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5.5. SR 04-14-2003TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Michele Bergh, Recreation Manager April 9, 2003 Facilities Subcommittee Item 5.5. The Facilities Subcommittee has met monthly since September 2002. We estabhshed the following goals for the subcommittee at our first meeting: · Have a better understanding of park and recreation financing · Establish Council policy regarding fees The following topics have been covered: · Financing Basics o Park dedication fees o General Fund o User Fees o Program Fees · MSF Tournaments · Field Use Policy · Park and Shelter Use Policy · User Fees for Hillside Park · Lions Park Center Policy · Youth Association Policy It was decided by the subcommittee that no changes were necessary for the Youth Association Policy or the Lions Park Center Policy. The attached policies have been reviewed by the Park and Recreation Commission and are being recommended for acceptance and implementation. The changes are more minor than major and will be explained at the meeting. MSF TOURNAMENTS The City will continue to use host groups for tournaments. For returning host groups - Fees: Host groups would be responsible for the following items prior to the event: · Concession Stand Rental: $50/day/stand · Complex Rental: $50/day/complex · Inventory/Stocking Fee: $100 · MSFJO Fees (if applicable): $100 · Deposit: $500 Host groups will be responsible for the following items during the event: Any items requested by MSF such as ice cream donations, selling of t-shirts, etc. Host groups will be responsible for the following items after the event: · Percentage of gate fees collected Amount Collected Amount Due $0-1,000 0% $1,001-1,500 10% $1501-2,000 15% $2,001-2,500 20% $2,501+ 25% · Cost +10%+6.5%(sales tax) of inventory sold/missing · Replacement cost of any additional items missing/damaged/broken Policies: · Fees and deposit must accompany the reservation form at least 14 days prior to the event. · Deposit checks will be cashed and may be applied towards any additional amounts due after the completion of the tournament. · Keys will be picked up on the last business day prior to the event by 4 p.m. · Keys and any additional monies owed must be turned in to Elk River Recreation the first business day following the event by 4 p.m. For each late day, the deposit will be debited $100. · Host group contacts are required to attend a scheduled training session on safety and usage of the facility and all its equipment and supplies that will be used during the tournament. · Host groups will secure the facility each night upon closing. · Host groups will maintain cleanliness of the facility during and upon completion of the tournament. · Host groups will notify Elk River Recreation of any problems at the time you observe them or upon returning the keys. · Host groups will re-stock the concession stand at the end of the tournament. Any cleaning, repairs, or restocking required by city staff as a direct result of the tournament use will be billed back to the host group at actual cost with a minimum of two hours. As existing host groups decide they no longer are interested in running a tournament or if we gain more tournament for the season, tournaments will open up for new groups. The process for selecting groups will be a lottery system and we will attempt to notify all groups that might be interested in advance. These new groups would be able to run the concession stand as a fundraiser. City staff would handle all other responsibilities included in hosting the tournament. The policies above would be the same with these exceptions: · No complex rental fee required · No JO fee required · Percentage of the gate fees would not apply · They would not sell any items required by MSF FIELDS, PARKS, AND SHELTER USE Types of Uses: Shelters Minor Park Use Fields Major Park Use Reservations: All uses require a reservation Deposits: Only major park uses require a deposit, which will be determined by the Park and Recreation Commission. If paying by check, it will be cashed 2 weeks prior to the event. Fees: Shelters - Fields - Minor Park Use - Major Park Use - $20 resident, $40 non-resident Service option will be available for local non-profit organizations If reserving along with a shelter, there will be no additional fee All other uses: $20 resident, $40 non-resident $0 resident, $40 non-resident Maximum of $500 as determined by the Park and Recreation Commission Park and Recreation Commission Review: Only Major Park Uses require Commission review NON-RESIDENT USER FEES FOR HILLSIDE PARK The city was approached by the BLAST (Build Land Access Share the Trail) mountain biking group to consider implementing a seasonal pass for non-resident users of Hillside Park. They have, through approval of the Park and Recreation Commission, developed between five and six miles of mountain biking trails within Hillside City Park. A fee of $4 per day or $25 annually was suggested. These are per person fees. The group has volunteered to assist the City in educating users, and if necessary, policing those that are using the facility without payment. Residents would not be charged a fee, nor would the core group of volunteers within BLAST who are providing trail maintenance and construction. Passes would be available for purchase at the Recreation Department office and a drop box would be available onsite for daily payments.