8.3. SR 06-15-2020
Request for Action
To Item Number
Mayor and City Council 8.3
Agenda Section Meeting Date Prepared by
General Business June 10, 2020 Steve Benoit, Recreation Manager
Item Description Reviewed by
Elk River Youth Baseball Association Dugout and Michael Hecker, Parks and Recreation Director
Elk River Youth Lacrosse Field Lighting Payment
Reviewed by
Deferment Requests
Cal Portner, City Administrator
Action Requested
1) Defer, by motion, the Elk River Youth Baseball’s 2020 and 2021 dugout payments for one year from the due
dates indicated in the Youth Athletic Complex and Oak Knoll Complex Dugout Agreement.
2) Defer, by motion, the Elk River Youth Lacrosse’s 2020, 2021 and 2022 field lighting payments for one year
from the due dates indicated in the agreement regarding the Oak Knoll Athletic Complex.
Background/Discussion
In August of 2017, Elk River Youth Baseball entered into an agreement with the city to fund dugout
construction on fields 5 and 6 at the Youth Athletic Complex and fields one and two at the Oak Knoll Athletic
Complex. The agreement amounts to a total of $46,162 with a $15,000 initial payment in 2017 followed by
annual payments of $11,540 in 2018, 2019, 2020, and 2021.
In March of 2018, Elk River Youth Lacrosse entered into an agreement with the city to fund the installation of
field lighting on field 4 at the Oak Knoll Athletic Complex. The agreement amounts to a total of $41,664 with a
$12,000 initial payment followed by annual payments of $7,416 in 2019, 2020, 2021, and 2022.
Due to the Covid-19 pandemic, the seasons for youth sports associations are have been negatively impacted
and with the uncertainty of revenues, Elk River Youth Baseball and Lacrosse has requested to defer their 2020
payments.
Financial Impact
Neither Elk River Youth Baseball or Lacrosse will not make a payment in 2020. Youth Baseball’s 2020
payment will be made 2021, and the 2021 payment in 2022.
Youth Lacrosse’s 2020 payment will be due in 2021, the 2021 payment in 2022, and the 2022 payment in
2023.
Attachments
Elk River Youth Baseball dugout payment deferral request
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
Youth Athletic Complex and Oak Knoll Athletic Complex Dugouts Agreement
Elk River Youth Lacrosse field lighting payment deferral request
Agreement Between the City of Elk River, Elk River Youth Football Association, and Elk River
Youth Lacrosse Association Regarding Oak Knoll Athletic Complex
N:\\Public Bodies\\Agenda Packets\\06-15-2020\\Final\\x8.3 sr Youth Lacrosse and Baseball Payment Deferrals.docx
April 10, 2020
To the Elk River City Parks and Rec Commission,
I hope this letter finds everyone on the commission in good health, and spending quality time at home
with your families. COVID-19 has had a huge impact on everyone this Spring personally and
professionally. With respect to Elk River Youth Baseball, we have been in a total holding pattern,
watching and waiting that hopefully we will have the opportunity to spend time this summer at our
upgraded fields. With Governor Walz extending the "shelter in place" order through May 4th we have
been forced to reschedule the 2020 IceBreaker Classic. The event has been moved to Father's Day
weekend, June 19-215t. Prior to moving the event we had plans in place to host 60+ teams, however
with the change in date we will have to see how many teams will ask to have their money refunded due
to being double -booked that weekend for two tournaments, or if there are communities that simply are
not able to put together teams due COVID concerns within their individual communities.
Our association is also being hit with players/families electing not to participate this summer due to
COVID concerns and the possibility of infecting high -risk family members. Additionally, we are not able
to ask local small businesses to sponsor teams when a majority of them are having to lay off staff
members and have experienced a significant hit to their revenue. With our numbers dropping, a lack of
local business sponsors and potentially losing a significant number of teams from the IceBreaker
tournament we are requesting permission to defer our 2020 dugout payment $11,540. Our goal will be
to resume payments starting again in 2021.
Please advise if this is something the city is willing and able to allow us for this year.
Best,
Janine Wilke, ERYB President
AGREEMENT 2017-23
YOUTH ATHLETIC COMPLEX AND OAK KNOLL ATHLETIC
COMPLEX DUGOUTS AGREEMENT
THIS AGREEMENT ("Agreement") made this 21 st day of August, 2017, by and
between the CITY OF ELK RIVER, a Minnesota municipal corporation (" City', and the Elk
River Youth Baseball Association, a Minnesota nonprofit corporation.
RECITALS
A. The City owns and operates the athletic fields at the Youth Athletic Complex and
Oak Knoll Athletic Complex.
B. Association has asked the City to install dugouts on fields #5 and #6 at the Youth
Athletic Complex and Fields #1 and #2 at the Oak Knoll Athletic Complex.
C. Without a substantial financial contribution from the Association, the City would be
unable and unwilling to install dugouts at the Youth Athletic Complex and the Oak Knoll Athletic
Complex.
D. The City is relying upon this Agreement for a financial contribution to install
dugouts for Fields #5 and #6 at the Youth Athletic Complex and Fields #1 and #2 at the Oak
Knoll Athletic Complex.
NOW, THEREFORE, IN CONSIDERATION OF THEIR MUTUAL
COVENANTS THE PARTIES AGREE AS FOLLOWS:
1. INITIAL CONTRIBUTION. The Elk River Youth Baseball Association shall
pay the City $15,000 as an initial contribution towards the City's costs to install dugouts at the Youth
Athletic Complex and the Oak Knoll Athletic Complex at the time of execution of this Agreement.
2. SUBSEQUENT CONTRIBUTIONS. The Association shall make an
additional contribution toward the cost of installing dugouts at the Youth Athletic Complex and
Oak Knoll Athletic Complex in the amount of $46,162. The additional contributions shall be paid to
the City in four (4) annual payments of $11,540, the first payment to be made on July 1, 2018, and
the final three (3) payments to be made on July 1, 2019, 2020 and 2021.
3. FIELD TIME COMMITMENT. The Association shall have the same priority
rights to use of the athletic fields at Youth Athletic Complex and the Oak Knoll Athletic Complex
as other users pursuant to then -applicable city policies, including the city's field allocation policies.
Failure of the Association to make its initial contribution and all additional contributions as provided
in the Agreement shall be cause for the City to deny Elk River Youth Baseball Association field time
on Fields #5 and #6 at the Youth Athletic Complex and Fields #1 and #2 at the Oak Knoll Athletic
Complex.
CITY OF ELK RIVER ELK RIVER YOUTH BASEBALL
ASSOCIATION
LIM
AND
John J. Dietz, Mayor
Tina Allard, City Clerk
BY:
Its
AND
Its
City
Elk
River
Councilmember introduced the following resolution and moved its
adoption:
City of Elk River
City Council
Resolution 17-
A Resolution of the City Council of the City of Elk River Acknowledging
Contributions
WHEREAS, the City of Elk River is grateful to all civic groups, organizations, and
individuals for their contributions to the community; and
WHEREAS, the City of Elk River has an agreement to accept $61,162 in total donations
from The Elk River Youth Baseball Association with the intent it be used by the Park and
Recreation Department for the installation of dugouts on ballfields five and six at the Youth
Athletic Complex and fields one and two at the Oak Knoll Athletic Complex. The Elk River
Youth Baseball Association has agreed to an initial contribution of $15,000 and subsequent
contribution of $11,542 for four years from July 1, 2018 to 2021.
NOW, THEREFORE, BE IT RESOLVED by the City Council, by at least four -fifths
vote, to acknowledge the support and commend the Elk River Youth Baseball Association
for their donation.
The motion for adoption of the foregoing resolution was duly seconded by Councilmember
, and upon vote being taken thereon, the following voted in favor thereof:
and the following against:
resolution was declared duly passed and adopted.
The following members were present:
and the following absent:
Passed and adopted this 21 st day of August 2017.
ATTEST:
Tina Allard, City Clerk
whereupon said
John J. Dietz, Mayor
pIIEIE0 I
NATURE
m#■�-@
:■�mK�■
, .. ■
!
�\�
#nm
m@@@-@
;■as!§�q
omm1 ■
wc■cmm
&§!§
th
May 20, 2020
Attention: City of Elk River Parks and Recreation Commission,
This year has proven to be a year for the history books, no event in recent history will compare to the
global pandemic that we have seen so far in 2020. The impact on the families of Elk River and
surrounding communities will be a lasting one, and we hope that all of you on the commission are
staying safe and healthy. As you can imagine the early results of this pandemic have created a tough
situation for Elk River Youth Lacrosse Association as well as many other youth sports associations.
There are several issues that have made a major impact on our association so far in 2020. These issues
are beginning to cause a hardship and a potential major budget shortfall for our association. To give you
some details behind our situation we will briefly describe these events.
Homegrown Lacrosse League canceled the entire 2020 Spring indoor box lacrosse season. We
refunded approximately 40 player registrations in March for teams at the 10U, 12U and 14U
levels. Several pre-paid costs (indoor practice rental space, equipment, processing fees, etc.)
were unable to be reclaimed.
We have been contacted by MSLax (Minnesota Schoolgirls Lacrosse Association) and the entire
girls Summer Lacrosse program has been cancelled. We have refunded all registrations for girls
on the 8U, 10U, 12U and 14U teams. Again, some pre-paid costs were unable to be recouped.
Overall registrations have dropped significantly. Last year we had around 200 players between
boys and girls, this year we had a grand total of only 129 players. Some families have requested
to cancel their registrations, and we are refunding more players as time goes on.
The boy’s season was supposed to begin in April with indoor practice times and try-outs, we
have not held a single team practice due to the Stay at Home order. YLM (Youth Lacrosse of
Minnesota) has pushed back the start of the season several times, we are hoping for a July
season start with a truncated season. Some are predicting the entire season will be canceled.
Due to these unprecedented conditions our association’s bank balance is dipping below our comfort
levels and we are humbly asking the Parks and Recreation Commission for a payment deferral in 2020.
The deferral we are requesting is for the Oak Knoll capital lighting improvement project. We are
committed to improving the city’s resources and want to pursue projects with the city for many years to
come. If possible, we would request to skip a payment in 2020 and add an additional year to the end of
the term.
Sincerely,
Brian M. Lambertz
President
Elk River Youth Lacrosse Association
Agreement 18-
AGREEMENT BETWEEN THE CITY OF ELK RIVER, ELK RIVER
YOUTH FOOTBALL ASSOCIATION, AND ELK RIVER YOUTH
LACROSSE ASSOCIATION REGARDING OAK KNOLL ATHLETIC
COMPLEX
THIS AGREEMENT ("Agreement") made this Sth day of March, 2018, by and
between the CITY OF ELK RIVER, a Minnesota municipal corporation ("City"), the Elk River
Youth Football Association, a Minnesota nonprofit corporation, and the Elk River Youth
Lacrosse Association, a Minnesota nonprofit corporation (the "Associations").
RECITALS
A. The City owns and operates the athletic fields at the Oak Knoll Athletic Complex.
B. The Associations have asked the City to install athletic field lighting and a
scoreboard for field #4 at the Oak Knoll Athletic Complex.
C. Without a substantial financial contribution by the Associations, the City would
be unable and unwilling to install athletic field lighting and a scoreboard at the Oak Knoll
Athletic Complex.
D. The City is relying upon this Agreement to install athletic field lighting and
scoreboard for field #4 at the Oak Knoll Athletic Complex.
NOW, THEREFORE, IN CONSIDERATION OF THEIR MUTUAL
COVENANTS THE PARTIES AGREE AS FOLLOWS:
1. INITIAL CONTRIBUTION. The Associations shall pay the City $24,000 as an
initial contribution towards the City's costs to install athletic field lighting and scoreboard at the
Oak Knoll Athletic Complex at the time of execution of this Agreement.
2. SUBSEQUENT CONTRIBUTIONS. The Associations shall make an
additional contribution to the cost of installing athletic field lighting and scoreboard at Oak Knoll
in the amount of $59,328.00. The additional contributions shall be paid to the City in four (4)
annual payments, the first payment to be made on July 1, 2019 and the final three (3) payments
to be made on July 1, 2020, 2021 and 2022.
3. FIELD TIME COMMITMENT. The Associations shall have the same priority
rights to use of the lighted athletic field #4 at Oak Knoll Athletic Complex as other users
pursuant to then -applicable City Policies, including the City's field allocation policies. Failure
of either Association to make its initial contribution and all additional contributions as provided
in the Agreement shall be cause for the City to deny that Association field time on field #4 at the
Oak Knoll Athletic Complex.
CITY OF ELK RIVER ELK RIVER YOUTH FOOTBALL
ASSOCIATION
mm
0
John J. Dietz, Mayor
AND
Its
Tina Allard, City Clerk Its
2
ELK RIVER YOUTH LACROSSE
ASSOCIATION
BY:
Its
AND _
Its
ver
Resolution 18-
A Resolution of the City of Elk River Acknowledging Contributions
WHEREAS, the City of Elk River is grateful to all civic groups, organizations, and
individuals for their contributions to the community; and
WHEREAS, the City of Elk River has an agreement to accept $83,328 in total donations
from the Elk River Youth Football Association and the Elk River Youth Lacrosse
Association with the intent that it be used by the Parks and Recreation Department for the
installation of athletic field lighting and scoreboard at the Oak Knoll Athletic Complex; and
WHEREAS, the Elk River Youth Football Association has agreed to their portion of the
donation at $41,664, by making an initial contribution of $12,000 and subsequent
contributions of $7,416 for four years from July 1, 2019 to 2022; and
WHEREAS, the Elk River Youth Lacrosse Association has agreed to their potion of the
donation at $41,664, making an initial contribution of $12,000 and subsequent contributions
of $7,416 for four years from July 1, 2019 to 2022.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk
River, Minnesota, to accept the donations, acknowledges the support and commends the Elk
River Youth Football Association and the Elk River Youth Lacrosse Association for their
donations.
Passed and adopted this 5th day of March 2018.
ATTEST:
Tina Allard, City Clerk
John J. Dietz, Mayor
i 0 W E R( 0 9 1
NAT