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6.5 SR. 03-19-2001Item # 6.5 City of E River MEMORANDUM TO: FROM: DATE: SUBJECT: Mayor and City Council_ Michele McPherso[ ,, Director of Planning March 19, 2001 Case No. CU 01-03 Amend Conditional Use Permit to Allow Expansion of Lions Park Shelter Request The Lions Club requests that a conditional use permit be approved to allow construction of a 40 ft. x 108 ft. addition to the existing Lions Park shelter. Loca~on Lions Park, northwest corner Zoning/Land Use PUD (Planned Unit Development) / OS (Open Space) Attachments · Lions Club Letter dated November 9, 2000 · Memo to City Council re: Operating Expenses/Revenue · Location map · Site plan · Floor plan · Building elevations Overview Staff has been working with the Lions Club on the expansion of the Lions Park shelter since late 2000. Now that the Boys and Girls Club is completed, the Lions Club has been looking for another project to serve a portion of the gathering space needs of the community. Specifically, they are looking to 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone (763) 441-7420 · Fax (763) 441-7425 Memo to Mayor & City Council/CU 01-03 March 19, 2001 Page 2 provide space for their club to meet, office space for themselves, and space for the community to use for smaller events. Analysis The existing shelter located at Lions Park is located at the northwest corner of the property. The building measures 36 ft. x 80 ft. and is partially enclosed and partially open. The current enclosed space is used for a warming house in the winter, a "kitchen area" in the summer, and also includes bathrooms. The open portion of the shelter is, of course, used for picnic uses during the summer. The proposed expansion area will include offices for the Lions and Community Recreation, new bathrooms, storage space, and an open area measuring 40 ft. x 67 ft. which will seat approximately 175-200 people. As part of the expansion, a portion of the enclosed part of the existing shelter will be remodeled in order to provide storage space and a catering kitchen facility. This will allow groups renting the space to serve catered meals. The proposed addition will be constructed of concrete block similar to the existing shelter with an asphalt-shingled roof. There is an existing parking facility located in front of the picnic shelter, which provides 57 spaces. There is additional room within this portion of Lions Park to provide additional parking if it is required. The ordinance requires a total of 63 parking spaces (three for the offices, 60 for the assembly area. The City has an informal cross-parking agreement with Central Lutheran Church if large numbers of parking spaces are needed for an event. Possible Uses Use of the building could include senior dancing classes, preschool recreation classes, family fun nights, Lions Club meetings and pancake breakfasts, community meetings for Girl and Boy Scouts, etc. The scheduling of the space will be the responsibility of the Community Recreation staff that already is responsible for scheduling the Lions Park shelter and the Lions Park bandshell. Attached is a memo projecting possible revenues from the rental of the space for "for profit" community groups and wedding receptions, etc. Under the State gambling statutes, the Lions Club will need to pay rent similar to any other group using the meeting room space. Park and Recreation Recommendation The Park and Recreation Commission reviewed the proposal by the Lions Club at their February 14, 2001 meeting. They voted unanimously to recommend that the City Council continue to work with the Lions on this project. S:\PLANNING'uMICHMC\CCREPRTS\CU01-03.DOC Memo to Mayor & City Council/CU 01-03 March 19, 2001 Page 3 Planning Commission Action The Planning Commission conducted a public hearing regarding this request at its February 27, 2001 meeting. No one spoke for or against the proposal. The Planning Commission voted unanimously to recommend that the City Council approve the request the condition recommended by staff. Recommendation Staff and the Planning Commission recommend that the City Council approve the request to expand Lions Park Shelter with the following condition: 1. All requirements of the Chief Building Official be met. S:\PLANNING\MICHMC\CCREPRTS\CU01-03,DOC City of River TO: FROM: MEMORANDUM Mayor and City Council Michele McPherson, Director of Planning DATE: March 19, 2001 SUBJECT: Possible Operating Expenses and Revenue - Lions Park Shelter At its November 20, 2000 meeting, the City Council reviewed a proposal by the Lions Club for an expansion to the existing shelter in Lions Park. The purpose of the expansion is to provide office space for the Lions, Community Recreation, and space for recreation programs of all types and rental space for community group meetings and small wedding receptions. At that meeting questions were raised regarding operating expenses and possible revenue. Attachments Coon Rapids Policy for Use of City Center Facilities Plymouth Creek Center Rental Rates Maple Grove Community Center and Meeting Room Rental Rates Operating Expenses Community Recreation is currently housed at Emporium. With Emporium hours, the building is open from 8:00 a.m. to 4:30 p.m. Monday - Friday, and until 9:00 p.m. Tuesday - Thursday. If there is a special event, the building is also open Friday and Saturday from 5:00 p.m. to 10:00 p.m. This is a total of 66.5 hours. In 2000, the operating expenses were: Utilities: $2,000 Telephone: $ 650 Total: $2,650 This is the total for one year. In addition to the above expenses, there will be insurance for the building and maintenance (cleaning, minor repairs, etc) expenses. At the writing of this memo, the insurance costs had yet to be determined and maintenance was estimated to be $2,500 per year. 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone (763) 441-7420 · Fax (763) 441-7425 Memo to the Mayor & City Council/Lions Operating March 19, 200 I Page 2 Potential Revenue In order to determine possible revenue, staff reviewed rental rates of similar (age and size) of facilities in other communities. Maple Grove, Plymouth and Coon Rapids all have new facilities (less than five years old). Coon Rapids has a "civic room" of a size slightly larger than the space proposed by the Lions Club. They have established a sliding fee scale based on the type of group, resident, or non-resident. In general, the rental rates are as follows: $30.00 per hour to a maximum of $90.00 for morning rentals $250 on Friday or Sunday (non-profit or resident) $310 on Friday or Sunday (non-resident) $350 on Saturday (non-profit or resident) $410 on Saturday (non-resident) If it were assumed that the facility is rented each Saturday during the summer (Memorial Day - Labor Day), the possible revenue generated would be $3,750 (15 Saturdays x $250). There may be additional days that the building could be rented, thereby increasing the possible revenue. The Lions have indicated that under the gambling statute, they must pay rent at the established rate. Their bookkeeper would occupy the Lions office approximately 20 hours per week. City of Coon Rapids Policy for Use of City Center Facilities 11155 Robinson Drive Coon Rapids, MN 55433 (763) 767-6522 The Coon Rapids City Center, located at 11155 Robinson Drive is operated by the City of Coon Rapids. The City Center has a large banquet/meeting room, with adjacent kitchen facilities, an adjacent training room, five conference rooms and an arts room which may be scheduled for use by community residents, civic groups, non-profit organizations and non-residents. CLASSIFICATION AND PRIORITY OF USERS Priority 1. Any event directly sponsored by the City of Coon Rapids. Priority 2. Events conducted by Coon Rapids public, civic and non-profit organizations. Priority 3. Resident rentals for private parties or meetings. Priority 4. Coon Rapids private industry or commercial use. Priority 5. Non-resident rentals for private parties or meetings. AREAS OF USE Civic Rooms A and B (5Y x 60' - 3180 st'.) with adjacent kitchen facilities. The undivided Civic Room has seating for 160 at round tables or 175 in a classroom arrangement. The maximum capacity is 208. A moveable partition can divide the rooms into two, each seating 80 at round tables. Training Room (38' X 23' - 874 sf.) adjacent to Civic Rooms. This room can seat 36 in a classroom arrangement, has seating for 48 at round tables, or can serve as a stage area when opened to the Civic rooms. A moveable wall separates this room from the Civic Rooms. The maximum room occupancy is 61. 3. Arts/Craft Room located in the Civic Center seats 16. The maximum occupancy is 22. Conference Room 1 located by Council Chambers seats 20. The maximum ocCupancy is 42. Conference Room 2 located by Community Development seats 12. The maximum occupancy is 21. Conference Room 3 located by the City Manager's office seats 12. The maximum occapancy is 2 I. City of Coon Rapids Policy for Use of City Center Facilities (continued) Conference Room 4 located by Finance Division seats 12. The maximum occupancy is 21. Conference Room 5 located in the Civic Center seats 12. The maximum occupancy is 21. HOURS OF USE 1. Regular City Center hours: Monday thru Friday, 8 A.M. to 4:30 P.M. 2. The City Center is closed on City holidays, except for contract use or previously scheduled events. 3. The Civic Center will close no later than 1 A.M. on Friday and Saturday and 11:00 P.M. Sunday through Thursday for any function. Conference rooms are available until 11:00 P.M. 4. Access is limited to the period of time reserved. GENERAL RULES The user of the City Center and surrOunding grounds agrees to follow these rules: 1. Supervise the conduct of the members of their group. Disorderly conduct of participants is prohibited. 2. Use only spaces approved for use. 3. Leave spaces used in a clean, orderly fashion, including replacing items removed. 4. Trash should be placed in designated containers. 5. Organize activities to conclude at the closing time stated on the permit. 6. Comply with all City ordinances, Minnesota State Statutes, Federal laws, and the established rules for use which apply to authorized use of the City Center. 7. Use of candles or any open flame is prohibited unless approved in writing. 8. The permit holder shall assume full responsibility for any unlawful act committed in the exercise of the permit. City of Coon Rapids Policy for Use of City Center Facilities (continued) 9. Gambling of any nature is prohibited. 10. All persons and any equipment associated with the rental must be out of the City Center at the end of the rental time. No items are to be left overnight. 11. Violation of these rules may result in forfeiture of all deposit money, the termination of the event, and the loss of opportunity to use the facility in the future. 12. See Addendum A for Civic/Training Room Rules or Addendum B for Conference Room Rules. SUPERVISION The group, individual, or organization using the City Center must provide competent adult supervision for the entire time participants are in the building or on the surrounding grounds. LIABILITY The group, individual or organization using the city Center shall agree to compensate the City of Coon Rapids for all damages to facilities, equipment or other property owned by the City, to compensate an employee for damage to personal property by any person(s) attending the event, and further assumes all liability for any personal injuries, including death caused by participants in the scheduled event. The permit holder will be responsible for reimbursement of damages, including those in excess of the deposit. SMOKING The City Center is a smoke-free building. Smoking is allowed outside the building only. Services & Fees Banquet Rooms: Rental rates: CIVIC ROOMS A & B: Coon Rapids Civic Athletic & Public Coon Rapids Non-Profit Resident Non-resident Per hour in addition to above Mon-Thurs Friday/Sunday Saturday No charge (2) 350 110 (3) 250 350 110 250 350 140 310 410 20 35 45 KITCHEN TRAINING ROOM: Coon Rapids Civic, Athletic & public Coon Rapids Non-Profit Resident Non-resident Per hour in addition to above 55 55 60 No charge (2) 90 45 (3) 55 90 45 55 90 55 65 105 15 20 25 AUDITORIUM STYLE SET-UP: $80.00 fee (1) AM rentals until 2:00 p.m. are at $30/hour for all or portions of Civic A, B and Training, to a maximum of $90. (2) $30/hour for all or portions of Civic A, B and Training, to a maximum of $90. (3) Fee applies to ~ndraisers and banquets requiring the use of the kitchen. All other uses are at no charge. The rental includes: -Weekday rental rates are based on a four hour reservation. Civic Rooms A & B can be reserved separately. For the rate, divide the quoted rates by two plus $10.00 additional. -Weekend rental (Friday, Saturday & Sunday) of the banquet rooms (Civic A & B, Training Room & Kitchen) are based on a nine hour reservation. These rooms will be rented as a package unless available & booked less than one month before the requested date. -Set up and take down of up to 25 round tables, (5) 8-foot tables, (18) 5'x 1-1/2' tables, approximately 200 chairs (for an exact count call facilities coordinator). -Restrooms -Dance floor -3 hours of clean-up. For groups using facility for no rental fee, there is no set-up or clean-up provided. Groups may move tables and chairs for their event, but MUST put them back as they found them. (1) (1) Permit holder is responsible for clean-up of the following: -Kitchen cleaned up -Remove decorations -Wipe down tables -Garbage hauled to dumpster at loading dock (If used: linens removed and hauled out to loading dock.) Damage deposit: $100 refundable for Civic Rooms $ 50 refundable for Training Room Damage deposit subject to waiver by Facilities Coordinator Conference Rooms: Rental rates: Coon Rapids Civic, Athletic & Public Coon Rapids Non-Profit Resident Non-resident No Charge No Charge $25 for first 4 hours + $10 for each additional hour $35 for first 4 hours + $10 for each additional hour Damage deposit: $50 refundable Damage deposit subject to waiver by Facilities Coordinator Available for additional fees: Audio system Coffee makers Grills Cloth/Linens Round Tablecloths 8 Foot Tablecloths Napkins (Renters responsibility to set linens Piano TV/VCR No charge. Deposit required. $5.00 each $15.00 each (2 hour minimum) $2.50 each $2.50 each $.25 each on tables.) $50.00 $6.00 ADDENDUM A CIVIC/TRAINING ROOM General Rules 1. No red beverages or red wine are permitted in the Facility. 2. All bands and audio equipment must stop playing at 12:00 A.M. A LICENSED CATERER must be hired to prepare food served or a temporary food license obtained from the Anoka County Environmental Services is required for use of the kitchen at a social function. Evidence of the license from the Anoka County Environmental Services is required. Application for Use 1. All groups not coordinated, supervised, or otherwise conducted by the City must complete the "Application and Permit for Use of City Center Facilities". 2. All applications will be reviewed by the Facilities Coordinator. The applicant will receive, in writing, the approval or disapproval of his/her application. Residents of the City of Coon Rapids may make reservations up to eighteen months in advance. Non-residents of Coon Rapids may make reservations up to twelve months in advance. 4. Residents may not reserve the Facilities for a non-resident. 5. The following steps are to be taken by the applicant to reserve Civic Center: Contact the Facilities Coordinator to check availability of date and receive a rental packet. Return the completed Application and Permit form with a deposit of half the amount of the contract amount, plus a $150.00 damage/cleanrup deposit. If the desired date is open and is within the 12 or 18 month allowable reservation time, it will be tentatively held upon receipt of these deposits. Higher priority users will not replace users who have completed this requirement. The Application and Permit for Use will be processed and a signed copy returned to the applicant. The reservation is confirmed upon the applicant's receipt of this permit. 6 The permit holder sets up an appointment to meet with the Facilities Coordinator within four weeks prior to the event to make final arrangements and pay the balance due. (Permit holder should know at this time how many people will attend, delivery times, etc.) E. Final Payment must be made not less than 14 days before the rental date. 6. Refunds Rental fees and other charges are completely refundable if the City cancels the use of the Civic Center for any reason other than violations by the user. When the permit holder requests cancellation more than forty-five (45) days before the event, a full refund will be issued if an alternate user is found. There is no refund of the rental fee ifa permit holder cancels within forty-five (45) days prior to the event. Beer and Wine A Coon Rapids police officer must be present if beer and wine are being served from the time alcohol is served until the end of the event. This will require an additional fee based on a minimum of three (3) hours at $30.00 per hour. The Facilities Coordinator may waive the presence of the officer for certain portions of the rental period. In thc event a caterer is hircd to manage the sep.,ing of beer and wine, the caterer must show proof of having a liquor license. The caterer may sell beer/wine as an incidental part of food service that serves prepared meals. Service and consumption of beer and wine is allowed only in the Civic Rooms and Training Room. Beer and wine can only be dispensed to persons twenty one years of age or older that are attending the event for which the beverage is being served. 4. No compensation may be exchanged for beer and wine unless a caterer is hired according to the stipulations as listed in #2. This includes donations, advance sale tickets and tips. 5. No beer or wine may be served after 12:00 midnight on Friday and Saturday evenings or after 10:30 P.M. on other nights. 6. All parties consuming beer or wine must conform to all city and state liquor laws. Permit applicant must provide a copy of Certificate of Liability Insurance (including host liquor liability) when beer or wine is served with total liability for all damages of $300,000 per occurrence. In the event a caterer is not hired, a copy of the permit applicant's homeowner's insurance will be required, showing $300,000 of liability coverage. Violation of these rules may result in the denial of future permits for use of the Civic Center. Denial of use does not exempt violators from possible civil or criminal prosecution under applicable City ordinances, State or Federal laws. Room Set-up and Decoration 1. A permit holder is to call the Facilities Coordinator to make an appointment to come in within two weeks prior to the event in order to review and determine room set-up. 2. Room set-up will be done the day of the event by City staff.based on agreed floor plan. Decorations may be put up by the user and must be removed upon completion of the event. Installation of decorations may not inconvenience any other group and must be done within the period of time reserved. Items may not be attached to the walls or ceiling. 4. Paper/metallic confetti or rice may not be used in the building or on the grounds. Permit for Use A permit will be denied if the Civic Center has been previously reserved or if the requested use is for an activity contrary to City ordinance. The City reserves the right to deny or cancel a permit if the regulations are violated. 2. Permits may not be assigned, transferred or sub-let to anyone other than the person/ organization making the application. A permit may be canceled by the City up to the time of use when a state of emergency is declared or unsafe environmental conditions or utility services are interrupted. In these circumstances, the City assumes NO responsibility for any disruption cancellation may cause. The City will attempt to notify the applicant immediately if cancellation is necessary. ADDENDUM B CONFERENCE, ARTS AND CRAFT ROOM Application for Use 1. All groups not coordinated, supervised or otherwise conducted by the City must complete the Application and Permit for use of City Center Facilities. 2. The Facilities Coordinator will assign conference rooms based on availability and size of group. 3. Reservations outside regular City Center hours may be made up to a year in advance. These reservations are subject to change. 4. The Facilities Coordinator may limit the number of dates an individual or group may reserve to insure that one group does not dominate use of a particular room or Facility. 5. IF payment is required, this must be made one day prior to the scheduled reservation time. Rooms are not considered reserved, until payment is received. Roon~ S,~,-uv 1. Rooms should be left with the same arrangement as upon arrival. Unless specific arrangements have been made, room set-up will not be made available by City staff. 2. Items may not be attached to walls or ceilings. Food 1. Only Food, beverages and snacks obtained from vending machines are allowed. 2. These areas are to be cleaned up after use. polics<)0.wpd Revised 12/29/00 9 Page 1 of 1 P LYMOU CREEK CENTER TH Rental Rates Full Plymouth Room Seating up to 352 at round tables for eight Monday - Thursday (up to 6 hours) Resident Friday - Saturday (uP to 6 hours) $250 Sunday (up to 6 hours) $65O $400 Additional Hours 11 SS0 II $75 II Non-Resident I It I II$350I II$~0 I 11$~ooI I Other Charges Coffee $10 for 30 cups $15 for 50 cups (for non-catered events) Slide Projector $1 O/day Overhead Projector $10/day TV and VCR $15/day LCD Projector $20/day Portable Microphone II $50/day Projection TV II S50~d~y Piano ]1 $25/day I contact~ © 1996 City of Plymouth (Minnesota) http://www~~i~p~ym~uth~mn~us/city-services/P~ym~uth%2~Creek%2~Center/renta~-rates~htm~ 3/5/01 Comw"nity Room Rentals--City of Maple Grove, MN Par'~ 1 of 2 For more Specific information, please call the Maple Grove Community Center at (763) 494-5969 for our automated reservation information line. Hours of Operation: MONDAY-THURSDAY 9:00 a.m. to 10:00 p.m. FRIDAY-SATURDAY 8:00 a.m. to 1:00 a.m. SUNDAY 9:00 a.m. to 9:00 p.m. Cost Private Function Monday-Thursday IINon Resident IlResident 1[$250.00 1152oo.oo Friday 1~575.00 1[$525.00 Saturday ][$625.oo 1t*$75.oo Business Function Non Resident II Resident Monday-Thursday Jl 275.00 II $225.00 Friday II $625.00 II $575.oo Saturday II $675.00 II $625.00 Sunday II $350.00 II $275.00 **Kitchen use for both private and business functions additional $75.00. 'l http://www, ci.maple-grove.mn.us/parks_rec/comm rm rental.html 3/5/01 Community Room Rentals--City of Maple Grove, MN Pa~ 2 of 2 Features The Community Room serves as a premier banquet and meeting facility seating up to 250 people, formal seating. Garden patio, wooden dance floor offers quality amenities. · Wedding · Anniversary · Banquet · Company picnic/party · Graduation celebration · Training seminars · Conferences · Craft sales Quality sound and audiovisual equipment offer spectacular presentations and training, large screens. Package rates that include room rental, kitchen and bar. Call the pre-recorded line (763)494-5969 to rent a room. Leave name, phone number and preferred dates. · Smoke-free facility. Patio allows smoking area for guests · Select caterer of your choice for food menu. · Required to select 1 to 4 liquor providers from pre-approved list. I--News & Events--I--FAQ--I--_Programs & Facilities-I-Licenses & Permits-q I-City Services-I-City Info & Government-I-Public Safety--I-Codes & Ordinances__l__Search._l__Home___I http://www.ci.maple-grove.mn.us/parks_rec/comm rm rental.html 3/5/01 Meeting Rooms--City of Maple Grove, MN P0-~ 1 o1'2 Meeting Rooms For more specific information, please call the Maple Grove Gommunity Genter at (7153) 494-59159. HOURS OF OPERATION: MONDAY - THURSDAY 7:00 a.m. to 10:00 p.m. SATURDAY 8:00 a.m. - 10:00 p.m. SUNDAY 9:00 a.m to 9:00 p.m. Cost/Rates I Fees (Monday - Sunday) IResident Non Resident II $10.O0/hr II $15.00/hr Features The room sizes vary to accommodate 1§-40 people. Portable walls provide flexibility for accommodating large group functions. Rooms are scheduled on an hourly basis. Food service for coffee, pop, muffins, and cookies are available upon your rental request. Audio visual equipment is available to rent - includes overheads, LCD projector, portable PA systems, slide projector and easels. Phone jacks available in some rooms for computer presentations. Guidelines Cancellations require a two week notice to receive a refund and are subject to a http://www.ci.maple-grove.mn.us/parks_rec/mtg_rooms.html 3/5/01 Meetin~ Rooms--City of Maple Grove, MN Par,~ 2 oi'2 50% cancellation fee. Please, NO RED BEVERAGES and no use of tape or adhesives on walls or furnishings during your meeting room use. Call the pre-recorded line 494-6218 to reserve your room now! Leave your name, address, phone number, preferred dates and times. Call 2 or more weeks in advance. Smoke and Tobacco Free. Designated outdoor areas are available to smokers. Must be at least 18 years of age. I--News & Events--l--FAQ--I--Prograrns & Facilities--I--Licenses & Permits--I I-City Services-q--City Info & Government--I--Public Safety-q--Codes & Ordinances--I--Search__l__Home__I http://www.ci.maple-grove.mn.us/parks_rec/mtg_rooms.html 3/5/01 I LOCATION ~ o~ MAP River I13065 Orono Parkway P.O. Box 490 CASE: CU O1-O3 Elk River, MN 55330 /V Church Parking Park Map .~nts Screening ;hetter ~sion Ball Field Sliding Hill Park Si( Picnic Shelte Wetland ,. ~'~ X DATE RECEIVED 14' ~OCr ~AC~ DATE RECEIVED ~ I