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5.8. SR 01-14-2002HOT N LAY OFFICE A Professional Association ITEM 5.8. Paul S. Motin, J.p., LL.M., C.P.A. Cristel B. Tack, J.D. December 18, 2001 Mr. Pat Klaers City of Elk River P.O. Box 490 Elk River, MN 55330 Re: Small Theatre Dear Pat: Enclosed is a letter I received from Pauline Knox which encloses the Amendment to the ISD #728 Facility Use Policy & Procedures -- specifically relating to the Small Theatre usage. Please review and contact Louise or me with any questions. Also, set on the Council agenda soon to discuss and approve. Sincerely, Paul S. Motin cc: Louise Kuester 327 Main Street Phone (763) 241-9400 E-Maih pmotin@aol.com Elk River, MN 55330 Fax (763) 241-9032 II ii,i!i it . ucati0n ~e/ongLe~ 1230 NW School Street Elk R~ver M~nnesota 55330 2506 (612) 241 3520 December 14, 2001 Paul Motin 327 Main Street Elk River, MN 55330 RE: Theatre Use Policy Paul: Attached are copies of ISD #728 Facility Use Policy & Procedures, the Amendment to this policy regarding theatre use, and the theatre usage planning template. It is my understanding you will be presenting this information to the Elk River City Council for approval of the amendment. After City Council approval, Charlie Blesener will present the same amendment to the School Board for approval. Please accept my apologies for the delay in getting this information to you. If you have any questions, you can reach me at 763-241-3526. Sincerely, Pauline Knox District #728 Facilities Coordinator Encl. cc: Charlie Blesener Serving the communities of: Elk River · Otsego · Rogers · Zimmerman · Hassan · Livonia · Dayton ° Ramsey · Big Lake Township ° Frankfort ° Bums ° Albertville AMENDMENT TO 7/1/01 FACILITY USE POLICY & PROCEDURES District #728 Facility Use Policy Theatre Use November 1, 2001 "Theatre", as referred to in this document, is the theatre that is located in "C Building" at the east end of Elk River Area Senior High School. Priorities for Theatre Use: Applications for the use of the Theatre will be processed and scheduled in the following order: t. City of Elk River--any City function including meetings, forums, he~ 3. 4. 5. 6. 7. 8. 9. 10. Elk River Elk River Elk River Elk River lSD #728 Community Theater for performances. Arts Alliance/Arts Council for performances. non-profit organizations for performances. for-profit organizations for performances. for any purpose. Elk River non-profit organizations for non-performance purposes. Non-Elk River non-profit organizations for performance purposes. Elk River for-profit organizations for non-performance purposes. Non-Elk River for-profit organizations for performance purposes Non-Elk River for-profit organizations for non-performance purposes. 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 term non-profit includes entities that are believed to qualify for income tax exempt status; whether or not such status has officially been granted by the IRS or State of Minnesota. It also includes religious organizations; however, the usage may not be for prayer or other worship purposes. An annual scheduling meeting with ISD #728, City of Elk River, Elk River Community Theater, Elk River Arts Alliance/Arts Council and any other interested community groups will be arranged in April of each calendar year to review requested use of the theatre for the following school year (September-August). Priorities for use will follow the above outline with discussion among all groups about requirements and requests. A second scheduling meeting will be arranged in October of each calendar year to review the approved schedule requests for the current school year and to make any revisions as necessary. Occasionally, activities planned by different groups may conflict and use of the Theatre may be denied. If conflict occurs, every effort will be made to find an alternate facility for the group that is denied access to the Theatre. Alternative space other than the theatre may be assigned at the discretion of the District #728 Facilities Coordinator dependent on the nature and attendance of planned activity. How to Apply to Use Facilities: See current "Facility Use Policy & Procedures" for instructions. Liability: See current "Facility Use Policy & Procedures" for information. Cancellations: See current "Facility Use Policy & Procedures" for instructions. Rules & Guidelines for Use: Ali rules & guidelines as itemized in the "Facility Use Policy & Procedures" apply to theatre use along with these additional guidelines: a. Additional areas required for events in the Theatre (i.e.: dressing rooms, etc.) will be assigned at the discretion of the District//728 Facilities Coordinator. b. Limitations of actual time in theatre for events will be based on guidelines set forth in the Theatre Usage Planning Template. Additional times requested for rehearsals, practices, etc. will be assigned to alternative spaces by the District//728 Facilities Coordinator. c. Groups must demonstrate expertise in use of technical equipment or District//728 Facilities Coordinator reserves the right to assign a technical operator to the event at the expense to the group. Fee for Theatre Use: a. Rental rates may apply to groups and activities as listed in the categories below. b. Groups using facilities may be responsible for staff costs: ~ Custodial: No charges for custodial coverage 6am-11 pm Monday through Friday Staff charges for castodial coverage on Satardays/Sundays I~ Building Supervisors Staff charges for building supervisors if scheduled I~ Technical Assistants Staff charges for technical assistants when assigned by the School District c. Additional costs that may result from Theatre use such as the use of school district equipment, supplies, and energy. The reserves from these equipment/supply charges will be used to purchase replacement bulbs & supplies & maintain the light/sound systems. d. Groups and individuals are responsible for the repair and/or replacement of damage, theft or loss to the premises resulting from their use. An estimate of actual costs for an event may be requested from the Facilities Coordinator. Rental Fees: 1. City of Elk River--any City function including meetings, forums, hearings, etc. These groups will not be charged rental fees. 2. Elk River Community Theater for performances. These groups will not be charged rental fees. 3. Elk River Arts Alliance/Arts Council for performances. These groups will not be charged rental fees. 4. Elk River non-profit organizations for performances. These groups will not be charged renta! fees. 5. Elk River for-profit organizations for performances. These groups will be charged Category I rental fees. 6. ISD #728 for any purpose. These groups will not be charged rental fees. 7. Elk River non-profit organizations for non-performance purposes. These groups will not be charged rental fees. 8. Non-Elk River non-profit organizations for performance purposes. These groups will be charged Category I rental fees. 9. Elk River for-profit organizations for non-performance purposes. These groups will be charged Category H rental fees. 10. Non-Elk River for-profit organizations for performance purposes. These groups will be charged Category H rental fees. 11. Non-Elk River for-profit organizations for non-performance purposes. These groups will be charged Category II rental fees. Theatre Usage Planning Template Total calendar event Event type time Stage Auditorium and front of Dressing stage (closed Rehearsal rooms / main curtain) space (non stage) costume storage Technical equiprnent/ Box staff office Lobby Full theatre performance! Musical (in house) 6 wks 2 wks perf Travelling show 1 - 2 days 1 - 1.5 days perf Children's show (in house) 5 wks per[ Single one-act (in house) 5 wks ! .5 wk per[ Double one-act (in house) 6 wks 2 wks per[ Music concert (in house) 5 wks 2 wks per[ Readers' theatre 05 day Lecture I workshop I day per[ Dance I band 2 days per[ Strings for Youth recital 1 day per[ 4 wks 1.5 wks 0.5 days 3 wks 1.5 wks 3 wks 1 wk 4 wks 1.5 wks 4 wks 2 wks 0.5 days peri per[ Corporate meeting 1 day per[ 0.5 day 1.5 wks of tech rehearsals, 2 wks for light design w/ stage build perf peff 1 day per[ peri 5 days of tech rehearsals per[ per[ 5 days of tech rehearsals per[ per[ I wk of tech rehearsals per[ per[ 1 wk of tech rehearsals per[ pe,ff LILO LILO per[ perf 1.5 days per[ perf per[ per[ peff Some reception service assistance usually required, per[ Notes: 1. All times am typic-aL and are for preliminary planning purposes only. 2. Times for events other than one day events do not include performance times. "Perf' is implicitly also required. 3. "Perf' = typically 2hfs before, to 1 hr after every performance. 4. "LILO = "lights on, lights off" - minimal tech assistance. 5. Stage should be available for two weeks pdor to opening for stage producitons requiring set construction. 6. Dressing rooms snou!d be avaitable for 1 wk for temporary (non resident) shows, children's shows, end those with light costume load. Full bedod costume shows and musicals needs 2 wk 7. Typica~ rehearsal needs: 7.1 One-acts need three dayslwk 3.5 hrs per day. 7.2 Full length shows or 2x one act,,, need five days/wk, 3.5 h?s per day. 7.3 Children's show need three days/wk, 2.5 hfs per day. _. 7.4 Final week for all stage shows requires all rehearsa n theatre, on stage. I.S.D. #728 Elk River Area School District FACILITY USE POLICY & PROCEDURES Revised: July 1, 2001 District #728 Facility Use Policy It is the policy of the School Board to encourage the use of District 728 schools and facilities. The District 728 Community Education Department will coordinate the use and rental of all school district buildings and facilities. For Information, contact: District #728 Facilities Scheduler Community Education Center 1230 NW School Street Elk River, MN 55330 (612) 241-3526 Fax (612) 241-3521 DISTRICT FACILITIES Community Education Center 1230 NW Soho01 Street, Elk ~,iver ................... CE Early Childhood Family Education 1170 I~lain Street, Elk River ............................ 10 Elementary Department 327 King Avenue, Elk River ............................ 11 Elk River Area Senior High 900 School Street, Elk River ........................... 6 Elk River City Hall 13065 Orono Parkway, Elk River ..................... 12 Handke Elementary School . 1170 Nain Street, Elk River ............................ 10 ZSD #728 District Office 327 King Avenue, Elk River ............................ 11 ][van Sand Community School 1232 NW School Street, Elk River ................... 9 Lincoln Elementary School 600 School Street, Elk River ........................... 7 bleadowvale Elementary School 1270! Elk Lake ~oad, Elk River ...................... 3 Otsego Elementary School 8125 River Road NE, Otsego .......................... 13 Parker Elementary School 500 School Street, Elk River ........................... 8 Rogers Elementary School 12521 Main Street, Rogers ............................. 15 Rogers Junior High 20855 - 141~ Street, Rogers ......................... 14 Salk 3unior High :11970 Highland Road, Elk River ...................... 4 VandenBerge 3unior High 948 Proctor Road, Elk River ............................ 5 VandenSerg Pool 948 proctor Road, Elk River ............................ S Zimmerman Elementary School 25959 Fourth Street West, Zimmerman ........... 2 Zimmerman Junior High 25900 Fourth Street West, Zimmerman ........... 1 Inside this booklet: Map ................................................................ Page 1 Procedure for requesting facility ................... Page 2 Rules & Guidelines for Use ........................... Page 3 & 4 Fees ................................................................ Pages 4 - 7 · Important Reminders Regarding our District * District 728 is Tobacco Free Smoking and the use of tobacco is prohibited on all School district property. This includes all school buildings, grounds, and in all school vehicles. Thanks for your cooperation! Entrances are labeled by letters or numbers at each building. Please note the entrance that has been designated for your group and inform all participants of where to park and enter for your activity. District 728 Facility Use Procedure Adopted by the School Board 7/1/01 "District Premises", as referred to in this document, will include all District owned facilities, buildings, grounds, parking lots, athletic fields and vehicles. Priorities for Facility Use: Applications for the use of facilities will be processed and scheduled in the following order: 1. School District #728 events, Community Education activities, and governmental elections and caucuses. 2. Local government Use, including the Community Recreation 'Program. 3. Civic, service, non-school youth groups and community groups (composed of 75% or more school district residents). 4. Local religious organizations. 5. Local commercial/business groups. 6. Groups that serve a regional, state or national clientele. 7. Non-local commercial groups: Occasionally, non-school schedUled activities may conflict with events planned by a District program. If a conflict occurs, every effort will be made to find an alternate facility for the non-District group; but, District 728 programs have priority of facility use at all times. How to Apply to Use Facilities: All use of District facilities before and after the normal school day, weekends, vacations and holidays, is scheduled through the Community Education Office. To make application: 3. 4. 5. Obtain a Facility Use Application by calling the Cgmmunity Education Office at 241- 3526, or stop by the Community Education Center, 1230 NW School Street, Elk River, MN 55330. Applications are also available at all District 728 public school offices and on the District #728 Website at http://elkriver.kl2.mn,us (click on Community Education). The Community Education Office must receive your completed Facility Use Application at least ten (10) business days prior to your requested date of use. District equipment (i.e.: recreation, audiovisual, chairs, etc.), as well as setup times and needs, must be requested on the application. Upon receipt of a Facility Use Application, the Facility Scheduler will verify space availability. An estimate of applicable costs is also available upon request. The Facility Scheduler will arrange for custodial services and/or building supervision if use of the facility occurs at a time when custodians are not On duty, additional services are needed, and/or the nature of the activity dictates such staffing. Food Service personnel will be staffed if your use includes a kitcheni Staffing costs are the responsibility of the user. Liability: District 728 assumes no responsibility or liability for damage, loss, or personal injury resulting from use of District facilities. · The individual named on the permit and the group in whose name the permit is issued are jointly responsible for their use of the facility, and will accept responsibility for the payment of rent and/or other charges, including damages. · The individual named on the permit, and the group in whose name the permit is issued, are jointly required to assume full responsibility for personal injury to any participants or spectators. ~ Rules & Guidelines for Use: Rules and regulations exist to protect the public's investment in District 728 facilities. All groups using the buildings/grounds must observe the following rules. 1. A permit will not be granted for any facility use application, which in the judgement of District 728, may be in any way prejudicial to the best interests of the schools or the educational system. District 728 may mOdify, deny, cancel, or revoke any or all facility use applications or permits at any time. 2. All local and state ordinances and laws pertaining to use of public buildings and facilities must be observed. District 728 also enforces the policies below: · The use of tobacco on district premises is strictly forbidden at all times. District 728 is tobacco-fi'ee. · The possession and/or uSe of alcohol or controlled substances on District premises are prohibited. 3. Competent adult supervision (21 years or older) must be provided by the group during the entire use. The group supervisor(s) will be held responsible for compliance with rules, general behavior and safety. 4. Use is limited to those areas of the building that are specifically approved and includes the nearest drinking fountain and lavatories. 5. A custodian or building supervisor will be present throughout, your use; cooperation with these staff members is essential. 6. Equipment brought in and its manner of use is subject to approval by the. custodian in charge, Manger of Buildings and Grounds, or the Community Education Director. 7. District eqnipment may be used if advance arratagement, s have been made with the Facility Scheduler. Charges for staff time may be assessed, depending on the extent of set-up and/or take-down needed. 8. All groups shall leave the school facility in the same condition in which they found it, returning all furniture, equipment, etc. to its original order. Charges for staff time may be assessed, depending on the extent of clean-up needed. 9. If food and/or drink are to be served, this is to be indicated on the Facility Use · Application, and will be permitted only in designated areas. 10. "Guidelines for Use of School District Kitchens" will be followed in the event of kitchen use. "Guidelines for Use of District 728 Pool" will be followed h the event of pool use. "Guidelines for Use of School Gyms" will be followed in the event of gym use. "Guidelines for Use of Classrooms" will be followed when classrooms are used. "Guidelines for Hosting a Tournament" will be followed when hosting a tournament. 1 i. District facilities may be rented to churches operating within District 728 boundaries for worship purposes. However, District facilities are not intended to be used as long- term facility solutions, and a church may be requested to provide the District with its plan for a more permanent facility. 12. Groups or individuals approved to use District facilities may not assign, sublet, or transfer their approved facility use to any other group or individual. 13. Groups or individuals using the facilities may display banners, signs, streamers or any materials of an advertising nature on District premises only during the hours scheduled for the event. These displays/signs may not cause damage to or deface district Premises, and must meet all requirements imposed by other governmental agencies. Promotional signs posted inside district facilities must clearly identify the sponsoring organization, a contact person andphone number. Cancellations: The facility scheduler must be notified at least two business days prior to scheduled use. Fee for Facility Use: Rental rates apply to groups and activities as listed in the following categories. All groups using facilities are responsible for staff costs (custodian, foed service, building, supervision) in additional to costs resulting from their use; such as equipment, supplies, extra garbage, override of HVAC systems, etc. Groups and ~dividual$ are responsible for the repair and/or 'replacement of damage, the~ or loss to the premises resulting from their use. Staffing: Groups/individuals using District 728 facilities are responsible .for staff charges resulting from their use. A two-hour minimum charge will be assessed for any of the following required staff. Custodial Could include opening or closing a building, set-up, $30/hour clean-up or presence during a time when not otherwise staffed, or if called to the building beyond normal work hours. Food Service Required to be present whenever a school kitchen is Varies used. Food service time is charged at the current hourly rate including overtime and holiday pay, if applicable. Building Placed by the District to protect and oversee the facility $13/hour Supervisor and represent the school district. Lightboard/ Sound Board Operators Pool Lifeguard Required when operation of the theatre lightboard or sound system is requested. Required for pool rental. Varies Included in pool rental fee Categories: School District 728 sponsored events: concerts, athletics, board meetings, special hearings, and Community Education Programs. These groups will not be charged rental fees. Bo · Local tax supported public agencies (at least 75% of participants reside in District 728). e Local civic, service, and charitable groups (at least 7'5% of participants reside in District 728). · Local non-school youth groups; such as scoutsl 4H,' youth athletics, etc. (at least 75% of participants reside in District 728). These groups will not be charged rental fees (see C below). Co Do · ,MI groups in B above, when an admission is charged or a donation requested (at least 75% of participants reside in District 728). ~ · Local groups of a religious nature for worship, instruction, or' admission or donation events. · District residents or groups for private meetings or activities to promote, educate or entertain. · Colleges and universities. These groups will be charged Category I rental fees. · Individuals, private agencies, companies, vendors, business or special interest groups, and non-profit groups with a regional or statewide clientele, for activities of a commercial, business or revenue generating nature. · Non-local (originating outside District 728) youth, civic,' service, charitable and religious groups. These groups will be charged Category II rental fees. Basketball, volleyball, soccer, baseball and softball tournaments for which an admission fee is charged or a concession is run, the following rental rates will be charged. Deposits or prepayments of up to ½ of total rental cost may be required and will be non-refundable. Locally sponsored, non-District event in which'75% or more of the tournament participants are District 728 residents $8/game-match Locally sponsored, non-District event in which less than 50% of the tournament participants are Disu'ict' 728 residents " $13/game-match Organizations with a regional or statewide clientele $17/game-match Non-local organizations $22/game-match Fees for category 'E? tournaments above include a simple food/beverage concessions. Tournaments and events selling equipment, clothing, or other items beyond food/beverage will be charged Category II rental rates for facilities used for those sales. Athletic tournaments/events of an individual nature, such as swimming, wrestling, and gymnastics in which 75% or more of the tournament participants are District 728 residents will be charged Category I rental fees. Local youth athletic organizations using indoor school district facilities for seasonal practices will be charged a $3 per player/participant surcharge for the season. Local youth athletic organizations using outdoor school district facilities for seasonal practices will be Charged a $1 per play/participant surcharge for the season. All AAU, Junior-Olympic and other similarly affiliated teams meeting/practicing beyond the local house and travel league seasons (i.e.: into the spring/summer for a winter sport) ,Mll be charged the following. Rosters must be submitted with application. Fall SeasOn - approximately 5 weeks (2 hours 20 minutes practice/week) $70/season (at least 50% of players are residents of District #728) $100/season (less than 50% 0fplayers are residents of District #728) Spring Season - approximately 12 weeks (2 hours 20 minutes practice/week) $140/season (at least 50% of players are residents of District #728) $200/season (less than 50% of players are residents of District #728) · Youth swim clubs exclusively serving District 728 participants will be charged $30&our'ofp0ol use plus district lifeguard or building supervisor wages. JULY 2001 FEE SCHEDULE FACILITY DESCRIPTION COMMUNITY EDUCATION Community Room Conference Room ELEMENTARY SCHOOLS Gymnasium-Wood Floor 1/2 gym (wall extended) Full (wall stacked) Gymnasium - Tile Floor 1/2 gym (wall extended) Full (wall stacked) Cafeteria Music Room Media Center ClasSroom Kitchen Hallway SECONDARY SCHOOLS Gymnasium - Junior High Single Floor/Court Gymnasium - Senior High Single Floor/Court Gymnasium - Gymnastics Gymnasium - Wrestling Commons/Cafeteria Music Room Media/Resouce Center' Classroom Kitchen Theater Hallways Swimming Pool: 1-25 people Swimming Pool: 26-50 people Swimming Pool: 51-75 people NON-HOURLY CHARGES Live Theater Performance (ea) Stadium/Track Time Reserved for Setup , MISCELLANEOUS & EQUIPMENT Category l Catego~ Categow II Catego~ II 1 hour 4 hour 1 hour 4 hour $24 $53 $29 $64 $24 $40 $29 $51 $24 $50· $32 $40 $90 $60 $15 $25 $20 $20 $20 $15 $15 $17 $77 $135 $33 $25 $55 $60 $40 $100 $31 $25 $55 $31 $25 $55 $31 . $25 $55 $28 $21 $31 $28 $25 $64 $33 $25 $55 $30 $65 $33 $90 $40 $30 $30 $24 $20 $20 $20 $15 $24 $21 $46 - $61 $79 · $90 $65 $65 $62- $31 $31 $28 $31' $77 $40 $60 $33 $33 $32 $25 $25 $25 $25 $50 $30 $46 $61 $79 $138 $165/event · 30% Garbage Pickup Kitchen Supply Fee Outdoor Electrical Use Energy (Heat or AC) Building Supply Fee Computer Lab 16mm Movie Projector · Slide Projector Piano Microphone Theatre Ugh[board Theatre Sound System 'I'VNCR Overhead Projector Staging Risers Choir Shell LCD Projector Indoor Bleachers Scoreboards $2O $79/event 3O% actual $17 $17 $20 · $251day · $25/machine/hour $10 $6 $1! $11 $22 $22 $22 $100 $25/side $1 O/day actual $17 $17 $20 $25/day $20/machine/hour' $4 $10 $6 $11 $11 $6 $22 $22 $22 $100 $25/side $10/day $135 $72 $72 $127 $55 $55 $42 $160 $77