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PRSR INFORMATION 02-09-1994 INFORMATION 117218 .- 728 Area Recreation RECREATION 1230 School Street Elk River,MN 55330 January 21, 1994 To: Pat Klaers Fr: Jeff Asfahl '�p" Re: Field Use Guidelines Attached you will find the proposed guidelines for use of playfields within the City of Elk River. The need for these guidelines are the result of increased use of the fields and circumstances that have occurred and are subject to take place again unless some guidelines and procedures are implemented. The need for such a document was identified and discussed at great lengths by and between myself and officials from both the City and School District personnel.ln September of 1993, I took the opportunity to call a meeting with the following representation: Charlie Blesener, Roger Hansen, Phil Hals, and Mike Hanlon.At this meeting, several areas of need were identified, and the process began to design a document that allowed for some systematic approach to manage the use and aaintenance of the fields. It is likely that the guidelines will need adjustments after it has been put in practice. The guidelines will be reviewed and adjusted as needed on an annual basis. The guidelines as presented to you have been presented to the leadership of; Youth Baseball , Youth Soccer, Youth Softball, and the Elk River Park Commission. Each organization has had the opportunity to comment and as a result this document should come as no surprise to them upon implementation. I am hopeful that this document will be endorsed by the Elk River City Council and the School Board. The 728 Area Recreation Board has not reviewed the document but according to the technical operation of the Board, policies such as these guidelines remain the jurisdiction of the property owner.This document could easily be adopted by another entity, and would allow for consistency throughout the 728 area in regard to the use of fields. I will appreciate your taking the opportunity to introduce these guidelines to the City Council for comment and support. I will plan to be present at 6:00 pm Monday January 24th to answer any questions in regard to the proposed guidelines. l ` pita,ea C_ � C c n I/,;?4/)91--/ • (Proposed) Guidelines for usage of Outdoor Playfields (These guidelines apply to the playfields located in Elk River that are owned by either the City, 'School District, or both.) Purpose: These playfield facilities are provided for the leisure time pursuits of all residents in addition to any officially scheduled use. Correspondingly,certain guidelines are needed to insure the proper use and management of the facilities so that all people may enjoy them equally. Distinction / Classification of use: Type 1. General public: - casual use taking place during facility hours at no charge on a first come, first served basis. No permit is required. If used in conflict with any of the below classifications, then the general public user is to allow the agency or exclusive use permit holder access to the field at the time scheduled for use. This does not include unscheduled youth association practices. Type 2. Agency activity: any scheduled use by School District administration, 728 Area Rec. administration, or any Park Commission sponsored activity. Type 3.Athletic Association: any scheduled use by a recognized association for the purpose of conducting their program. This does not include practices. Type 4. Exclusive/Special Event use: allowed by permit only. Permits will be issued by the 728 Area Recreation office. This permit requires a user fee and compliance with permit guidelines and a $500 refundable damage deposit. Refunds will be awarded after inspection by Area Recreation staff. These permits will be allowed following the same order of priorities as outlined below. Also see below the "Determination of use and required fees." 111'riorities: To be honored according to number '1111 - School activities (generally take place only on school district owned facilities) 2. - Agency sponsored activity 3. - Youth Athletic Association for league scheduling purposes 4. - Adult Athletic Association for league scheduling purposes 5. - Any other short term use request other than an"exclusive use" will be charged $10 per field per game scheduled. Guidelines for use : All arrangements for use are to be made with the 728 Area Recreation Department -Exclusive use permits must be filed with the Area Recreation Department 10 business days in advance or they may not be honored. - Groups falling under Association status must schedule the use for their scheduling purposes within a reasonable time frame with the recreation dept. It is to be understood that their scheduling needs (excluding 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 facility property owner or its coordinating agent (728 Area Recreation) All special maintenance need considerations are to be scheduled and coordinated with the recreation department. - Absolutely no unauthorized vehicles or equipment is allowed on the facilities for any purpose. - The recreation department reserves the right to cancel any scheduled use and any use after proper •ancellation notification will subject the user and its appropriate affiliated association to a penalty fee. ?- Parking is limited to designated parking areas only. Violators will be subject to parking violations. Determination of use and required fees for Exclusive/ Special event use: A. Local association, exclusive use request for the purpose of conducting their regular In-house" program. The association will be responsible for all costs associated with "buff" arrangements, labor •ime (as Clocked) and any other costs such as garbage etc. An example of this type of activity would 1 )be a year 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. B. Local affiliation with or sponsored, event in which 75% or more of the participants are District 728 residents. - Labor as clocked, $3 per field / per day, plus any special "Biff" arrangements. C. Local affiliation with or sponsored event in which 50% or less of the participants are District 728 residents. - Labor as clocked, $5 per field / per day, plus an additional $1 per game, and any costs associated with "buffs" D. Non-profit or for profit organization with a statewide or regional clientele. - $10 per field/ per day, plus an additional $2 per game,and any costs associated with "Buffs" E. Non local organization or affiliation. - $15 per field /per day, plus an additional $5 per game, and any costs associated with the"tiffs". Fees for service / maintenance considerations & options: -School /Agency sponsored activities will not directly be assessed any fees for facility use. - Association use: (regular season) All use by recognized associations will be invoiced back to the associations proportionately according to their number of participants for the following expenses that are incurred in relation to their use:marking lime and paint used, labor hours for routine marking and dragging required per specified request or need, portable toilets, and any other misc. expenses incurred as a result of their use. Additionally, all associations will cooperatively finance the eplacement of bases and soccer nets with the ISD 728 Athletic Department. - ** Exclusive use: Things to consider for exclusive use: toilets ("Buffs") , T.P., special cleaning arrangements, parking, and responsibilities associated with garbage and litter. 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 exclusive use must be filed with the Recreation Department 10 business days in advance to be considered. (A schematic 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, hand drag, and marking lime for purchase @ $3 per bag. Adequate garbage containers. Arrangements can also be made to have Recreation Dept. staff take care of your field maintenance. These arrangements are to be coordinated with the Recreation Department. Cost of this service arrangement will be billed according to "clocked labor time" at the current labor rate. ** Absolutely no unauthorized vehicles or equipment is allowed for any purpose of maintaining the M gelds. ** Violators 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 "hoarding" the fields and it has restricted legitimate use, the organization in question will forfeit a portion of their$500 deposit based on the request for fields and anticipated games.