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5.5 SR 08-26-2002Item 5.5. MEMORANDUM TO: FROM: DATE: SUBJECT: Mayor and Council Michele Bergh, Recreation Manager August 2 I, 2002 Consider Park and Recreation Commission Recommendations on Field Use Policy and Miscellaneous Fees These items have been reviewed and recommended for approval by the Park and Recreation Commission at their August 14, 2002 meeting. Field Use Policy I have attached a proposed policy for field use. This is consistent with the past practices of Community Recreation and our department. This policy addresses the following items: · Priorities for field use · What requirements must be met to schedule field use · How maintenance will be done · How fees are set in general terms This policy would not change unless needed and would allow fees to be set each year by the city based on expenses incurred for each group and city budgetary needs. Fees would be set and groups would be notified by September 1 st of the current year of what their fees will be for the upcoming year. This fits in with their time frame as they set registration fees for their next season. Fee for Field Use Currently, there isn't a fee specifically identified for field use outside of association fees. I recommend implementing a fee of $20 for a resident, and $40 for a non-resident for the remainder of 2002. This is the same fee charged for shelter use. This would be a use fee and no maintenance would be performed. I recommend for upcoming years, the fees for shelter and field use be the same as they are similar requests. Deposit Required for Shelters and Field Use There is no deposit required for field use at this time. shelters are as follows: The current deposit required for 0-25 people $50 26-100 people $1 O0 101-250 people $150 251-500 people $300 over 500 people $500 Staff recommends changing this to: 0-100 people $100 over 100 people $500 This would simplify the process and be consistent with the policy for Lions Park Center. This deposit would apply to field use as well. Park Use Policy and Fees Staff continues to work with the Park and Recreation Commission to clarify the intention of the policy as evaluate fee structure. This will be brought to the Council at a later date. Recreation Department POLICY FOR FIELD USE Priorities The following priority schedule will be used for identifying associations and field use: Priority One: One association/group per sport/activity and population served. This association will be the association with seniority and serving the largest number of participants. Priority Two: All other groups requesting fields. Field Use Fields will be scheduled for Priority One first. Groups must allow a minimum of 14 days for the processing of their request. Field use will be assigned based on the previous year's participation numbers as well as what fields are available for use. Requests must be submitted in writing by the deadline as determined by the Recreation Department to ensure field availability. Field Maintenance Fields will be maintained in accordance with industry standards as outlined by Priority One association based on the schedule 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. Ne are not responsible for any messages left on the voice mail system. No changes may be made to City fields by anyone other than the City. Fees Priority One Fees: The City will set fees each season. This fee, any outstanding bills, and a complete participant roster must be submitted to the Recreation Department before any scheduling needs will be considered for that season. This fee will cover the following basic services: · Coordination of scheduling and maintenance · Portable toilets at each site · General field set up for games, excluding items listed below These items are not included in seasonal fees and will be billed at actual cost unless otherwise noted: · Maintaining a field more than once each day · Extra portable toilets and/or cleanings · Moving of bases - $25/move Priority Two Fees: All other Applications for Facility Use received for fields will be reviewed once scheduling is complete for the associations. Field use fees will be as determined by the City. This fee covers use 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 City.