7.2.A. PRSR 09-12-201209-12-2012 Elk REQUEST FOR ACTION
River
TO ITEM NUMBER
City Council 7.2.A.
AGENDA SECTION MEETING DATE PREPARED BY
Action Item September 10, 2012 Michael Hecker, Parks and Recreation
Director
ITEM DESCRIPTION REVIEWED BY
Appointment of Three Parks and Recreation Commission Sub Cal Portner, City Administrator
Committee Members to Review Policy for Field Use REVIEWED BY
ACTION REQUESTED
Appoint three members from the Parks and Recreation Commission as a sub-committee to work with
City staff to review and recommend policies for field use.
BACKGROUND/DISCUSSION
During the spring through summer months of 2011,the Parks and Recreation Commission and the City
Council reviewed various policies for field use. This process started in December 2010 when the Parks
and Recreation staff began to review the current policy(2003) for field use. The current policy to be
reviewed at a work session following this meeting is outdated and needs to be developed outlining
allocation procedures and effectively meet the growing needs of the Elk River community. The policy
was last discussed by City Council in July 2011,when it was directed for staff to work with the
Commission to develop a policy and then present it at a later date for City Council to review.
The Parks and Recreation Department staff met this summer to discuss the history of this policy and its
various issues and the reasons to have a well-defined policy. Staff recently outlined the various issues that
need to be addressed within a policy for field use. They are as follows:
1. Purposes of the policy- outline the allocation procedures; rental policies and fee; and,to become
proactive by making a formal positive statement related to youth sports in the community.
2. Formally state the philosophy of youth sports in the Elk River community.
3. Priority Scale - which groups will receive what type of priority
4. What is the allocation process for fields
5. What are the methods to define groups and non- profit associations
6. How to define and uphold City residency of groups requesting fields
7. Define and outline the expected code of conduct for coaches
8. Field rental rates and related fees (such as the new football scoreboard)
9. Tournaments - how to request and general philosophy
10. Maintenance responsibilities of groups using fields
11. Liability insurance requirements
12. Define general field usage rules and regulations.
PDuEDED Dr
NATURE
Staff is recommending three members from the Commission be appointed as a subcommittee working
with staff to address the issues and draft a policy. Other community members encouraged to attend
include board members from the youth sports organizations. Because of the political nature of this policy
and the number of community youth groups affected, staff is recommending that a subcommittee make
recommendations to the full Park Commission by the end of this year, and then to the City Council. A
work session to initiate policy discussion and review sample policies will immediately follow this regular
meeting.
FINANCIAL IMPACT
A cost recovery policy and fee structure should be developed as part of the policy for field use.
ATTACHMENTS
None
Action Motion by Second by Vote
Follow Up
POWERED Or
NATURE)