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7.1.A. PRSR 04-13-2011Item: 7. I .A. MEMORANDUM TO: Parks and Recreation Commission FROM: Steve Benoit, Recreation Manager DATE: April 7th, 201 I SUBJECT: Policy for Indoor Facility Use Staff have been reviewing the current policy for indoor facility use. This relates to the use of Lions Park Center and the Trott Brook Barn. Staff have identified areas in which the current policy would better serve user groups by being updated. Attached are copies of the current Indoor Facility Use Policies and Application form. Recommended changes in the current policy have been highlighted. Staff would like feedback from the Commission regarding these recommended updates. In order to assure that indoor facilities are being managed in the most effective manner, staff is recommending the current policy be updated. N:\Dcpartments\Parks and Recreation\Retreafton\2011 PRC Packets\4-13-11 PRC Packet\Indoor Facility Use Policy Memo.doc Indoor Facility Use Policies and A~~lication Lions Park Center Elk -~-_, River Parks and Recreation LIONS PARK CENTER HOURS OF USE Indoor rental facilities are available Sunday -Thursday, 6 a.m. - l 1 p.m. and Fridays/Saturdays, 6 a.m. - 1 a.m. They are available for rent on holidays at the weekend rate and pending building supervision. Access is limited to the period of time reserved. HOW TO RESERVE THE FACILITY 1. Obtain an Indoor Facility Use Application from F,lk River Parks and Recreation, 1104 Lions Park Drive or online at www.ci.elk-river.mn. us. 2. Submit the application, reservation fee, and deposit to F.Ik River Parks and Recreation a minimum of fourteen (14) bi prior to your requested date of use. Also required to be submitted by resident and non-resident users is a copy of the certificate of insurance. If the event is to be catered, the caterer's certificate of insurance and liquor license must also ted at the time of application. Application and all corresponding fees and paperwork must be completed by the user. 3. Upon receipt of the items listed in #2 above, F,lk River Parks and Recreation will complete the following. a. Verify that the facility is available for use on the requested date b. Arrange for required building supervision, custodial or police staff for the event if needed 4. Residents of the City of F,lk River may make reservations up to eighteen (18) months in advance. Non-residents of F,Ik River may make reservations up to six (6) months in advance. 5. An application will be denied if the Lions Park Center has been previously reserved or if the requested use is fox an activity contrary to City Ordinance. The City reserves the right to deny or cancel a permit if the regulations are violated. 6. Applications may not be assigned, transferred or sub-let to anyone other than the person/organization making the application. 7. The City reserves the right to cancel an application at any time. In these circumstances, the City assumes NO responsibility for any disruption the cancellation may cause. The City will attempt to notify the applicant immediately if cancellation is necessary. GENERAL RULES The user of the Lions Park Center and surrounding grounds agrees to follow these rules: 1. Supervise the conduct of the members of their group. Disorderly conduct of participants is prohibited. 2. Use only spaces approved for use. 3. Ixave spaces used in a clean, orderly fashion, including replacing items removed. Trash shall be placed in designated containers. 6. Comply with all City ordinances, Minnesota State Statutes, Federal laws and the established rules for use, which apply to authorized use of City facilities. 7. Use of candles or any open flame is prohibited. 8. The permit holder shall assume full responsibility for any unlawful act committed in the exercise of the permit. 9. 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. 10. All bands and audio equipment must stop playing at 12:00 a.m. if inside the building. Outside bands and audio equipment must stop playing at 11 p.m. 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. ALCOHOL 1. An F,Ik River police officer must be present if alcohol 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 $50 per hour. A separate invoice will be sent out after the event. if the officer stays longer than the originally scheduled time. 2. In the event a caterer is hired to manage the serving of alcohol, the caterer must show by the Commissioner of Public Health and Safety. The caterer shall notify the Police ~ 3. Service and consumption of alcohol is allowed only in the Meeting Room. Alcohol 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. 4. No compensation may be exchanged for alcohol unless a caterer is hired according to the stipulations as listed in #2 or unless a temporary liquor license is acquired by a club or charitable, religious, or other non profit organization that has been in existence for at least three (3) years. This includes donations, advance sale tickets and tips. 5. No alcohol may be served after midnight on Friday and Saturday evenings or after 10:30 p.m. on other nights. 6. The applicant, the caterer, and all parties consuming alcohol must conform to all city and state liquor laws. 7. Applicant must provide a copy of Certificate of I,iabiliry Insurance (including host liquor liability) when alcohol 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 home owner's insurance will be required, showing $1,000,000 of liability coverage. The City of Elk River must be listed as an insured party during the licensing period if the event is being held on city property. This certificate must be provided at least 10 days prior to the event. 8. Violation of these rules may result in the denial of future permits for use of the Icons Park Center. Denial of use does not exempt violators from possible civil or criminal prosecution under applicable City Ordinances, State or Federal laws. SMOKING SUPERVISION The group, individual or organization using Lions Park Center must provide competent adult supervision for the entire time participants are in the building or on the surrounding grounds. LIABILITY AND INDEMNIFICATION The group, individual or organization using any or all of the facilities at Icons 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. Permit holder shall be wholly and solely liable and responsible for any and all acts of every kind and nature of any member, agent, employee or guest of permit holder. Petrnit holder further agrees to indemnify the City and defend and hold it harmless from an}' and all damages, claims for damages and claims of each and every nature which might arise out of the use of the Premises during the term hereof occasioned by the act or acts of any of permit holder's members, agents, employees or guests on the Premises. IN NO F.VF,NT SHALI, THF, CITY BF, I,IABLF. FOR ANY INDIRECT, INCIDENTAL, SPECIAL, PUN[TIVF. OR OTHER CONSF,QUF.NTIAI, DAMAGES WHFTHF,R OR NOT FORF,SF.F.ABLF. (INCLUDING, WITHOUT 11MITATION, DAMAGF,S FOR THF.I.OSS OF GOODWIIJ. OR PROFITS) ARISING OUT OF OR IN RF,LATION TO THIS AGREEMENT EVEN IF ADVISED BEFOREHAND OF THF. POSSIBILITY OF SUCH LIABILITY. ROOM SET-UP AND DECORATION Room set-up will be done the da} of the event by the applicant. 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. Paper/metallic confetti or rice shall not be used in the building or on the grounds. USERS AND FEES An F.lk 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 F.lk River Organization if it certifies that at least 60°/n of its membership is comprised of Elk River residents (subject to potential confirmation). The exempt purposes set forth in 501(c)(3) are charitable, religious, educational, scientific, literary, testing for public safety, fostering national or international amateur sports competition, and the prevention of cruelty to children or animals. Elk River 50l (c)3 groups will be allowed up to three usages per month under the 50l (c)3 guidelines. If an Elk River 501(c)3 group requires more than three usages in a month, the group will be charged the Elk River Resident rental. rate for the additional rentals. Elk River service organizations are identified as Rotary, Kiwanis, Masons, Knights of Columbus, Jaycees, American Ixgion and Auxiliary, VFW and Auxiliary, Lioness, and the Eagles and Auxiliary. REFUNDS Rental fees and other charges are 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 requests cancellation more than forty-five (45) days before the event, a full refund of the building supervision fee will be issued and a full refund of the rental fee will be issued if an alternate user is found. There is no refund of any fees if a permit holder cancels within forty-five (45) days prior to the event. Deductions to the deposit shall occur as follows: CONCERN PORTION OF DEPOSIT LOST All items used must be cleaned and put away. All r«~ms used, including bathrooms, must be swept, all spills/messes $30/ht. with a 2 hour minimum must be cleaned up and gazbage must be taken out to dumpster if can is full or if it contains food. for any clean up required Any items broken, damaged or missing. Replacement cost plus 25% Building and grounds~ny damage including but not limited to graffiti; gum on furniture; broken fixtures, outlets, To be assessed windows, or doors; holes in walls and outside area free of debris. Event not ending as scheduled, including clean up. See fee schedule Additional deductions may be taken according; to the Lions Park Center Use Polin. Please he sure ro read these in Refer to pc~lic~ full. APPLICATION FOR LIONS PARK CENTER FACILITY USE El ~~ Applications are to be submitted to F.lk River Parks and Recreation, 1104 Lions Park Drive NW at least 14 days prior to River the first date requested in order to allow processing dme. Some requests may require additional time for reeriew. If making Parks and application ar a non profit,groxp, pdeare ripply proof of rtatur with application. Please make checks payable to the City of Elk River. Recreation PLEASE CHECK DESIRED SPACES Meeting Room Kitchen Additional Spaces Available at Lions Park -See Park Use form for policies and fees Bandshell Ball Field Park Shelter #1 Shelter #2 PLEASE COMPLETE THE FOLLOWING Renter/Organization Name Address Street Organization Contact Name, if applicable Phone Activity Date(s) of Activity Start Time (including set up) Will alcohol be present (please circle one) Yes No Fax Shelter #3 Shelter #4 State Zip Number of People Expected End Time (including take down and clean up) _ If yes, beginning at and ending at _ ITEMS NEEDED FOR RENTAL-PLEASE COMPLETE WITH FACILITY COORDINATON 5' Round Tables Lectern Police Coverage 30" x G Rectangular Tables TV/VCR/DVD Building Supervision Chairs Insurance Polity By signing this application, I acknowledge receipt of and agree to follow the Lions Park Facility Use Policy. 1 understand that a portion or all of my deposit may not be returned if these policies are not followed. I authorize the City of F,lk River to file a claim against my insurance company if the deposit I have given does not cover any damages or cleaning needs required from my use of this facility. I understand I will be the first one in the building and the last one to leave from my group and I must be present during the entire event. Signature Date Date and Time Received Planning Department Notified for Commission Review Fees Paid Parks and Recreation (:ommission Approval Received Deposit Paid Streets Department Notified Copy of Tnsurance Policy Received Police Department Notified Proof of 501(c).3 Status Received Permit Number Email Address Work Phone City The Elk River Lions Club The F.Ik River Irons Club will pay $25 per function for all uses at Lions Park Center occurring after 4pm on Parks and Recreation Deparnnent business days and all non-business hours. They will not be charged for buildirtg supervision or a deposit. Elk River 501(cl(3) grouFs and those auali ing for this status, Ells River service organizations spgcified above and Non- i of ELk River governmental elections and caucuses. Rent For events lasting less than 2 hours including set up and take down For events lasting 2 hours or more including set up and take down Meeting Rcx~m Man-Thurs $ - $ 25 Mcering Rcx~m Fri-Sun $ - 3 50 Kitchen $ 25 $ 40 Rent For events lasting less than 2 hours including set up and take down For events lasting 2 hours or more including set up and take down i~lecting Roam Mon-Thurs $ 50 $ l lx) Meeting Room Fri-Sun $ 50 $ 200 Kitchen $ 50 ; 75 Non Residents Rent For events lasting less than 2 hours including set up and take down For events lasting 2 hours or more including set up and take down Meeting R«>m Mon-Thurs S 150 $ 300 Meeting Rcx~m Fri-Sun $ 150 $ 600 Kitchen $ 1OD $ 150 Building Supervision $15/hour for all interior uses after 4pm on Parks and Recreation Department business days and all non- business hours. Deposits $1(>D Building Supervision $15/hour for all interior uses after 4pm on Parks and Recreation Department business days and all non- business hours. Deposits $100 Building Supervision $15/hour for all interior uses after 4pm on Pazks and Recreation Department business days and all non- business hours. Deposits $100 Building Supervision $15/hour for all interior uses after 4pm on Parks and Recreation Deparanent business days and all non- business hours. Deposits $1()0 Indoor Facility Use DRAFT Policies and A~~ilication Lions Park Center ~~ .~ Gty of Elk -~- River Parks and Recreation LIONS PARK CENTER HOURS OF USE The Elk River Lions Park Center, located at 1104 Lions Park Drive, is operated by the City of Elk River Parks and Recreation. Lions Park Center has a large banquet/meeting room with adjacent serving kitchen, outside staged bandshell. The meeting room which can provide seating for up to 90 people. A total of 10 banquet and 10 round tables are available for use. A variety of tables and layouts of the space are possible. Indoor rental facilities are available Sunday -Thursday, 6 a.m. - 11 p.m. and Fridays/Saturdays, 6 a.m. - 1 a.m. They are available for rent on holidays at the weekend rate and pending building supervision. Access is limited to the period of time reserved. HOW TO RESERVE THE FACILITY 1. Obtain an Indoor Facility Use Application from Elk River Parks and Recreation, 1104 Lions Park Drive or online at www. ci. e lk- rive r. m n. u s. 2. Submit the application, reservation fee, and deposit to Elk River Parks and Recreation a minimum of fourteen (14) business days prior to your requested date of use. If the event is to be catered, the caterer's certificate of insurance and liquor license must also be submitted at the dme of application. Application and all corresponding fees and paperwork must be completed by the user. PERMIT NOT FINAL UNTIL RENTER RECEIVES PERMIT VIA MAIL/EMAIL 3. Upon receipt of the items listed in #2 above, Elk River Parks and Recreation will complete the following when needed: a. Arrange for required building supervision and police staff for the event if needed 4. Residents of the City of Elk River may make reservations up to twelve (12) months in advance. Non-residents of Elk River may make reservations up to six (6) months in advance. 5. 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. 6. Applications may not be assigned, transferred or sub-let to anyone other than the person/organization making the application. 7. The City reserves the right to cancel an application at any time. In these circumstances, the City assumes NO responsibility for any disruption the cancellation may cause. The City will attempt to notify the applicant immediately if cancellation is necessary. GENERAL RULES The user of the Lions Park Center and surrounding grounds agrees to follow these rules: 1. 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. Trash shall be placed in designated containers. 6. Comply with all City ordinances, Minnesota State Statutes, Federal laws and the established rules for use, which apply to authorized use of City facilities. 7. Use of candles or any open flame is prohibited. 8. The permit holder shall assume full responsibility for any unlawful act committed in the exercise of the permit. 9. All persons and any equipment associated with the rental must be out of the Lions Park Center at the end of the rental time. No items are to be left overnight. 10. All bands and audio equipment must stop playing at 12 am if inside the building. 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. ALCOHOL 1. An Elk River police officer must be present if alcohol served. This includes 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 $50 per hour. A separate invoice will be sent out after the event. if the officer stays longer than the originally scheduled time. 2. Service and consumption of alcohol is allowed only in the Meeting Room. Alcohol 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. 3. No Alcohol may be served after midnight on Friday and Saturday evenings or after 10:30pm on other nights. 4. In the event a caterer is hired to manage the serving of alcohol, the caterer must show proof of having a caterer's permit issued by the Commissioner of Public Health and Safety. 5. The applicant, the caterer, and all parties consuming alcohol must conform to all city and state liquor laws. 6. No Comensation may be exchanged for alcohol unless a caterer is hired according to the stipulations as listed in #4 or unless a temporary liquor license is acquired by a club or charitable, religious, or other non profit organization that has been in existence for at least three 3 years. This includes donations, advance sale tickets and tips. 7. Applicant must provide a copy of Certificate of Liability Insurance (including host liquor liability) when alcohol 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 home owner's insurance will be required, showing $1,000,000 of liability coverage. The City of Elk River must be listed as an insured party during the licensing period if the event is being held on city property. This certificate must be provided at least 10 days prior to the event. 8. 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. SMOKING The Lions Park Center is a smoke-free building and grounds. . SUPERVISION The group, individual or organization using Lions Park Center must provide competent adult supervision for the entire time participants are in the building or on the surrounding grounds. LIABILITY AND INDEMNIFICATION The group, individual or organization using any or all of the facilities at 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. Permit holder shall be wholly and solely liable and responsible for any and all acts of every kind and nature of any member, agent, employee or guest of permit holder. Permit holder further agrees to indemnify the City and defend and hold it harmless from any and all damages, claims for damages and claims of each and every nature which might arise out of the use of the Premises during the term hereof occasioned by the act or acts of any of permit holder's members, agents, employees or guests on the Premises. IN NO EVENT SHALL THE CITY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE OR OTHER CONSEQUENTIAL DAMAGES WHETHER OR NOT FORESEEABLE (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR THE LOSS OF GOODWILL OR PROFITS) ARISING OUT OF OR IN RELATION TO THIS AGREEMENT EVEN IF ADVISED BEFOREHAND OF THE POSSIBILITY OF SUCH LIABILITY. ROOM SET-UP AND DECORATION Room set-up will be done the day of the event by the applicant. 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 with tape. Paper/metallic confetti or rice shall not be used in the building or on the grounds. USER GROUPS 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 60% of its membership is comprised of Elk River residents (subject to potential confirmation). The exempt purposes set forth in 501(c)3 are charitable, religious, educational, scientific, literary, testing for public safety, fostering national or international amateur sports competition, and the prevention of cruelty to children or animals. Elk River 501(c)3 groups will be allowed up to three usages per month under the 501(c)3 guidelines. If an Elk River 501(c)3 group requires more than three usages in a month, the group will be charged the Elk River Resident rental rate for the additional rentals. REFUND POLICY Rental fees and other charges are 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 requests cancellation more than forty-five (45) days before the event, a full refund of the building supervision fee will be issued and a full refund of the rental fee will be issued if an alternate user is found. There is no refund of any fees if a permit holder cancels within forty-five (45) days prior to the event. Deductions to the deposit shall occur as follows: REFUND DETAILS PORTION OF DEPOSIT LOST All items used must be cleaned and put away. All rooms used, including bathrooms, must be swept, all spills/messes $30/hr. with a 2 hour minimum must be cleaned up and garbage must be taken out to dumpster if can is full or if it contains food. for any clean up required Any items broken, damaged or missing. Replacement cost plus 25% Building and grounds-any damage including but not limited to graffiti; gum on furniture; broken fixtures, outlets, To be assessed windows, or doors; holes in walls and outside area free of debris. Event not ending as scheduled, including clean up. See fee schedule Additional deductions may be taken according to the Lions Park Center Use Policy. Please be sure to read these in Refer to policy full. APPLICATION FOR LIONS PARK CENTER FACILITY USE <_«, ~k Elk ~ Applications are to be submitted to Elk River Parks and Recreation, 1104 Lions Park Drive NW at least 14 days prior to River the first date requested in order to allow processing time. Some requests may require additional time for review. If making Parks and application as a non profatgroup, please supply proof of rtatur with application. Please make checks payable to the City of Elk River. Recreation PLEASE CHECK DESIRED SPACES Meeting Room Serving Kitchen Pavillion (no table/chairs provided) Additional Spaces Available at Lions Park -See Outdoor Facility Use form for policies and fees Bandshell Ball Field Park Shelter #1 Shelter #2 PLEASE COMPLETE THE FOLLOWING Renter/Organization Name Address Street Organization Contact Name, if applicable Phone Activity Date(s) of Activity Start Time (including set up) Work Phone Will alcohol be present (please circle one) Yes No Email Address Shelter #3 Shelter #4 Fax State Zip Number of People Expected End Time (including take down and clean up) If yes, beginning at and ending at ITEMS NEEDED FOR RENTAL-PLEASE COMPLETE WITH FACILITY COORDINATON 5' Round Tables Lectern Police Coverage 30" x 6' Banquet Tables TV/VCR/DVD Building Supervision Chairs Insurance Policy By signing this application, I acknowledge receipt of and agree to follow the Lions Park Facility Use Policy. I understand that a portion or all of my deposit may not be returned if these policies are not followed. I authorize the City of Elk River to file a claim against my insurance company if the deposit I have given does not cover any damages or cleaning needs required from my use of this facility. I understand I will be the first one in the building and the last one to leave from my group and I must be present during the entire event. Signature Date FOR OFFICE USE ONLY Date and Time Received Parks and Recreation Commission Approval Received (if needed) Fees Paid Police Department Notified Deposit Paid Permit Number Copy of Insurance Policy Received Proof of 501(c)3 Status Received City The Elk River Lions Club The Elk River Lions Club will pay $25 per Lions function for all uses at Lions Park Center occurring after 4pm on Parks and Recreation Department business days and all non-business hours. They will not be charged for building supervision or a deposit. Elk River 501 (c)3 groups and Elk River service organizations specified above and Non-City of Elk River governmental elections and caucuses fee. Rent For events lasting less than 2 hours including set up and take down For events lasting 2 hours or more including set up and take down Meeting Room Mon-Thurs $ ] 0 $ 50 Meeting Room Fri-Sun $ 20 $ 75 Elk River Residents, District 728 and Sherburne County Government Organizations Rent For events lasting less than 2 hours including set up and take down For events lasting 2 hours or more including set up and take down Meeting Room Mon-Thurs $ 50 $ 100 Meeting Room Fri-Sun $ 50 $ 200 Non Residents Rent For events lasting less than 2 hours including set up and take down For events lasting 2 hours or more including set up and take down Meeting Room Mon-Thurs $ 75 $ 150 Meeting Room Fri-Sun $ 75 $ 250 Building Supervision $17/hour for all interior uses after 4pm on Parks and Recreation Department business days and all non- business hours. Deposits $100 Building Supervision $17/hour for all interior uses after 4pm on Parks and Recreation Department business days and all non- business hours. Deposits $100 Building Supervision $17/hour for all interior uses after 4pm on Parks and Recreation Department business days and all non- business hours. Deposits $100