7.A. PRSR 02-10-1999 ITEM # 7.a.
Elk River Park and Recreation Commission
Community Recreation Update - February 10, 1999
• - Sleigh Ride Update: Taking place this coming Saturday 2/13 from 2 - 4 pm. We are
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expecting about 30 families (120- 130) people. ECFE and CE are providing fun
activities for children to enjoy as well. This should be a nice event.
- Interest in a Winterfest Event for next year: As part of the CBD Visioning that has been
taking place over the last few months, one of the identified initiatives is to develop a
Winterfest type event. Lions Park was the suggested location. Please find an action
plan as developed by the CBD visioning process enclosed. I will plan to better review
this item at your meeting. How does the Park and Recreation Commission feel about
this idea?
- Youth Athletic Complex Guidelines: Please find a draft enclosed. Some of you may
recall this from last Winter. This document is important to Youth Baseball and Girls
Fastpitch Softball as they are trying to finish up the final understanding of priority at
YAC as they have been significant financial contributors. Please review the document.
will be looking for approval and a recommendation to Council that this be adopted.
- Summer ' 99 program planning: The summer brochure goes to print on April 9th. We
will soon begin our program planning. I will appreciate any ideas on programs that you
may have. Please think on this and share your thoughts. To "prime your pump", the
following is a review of past programs that our department has offered: t-ball, various
sports camps and clinics, gymnastics, rollerskating at the arena, park entertainment
series, organized playground programs, weekly miscellaneous structured events such
as; carnivals, wacky olympics, etc., track and field, youth golf leagues, youth tennis,
football clinics, strength and conditioning, safety camp.
I will look forward to hearing some of your ideas.
- February 1st Joint meeting update: Thanks to Lana and Duane for their participation.
It was a good start of a process that will only grow richer.
Please call me with any questions. 241-3523.
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DRAFTS 12/2/97, revised 1/15/98 , 3/12/98, 4/2/98, 1/99
Elk River Youth Athletic Sports Complex
Scheduling & Use Guidelines
Purpose:
ehe amenities as provided at the Youth Athletic Sports Complex are intended for use by any Elk River
resident and related Recreation Department and Athletic Associations that serve Elk River residents.
Correspondingly, certain guidelines are needed to insure the proper use and management of the facilities.
Any use of the facilities must be scheduled.
Distinction / Classification of use: (Not in priority order)
Casual use / General public: - casual use taking place during facility hours that are not already scheduled
by those identified as priority. Fees may apply dependant on the type of use.
Agency activity: any scheduled use by the Municipal Community Recreation program, ISD 728 School
District administration, or ISD728 Com.Ed. Fees may apply.
Local Athletic Association / or Recognized Service Organization: any scheduled use by a "recognized"
"Qualified" (according to requirements outlined below) local association for the purpose of conducting their
program. Fees will apply.
Other: any use by a non-local organization, or by any org. w/ less than 75% of their league competitors
coming from within Elk River city limits, or any "Independent" teams that are duplicating an existing local
program. $250 refundable damage deposit required. Use fees will also be required according to section I.D
and II. B of this policy.
Requirements for"Qualified" athletic association status to receive priority usage:
-The organization must be ISD 728 area oriented and have a non-profit status.
.Organizations are to file a copy of their program mission / by-laws with the Recreation office.
-The election of the organization's governing body is to be a process which is open to all program
participants.
-The organization offers opportunity for their program coaches to receive training.
- Organizations are not to discriminate against program participants or applicants in any manner.
Priorities: To be honored according to number as scheduled by the Recreation Office:
1. Elk River Area Girls Fastpitch & Area 728 Youth Baseball Association s' for their programs league
scheduling purposes of practices and games and special event use. Fees as described within section I.
2. City of Elk River Recreation program, Dist. 728 Com. Ed. or athetic program sponsored event.
3. Elk River Area Adult Athletic Association for weekend or special event use. Fees as described within section
I.0
4. Other: Applicable fees as stated under section: either I.0 or I.D and II. B of this document.
Administrative procedures: All arrangements for use are to be made with the Recreation Office.
(phone: 612-241-3523)
- Special event use permits must be filed with the Recreation office at least 10 business days in advance or
they may not be honored.
- Groups falling under Association status must request the use for their scheduling purposes within a
reasonable time frame with the Recreation office. It is to be understood that their scheduling needs (including
time for practices) be dealt with in good faith with respect to all user groups .
-Any and all maintenance will be the responsibility of the city of Elk River. All special maintenance need
considerations are to be scheduled and coordinated with the Recreation office.
-Absolutely no unauthorized vehicles or equipment is allowed on the fields for any purpose.
-The Recreation office reserves the right to cancel any scheduled use. Any use after proper cancellation
notification will subject the user and its affiliated association to a penalty fee.
,Parking is limited to designated parking areas only. Violators will be subject to parking violations.
Section I. Determination of use and required fees for Special Events:
A. Local ERGFSB & Area 728 YBB "Qualified" associations, special event use request for the purpose of
conducting their regular "in-house" program. $3 per field / per day plus 100%of costs associated with any
p,cessary additional toilets and garbage removal arrangements. An example of this type of activity would be a
ar end"Jamboree" or similar event intended to benefit the participants of the activity taking place in
accordance with the permit. Not necessarily intended to be a fund raiser. Use of hand tools by the event
organizer can be arranged. Fields will be prepared according to desired specifications prior to each days
events.
B. Local ERGFSB &Area 728 YBB association sponsored special event where a fee will be collected. $5 per
field / per day and 100% of costs associated with additional toilets and garbage service. Use of hand tools by
the event organizer can be arranged. Fields will be prepared according to desired specifications prior to each
days events.
C. Any other local "qualified" association. $20 per field / per day and 100%of costs associated with
additional toilets, garbage service, or other required service needs.
D. Other- $ 250 damage deposit, and $25 per field / per day, (includes use of 4 possible fields), plus 100% of
costs associated with the additional portable toilets, garbage service, or other required service needs.
Section II. Scheduled Season use and Maintenance fees:
A. ERGFSB &Area 728 YBB Association use: (regular season) All use by recognized associations will be
invoiced back to the associations according to the services they receive. Examples of such are: Portable toilet
management, field preparations required, infield dragging, line marking, etc,
B. Other local "qualified" association: $20 per field / per hour/session. Plus 100% of costs associated with
the additional portable toilets garbage service and field preparation costs according to similar formulas as
below.
The following formulas will apply for field use preparation cost determinations:
•DRAG ONLY (No lining or bases required) - # games X.5 labor hours X current seasonal labor rate =.
DRAG & LINE ( base and pitch distance change may or may not be required)
# games X .75 labor hours X current seasonal labor rate, AND
# games X$1.50 material cost=.
** Special Event Use / General Considerations:
Things to consider for exclusive use: toilets, T.P., special cleaning arrangements, parking, garbage, &
concessions. Neglect of user responsibility to leave the facility in an acceptable manner will subject the user
to an extra charge for labor incurred to clean up the grounds used.
-A permit for special event use must be filed with the Recreation office. (A site plan that illustrates any plans
of utilizing temporary structures, etc. may be required so that any conflict or logistical concerns could be
addressed to minimize problems or damage to the site.)
-Authorization via this permit guarantees the following: Fields ready for play each day as requested and
arranged via the permit. Availability of: lutes, dry-liner, marking lime for and adequate garbage containers.
Arrangements can also be made to have municipal personnel take care of your field maintenance throughout
your event on a fee for service basis. These arrangements are to be coordinated with the Recreation office a
minimum of 3 weeks prior to your scheduled event.
**Violators of any mentioned policy within this document will forfeit their deposit and may face further
penalty. Such as, future denial of use.
Cancellations: It will be presumed that every permit request is legitimate, however if suspicion arises as to
•toarding' the fields and it has restricted legitimate use, the organization in question runs the risk of penalty
es, or if applicable will forfeit their deposit.