Loading...
7.5 PRSR 02-10-2021 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To Parks and Recreation Commission Item Number 7.6 Agenda Section Action Item Meeting Date February 10, 2021 Prepared by Michael Hecker, Parks and Recreation Director Item Description Park Pavilion and Shelter Fees Reviewed by Cal Portner, City Administrator Reviewed by Action Requested Present and discuss proposed park pavilion and shelter fees Recommend, by motion, a new fee schedule for park pavilions and shelters. Background/Discussion With the advent of the Woodland Trails Regional Park (WTRP) and Lion John Weicht Park (LJWP) pavilions coming online this year, staff compared the regional market on similar park shelters. The current city shelters at Orono and Lion John Weicht parks have not been increased for over 20-years. Deposits are not required. Staff is recommending increasing the rental fees for these shelters by $10. Orono and Lion John Weicht Park Shelters Current Proposed Resident $20 $30 Non-Resident $40 $50 The fees recommended for the new pavilions at LJWP and WTRP are shown in the attached few schedule. We recommend a damage deposit of $250 for the LJWP pavilion and $50 for the WTRP pavilion. We are beginning to receive requests for our new pavilions. Financial Impact N/A. Mission/Policy/Goal Ethical, efficient, and responsible Attachments  Recommended Park Pavilion and Shelter Fee Schedule  Trott Brook  Park Shelters Fee Comparisons Proposed Fees Orono and Lion John Weicht Park Shelters – daily rate Resident $30 Non-Resident $50 Woodland Trails Regional Park Pavilion – 6 hours Resident $50 Non-Resident $75 Damage Deposit $50 Lion John Weicht Park Pavilion with Servery – 6 hours Resident $100 Non-Resident $150 Damage Deposit $250 Lion John Weicht Park Pavilion with Servery and Concessions – 6 hours Resident $150 Non-Resident $200 Damage Deposit $250 2021 Shelters and Pavilions Comparison City Shelter Name Hours/Price Features and Details Albertville Central Park Shelter Res $100, Non-Res $150 Enclosed shelter used as warming house in the winter Anoka Shelters Res $10/hr, Non-Res $20/hr Anoka Pavilions Res $20/hr, Non-Res $40/hr $175 refundable key deposit Anoka County Pavilions Small Pavilion Mon-Fri $60 Weekend/Holiday $75 Medium Pavilion Mon-Fri $145 Weekend/Holiday $195 Large Pavilion Mon-Fri $235 Weekend/Holiday $315 No damage deposit required Anoka County Bunker Hills Regional Park Pavilion 1 Wkday $145 Wkend & Holiday $160 Vehicle permit $6 day/$30 annual No damage deposit required Holds 160 ppl, 10 outlets, 4-20 amps circuits, restroom building nearby, grills Anoka County Bunker Hills Regional Park Pavilion 2 Wkday $145 Wkend & Holiday $195 Vehicle permit $6 day/$30 annual No damage deposit required Holds 75 ppl, 4 outlets, 3-20 amps circuits, restroom, grills Anoka County Coon Lake County Park Pavilions Wkday $60 Wkend & Holiday $75 No damage deposit required Holds 50 ppl, electrical outlets, 2021 Shelters and Pavilions Comparison Austin Large Pavilions Small Pavilions $80 $50 Electricity and restrooms Champlin Andrews Park Pavilion 2 hour rental rates Resident $75, Non-Res $100 $25/$30 per extra wkday hours 4 hour rental rates Resident $180, Non-Res $205 $35/$40 per extra wkend hours Deposit - $300 Holds 105 ppl, kitchen prep area, electricity (need cords) Champlin Andrews Park Shade Shelter Hourly rental rates Resident $25, Non-Res $35 Holds 15-20 ppl Champlin Veteran’s Memorial Park Pavilion 4 hour rental rates Resident $ 125, Non-Res $175 Holds 15-20 ppl, electricity (need cords) Coon Rapids Crooked Lake Park Shelter 1 & 2 Single Shelter up to 50 ppl Res $75, Non-Res $100 Two Shelters over 50 ppl Res $150, Non-Res $200 $150 damage deposit Each shelter holds 50 ppl, groups over 50 ppl are required to reserve both shelters, electrical outlets, grill, picnic tables Coon Rapids Riverview Park Shelter Up to 50 ppl Res $75, Non-Res $100 $150 damage deposit Holds 50 ppl, grill, picnic tables Faribault Picnic Shelters $49.39/day Maple Grove Weaver Lake Pavilion Resident Less than 100 ppl - $90 Holds 100 ppl, 2 charcoal grills, limited electrical outlets, picnic tables, portable toilets 2021 Shelters and Pavilions Comparison More than 100 ppl - $150 Non-Resident Less than 100 ppl - $150 More than 100 ppl - $200 Maple Grove Lions Picnic Pavilion Resident Less than 100 ppl - $90 More than 100 ppl - $150 Non-Resident Less than 100 ppl - $150 More than 100 ppl - $200 Holds 100 ppl, 2 charcoal grills, 2 serving counters, electrical outlets, picnic tables, portable toilets Maple Grove MG Arboretum Picnic Pavilion Resident Less than 100 ppl - $50 More than 100 ppl - $80 Non-Resident Less than 100 ppl - $80 More than 100 ppl - $130 Holds 100 ppl, 2 charcoal grills, picnic tables, limited electrical outlets, portable toilets Monticello Ellison Park Lion’s Den 6 hr rentals Res & Non-Res $300 No damage deposit required Holds 142 ppl, restrooms Monticello Ellison Park Log Shelter 6 hr rentals Res $110, Non-Res $135 No damage deposit required Holds 100 ppl, restrooms Monticello Pioneer Park 6 hr rentals Res $110, Non-Res $135 No damage deposit required Holds 114 ppl, attached restrooms, kitchenette Monticello West Bridge Park Gazebo 6 hr rentals Res $110, Non-Res $135 No damage deposit required Holds 87 ppl, restrooms New Hope Northwood Park 10am-3pm & 4pm-9pm Holds 100ppl, electricity, grill, portable restrooms 2021 Shelters and Pavilions Comparison Res $88, Non-Res $105 Full day Res $155, Non-Res $189 New Hope Hidden Valley Park 10am-3pm & 4pm-9pm Res $88, Non-Res $105 Full day Res $155, Non-Res $189 Hold 35 ppl, electricity, grill, portable restrooms New Hope New Hope Golf Course Pavilion $100 for 4 hours No charge for groups that schedule a golf outing Holds 75 ppl, electricity available, indoor restrooms, grills Otsego Prairie Park 2 hours Res $20, Non-Res $25 No damage deposit required Holds 40 ppl, portable restrooms Plymouth Parkers Lake North Picnic Shelter Plymouth Nonprofit $130 Res $160 + tax Non-Res $195 + tax 2 charcoal grills, electrical outlets, attached restrooms, $100 refundable damage deposit Plymouth East Medicine Lake Park Shelter Plymouth Nonprofit $130 Res $160 + tax Non-Res $195 + tax Kitchen/prep room, electricity, restrooms, $100 refundable damage deposit Prior Lake Lakefront Park Shelter 1 Day Rate Res $90, Non-Res $140 Holds 50 ppl, electrical outlets, attached restrooms Prior Lake Lakefront Park Shelter 2 Day Rate Res $90, Non-Res $140 Holds 50 ppl, portable restrooms Prior Lake Memorial Park Shelter 1 Day Rate Res $90, Non-Res $140 Holds 75 ppl, electrical outlets, restrooms across the parking lot Prior Lake Memorial Park Shelter Day Rate Res $90, Non-Res $140 Holds 50 ppl, restrooms nearby Prior Lake Sand Point Beach Shelter 1 Day Rate Res $90, Non-Res $140 Holds 75 ppl, electrical outlets, restrooms nearby 2021 Shelters and Pavilions Comparison Prior Lake Sand Point Beach Shelter 2 Day Rate Res $90, Non-Res $140 Holds 100 ppl, electrical outlets, restrooms nearby Ramsey Central Park Lions Pavilion Res $9/hr, Non-Res $14/hr Key deposit $55 Damage deposit $100 Electrical outlets, restrooms Ramsey Central Park Lions Pavilion with Concessions Res Non-Res $33/hr Key deposit $55 Damage deposit $100 Concession stand, electrical outlet, restrooms Ramsey Elmcrest Pavilion Res $14/hr, Non-Res $19/hr Key deposit $55 Damage deposit $100 Electrical outlets, restrooms Rogers Lions Central Park Residents <50 ppl $40 50-100 ppl $60 >100 ppl $120 Non-Res <50 ppl $50 50-100 ppl $80 >100 ppl $150 Non-refundable deposit only for special events $60 Electrical outlets, restrooms Rogers North Community Park Residents <50 ppl $40 50-100 ppl $60 >100 ppl $120 Non-Res <50 ppl $50 50-100 ppl $80 >100 ppl $150 Non-refundable deposit only for special events $60 Restrooms Rosemount Open Shelter Res $30 + tax/day 2021 Shelters and Pavilions Comparison Non-Res $50 + tax/day Rosemount Enclosed Shelter Res $80 + tax/day Non-Res $130 + tax/day Shoreview Haffeman Pavilion Friday or Sunday (Spring or Fall) 8am-8pm $325 $100 damage deposit Holds 125 ppl, 2 grills, restrooms Shoreview Bucher Picnic Shelter $40 Holds 30 ppl Shoreview Shoreview Commons Picnic Shelter $40 Holds 20 ppl, grill Shoreview Sitzer Picnic Shelter $40 Holds 24 ppl, grill Shoreview Shamrock Picnic Shelter $40 Holds 35 ppl, grill White Bear Lake Pavilions Res $50, Non-Res $110 Trott Brook Barn Indoor Facility Use Policies and Application 13065 Orono Parkway 763.635.1150 www.elkrivermn.gov TROTT BROOK FARMS BARN HOURS OF USE Indoor rental facilities are available Sunday- Thursday, 6 a.m. - 11 p.m. and Fridays/Saturdays, 6 a.m. - 1 a.m. They are available for rent on holidays at the weekend rate. Access is limited to the period of time reserved. HOW TO RESERVE THE FACILITY 1. Obtain an Indoor Facility Use Application from Elk River Parks and Recreation, 13065 Orono Parkway or online at www.elkrivermn.gov 2. Submit the application, reservation fee, and deposit to Elk River Parks and Recreation a minimum of fourteen (14) business days prior to your requested date of use. Also required to be submitted by resident and non-resident users is a copy of the applicant’s certificate of insurance. If the event is to be catered, the caterer’s certificate of insurance and liquor license must also be submitted at the time of application. Application, all corresponding fees and paperwork must be completed by the user. 3. Upon receipt of the items listed in #2 above, Elk River Parks and Recreation will complete the following: a. Verify that the facility is available for use on the requested date b. Arrange for required building supervision, custodial, or police staff for the event if needed 4. Residents of the City of Elk River may make reservations up to eighteen (18) months in advance. Non-residents of Elk River may make reservations up to six (6) months in advance. 5. An application will be denied if the Trott Brook Farms Barn has been previously reserved or if the requested use is for an activity contrary to City Ordinance. The City reserves the right to deny or cancel a reservation if the regulations are violated. 6. Applications may not be assigned, transferred or sub-let to anyone other than the person/organization making the application. 7. The City reserves the right to cancel an application at any time. In these circumstances, the City assumes NO responsibility for any disruption the cancellation may cause. The City will attempt to notify the applicant immediately if cancellation is necessary. GENERAL RULES The user of the Trott Brook Farms Barn and surrounding grounds agrees to follow these rules: 1. Supervise the conduct of the members of their group. Disorderly conduct of participants is prohibited. 2. Use only spaces approved for use. 3. Leave spaces used in a clean, orderly fashion, including replacing items removed. Trash shall be placed in designated containers. 4. Comply with all City ordinances, Minnesota State Statutes, Federal laws and the established rules for use, which apply to authorized use of City facilities. 5. Use of candles or any open flame is prohibited. 6. The reservation holder shall assume full responsibility for any unlawful act committed in the exercise of the permit. The Trott Brook Barn, located at 18294 Trott Brook Parkway, is operated by the City of Elk River Parks and Recreation Department. The Trott Brook Barn is a meeting room with five rectangular tables that will seat about 30 people. There are approximately 45 chairs for general seating with a maximum building capacity of about 60 people. 7. All persons and any equipment associated with the reservation must be out of the Trott Brook Farms Barn at the end of the reservation time. No items are to be left overnight. 8. All bands and audio equipment must stop playing at 12a.m. if inside the building. Outside bands and audio equipment must stop playing at 11p.m. 9. Violation of these rules may result in forfeiture of all deposit money, the termination of the event, and the loss of opportunity to use the facility in the future. ALCOHOL 1. An Elk River police officer must be present if alcohol is served from the time alcohol is served until the end of the event. This will require an additional fee based on a minimum of three (3) hours at $50 per hour. A separate invoice will be sent out after the event if the officer stays longer than the originally scheduled time. 2. In the event a caterer is hired to manage the serving of alcohol, the caterer must show proof of having a caterer’s permit issued by the Commissioner of Public Health and Safety. The caterer shall notify the Police Chief and the City Clerk of the event. The caterer may sell beer/wine as an incidental part of food service that serves prepared meals. 3. Service and consumption of alcohol is allowed only in the Meeting Room. Alcohol can only be dispensed to persons twenty-one years of age or older that are attending the event for which the beverage is being served. 4. No compensation may be exchanged for alcohol unless a caterer is hired according to the stipulations as listed in #2 or unless a temporary liquor license is acquired by a club, charitable, religious, or other non profit organization that has been in existence for at least three (3) years. This includes donations, advance sale tickets and tips. 5. No alcohol may be served after midnight on Friday and Saturday evenings or after 10:30 p.m. on other nights. 6. The applicant, the caterer, and all parties consuming alcohol must conform to all city and state liquor laws. 7. Applicant must provide a copy of Certificate of Liability Insurance (including host liquor liability) when alcohol is served with total liability for all damages of $1,000,000 per occurrence. In the event a caterer is not hired, a copy of the applicant’s homeowner’s insurance will be required, showing $1,000,000 of liability coverage. The City of Elk River must be listed as an insured party during the licensing period if the event is being held on city property. This certificate must be provided at least 14 days prior to the event. 8. Violation of these rules may result in the denial of future reservations for use of the Trott Brook Farms Barn. Denial of use does not exempt violators from possible civil or criminal prosecution under applicable City Ordinances, State, or Federal laws. SMOKING The Trott Brook Farms Barn and Trott Brook Park is a smoke-free building and grounds. SUPERVISION The group, individual or organization using Trott Brook Farms Barn must provide competent adult supervision for the entire time participants are in the building or on the surrounding grounds. LIABILITY AND INDEMNIFICATION The group, individual, or organization using any or all of the facilities at Trott Brook Farms Barn shall agree to compensate the City of Elk River for all damages to facilities, equipment, or other property owned by the City, to compensate an employee for damage to personal property by any persons(s) attending the event, and further assumes all liability for any personal injuries, including death caused by participants in the scheduled event. The reservation holder will be responsible for reimbursement of damages, including those in excess of the deposit. Reservation holder shall be wholly and solely liable and responsible for any and all acts of every kind and nature of any member, agent, employee or guest of permit holder. Reservation holder further agrees to indemnify the City and defend and hold it harmless from any and all damages, claims for damages, and claims of each and every nature which might arise out of the use of the Premises during the term hereof occasioned by the act or acts of any of permit holder’s members, agents, employees or guests on the Premises. IN NO EVENT SHALL THE CITY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE, OR OTHER CONSEQUENTIAL DAMAGES WHETHER OR NOT FORESEEABLE (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR THE LOSS OF GOODWILL OR PROFITS) ARISING OUT OF OR IN RELATION TO THIS AGREEMENT EVEN IF ADVISED BEFOREHAND OF THE POSSIBILITY OF SUCH LIABILITY. ROOM SET-UP AND DECORATION Room set-up will be done the day of the event by the applicant. Decorations may be put up by the user and must be removed upon completion of the event. Installation of decorations may not inconvenience any other group and must be done within the period of time reserved. Items may not be attached to the walls or ceiling. Paper/metallic confetti or rice shall not be used in the building or on the grounds. USERS AND FEES An Elk River organization is one with its primary physical location being within the City's boundaries. For entities without set physical locations, an organization will be considered an Elk River Organization if it certifies that at least 60% of its membership is comprised of Elk River residents (subject to potential confirmation). The exempt purposes set forth in 501(c)(3) are charitable, religious, educational, scientific, literary, testing for public safety, fostering national or international amateur sports competition, and the prevention of cruelty to children or animals. Elk River 501(c)3 groups will be allowed up to three reservations per month under the 501(c)3 guidelines. If an Elk River 501(c)3 group requires more than three reservations in a month, the group will be charged the Elk River Resident rental rate for the additional rentals. Elk River service organizations are identified as Rotary, Kiwanis, Masons, Knights of Columbus, Jaycees, American Legion and Auxiliary, VFW and Auxiliary, Lioness, and the Eagles and Auxiliary. Deposits are to be provided by money order, cashier’s check or credit card for amounts over $100. All holidays will be considered weekend use and are subject to staff availability. REFUNDS Rental fees and other charges are refundable if the City cancels the use of the Trott Brook Farms Barn for any reason other than violations by the users. When the reservation holder requests cancellation more than forty-five (45) days before the event, a full refund of the building supervision fee will be issued and a full refund of the rental fee will be issued if an alternate user is found. There is no refund of any fees if a reservation holder cancels within forty-five (45) days prior to the event. Deductions to the deposit shall occur as follows: CONCERN PORTION OF DEPOSIT LOST All items used must be cleaned and put away. All rooms used, including bathrooms, must be swept, all spills/messes must be cleaned up and garbage must be taken out to dumpster if can is full or if it contains food. $30/hr. with a 2 hour minimum for any clean up required Any items broken, damaged or missing. Replacement cost plus 25% Building and grounds—any damage including but not limited to graffiti; gum on furniture; broken fixtures, outlets, windows, or doors; holes in walls and outside area free of debris. To be assessed Event not ending as scheduled, including clean up. See fee schedule Additional deductions may be taken according to the Lions Park Center Use Policy. Please be sure to read these in full. Refer to policy CLEAN UP RESPONSIBILITIES Make sure to lock the top and bottom of the large barn door; Take all your trash to the bins outside; Wipe down the tables and chairs; Wipe down the counter in the kitchen; Pick up in bathrooms; Sweep the floor; Mop floor if spills or if muddy or wet shoes tracked onto floor; Make sure heat is turned down to 65 degrees; Make sure supply room door in men’s bathroom is locked; Lock front door; Return key to the Parks and Recreation administrative office the following business day or drop key into lockbox located at City Hall. APPLICATION FOR TROTT BROOK FARM BARN FACILITY USE Applications are to be submitted to Elk River Parks and Recreation, 13065 Orono Parkway at least 14 days prior to the first date requested in order to allow processing time. Some requests may require additional time for review. If making application as a non-profit group, please supply proof of status with application. Please make checks payable to the City of Elk River. PLEASE COMPLETE THE FOLLOWING Renter/Organization Name ___________________________________________________________________ Renter’s Date of Birth (required) ________________________________________________________________ Address __________________________________________________________________________________ Street City State Zip Organization Contact Name, if applicable ________________________________________________________ Phone ____________________ Work Phone ____________________ Fax _______________________ Activity ______________________________________ Email Address _______________________________ Date(s) of Activity ___________________________________________ Number of People Expected _______ Start Time _________ End Time _________ Set Up Time ________ Clean Up Time _________ Will alcohol be present (please circle one) Yes No If yes, beginning at _________ and ending at ___________ ITEMS NEEDED FOR RENTAL—PLEASE COMPLETE WITH FACILITY COORDINATON By signing this application, I acknowledge receipt of and agree to follow the Trott Brook Farms Barn Use Policy. I understand that a portion or all of my deposit may not be returned if these policies are not followed. I authorize the City of Elk River to file a claim against my insurance company if the deposit I have given does not cover any damages or cleaning needs required from my use of this facility. I understand I will be the first one in the building and the last one to leave from my group and I must be present during the entire event. Signature ________________________________________________________________ Date ____________ FOR OFFICE USE ONLY Date and Time Received Planning Department Notified for Commission Review Fees Paid Parks and Recreation Commission Approval Received Deposit Paid Streets Department Notified Copy of Insurance Policy Received/ Scanned Into RecTrac Police Department Notified Proof of 501(c)3 Status Received/ Scanned Into RecTrac Reservation Number Date Refund Processed Rectangular Tables Insurance Policy Police Coverage Chairs Other Trott Brook Farm Barn Fees For events lasting less than 2 hours including set up and take down For events lasting 2 hours or more including set up and take down Mon-Thurs $ - $ 0 Fri-Sun $ - $ 25 Rent for following group types: Elk River 501(c)(3) groups and those qualifying for this status Elk River service organizations specified in the policy District 728* Non-City of Elk River governmental elections and caucuses. For events lasting less than 2 hours including set up and take down For events lasting 2 hours or more including set up and take down Mon-Thurs $ 20 $ 30 Fri-Sun $ 20 $ 50 Sherburne County Organizations/Elk River Residents Rent For events lasting less than 2 hours including set up and take down For events lasting 2 hours or more including set up and take down Mon-Thurs $ 40 $ 75 Fri-Sun $ 40 $ 150 Non Residents Rent Deposits $100 Late Fee for Key Return $25 per day deducted from deposit All renters will need to check out a key up to one business day prior to their use and return within one business day after their use to the Parks and Recreation office. *No rent for any events per our agreement with the District. Building Supervision would, however, apply. Deposits $100 Late Fee for Key Return $25 per day deducted from deposit Deposits $100 Late Fee for Key Return $25 per day deducted from deposit TROTT BROOK BARN TO ENSURE YOU RECEIVE YOUR DEPOSIT AFTER YOUR EVENT… Make sure the large barn doors are locked on the top and bottom. Take all your trash to the bins outside. Wipe down the tables and chairs and restack them. Wipe down the counter in the kitchen. Pick up in the restrooms. Sweep the floor. Mop floor if spills or if muddy wet shoes tracked onto floor. Make sure heat is turned down to 65 degrees (in winter months). Make sure supply room door in men’s bathroom is locked. Lock side door. Return key to the Parks and Recreation administrative office the fol- lowing business day or drop key into the 24/7 lockbox located inside the first set of glass doors of City Hall. Thank you for renting with Elk River Parks and Recreation. If the above steps are taken, you will receive your deposit back in approximately 4-6 weeks. If you have any questions, or had any is- sues with your rental of the Trott Brook Barn, please call the Parks and Recreation Administra- tion office at 763.635.1150.