TO: Mayor Richard C. Irvin
FROM: Daniel Barreiro, Chief Community Services Officer
DATE: February 13, 2018
SUBJECT:title
Approval of the use of Phillips Park for the staging the 24th annual Sports Festival on Friday, May 11, 2018 from 8:00 a.m. to 3:00 p.m.
body
PURPOSE:
The purpose of the Sports Festival is to reward students for excelling in physical education classes and to bring students together from across the city to compete in friendly games. For many students, this is the hi-light of their middle school experience. The use of Phillips Park is needed to host the 3 on 3 basketball, bags, checkers, chess, golf, softball, tennis and tug-o-war portion of the festival. The main pavilion is used as the event base station.
BACKGROUND:
This is the 24th year that the City of Aurora has hosted the Sports Festival. The event is attended by 7th and 8th middle school students from across the city. Last year, there were over 1,000 participants from 17 middle schools. The event is made possible with the support of the Aurora Township, Communities in Schools, East Aurora School District 131, Fox Valley Park District and Triple Threat Mentoring.
DISCUSSION:
This event is the largest event coordinated by Youth & Senior Services. A portion of the cost of the event is offset by a $5 registration fee to cover the cost of the shirts:
Youth & Services has budgeted $20,000 for event in account 101-1370-440.50-91. The vendors required for the vent provide food and some amusements. These vendors have been used for many years and are in good standing.
This event has been held rain or shine. An Incident Action Plan has been developed by Emergency Management and has served as a guide for addressing emergencies such as inclement weather. As a contingency indoor venues will be utilized.
IMPACT STATEMENT:
The use of the Phillips Park and other event locations such as the Gates School Soccer fields takes place during the day when the facilities are not in high use. Resources required include Parks Staff, Police and Fire as well as Community Services.
* Phillips park provides use of the Main and West Pavilions, all volley ball pits, 3-4 softball fields, 4-5 basketball courts and set up, take down and transportation of goals, use of the visitor's center with tables and chairs, use of porta-toilets, fountains and grounds for amusements and parking.
* Phillips Park Golf Course provides 10 golf carts for the event coordinators and commissioners. Provides a golf commissioner as well as ice.
* EMA also provides assistance with the development of the Incident Action Plan for the event and has an onsite presence.
* Special Events provides use of walkie-talkies for communications.
* Police has an on-site presence for security.
* Fire has an on-site presence for first aide.
This event requires many outside resources. Aurora Township provides transportation before, during and after the event. Communities in Schools provides assistance with serving food. Triple Threat also provides resources for refs and other logistics.
RECOMMENDATIONS:
Forward to the Government Operations committee for review and approval of the request to use Phillips Park for the 24th Annual Sports Festival to be held on Friday, May 11, 2018.
cc: Alderman Hart-Burns, Chairman
Alderman Mervine
Alderman Lofchie
Alderman Franco, Alternate