8.2 SR REVIEW AND APPROVE POLICIESRequest for Action
To
Item Number
Multipurpose Facility Advisory Commission
8.2
Agenda Section
Meeting Date
Prepared by
New Business
February 12, 2024
Tim Dalton, Superintendent
Item Description
Reviewed by
FT Center Policies
Joe Stremcha, Assistant City Administrator
Reviewed by
Action Requested
Approve the FT Center policies as presented.
Background/Discussion
At the December 11, 2023 meeting, the MFAC reviewed the FT Center draft policies. Staff recommend approval
of the policies as presented based on the feedback provided by the commission during the December meeting.
Financial Impact
Establishing thorough policies will allow the FT Center to have sustainable guidelines to follow allowing for
financial consistency.
Mission/Policy/Goal
Appropriately govern in an ever -changing environment.
Attachments
■ 8.2 at1 Complete Policy and Procedure
The Elk River Vision
A )a)elcoming community with revolutionary and S ' ited resourcefulness, exceptional
service, and community engagement that encourages and inspires prospeTzty.
p 0 W I R 1 0 Rr
NATURE]
Updated.• August 2020
Furniture and Things Community Event Center
Policy and Procedures
RNIT RE
-AND-
THINGS
1IPage
Table of Contents
General Facility Use Guidelines....................................................3-4
Hours of Operation........................................................................5-6
Reservation Procedures...............................................................7-11
Priority Scheduling.....................................................................12-14
Ice User Guidelines....................................................................15-16
Turf User Guidelines..................................................................17-18
Emergency Procedures Guide ................................................. 19-33
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GENERAL FACILITY USE GUIDELINES
PURPOSE
To establish procedures and policies applicable to all areas of the Furniture and Things
Community Event Center (FT Center) which promote respectful behavior to other users and
to the building. To promote the use of the facility for activities that support being community
oriented and financially self-sufficient.
DEFINITIONS
Facility User/User: An individual/group/organization utilizing a facility area in the FT
Center. May be referred to as "Facility User", "User", "Renter". This is
the contact person during the reservation and permitting process.
FT Center: Furniture and Things Community Event Center
Rental Coordinator: This person works with renters/potential rentals to coordinate facility
use. This position may be The Facility Superintendent, Assistant
Facility Supervisor, or a designee.
■ All users within the FT Center must adhere to the rules here -in.
Renters of the FT Center must read and adhere to the rules outlined in the Facility
Rental Procedures outlined on page 7.
■ The FT Center, its grounds, and parking lot are smoke -free, tobacco -free, and cannabis
free including smoking, chewing, and vaping. The City reserves the right to remove or
a user or revoke a permit when in violation of the policy.
■ Due to the location of the FT Center and the inability to access the building without
crossing school district property, the FT Center is a gun -free facility.
■ Any alcohol on - site must be purchased from and served by a licensed caterer from
the FT Center's approved caterer list. Minor consumption of alcohol, under the legal
21 years of age, is prohibited. (MN Statue 340A.503)
■ Animals are prohibited in the facility unless a licensed service animal and/or pre -
approved for an exhibit. Facility User is responsible to clean up all defecation and
provide proper cleaning supplies and chemicals for any animals on the property
(interior or exterior). The facility user shall be billed for any clean up deemed necessary
by FT Center.
■ Youth groups (participants aged 18 and younger) must be chaperoned on a ratio of
one adult (18+) per ten (10) youth, or other ratio as FT Center staff deem necessary.
■ Children eight (8) years of age and younger must always be in direct supervision by an
adult/guardian in the facility/on FT Center property.
■ The use of sticks, pucks, or balls in the "off -ice" areas of the facility is prohibited.
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■ Roller blading, roller skating, use of "wheelies" or skateboarding is not allowed in the
FT Center.
■ Foul, inappropriate, or offensive language is not permitted — verbally, written, or in
music.
■ Acts of vandalism or damage to the FT Center will be reported to the Elk River Police
Department.
■ The FT Center is not responsible for any lost or stolen property.
■ Conducting group events or parties in common lobby areas is prohibited. Users shall
be asked to utilize the meeting rooms for the specified rates.
■ One -hour limit for table use in lounge areas. Patrons are welcome to use the lobby for
viewing or dining.
■ Violent/aggressive behavior to other patrons or to FT Center staff is strictly
prohibited. Staff will refer to the Emergency Procedure Guide on page 19 in the event
of violent/aggressive behavior.
■ The FT Center does not close if the school district closes for inclement weather.
Should weather dictate a need to shelter in the FT Center, please refer to the
Emergency Procedure Guide on page 19 on shelter locations within the building.
■ Use of the sound system for ice/turf rentals is allowed, however each group must
provide their own cables to connect to the system. The volume levels are preset, staff
will not turn up the volume beyond the preset levels. Foul, inappropriate, or offensive
language is not permitted in the music played at the FT Center. Users who play
inappropriate music will not be allowed to use the system.
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HOURS OF OPERATION
PURPOSE
To establish operating hours that best meet the demands of FT Center users and promote
efficient use of the building and scheduling of staff to meet the financial expectations of the
facility.
DEFINITIONS
Peak Season A period of months where facility use is greater. Generally used as the
programming period for the primary activity of each area. This includes
September 1 — March 14 for ice and November 1 — April 30 for
fieldhouse.
Off Peak Season A period of months where facility use is lower. Generally used as the
shoulder season for the primary activity of each area. This includes
March 15-August 30 for ice and May 1 — October 31 for fieldhouse.
Prime Time The most desirable time of day for facility use.
Non -Prime Time The least desirable time of day for facility use.
GENERAL FACILITY HOURS
The Furniture and Things Community Event Center general building hours are for all areas
unless specified differently within this section. This coincides with the walking track hours and
is subject to change. Rental hours will dictate the facility hours beyond this schedule and
customers are subject to an after -hour fee when scheduling past these hours.
■ Peak Season Facility Hours (October — March)
Monday — Friday
7:15 a.m. to 8:00 p.m.
Saturday
7:15 a.m. to 8:00 p.m.
Sunday
7:15 a.m. to 8:00 p.m.
Holiday
Refer to holiday schedule.
■ Off- Peak Season Facility Hours (April — September)
Monday — Friday 7:15 a.m. to 4:00 p.m.
Saturday No set hours - determined by facility use.
Sunday No set hours — determined by facility use.
Holiday Refer to holiday schedule.
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Holiday Hours
The facility will observe the schedule listed below for federal holidays.
Ice/Room/Turf rentals may be scheduled on holidays at an increased rate with
a minimum of two hours if staffing is available. Holiday building hours will be
posted if/when they vary from the general facility hours.
HOLIDAY HOURS OF OPERATION
Holiday Day/Date Proposed Hours
New Year's Day January 1 As usage dictates
Martin Luther King, Jr Day 3rd Monday in January 7:15 a.m. — 8:00 p.m.
Presidents Day 3rd Monday in February 7:15 a.m. — 8:00 p.m.
Easter Sunday Sunday in March or April Closed
Memorial Day Last Monday in May Closed
Juneteenth
Independence Day
Labor Day
Veterans Day
Thanksgiving
Christmas Eve
Christmas Day
New Years Eve
SENIOR CENTER
June 19
July 4
1" Monday in September
November 11
4`' Thursday in November
Friday after Thanksgiving
December 24
December 25
December 31
Operating hours for the senior center are:
Monday — Friday 8:30 a.m. — 4:00 p.m.
7:15 a.m. — 4:00 p.m.
Closed
Closed
7:15 a.m. — 8:00 p.m.
Closed
7:15 a.m. — 8:00 p.m.
As usage dictates
Closed
As usage dictates
Operating hours for weeknight and weekend hours may be approved by the Facilities
Superintendent.
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RESERVATION PROCEDURES
PURPOSE
To establish procedures and policies regarding the consistent scheduling of the Furniture and
Things Community Event Center. To provide staff and FT Center users with a guide to ensure
the efficient and accurate process of all facility rental requests.
DEFINITIONS
FT Center
Furniture and Things Community Event Center
Facility User:
The individual/group/organization authorized to use the Furniture and
Things Community Event Center as shown on the Facility Use Permit.
Facility Use Permit:
Document listing facility rental details agreed upon by Furniture and
Things Community Event Center staff and the facility user.
Rental Coordinator:
Furniture and Things Community Event Center staff person assisting
the renter/potential renter with facility reservation, this could be The
Facility Superintendent, the Assistant Facility Supervisor, or other
designated employee.
Resident:
A person residing within the City of Elk River. Residency is not
determined by the school district. P.O. boxes in Elk River do not
constitute an Elk River address. Disputes resolved by the Secretary of
State polling location: https://Vollfinder.sos.state.nm.us/
Non -Resident:
Any user not residing within the City of Elk River as determined by the
Secretary of State: https://pollfinder.sos.state.mn.us/
Tentative:
The status of a reservation prior to submitting a payment.
Firm:
The status of a reservation following a payment.
RESERVATION GUIDELINES
Renter Guidelines
All groups using designated rental spaces at the FT Center must have a firm permit or
contracted approval prior to facility use. No casual use is allowed. This includes the
Cornerstone Automotive Arena, the Kiser Construction Arena, the turf fieldhouse, the party
room(s), the Senior Activity Center, the flex space, the upper lobby, and the meeting room(s).
One (1) contact person who will be present during the entire event (18 years or older) must be
designated to coordinate and confirm all aspects of the rental with an FT Center representative
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prior to the event date. This user agrees to pay the City of Elk River for rental of the facilities
and amenities listed on the permit and will be responsible for adhering to the reservation times
and guidelines for themselves and their guests.
■ Organizations with more than one division (i.e. youth athletics) will be required to identify one
(1) contact person to schedule the facilities for each division or group within their
organization.
■ Residents may not reserve the facility for a non-resident.
■ Residents must reside in the City of Elk River at the time of the rental.
■ Renter cannot sublet, transfer, or reassign the reservation.
■ By paying the rental fee, the customer agrees to follow the rules herein.
General Guidelines
■ Renters must comply with all City Ordinances, Minnesota State statutes, and Federal Building
Laws for use. Violation of these rules may result in the denial of future use of the FT Center.
Denial of use does not exempt violators from possible prosecution under applicable City
Ordinances, State, or Federal Laws.
■ The FT Center, its grounds, and parking lot are smoke -free and tobacco -free including
smoking, chewing, and vaping. The City reserves the right to remove a user or revoke a permit
when in violation of the policy.
■ Due to the location of the FT Center and the inability to access the building without crossing
school district property, the FT Center is a gun -free facility.
■ Renter assumes full responsibility for any unlawful act(s) committed in the facilities listed on
the user permit during the reservation time.
■ Renter must provide adequate adult (18 years or older) supervision of all minors during the
event.
■ All minors must stay in facilities listed on the user permit during your event.
■ Event cannot exceed maximum capacity due to fire safety:
o Party Rooms- 155
o Meeting Rooms-134
o Flex Space- 251
o Senior Activity Center - 177
o Upper Lobby-228
o Fieldhouse-568
At their discretion, FT Center staff may:
o Order the removal of any offender.
o Order immediate removal of all alcoholic beverages from premises.
o Revoke the rental contract immediately and order all persons from premises.
No exits, firefighting, or emergency equipment in any area of the facility can be blocked or
covered for any reason.
All electrical equipment must be U.L. (Underwriters Laboratories) approved. If not, it will be
removed from the premises.
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■ Operation of any heater, barbecue, heat producing or open flame device, candles, lanterns,
torches, welding equipment, smoke emitting devices or material in the FT Center must have
written authorization by FT Center Management. No fog machines allowed.
■ If security is deemed necessary by the FT Center, a $135/hour charge with a 4-hour minimum
will be added to the permit fee.
■ Animals are prohibited in the facility unless a licensed service animal and/or pre -approved for
an exhibit. Renter is responsible for cleaning up all defecation and providing proper cleaning
supplies and chemicals for any animals on the property (interior or exterior). The facility user
shall be billed for any clean up deemed necessary by FT Center.
■ The FT Center is not responsible for any lost or stolen property.
■ FT Center Staff cannot store or take responsibility for any of the renter's property including
media devices and personal AV equipment.
■ If deemed necessary, the FT Center reserves the right to substitute a meeting room other than
that stated on the Rental Permit, to minimize conflicts of compatibility, space, and scheduling.
Fees
■ All payments including facility rental, use of amenities, security fees (if required by FT Center),
and damage deposit are due in full at the time of booking.
■ Fees cover the use of the facilities/amenities according to the hours indicated on the permit
only, and do not allow access or admission to public ice/turf programs.
■ Rental times must include all set-up/decorating/deliveries and clean up time by the renter
and all contracted service providers. Occupancy of the reserved facility after the time
indicated on the permit will result in additional rental fees charged to the renter. No items
are to be left overnight.
■ Fees/Amenities for each rental space include:
o Ice - includes a clean sheet of ice for the length of time reserved, up to two locker
rooms, and hockey nets as needed (must be requested at the time of rental)
o Fieldhouse - includes use of the fieldhouse and batting cages (for full turf or north end
rental- must be requested at the time of rental).
■ Tables and chairs are available to rent for an additional fee.
■ Use/closure of the walking track is not included in fieldhouse rental.
o Rooms — Tables and chairs allocated for each space, wall mounted tv (where
applicable), sink/counter space (where applicable).
■ Additional tables and chairs are available to rent for an additional fee.
■ A/V equipment including podium, microphone, speaker, zoom/cart tv are
available to rent for an additional fee.
Basic assistance with FT Center A/V equipment is included in the rental fee and should be
confirmed when placing the reservation. Requests for additional equipment and/or assistance
will be an additional expense to the User. FT Center staff cannot assist with A/V equipment
not owned by the FT Center.
Rental spaces with all purchased amenities will be set up and available 15 minutes prior to the
time listed on the permit unless previously coordinated with the renter.
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Large Scale Event Guidelines
■ Large scale events are defined as any events that are open to the public whether admission is
charged or not.
■ Facility Renters/Vendors at trade show/craft show/expo engaged in the business of making
retail sales at the FT Center may require sales tax permits. Facility Renters/Vendors are
responsible for filing sales tax and must have a Minnesota Sales and Use Tax Permit on their
person during the event. This includes, but is not limited to, silent auctions, craft shows,
business seminars selling products, fundraisers, etc.
■ Materials used in the construction of displays, such as draping, table -coverings, banners, props,
scenery, greenery, trees, and shrubs must be fire resistant. All vendors at trade
shows/expos/craft shows, etc who have a canopy or covering on their display must have a
minimum 5# fire extinguisher usable for class ABC fires in their booth. The FT Center has a
limited number of extinguishers available to rent.
■ Large scale events must maintain a minimum aisle width of 10' with cross rows every 30'. All
aisles must be kept clear, clean, and free of obstructions.
Decoration Guidelines
■ The FT Center does not provide linens, paper products, ice, food storage, serving pieces,
dishes, flatware, or decor for events.
■ Confetti, pinatas, glitter, bird seed, rice, rose petals, feathers or similar items are not
allowed.
■ Decor may not be added to the floor, ceiling, or lights.
■ Decor may be added to the walls with blue painters' tape (tape not provided by the FT
Center), as well as table decor, flowers, and balloons.
■ Stick -on table skirts are not allowed.
■ Renters may not decorate public areas (bathrooms, entrance, lobby, etc.) without approval
from the FT Center.
■ Decorations cannot inconvenience any other group.
■ Renter is responsible for putting all trash/recycling in the provided receptacles upon
completion of rental and for providing coverings to protect furnishings (i.e. table
coverings for craft projects with paints, construction requiring adhesives, etc.). Renter shall
be billed for any excessive clean up deemed necessary by FT Center.
Food Guidelines
Groups of 75 or less may bring food and non-alcoholic beverages. Groups over 75 must have
all food/beverage needs met by an approved caterer on the FT Center catering list. Staff
members reserve the right to inspect coolers and large containers.
Renters hosting a large-scale event including but not limited to craft shows, trade shows,
vendor shows, expos, etc. who wish to have food service in addition to the FT Center
Concession Stand (available as schedule/staffing allows) must work with a caterer on the FT
Center's approved caterer list. If the user would like to work with a different caterer, the
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caterer must be added to the approved list by submitting the required paperwork/signed
contracts available from The Facility Superintendent.
All alcohol in the FT Center must be purchased from and served by a licensed caterer from
the FT Center's approved caterer list. Alcohol must only be served in the spaces listed on a
user permit. Minor consumption of alcohol, under the legal 21 years of age, is prohibited. (MN
Statue 340A.503)
All food trucks on FT Center property must have pre -approval (including location) from FT
Center management. Only food trucks on the City's approved list may vend on City property.
For current list, visit: https://www.elkrivermn.gov/1531/Mobile-Food-Units. Food trucks
are not allowed inside the FT Center by order of the Fire Marshal.
Music, Audio and Entertainers
■ Music and Audio:
o Staff will monitor noise to ensure it's at an appropriate level.
o Nosie level should not disturb other guests using the FT Center.
o Needs to be done 30 minutes prior to the end of the event.
Inappropriate language is prohibited either verbally, in writing, or in music.
Entertainers must be completed with all take down by the end time listed on the permit to
avoid additional charges to the user.
Fog machines are not allowed.
Clean Up
■ Renters must remove all items from rented space at the end of their reservation.
o This includes third -party rentals and catering.
■ Renters must put all trash/recycling in the receptacles provided.
■ Renters must remove all decorations.
o The FT Center is not responsible for items left on site.
■ The event and cleanup must be completed by the end of the reservation time listed on the
permit.
Damages
■ The renter is responsible for all damages incurred in the facility rented during the
reservation time listed on the permit.
■ Renters will be charged actual costs for any damage caused to the facility.
Cancellations and Refunds
Cancellations must be submitted in writing.
Reservation deposits are non-refundable.
Liability
Renter is responsible for:
■ Management and appropriate conduct of all group members and guests.
■ Any loss, breakage, or damage to the rooms, equipment, or other FT Center property.
■ Any damages incurred by the facility.
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■ Any personal injuries and/or property damage caused by yourself or your employees,
officials, agents, and guests.
The City of Elk River is not liable for any loss, damage, injury, or illness of the renters and guests
of the FT Center.
Insurance Requirements
The renter shall provide a copy of their liability insurance with a minimum of the following
requirements:
■ $1,000,000 coverage
■ Insurance shall include liability for injury, death, and property damage.
■ The insurance company must be licensed to do business in the state of Minnesota.
■ The FTCenter must be named as an "additional insured" on the policy.
At least (7) seven days prior to the first event scheduled by the renter, the renter must give
the FTCenter a certificate of insurance showing the required coverage.
PRIORITY SCHEDULING
Ice Rental Priority Scheduling
Ice is scheduled on a seasonal basis September — May in the following order:
■ FT Center programs including but not limited to: Skating Academy, Breakaway
Hockey League, Open Skating, Stick and Puck, Open Hockey, etc.
■ FT Center contracted ice users including but are not limited to Elk River High
School, Elk River Youth Hockey, Elk River Figure Skating Club, MN Squatch,
Two Brothers Hockey - these groups are billed after ice use by the City of Elk
River.
■ Outside user reservations on a first -come first -served basis. These groups pay in
advance to the FT Center directly.
■ Special Note: Due to the nature of the Furniture and Things Community Event
Center operations, there may be a need to coordinate and schedule private,
commercial/business or non-resident civic group in advance of the priority
scheduling guidelines as outlined above. When staff feel consideration as been
given to the previous year's use of a particular area and/or programming needs,
these requests will be processed (i.e. Community Room for a private event,
conference, training, trade show, special event, etc.).
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Turf Rental Priority Scheduling
Turf rentals are scheduled on an annual basis January — December in the following order:
FT Center programs including but not limited to Makers Markets, recreational
programming, open turf, etc.
Elk River groups/Elk River youth associations beginning January 1" for the following year
(i.e. Open January 2023 for January -December 2024). These groups have 30 days to
reserve time before it is made available to outside groups. To hold the scheduled time, Elk
River groups are allowed to put 50% of their total reservation fee down, with all remaining
fees to be paid in full 30 days prior to their first scheduled event. After the first 30 days, all
requests are processed on a first come first served basis.
Non - Elk River renters can schedule turf for the following year February 1
(i.e. Beginning February 1, 2023, non -Elk River renters/associations can rent turf for
January - December of 2024.) Non -Elk River renters must make their payment in full at
the time the schedule is reserved.
Room Rental Priority Scheduling
Room Rentals are scheduled on a first come, first served basis in the following order*:
FT Center events/programs
Senior Activity Center programs
Outside users with payment due at the time of reservation.
*Exception: The Senior Activity Center is unavailable to rent Monday — Friday
8:30 a.m. — 4:00 p.m. and is available to rent outside those hours to members only.
SPECIAL FEES/DAMAGE DEPOSITS
A. A special use fee may be required in some events/activities. This fee will be applied
to cover unusual, anticipated expenses, such as excessive clean-up, unusual set-up,
excess electricity, or phone usage, and/or damage associated with the user's program
or events. The special user fee is payable at the time the reservation is made and will be
held until it has been determined by the city if any or all the fee was used. Any unused
balance will be returned to the user and/or invoiced.
B. A damage deposit is paid in addition to the rental fee. This fee shall be returned
within two (2) weeks after the event if no deductions are necessary. Violation and/or
failure to adhere to all guidelines may result in denial of future permits for the use of
the facility and forfeiture of damage deposit.
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Cancellations and Refunds
A. All cancellations must be received no less than fourteen (14) days prior to the rental
time to be eligible for a refund.
B. Refunds more than 14 days prior to scheduled use will receive a 50% refund.
C. Refunds less than 14 days prior to scheduled use are not eligible for a refund.
D. All refund requests will be charged a $10 cancellation fee.
E. Refunds will not be issued for no shows.
F. The user should confirm their reservation by making the following two payments:
• Pay the rental total. This amount is shown on the Facility Use Permit. This
payment may be made in the form of cash, check, or
Visa/MasterCard/Discover. In all cases, checks may be made out to City of
Elk River.
• Damage deposit.
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ICE USER GUIDELINES
PURPOSE
To establish procedures and policies regarding use of ice at the Furniture and Things
Community Event Center.
DEFINITIONS
FT Center Furniture and Things Community Event Center
Ice Renter The individual/group/organization authorized to use either the
Cornerstone Automotive Arena or the Kiser Construction Arena as
noted on the facility use permit.
Facility Use Permit: Document listing facility rental details agreed upon by Furniture and
Things Community Event Center staff and the ice user.
Rental Coordinator: Furniture and Things Community Event Center staff person assisting
the renter/potential renter with facility reservation, this could be The
Facility Superintendent, the Assistant Facility Supervisor, or other
designated employee.
Tentative: The status of a reservation prior to submitting a payment.
Firm: The status of a reservation following a payment.
All ice users are expected to adhere to the general facility use guidelines, in addition to the rules listed
below.
■ Those participating in on- ice activities assume all inherent risks and responsibilities, whether
spectator or participant.
■ All ice use must be scheduled and paid, no casual use.
■ The ice renter listed on the permit is responsible for the actions of all ice users during the
times listed on their permit.
■ Renters will not be allowed on the ice prior to the time listed on their ice rental permit.
■ Users will not be allowed to stay on the ice after the time listed on their ice rental permit.
■ The players gate must remain closed and users off the ice during resurfacing.
■ Consumption of food and beverages (except water) is prohibited on the ice and in the player's
benches.
■ All ice users must wear skates.
■ Only skate assists are allowed on the ice, no chairs.
■ Taunting or disturbing of participants (players, coaches, or officials) by other participants or
spectators will not be tolerated.
■ Alcohol use is prohibited on the ice or in the locker rooms.
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■ The use of sticks, pucks, or balls in the "off -ice" areas of the facility is prohibited.
■ Spitting on the floor, in the sinks, or in the drinking fountain will not be tolerated.
■ Player's bags are not allowed in common areas of the facility, including, but not limited to, the
lobby, restrooms, locker room hallways, etc.
■ Damage beyond reasonable use to the ice or the locker rooms will be reported to FT Center
management.
■ The FT Center does not supply cords for connecting to the rink sound systems and staff will
monitor it's use for noise levels and appropriate content.
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TURF USER GUIDELINES
PURPOSE
To establish procedures and policies regarding use of the turf at the Furniture and Things
Community Event Center.
DEFINITIONS
FT Center
Furniture and Things Community Event Center
Turf Renter
The individual/group/organization authorized to use either '/Z or the
full fieldhouse as noted on the facility use permit.
Facility Use Permit:
Document listing facility rental details agreed upon by Furniture and
Things Community Event Center staff and the ice user.
Rental Coordinator:
Furniture and Things Community Event Center staff person assisting
the renter/potential renter with facility reservation, this could be The
Facility Superintendent, the Assistant Facility Supervisor, or other
designated employee.
Tentative:
The status of a reservation prior to submitting a payment.
Firm:
The status of a reservation following a payment.
All turf users are expected to adhere to the general facility guidelines, in addition to the rules listed
below:
■ All field house use must be reserved and paid for or approved under contract — no casual use.
■ The renter listed on the permit is responsible for the actions of all turf users during the time
listed on the permit.
■ All minors (under 18) must be under adult supervision throughout the time listed on the
permit,
■ The fieldhouse will be opened 15 minutes prior to each scheduled event and closed promptly
after each rental period ends.
■ All fieldhouse users must enter through the front entrance.
■ No fieldhouse entry is allowed from the walking track area.
■ Only the turf and batting cages (where applicable) are included in turf rental.
o Turf rental does not include tables or chairs which can be rented for an additional fee.
o Turf rental does not include use or closure of the walking track.
o Turf rental does not include use of the north end of the fieldhouse on the opposite
side of the white wall.
■ Any turf user who wishes to leave equipment in the fieldhouse must have prior permission
from the FT Center management on a seasonal basis and does so at their own risk.
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■ The FT Center is not responsible for any lost or stolen items.
■ All V2 turf rentals will have the center divider curtain down.
■ Use of batting cages must be requested at the time of rental for full turf or north end turf
rentals.
■ Only authorized personnel may operate the batting cages/center divider.
■ Sunflower seeds are prohibited.
■ Food/alcohol consumption (excluding water) in the fieldhouse is not allowed, except with pre -
approved or catered events.
■ No glass containers are allowed in the fieldhouse.
■ Only controlled hitting (bunting or by a coach) is allowed outside of the batting cages.
■ Do not throw or hit balls against the fieldhouse perimeter nets, the center divider, or the
ceiling.
■ Only plastic/rubber cleats are allowed.
■ The FT Center does not supply cords for connecting to the fieldhouse sound system, and staff
will monitor it's use for noise levels and appropriate content.
■ Renters must clean up after themselves.
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RNIT RE
-AND-
THINGS
Emergency Procedures Guide
Furniture and Things Community Event Center
Furniture and Things Community Event Center
1 000 School Street
Elk River, MN 55330
19 1
Table of Contents
PAGE
Introduction........................................................................................................3
Accidents/Medical Emergencies......................................................................4
BombThreats.....................................................................................................5
Evacuation...........................................................................................................6
Disturbances/Hostile Confrontation...............................................................7
Smoke or Fire Emergency.................................................................................8
SevereWeather..................................................................................................9
Active Shooter................................................................10-11
Severe Weather Shelters..........................................................12
Appendix
Bomb Threat Checklist...........................................................13
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EMERGENCY PROCEDURES GUIDE
To all employees of Furniture and Things Community Event Center,
Considering potential emergencies that can occur in the workplace, it is crucial for all city employees to be
aware of and prepared for various emergency situations. This Emergency Procedures Guide has been created
to provide you with the necessary information and instructions to handle emergency situations effectively and
ensure the safety of yourself and others.
This guide will cover a range of likely emergency scenarios but is not intended to cover all possible situations.
It will also outline the specific procedures and protocols to follow in each situation, as well as the roles and
responsibilities of employees during an emergency.
It is important for every employee to familiarize themselves with this guide and to be prepared to take
immediate and appropriate action when necessary. By being well-informed and ready to respond in an
emergency, we can ensure the well-being and safety of our fellow employees and the public. It is important to
familiarize yourself with the following procedures and know the location of emergency exits, evacuation
routes, and emergency equipment within the workplace.
We hope that this guide will provide you with the knowledge and confidence to effectively manage any
emergency situation that may arise.
FOR ALL EMERGENCIES:
CALL
M
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MEDICAL EMERGENCIES
In the event of a medical emergency or injury, follow these steps to provide immediate aid and ensure safety:
1. Call for Help: Dial emergency services (such as 911) immediately to request assistance from paramedics
and other first responders. Provide clear and accurate information about the nature of medical emergency or
mlury.
2. Assess the Situation: Quickly evaluate the scene for any immediate threats to your safety or the safety of
the injured person. If the area is unsafe, move yourself and the injured person to a safe location if possible.
3. Provide First Aid: If you are trained in first aid, provide immediate assistance based on your level of
training. This may include applying direct pressure to stop bleeding, performing CPR, or stabilizing the
injured person's neck and spine if there is a suspected neck or back injury.
4. Control Bleeding: If the injured person is bleeding, apply direct pressure to the wound using a clean cloth
or bandage. Elevate the injured area if possible and maintain pressure until help arrives.
5. Monitor Vital Signs: Check the injured person's vital signs, including breathing, pulse, and level of
responsiveness. If necessary, provide basic life support measures such as CPR or rescue breathing.
6. Gather Information: Gather important information about the injured person, including their medical
history, known allergies, and any medications they are taking. This information can be crucial for medical
professionals when they arrive.
7. Communicate with Emergency Services: Stay on the line with emergency services and provide any updates
on the injured person's condition. Follow any instructions given by the dispatcher.
8. Stay Calm and Reassure the Injured Person: Keep the injured person as calm as possible, providing
reassurance and comfort while waiting for help to arrive. Talking to the injured person in a calm and
confident manner can help reduce anxiety and promote a sense of safety.
9. Document the Incident: After the situation is under control, document the details of the medical
emergency or injury, including the time it occurred, the events leading up to it, and the actions taken to
provide aid.
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BOMB THREAT PROCEDURE
(SEE APPENDIX A FOR QUICK GUIDE)
Purpose. To plan for incidents involving bomb threats or suspected explosive devices. (See Appendix A for
guidance)
1. Take the threat seriously: If a bomb threat is received, it should be treated as a credible threat and all
necessary actions should be taken to ensure the safety and security of everyone in the vicinity.
2. Remain calm: It is important to remain calm and not create panic. Alert others discreetly, if possible, and
follow the established emergency procedures.
3. Notify authorities: Contact local law enforcement immediately to report the threat. Provide as much detail
as possible about the threat, including the exact wording of the threat, if available.
4. Evacuate the area: If the threat is deemed credible, initiate an evacuation of the area. Follow established
evacuation procedures and move to a safe location away from the potential target of the bomb threat. (See
Evacuation Procedures guide)
5. Follow instructions: If emergency personnel are on the scene, follow their instructions and cooperate fully
with their directions. Do not return to the area until it has been declared safe by the authorities.
6. Search for suspicious items: If it is safe to do so, staff members should conduct a brief search of their
immediate area for any suspicious items. Do not touch or move any suspicious items and report them to the
authorities immediately.
7. Remain vigilant: Even after the area has been cleared, remain vigilant for any suspicious activity or items.
Report any concerns to authorities and follow their instructions.
8. Communicate with those affected: Ensure clear communication with those affected by the bomb threat,
providing updates and information as it becomes available.
9. Review and debrief: After the threat has been resolved, conduct a thorough review of the incident to
identify any areas for improvement in emergency procedures. Debrief with staff to discuss their experiences
and any concerns.
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10. Provide support: Offer support and resources to those affected by the bomb threat, including counseling
and assistance with addressing any emotional or psychological impact.
It is important to regularly review and practice bomb threat procedures to ensure that all staff members are
familiar with the steps to take in the event of a bomb threat. Additionally, consider incorporating bomb threat
awareness and response training into regular employee training sessions.
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EMERGENCY EVACUATION PROCEDURES
1. When the fire alarm sounds or an evacuation order is given, cease all work and leave the building via the
nearest exit.
2. Follow the designated evacuation routes to the nearest exit, using stairways if the elevators are unavailable.
3. Do not use elevators during a fire emergency.
4. If possible, assist persons with disabilities or injuries in evacuating the building.
5. Move quickly and calmly to the designated assembly area outside the building.
6. Once outside, move away from the building to allow emergency personnel access to the premises.
7. Do not re-enter the building until the all -clear has been given by emergency personnel.
It is important to familiarize yourself with the location of emergency exits and evacuation routes within the
workplace. Regularly review and practice these evacuation procedures to ensure everyone is prepared to
respond effectively in the event of an emergency. If you have any questions about these procedures, please
speak with a supervisor or safety coordinator. Your safety is our top priority.
EVACUATION PROCEDURES FOR BOMB THREAT
Evacuation will be accomplished by means other than a general fire alarm. A voice page may be used,
but the word "bomb" should not be used in the evacuation message as it would cause undue alarm
and panic. The voice page shallinclude, for example, the following message:
"May I have your attention please, all employees and visitors to the Furniture
and Things Community Event Center, including the Senior Activity Center must evacuate
the building as quickly and safely as possible. Immediately proceed to the designated
assembly area outside of the building. Further information will be given when everyone has
safely evacuated outside to the designated assembly area. Thank you."
The designated assembly for all FT Center patrons and employees will be:
• The High School Football Stadium
If this area is deemed unsafe a location will be specified by the Supervisor on duty.
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DISTURBANCES/HOSTILE SITUATIONS
In the event of a disturbance or hostile confrontation, it is essential to prioritize safety and take appropriate
action to protect yourself and others. Here are some key emergency procedures to follow in such situations:
1. Assess the Situation: If you perceive a potential disturbance or aggression, quickly assess the situation to
determine the level of threat and risk involved. Look for potential escape routes and safe areas to seek refuge.
2. Stay Calm: It is crucial to remain calm and composed in the face of a disturbance or confrontation.
Panicking can escalate the situation and impair your ability to make rational decisions.
3. Alert Authorities: If possible, contact the appropriate authorities such as security personnel, law
enforcement, or emergency services to report the disturbance and provide them with accurate information
about the situation, including your location and any pertinent details.
4. Seek Safety: If you are in immediate danger, seek safety by moving to a secure location, such as a locked
room or an area with a clear line of sight and escape route. If evacuation is necessary, follow established
evacuation procedures and move to an assembly point if specified.
5. Communicate: If you are with other people, communicate with them to coordinate your actions and ensure
everyone is aware of the situation and the steps being taken to address it.
6. Follow Established Protocols: If your organization or location has specific emergency protocols for
disturbances and hostile confrontations, follow those procedures diligently. This may include following
specific lockdown or evacuation procedures or taking shelter in designated safe areas.
7. De-escalate if Possible: If you are directly involved in the confrontation, attempt to de-escalate the situation
by speaking calmly and avoiding aggressive or confrontational behavior. Seek to defuse tensions and create an
opportunity for peaceful resolution.
8. Provide Assistance: After the immediate threat has been neutralized, if it is safe to do so, aid others who
may be injured or traumatized. Administer first aid if necessary and offer support and comfort to those
affected.
Remember that every situation is unique, and these guidelines are intended as a general framework for
responding to disturbances and hostile confrontations. Always prioritize your safety and the safety of others
and follow the directions of law enforcement and authorities when they arrive on the scene.
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SMOKE OR FIRE EMERGENCY
In the event of a smoke or fire emergency, it is important to remain calm and act quickly to ensure the safety
of everyone in the vicinity. Follow these emergency procedures to help keep yourself and others safe:
1. Alert Others: If you discover a fire or smoke, immediately notify others in the area by activating the nearest
fire alarm. This will help alert everyone to the emergency and prompt them to evacuate the area.
2. Evacuate the Area: If it is safe to do so, evacuate the building or area immediately. Use the nearest exit and
proceed to the designated assembly point outside of the building. Do not use elevators during a fire
emergency.
3. Close Doors: As you evacuate, close all doors behind you to help contain the smoke and fire, as well as to
slow down the spread of the fire.
4. Stay Low: If there is smoke present, stay low to the ground where the air is clearer and easier to breathe.
Crawl if necessary to avoid inhaling smoke.
5. Assist Others: If you are able to do so safely, assist anyone who may need help evacuating the area,
especially those with mobility impairments.
6. Call for Help: Once you are safely outside, call the local emergency services (911 or the local emergency
number) to report the fire and provide them with as much information as possible, such as the location, size,
and any potential hazards.
7. Do Not Re-enter: Under no circumstances should you re-enter the building or area until emergency
responders have declared it safe to do so.
8. Follow Instructions: Listen to and follow any instructions provided by emergency personnel or building
staff.
9. Reassemble at a Safe Location: Once outside, proceed to the designated assembly point to ensure that
everyone is accounted for and to receive further instructions from emergency personnel.
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It is important to review and practice these emergency procedures regularly to ensure everyone is prepared to
respond appropriately in the event of a smoke or fire emergency. Remember, the safety and well-being of all
individuals should be the top priority in any emergency situation.
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SEVERE WEATHER
Severe weather events such as tornadoes and blizzards can pose a significant threat to safety. It is important
to familiarize yourself with the following emergency procedures in the event of severe weather.
Blizzard:
Consideration to cancel events early if a blizzard is threatening the area should be made as early as possible to
allow for safe travel for visitors and staff.
Tornadoes:
1. When a tornado warning is issued, take shelter in the designated tornado shelter area immediately.
Tornado Watch
• A Watch means... Conditions are present for severe weather, such as a tornado, to occur.
• Continue normal routine. Be alert for changing weather conditions.
Tornado Warning
A Warningmeans ... A funnel cloud has been spotted, or a tornado has touched the ground, or winds in
excess of 70 mph have been recorded. Outdoor warning sirens will be sounded.
When a tornado warning is issued, take shelter in the designated tornado shelter area immediately.
Upon receiving notification, FT Center Staff will make an announcement over the intercom. The
announcement may read, `A tornado warning has been issued for the Elk River area. The designated
shelter areas are open for employees and visitors."
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ACTIVE SHOOTER/HOSTILE EVENT
When an active shooter/hostile event is in or near the building, quickly determine the most reasonable ways to
protect your own life. Remember that visitors are likely to follow the lead of employees and managers during
an active shooter situation.
Because active shooter/hostile event situations are often over before law enforcement arrives on the scene,
the individual must be prepared both mentally and physically to deal with an active shooter/hostile event
situation. Rapid notification of these events is critical to ensure a timely law enforcement response. While
keeping safety in mind, rapid reporting should be done as soon as possible.
Staff should consider the following guidance, in order, when responding to such a threat:
RUN and escape, if possible.
• Getting away from the shooter or shooters is the top priority.
• Leave your belongings behind and get away.
• Help others escape, if possible, but evacuate regardless of whether others agree to follow.
• Warn and prevent individuals from entering an area where the active shooter may be.
• Call 911 when you are safe.
o If placing a voice call to 9-1-1 is not safe, then consider texting 9-1-1 from a
cellular phone.
Information to provide to law enforcement or 9-1-1 operator:
• Location of the active shooter/active attacker
• Number of shooters/attackers, if more than one
• Identification of the attacker if it is known.
• Physical description of shooter(s)/attacker(s)
• Number and type of weapons held by the shooter(s)/attacker(s)
• Number of potential victims at the location
2. HIDE if escape is not possible.
• Get out of the shooter's view and stay very quiet.
• Silence all electronic devices and make sure they will not vibrate.
• Lock and block doors, close blinds, and turn off lights.
• Do not hide in groups- spread out along walls or hide separately to make it more difficult for
the shooter.
• Try to communicate with police silently. Use text message or social media to tag your
location or put a sign in a window.
• Stay in place until law enforcement gives you all clear. Your hiding place should be out of the
shooter's view and provide protection if shots are fired in your direction.
3. FIGHT as an absolute last resort.
• Commit to your actions and act as aggressively as possible against the shooter.
• Recruit others to ambush the shooter with makeshift weapons like chairs, fire extinguishers,
scissors, books, etc.
• Be prepared to cause severe or lethal injury to the shooter.
• Throw items and improvise weapons to distract and disarm the shooter.
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AFTER AN ACTIVE SHOOTERMOSTILE EVENT
• Follow law enforcement instructions and evacuate in the direction they come from, unless otherwise
instructed.
• Keep hands visible and empty.
• Know that law enforcement's first task is to end the incident, and they may have to pass injured
along the way.
• Officers may be armed with rifles, shotguns, and/or handguns and may use pepper spray or tear gas
to control the situation.
• Officers will shout commands and may push individuals to the ground for their safety.
• Take care of yourself first, and then you may be able to help the wounded before first responders
arrive.
• If the injured are in immediate danger, help get them to safety.
• While you wait for first responders to arrive, provide first aid. Apply direct pressure to wounded
areas and use tourniquets if you have been trained to do so.
• Turn wounded people onto their sides if they are unconscious and keep them warm.
• Consider seeking professional help for you and your family to cope with the long-term effects of the
trauma.
KEY ACTIONS DURING A HOSTAGE SITUATION
Hostage situations are incredibly stressful scenarios. The following items outline some considerations in the
rare event that such a situation presents itself at a facility.
• Be patient. Avoid drastic action.
• The initial 45 minutes are the most dangerous. Follow instructions and be alert. The captor is often
emotionally unstable. Do not make mistakes that could jeopardize your well-being.
• Do not speak unless spoken to and then only when necessary. Do not talk down to the captor, who
may be agitated. Avoid appearing hostile.
• Always maintain eye contact with the captor, if possible, but do not stare. Treat the captor respectfully.
• Comply with instructions as best you can and avoid arguments.
• Be observant. You may be released or have an opportunity to escape. The personal safety of others
may depend on your memory.
• If medications, first aid, or restroom privileges are needed by anyone, say so.
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This quick reference checklist is designed to !yelp employees and decision
makers of commercial fackies, schools, etc- respond to a bomb threat in an
orderly and controlled manner with the Arg responders and other stakeholders
Most bomb threats are received by phone. Bomb threats are sedous until
proven otnewse. Act quickly, but remain cairn and obtain information with
Me checklist on the reverse of this card
If a bomb threat A oceNed by phore:
t. Remain ralm. Keep the caler on Me line to- as long as possibe. DO
NOT HANG UP. ever if the caller does.
2. Listen rarefuly. Be polite a,)d show Interest.
3. Try to keen the cal er talking to team more allormahor.
e. If possible write a nos to a colleague to call the authorities or as soon as
the caller hangs up, immediately nottty, them yoamed
5. If your prone has a display. copy the number anobr killers on tre wtndop display.
8. Complete the Bomb Threat Checklist immediately. Write down as much
detail as you can remember. Try to get exact words.
7 Immediately upon termination of call, DO NOT HANG UP, but from a different
phone, contact authorities immediately with information and await instructions.
If a bomb threat is received by hanawr>flen note:
• Call
• Handle note as minernally as possible.
If a bomb threat is received by to - nail
• Call
• Do not dolote the message.
Signs of a suspicious package
• No retum rdd�ess
• Poorly handw-Men
• Excessive postage
• Missprlsed words
• Stains
• Incorrect tides
• Strange odor
• Foreign postage
• Strange. so..nds
• Restrictive holes
• Unexpected delivery
• Refer to your local bomb fhraar a, margancy msporrso plan for avacwtion
criteria
DO NOT:
• Use two-way radios or cellular phone. Rado sgnals have the potentielto
detonate a bomb.
is Touch or move a suspicious W.kaago.
For more information about this form contact the
Office for Bombing Prevention at: OSPOcisa.dhs.gov
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DATE: TIME:
TIME CALLER PHONE NUMBER WHERE
HUNG UP: CALL RECEIVED:
• Where is me bomb located?
(IxAding floor, room, etr)
• Wb en will it go air
• What does It look like?
• What kind of bomb is It?
• What will make it explode?
• Did you place the bomb? Yes No
• Why?
• What Is your narrw?
Exact Words of Threat:
• Where Is the taller IocaW?
"clVoudll" of nape)
• Eslimated lag•
• Is voice familiar? If so, who does it sound Ike?
• O1hw paints-
CAW*yoid
aacivi round 5•urda
Thar Lanauiaa
D Female
t! Arimal noises
rl Innohe,ent
�7 Myth
rt gloms Mites
I I Massage reap
7 Accent
D Kitchen mess
❑ TopeC message
• Angry
D Strad noises
I I Irratiorwl
G cairn
D Booth
rT Profane
CI cleanng throat
❑ PA system
❑ VAI-sip ken
J Cougning
❑ m Coersalion
• cracking voice
D Music
D Cry-g
D Motor
D Deep
D Char
• Deep b—ting
❑ Static
7 Dtaguised
D Ofte Tac,ir Fry
.1 DistMct
ri Facho•y nadiinery
7 Exceed
D Loal
D Laughter
D LO•IA diAL %-
O LVp
D Loud
Other Informdlom,
D Nasal
Nomw
Ragged
Rapid
Raspy
❑ Slow
❑ Slurred
C Sds
r I Sat W