9.C.5. PRSR 4-10-2002 • Item #9.C.5.
City of
Elk -�-�
Diver
MEMORANDUM
TO: Park and Recreation Commission
FROM: Michele McPherso Director of Planning
DATE: April 10, 2002
SUBJECT: Discuss YAC and Orono Athletic Complex Uses
City Recreation staff has had a number of conversations with Youth Baseball,Youth Softball
and Adult Softball representatives regarding the uses at the Youth Athletic Complex and the
Orono Athletic Complex. It appears that the participation in the adult softball program has
lowered significantly and that the fields at the Orono Athletic Complex would be available
for use by the youth softball program.
•
Staff suggests that the Commission consider a recommendation to the City Council to
identify the Orono Athletic Complex as a softball complex and the Youth Athletic Complex
as a Baseball Complex. In addition,Three Rivers Soccer Association(TRSA)is interested in
discussing financial participation by its membership to construct soccer fields at the Youth
Athletic Complex. It appears that there is adequate space for up to three full-size soccer
fields at the Youth Athletic Complex for use by the TRSA. In addition, there are
neighborhood parks coming on line that could also be utilized by TRSA if monies were
available for development of soccer fields at these parks.
Staff asks that the Commission discuss these issues and provide further direction to staff.
•
S:\PLANNING\MICHMC\PARKNREC\YAC&Orono.doc
City of
Elk -,-�
River
MEMORANDUM
TO: Park and Recreation Commission Members
FROM: Michele Bergh, Recreation Manager
DATE: April 9, 2002
SUBJECT: Field Use Policy
Attached is a copy of our current field use policy. The policy deals with two issues. First,
who is recognized by the city as an association. Secondly,what are the fees for those who
are recognized associations and those who are not.
• The policy to only recognize one association per sport and population has been in existence
for many years informally and became a formal policy for Community Recreation in 2000. It
was slightly modified and adopted by city staff when Community Recreation disbanded at
the end of 2001. There have been three groups over the past 6 years or so that have split off
from the designated associations. One of these groups was denied use of any fields,one was
given gym space left after the association's scheduling was complete and charged as a
resident renting a school,and the other group has been given fields and,until 2002 when Elk
River Recreation was established and the policy was re-evaluated,charge the same fee as the
recognized association. There have also been several groups within existing organizations
who have discussed splitting because of the growth in the district area. These groups have
not always been in agreement about what areas they would serve. This policy has helped our
office with field coordination,which is a very big job,as well as lessened potential confusion
for the residents. When they call regarding a sport, we direct them to the recognized
organization only.
The fees are set to help cover expenses of maintenance and portable toilets. For groups
outside the recognized association,the park fee listed of$50/day applies only to city fields.
If a group were to use a school district field, charges would be assessed based on costs of
maintenance and services provided by the city.
This policy helps our office, the city and the public. It encourages groups to work out
differences as they occur,it streamlines the time commitment from our office,and it makes
411 it easier for the public. We are asking for your endorsement of this policy.
• City of
Elk
River-
Recreation
Department
POLICY FOR FIELD USE
The City of Elk River will assist and recognize one association/group per sport and/or activity and
population served. Facilities will be reserved for these associations/groups prior to any other field use
being reserved. Fee for associations will be $3/participant using field in Elk River per season with a
$100 minimum charge. This fee will cover all expenses except the following, which will be billed at
actual cost:
• Maintaining a field more than once each day
• Extra portable toilets
• Extra portable toilet cleanings
Fields will be maintained for the associations based on the schedule information supplied by the
association. Any changes to the original schedule must be completed in writing at least 2 business days
before the need or no maintenance will be provided and change request may be denied. We are not
responsible for any messages left on the voice mail system.
• All other Applications for Facility Use received for fields will be reviewed once scheduling is complete
for the associations. Park Use fees set by the Council will be used for these reservations. Current fee
schedule is $50/day for park usage. This fee covers reservation only. No maintenance will be
performed nor may any changes be made to the field by the persons/groups reserving the field. Any
maintenance or changes to fields may be requested and will be reviewed for feasibility. If we are able
honor requests, fees will be assessed based on actual expenses incurred as determined by the Parks
Department.
Field reservations will be made year-round for all city facilities by the Recreation Department. Our
office will only make reservations for District facilities when we are providing the maintenance and care
for the facility or school is not in session.
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