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7.1.A. PRSR 01-12-2011Item: 7. I .A. MEMORANDUM ver TO: Parks and Recreation Commission FROM: Steve Benoit, Recreation Manager DATE: January 4, 201 I SUBJECT: Policy for Field Use At the December 14~' Paxks and Recreation Commission meeting staff presented concerns with how the current policy dictates how City athletic fields are allocated. The current policy does not list all types of user groups such as Parks and Recreation Programs or the school district. The policy also does not require certain information from groups such as non-profit number and geographic area served which aids in determining field allocations. A draft policy was presented for review that addresses these issues. The Commission directed staff to survey current key athletic associations on how their groups would meet these requirements. Contact was able to be made with key athletic association's including: • Elk River Youth Baseball • Northwest Diamonds Girls Fastpitch, • TRSA Soccer • Elk River Area Youth Football Following is the results of the survey when asked if their organization meets to following criteria: Generally serve the Elk River geographic area: • All organizations stated yes Have anon-profit (501 C3 number) • All replied yes to non-profit status • Inconsistent if they are a SO1C3 status Serve the largest number of Elk River participants per sport/activity • Based on enrollment numbers, all organizations stated yes N:\Departments\Parks and Recreation\Recreation\2011 PRC Packets\O1-12-01 PRC Packet\Field Use Policy Memo -Survey Results 71 A.doc Accept all eligible Elk River Residents into the program • All organizations stated yes Publicly announce registration procedures in local newspapers • All organizations utilize their websites and a-mails to past participants • Inconsistent on listing in newspapers Provide a certificate oELiability Insurance • Inconsistent on liability insurance Staff is looking for feedback from the Commission on if and how these criteria should be utilized to determine priority of field use. N:\Depattments\Parks and Recreation\Recteation\2011 PRC Packets\Ot-12-11 PRC Packet\Ficld Usc Policy Memo -Survey Results 71 A.doc El ~ River Recreation Department POLICY FOR FIELD USE Effective January 1, ?003 Prim•ities The following priority schedule will be used for identifying associations and field use: Priority One: One associatiot>/group per sport/activity and population served. This association will be the association with seniority if it serves the lazgest nwnber 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 & Recreation Department to ensure field availability. Field Mainteuaoce 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 [he original schedule must be completed in writing at leas[ 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. 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, auy 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 dames, 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 ofbases - $25/move Priority Two Fees: All other Applications for Facility Use received for fields will be reviewed once scheduling is complete for the 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 ou actual expenses incur7ed as determined by the City.