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4.2. SR 10-15-2001TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Pat Klaers, City Administrator October 15, 2001 City Recreation Update Item # 4.2. There are a number of items to discuss and review with the City Council regarding the 2002 City Recreation program. These items include at least the following: Recreation program fees for non Elk River residents Lions Park Center...building construction issues o Meeting room furniture/fLxture/equipment (FF & E) o City Recreation office (FF & E) o Cabling - computer, telephones, etc. o Security system o Signage Meeting room use policies and issues Please see the attached memos from Recreation Manager Michele Bergh and Director of Planning Michele McPherson regarding the above topics. Some of the items are updates while some of the other items should get Council concurrence. The meeting room use policies is the fzrst draft and need not be approved at this meeting but some reaction from the Council would be appreciated in order to finalize the policy. Memo To: Mayor and City Council From:Michele Bergh Date: 10/10/01 Re: Non-Resident Fees for City of Elk River Recreation Department I am recommending the following policy for non-resident fees beginning January 1, 2002 with an evaluation of these policies taking place August 1,2002. · Residents of Elk River will have a Window of 7 days to register for programs prior to allowing non-residents to register. · Non-residents will generally pay 50% higher fees than residents of Elk River. I would like to leave the fee structure at this level, as I am concerned about keeping programs affordable to those in neighboring cities so they continue to participate. I would also like some flexibility with the non-resident fees so that we can adjust that amount, depending on the program. An example would be a program that is already very expensive and would cause the non-resident fee to be so high that the program becomes unaffordable or if a program is subsidized by the City of Elk River to keep costs down, perhaps the non-resident fee should be higher than 50% to allow us to recoup the subsidy as well as a non-resident fee. Since many of our programs run at capacity, I also think the 7-day window for Elk River residents to register is a very good benefit. This will allow Elk River residents to participate in a program over a non-resident if they register dght away. Registration for summer will be wrapping up by August 15t, making this a good time to evaluate the e[fectiveness of our policies. At this time we would be looking at numbers of participants as well as revenue (program and non-resident revenue) received. To see if the policy is effective, I would want to see an increase in all areas. If we don't see this, we can look at modifying the policy at that time. R3ver 13065 0r0n0 Parkway Elk River, MN 55330 MEMORANDUM Item # 4.2 TO: FROM: DATE: SUBJECT: Mayor and City Council Michele McPherso~irector of Planning October 15, 2001 Lions Park Center Construction Update Attachments Building Floor Plan Office Floor Plan Draft Use Policy Construction Update Work is in full swing at the Lions Park Center addition. The foundation is completed; the block walls have been installed; the roof trusses should arrive the week of October 15th, and painting, if not already started, should also start. Staff will be meeting with the appropriate consultants, contractors and technicians for installation of computer network wiring, cable television wiring, electrical, and phone lines on October 31~, at which point the building should be roofed and interior work should be starting. Expenditure Recap The City Council, when granting approval for the addition, also approved the following expenditures: 1. $29,000 from the RDF fund for the additional space for the restrooms 2. $20,000 - $25,000 for furniture, fixtures, and equipment relating the large meeting room space, also to be funded through the RDF fund. An expenditure that was not approved by the Council was for the furniture for cubicle offices in the office area. Michele Bergh, Recreation Manager, and Chis Leeseberg, Park Planner have been working on an office layout (attached) and have identified the required Phone: 763.441.7420 Fax: 763.441.7425 S:\PLANNING\MICHMC\CCREPRTS\LionsParkShelter.doc www. ci.elk-river, mn.us Memo to the Playor and City Council/Lions Park Center October 15, 200 I Page 2 equipment to establish three offices in the general office space as well as the private office. Through the furniture company, it is anticipated that the total expenditure for installation of the cubicles will be approximately $10,000. There are unencumbered funds in the recreation budget that can be used to purchase this equipment. The wiring of the building for phone, cable television, and computer network services will also be a City expense. Once these costs have been identified, staff will request approval from the Council. Use Policy Staff has also been working on rental use policies and fees for the Lions Park Center. A preliminary draft of the policy is attached is attached for your review and comment. Additional work is required on this document and it will be scheduled for approval by the Council at a future date. LIONS OFFICE OFF~CE OPEN OFFICE MECH STORAGE OPEN AREA LIONS OFFICE MECH OFFICE OPEN OFFICE STORAGE City of Elk River Policy for Use of Lions Park Center The Elk River Lions Park Center, located at 1104 Lions Park Drive is operated by the City of Elk River. Lions Park Center has a large banquet/meeting room, with adjacent kitchen facilities, outside staged bandshell and an outside picnic shelter, which may be scheduled for use by community residents, civic groups, non-profit organizations and non-residents. AREAS OF USE Meeting Room/Kitchen Facility: The meeting room with adjacent kitchen facilities can provide seating for up to 175 people. Round tables seating eight are available for use. o Outside Picnic Shelter: The outside picnic shelter provides room for eight picnic tables and is connected to the Center with access to restroom facilities and a serving area. The catering kitchen may also be accessed by users of the Picnic Shelter. o Outside Staged Band Shelter: The bandshell has permanent seating for ~ Electricity is available for sound equipment. This facility is quite popular for concerts. CLASSIFICATION AND PRIORITY OF USERS Priority 1. City of Elk River events, City Recreation programs, and governmental elections and caucuses. Priority 2. Events conducted by Elk River civic, youth groups, religious organizations, and non-profit organizations. Priority 3. Private parties or meeting conducted by Elk River residents. Priority 4. Elk River private industry or commercial use. Priority 5. Non-resident rentals for private parties or meetings. HOURS OF USE Regular Lions Park Center hours: Monday through Friday, 8:00 a.m. to 4:30 p.m. Lions Park hours: Monday through Sunday, 6:00 a.m. to 10:00 p.m. The Lions Park Center is closed on City holidays, except for contract use or previously scheduled events. The park itself is open 365 days per year. Lions Park Center Use Policy October I l, 2001 Page 2 The Lions Park Center will close no later than 1:00 a.m. on Friday and Saturday and 11:00 p.m. Sunday through Thursday for any and all functions. 4. Access is limited to the period of time reserved. HOW TO RESERVE THE FACILITY Obtain a Facility Use Application from the City Recreation Department, 1104 Lions Park Drive. The phone number is 763/441-4949. Applications may also be obtained on the City Recreation site at -. Submit the application, reservation fee, and deposit to the City Recreation Department a minimum of ten (10) business days prior to your requested date of use. Also required to be submitted is a copy of the applicant's certificate of insurance. If the event is to be catered, the caterer's certificate of insurance and liquor license must also be submitted at the time of application. 3. The Recreation Department will complete the following: a. verify that the facility is available for use on the requested date b. arrange for required custodial or police staff for the event if needed o Residents of the City of Elk River may make reservations up to eighteen months in advance. Non-residents of Elk River may make reservations up to twelve months in advance. 5. Residents may not reserve the Facilities for a non-resident. An application will be denied if the Lions Park Center has been previously reserved or if the requested use is for an activity contrary to City Ordinance. The City reserves the right to deny or cancel a permit if the regulations are violated. o Applications may not be assigned, transferred or sub-let to anyone other than the person/organization making the application. An application may be canceled by the City up to the time of use when a state of emergency is declared or unsafe environmental conditions or utility services are interrupted. In these circumstances, the City assumes NO responsibility for any disruption cancellation may cause. The City will attempt to notify the applicant immediately if cancellation is necessary. 2 Lions Park Center Use Policy October I I, 200 I Page 3 FEES User Meeting Kitchen Outside Bandshell Other Priority Room Shelter Level 1 $0 $0 $0 2 $0 $50 $40 3 $150 per $75.00 per $40 hour hour 4 $175 per $100 per $40 hour hour 5 $250 per $150 per $80 hour hour If beer or wine is being served, an Elk River Police Officer must be present. The fee for an officer being present will be $50 per hour. . efunds Rental fees and other charges are completely refundable if the City cancels the use of the Lions Park Center for any reason other than violations by the users. When the permit holder request cancellation more than forty-five (45) days before the event, a full refund will be issued if an alternate users is found. There is no refund of the rental fee if a permit holder cancels within forty-five (45) days prior to the event. LIABILITY The group, individual or organization using the Lions Park shall agree to compensate the City of Elk River for all damages to facilities, equipment or other property owned by the City, to compensate an employee for damage to personal property by any persons(s) attending the event, and further assumes all liability for any personal injuries, including death caused by participants in the scheduled event. The permit holder will be responsible for reimbursement of damages, including those in excess of the deposit. SUPERVlSON The group, individual or organization using the Lion's Park must provide competent adult supervision for the entire time participants are in the building or on the surrounding grounds. SMOKING The Lions Park Center is a smoke-free building. Smoking is allowed outside the building only. 3 Lions Park Center Use Policy October I I, 200 I Page 4 GENERAL RULES The user of the Lions Park Center and surrounding grounds agrees to follow these rules: Supervise the conduct of the members of their group. Disorderly conduct of participants is prohibited. 2. Use only spaces approved for use. 3. Leave spaces used in a clean, orderly fashion, including replacing items removed. 4. Trash shall be placed in designated containers. 5. Organize activities to conclude at the closing time stated on the permit. Comply with all City ordinances, Minnesota State Statutes, Federal laws and the established rules for use, which apply to authorized use of the Lions Park Center. 7. Use of candles or any open flame is prohibited unless approved in writing. The permit holder shall assume full responsibility for any unlawful act committed in the exercise of the permit. 9. Gambling of any nature is prohibited. 10. All persons and any equipment associated with the rental must be out of the Lions Park at the end of the rental time. No items are to be left overnight. 11. Violation of these rules may result in forfeiture of all deposit money, the termination of the event, and the loss of opportunity to use the facility in the future. 12. All bands and audio equipment must stop playing at 12:00 a.m. 13. A LICENSED CATERER must be hired to prepare food served, or, a temporary food license obtained from the Sherburne County Environmental Services is required for use of the kitchen at a social function. Evidence of the license from the Sherburne County Environmental Services is required. BEER AND WINE An Elk River police officer must be present if beer and wine are being served from the time alcohol is served until the end of the event. This will require an additional fee based on a minimum of three (3) hours at $30.00 per hour. The Facilities Coordinator may waive the presence of the office for certain portions of the rental period. Lions Park Center Use Policy October I I, 2001 Page $ In the event a caterer is hired to manage the serving of beer and wine, the caterer must show proof of having a liquor license. The caterer may sell beer/wine as an incidental part of food service that serves prepared meals. Service and consumption of beer and wine is allowed only in the Meeting Room. Beer and wine can only be dispensed to persons twenty-one years of age or older that are attending the event for which the beverage is being served. No compensation may be exchanged for beer and wine unless a caterer is hired according to the stipulations as listed in #2. This includes donations, advance sale tickets and tips. 5. No beer or wine may be served after 12:00 midnight on Friday and Saturday evenings or after 10:30 p.m. or on other nights. 6. All parties consuming beer or wine must conform to all city and state liquor laws. Applicant must provide a copy of Certificate of Liability Insurance (including host liquor liability) when beer or wine is served with total liability for all damages of $1,000,000 per occurrence. In the event a caterer is not hired, a copy of the applicant's homeowner's insurance will be required, showing $1,000,000 of liability coverage. Violation of these rules may result in the denial of future permits for use of the Lions Park Center. Denial of use does not exempt violators from possible civil or criminal prosecution under applicable City Ordinances, State or Federal laws. ROOt4 SET-UP AND DECORATION 1. An applicant holder is to call the Facilities Coordinator to make an appointment to come in within two weeks prior to the event in order to review and determine room set-up. 2. Room set-up will be done the day of the event by City staff based on agreed floor plan. Decorations may be put up by the user and must be removed upon completion of the event. Installation of decorations may not inconvenience any other group and must be done within the period of time reserved. Items may not be attached to the walls or ceiling. 4. Paper/metallic confetti or rice shall not be used in the building or on the grounds.