4.3. SR 11-13-2001TO:
FROM:
DATE:
SUBJECT:
MEMOEANDUM
Mayor and City Council
Michele McPherson, Director of Planning
November 13, 2001
Consider Lions Park Center Use Policy
Item # 4.3.
Staff, with assistance from the City Attorney, has revised the Lions Park Center Use Policy
per the Council's discussion at the October 15th Council Meeting. The following changes
have been made to the policy:
1. First priority events include City of Elk River events, City Recreation programs, and
City of Elk River governmental elections and caucuses.
2. Events conducted by Sherburne County or Independent School District #728 have
been moved to priority #3.
The fees have been established based on an hourly rate for events lasting less than
2.5 hours and a flat rate for events lasting more than 2.5 hours. For Friday, Saturday,
or Sunday events an additional $100 is added as a premium.
The deposit requirement for priority 3, 4 and 5 users will be $1,000. Deposits -,viii be
fully refundable provided the applicant has cleaned tables, returned them to the
storage area, returned to chairs to the storage racks, picked up all trash, secured the
building and returned all keys.
5. The policy also includes a liability and indemnification section.
Attached is a copy the proposed policy with the fee schedule identified on page 3. There are
three layouts using both rectangular and circular tables, which provide seating from 93
(classroom style) to 172 (banquet style)people.
Recommendation
If the Council finds it appropriate, staff recommends that the Council adopt the Lions Park
Center Use Policy with its enclosed fee and deposit schedule.
S:~PLANNING~MICI lMC~CCREPRTS~l.ionsParkCtr.doc
City of Elk River
Policy 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 restroom facilities and a serving
area. The catering kitchen may also be accessed by users of the Picnic Shelter.
o
Outside Staged Band Shelter: The bandshell has permanent seating for 250.
Electricity is available for sound equipment. This facility is quite popular for
concerts.
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 Sherburne County or ISD #728 and private parties or
meetings conducted by Elk River residents.
Priority 4. Elk River religious organizations and private industry or commercial use.
Priority 5. Non-resident rentals for private parties or meetings.
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.
o
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.
Lions Park Center Use Policy
November 7, 200 I
Page 2
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 763/4414949. Applications may also be
obtained on the City Recreation site at http://www.ci.elk-river.mn.us/.
Submit the application, reservation fee, and deposit to the City Recreation
Department a minimum of ten (10) 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.
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.
5. 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.
o
The City may 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 immediately if cancellation is necessary.
Lions Park Center Use Policy
November 7, 200 I
Page 3
FEES AND DEPOSITS
Hourly, for events lasting less than 2.5 hours*
U~er Meetin~ Kitchen Outside Outside Bandshell
Priority Room Shelter w/ Shelter Only
Level access to
interior
1 $0 $0 $0 $0 $0
2 $0 $25 $0 $0 $0
3 $50 per hour $25 per hour $40 $20 $40
4 $75 per hour $50 per hour $40 $20 $40
5 $100 per $75 per hour $80 $40 $80
hour
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 Only
Level access to
interior
1 $0 $0 $0 $0 $0
2 $0 $50 $40 $0 $0
3 $150 $75 $40 $20 $20
4 $190 $110 $40 $20 $40
5 $250 $200 $80 $40 $80
*Hours include time to set up and take down.
If beer or wine is being served, an Elk River Police Officer must be present. The fee for an
officer being present will be $50 per hour.
The follow deposit rate is also required for rental of the bandshell or the outside shelter with
no access to the interior:
0-25 People $50
25-100 People $100
101-250 People $150
250-500 People $300
over 500 $500
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. 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.
Lions Park Center Use Policy
November 7, 2001
Page 4
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 or if an alternate user cannot be found.
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.
SUPERYISON
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.
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 a return of the full
deposit.
GENERAL RULES
The user of the Lions Park Center and surrounding grounds agrees to follow these rules:
4
Lions Park Center Use Policy
November 7, 2001
Page $
Supervise the conduct of the members of their group.
participants is prohibited.
Disorderly conduct of
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.
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.
The permit holder shall assume full responsibility for any unlawful act committed in
the exercise of the permit.
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.
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.
11.
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.
BEER AND WINE
An Elk River police officer must be present if beer and wine are being 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 office for certain portions of the rental period.
In the event a caterer is hired to manage the serving of beer and wine, the caterer must
show proof of having a liquor license. The caterer may sell beer/wine as an incidental
part of food service that serves prepared meals.
Service and consumption of beer and wine is allowed only in the Meeting Room. Beer
and wine 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.
e
No compensation may be exchanged for beer and wine unless a caterer is hired
according to the stipulations as listed in #2. This includes donations, advance sale
tickets and tips.
Lions Park Center Use Policy
November 7, 2001
Page 6
5. No beer or wine may be served after 12:00 midnight on Friday and Saturday evenings or
after 10:30 p.m. on other nights.
6. The applicant, the caterer, and all parties consuming beer or wine must conform to all
city and state liquor laws.
Applicant must provide a copy of Certificate of Liability Insurance (including host liquor
liability) when beer or wine 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, showing $1,000,000 of liability coverage.
o
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.
ROOI~ 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.
KITCHEN STORAGE
HALLWAY
00000
00000
00000
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SEATING LAYOUT - OPTION A
SEATING CAPACITY: 172
RECEPTIONS, BANQUETS, AWARD CEREMONIES
ALL RECTANGULAR TABLES ARE 30"W x 72"L (FOUR ARE ADJUSTABLE IN HEIGHT)
ALL ROUND TABLES ARE 60" IN DIAMETER (FOUR ARE ADJUSTABLE IN HEIGHT)
THERE ARE 36 CHAIRS THAT ARE 14" IN HEIGHT FOR YOUNGER CHILDREN
KITCHEN
STORAGE
HALLWAY
SEATING LAYOUT - OPTION B
SEATING CAPACITY: 168
PANCAKE BREAKFAST, REUNIONS
ALL RECTANGULAR TABLES ARE 30"W x 72"L flOUR ARE ADJUSTABLE IN HEIGHT)
ALL ROUND TABLES ARE 60" IN DIAMETER (FOUR ARE ADJUSTABLE IN HEIGHT)
THERE ARE 36 CHAIRS THAT ARE 14" IN HEIGHT FOR YOUNGER CHILDREN
KITCHEN
STORAGE
HALLWAY
SEATING CAPACITY: 93
CLASSROOM SETUP, PRESENTATIONS
ALL RECTANGULAR TABLES ARE 30"W x 72"L (FOUR ARE ADJUSTABLE IN HEIGHT)
ALL ROUND TABLES ARE 60" IN DIAMETER (FOUR ARE ADJUSTABLE IN HEIGHT)
THERE ARE 36 CHAIRS THAT ARE 14" IN HEIGHT FOR YOUNGER CHILDREN