8.1.A 06-10-2009 PRSRREQUEST FOR ACTION
To Item Number
Parks and Recreation Commission 8.1.A
Agenda Section Meeting Date Prepared by
Action/Discussion Items une 10, 2009 Steve Benoit, Recreation Mana er
Item Description Reviewed by
Lions Park Center and Trott Brook Farm 501(c)3 Usage Bill Maertz, Parks and Recreation
Director
Reviewed by
Action Requested
Adjustment to Lions Park Center and Trott Brook Farm rental policies by Elk River 501(c)3 groups.
Background/Discussion
Lions Park Center is a City of Elk River facility located in Lions Park. The facility houses a large
multipurpose room that can provide seating for up to 90 people. Trott Brook Farm is a City of Elk
River facility located in Trott Brook Farms Park. This facility has a multipurpose room with seating for
up to 48 people. These multipurpose rooms are utilized by a variety of user groups including Parks and
Recreation programs, rentals by private groups, and rentals by 501(c)3 groups.
Since these facilities have been open, the need has arisen to review and update the rental policies that
were originally developed for usage by Elk River 501(c)3 groups. The current policy allows for Elk
River 501(c)3 groups to utilize these facilities for no rental fee. The two specific issues that need to be
reviewed include the use of these facilities by 501(c)3 groups that wish to use the facility for prayer or
other worship services, and the number of total usages 501(c)3 groups may have during a certain period
of time.
The current policy language that needs to be addressed is listed under the Users and Fees Section of the
rental policy:
The exempt purposes set forth in 501(c)3 are charitable, religious, educational, scientific,
literary, testing for public safety, fostering national or international amateur sports competition,
and the prevention of cruelty to children or animals. The usage may not be for prayer or other
worship services.
Issue number one relates to the policy statement that states that under the 501(c)3 rental policy, the
usage may not be for prayer or other worship services. Concern has been raised that this statement
conflicts with ensuring all Elk River 501(c)3 groups have equal opportunity to utilize the facility.
Issue number two relates the lack of language on the level of usage by 501(c)3 groups. Concern has
been raised that 501(c)3 groups could have a large level of usage of these facilities, in some cases up to
seven days per week, for no rental fee. This would be in conflict to the intended use of these facilities
S:\PARKS & RECREATION\G-10-09 PRC Packet\Authotizadon to Adjust Facility SOlc3 Usage.doc
which is for usage by multiple groups including City recreation programs, private rentals, and Elk River
501(c)3 groups.
Other Information to Consider
An analysis of current uses by Elk River 501(c)3 groups indicated that most groups utilized these facilities
no more than four times per month. In most cases usage was less.
Staff Recommendations
1. The following policy language be removed:
The usage may not be for prayer or other worship services.
This action would promote equal usage by all types of loca1501(c)3 groups.
2. The following policy language be added:
Elk River 501(c)3 groups will be allowed up to four rentals per month under the
501(c)3 guidelines.
This action will promote a balanced use by all user groups in the future. Also, this parameter
accommodates current usage patterns while preventing unbalanced usage in the future.
Action Motion by Second by Vote
Follow Up
S:\PARKS & RECREATION\6-10-09 PRC Packet\Authorizadon to Adjust Facility SO1c3 Usage.doc