9.5. SR 09-16-2019 EOty1� ,.,�� Request for Action
River
To Item Number
Parks and Recreation Commission 9.5
Agenda Section Meeting Date Prepared by
Work Session September 16, 2019 Steve Benoit,Recreation Manager
Item Description Reviewed
Rivers Edge Commons Park Rental Policy Michael Hecker, Parks and Recreation Director
Reviewed by
Cal Portner, City Administrator
Action Requested
Discuss Rivers Edge Commons Rental Policy.
Background/Discussion
The Parks and Recreation Commission reviewed the Rivers Edge Commons Rental Policy at their May
15 and August 14 meetings. The current department policy limits use of the park to city-operated events
and private weddings. Recently, several requests have been received that are outside the scope of the
current policy. In addition, the rental rates are over 10-years old and require updating.
The commission consensus was to continue the Parks and Recreation Policy restricting the use of Rivers
Edge Commons Park to city events and private weddings. The exception would be for an event that also
includes areas in addition to Rivers Edge Commons Park. These larger scale events are directed through
the City Special Event permit process, and would then not have the same restrictions placed on them.
Administration staff has concerns with issuing a Special Event Permit for park usage as it does not have
commission or council oversight.
The commission consensus regarding fees was to increase the rate for the first two hours from $150 to
$200.
The policy was also reviewed by the city attorney.
Financial Impact
None
Attachments
■ Rivers Edge Commons Updated Rental Policy
The Elk River Vision
A PehoMing community 2a itb revolutionary and spirited resourcefulness, exceptional POWERED By
service, and community engagement that encourages and inspires prosperity INAMIRE1
City of
Elk -�-1
River
Rivers Edge Commons Park Rental Policy
Policy Statement
Rivers Edge Commons Park can be scheduled for usage through the Parks and Recreation
Department for the following types of events:
■ City of Elk River-sponsored events
■ Private weddings
Requests outside of the this criteria must be directed through the City Special Event
application process
Private Wedding Rental Rate and Policies
General Policies
■ Rental application must be completed and submitted a minimum of 14 days prior to
the event date. Payment must be made by the individual or group renting the park.
If there is no scheduling or policy conflict for the date requested, a reservation will
be issued.
■ Upper Plaza will remain open to the public during the event
■ Weddings that go beyond park boundaries or exceed 400 guests may be required
additional review and must be submitted a minimum of 60 days prior to the event.
Rental Rates (Fees subject to change as part of the City Fee Schedule)
■ $250 Damage/Cleaning Deposit (refundable)
■ $200 for the first two hours
• $50 for each additional hour, six hours maximum
13065 Orono Parkway P 0 W E 0
Elk River, MN 55330 [NAY76dil
763.635.1000
ElkRiverMN.gov
Rivers Edge Commons
Park Rental Policy
Discussion
■ Park Usage
■ Internal
■ Private
■ Fee Structure
■ Parks and Recreation Commission work session on :Nlay 15
Background
■ Currently policy developed in 2007
■ Allowable uses - City operated events and private wedding
■ City operated events
■ Riverfront Concert Series
■ Elk RiverFest
■ Private Weddings
■ 15 in 2018
Background
■ Other non-city functions
■ Art Soup
■ Downtown street closure similar to Elk River Fest
New Requests
■ Bands
■ Local church
■ Sunday morning outdoor service
■ American Legion
■ Memorial Day Ceremony
■ Removal of Lion John Weicht Park bandshell
t
Usage P
■ Presented to Rivers Edge Downtown group on May P"
■ Some interest in more events — but mainly city operated
■ Concern of control of participants for larger events (police
department also has this concern)
■ Consensus of group was to continue with city operated
events and private weddings
El `
Additional Non-City events Primary Purpose
Rate
River's Edge/Elk SO $150 2 hours $50 each hr. 2 port-a-potties 200 No other than Weddings/Thurs.
River added weddings concerts
$500 $172 avg. 2 2 outdoor 15,000 yes They monitor
hours 2 indoor
Town $660-$700 Indoor 300 seated/100 yes
lawn
GroveSturges $50 $84 half Port-a-potties yes Don't advertise it
day/$148 all day
avg.
Central $50 $85 half Add Kitchen Indoor yes Do not advertise. No
day/$157 all day $177/$261 amplified music.
avg.
$150 avg. 2 $240 per2 hours Port-a-pottie 300 yes Weddings
hours for room
Louis Park
Brooklyn Center $500 $450 average $300 City sound Port-a-potties 200 yes
per event of 6 and tech fee if
hours needed
The $100 $50-$75 300 yes Any but require
Dspecial event permit
if music or alcohol
Usage Recommendation
Rivers Edge Commons Park can be scheduled for usage through the
Parks and Recreation Department for the following types of events:
■ City of Elk River sponsored events
■ Private weddings
■ Requests outside of the this criteria must be directed through the
City Special Event application process
■ Reviewed by City Attorney
r
Fee Recommendation
Rental Rates (Fees subject to change as part of the City Fee Schedule)
■ $250 Damage/Cleaning Deposit (refundable)
■ $200 for the first two hours
■ $50 for each additional hour, six hours magnum
t
Background
Reviewed on August 14 Parks and Recreation Commission
■ Rental Policy relating to city-wide special event process
■ Commission opted to keep recommendations