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7.2 PRSR 01-11-2023The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Updated: August 2020 Request for Action To Parks and Recreation Commission Item Number 7.2 Agenda Section Action Item Meeting Date January 11, 2023 Prepared by Warren Ellingworth, Recreation Coordinator Item Description Concession Stand Use Fees Reviewed by Michael Hecker, Parks and Recreation Director Reviewed by Cal Portner, City Administrator Action Requested Discuss the concession stand use fees for 2023. Approve, by motion, concession stand use fees. Background/Discussion At the December 8, 2021, Parks and Recreation Commission meeting, Commissioners discussed and approved updated athletic field use fees. With the implementation of these fees, we experienced greater user accountability and actual usage. The fee structure has been well-received by our associations with the only complaint being the daily charge for the use of the concession stand. It was created as a daily rate in case of one-day tournaments. However, we are learning that the tournaments we host in Elk River are multiple days and the organizers would prefer a lump fee. Upon researching this further, we found that other cities are split equally on daily charges or per tournament. Staff is recommending changing the concession stand fee from a daily fee to a per weekend fee. The city will still require a seasonal temporary food stand/special event license. Financial Impact There will be little to no monetary impact with this update. Mission/Policy/Goal Field use rates are intended to be reasonable to foster participation, collaboration and accountability between youth sports associations and the city. Attachments Updated Recommended Concession Stand Use Fees Purpose Statement Field use rates are 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 $45 per field per day for lights +$4 per hour of use Below 60% Participant Residency Concession stand rules and fees will follow the guidelines in the Concession Stand Use below. Elk River Association (Group 3A) 70% and above Participant Residency $25 per field per day $25 per field per day for lights +$4 per hour of use o Youth Associations with city capital improvement agreements currently in place will have the light fee waived until the contract payment is complete. Elk River Association (Group 3B) 60-69% Participant Residency $35 per field per day $35 per field per day for lights +$4 per hour of use o Youth Associations with city capital improvement agreements currently in place will have the light fee waived until the contract payment is complete. Concession Stand Use- *Fee applies to Tournaments only* Dave Anderson Athletic Complex o $50/per day tournament for the sale of pre-packaged foods only. o No + Seasonal Temporary Food Stand/Special Event License shall 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 weekend + a Seasonal Temporary Food Stand/Special Event 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$100/per day tournament + a Seasonal Temporary Food Stand/Special Event 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. Seasonal Temporary Food Stand/Special Event License Requirements  A license is required if you plan to sell food or beverages in Minnesota. o MN Stat, sec 157.16 o MN Rules, part 4625.1770  Owners and operators of seasonal temporary food stands (STF) or special events must meet licensing and food safety requirements to get their business/operations started. (See attached fact sheet) This fact sheet will help you understand the requirements and promotes a safer operation of the STF/Special Event License and reduces the risk of foodborne illness.  You will need to contact the Minnesota Department of Health Food, Pools, and Lodging Services PO Box 64975 St. Paul, MN 55164 651.201.4500 health.foodlodging@state.mn.us. o 2022 Contact- Erin Hodgins. 320.223.7317 or erin.hodgins@state.mn.us. o They will discuss your plans with you and get you the proper application to fill out.  Please note, this needs to be done at least one month in advance. Fees  The 2022 price is $95. o Fee is set by the MDH. o Fee is to be paid directly to MDH. License  Once you have received your STF/Special Event license, submit a copy of the approved license to the Sports Coordinator.