4.2A. SR 05-20-2002MEMORANDUM
TO:
Mayor and City Council
FROM:
DATE:
Michele Bergh, Recreation Manage~/~
May 16, 2002
SUBJECT: Facility Use Policy
Item # 4.2.A.
Now that Lions Park Center is up and running, we are finding the calendar full of events by
various groups. Most of these groups have fallen into Priority 2, which requires only a
deposit to use the facility. It has also been a challenge to administer the policy due to the
detail of the policy.
We were also asked to review the shelter use policy to address some of the special requests
that we receive. We hope to accomplish this with a new policy that would work for all city
facilities.
We are recommending that the following priority classification adjustments be made:
Priority 1 would
Priority 2 would
Prionty 3 would
Priority 4 would
now include service orgamzations.
address 501(c)3 groups and those qualifying for this status.
also cover Elk River businesses.
be non-residents.
Priority 1 would pay deposits only for their use of city facilities.
Priority 2 would pay nominal fees to cover costs associated with their use, as well as a
deposit.
Priority 3 would pay a nominal fee for shelter use and fees according to the fee structure for
Lions Park Center, as well as a deposit.
Priority 4 would always pay double ~vhat a resident would pay, as well as a deposit.
We are also recommending that the deposit structure be simplified to uses involving 0-100
people would be a deposit of $100 and all uses over 100 would be a deposit of $500 for all
shelters and Priority 1 and 2 users of Lions Park Center. All other uses of Lions Park Center
would continue to pay $1,000.
We would also like to add a field use fee to the fee schedule, which would be $20 for Priority
2 and 3 and $40 for Priority 4. We currently do not have a specified field use fee.
We have reviewed these suggestions with the Park and Recreation Commission and the
Lions Club (regarding use of the Lions Park Center). We believe that these will simplify the
administration of the policies, meet the needs of the community as well as our need to cover
expenses.
We currently have the following groups using the Lions Park Center Meeting Room and not
paying a fee:
A Brownie Troop
Operation ER
Downtown Rivers Edge
Multiply Blessed Mothers
Lake Orono Association
Village Family Center
Chamber of Commerce
St. Andrews
Under the new policy, these groups would be required to pay a fee as well as a higher deposit
in many cases. The bolded groups have ongoing uses scheduled. We recommend allowing
currently scheduled uses to continue through July 31, 2002 under the current policy.
Effective August 1, 2002, these groups would need to follow the new policy to continue
using the facility.
CLASSIFICATION AND PRIORITY OF USERS
3riority 1.
City of Elk River ....... r-;~.. D ...... ;__
and caucuscs, and Elk ~ver se~ice organizations.
Priority 2.
Elk River 501(c)3 groups and those qualifying for this status. Evcnts conductcd by Elk Pdvcr civic,
y ..... ~,,_v,.,po, ......... p ....... ~ ...... ono. Non City of Elk River governmental elections and
caucuses.
Priority 3.
Evcnts conductcd by Sherburne County,_ or ISD ~728 and Elk River residents and businesses.
--: ......... : ........ ; ...... a ..... a by m,~ r~;vc, rcsidcnts.
Priority 4. Non-residents.EH: Pdvcr privatc kndusa'7 Jr comancrcia! usc.
Elk River service organizations are identified as the Lions, Rotary., Kiwanis, Masons, IQfights of Columbus, Jaycees.
American Legion and Auxiliary, VFW and Auxiliary., Lioness, and the Eagles and Auxiliary..
An Elk River organization/business 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).
A group qualifying for 501(c)3 status is a group with one of the following purposes: charitable, educational,
zientific, literary, testing for public safety, fostering national or international amateur sports competition, and
th p ti f lty hild i 1 w~, ........... ~ :--_1...-1 ..... 1.1.~ ~-1., ..... k-l; .... ~1 ...... 1.;.~.
e reven on o crue to c ren or an ma s ................ F ..................................... -1 ....
M:mncaota. It also includes religious organizations; however, the usage may not be for prayer or other worship
purposes.
AMENDMENT
Adopted by the Elk River City Council January 22, 2002
.'hose users falling under Priorities l& 2 wanting to use the facility on an ongoing basis two or more times per month must resubmit their ]
requests quarterly for space availability. Quarters are January through March, April through June, July through September and October
through December. Requests are due in our office no less than 45 days prior to the start of the quarter. They will be processed witt~in 14
days and groups will be notified at this time. Those who wish to use the facility on an ongoing basis and do not want to resubmit requests
may reserve the facility under Priority ~-2 and pay the fees specified in the policy. ]
FEES
FEES
For events lasting less than 3 hours*
User Priority Meeting Room Kitchen Serving Kitchen Shelter #5 Access to
Level Bathrooms
2_ ;25 ;25 ;20 ;20 $20
3_ 3100 ;50 ;20 ;20 ~20
4_ ;200 ;100 ;40 $40 ;40
For events lasting more than 3 hours*
Oser Priority )Meeting Room Meeting Room Kitchen Serving Shelter #5 Access to
Level Mon-Thurs Fr-Sun Kitchen Bathrooms
~ $40 ;140 $40 $30 $20 $30
} $150 ;250 ;75 $30 $20 $30
~ $300 ;500 ;150 $60 $40 $60
*Hours include time to set up and take down.
If alcohol is being served, an Elk River Pohce Officer must be present. The fee for an officer being present will be
$50 per hour.
DEPOSITS
The following deposit rate is also required for rental c,c tt'c u ~ ~u ..... ~y from Priority 1 and 2 users:
Over 100 People $500
For all oh~,cr rentals by Priority 3r. and 4 and 5 users, a $1,000 deposit is required. Deposits are to be provided by
money order, cashier's check or credit card for amounts over $100. Please refer to list for deductions that may
occur.
Outdoor Facility Use
Fields, shelters, parks, athletic complexes
Fees
Priority 1.
Priority 2 and 3.
Priority 4.
Deposits
0-100 People
Over 100 People
No Fee
$20 per shelter, bandshell or field
$50 per park or complex
$40 per shelter, bandshell or field
$100 per park or complex.
$100
$500
Lions Park Center
Policy and Application for Facility Use
City of
El
POver
II 04 Lions Park Drive
Elk Riven MN 55330
Phone: 763.441.2949
Fax: 763.274. 1842
Email: recreation@ci.elk-river, mn.us
City of Elk River
Policy and Application for Use of 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, which may be scheduled
for use by community residents, civic groups, non-profit organizations and non-residents.
AREAS OF USE
Meeting Room/Kitchen Facility.: The meeting room with adjacent kitchen facilities can provide seating for up to 170 people. A
variety of tables and layouts of the space are possible, see attached layout drawings.
Outside Picnic Shelter: The outside picnic shelter provides room for eight picnic tables and is connected to the Center with
access to rest_room facilities and a serving area. The catering kitchen may also be accessed by users of the Picnic Shelter.
Outside Staged Band Shelter: The bandshell has permanent seating for 200. Electricity (110) is available for sound equipment.
This facility is quite popular for concerts.
HOURS OF USE
Lions Park Center office hours: Monday through Friday, 8:00 a.m. to 4:30 p.m.
Lions Park hours: Monday through Sunday, 6:00 a.m. to 10:00 p.m.
The Lions Park Center is closed on City hohdays, except for contract use or previously scheduled events. The park itself is
open 365 days per year.
The Lions Park Center will close no later than 1:00 a.m. on Friday and Saturday and 11:00 p.m. Sunday through Thursday for
any and all functions.
4. Access is limited to the period of time reserved.
HOW
TO RESERVE THE FACILITY
Obtain a Facility Use Application from the City Recreation Department, 1104 Lions Park Drive. The phone number is
763/441-2949. Applications may also be obtained on the City Recreation site at http://www, ci.elk-river.nm.us/.
Submit the application, reservation fee, and deposit to the City Recreation Department a minimum of fourteen (14) business
days prior to your requested date of use. Also required to be submitted by Priority 3, 4, and 5 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
submitted at the time of application.
3. Upon receipt of the items listed in #2 above, the Recreation Department will complete the following:
a. Verify that the facility is available for use on the requested date
b. Arrange for required custodial or police staff for the event if needed
Residents of the City of Elk River may make reservations up to eighteen (18) months in advance. Non-residents of Elk River
may make reservations up to six (6) months in advance.
Residents may not reserve the facilities for a non-resident.
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.
Applications may not be assigned, transferred or sub-let to anyone other than the person/organization making the application.
The City reserves the right to cancel an application at any time. In these circumstances, the City assumes NO responsibility for
any disruption cancellation may cause. The City w/il 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.
4. Trash shall be placed in designated containers.
5. All activities to conclude at the closing time stated on the permit.
6. Comply with all City ordinances, Minnesota State Statutes, Federal laws and the established rules for use, which apply to
authorized use of the Lions Park Center.
7. Use of candles or any open flame is prohibited unless approved in writing.
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 11:00 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 Elk 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 $50.00 per hour. The Facilities Coordinator may waive
the presence of the officer for certain portions of the rental period.
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 notify 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.
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.
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.
No alcohol may be served after 12:00 midnight on Friday and Saturday evenings or after 10:30 p.m. on other nights.
The applicant, the caterer, and all parties consuming alcohol must conform to all city and state liquor laws.
Applicant must provide a copy of Certificate of Liability Insurance (including host liquor liability) xvhen 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
homeowner's insurance will be required, sho~ving $1,000,000 of liability coverage.
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 cm'ninal prosecution under applicable City Ordinances, State or Federal laxvs.
SMOKING
The Lions Park Center is a smoke-free building. Smoking is allowed outside the building in designated smoking areas only. 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.
SUPERVISON
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 liab~ty for any personal injuries, including death caused by participants in the
scheduled event. The permit holder w/Il 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 REI~STION TO THIS AGREEMENT EVEN IF ADVISED
BEFOREHAND OF THE POSSIBILITY OF SUCH LIABILITY.
ROOM SET-UP AND DECORATION
1. 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.
3. Paper/metallic confetti or rice shall not be used in the building or on the grounds.
CLASSIFICATION AND PRIORITY OF USERS
Priority 1.
City of Elk River events, City Recreation programs, and City of Elk River governmental elections and caucuses.
Priority 2.
Events conducted by Elk River civic, youth groups, and non-profit organizations. Non City of Elk River governmental
elections and caucuses.
Priority 3.
Events conducted by Sherbume County or ISD #728 and private parties or meetings conducted by Elk River
residents.
Priority 4.
Elk River private industry or commercial use.
Priority 5.
Non-resident rentals for private parties or meetings.
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 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. It also includes religious organizations; however, the usage may not be for prayer or other
worship purposes.
Please Note: Any Priority 2 group
reserving the facility which fails to
notify us at least 24 hours in advance
that the scheduled event will not be held
will forfeit their deposit.
AMENDMENT
Ado/>ted by the E/k R/ver ~ Council January 22, 2002
Those users falling under Priorities l&2 wanting to use the facility on an ongoing basis two or more times per month must resubmit their
requests quarterly for space availability. Quarters are January through March, April through June, July through September and October
through December. Requests are due in our office no less than 45 days prior to the start of the quarter. They will be processed within 14
days and groups will be notified at this time. Those who wish to use the facility on an ongoing basis and do not want to resubmit requests
may reserve the facility under Priority 3 and pay the fees specified in the policy.
FEES
Hourly, for events lasting less than 2.5 hours*
User Meeting Kitchen Outside Outside Bandshell
Priority Room Shelter w/ Shelter
Level Access to Only
Interior
1 $0 $0 $0 $0 $0
2 $0 $25 $40 $20 $40
3 $50/hour $25/hour $40 $20 $40
4 $75/hour $50/hour $40 $20 $40
5 $100/hour $75/hour $80 $40 $ 80
Event rate, for events lasting more than 2.5 hours*
For Friday, Saturday, or Sunday Events, add $100 premium rate to the fees below. (Only one premium
will be added to the total fee)
User Meeting Kitchen Outside Outside Bandshell
Priority Room Shelter w/ Shelter
Level Access to Only
Interior
1 $0 $0 $0 $0 $0
2 $0 $50 $40 $20 $40
3 $150 $75 $40 $20 $40
4 $190 $110 $40 $20 $40
5 $250 $200 $80 $40 $80
*Hours include time to set up and take down.
If alcohol is being served, an Elk River Police Officer must be present. The fee for an officer being present will be
$50 per hour.
DEPOSITS
The follow deposit rate is also required for rental of the bandshell or the outside shelter with no access to the
interior, as well as all uses by Priority 2 users:
0-25 People $50
251-500 People $300
26-100 People $100
over 500 $500
101-250 People $150
For all other rentals by Priority 3, 4 and 5 users, a $1,000 deposit is required. Deposits are to be provided by
money order, cashier's check or credit card for amounts over $100. Please refer to list for deductions that may
occur.
REFUNDS
Rental fees and other charges are completely 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 will be
issued if an alternate user is found. There is no refund of the rental fee if a permit holder cancels within forty-five (45) days prior to the
event if an alternate user cannot be found.
Deposits will be returned in full if the tables are clean and returned to the storage area on the dollies provided, the chairs are returned to
the storage racks, the trash is contained, the meeting room and other rented areas are clean, and the building is secured with keys returned
to staff. Deductions to the deposit shall occur as note on the following schedule.
CONCERN PORTION OF DEPOSIT
LOST
Tables not put away $25/table
Tables not wiped down $15/table
Tables broken, damaged or missing $200/table
Chairs not put away $1 O/chair
Chairs broken, damaged or missing $30/chair
Coat rack/hangers not put away $25
Coat rack/hangers broken, damaged or missing $300/rack, $5/hanger
Blinds broken, damaged or missing $200/blind
Lectern not put away $25
Lectern broken, damaged or missing $600
Portable PA system not put away
$25
Portable PA system broken, damaged or missing $300
Overhead projector/screen not put away $25
Overhead projector/screen broken, damaged or missing $150/screen, $400 projector
Coffee pots not cleaned and put away $10/pot
Coffee pots broken, damaged or missing $30/pot
Extension cords not put away $5/cord
Extension cords broken, damaged or missing $10/cord
Chair truck not put away $25
Chair truck broken, damaged or missing $500
Table dolly not put away $25
Table dolly broken, damaged or missing $200
Rooms used not swept $50/room
Spills not mopped up $50/room
Garbage not put in dumpster $50
Refrigerator not cleaned out $50
Stove/oven not cleaned $50
Counters not cleaned $50
Facility not secured $100
Keys/keycard not returned by the end of the next business day $100
Building and grounds--any damage including but not limited to graffiti; gum on furniture; broken To be assessed
fmtures, outlets, windows, or doors; holes in walls and outside area free of debris.
APPLICATION FOR FACILITY USE
Applications are to be submitted to Elk River Recreation, 1104 Lions Park Drive NW at least 14 days prior to the first date requested. In
order to allow time to process requests with special staff needs. Some requests may require review by the Park and Recreation
Commission. If making app,'cation as a non-profit group, pkase supp~y proof of status with application. P/ease make checks payable to the City of Elk l~a'ver.
Dq)o~its over $I00 must be made ~y certified check, money order or credit car~
PLEASE CHECK DESIRED SPACES
Lions Park Center
Large Meeting Room
Lions Park Center
Kitchen
Lions Park Center Small
Conference Room
__ Main Shelter w/access
to the inside bathrooms
__ Main Shelter (adjacent
to Lions Park Center)
Bandshell
Shelter # 1
Shelter #2
Shelter #3
Shelter #4
Ball Field
Park
PLEASE COI~IPLETE THE FOLLOWING
Renter/Organization Name
Address
Street
Organization Contact Name, if applicable
Phone Work Phone
Activity
Date(s) of Activity
Start Time End Time
Will alcohol be served (please circle one) Yes
City State Zip
Email Address
Set Up Time Needed
No If yes, beginning at
Fax
Number of People Expected
Clean Up Time Needed
and ending at
ITEI~IS NEEDED FOR RENTAL--PLEASE COI~IPLETE WITH FACILITY COORDINATOR
5 ' Round Tables Lectem Other
30" x 6' Retangular Tables Portable PA System Other
Chairs Overhead Projector/Screen Other
Coffee Pots Keys/Keycard Other
Extensions Cords Other Other
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 deanmg 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. I am the only one who will have access to the keys I have been
assigned.
Signature Date
FOR OFFICE USE ONLY
i Date and Time Received Planning Department Notified for Commission Review
Fees Paid Park and Recreation Commission Approval Received
Deposit Paid Parks and Streets Department Notified
Copy of Insurance Policy Received Police Department Notified
Proof of Non Profit Status Received Permit Number
PARKING
LOT
LIONS PARK CENTER
1
SKATING/
HOCKEY
RINK
SHELTER
\ ' SLIDING
R. ixTer n X
#2
OFFICE OFFICE
OFFICE
STORAGE
MEETING AREA
SEATING CAPACITY
170 PEOPLE
SHELTEi~
#1
®
SHELTER
#3
PARKING
LOT
PLAZA
COVERED PICNIC
AREA