01-48 Resolution No. 01-48
RESOLUTION
AUTHORIZING THE DISTRIBUTION OF GRANTS TO
YOUTH SPORTS ORGANIZATIONS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that City Manager Joyce A. Parker, is hereby authorized and directed to
distribute grants to the following youth sports organizations for the
purposes specified herein and pursuant to the terms and conditions in
the agreements between the City of Elgin and the respective youth sports
organizations :
Organization and Purpose Amount
American Little League
Lights $22, 200
Tractor $ 5, 000 $27, 200
Classic Little League
Lights $35, 750
Scoreboard $ 4, 500 $40, 250
Continental Little League
Bleachers $ 6, 600
Dugout Repair $ 3 , 000
Fence Rail $ 7, 500
Code $15, 000 $32 , 100
National Little League
Lights $39, 600 $39, 600
Teener League
Lights $51, 285 $51, 285
PeeWee Football
Astroturf $12 , 000 $12, 000
Kickers
Fencing $ 2, 200
Benches $ 1, 500 $ 3 , 700
s/ Ed Schock
Ed Schock, Mayor
Presented: February 28 , 2001
Adopted: February 28, 2001
Omnibus Vote : Yeas : 7 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
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, Agenda Item No.
z City of Elgin
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February 1, 2001I � '
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT : Funding Request for Youth Sports Organizations
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider the following
general fund grants as recommended by the Parks and Recreation
Advisory Board at its January 30, 2001 meeting.
BACKGROUND
The City Council programmed $80, 000 in the 2001 budget to
distribute among the nine youth sports organizations for capital
improvement projects . Additionally, there was a carry over of
$129, 449 from 2000 for a total of $209, 448 available .
In 2000, $150, 000 of additional funding was budgeted to first
correct code violations such as electrical, plumbing and safety
issues . Remaining funds, after correcting Code violations, were
allocated to larger capital projects like fence replacement and
bleacher pads . With the exception of Continental Little League,
all code violations have been corrected. Continental Little League
will have all their work completed by their opening season in 2001 .
The remaining work is fence repairs .
In 2000, staff met with each of the nine youth sports groups to
review the specific needs of each facility. A five-year guideline
plan was approved by the Board which distributed funds based on the
current condition of each facility and the priority needs for the
proposed improvements . It was agreed that the emphasis in 2001
would be on upgrading and improving the lights on various fields .
This year' s lighting proposals were postponed due to monetary
reasons . Both light projects came in over bid. American Little
League was awarded $12, 000 for lighting the girls' field. The bid
came back at $22, 200 . The National Little League' s budget was
$29, 944 for lighting. The actual bid came back at $39, 600 . Instead
Youth Sports Organizations
February 1, 2001
Page 2
of covering the bid shortfall with available contingency funds, the
lighting projects were joined with the other leagues lighting
projects in 2001 to receive a better combined bid with all
projects . Therefore, these 2000 budget projects and funds were
carried forward to include with the 2001 projects .
The majority of the 2001 projects will concentrate on athletic
field light installation with minor projects including scoreboards,
a tractor, bleachers and dug out repair . The projects and cost
estimates are as :
League Project Protect # Fundinct
American Lights 509576 $22 , 200
Tractor $ 5, 000
Classic Lights 509577 $35, 750
Scoreboard $ 4 , 500
Continental Bleachers 509578 $ 6, 600
Dugout Repair $ 3, 000
Fence Rail $ 7 , 500
Code $15, 000
National . Lights 509579 $39, 600
Teener Lights 509580 $51, 285
PeeWee Astroturf 509581 $12, 000
Kickers Fencing 509592 $ 2, 200
Benches $ 1, 500
Total : $206, 135
Contingency: 3, 313
Total Available : $209, 448
Attached is a copy of the 2000-2004 Youth Sports Organizations
Five-Year Improvement Guideline Plan.
At the January 30 Parks and Recreation Board meeting, the Youth
Sports Organizations were informed that unspent funding will no
longer be carried into the next fiscal year .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Input was received from youth sports organizations and approved by
the Parks and Recreation Advisory Board on January 30, 2001 .
Youth Sports Organizations
February 1, 2001
Page 3
FINANCIAL IMPACT
Sufficient funds are budgeted and available in the Parks and
Recreation Department Administration Division Budget, account
number 010-5001-761 . 92-46, totaling $209, 448, with separate project
numbers assigned to each league .
��� LEGAL IMPACT
None .
ALTERNATIVES
Option 1 . To fund the grant requests as recommended by the Parks
and Recreation Advisory Board and staff .
Option 2 . To not fund the grant requests as proposed.
RECOMMENDATION
It is recommended that the Mayor and members of the City Council
approve the youth sports grant requests as recommended by the Parks
and Recreation Advisory Board.
Re •ectfully submitted,
4/24//ali
Joice A. Parker
City Manager
Attachment
YOUTH SPORTS ORGANIZATIONS 5-YEAR IMPROVEMENT GUIDELINE
(Revised November 20, 2000)
2000 2001 2002 2003 2004 Future
American Lights $12,000 Lights $22,200 Scoreboard $4,500
(transferred to 2001) Tractor$5,000
Pads$4,900 (7@$700)
Bleachers($7,700
(7@$1,100)
Storage Bins$1,000
Code: $2,500
American Legion -0-
Code: NA
Classic Pads $7,700 Lights$35,750 Mower $8,000 Batting cage $7,500
(11 @ $700) Scoreboard $4,500
Fence Caps$5,400
4 new bleachers
w/pads: $7,200 .
Code$8,500
Continental Pads $9,800 6 Bleachers New concession Announ booths
(14 @ $700) 6 x $1,100=$6,600 bldg. $45,000
Septic $1,000 Dugout repair $3,000
Sec. Lighting/in-house Fence rail $7,500
Roadway gravel Code$15,000
$10,000
Code$15,000
(transferred to 2001)
National Lights $29,944 Lights $39,600 Building‘v/sec lights Scoreboard $1,350 Expansion of
transferred to 2001 & water$60,000 announ. booth/
6 Bleacher/pads field 2
•
$9,000(2001)
Code$5,000
Teener ' Warning track$6,000 Lights$51,285 Building$22,000 Asphalt walkway Concession Equip Replace infield light •
Storage bins$1,000 $2,750 $7,500 $50,000
Fence,netting$3,000 Replace backstop Scoreboard $4,000
Code$7,665 $1,250
YOUTH SPORTS ORGANIZATIONS 5-YEAR IMPROVEMENT GUIDELINE
(Revised November 20, 2000)
2000 2001 2002 2003 2004 Future
Pee Wee Bleachers$4,000 Astroturf$12,000 Fencing $10,000
Code $6,000
Astroturf$12,000
(transferred to 2001)
Kickers Fencing$2,200 Warmup walls$1,600 Drainage Drainage$22,000 Future lighting/shelter
Benches $1,500 $22,000 Goal signs $300
Heat Warmup$2,900 Scoreboard $6,800 Bleachers/Ig$4,000 Announcer
Fence$4,000 Asphalt apron $4,500 (2 @ $2,000) booth/water
fln/dugout roofs
Total Total Spent: $114,265 Sub total: $206,135 Sub total: $ 99,400 Sub total: $84,350 Sub total: $33,800
Budget: $80,000 Budget: $ 80,000 Budget: $80,000 Budget: $80,000
Total Available: Carryover: $129,448 Shortage $4,350
$243,713 Total: $209,448
Contingency: $129,448 Contingency: $ 3,313 Shortage -$19,400
Note: Highlighted items in 2000 are items that have been completed.
11.4.L GRANTS REV 2000 wpd