9.1. SR 12-03-2007Item # 9.1.
MEMORANDUM
TO: Mayor and City Council
FROM: Bill Maertz, Parks & Recreation Director
DATE: December, 3, 2007
SUBJECT: Field Use and Reservation Policy
The following information is being provided as a follow up to the Council's discussion on
November 19, 2007, on the fee schedule on field use and reservations. The 2007 field use
fees brought in $8,850 for the season using the current attached field use policy. User
groups for 2007 included both association groups and residents. The fee schedule for park
shelters and field reservations is also attached.
The field use reservation policy and application process are tools to serve Elk River residents
in using city fields and other amenities. Permits are issued and the renter is able to show that
they have reserved and paid for the use of the field, park shelter, or other amenity. The
public is welcome to use fields without a reservation but may be subject to being bumped
should that field be reserved by another group. The field use fee covers administrative costs
and encourages groups to only reserve fields when they are sure they will be using them.
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Elk -_--,
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Parks and
Recreation
POLICY FOR FIELD USE
Effective January 1, 2003
Priorities
The following priority schedule will be used for identifying associations and field use:
Priority One: One association/group per sport/activity and population served. This association will be the
association with seniority if it serves the largest number of participants.
Priority Two: All other groups requesting fields.
Field Use
Fields will be scheduled for Priority One first. Groups must allow a minimum of 14 days for the processing of
their request. Field use will be assigned based on the previous year's participation numbers as well as what
fields are available for use. Requests must be submitted in writing by the deadline as determined by the
Recreation Department to ensure field availability.
Field Maintenance
Fields will be maintained in accordance with industry standards as outlined by Priority One association based
on the schedule supplied by the association. Any changes to the original schedule must be completed in writing
at least 2 business days before the need or no maintenance will be provided and change request maybe denied.
We are not responsible for any messages left on the voice mail system. No changes maybe made to City fields
by anyone other than the City.
Fees
Priority One Fees:
The City will set fees each season. This fee, any outstanding bills, and a complete participant roster must be
submitted to the Recreation Department before any scheduling needs will be considered for that season. This
fee will cover the following basic services:
• Coordination of scheduling and maintenance
• Portable toilets at each site
• General field set up for games, excluding items listed below
These items are not included in seasonal fees and will be billed at actual cost unless otherwise noted:
^ Maintaining a field more than once each day
^ Extra portable toilets and/or cleanings
^ Moving of bases - $25/move
Priority Two Fees:
All other Applications for Facility Use received for fields will be reviewed once scheduling is complete for the
associations. Field use fees will be as determined by the City. This fee covers use only. No maintenance will
be performed nor may any changes be made to the field by the persons/groups reserving the field. Any
maintenance or changes to fields may be requested and will be reviewed for feasibility. If we are able honor
requests, fees will be assessed based on actual expenses incurred as determined by the City.
Outdoor Facility Use A~~lication
This form and the appropriate fee must be completed and submitted a minimum of 14 days prior to the requested date. We are unable to
check availability without a completed application and payment. Payment must be made by individual or group renting the facility. If
there is no scheduling or policy conflict pertaining to the date and facility requested, a permit will be issued. Please note that some
requests may involve city Parks and Recreation Commission review and must be submitted a minimum of 60 days prior to the event.
Applications can be dropped off, mailed or faxed to our office. All applicable city, county, and state ordinances and policies must be
followed. VISA. MasterCard, check and cash accepted. Amounts over $100 must be made by credit card or money order.
Facility
Tyke of Facility ^
Not all facilities are available at all ^
park locations. Please ask if ^
unsure. ^
Shelter (please specify park)
Bandshell (at Lions Park only)
Field (individual)
Athletic Complex
Handke East Hockey Rink
^ Concession Stand (at athletic
complexes only)
^ Park
^ Street(s) **
* Many park uses require review by the Parks and Recreation Commission.
** A map must be included with details on the back side of this application and event may also require review by
the Parks and Recreation Commission.
Location Requested -Please be specific
First Choice
Event
Day Date(s) _
Activity
Equipment group will bring
Needs/Requests from the City (please confirm availability upon rental)
Renter
Individual Responsible
Address
Phone #
Times
Email
Fax #
The applicant is responsible and must be on site at all times during this event. By signing below, you agree to follow all applicable state,
county, and city ordinances and policies. You understand that the fees are non-refundable unless this request is not granted or is
cancelled by the City of Elk River.
Signature
See back for fee information.
Sponsoring Group
Second Choice
Number of People
Date
Elk ~.
River
Park_ and
Recre~ti~:3~
Fee Schedule
Shelters
Residents: $20
Non-Residents: $40
Bandshell
Residents: $20
Non-Residents: $40
Fields
Residents: $20
Non-Residents: $40
With a Shelter: $0
Handke East Hockey Rink
Residents: $20
Non-Residents: $40
Evening team practice times available are 5:30-7:30pm
or 7:30-9:30pm. No Refunds due to weather.
Parks
Minor Use as Determined by the City -
Residents: $0
Non-Residents: $40
Major Use as Determined by the City -
Fees set by the Parks and Recreation Commission
Maximum Fee: $500
Athletic Complex
Additional fees charged for:
Extra Portable Toilets, Staffing & Clean up
Per Day: $50
Gate Fees or Team Fees (pay able after event):
Percentage of fees collected a s listed below
$0-1,000 0%
$1,001-1,500 10%
$1,501-2,000 15%
$2,001-2,500 20%
$2,501+ 25%
Concession Stand
Per Day: $50
Inventory Fee: $100
MSF JO Fee if applicable: $100
Deposit: $500
Use of Inventory/Supplies (payable after event):
Cost + 10% + sales tax
Streets
No fee
Barricades are available and must be picked up within 24 hours
prior to the event and returned within 24 hours after the event.
When using parks please: "no permanent markings on trails".
ADDITIONAL FEES MAY APPLY BASED ON EXPENSES ASSOCIATED WITH THE EVENT SUCH AS TOILET
CLEANINGS AND GARBAGE PICKUP.
Map of Street Being Used (if applicable)
If placing barricades, please mark barricade locations
FOR OFFICE USE ONLY
Date and Time Received:
Please initial, date, and return to the Parks and Recreation
Department
Person Accepting Application:
Route to: Police Dept. Approval
Public Works Approval
Parks and Recreation
Commission Approval