exception of those groups affiliated with the Department. 38 � ° � Chapter Three 5. Many out-of-town residents use Green Town recreation services but make no tax contributions to help support these services. lt is not equitable for the citizens of these adjoining units to enjoy the facility or service while this jurisdiction's resadents are taxed for its maintenance and operation. Therefore, it is reasonable to incorporate iRto the fee-and charge policy, non- residents fees for parking, admissions, and user�fees which adequately meet costs: Thus, visitors and residents together will tielp maintain the facility and provide funds for continued expansion and proper staffing. H. WAIVERS On rare occasion fees and charges rnay be reduced or waived completely when such action is determined by the Director to be in the interests� of� Green Town or the specific program. I . REFUNDS 1 . Procedures for refunding fees will be determined program by program based upon the participant's prorated share of costs already sunk into the program, � inCluding administrative services. � � � � , � - . . 2. All requests for refunds must be made in writina to the Director of Parks and Recreation and any special circumstances will be determined by the Director. � 3. No refund requests will be approved after the first scheduled activity except � for medical reasons in the case of youth athletic programs. 4. In lieu of a refund, the Department will encourage the participants to accept a credit slip good for 12 months from the date of issuance. The credit slip may be applied towards the cost .of any activity offered by the Department. No admin'ist�ative service charges will be deducted when a credit slip is accepted by the participant. V. FINANCIAL ASSISTANCE GUIDELINES Green Town Council may accept grants, gifts, service-in-kind, bequests, or donations to 'the Town for the pu�poses of parkland acquisition, planning, development, maintenance, operations, and administration of parks and recreation facilities and programs. The Council authorizes on behalf of the Town, the Director of Parks and Recreation to accept 'non-governmental grants;" service-in-kind; and, gifts, donations, or bequests of cash or personal property valued at $5,000 0� less, provided the solicitation, acceptance and use of these revenues and/or gifts are consistent with state faws and local o�dinances and are in the best interests:of present and future Green Town residents. Gifts, grants, service- in-kind, donations, or bequests valued at more than $5,000 must have Board approvat. 39 ' ' Chapter Three " Any gift or bequest of real estate and all governmental grants may be accepted by the Board �ly on aRnroval of the Ca�n .i�. All gifts, bequests, and donations of personai property or real estate and all grants shall be heid, used or disposed in accordance with the terms and conditions under which the gift, bequest, donation, or grant is made and accepted in accordance with State law. The Director, Board or Council may reject any gift, bequest or service-in-kind for just cause. 1 . Grants a Any permanent employee of the Department is encouraged to investigate the possibilities of securing a grant for Department faciiities and programs. Researching and investigating grants will be consistent with Department and Town policy. b. The Director will act as the clearing house and give approval for all grants. Non- governmental grant applications for amounts over $5,040 will be approved by the Director and the Boa�d. c. All federal, regional, state� and county grant applications of any amount will be approved by the Director, the Board, the Town Finance Director, Town Manager, and Council. 2. Gifts, Donations, and Bequests a The Director may accept service-in-kind from individuals, or private or corporate organizations for the benefit of a specific facility or program or for the administration of all recreation s�rvices, upon approval of the Board. b. Any permanent employee of the Department may personally pursue gifts, donations, bequests, or service-in-kind on behalf of the Department as long as the amount of a single donation does not exceed $1,000. c. Gifts, donations, and bequests over $1,000 in value will be pursued only upon approval of the Director. 3. Fund Raising Events a Upon authorization by the Director, fund-raising events, solicitations, sales, or benefits may be conducted on behalf of the Department or as part of a Department sponsored program such as Fall Festival, by organized and recognized community groups. Such recognized groups include, but are not limited to civic associations, home owners associations, scout o�ganizations, P.T.A.s, the Teen Council and adult advisory committees or councils. ' b. Funds collected in this manner remain the property of the organizations � overseeing the colleciion until they officially give the cash or a check to the Director or the Board. 40 ' Chapter Three c. The Department and its employees are not responsibte in any manner for these , funds. However, organizations receiving or handling funds during Department sponsored programs must follow the pres�ribed rules of the Town for providing accountability of all funds to the general public: Organizations will keep all funds in a checking account in the name of the organization, but using the DepartmenYs mailing address. All records, bank statements, cancelled checks, blank checks and receipts, invoices, and authorizations will be kept by the Department. d. The Department may requir.e or request expenditure of funds belonging to recognized groups, and shall concern itself with the proper management of these accounts and assure that the handling of funds are carried out to the degree of accountability required of government by the public. V I. CONTRACTUAL RECEtPTS GUIDELINES A Leases . Upon approval of the Board�, the Department may lease undeveloped parkland for agricultural purposes for periods of one to three years. The process of leasing land will be open to all responsible individuafs and corporations, and contractors will be awarded according to the State's open bidding procedures, following announcements published in all area newspapers. Contracts will be awarded based on these criteria: 1 . Evidence of financial responsibility and intent to use the land for agricultural purposes; 2. Revenues and/o� rents generated for the Town; and, 3. Environmental Impact Plan which includes statements on the use of chemicals, protection of soils and water quality, and how the prospective lessee plans to restore the land back to its state prior to agricultural use. B. Concessions 1 , The Green Parks and Recreation Department is authorized upon approval of the Board to permit concessionaires to sell products such as supplies, food or souvenirs, or services such as coin-lockers or rental equipment at Green Parks and special facilities for the purpose of providing a service to park patrons. Contracts may be awarded for one to three years. 2. For the.privilege of selling products or services on put�lic parkland, the town will receive a percentage of the gross revenues generated from the concession operation. Percentages will be established on a contract by contract basis. 3. The process of awarding contracts will follow the State's open bidding procedures, following announcements published in area newspapers. The Director is authorized to solicit bids from reputable concessionaires. 41 • � � � � Chapter Three 4. Criteria for awarding contracts inciude the following: a Proof of financial solvency and history of quality performance in providing the product or service in question; b. Percentage of gross revenues generated for the Town; and, c. Specific conditions and terms in the contract which ensures that the public receives the best service possible and the Department maintains as much control over the concession operation as possible. V I I. COMPULSORY RESOURCES: DEDICATION ORDINANCES In order to accommodate for orderly growth and developments and the influx of new residents, and to maintain the quality environment which makes Green Town a desirable community in which to live; and, in order to place an equitable share of the cost of providing new parkland on all new inhabitants, Green Town Council authorizes the Department of Planning and the Department of Parks and Recreation to review each subdivision plat for consideration of mandatory dedication of land for park, recreation, and open space purposes to Town ordinance X-8ubdivisions, Sections, 11-90 Parkland, and State Statutes Chapters 160-A. Part 2. Municipalities and Subdivision Ordinances. A Mandatory Land Dedication - Every subdivider who provides a subdivision of land fo.r residential purposes, as defined in the Ordinance, shall dedicate a portion of sucli land to serve the recreational needs of the residents of the immediate neighborhood within the subdivision. The description and amount of land to be dedicated and the procedures for dedicating the land are defined in the O�dinance. The Ordinance is justified on the premise that subdivisions i�creases demand for recreation and park areas. Therefore, developers should be required to furnish public parkland for the community in relationship to the need created when the population density substantiatly increases. The developer recovers any monetary loss due to contributing the acreage by increasing the price of homes in the subdivisions. Thus, homeowners in the subdivision who benefit most by the nearby parkland will , pay for the acquisition of the parkland. B. Payment-in-Lieu of Dedication Developers required to dedicate land pursuant to the Ordinance Section 91-105 Fees- in-Lieu of, with the approval of Town Council, may make a payment in lieu of such dedication, or make combination dedication and partial payment in lieu of dedication, whichever in the opinion of Council shall be in the best interest of the citizens of the area to be served. The amount of payment and the procedures for payment also are defined in Ordinance. 42 � � ' Chapter Three V I I i. ACeOUNTING FOR ALL REVENUES Green Parks and Recreation Department wilf be coilecting fees and charges, gifts �of land or personal property and grant revenues as a result of this policy. The collection, control, record keeping, expenditures and accountability of all revenues and property will follow State statutes and loeal ordinances. A Parks and Recreatian Revolving Program Fund In order to enabfe the Department to plan, organize and conduct activities and events not totally funded through appropriated funds, a revolving fund shall be established for activities like instructional programs and adult athletic leagues. 1 . All monies will be deposited in the town treasury, in accordance with Finance Department policies and credited to the revolving �fund account number. A summary of all deposits shall be forwarded to the Finance Director each quarter with a proposed expenditure budget for approval.� 2. The Finance Department shall be responsible for. maintaining official revenue and expenditure records as required. All transactions (deposits and expenditures) shall be in accordance with normal Finance Department procedures, including (a) purchasing, (b) personnel, and (c) accounting. � 3. Expenditures may be charged against the revolving fund account; however, expenditures may not exceed revenues as of June 30 of each fiscal year. Monies as of June 30 of each fiscal year shall be encumbered and carried over to the following fiscal year for pfanned programs within ninety days. 4. The revolving fund shall be maintained by the Finance Department as a "general" fund on a simple revenue and expenditure basis; however, the Department will , maintain detailed, separate ledgers for each activity or event in order to provide day-to-day control of income and expenditures for each program. 5. Object codes, if any, shall be determined by the Department subject to the approval of the Town Manager and Finance Director. B. Enterprise Fund An enterprise fund shall be established for the camp g�ound, the marina and the golf course to provide greater flexibility in the management of these and other revenue producing facilities. This fund is governed by the joint Finance Department and Parks and Recreation Department policy outlined below: 1 . Revenues collected from the park and recreation enterprise facilities do not get deposited in the General Fund to be used for other public secvices. Revenues collected will be used to expand the revenue producing facility qr improve the recreation serviees to the user. 43 � ' � Chapter Three 2. A profit and loss statement will be forwarded to the Finance Director each month, , along with other pertinent records and audits required by Finance Department � policies. 3. The Finance Department will assign object codes and maintain all official records as required by law. The Park and Recreation Department will maintain detailed and separate account ledgers for each facility and facility program activity in order to provide day-to-day control of revenues and expenditures. 4. Green Town Council, upon recommendation of the Town Manager, Finance Director, and Parks and Recreation Director, may appropriate general funds twice a year into the enterprise fund with the stipulation that every effort will be made to repay the general fund appropriate "loan" from the enterprise fund revenues within six months. 5. All direct and indirect costs of operating the revenue producing facilities will be charged against the Enterprise Fund. Unspent monies left in the fund as of June 34, will be carried forward to the next fiscal year. IX. ANNUAL REVIEW The Department shall review annually this revenue policy and all fee schedules to ensure equitable services to the public. In setting fees and charges, the Department will avoid creating any annoyances to the public. The fees must be easily collected and the cost of collection should not consume more than half of the receipts; unless fhe purpose of fee collection is to control usage. A written report on the annual review will be presented to the Park and Recreation Board and Town Manager. 44 � . 2007 YEAR END FINANCIAL REPORT KNOX PARK POOL PETERSEN PARK BEACH REVENUE REVENUE DAILY ADMISSIONS 22,863.75 DAILY ADMISSIONS (700) 2,460.85 LOCKERS 0.00 FREE ADMISSIONS (3215) POOL RENTALS 2,800.00 BOAT RENTALS 893.25 POOL PASSES 31,588.00 BEACH RENTALS 936.00 SWIM TEAM 30,224.43 PROGRAMS 280.00 AQUATIC PROGRAMS 39,048.25 TOTAL 4,290.10 TOTAL 126,524.43 EXPENSES EXPENSES SALARI ES 72,410.39 SALARI ES 18,123.49 CONTRACTUAL 3,804.16 CONTRACTUAL 1,846.80 MATERIALS/SUPPLIES 11 359 91 MATERIALS/SUPPLIES 195 83 � �:�� �. �� �Cf'iPl`f�l�'���'�,,�Y���-��;����a����°���6�9g � �f'a,T���QLJ"�L£A: '����������� ����12'x ���„�.,,�,��,����,. � ,� _��,�,�,����� �:� .�....�. TRAINING/UNIFORM 2,648.95 TOTAL 20,166.12 SPECIAL EVENTS 2,356.48 TOTAL 92,579.89 NET 33,944.54 NET (15,876.02) MCHENRY ZONE & SKATE PARK REVENUE DAILY ADMISSIONS 0.00 TOTAL 0.00 EXPENSES SALARIES 16,514.89 MAINTENANCE ??? MATERIALS/SUPPLIES 3,500.00 TRAINING/UNIFORM 25.00 ' SPECIAL EVENTS 400.00 TOTAL 20,439.89 NET (20,439.89) , ' 2008/2009 Pool Fees - Actual Admissions Group Age Daily Fee Seasonal Fee Resident Child $4.00 $56.00 Adult $4.00 $56.00 Family of 4 - $92.00 Family Add-on - $10.00 Non-Resident Child $5.50 $90.00 Adult $5.50 $90.00 Family - $149.00 Family Add-on - $20.00 Groups of 10+ Pre-arranged $3.00 Private Poo/Renta/Fees Saturdays and Sundays from 7:15 pm -9:15 pm $150/2 hours 2009/2010 Pool Fees - Proposed Admissions(2.5%increase or cost of living increase) Group Age Daily Fee Seasonal Fee Resident Child $4.00 $58.00 Adult $4.00 $58.00 Family of 4 - $94.00 Family Add-on - $10.00 Non-Resident Child $5.50 $93.00 Adult $5.50 $93.00 Family - $152.00 Family Add-on - $20.00 Groups of 10+ Pre-arranged $3.00 Private Pool Renta/Fees Saturdays and Sundays from 7:15 pm -9:15 pm $155/2 hours 1 � 2008/2009 Beach Fees - Actuai Admissrons Group Age Daily Fee Seasonal Fee Resident Child _ Adult _ Non-Resident Child $3.50 _ Adult $3.50 _ Groups of 10+ Pre-arranged $2.00 Private Beach Rental Fees Fridays, Saturdays and Sundays from 6:00 pm -8:00 pm $75/2 hours Boat Renta/Fees Type Fee/half hr Canoe $5.00 Rowboat $5.00 1 person Kayak $5.00 Small Paddleboat $5.00 Barracuda Bike $6.00 2 person Kayak $6.00 Large Paddleboat $6.00 2009/2010 Beach Fees - Proposed Admissions Group Age Daily Fee Seasonal Fee Resident Child $1.00 - Adult $1.00 _ Non-Resident Child $3.50 - Adult $3.50 - Groups of 10+ Pre-arranged $2.00 Private Beach Rental Fees Fridays, Saturdays and Sundays from 6:00 pm -8:00 pm $75/2 hours Boat Rental Fees Type Fee/half hr Canoe $5.00 Rowboat $5.00 1 person Kayak $5.00 Small Paddleboat $5.00 Barracuda Bike $6.00 2 person Kayak $6.00 Large Paddleboat $6.00 , ' 2008/2009 Skate Park Fees - Actual Admissions Group Age Daily Fee Seasonal Fee Resident Child - _ Adult - - Non-Resident Child - - Adult - - 2009/2010 Skate Park Fees - Proposed Admissions Group Age Daily Fee Seasonal Fee Resident Child $2.00 $50.00 Adult $2.00 $50.00 Non-Resident Child $4.00 $65.00 Adult $4.00 $65.00 2008/2009 Family and Company Field Rentals - Actual Field Renta/Fees Type Reservation Fee Deposit Fee Total Fee Ballfield weekend $25.00 $25.00 $50.00 Weekend w/Prep $50.00 $50.00 $100.00 Lights(first 2hrs) $25.00 $25.00 Lights(per addl hr) $10.00 $10.00 Soccer Field Weekend $25.00 $25.00 $50.00 Weekend w/Prep $50.00 $50.00 $100.00 Lights(first 2hrs) $25.00 $25.00 Lights(per addl hr) $10.00 $10.00 2009/2010 Family and Company Field Rentals - Proposed Field Renta/Fees Type Reservation Fee Deposit Fee Total Fee Ballfield Weekend $25.00 $25.00 $50.00 weekend w/Prep $50.00 $50.00 $100.00 Lights(first 2hrs) $25.00 $25.00 Lights(per addl hr) $10.00 $10.00 Soccer Field Weekend $25.00 $25.00 $50.00 Weekend w/Prep $50.00 $50.00 $100.00 Lights(first 2hrs) $25.00 $25.00 Lights(per addl hr) $10.00 $10.00 .. 2008/2009 League Fieid Rentals - Actual Field Renta/Fees Type Reservation Fee Deposit Fee Total Fee per person? _ Ballfield per game? _ perleague? _ per person? _ Soccer Field per game? _ perleague? _ 2009/2010 League Field Rentals - Proposed League Field Renta/Fees Type Reservation Fee Deposit Fee Total Fee per person? Ballfield pergame? perleague? per person? Soccer Field per game? perleague? 2008/2009 Family and Company Picnic Sheiter Rentais - Actual Picnic Shelter Rental Fees Group # People Reservation Fee Deposit Fee Total Fee Resident/ 25 - 50 $50.00 $25.00 $75.00 Non Profit 51- 150 $75.00 $50.00 $125.00 150+ $100.00 $75.00 $175.00 Non-Resident 25 - 50 $100.00 $25.00 $125.00 51 - 150 $150.00 $50.00 $200.00 151 -250 $200.00 $75.00 $275.00 250+ $250.00 $100.00 $350.00 Company In City Limits $200.00 $150.00 $350.00 Outside Limits $400.00 $150.00 $550.00 Special Events for # People Resident Non-Resident Less than 500 $300.00 $500.00 501 - 1000 $400.00 $750.00 1001- 3000 $500.00 $1,000.00 More than 3000 Negotiated Negotiated 2009/2010 Family and Company Picnic Shelter Rentals - Proposed Picnic Shelter Rental Fees Group # People Reservation Fee Deposit Fee Total Fee Resident/ 25 -50 $50.00 $25.00 $75.00 Non Profit 51- 150 $75.00 $50.00 $125.00 150+ $100.00 $75.00 $175.00 Non-Resident 25 -50 $100.00 $25.00 $125.00 51 - 150 $150.00 $50.00 $200.00 151 - 250 $200.00 $75.00 $275.00 250+ $250.00 $100.00 $350.00 Special Events for # People Resident Non-Resident Less than 500 $300.00 $500.00 501- 1000 $400.00 $750.00 1001 - 3000 $500.00 $1,000.00 More than 3000 Negotiated Negotiated AGENDA ITEM #4— DOG PARK CONCEPTUAL PLAN — PROPOSAL Attached is a proposal from 3D Design Studio for professional services to prepare a conceptual design plan for a dog park at Petersen Park. These services will include preparing a base map, two initial design concepts, and an estimate of probable costs, and attendance at public meetings to review the proposed plan. 3D Design Studio prepared the conceptual plans for the Riverside Hollow and Fox Ridge Park locations in 2005. Staff was directed to obtain a proposal for these design services at the June 11, 2008 Parks and Recreation Committee Meeting. Professional services are estimated at $5,750 for this project. � - � 3 D D E S I G N S T U D I O July 30,2008 Mr. Pete Merkel City of McHenry Department of Parks and Recreation 333 South Green Street McHenry, IL 60050 RE: MCHENRY DOG PARK CONCEPTUAL DESIGN PROPOSAL Dear Pete, I would like to thank you for the opportunity to submit this proposal to develop the conceptual design of McHenry Dog Park at the Petersen Farm Site. The services will begin with the aerial photographs you provided. We will use these photographs to develop design base maps for developing the initial concepts. These will include; access walk, walking trails, exercise and training areas, fenced areas and signage ideas. The following outlines our proposed approach and Scope of Services: SCOPE OF SERVICES I. BASE MAP PREPARATIOIV AND SCHEMATIC DESIGN A. 3D Design Studio will utilize aerial photograph information, provided by the Park and Recreation Department and any topographic information from McHenry County GIS, for the approximate boundaries of the sites. We will visit the site with a copy of the basemap we create to walk and photograph the site. B. We will use the photographs to develop presentation materials as well as for our reference throughout the design process. We will note features of the site that may be important to the design or preservation of special amenities. C. Based upon our on-site observations, we will prepare two initial Design Concept drawings for the site along with Estimates of Probable Cost. We will email you the drawings and estimates and discuss them with you via a phone conversation. D. Based upon the input we receive from you during our phone conversation, we will refine the plans and refined Estimates of Probable Cost and prepare presentation boards for your use. E. We will be available to attend a public meeting with the dog owner's to discuss the concept plans. 529 BARRON BOULEVARD GRAYSLAKE, ILLINOIS 60030 (847) 223-1891 VotCE (847) 223-1892 FAx WEBSITE: WWW.3DDESIGNSTUDIO.COM EMAIL: INFOQ3DDESIGNSTUDIO.COM City of McHenry-Park�Recreation Department July 30, 2008 McHenry Dog Park Conceptual Design Proposal Page 2 F. We will prepare and distribute minutes of this meeting. We will call you to discuss the outcome of the meeting and determine the appropriate way to proceed with the concept selection. G. Based upon the outcome of the public meeting and our phone conversation, we will move forward the concept selected and prepare a Site Master Plan drawing for your review. II. FINAL DESIGN PLAN PREPARATION AND PRESENTATION A. Based upon your approval of the Site Master Plan Design, we will plan to present the plan to the McHenry Park Board or City Council. We will provide an overall site plan, detailed enlargements of any key areas, and a cost estimate in packets prior to the presentation. B. We will prepare a color rendered plan view representation of the Final Plan with any detailed enlargements necessary to describe the design. We will attend a Park Board or City Council meeting and present all the information developed to date, including our Site Analysis, design process and resulting Final Design Plan with the enlargements, sections or sketches as required to illustrate the design intent. C. We will plan to discuss the input received from this meeting via a phone conversation the day after the meeting and document any changes or revisions we should make, based upon the direction given at the Board meeting. We will make the changes and send you a PDF file copy for your approval and records. . � City of McHenry-Park£�Recreation Department july 30, 2008 McHenry Dog Park Conceptual Design Proposal Page 3 PROFESSIONAL FEES Our services will be performed on an hourly "not to exceed" basis as outlined below: I. Base Map Preperation and Sc � " hematic Design ; $ 3,800.00 II. Final Design Plan Preperation and Presentation $ 1,950.00 Professional Fees Total: $ 5,750.00 _ . . __ .. . _ . . _._ _ *Topographic Survey and Construction Documents are not included in this proposal. Once a concept is selected, a proposal for those services can be provided. ADDITIONAL SERVICES Where additional meetings, presentation of our plans, or additional design services, are requested, this work shall be performed on an hourly basis at the rates listed below, or under a separate agreement. The hourly rates are as follows: Principal $145.00 Landscape Architect II $125.00 Landscape Architect I $105.00 Support Staff $ 85.00 INVOICING Invoicing will be presented monthly for work completed during that month. Payment is to be made within 30 days of the date of the invoice. REIMBURSABLE EXPENSES Reimbursable expenses include in and out of house expenses as follows, and will be included in the regular monthly invoicing or invoiced separately as incurred: • AutoCAD Plots and Large Format Reproductions (black and white and/or color), including those for design alternatives, in-house or Client review, color renderings and"Kit-of-Parts" presentation boards, Bid Drawings and Construction Drawings. • Photocopies (black and white and/or color), including those for presentation booklets,Project Manuals and Contract Documents. • Photography including film, developing, enlargements, slides and digital photos for meetings and presentations. • Presentation materials including rendering supplies, foam core, laminating supplies and GBC binding. • Postage and Delivery including Priority mail, overnight shipments and courier services. • Mileage to and from meetings at the current IRS mileage rate. City of McHenry—Park£�Recreation Department july 30, 2008 McHenry Dog Park Conceptual Design Proposal Page 4 SPECIAL CONDITIONS The Owner agrees to waive all claims and liability against 3D Design Studio in the event that the Owner executes the work without 3D Design Studio contracted to observe and document the construction activities. The Owner accepts the responsibility for the accuracy of the base information provided for the purposes of developing the Master Site Plan if our surveying services are not incorporated into the process. Should a problem arise from any inaccuracy of the base information, 3D Design Studio will assist in correcting the situation, but will be compensated hourly for additional time that may be required. Fees for special submittal coordination and/or meetings with non-Park District agencies like Common Wealth Edison, Corps of Engineers or Department of Natural Resources are not contained within this proposal. The Owner acknowledges that there are no Architectural or Structural or Civil Engineering fees associated with the Services outlined in this proposal. Should there need to be these services for the evaluation of the site, these services can be quoted separately, or provided under an amendment to this agreement. I would like to thank you again for the opportunity to submit this proposal to work with you and the City of McHenry Park and Recreation Department on the Dog Park Project. I look forward to hearing from you regarding this proposal, and to scheduling our "Kickoff" Meeting! Very Truly Yours, �` �, '� � Daniel D. Dalziel, RLA,ASLA Principal Accepted Date MCHENRY COUNTY `TOBACCO FREE' COALITION �� i American Cancer Society June 30, 2008 American Heart Association PETE MERKEL DIR OF PARKS& RECREATION American Lung CITY OF MCHENRY PARKS& RECREATION Rssociation of 333 S GREEN ST Illinois MCHENRY, IL 60050 Centegra Health System Dear Park District Supervisor, Family Service& CMHC The McHenry County"Tobacco Free" Coalition would appreciate your help in making our communities smoke-free. Currently, in McHenry County, we do not have tobacco Health Bridge policies for any of our park districts, other than inside buildings, in accordance with Fitness Center Smoke-Free Illinois. McHenry County College Throughout northern Illinois, however, there are numerous park districts who have adopted smoke-free policies at all of their facilities. These facilities include parks, McHenry County playgrounds, buildings, and sports fields. As part of our mission statement, we are Department of dedicated to preventing initiation of tobacco use among youth, as well as eliminating Health exposure to secondhand smoke. Therefore, we are askin for our su by considering adopting a tobacco-free policy for your pagk district. pp�rt in this effort McHenry County Sheriff's Office If you have any questions, or if we can be of any assistance, please don't hesitate to let Mercy Health us know. Please keep us informed of your progress. Thank you for your consideration. System Sincerely, WCU School District 200 ��l'W�"- `��� Suburban Asthma Consortium Karin Buck, Chairperson McHenry County"Tobacco Free" Coalition �� � Samnles of Smoking Ordinances 1. Section 30 SMOKING The Park District Board of Commissioners has banned smoking on all Park District property under Ordinance 05-7-1. This includes all parks, playgrounds, facilities, buildings, athletic fields and parking lots. Revised July 25, 2005 2. Amendment to Park User Policy: No Smoking Ordinance 0-01-08 Executive Director presented the amendment to User Policy for Parks and Facilities Ordinance 0-01-08 which incorporates the Smoke Free Illinois Act into the User Policy for Parks and Facilities. Executive Director noted that the Park District was one of the first park districts to enact a smoking ban,which was passed in 2004 prohibiting smoking within 20 feet of a park district facility, including ball fields, which is a greater distance than the new Smoke Free Illinois Act requirement of 15 feet. 3. On January 1, 2008, the Smoke Free Illinois Act (410 ILCS 82/1) went into effect. Also, the Chapter 100 of the City of Park Code was amended to incorporate the Smoke Free Illinois Act and further prohibit smoking in certain places including Park District facilities, parking lots and park grounds (including all athletic fields). 4. NO SMOKING POLICY In our continued effort to promote a healthier lifestyle,the Board of Park Commissioners adopted an ordinance prohibiting smoking on all Park District property effective March 16th. Smoking is now prohibited on all Park District property including all parks, facilities, fields, and pools. Smokers caught in violation of this new policy may be fined up to $100.