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7.1.B. PRSR 06-08-11Item: 7. I .B. MEMORANDUM TO: Parks and Recreation Commission FROM: Steve Benoit, Recreation Manager DATE: June 2, 201 I SUBJECT: Lions Club Facility Usage Background At the April Parks and Recreation Commission meeting a discussion was held regarding updates to the Indoor Facility Rental policy utilized for Lions Park Center and the Trott Brook Bam. As part of the policy, the Lions Club can utilize Lions Park Center for a reduced rate for Lions Club functions. The question has been raised regarding what type of events constitutes a Lions Club function. To help clarify the use, staff met with the Lions Club to discuss the policy as it relates to the Lions Club. Following is the current rental policy language relating to the Lions Club: The Elk River Liaxr Club will pay $25 per fuxctiox for all urer at Lioxr Park Cexter occurrixg after 4pm ax Parks and Recreation Departmext burixerr days and all non-business hours. They will not be charged for building raperviriox or a deporit. Parks and Recreation Department Administrative Process From an administrative process, the types of events that would qualify as a Lions Club event would be community events such as pancake breakfasts or sponsorships of Scout events. It has been procedure to categorize events such as weddings and birthday parties for personnel members of the Lions Club as events that do not qualify as a Lions Club function. Therefore, in these cases the individual requesting the reservation would default to either the Elk River resident or non-resident fee. Lions Club Process In discussing this issue with the Lions Club there is a varying understanding of the rental policy. At the time Lions Park Center was constructed, the Lions club stated that there was an agreement that the Center could be utilized by Lions members for all types of functions. Current Fee Structure Lions Club Function -The Elk River Lions Club will pay $25 per 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 Resident Fees For events lasting less than 2 hours including set u and take down For events lasting 2 hours or more including set up and take down Mon-Thurs 50 t00 Fri-Sun 50 200 Kitchen 50 75 • Non Resident Fees For events lasting less than 2 hours including set u and take down For events lasting 2 hours or more including set up and take down Mon-Thurs 150 300 Fri-Sun 150 600 Kitchen 100 150 Other Information to consider • The Lions Club was the group that funded the original construction of Lions Park Center • The Lions Club pays a monthly fee of $200 to rent office space in Lions Park Center. Staff Request Staff is seeking direction from the Parks and Recreation Commission on how a Lions Club function should be defined when reserving Lions Park Center Attachments Current Lions Park Center rental policy Indoor Facility Use Policies and Application Lions Park Center Elk\ River Parks and Recreation ~#br ~s7 ~a F~ y h yFr.. . LIONS PARK CENTER The Elk River Lions Park Center, located at 1104 Lions Park Drive, is operated by the City of Elk River. Lions Park Center has a large banquet/meeting room with adjacent kitchen facilities, outside staged bandshell and an outside picnic shelter. The meeting room with adjacent kitchen facilities can provide seating for up to 90 people. A total of 10 banyuet and 10 round tables are available for use. A variety of tables and layouts of the space are possible. The bandshell has permanent seating for 200. Electricity (110) is available fox sound equipment. This facility is quite popular for concerts. HOURS OF USE 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 wu~w.ci.elk-river. mn.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 reyuested date of use. Also required to be submitted by resident and non-resident users is a copy of the applicant's certificate of insurance. If the event is to be catered, the caterer's certificate of insurance and liquor license must also be submit- ted at the dme 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, Elk 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 fox the event if needed 4. Residents of the City of Elk River may make reservations up to eighteen (18) months in advance. Nornresidents of Elk River may make reservations up to six (G) months in advance. 5. An application will be denied if the Lions Park Center has been previously reserved or if the reyuested 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 dean, orderly fashion, including replacing items removed. Trash shall be placed in designated containers. 6. Comply with all Cit}' 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 fot 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 remal time. No items are to be left overnight. 10. All bands and audio eyuipment must stop playing at 12:00 a.m. if inside the building. Outside bands and audio eyuipment 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 furore. ALCOHOL 1. An Elk River police officer must be present if alcohol served from [he 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. 2. 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. The caterer shall notif}' the Police Chief and the City Clerk of the event. The caterer may sell beer/wine as an incidental part of food service that serves prepared meals. 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 atrending 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 dub 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 Frida}' and Saturda}' evenings or after 10:30 p.m. on other nights. G. The applicant, the caterer, and all parties consuming alcohol must conform to all city and state Gyuor laws. 7. Applicant must provide a copy of Certificate of Liability Insurance (including host liquor IiabiLty) 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 cop}' of [he applicant's home owner's insurance will be required, showing $1,000,000 of Lability coverage. The City of Elk River must be fisted 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 da}'s prior to the event. 8. Violation of these rules map 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 asmoke-free building and grounds. Cigarette butts are to be disposed of in the receptacles provided. Clean up of cigarette butts is required in order to receive full refund of deposit. 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 an}' 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 b}' 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, inducting death caused by participants in the scheduled event. The permit holder will be responsible for reimbursement of damages, including [hose in excess of the deposit. Permit holder shall be wholly and solely liable and responsible for anv and all acts of every kind and nature of an}' member, agent, employee or guest of permit holder Permit holder further agrees to indemnify the Cit}' 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 aas of any of permit holder's members, agents, employees or guests on the Premises. IN NO EVENT SHALL THE CITY BE LIABLE FOR ANS' INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE OR OTHER CONSEQUENTIAL DAMAGES WHETHER OR NOT FORESEEABLE (INCLUlliNG, WITHOUT LIMITATION, DAMAGES FOR THE LOSS OF GOODWILL OR PROFITS) ARISING OUT OF OR IN RELATION TO THIS AGREEMENT EVEN TP 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 },.coup 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 Elk River organization is one with its primary physical location being within the City's boundaries. For enities without set physical locations, an organization will be considered an Elk River Organization if it certifies that at least 60"/n of its membership is comprised of EIk 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 507 (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. Elk River service organizations are identified as Rotary, 1Gwanis, Masons, Knights of Columbus, Jaycees, American Legion and Auxilian}S VFW and Auxiliary, Lioness, and the Eagles and Auxiliary. Deposits are to be provided by mocey order, cashier's check or credit card for amounts over $100. All holidays will be considered weekend use and are subject to staff availability. REFUNDS Rental fees and other charges are refundable if the City cancels the use of the Lions Park Centex 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 dcaced and put away. /~I1 rooms used, including bathrooms, must 6c swept, all spills/messes $30/hr. with a 2 hour minimum must be leaned up and garbage must be taken out to dumpster if can is Full or if it amtains Food. For any clean up required Any items broken, damaged or missing. Replacement cost plus 25'%n AuOding 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 aad outside arcs free of debris. Cvent not ending as scheduled, including clean up. Sec fee schedule Additional deductions may be taken according to the l,ious Park Center Usc Poliq~. Please be sure to read these in Refer to policy full. APPLICATION FOR LIONS PARK CENTER FACILITY USE ~~t. ~, ~+ ~ Applications are to be submitted to 81k River Parks and Recreation, 1104 Lions Park Drive NW at least 14 days prior to ver the Erst date requested in order to allow processing time. Some requests may require additional time for review. Irnmk>rog Parks and applirolioa or a non /irojrtgroup, please supply proojojrla7ur u~i1G appL'rafron. Pdeate wake tl~erk.r payobk to Ilse City ojFak Raver. Recreation PLEASE CHECK DESIRED SPACES Meeting Room Kitchen Additional Spaces Available at Lions Park -See Park Use form for policies and fees Bandshell Shelter #1 Shelter #3 Ball Field Shelter #2 Shelter #4 Park PLEASE COMPLETE THE FOLLOWING Renter/Organization Name Address Street City 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 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' Rectangular 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 axe not followed. [authorize the City of Elk River to file a claim against my insurance company if the deposit I have given does not cover anti damages or leaning needs required from my use of this facilih'~ I understand 1 will be the first one in the building and the last one to leave from mt~ group and I must be present during the entire event. Signature Date FOR OFFICE USE ONLY Date and Time Received Planning Department Notified for Commission Review Fees Paid Parks and Recreation Commission Approval Received llcposit Paid Streets Dcpartmcnt Notified Copp of Insuranm Poliq~ Received Police Department Notified Proof o(501(e)3 Status Received Permit Number Work Phone Fax State Zip Email Address Number of People Expected End Time (including take down and clean up) The Elk River Lions C-ub The Elk River Lions Club will pay $25 per 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 those yuali inb. for this status, Elk River service organizations ~eci6ed above and Non-City of Elk Rivet 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 induding set up and take down Meeting Room Mon-Thurs $ - $ 25 Meeting Room Fri-Sun $ - $ 50 Kitchen $ 25 $ 40 District 728 and Sherburne Countv Rent For events lasting Icss than 2 hours including set up and take down For events lasting 2 hours or mare including set up and take down Mttting Room Mon-Thurs $ 50 $ 100 Meeting Raom Fri-Sun $ 50 $ 200 Kitchen $ 50 $ 75 Elk River Residents Rent For events lasting Icss than 2 hours including set up and take down Far events lasting 2 hours or more induding set up and take down Meeting Room Mon-Thurs $ 50 $ 100 Meeting Room Fri-Sun $ 50 $ 200 Kitchen $ 50 $ 75 Non Residents Rent For cvcnts lasing less than 2 hours including set up and take down For cvcnts lasting 2 hours or more induding set up and take down Meeting Room Mon-Thurs $ 150 $ 300 Meeting Room Fri-Sun $ 150 $ 600 Kitchen $ 100 $ 150 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 Parks 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 Department business days and all non- business hours. Deposits $100 Building Supervision $15/hour For all interior uses after 4pm on Parks and Recreation Department business da}'s and all non- business hours. Deposits $100