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7.0. SR 08-12-2002MEMORANDUM TO: FROM: DATE: Mayor and Council Pat Klaers, City Ad~~' August 12, 2002 SUBJECT: Other Business Item 7. There is one item I'd like to discuss with the City Council under Other Business. This item is the school facility use policy. As you know, the school is changing its policy so that any entity charging the school rent will in turn get charged rent by the school for use of their facilities. A simple solution to this issue for the city is to not charge the school rent for use of Lions Park Center. The same should apply for reserving and using the city parks and park shelters, although these city fees are not technically called rent. I have put a call in to Charlie Blesener but have not heard back regarding whether or not the school is concerned about all of the fees, regardless if it is called rent, or whether they are just concerned with Lions Park Center. (The LPC building supervision fee will remain in place for the school.) If nothing changes it seems inevitable that numerous city recreation programs that are held in schools and which require gymnasiums will not be able to be held in the future based on the high fees that would be required. The alternatives include the school offer these programs if they are willing or to offer these programs at a much higher rate and see if there is any interest. Above and beyond the school rent/city rent issue, there are other public facility questions that need to be dealt with between the school and the city. These include the school use of Oak Knoll city soccer fields, the school ski team and cross-country team use of Woodiand Trails Park and the management of Handke Pit for winter activities. I.S.D. #728 Elk River Area School District FACILITY USE POLICY & PROCEDURES September 1,~ District #728 Facility Use Policy It is the policy of the School Board to encourage the use of District 728 schools and facilities. The District 728 Community Educatio~T)epartment u, ill coordinate the use and rental of all school district buildings and facilities. For Information, contact: District #728 Facilities Scheduler Handke Family Center 1170 Main Street Elk River. MN 55330 Phone (763) 241-3526 Fax (763) 24t-3521 A-,tO Inside this booklet: Map ................................................................ Page 1 Procedure for requesting facility ................... Page 2 Rules & Guidelines for Use ........................... Page 3 & 4 Fees ................................................................. Pages 4 - 7 ~-'~g~S Theater Usage ................................... · Important Reminders Regarding our District · District 728 is Tobacco Free Smoking and the use of tobacco is prohibited on all Schqol district property. This includ~es all school buildings, grounds, and in all school vehicles. Thanks for your cooperation./ Entrances are labeled by letters or numbers at each building. Please note the entrance that has been designated for your group and inform all participants of where to park and enter for your activity,. A-IL District 728 Facility, Use Procedure Adopted by the School Board %/!/0! 9/1/02 "District Premises", as referred to in this document, will include all District owned facilities, buildings, grounds, parking lots, athletic fields and vehicles. Priorities for Facility. Use: Applications for the use of facilities will be processed and scheduled in the following order: I. School District #728 events, Community Education activities, and governmental elections and caucuses. 2-=. Local government us~g the Co~_~uniU' P, ec~?aticn P~ 3. Civic, service, non-school youth Siu,,ps an,., cc, w~-nunio' gl,~u~,~posed of 75% or . more school district residents). 4. Local religious organizations. 5. Local commercial/business groups. 6. Groups that ser~e a regional, state or national clientele. 7. Non-local commercial groups. Occasionally, non-school scheduled activities may conflict with events planned by a District program. If a conflict occurs, every effort will be made to find an alternate facility for the non-District group; but, District 728 programs have priority of facility use at all times. How to Apply to Use Facilities: All use of District facilities before and aRer the normal school day, weekends, vacations and holidays, is scheduled through the Community Education Office. To make application: 1. Obtain a Facility Use Application by calling the Community Education Office at 241- 3526, or stop by the Commumty Education Office in the Handke Family Center, 1170 Main Street, Elk River, MN 55330. Applications are also available at all District 728 public school offices and on the District #728 Website at http://elkriver.k 12.mn.us (click on Community Education). 2. The Community Education Office must receive your completed Facility Use Application at least ten (10) business days prior to your requested date of use. 3. District equipment (i.e.: recreation, audiovisual, chairs, etc.), as well as setup times and needs, must be requested on the application. 4. Upon receipt of a Facility Use Application, the Facility Scheduler will verify space availability. An estimate of applicable costs is also available upon request. 5. The Facility Scheduler will arrange for custodial services and/or building supervision if use of the facility occurs at a time when custodians are not on duty, additional services are needed, and/or the nature of the activity dictates such staffing..~ personnel will be staffed if your use includes a school kitchen or t,~Jot~ ~aaway ...,.,) Cafe. Staffing costs are the responsibility of the user. A-i. 2 Liability: District 728 assumes no responsibility or liability for damage, loss, or personal injury resulting from use of District facilities. · The individual named on the permit and the group in whose name the permit is issued are .jointly responsible for their use of the facility, and will accept responsibility for the payment of rent and]or other charges, including damages. · The individual named on the permit, and the group in whose name the permit is issued, are jointly required to assume full responsibility for personal injury to any participants or spectators. Rules & Guidelines for Use: Rules and regulations exist to protect the public's investment in District 728 facilities. All groups using the buildings/~ounds must observe the following rules. I. A permit will not be granted for any facility use application, which in the judgement of District 728, may be in any way prejudicial to the best interests of the schools or the educational system. District 728 may modify, deny, cancel, or revoke any or all facility use applications or permits at any time. 2. Ail local and state ordinances and laws pertaining to use of public buildings and facilities must be observed. District 728 also enforces the policies below: · The use of tobacco on district premises is strictly forbidden at all times. District 728 is tobacco-free. · The possession and/or use of alcohol or controlled substances on District premises are prohibited. 3. Competent adult supervision (21 years or older) must be provided by the group during the entire use. The group supervisor(s) will be held responsible for compliance with rules, general behaviOr and safety. 4. Use is limited to those areas of the building that are specifically approved and includes the nearest drinking fountain and lavatories. 5. A custodian or building supervisor will be present throughout your use; cooperation with these staff members is essential. 6. Equipment brought in and its manner of use is subject to approval by the custodian in dings and Grounds, the Community Education.Director or the 7. 13F t~i~,~ c~.~i~,meri'F-~ay be used if advance arrangements have been made with the Facility Scheduler. Charges for stafftime may be assessed, depending on the extent of set-up and/or take-down needed. 8. All groups shall leave the school facility in the same condition in which they found it, returning all furm~e, equipment, etc. to its original order. Charges for staff time may be assessed, depending on the extent of clean-up needed. if food and]or drink are to be served, this is to be indicated on the Facility, Use Application, and will be permitted only in designated areas. 10. "Guidelines for Use of School District Kitchens" will be followed in the event of kitchen use. "Guidelines for Use of District 728 Pool" will be followed in the event ofpoot use. "Guidelines for Use of School Gyms" will be followed in the event of gym use. "Guidelines for Use of Classrooms" will be followed when classrooms are used. "Guidelines for Hosting a Tournament" will be followed when hosting a tournament. A-i3 11. District facilities may be rented to churches operating within District 728 boundaries tbr worship purposes. However, District facilities are not intended to be used as long-term facility solutions, and a church may be requested to provide the District with its plan for a more permanent facility. 12. Groups or individuals approved to use District facilities may not assign, sublet, or transfer their approved facility use to any other group or individual. 13. Groups or individuals using the facilities may display banners, signs, streamers or any materials of an advertising nature on District premises only during the hours scheduled for the event. These displays/signs may not cause damage to or deface district premises, and must meet all requirements imposed by other governmental agencies. Promotional signs posted inside district facilities must clearly identify the sponsoring organization, a contact person and phone number. /,.--'Ytie facility scheduler must be notified of cancellation at least ~:.ro ten business days pri0r,2 scheduled use. If less than ten business days notice is given of cancellation, facility rental ~ and/or staff fees may be assessed. Fee for Facility Use: Rental rates apply to groups and activities as listed in the following categories. All groups using facilities are responsible for staff costs (custodian, food service, building supervision) in additional to costs resulting from their use; such as equipment, supplies, extra garbage, ovemde of I-IVAC systems., etc. Groups and individuals are responsible for the repair and/or replacement of damage, theft or loss to the premises or equipment resulting from their use. Staffing: Groups/individuals using District 728 facilities are responsible for staff charges resulting from their use. A two-hour minimum charge will be assessed for any of the following required staff. Custodial Could include opening or closing a building, set-up, clean-up or presence during a time when not otherwise staffed, or if called to the building beyond normal work hours. $30/hour Food Service ~.~qair~._l~be present whenever a school kitchen or the ERAI-fS ~ Hallway CaJ~ is used. Food service time is charged at the current ~cluding overtime and holiday pay, if applicable. Varies Building Supervisor Placed by the District to protect and oversee the facility and represent the school district. $13/hour Lightboard/ Sound Board Operators, Pool Lifeguard Required when operation of the theatre lightboard or sound system is requested. Required for pool rental. Varies Included in pool rental fee A-la Categories: School District 728 sponsored events: concerts, athletics, board hearings, and Community Education Programs. These groups will not be charged rental fees. meetings, special · Local tax supported public agencie~-~ do not charge District #728 rentalfees-~t least 75% of participants reside in Distn~ · Local civic, service, and charitable groups (at least 75% of participants reside in District 728). · Local non-school youth groups; such as scouts, 4H, youth athletics, etc. (at least 75% of participants reside in District 728). These groups will not be charged rental fees (see C below). C. (~;'~ocal tax supported public agencies that charge District #728 rental fees (at leas~C--~ ~ants reside in District 728). ~ · All groups tn 13 above, who, ,m ,~niission is ,.,,=ged or a donation requested (at least 75% of participants reside in District 728). · Local groups of a religious nature for worship, instruction, or admission or donation events. · District residents or groups for private meetings or activities to promote, educate or entertain. · Colleges and universities. These groups will be charged Category I rental fees. · Individuals, private agencies, companies, vendors, business or special interest groups, and non-profit groups with a regional or statewide clientele, for activities of a commercial, business or revenue generating nature. · Non-local (originating outside District 728) youth, civic, service, charitable and religious groups. These groups will be charged Category II rental fees. Basketball, volleyball, soccer, baseball and softball toumament's for which an admission fee is charged or a concession is nm, the following rental rates will be charged. Deposits or prepayments of up to Vz of total rental cost may be required and will be non-refundable. Locally sponsored, non-District event in which 75% or more of the tournament participants are District 728 residents $8/game/match Locally sponsored, non-District event in which less than 50% of the tournament participants are District 728 residents $13/game/match Organizations with a regional or statewide clientele Non-local organizations $17/game-match $22/game-match A-15 Fees for category 'E' tournaments above include a simple foocVbeverage concessions. Tournaments and events selling equipment, clothing, or other items beyond food/beverage will be charged Category [I rental rates for facilities used for those sales. Athletic tournaments/events of an individual nature, such as swimming, wrestling, and gymnastics in which 75% or more of the tournament participants are District 728 residents wilt be charged Category [ rental fees. · Local youth athletic organizations using indoor school district facilities for seasonal practices will be charged a $3 per player/participant surcharge for the season. Local youth athletic organizations using outdoor school district facilities for seasonal practices ~ged a $1 per player/participant surcharge for the season plus an asses~~-~ ~al costs of field maintenance and marldng. All A_AU, Junior Olympic and other similarly affiliated teams meetinWpracticing beyond the local house and travel league seasons (i.e.: into the spring/summer for a winter sport) will be charged the following. Rosters must be submitted with application. Short Season -~.~pproximately 5 weeks (2 hours 20 minutes practice/week) $70/season (at least 50% of players are residents of District #728) $100/season (less than 50% of players are residents of District #728) Full Sea~pproximately 12 weeks (2 hours 20 minutes practice/week) $140/season (at least 50% of players are residents of District #728) $200/season (less than 50% of players are residents of District #728) · Youth swim clubs exclusively serving District 728 participants will be charged $30/hour of pool use plus district lifeguard or building supervisor wages. A-16 Thoatr~ Use ~ by District 728 School Board and the City November 1, 2001 "Theatre", as referred to in this document, is the theatre that is located in "C Building" at the east end of Elk River Area Senior High School. Priorities for Theatre Use: Applications for the use of the Theatre will be processed and scheduled in the following order: 6. 7. 8. 9. 10. City of Elk River--any City function including meetings, forums, heanngs, etc. Elk River Community Theater for performances. Elk River Arts Alliance/Arts Council for performances. Elk River non-profit organizations for performances. Elk River for-profit organizations for performances. lSD #728 for any purpose. Elk River non-profit organizations for non-performance purposes. Non-Elk River non-profit organizations for performance purposes. Elk River for-profit organizations for non-performance purposes. Non-Elk River for-profit organizations for performance purposes Non-Elk River for-profit organizations for non-performance purposes. 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 RAver 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. An annual scheduling meeting with lSD #728, City of Elk River, Elk River Community Theater, Elk River ?d-ts Alliance/Arts Council and any other interested community groups will be arranged in April of each calendar year to review requested use of the theatre for the following school year (September-Augus0. Priorities for use will follow the above outline with discussion among all groups about requirements and requests. A second scheduling meeting will be arranged in October of each calendar year to review the approved schedule requests for the current school year and to make any revisions as necessary. Occasionally, activities planned by different groups may conflict and use of the Theatre may be denied. If conflict occurs, every effort will be made to find an alternate facility for the group that is denied access to the Theatre. Alternative space other than the theatre may be assigned at the discretion of the District #728 Facilities Coordinator dependent on the nature and attendance of planned activity. How to Apply to Use Facilities: See current "Facility Use Policy & Procedures" for instructions. Liability: See currenff"Facility Use Policy & Procedures" for information. Cancellations: See current "Facility Use Policy & Procedures" for information. A-17 Rules & Guidelines for Use: All rules & guidelines as itemized in the "Facility Use Policy & Procedures" apply to theatre use along with these additional guidelines: a. Additional areas required for events in the Theatre (i.e.: dressing rooms, etc.) will be assigned at the discretion of the District #728 Facilities Coordinator. b. Limitations of actual time in theatre for events will be based on guidelines set forth in the Theatre Usage Planning Template. Additional times requested for rehearsals, practices, etc. will be assigned to alternative spaces by the District #728 Facilities Coordinator. c. Groups must demonstrate expertise in use of technical equipment or District #728 Facilities Coordinator reserves the right to assign a technical operator to the event at the expense to the group. Fee for Theatre Use: ~ a. Rental rates may apply to groups and activities as listed in the categories below. b. Groups using facilities may be responsible for staff costs: ~, Custodial: No charges for custodial coverage 6am-1 lpm Monday through Friday Staff charges for custodial coverage on Saturdays/Sundays ~, Building Supervisors Staff charges for building supervisors if scheduled I, Technical Assistants Staff charges for technical assistants when assigned by the School Distr/ct c. Additional costs that may result from Theatre use such as the use of school district equipment, supplies, and energy. The reserves from these equipment/supply charges will be used to purchase replacement bulbs & supplies & maintain the light/sound systems. d. Groups and individuals are responsible for the repair and/or replacement of damage, theft or loss to the premises-resulting from their use. An estimate of actual costs for an event may be requested from the Facilities Coordinator. Rental Fees: I. City of Elk River--any City function including meetings, forums, hearings, etc. These groups will not be charged rental fees. 2. Elk River Community Theater for performances. These groups will not be charged rental fees. 3. Elk River Arts Alliance/Arts Council for performances. These groups will not be charged rental fees. 4. Elk River non-profit organizations for performances. These groups will not be charged rental fees. 5. Elk River for-profit organizations for performances. These groups will be charged Category I rental fees. 6. ISD #728 for any purpose. These groups will not be charged rental fees. 7. Elk River non-profit organizations for non-performance purposes. These groups will not be charged rental fees. 8. Non-Elk River non-profit organizations for performance purposes. These groups will be charged Category I rental fees. 9. ElK River for-profit organizations for non-performance purposes. These groups will be charged Category II rental fees. 10. Non-Elk River for-profit organizations for performance purposes. These groups will be charged Category II rental fees. 11. Non-Elk River for-profit organizations for non-performance purposes. These groups will be charged Category II rental fees. 9 JULY 2001 FEE SCHEDULE FACILITY DESCRIPTION COMMUNITY EDUCATION Community Room Conference Room ELEMENTARY SCHOOLS Gymnasium-Wccd Floor 1/2 gym (wall extended) Full (wall stacked) Gymnasium - Tile Floor 1/2 gym (wall extended) Futl (wall stacked) Cafetena Music Room Media Center Classroom Kitchen Hallway SECONDARY SCHOOLS Gymnasium - Junior Hig~ Single Floor/Court Gymnasium - Senior High Single Floor/Court Gymnasium - Gymnastics Gymnasium - Wrestling CommonslCafetena Music Room Media/Resouce Center Classroom Kitchen Theater Hallways Swimming Pool: 1-25 people Swimming Pool: 26-50 people Swimming Pool: 51-75 people NON-HOURLY CHARGES Live Theater Performance (ea) Stadium/Track Time Reserved for Setup MISCELLANEOUS & EQUIPMENT Garbage Pickup _Kit~_en Suoo{¥ F~ Hallv~ay Caf~ Supply Fee Outaoor Eiectricsl Use Energy (Heat or AC) Ruiiding Supply Fee Computer Lab Category I Category I Category II Category II 1 hour 4 hour I hour 4 hour $24 $53 $29 $24 $40 $29 $51 $15 $33 $25 $55 $25 $60 $40 $100 $20 $31 $25 $55' $20 $31 $25 $55 $20 $31 $25 $55 $15 $28 $21 $31 $15 $28 $25 $64 $17 $33 $25 $55 $30 $85 $33 $9O $40 $~0 $60 $135 $30 $65 $33 $72 $30 $65 $33 $72 $24 $62 $32 $127 $20 $31 $25 $55 $20 $31 $25 $55 S20 $28 $25 $42 $15 $31 S25 $64 $24 $77 $50 $ 160 $21 $40 $30 $77 $46 $46 $61 $61 $79 $79 $20 $7~event 30% actual ~17 $17 $20 $25/day $20/machinelhour $138 $165/event 30% actual $17 ,$17 $20 $25/day $25/machine/hour 16mm Movie Projector Slide Projector Piano Microphone Theatre Lightboar~ Theatre Sound System TVNCR Oveme-atl Projector Staging Risers Choir Shell LCD Projector Indoor Bleachers Score~3oards $4 $4 $10 $6 $11 $11 $6 $22 $22 $22 $1oo $25iside $1 O/day 10 $10 $6 $11 $11 $6 $22 $22 $22 $100 $25tside 1 O/day $24 $50 $32 $77 $40 $90 $60 $135 River TO: FROM: DATE: SUBJECT: MEMORANDUM Park and Recreation Commission Michele Bergh, Recreation Manager July I 0, 2002 District Facility Use Policy Changes The District is proposing changes to their current facility use policy that will have a great affect on Elk River Recreation and the programs we offer. The proposed changes are as follows: · A rental fee for use of all District facilities would now be charged if they are charged rent for any facilities they use. Additionally, we would be charged $20/day for energy (heat/AC), $25/day building supply fee, $10/day for scoreboards and $25/side if indoor bleachers were needed for an event. We currently pay building supervision and custodial expenses only. · A 10-business day notification of cancellations. The proposed policy requires 10 days to avoid paying rental fees and staff expenses. It states that a user may be assessed a rental fee and staff expenses if this notice is not given. We are currently asked to give 2 days notice. We currently run the following programs using District facilities: Offering # of Users/Yr 180 800 200 100 125 200 Pee Wee Sports Open Gyms Womens Volleyball Co Rec Volleyball Intramural Basketball Cheerleading Clinic 3 on 3 Basketball Tournaments 300 Summer Basketball Program 25 Tennis Lessons 90 3 on 3 Intramural Basketball 75 Approx Hrs/Yr Spaces Used 100 1 gym 250 2-3 gyms 88 2 gyms 88 3 gyms 50 4 gyms 16 Balcony Commons area 10 4 gyms 20 1 gym 60 3 tennis courts 25 4 gyms We have also offered a variety of programs such as Intramural Volleyball, Men's Basketball and Men's Volleyball that haven't had enough registrations to run the past couple of years. These programs have been popular in the past and we planned to try restructuring them by changing days of the week, location or format and trying to run them again in the future. The facilities that the District currently pay rental fees for are parks, shelters, and Lions Park Center. They pay a rental fee of $15/hour for dog obedience classes at the Arena, compared to the regular $35/hour rate. The junior and senior high schools use Oak Knoll fields, Woodland Trails, Lions Park, and the Arena for various sports activities during their seasons at no charge. There is some volunteer work done at Woodland Trails during the ski season in exchange for a monetary fee. Currently, the only fee structure in place for parks and shelters is for residents vs. non-residents. The fees for Lions Park Center are in place at the request of the Lions as the facility was intended for local groups who do not have facilities of their own. Additionally, the City pays for lights and some of the maintenance items at the Adult Softball Complex. This facility is used on many weekends throughout the summer by local groups, some of which are affiliated with the schools, to host tournaments as a fundraiser. The money they raise helps pay for coaches, equipment, etc. We collect a small amount to offset our administrative expenses only. As you can see, there are very few rental expenses incurred by the District for use of City facilities. The rental fee for most of our programs would vary from $50 for an elementary school gym to $90 for a senior high gym and as you can see, most of our programs use multiple gyms. This additional fee as well as the other listed above would just about make it unfeasible to use a school facility for any programming. All program fees would need to increase by 2-3 times the current amount to cover these expenses. Open gyms would need to increase to over $10/person for 1-½ hours of open gym time. I believe that even if we tried to offer these programs at the increased fees, they would not run, as they would be too costly for people to participate. The other issue at hand is the cancellation policy. We typically cancel programs with low registration 3 business days prior to the start date. It is a very common occurrence for people to wait until very close to the start date before signing up for a program. 10 business days prior to the start would be too early for us to make a decision. This policy would force almost all programs scheduled for a District facility to cancel. If the policy is approved, we would need to decide what direction to take with our programming. Our options include: · Subsidizing these programs to keep them affordable for the public and trying to increase awareness of the needs of early registration. · Finding other facilities in the community that would meet our needs and be more affordable (this would be almost impossible for any programs requiring more than one gym). · Discontinuing all programs that would require use of a District facility and I would then recommend looking for other programs to take their place. Without a gymnasium, this will limit our ability to offer sports programming-especially for adults and would require a larger variety of the types programming we provide. I would like direction from the Commission regarding the proposed policy and am recommending that the Council be asked to express concern regarding the policy and the impact it would have to the City. The information I received from Pauline Knox at Community Education is that the School Board will be taking action at the next meeting. The School Board meets the 2nd and 4th Tuesday of every month so their next meeting would be July 23rd. Lions Park Center Policy and Application for Facility Use Ci-ty of tkiver Email: II 04 Lions Park Drive Elk River, MN 55330 Phone: 763.441.2949 Fax: 763.274. 1842 recreation@ci.elk-river, rnn.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 adiacent 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, for suggestions see page 4. Outside Picnic Shelter: The outside picnic shelter provides room for eight picnic tables and is cormected to the Center with access to restroom 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 holidays, 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, 1t04 Lions Park Drive. The phone number is 763/441-2949. Applications may also be obtained on the City Recreation site at http://www, c/.elk-river.mn.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. A/so required to be submitted by resident and non-resident users is a copy of the applicant's certificate ofinstzrance. 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. Application and all corresponding fees and paperwork must be completed by the user. 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 building supervision, custodial or police staff for the event if needed Residents of the City ofF_Ak River may make reservations up to eighteeg, (18) months in advance. Non-residents of Elk River may make reservations up to six (6) months in advance. 5. Residents may not reserve the fac/lities 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. 7. Applications may not be assigned, transferred or sub-let to anyone other than the person/orgamation 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 will attempt to notify the applicant mediately if cancellation is necessary. GENERAL RULES The user of the Lions Park Center and surrounding grounds agrees to follow these rules: 1. SuperAse 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. 4. Trash shall be placed in designated containers. 5. Ail activities to conclude at the closing time stated on the pemait. 6. Comply with all City ordinances, Mirmesota 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 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: 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) 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 homeowner's insurance will be requked, showing $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 criminal prosecution under applicable City Ordinances, State or Federal laws. 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 ha the receptacles provided. Clean up of c/garette butts is required ha 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 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 SHAI.L THE CITY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECLa. L, PUNITIVE OR OTHER CONSEQUENTIAL DAM. AGES WHETHER OR NOT FORESEEABLE 0'NCLUDING, WITHOUT LINffTATION, DAMAGES FOR THE LOSS OF GOODWILL OR PROFITS) ARISING OUT OF OR IN iqFI.ATION TO THIS AGREEN[ENT EVEN IF ADVISED BEFOREI-LhND 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. 2. 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 wit_kin 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. USERS AND FEES An Elk River organization is one with its primary physical location being withi, 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 purposei set forth in 501(c)0) are charitable, religious, educational, sdentific, literary, testing for public safety,, fostering national or international amateur sports competition, and the prevention of cruelty to children or animals. The usage may not be for prayer or other worship purposes. Elk River service organizations are identified as Rotary, Kiwanis, Masons, Knights of Columbus, Jaycees, American Legion and Auxiliary, VFW and Auxiliary, Lioness, and the Eagles and Auxiliary. Deposits are to be provided by money order, cashier's check or credit card for amounts over $100. The Elk River Lions Club The Elk River Lions Club will pay $25 per function for all uses at Lions Park Center occurring after 4pm on Recreation Department business days and all non-business hours. They will not be charged for building supervision or a deposit Elk River $01(c)(3) groups and those quali .lying for this status, Elk River service organizations specified above and Non-City of Elk River governmental elections and caucuses. Rent For events lasting less than 2 hours including set For events lasting 2 hours or more including set up and take down up and take down Meeting Room Mon-Thurs $ $ 25 Meeting Room Fri-Sun $ $ 50 Main Kitchen $ 25 $ 40 Serving Kitchen $ $ 30 Attached Shelter with Serving Kitchen $ 20 $ 30 Attached Shelter with Interior Bathrooms $ 20 $ 50 Attached Shelter Only $ 20 $ 20 Building Supervision $15/hour for all interior uses after 4pm on Recreation Department business days and all non-business hours. Deposits 0-100 People $ 100 Over 100 People $ 500 · District 728 and Sherburne County Rent For events lasting less than 2 hours induding set For events lasting 2 hours or more including set up and take down up and take down Meeting Room Mon-Thurs $ 50 $ 100 Meeting Room Fri-Sun $ 50 $ 200 Mare Kitchen $ 50 $ 75 Serving Kitchen $ 20 $ 30 Attached Shelter with Serving Kitchen $ 40 $ 50 Attached Shelter with Interior Bathrooms $ 40 $ 50 Attached Shelter $ 20 $ 20 Building Supervision $15/hour for all interior uses after 4pm on Recreation Department business days and all non-business hours. Deposit None Elk River Residents Rent For events lasting less than 2 hours including set For events lasting 2 hours or more including set up and take down up and take down Meeting Room Mon-Thurs $ 50 $ 100 Meeting Room Fri-Sun $ 50 $ 200 Main Kitchen $ 50 $ 75 Serving Kitchen $ 20 $ 30 Attached Shelter with Serving Kitchen $ 40 $ 50 Attached Shelter with Interior Bathrooms : $ 40 $ 50 Attached Shelter Only $ 20 $ 20 Building Supervision $15/hour for all interior uses after 4pm on Recreation Department business days and all non-business hours. Deposit Uses Including Meeting Room and/or Mum IGtchen All Other Uses $1,000 0-100 People $100 Over 100 People $500 Non Residents Rent For events lasting less than 2 hours including set For events lasting 2 hours or more including set up and take down up and take down Meeting Room Mon-Thurs $ 150 $ 300 Meeting Room Fri-Sun $ 150 $ 600 Main K/tchen $ 100 $ 150 Serving Kitchen $ 40 $ 60 Attached Shelter with Serving Kitchen $ 80 $ 100 Attached Shelter with Interior Bathrooms $ 80 $ I00 Attached Shelter Only $ 40 $ 40 Building Supervision $30/ho~r for all interior uses after 4pm on Recreation Department business days and all non-business hours. ' Deposit Uses Including Meeting Room and/or Ma.in Kitchen All Other Uses $1,000 0-100 People $100 Over 100 People $500 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 ifa 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 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 dean up required Any items broken, damaged or missing. Replacement cost plus 25% Building and grounds--any damage including but not limited to graffid; gum on furniture; broken fixtures, oudets, 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 Refer to policy Additional deductions may be taken according to the Lions Park Center Use Policy,. Please be sure to read these in ~utl. ] APPLICATION FOR LIONS PARK CENTER FACILITY USE Recreation Depm-xment 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 processing time. Some requests may require additional time for review. £fmaka'ng app£cation as a non-pmfitgmup, pkas~ supp~ proof of status with appication. Pkase make checkspayabk to th~ City of Elk l~'ver. Dq)odts over $100 must be made ~ certified check, mong order or creda't card~ PLEASE CHECK DESIRED SPACES Lions Park Center Spaces ~ Meeting Room ~ Main Kitchen Attached Shelter with Interior Bathrooms Additional Spaces Available at Lions Park - See Park Use form for policies and fees Bandshell __ Shelter #1 Ball Field ~ Shelter #2 Park Serving Kitchen - no appliances Attached Shelter Shelter #3 Shelter #4 PLEASE COMPLETE THE FOLLOWING Renter/Organization Name Address Street Organization Contact Name, if applicable Phone Work Phone Activity Date(s) of Acdvity Start Time (including set up) Will alcohol be present (please circle one) Yes No City State Zip Fax Email Address Number of People Expected 0End Time (including take down and clean up) If yes, beginning at and ending at 5 ' Round Tables Lectern Police Coverage 30" x 6' Rectangular Tables Portable PA System Building Supervision Chairs Overhead Projector/Screen Insurance Policy i Coffee Pots TV/VCK Other EXtensions Cords Electricity in Shelter Other ITEMS NEEDED FOR RENTAL--PLEASE COMPLETE WITH FACILITY COORDINATON 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. Date and Time Received 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 501 (c)3 Status Received Permit Number ?ARICI~G LOT -- LIONS PARK ~ 'LAN BELOW) ICE SKATING/ HOCKEY RINK RAver SHELTEK SI~LTER #3 SI-m'LTER #1 I LOT / _1 OoOo OoOo © 0000 0000 O0 0 MASSAGE THERAPIST Iniliol Fee (Includes Invesligalion Fee) ...... Renewal Fee .......................................... MECHANICAL AMUSEMENT ...................... Mechanical Rides ................................... Pin Boll Games ....................................... Pool/-obles (Coin Operaled) ................... Video Games .................. : ...................... MINERAL EXTRACTION .............................. PARK DEDICATION FEE JResolulion 95-89) I~esidenlial .............................................. Commercial ............................................ Indushiol ................................................. · ~.PBRK .F~C!.LITY' USE FEE Open Sheller .......................................... Residenls ..................................... Non-residenls ............................... Closed Sheller ......................... . .............. Pesi¢lenls ..................................... Non-~-esidenls ............................... ' PARK RESERVATION FEE ~ PARK FACILITY 8, RESERVATION DEPOSIT $150 $~oo $15/per eslablishmenl plus: $15/ride $15/machine $15/lable $15/game $20/acre 1o be aclively mined in lorlhcoming year or hal reclaimed $5/acre approve'el bul hal actively mined $ 1,540/dwelling unil $3,000/acre $2,000/acre $20 $40 $40 $8O $50/per dale of use REFUNDABLE ~i.n. qddition 1o fees_). 0-25 People ............................................. $50 2.5- I O0 People .... : ..................................... $ I O0 101-250 People ......................................... $150 251-500 People ......................................... $300 Over 500 People/Communily Evenls ........... $500 4