12.2 PRSR 11-10-2021
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
12.2
Agenda Section
Discussion Item
Meeting Date
November 10, 2021
Prepared by
Michael Hecker, Parks and Recreation Director
Item Description
Field Use Policy Fees
Reviewed by
Tim Sevcik, Streets and Parks Superintendent
Reviewed by
Cal Portner, City Administrator
Action Requested
Discussion of athletic field use fees to foster participation and accountability for 2022.
Background/Discussion
City Council approved the Field Use Fees recommended by the Parks and Recreation Commission on July 1,
2019, after three months review by the Commission. This was the first time in over 10 years fees for athletic
fields had been reviewed and updated.
The Commission intentionally recommended in 2019 to keep fees low for ease of participation for the
associations. Staff is recommending a new fee schedule to hold youth athletic associations more accountable
for the use of city athletic facilities following the significant public investment into facility improvements. This
past summer-fall season we experienced thousands of dollars in damages to fields, facilities, and lost scoreboard
controllers ($400 each).
Staff found this past year most athletic associations made field requests they didn’t need. Almost daily during
2021, parks maintenance prepared the fields, and then the organization did not use them. Staff recommends a
per field charge instead of a per player charge to promote accountability and strategy for efficient scheduling.
We are also recommending youth association make a damage/lost device deposit to ensure accountability.
Financial Impact
Potential Fee increases and deposit fees could increase revenues and protect assets for 2022
Attachments
Recommended Field Use Fee Summary
Purpose Statement
Field use rates are intentionally kept low intended to be reasonable to foster participation,
collaboration and accountability between youth sports associations and the city.
Field Rental Rates
Rate
$45 per field per day
$25 per field per day for lights
Below 60% Participant Residency
Concession stand rules and fees will follow the guidelines in the Concession Stand Use
below.
Elk River Association (Group 3A)
$5 per player/per year
70% and above Participant Residency
$25/per field/per day
$15 per field per day for lights
o Youth Associations with city capital improvement agreements currently in place will
have the light fee waived until the contract payment is completed.
Elk River Association (Group 3B)
$10 per player/per year
60-69% Participant Residency
$35 per field per day
$20 per field per day for lights
o Youth Associations with city capital improvement agreements currently in place will
have the light fee waived until the contract payment is completed.
Concession Stand Use
Dave Anderson Athletic Complex
o $50/per day for the sale of pre-packaged foods only.
o No Seasonal Temporary Food Stand License will be granted at this location.
Lion John Weicht Park
o $75/per day for the sale of pre-packaged foods only.
o $100/per day + a Seasonal Temporary Food Stand License from the MN Dept of
Health. A copy of the approved license is required before approval. This license is
required for the sale of prepared food items such as hot dogs, brats and hamburgers.
o This reservation will also come with the attached pavilion.
Youth Athletic Complex
o $50/per day for the sale of pre-packaged foods only.
o $75/per day + a Seasonal Temporary Food Stand License from the MN Dept of
Health. A copy of the approved license is required before approval. This license is
required for the sale of prepared food items such as hot dogs, brats and hamburgers.
Food Trucks
Food trucks are allowed.
Must use the City of Elk River’s approved vendor list.
User/Association must provide proof of their agreement with the food truck for each event.
City staff will determine the best location for the food truck(s) to park.
o Absolutely no parking in fire/emergency lanes. (Red/yellow curbs)
Restroom Cleanings (Tournaments)
All users will pay for restroom cleanings deemed necessary by city staff based upon the event
attendance estimates.
The associations will be billed at the same rate as the city for the cleanings.
This fee will apply to the indoor restroom facilities and any additional portable toilets.
Deposit
All users/associations/tournament organizer will pay a $500, refundable deposit on an
annual basis/per tournament. The refundable deposit will help ensure user/association
accountability for damage to fields, facilities and/or scoreboard controllers.
If the deposit is used for any of the above-mentioned items, the user/association will
replenish their deposit back to the full amount of $500.
Fee Management
City will request enrollment data to invoice accordingly.
Field rental revenues will be allocated to the Park Improvement Fund to be utilized for
athletic field facility improvements.