Loading...
PRSR HANDOUT 12-08-2010MEMORANDUM TO: Parks and Recreation Commission FROM: Steve Benoit, Recreation Manager DATE: December 7th, 2010 SUBJECT: Snowmobile and ATV use in City Parks Concern has been raised regarding the issue of snowmobile and ATV use in City Parks. Currently the following approach has been utilized to address this issue: • Signage is posted in key park areas to educate the public that motorized vehicles axe not permitted in parks. Staff would like feedback from the Commission regarding this issue and methods in which it can be addressed. h:AMy Documen6VCnmmissionAPro[e<tirni of Numxal Resoum~s\Smnvmo6iling and A9V.doc MEMORANDUM TO: Parks and Recreation Commission FROM: Steve Benoit, Recreation Manager DATE: December 7th, 2010 SUBJECT: Dog Waste in City Parks Concern has been raised regarding dog waste left in City Parks. This waste can have significant negative impacts on the environment of the parks. Currently the following techniques have been utilized to address this issue: • Dog waste stations have been placed at park locations that tend to attract a large number of park users with dogs such as Woodland Trails Paxk and Meadowvale Heights Paxk. As budgets allow it is planned to install additional dog waste stations in other park locations. • Literature has been developed to educate the public on the negative impacts of dog waste left in City Parks. Staff would like feedback from the Commission regarding this issue and methods in which it can be addressed. h:AMy llocumentaACnrtvrtissionAProrectioa of Nam~al RG101][CGti\Dog Wus[c Mcmadoc MEMORANDUM vex TO: Parks and Recreation Commission FROM: Steve Benoit, Recreation Manager DATE: December 7th, 2010 SUBJECT: Policy for Field Use Staff have been reviewing the current policy fox athletic field use. The Parks and Recreation Department has experienced an increase in requests from groups wishing to utilize City of Elk River fields. The staff have identified areas in which the current policy would better serve user groups by being updated. Specific issues axe as follows: • The current policy does not list all types of user groups that request fields. Fox example, the Parks and Recreation Department as well as the Elk River School District axe not listed on the current policy statement. • The cuxxent policy does not request certain information from groups such as non- profit number and geographic area served which aids in determining field allocations. Staff would like feedback from the Commission regarding these issues. In order to assure that field resources axe being allocated in the most effective manner, staff is recommending the cuxxent policy be updated. h:AMy DocumentsVCommis lionVI~Idd Scheduling\FicIJ Use Policy Memo.dx Elk -.- River Parks and Recreation POLICY FOR FIELD USE-DRAFT December 8, 2010 Purpose To define procedures and priority status for using and renting the City's recreational field facilities in an equitable manner to best meet the community needs. Priority for Scheduling Facilities The following priority schedule will be used for use of City athletic facilities: 1. All City activities or recreation programs. 2. Public schools within the city limits of Elk River. 3. Recognized community athletic associations. To be recognized, the association must meet the following requirements: • Generally serve the Elk River geographic area • Provide proof ofnon-profit status (501-C3 number) • Serves the largest number of Elk River participants per sport/activity • Accepts all eligible Elk River residents into the program • Publicly announce registration procedures in local newspapers • Provide a certificate of liability insurance Recognized athletic associations will be required to submit an annual application form to the City to maintain their status. The City of Elk River Parks and Recreation Commission will make the determination on whether an athletic association is recognized. Decisions of the Commission may be appealed to the City Council. 4. Other community groups including athletic associations, churches, or civic organizations that provide recreational opportunities to Elk River residents. 5. All other individuals or groups including non-resident, commercial and private membership groups. Field Use Fields must be reserved for organized recreational usage. Fields will be scheduled for Priority One first. After all fields are allocated by commission, additional use, tournaments, and all other users must follow the Outdoor Facility Use Application process and fees. Groups must allow a minimum of 14 days for the processing of their request. Requests must be submitted in writing by the deadline as determined by the Parks and Recreation Department to ensure field availability. Applications will be processed on a first come first serve basis. Permits In order to receive exclusive use of any City athletic facility, any group or organization must follow the guidelines and policies established by the City's Parks and Recreation Department and receive an appropriate permit. Permits are issued only by the Elk River Parks and Recreation Department. Fees The City will set fees each season. This fee, any outstanding bills, and annual applications must be submitted to the Recreation Department before any scheduling needs will be considered for that season. This fee will cover the following basic services: • Coordination of scheduling and maintenance • Portable toilets at each site • General field set up for games, excluding items listed below These items are not included in seasonal fees and will be billed at actual cost unless otherwise noted: • Weekend use Friday-Sunday • Weekend City Staff • Maintaining a field more than once each day • Moving of bases • Extra portable toilets and/or cleanings • Use of concession building • Tournament and Tournament Supplies Field Maintenance Fields will be maintained in accordance with industry standards as outlined by priority user based on the schedule supplied. Any changes to the original schedule must be completed in writing at least 2 business days before the need or no maintenance will be provided and change request maybe denied. We are not responsible for any messages left on the voice mail system. No changes maybe made to City fields by anyone other than the City. Disclaimer The City of Elk River reserves the right to schedule athletic facilities in a manner that best serves the City. ~1, ~„ a ERiver Recreation Department POLICY FOR FIELD USE Effective January 1, ?003 Priorities The following priority schedule will be used for identifying associations and field use: Priority One: One association/group per sport activity and population served. This association will be the association with seniority if it serves the largest number of participants. Priority Two: All other groups requesting fields. Field Use Fields will be scheduled for Priority One first. Groups must allow a minimum of 14 days for the processing of their request. Field use will be assigned based on the previous year's participation numbers as well as what fields are available for use. Requests must be submitted in writing by the deadline as determined by the Parks R. Recreation Department to ensure field availability. Field Maintenance Fields will be maintained in accordance with industry standazds as outlined by Priority One association based on the schedule supplied by the association. Any changes to the original schedule must be completed in writing at least 2 business days before the need or no maintenance will be provided and change request maybe denied. We are not responsible for any messages left on the voice mail system. No changes may be made to City fields by anyone other than the City. Fees Priority One Fees: The City will set fees each season. This fee, any outstanding bills, and a complete participant roster must be submitted to the Recreation Department before any scheduling needs will be considered for that season. This fee will cover the following basic services: • Coordination of scheduling and maintenance Portable toilets at each site • General field set up for games, excluding items listed below These items are not included in seasonal fees and will be billed at actual cost unless otherwise noted: • Maintaining a field more than once each day • Extra portable toilets and/or cleanings • Moving of bases - $25/move Priority Two Fees: All other Applications for Facility Use received for fields will be reviewed once scheduling is complete for [he associations. Field use fees will be as determined by the City. This fee covers use only. No maintenance will be performed nor may any changes be made to the field by the persons/groups reserving the field. Any maintenance or changes to fields maybe requested and will be reviewed for feasibility. If we are able to honor requests, fees will be assessed based on actual expenses incuiTed as determined by the City. N~ o~~,r Elk -~-~ River Recreation Department POLICY FOR FIELD USE 2002 The City of Elk River will assist and recognize one associatioi>/group per sport and/or activity and population served. Facilities will be reserved for these associations/groups prior to any other field use being reserved. Fee for associations will be $3/participant using field in Elk River per season with a $100 minimum charge. This fee will cover all expenses except the following, which will be billed at actual cost: • Maintaining a field more than once each day • Extra portable toilets • Extra portable toilet cleanings Fields will be maintained for the associations based on the schedule inforn~ation supplied by the association. Any changes to the original schedule must be completed in writing at least 2 business days before the need or no maintenance will be provided and change request may be denied. We are not responsible for any messages left on the voice mail system. All other Applications for Facility Use received for fields will be reviewed once scheduling is complete for the associations. Park Use fees set by the Com~cil will be used for these reservations. Cun-ent fee schedule is $50/day for park usage. This fee covers reservation only. No maintenance will be performed nor may any changes be made to the field by the persons/groups reserving the field. Any maintenance or changes to fie]ds may be requested and will be reviewed for feasibility. If we are able honor requests, fees will be assessed based on actual expenses incurred as determined by the Parks Department. Field reservations will be made year-round for all city facilities by the Recreation Department. Our office will only make reservations for District facilities when we are providing the maintenance and care for the facility or school is not in session. I.S.D. #728 Elk River Area School District FACILITY USE POLICY & PROCEDURES Revised: September 8, 2009 District #728 Facility Use Policy It is the policy of the School Board to encourage the use of District 728 schools and facilities. The District 728 Community Education Department will coordinate the use and rental of all school district buildings and facilities. For Information, contact: District #728 Facilities Scheduler Handke Center 1170 Main Street Elk River, MN 55330 Phone (763) 241-3400 x 5539 Fax (763) 241-3521 Dhtski5ervke Center lmcdn EbmarOary School TwM Lakes nemewry School 19072TdrgkRmdNW 6005chod Steer 10051191A AS'eraseNW ak RIs.S MN 55330._______.7 C#qva, MN 55330_.______8 9kWwr, MN 55330...____._76 Inside this booklet: fducatianalTecMobgy Meadowvale Etemerdary Cantor 5<hod 11305cNod Sgeet 72701 Ek I4bRaed ak Rlswr,MN 55330.__.____1 Ek PoVw, MN 55330_.______9 F&RNar Nlgh Sckod Otscpo Elarwntery SCMd 90D Schad StreN 8125 Rherfbd NE 8k psar, MN 55310.__.____3 Otsego MN 55330________10 Communay EduoNon VadurfkmerRSry School it70 Mein 9lree4 SOOScMd$treR ak ftlsey MN S5330.______._.4 Ek RWer, MN 55330______._11 ECfElSchoolReadMass 1170 MNn Street ak pyw0 MN 55330._______.1 Nasun nomentary School 14055 CkcNd Ayenue ROOMS, MN 55374_______.___5 Rogors Ekmenury School 12521 MaY~ Saoef Rogots _______________._.12 Rogers Nigh School 11000. 141s[Ayenue Rogers, MN 55374________13 OhtdctAdmsnktratlvenf(k9 Bogus Mk3de5chod 815 Hghwa/10 20955.141stAVenua ak RlSwr, MN 55330._______.b Rogers, MN 55374________71 hen Send CommuNly Sdod Salk MWdNSChod 12325diod 5taeM 11970HONad Rod ak Rlswr, MN 55330.________7 Ek MVr, MN 55330_.______75 Map ................................................................ Page 2 Procedure for requesting facility ................... Page 3 Rules & Guidelines for Use .......................... Page 4 & 5 Fees Guidelines ............................................. Pages 5-7 Little Theater Usage ...................................... Pages 8-9 Fee Schedule ................................................. Page 10 Vanden9erge M1dde Schod 9aB ArcmrR9sd ak Nser, MN 55330._____.._17 2lmmerman Mlddkr Westwood namenWry School 136514th AtxrMe South Dmmwman, MN 55371.____19 7lmmerman Elementary Shcooi 75959 VWR 41h Steer nmmarman, MN 55398._.._.._19 Dmmarman Nbh Schad 25400.4M Sheet Wbst 2lmmwmen, MN 55399.__...20 • Important Reminders Regarding our District • District 728 is Tobacco Free Smoking and the Entrances are labeled by use of tobacco is prohibited on all School • letters or numbers at each District property. This includes all school F` . school building. Please note buildings, grounds, and in all school vehicles. r ~~ O the entrance tbat has been ® r *i ~ designated for your group g ~~` e „ and inform all participants of ark and enter for where to peg. e ~ p a c e o o~ yOnt BCtlvlty. Thanks for your cooperation! District 728 Facility Use Procedure Adopted by the School Board 9/8/09 "District Premises", as referred to in this document, will include all District owned facilities, buildings, grounds, parking lots, athletic fields and vehicles. Priorities for Facility Use: Applications for the use of facilities will be processed and scheduled in the following order: 1. School District #728 events, Community Education activities, and governmental elections and caucuses. 2. Civic, service, non-school youth groups and community groups (composed of 75% or more school district residents). 3. Local government use. 4. Local religious organizations. 5. Local commercial/business groups. 6. Groups that serve a regional, state or national clientele. 7. Non-local commercial groups. Occasionally, non-school scheduled activities may conflict with events planned by a District program. If a conflict occurs, every effort will be made to find an alternate facility for the non-District group; but, District 728 programs have priority of facility use at sll times. How to Apply to Use Facilities: All use of District facilities before and after the normal school day, weekends, vacations and holidays, is scheduled through the Community Education Office. To make application: 1. Obtain a Facility Use Application by calling the Community Education Office at 241- 3520, or stop by the Community Education Office in the Handke Family Center, 1170 Main Street, Elk River, MN 55330. Applications are also available at all District 728 public school offices and on the District #728 Website at http://elkriver.kl2.mn.us (click on Community Education). 2. The Community Education Office must receive your completed Facility Use Application at least ten (10) business days prior to your requested date of use. 3. District equipment (i.e.: recreation, audiovisual, chairs, etc.), as well as setup times and needs, must be requested on the application. 4. Upon receipt of a Facility Use Application, the Facility Scheduler will verify space availability and send a confumation of use. An estimate of applicable costs is also available upon request. 5. The Facility Scheduler will arrange for custodial services and/or building supervision if use of the facility occurs at a time when custodians are not on duty, additional services are needed, and/or the nature of the activity dictates such staffing. Food Service personnel will be staffed if your use includes a school kitchen or the ERHS Hallway Cafe. Staffing costs are the responsibility of the user. Liability: District 728 assumes no responsibility or liability for damage, loss, or personal injury resulting from use of District facilities. • The individual named on the permit and the group in whose name the permit is issued are jointly responsible for their use of the facility, and will accept responsibility for the payment of rent and/or other charges, including damages. • The individual named on the permit, and the group in whose name the permit is issued, are jointly required to assume full responsibility for personal injury to any participants or spectators. Rules & Guidelines for Use: Rules and regulations exist to protect the public's investment in District 728 facilities. All groups using the buildings/grounds must observe the following rules. 1. A permit will not be granted for any facility use application, which in the judgment of District 728, may be in any way prejudicial to the best interests of the schools or the educational system. District 728 may modify, deny, cancel, or revoke any or all facility use applications or permits at any time. 2. All local and state ordinances and taws pertaining to use of public buildings and facilities must be observed. District 728 also enforces the policies below: • The use of tobacco on district premises is strictly forbidden at all times, including grounds. District 728 is tobacco-free. • The possession and/or use of alcohol or controlled substances on District premises are prohibited. 3. Competent adult supervision (21 years or older) must be provided by the group during the entire use. The group supervisor(s) will be held responsible for compliance with rules, general behavior and safety. 4. Use is limited to those areas of the building that are specifically approved and includes the nearest drinking fountain and lavatories. 5. A custodian or building supervisor will be present throughout your use; cooperation with these staff members is essential. 6. Equipment brought in and its manner of use is subject to approval by the custodian in charge, Manager of Buildings and Grounds, the Community Education Director or the Facilities Scheduler. 7. District equipment may be used if advance arrangements have been made with the Facility Scheduler. Charges for staff time may be assessed, depending on the extent of set-up and/or takedown needed. 8. All groups shall leave the school facility in the same condition in which they found it, returning all furniture, equipment, etc. to its original order. Charges for staff time may be assessed, depending on the extent of clean up needed. 9. If food and/or drink are to be served, this is to be indicated on the Facility Use Application, and will be permitted only in designated areas. 10. "Guidelines for Use of School District Kitchens" will be followed in the event of kitchen use. "Guidelines for Use of District 728 Pooi" will be followed in the event of pool use. "Guidelines for Use of School Gyms" will be followed in the event of gym use. "Guidelines for Use of Classrooms" will be followed when classrooms are used. "Guidelines for Hosting a Tournament" will be followed when hosting a tournament. "Guidelines for Auditorium Use" will be followed when the Auditorium is used. 11. District facilities may be rented to churches operating within District 728 boundazies for worship purposes. However, District facilities are not intended to be used as long-term facility solutions, and a church may be requested to provide the District with its plan for a more permanent facility. 12. Groups or individuals approved to use District facilities may not assign, sublet, or transfer their approved facility use to any other group or individual. 13. Groups or individuals using the facilities may display banners, signs, streamers or any materials of an advertising nature on District premises only during the hours scheduled for the event. These displays/signs may not cause damage to or deface district premises, and must meet all requirements imposed by other governmental agencies. Promotional signs posted inside district facilities must be approved by the Director of Education and must clearly identify the sponsoring organization, a contact person and phone number. Cancellations: The facility scheduler must be notified of cancellation at least ten business days prior to scheduled use. If less than ten business days notice is given of cancellation, facility rental fees and/or stafffees may be assessed. Fee for Facility Use: Rental rates apply to groups and activities as listed in the following categories. All groups using facilities are responsible for staff costs (custodian, food service, and building supervision) in addition to costs resulting from their use; such as equipment, supplies, extra garbage, override of liVAC systems, etc. Groups and individuals are responsible for the repair and/or replacement of damage, theft or loss to the premises or equipment resulting from their use. A damage deposit may be required at the time of application for facility use. Staffing: Groups/individuals using District 728 facilities are responsible for staff clutrges resulting from their use. A two-hour minimum charge will be assessed for any of the following required staff. Custodial Could include opening or closing a building, set-up, clean-up $38/hour or presence during a time when not otherwise staffed, of if called to the building beyond normal work hours. Food Service Required to be present whenever a school kitchen or the ERAHS Varies Hallway Cafb is used. Food service time is charged at the current hourly rate including overtime and holiday pay, if applicable. Building Placed by the District to protect and oversee the facility and $ l7/hour Supervisor represent the school district. Theatre Required when operation of the Little Theatre or Auditorium $17/hour Technician lightboard, or soundboazd or rigging system is requested. Auditorium If coordinator assists with lighting and sound set-up and Coordinator design. $25/hour Pool Required for pool rental. Lifeguard Included in rental fee Categories: A. • School District 728 sponsored events: concerts, athletics, boazd meetings, special hearings, and Community Education Programs. These groups will not be charged rental fees. B. • Local tax supported public agencies that do not charge District #728 rental fees and have negotiated anon-duplication policy or agreement with District #728 (at least 75% of participants reside in District 728). • Local civic, service, and charitable groups (at least 75% of participants reside in ISD 728). •Local non-school youth groups; such as scouts, 4H, youth athletic organizations, etc. (at least 75% of participants reside in District 728). • Booster Clubs and Parent Organizations registered as a Non-Profit 501-C3 and supporting specific ISD #728 athletics, academic or arts teams/clubs. These groups will not be charged rental fees ezcept when conditions outlined in C & E below apply. C. • Local tax supported public agencies that chazge District #728 rental fees and have not have negotiated anon-duplication policy or agreement with District #728 (at least 75% of participants reside in District 728). •Local civic, service, charitable groups &non-school youth groups, when an admission is charged or a donation requested (at least 75% of participants reside in District 728). • Summer camps, clinics & leagues conducted by ISD 728 staff/varsity coaches unless they are run as Community Education or municipal recreation programs. • Local groups of a religious nature for worship, instruction, or admission/donation events. • District residents or groups for private meetings or activities • Colleges and universities. These groups will be charged Category I rental fees. D. • Individuals, private agencies, companies, vendors, business or special interest groups & non- profit groups with a regional or statewide clientele, for activities of a commercial. business or revenue ¢enerating nature. • Non-local (originating outside District 728) youth, civic, service, charitable and religious groups. These groups will be charged Category II rental fees. E. • Local non-school youth groups; such as scouts, 4H, etc. (at least 75% of participants reside in District 728) using indoor school district facilities for regulaz group meetings will be charged a $6 per member surcharge for the school yeaz. •Local youth athletic organizations using indoor school district facilities for practices (one regular season per yeaz) will be charged a $6 per participant surcharge for the season. Practice lengths provided to organizations will be by grade & program level: In-House Programs: 1 °`- 4th grade-1 hour per week 5th - 9th grade-2 hours per week TraveUJO Programs: 7's & 8'" Grade-3 hours per week Ali other grades-2 hours per week • Local youth athletic organizations requesting additional practice time during the above "regular" season will be charged a rate of $13/hour for additional gym use. • Local youth athetic organizations using outdoor school district facilities for seasonal practices will be chazged a $3 per player/participant surcharge for the season plus an assessment for actual costs of field maintenance, mazking and ports-potties. • Athletic tournaments/events of an individual nature, such as swimming, wrestling and gymnastics in which 75% or more of the tournament participants are District 728 residents will be charged Category I rental fees. • Athletic tournaments/events requiring indoor facilities (i.e.: basketball, volleyball, etc.) for which an admission fee is charged or a concessions is run, the following rental rates will be charged. Deposits or pre-payments of up to %: of total rental cost may be required and will benon-refundable: Locally sponsored, District event in which 75% $10/game/match or more of the tournament participants are District 728 residents Locally sponsored, non-District event in which $17/game/match less than 50% of the tournament participants are District 728 residents Organizations with a regional or statewide clientele $21/game/match Non-local organizations $27/game/match • Rental fees will be waived for one fundraising event per fiscal year (July 1 -June 30) sponsored by Booster Clubs and Parent Organizations. To qualify, the Club/Organization must be registered as aNon-Profit 501-C3 and supporting specific ISD #728 athletics, academic or arts teams/clubs. Additional fundraising events by these organizations each year will be chazged regulaz facility rental fees. • Athletic tournaments/events requiring outdoor facilities (i.e.: soccer, baseball, softball, etc.) for which an admission fee or team registration fee is chazged, or a concession is run, the following rental rates will be chazged. Deposits orpre-payments of up to %: of total rental may be required and will benon-refundable: Locally sponsored, District event in which 75% or more $6/game/match of the tournament participants are District 728 residents Locally sponsored, non-District event in which less $9/game/match than 50% of the tournament participants are District 728 residents Organizations with a regional or statewide clientele $11/game/match Non-local organizations $14/game/match • All AAU, non-seasonal, or other similazly affiliated teams meeting/practicing beyond the local house and travel league seasons (i.e.: into the spring/summer for a winter sport) or scheduling facilities other than their regular practice/performance areas (i.e.: hockey/soccer in gyms) will be chazged I/3 ofCategory I fees. • Youth swim clubs serving District 728 youth (at 50% of participants reside in District #728) will be chazged $38/hour of pool use plus district lifeguazd and/or building supervisor wages. During the swim season from September 1 through March 1 these groups will be charged 50% of the regulaz rate. Theatre Use Adopted by District 728 School Board and the Clty of Elk River Revised September 8, 2009 "Theatre", as referred to in this document, is the little theatre that is located in "C Building" at the east end of Elk River High School. Prlorkiea for Theatre Use: Applications for the use of the Theatre will be processed and scheduled in the following order: 1. City of Elk River--any City function including meetings, forums, hearings, etc. 2. Elk River Community Theater for performances. 3. Elk River Arts Alliance/Arts Council for performances. 4. Elk River non-profit organizations for performances. 5. Elk River for-profit organizations for performances. 6. ISD #728 for any purpose. 7. Elk River non-profit organizations for non-performance purposes. 8. Non-Elk River non-profit organizations for performance purposes. 9. Elk River for-profit organizations for non-performance purposes. 10. Non-Elk River for-profit organizations for performance purposes 11. Non-Elk River for-profit organizations for non-performance purposes. An Elk River Organization is one with its Primary physical location being within the City's boundaries. For entities without set physical locations, an organization will be considered an Elk River Organization if it certifies that at least GO% of its membership is comprised of Ells River residents (subject to potential confumation). The term non-profit includes entities that are believed to qualify for income tax exempt status; whether or not such status has officially been granted by the IRS or State of Minnesota. Religious organizations using the facility for prayer or worship will be charged Category [rental fees in the current I.S.D. #728 Facility Use Policy & Procedures. An amnuai scheduling meeting with ISD #728, City of Ells River, Elk River Community Theater, Elk River Arts Alliance/Arts Council and any other interested community groups will be arranged in April of each calendar year to review requested use of the theatre for the following school year (Septembec- August). Priorities for use will follow the above outline with discussion among alt groups about requirements and requests. A second scheduling meeting will be arranged, if necessary, in October of each calendar year to review the approved schedule requests for the current school year and to make any revisions as necessary. Occasionally, activities planned by different groups may conflict and use of the Theatre may be denied. If conflict occurs, every effort will be made to find an alternate facility for the group that is denied access to the Theatre. Alternative space other than the theatre may be assigned at the discretion of the District #728 Facilities Coordinator dependent on the nature and attendance of planned activity. How to Apply to Use Facilities: See current "Facility Use Policy & Procedures" for instructions. Liabiflty: See curnnt "Facility Use Policy & Procedures" for information. Cancellations: See current "Facility Use Policy & Procedures" for information. Rules & GuldeHoes for Use: All rules & guidelines as itemized in the "Facility Use Policy & Procedures" apply to theatre use along with these additional guidelines: a. Additional areas required for events in the Theatre (i.e.: dressing rooms, etc.) will be assigned at the discretion of the District #728 Facilities Coordinator. b. Limitations of actual time in theatre for events will be based on guidelines set forth in the Theatre Usage Planning Template. Additional times requested for rehearsals, practices, etc. may be assigned to alternative spaces by the Facilities Coordinator. c. Grottps must demonstrate to the Theatre Coordinator expertise in use of technical equipment, or the District reserves the right to assign a technical operator to the event at the expense to the group. Any reconfiguration, wiring changes, or connections into the sound or lighting equipment with other equipment must be authorized and supervised by the Theatre Coordinator prior to work being done and comply with District #728 Health and Safety codes. All equipment must be returned to the "usual" positions. d. Prior to every performance, groups must announce to the audience the location of fire exits. e. Groups must comply with District Health & Safety codes as they apply to setwork and space modification. f. No food or drink is allowed in any part of the Little Theatre. g. Users are required to return the area to the condition in which it was found at the beginning of the activity/performance and remove all equipment, possessions brought in and dispose of debris. If a set has been constructed, the set strike must be complete with 48 hours of the final performance. Fee for Theatre Use: a. Rental rates may apply to groups and activities as listed in the categories below. b. Groups using facilities may be responsible for staff costs: - Custodial: No charges for custodial coverage Gam-1 Ipm Monday through Friday Staff chazges for custodial coverage on Saturdays/Sundays - Buildin¢ Supervisors: Staffcharges for building supervisors if scheduled - Technical Assistants: Staff charges for technical assistants when assigned by the School District c. Additional costs that may result from Theatre use such as the use of school district equipment, supplies, and energy. The reserves from these equipment/supply charges will be used to purchase replacement bulbs & supplies & maintain the light/sound systems. d. Groups and individuals aze responsible for the repay and/or replacement of damage, then or loss to the premises resulting from their use. An estimate of actual costs for an event may be requested from the Facilities Scheduler. Rental Fees: 1. City of Elk River--any City function including meetings, forums, hearings, etc. 2. Elk River Community Theater for perfomumces. 3. Elk River Arts Alliance/Arts Council for performances. 4. Elk River non-profit organizations for performances. Groups 1-4 will not be charged rental fees. 5. Elk River for-profit organizations for performances. Group S wiU be charged Category /rental fees. 6. ISD #728 for any purpose. 7. Elk River non-profit organizations for non-performance purposes. Groaps 6-7 will not be charged rents! fees. 8. Non-Elk River non-profit organizations for performance purposes. Group 8 wlU be charged Category I rental jeer. 9. Elk River for-profit organizations for non-performance purposes. 10. Non-Elk River for-profit organizations for performance purposes. 11. Non-Elk River for-profit organizations for non-perfom~attce purposes. Groaps 9-11 wU! be charged Category 7I rental jeer. Gymnahm•WaoO FlOc 1n pym (wal sxNnded) GynneNum - TN Floor to pym ~wr.xraeal ~-~ ~-~ SmdM+Nfrack (per wenq 10 City of Medina Policy, Procedure and Program Manual 63.00 Recreational Field Usage Policy Purpose: To define procedures and priority status for using and renting the City's recreational field facilities. General Policy Statement: The athletic fields within the City of Medina are provided for the recreational pursuits of Medina residents. The City of Medina's goal is to maximize the use of all park venues, while preserving the park assets, as well as insuring all local users an opportunity to use the City's facilities. Rules and regulations concerning the proper use of the facilities are established to ensure that the quality of the fields is sustained. Both ball fields and the multi-purpose athletic field require a permit for users intending to reserve fields for team practice, games, and tournament usage. Due to the limited number and the high demand of the recreational fields, there is an established priority on field reservations for applications received by March 31st. The following sections describe the Permit Application Process, Prioritized Usage, Reservation Fee Policy, and General Park Rules required for field reservation. Policy for Recreational Field Usage: In order to reserve a ball field and/or amulti-purpose athletic field for the purpose of occasional organized recreational usage (i.e. practices, games and tournaments) the applicant must submit a completed application form at City Hall and submit the appropriate fees. Applicants that want to be given priority on field reservations must submit their application by March 3 I s` (please refer to the Prioritization section for more information). Users interested in reserving a ball field and/or amulti-purpose athletic field for the purpose of'seasonal recreational usage must enter into a field usage contract with the City. Reservations are subject to availability and cannot be guaranteed unless made at least five (5) business days prior to the desired date. Reservations may be mailed or made in person Monday through Friday 8:00-4:30 at Medina City Hall. The application form is available online at htto://www.ci.medina.mn.us/. Application Process Procedure for the Recreation Field Reservation Permit: I. Submission of a Recreation Field Reservation Application for permitted Geld usage: • Submit a completed Recreation Field Reservation Application form to: 63.00 A!h!elic Field Usage Policy December 1, 1008 City of Medina Policy, Procedure and Program Manual City of Medina Attn: Recreational Facility Rental 2052 Cty Rd 24, Medina, MN 55340 Phone 763-473-4643 Fax:763-473-9359. • Each applicant shall be at least 21 years of age and act as the responsible coordinator of the reservation agreement. • An application shall not be approved unless: a) the event is compatible with city ordinances and policies; b) all applicable fees and/or deposits are received; c) the date and time is available; and d) proof of insurance is on file • An application may be denied or revoked if: a) the recreational field is not available; b) the applicant has an unsatisfactory use record; c) the rental does not meet applicable rules/ordinances; or d) the rental could be detrimental to the best interest of the City. . Security Deposits will be refunded after post-event inspection by the City of Medina Public Works Department. II. Submittal Time Line for the Recreation Field Reservation Application The recreation fields are generally available for use April 15`h through October 31s` (depending on weather). The City's Public Works Department reserves the right to delay, suspend, or cancel the use for any reason deemed appropriate. Prioritization for Field Reservations There are two application categories: Non-Prioritized and Prioritized. Non-Prioritized applications must be submitted at least five (5) business days prior to the desired date. The City will process applications within one week of the application submittal. Prioritized applicants must submit their application before March 315`. For determining the applicants categorized priority designation, refer to the Group Prioritization Description below. All prioritized reservations are awarded according to their priority designation; "A" being the highest priority and "E" the lowest priority. Within each designated prioritization group, a first come first serve practice will be exercised. The City will process the application within one week after the priority deadline. Prioritization Deadline is March 31. Groua Prioritization Description The following is a description of a group's priority designation: A -City Events: City sponsored camps, or City-wide recreational programming. B -Local Youth Athletic Oreanization: • Anon-profit organization of children from the ages of 4-17yrs of age, and 63.00 Afhlefic Field Usage Policy December 1, 1008 City of Medina Po/icy, Procedure and Program Manual An organization with at least 30% Medina residents on the roster. Residence is to be verified by submitting a copy of the teams' league roster to the City by the organization, or . An organization that provides proof of public service in Medina. C -Non-resident Youth Athletic Associations: . Anon-profit organization of children from the ages of 4-17 yrs of age. D -Local Adult Resident: An adult team with at least 30% Medina residents on the roster. Residence is to be verified by submitting a copy of the teams' league roster to the City by the team. E -Non-Resident Adult / Coroorate Events: . An adult team with less than 30% Medina residents on the roster. • A private group/organization whose activities generate monies for the financial enrichments of the members III. Recreation Field Facility Requests Recreation Fields Request Fields must be reserved for organized recreational usage by submitting a Recreation Field Reservation Application. Once the Recreation Field Reservation Application is approved, a permit will be issued indicating the field or fields reserved. The remaining fields need to be left open for other reservations. If additional fields are needed for rental, please contact the City as soon as possible. Recreation Fields Rescheduline Once the Recreation Field Reservation Application is approved, the applicant may reschedule. The City will try to accommodate the request given: • A written notice more than fourteen (14) days prior to the event, . The availability of facility, . Receipt of an administrative processing fee according to the Fee Schedule Recreation Facilities Available For Reservation Hamel Legion Park, 3200 Mill Drive, Uptown Hamel 1 Adult baseball field 1 Lighted field for adult softbalUlittle league baseball usage 1 Youth baseball/softball four-plex. Tom Anderson fields #1, 2, 3, 4 1 Multi-purpose athletic field. Hunter Lions' Park, 3195 Hunter Drive, near Uptown Hamel 1 Youth baseball/softball field Medina Morningside Park, 2522 Bobolink Road, Medina 1 Youth baseball/softball field Maple Park, 4400 Maple Street, Medina 1 Youth baseball/softball field 1 Multi-purpose athletic field. 63.00 Athletic Field Usage Policy December 1, 1008 City of Medina Polrcy, Procedure and Program Manua! IV. Recreation Field Reservation Application Fees and Refunds Recreation Field Reservation fees Recreation Field Reservation fees are the fees required for the direct usage of the fields. This fee includes the field usage fee as well as any fees associated with the requested/required rental of amenities. All fees will be required by the City upon submission of the reservation application. Please review the City's Fee Schedule to determine current rental fees. Refunds of Reservation Fees Refunds for all Recreation Field Reservation fees are processed on an individual basis with regards to the conditions of the cancellation. All cancellation notices and requests for rescheduling must be submitted in writing. If cancellations occur on the day of the event, the City must receive the cancellation notice by the next business day. . REFUND FOR CANCELLATIONS D UE TO WEATHER CONDITIONS. All cancellations that are due to weather conditions must be verified by the City staff prior to processing the refund. A percent of the Recreation Field Reservation fees may be refunded according to the percent of field used when the event is interrupted due to weather conditions. . NO FEE REFUNDS. Recreation Field Reservation fee refunds will not be given for cancelled game/practice reservations that are not related to weather conditions less than fourteen (14) days before the event. . NO FEE REFUNDS. Recreation Field Reservation fee refund will not be given for cancelled tournament reservations that are not related to weather conditions less than thirty (30) days before the event. Recreation Field Reservation Security Deposit Recreation Field Reservation Security Deposit is required to maintain proper performance of the field usage and to offset administrative costs connected to staff hours used for the rescheduling process. A security deposit will be required by the City upon submission of the reservation application. Please review the City's Fee Schedule to determine current Security Deposit due. Refunds of Security Deposit The applicant will receive a refund of the Security Deposit if obligations under the field reservation application aze fulfilled, compliance with City Code Chapter 515 is met, and an after post-event inspection by the Public Works Department. . A full security deposit will be remitted to the applicant upon having left no financial obligation to the City and having caused no damage beyond ordinary wear and tear. . A percent of the security deposit will be remitted to the City pending: 1) any financial obligation to the City, 2) the percent of damages to the facilities beyond the ordinary wear and tear. 63.00 Athletic Field Usage Policy December7, 7008 City ojMedina Policy, Procedure and Program Manual Administrative Processine Fee For Rescheduline An Administrative Processing Fee will be charged in accordance to the City's Fee Schedule to the Security Deposit for the rescheduling an approved field reservation. Cancellations that need to be rescheduled due to weather conditions are not applicable to the Administrative Processing Fee. V. Applicant Responsibility Maintenance • Lining of soccer/rugby/lacrosse fields. • Grooming and lining of ball fields. Supplying and installation of equipment such as nets, posts, bases, and/or other equipment subject to City approval. Applicant's Inspection of Facilities Holders of a field reservation permit agree to use the fields in an "as is" condition unless a written arrangement was made with the City. Upon arrival to each facility, the permit holder is responsible to inspect the site for unsafe conditions, which may be caused from vandalism, severe weather conditions or prior use. In the event that the facility is not suited for use, the permit holder should not use the site and should contact the Public Works Department at 763-473-4643. Required Liability Insurance Coveraee for Application Liability insurance coverage is required for group/team organization use only, not individuals. Proof of insurance must be submitted with the Recreation Field Reservation Application. A certificate of liability insurance must be filed with the City of Medina prior to application approval. This certificate shall confirm said coverage and provide that the insurer shall give the City thirty (30) days advance written notice of cancellation, change or termination of said insurance policy. • Permit holder shall obtain and maintain the policy of liability insurance written by an insurance company licensed to do business in the State of Minnesota. This policy shall contain an endorsement providing for blanket contractual liability to support the indemnity and hold harmless provision of this policy, covering death, personal injury and property damage while naming the City of Medina as additional insured. VI. Park and Field Rules Anyone breaking the park rules will be in violation of their reservation permit. Pets shall be leashed and cared in accordance with any State or City laws. • No waste left on the Fields & facilities. All waste paper and trash must be deposited in refuse barrels. • No lewd or inappropriate conduct. No bikes permitted on the fields 63.00 Athletic Field Usage Policy December 1, 2008 City of Medina Policy, Procedure and Program Manua[ No glass containers • Patking is allowed in designated parking azeas only. Vehicles are not allowed on the grass, sidewalk, etc. No field usage will be allowed after 10 pm. Sale of alcoholic beverages is allowed by a temporary license from the City. • All prepared food sales must have a certificate for operation from Hennepin County Health Deparhnent on site. If parking assistance or crowd control is anticipated, please notify the City a month prior to the reserved date. If unanticipated needs arise at the event, the City will chazge the amount of staff resources needed against the deposit. If in question about the parking needs of your event, please contact the City. Full compliance of the Medina City Code Chapter 515, Parks and Recreation Facilities. Policy Approval: City Council approved on 12/2/2008 63.00 Athletic Field Usage Policy December 1, 1008 SHOREVIEW PARKS AND RECREATION POLICY ESTABLISHING PRIORITY FOR USE OF CITY ATHLETIC FACILITIES GENERAL STATEMENT The City of Shoreview encourages the use of City owned and operated athletic facilities by athletic associations, community groups and other organizations that provide recreational opportunities for residents of Shoreview. In general, the City makes every effort to provide the number of athletic facilities relative to the number of Shoreview residents served by a program, and relative to the number of residents served compared to the overall size of the program. PRIORITY FOR SCHEDULING FACILITIES A. Pumose Statement -Due to the large number of requests for the City's athletic facilities, it is necessary to establish a priority system to insure that the City's facilities are made available in an equitable manner to best meet community needs. B. Priorities -Listed below are the priorities for use of City athletic facilities: 1. All City activities or recreation programs 2. School District #621 or #623 activities and programs 3. Recognized community athletic associations - to be recognized, the association must meet the following requirements: a. generally serve the Shoreview geographic area; b. be a registered non-profit organization; c. serve a minimum of 40 Shoreview residents; d. accept all eligible Shoreview residents into the program; e. publicly announce registration procedures in local newspapers; and f. provide recognized training program for coaches. g. Provide a certificate of insurance naming the City of Shoreview as co-insured. Recognized athletic associations will be required to submit an annual application form to the City to maintain their status. The City of Shoreview Parks and Recreation Commission will make the determination on whether an athletic association is recognized. Decisions of the Commission may be appealed to the City Council. 4. Other community groups including athletic associations, churches, or civic organizations that provide recreational opportunities to Shoreview residents. All other individuals or groups including non-resident, commercial and private membership groups. C. Permits In order to receive exclusive use of any City athletic facility, any group or organization must follow the guidelines and policies established by the City's Parks and Recreation Department and receive an appropriate permit. Permits are issued only the Shoreview Parks and Recreation Department. D. Disclaimer The City of Shoreview reserves the right to schedule athletic facilities in a manner that best serves the City. 2008 Shoreview Parks & Recreation Youth Athletic Association Application Form Name of Association Address City/State/Zip President E-Mail Field Scheduler Phone ( 1 E-Mail Registration Info Number Association's Non-Profit Number of Shoreview residents served in the previous year Total number of youth participants served in the previous year Does your association accept all eligible Shoreview residents who register? Does your association offer any of your teams the following: Traveling Leagues Post Season Play Tournaments Describe how your association distributes participants into teams. For example, is it by age, year in school, gender, ability level or a combination? City of North Branch Park Reservation Permit Date of Use: Park Time Name: Organization: Address: Purpose: in Party: Phone Number: ( ) - Facilities ~.~. ~ sw This permit should be brought to the park at the reserved time and made available upon request. If another party or group of individuals is using the reserved picnic facility/park facility, please inform them of your reservation and ask them to go to another area of the park. If necessary, the police may be called upon if individuals are not allowing you to use the reserved space. Individuals who have not reserved the park may still use the playground equipment and other areas that are not reserved or being used by the reserving party. If other individuals using the park need to seek temporary shelter due to the weather it is to be shared with all park users. Violation of Park Ordinances are misdemeanors and can result in revocation of permit and/or arrest. General Rules t. Waste paper and trash much be deposited in refuse barrels. 2. Reservations for picnic areas do not grant exclusive use of the area or park. 3. Vehicles are allowed in parking lots only. 4. No controlled substances are permitted in or upon any park. 5. Alcoholic beverages are not permitted in or upon any park. 6. No glass is permitted in the parks. y. Park hours are ~:oo AM to to:oo PM 8. If using lighted facilities, the League/Tournament Director must call in to Control-Link Central to turn off the lights if the event ends earlier than scheduled, or if the event is postponed or canceled without notification to the City of North Branch by 4:3o P.M. Monday -Friday. Phone numbers and privileges for Control-Link Central must be obtained by the League/Tournament Director with the City before use of the lights. 9. This agreement shall be in existence for the balance of one year subject to its being revoked on io days written notice. In case of any violation of the terms of the facility use policy by the user, the City shall be entitled to revoke use of the scheduled area by the user upon a written notice. The user has the right to appeal to the City Council if it so desires during the t5 day notice period from date of such notice. I am aware of and agree to all of the terms and conditions of the facility use poli and ark reservation ennit. Signature: Date: Date Permit $ Approved By: Date: Deposit $ Insurance $ City of North Branch Telephone Number for Cancellation is (65i)6~4-8n3 City of North Branch Facility Use Policy 1. PURPOPSE The City of North Branch has park facilities that are available for reservation. In order to be consistent in granting use of these parks facilities, identifying priority groups, specifying deposit and fee schedules, and establishing administrative rules, the following policies apply. 2. PERMITS Reservation permits shall be required for exclusive use of community park facilities: a. Park Reservation Permit Shall be required for all special groups of 100 persons or less which do not involve special events. b. Special Event Permit Shall be required for all special events such as snowmobile races, athletic camps, clinics, tournaments, parades, carnivals, music festivals, outdoor concerts; and picnic or civic celebrations where one hundred 100 or more people will be in attendance. 3. PARK FACILITIES AVAILABLE FOR SCHEDULING: The following park facilities are available for exclusive community use: a. Athletic Facilities Recreational, league or tournament use. i. Baseball/Softball Fields 1. Harder Park (Fields 1-4) 2. Tower Fields (North & South Field) 3. Roger Johnson Memorial Park (Field 1) ii. Soccer Fields 1. Roger Johnson Memorial Park (North & South Field) b. Picnic Shelters Open Structures for small or large group use i. Central Park ii. Harder Park iii. Northwood Park iv. Riverwalk Park v. Roger Johnson Memorial Park vi. Wildridge Park 4. PRIORITY CLASSIFICATION OF USERS: In all cases, City of North Branch activities and functions will have priority. If a conflict occurs, every effort will be made to find an alternate facility for the users. All facility use must be anon-profit or non-profit fund raising function. 1. City sponsored activities, events or programs. 2. School sponsored activities, events or programs. 3. City-based, non-profit organization serving youth within North Branch. 4. City-based, non-profit organization serving adults within North Branch. 5. City-based, non-profit organization or group serving residents of the City. 6. Resident use. 7. Business or industry located within the City. 8. Business, industry or non-profit organization from outside the City that serves or employs residents of the City. 9. Business, industry or non-resident from outside the City. 5. SCHEDULING PROCEDURES: Group Reservations will be accepted at North Branch City Hall. Reservations will be accepted on the following schedule: Winter Scheduling. (For use December 1 to February 28/29) League Application forms must be filed at City Hall between October 1-31 Spring/Summer Scheduling: (For use April 1 to August 15) League Application forms must be filed at City Hall between January 1-February 28 Fall Scheduling: (For use August 15 to November 30) League Application forms must be filed at City Hall between June 1-30 Individual teams may reserve space after the above group reservation cutoff dates on a first come, first served basis. City staff shall have discretion to resolve scheduling conflicts by determining use of field based upon historical use, community interest, or other factors. 6. CONCESSIONS: The right to run concessions on park property belongs to the City. Portable or temporary concession stands shall only be allowed during special events. Prior approval is required for use of buildings. 7. FEES: A $100 damage deposit is required for the use of any facility. A $1000 deposit is required for any staking of tents, canopies, or any other object in Central and/or Roger Johnson Memorial Parks. Deposits will be refunded after the City of North Branch inspects the property. 8. INSURANCE: Indemnification Agreement and Liability Insurance Requirements: All applicants must agree to indemnify and hold harmless the City of North Branch and its employees against any and all losses, claims, damages or liability to which the organization, participants, or the City of North Branch may become subject in connection with the conduct of any activity on the premises by authorized organization. Organizations must agree to reimburse the City of North Branch and its agents, attorneys, employees in connection with defending any actions relating thereto. All users of the facilities that are legally established within the State of Minnesota are required to furnish a yearly certificate confirming liability insurance in the minimum amounts of $1,000,000 for bodily injury and property damage. Insurance carrier may FAX to the City at 651-674-8262. 6. RULES AND REGULATIONS: Failure to comply with any of the following rules and regulations may in the discretion of the City of North Branch result in cancellation of use, denial of future request, forfeiture of fees, and/or suspension of team/league from using the park. 1. Alcoholic beverages are not permitted in or upon any park. 2. No controlled substances are permitted in or upon any park. 3. Reservations do not grant exclusive use of the park. 4. Vehicles are allowed in parking lots only. 5. Waste paper and trash must be deposited in refuse barrels. 6. Teams may not use ball fields unless pre-scheduled. Managers/Coaches are required to carry their approved field usage permit to the field for practices and games. Games and practices will not start before 7:00 a.m. nor exceed 10:00 p.m., NO EXCEPTIONS! Organizations should make necessary changes or alterations to their rules and regulations concerning games stopped due to park time regulations. 8. Permittee must designate a Responsible Party for all field rentals. That responsible party is directly responsible for informing team coaches, representatives, and participants of City of North Branch policies regarding field rentals and usage. 9. The City of North Branch reserves the right to cancel any event or to close the park. Closure of the park may be the result of maintenance or construction activities, an emergency, severe weather, vandalism, poor playing conditions, or damage that could cause safety concerns. 10. Field Closure Rescheduling - It is the organization's responsibility to contact the City's field scheduler within two (2) working days after a field closure for rescheduling. 11. League and Tournament Directors are responsible for ensuring that individual teams clean up their respective designated use area after each use. Loss of use privileges and/or maintenance/cleaning fees will be assessed to the facility user if deemed necessary by the City. 12. If using lighted facilities, the League/Tournament Director must call in to Control-Link Central to turn off the lights if the event ends earlier than scheduled, or if the event is postponed or canceled without notification to the City of North Branch by 4:30 P.M. Monday -Friday. Phone numbers and privileges for Control-Link Central must be obtained by the League/Tournament Director with the City before use of the lights. 13. The City of North Branch is not responsible for any property loss, damage to vehicles, etc. 14. This agreement shall be in existence for the balance of one year subject to its being revoked on 10 days written notice. In case of any violation of the terms of the facility use policy by the user, the City shall be entitled to revoke use of the scheduled area by the user upon a written notice. The user has the right to appeal to the City Council if it so desires during the 15 day notice period from date of such notice. 15. These rules and regulations are incompliance with Ordinance No.122- OS as passed by the City Council on June 9, 2008.