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HomeMy WebLinkAbout12.B. Parks and Recreation Facility Usage Policy-Res. No. 6948 /;),8. CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Jamie Polley, Parks, Recreation and Natural Resources Director j Meeting Date: October 6, 2009 Subject: Parks and Recreation Facility Usage Policy - Resolution No. 6948 INTRODUCTION The City Council is asked to review and approve the proposed facility use policy for city parks and recreation facilities. BACKGROUND The Parks and Recreation Department currently rents a number of recreational facilities including indoor and outdoor spaces to groups or organizations for meetings or special events. To date the recreation facilities have not been rented to groups or organizations that provide the same services as the City Parks and Recreation Department. The facilities have also not been rented to groups or organizations that charge a fee or make a profit off of the program unless the event is contracted through the City. In such cases the City receives a percentage of the revenue. Currently there are a number of events and activities that require the organization renting the facility to provide proof of insurance. Although the city facilities have not typically been rented to other recreational organizations or for- profit groups and organizations there have been a few inquiries and at this time the city does not have a policy regarding these types of rentals. Staff brought this concern to the PRAB on July 27,2009 for a discussion as to who should the City allow to rent the facilities and should other recreational organizations be allowed to rent the facilities, duplicating the Parks and Recreation Departments programs. The PRAB felt that the City should not rent out the City's recreational facilities to outside recreational organizations however they did feel other recreational organizations may want to collaborate on a program with the Parks and Recreation Department. In addition the PRAB felt that the City could rent the facilities to for-profit organizations at a higher rate than a normal meeting rate. The PRAB directed staff to develop a facility use policy and bring it back to the PRAB at a future meeting for discussion. DISCUSSION The PRAB approved the proposed Parks and Recreation Facilities Usage Policy (Attachment A) to the City Council upon review by the City Attorney on September 28, 2009. The City Attorney reviewed the policy on October 1, 2009. The Parks and Recreation Department had a facility use policy on file in which City staff has been adhering to concerning facility rentals. Staff updated the policy to include items 7 & 8 addressing other recreational organizations and for- profit groups and organizations. Information regarding liability, cancellations, and payment has also been added to the policy. This policy will serve as the facility use policy for all parks and recreation facilities with the exception of park shelters, Huber Park, and the Ice Arena. Each facility.has their own facility request form which allows the renter to insert the use, specific area they are seeking rental of and equipment or set up needs. Each facility request form will have an area for the renter to initial indicating that they have read and understand the requirements in the parks and recreation facility usage policy. CITY VISION A. Active and Healthy Community ACTION REQUESTED The City Council, if concur, offer Resolution No. 6948 A Resolution Adopting a Parks and Recreation Facility Usage Policy for the City Of Shakopee, and move its adoption. RESOLUTION NO. 6948 A RESOLUTION ADOPTING A PARKS AND RECREATION FACILITY USAGE POLICY FOR THE CITY OF SHAKOPEE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the attached Parks and Recreation Facility Usage Policy for the City of Shakopee i~ hereby adopted, effective October 6, 2009. BE IT FURTHER RESOLVED, that all Resolutions in conflict with this resolution are hereby repealed and terminated effective October 6,2009. Adopted in adjourned regular session of the City of Shakopee, Minnesota held this 6th day of October, 2009. Mayorof the City of Shakopee ATTEST: City Clerk Attachment A SHAKOPEE PARKS AND RECREATION FACILITY USAGE POLICY Groups or individuals interested in reserving or renting the Shakopee Parks and Recreation facilities may do so by calling the Shakopee Parks and Recreation office at 233-9500. Reservations should be made 30 days in advance. In some cases, individuals and groups may be assessed a facility usage fee and/or staff charges. This policy does not pertain to park shelters, Huber Park or Ice Rental Fees. Fees are assessed according to the following criteria: 1. Parks and Recreation programs and activities shall have fIrst priority in using the City's parks and recreation facilities. These programs shall not be charged a rental fee. 2. Youth and adult programs and program collaboration partners that have a direct affiliation with the Parks and Recreation Department will receive second priority usage and free gym/meeting room/practice/game time and space. Meeting/practice/game/gym space must be scheduled at least 48 hours in advance. 3. In accordance to the joint powers agreement with the City of Shakopee, the Shakopee School District #720 shall not be charged rental fees for use of the City's parks and recreation facilities covered under the agreement. The School District will be given priority usage of City facilities after Parks and Recreation programs and City affiliated groups. 4. Local organizations that are classifIed as: youth serving organizations, civic and service organizations, fraternal organizations, government entities in Scott County, religious groups for non-worship activities and local political caucuses, may use the City's parks and recreation meeting rooms or youth building for a rental fee as stated in the current City fee schedule. (Boy Scouts and Girls Scouts are allowed usage of the Youth Building at no charge). 5. Individuals, religious organization worship, private agencies, businesses, companies and vendors, who reside within the City of Shako pee, may rent the City's parks and recreation facilities for the rate indicated in City's current fee schedule. . 6. Individuals, religious organization worship, private agencies, businesses, companies and vendors, who reside outside the City of Shako pee, may rent the City's parks and recreation facilities for the rate indicated in City's current fee schedule. 7. Individuals, private agencies, businesses, companies and vendors that are for-profIt groups or organizations may rent the City facilities for the rate indicated in City's current fee schedule. A minimum rental of2 hours is required. 8. Groups or organizations offering recreational activities will NOT be allowed to rent City facilities due to a duplication or potential duplication of services. Recreation organizations are encouraged to contact the Parks, Recreation & Natural Resources Department for possible collaboration. Equipment Rental: VCR/DVD and/ Coffee Maker is permitted w/ rental Cleanup charges will be assessed to groups rate indicated in City's current fee schedule (Applies to groups who bring in food and or have an activity that requires more than ordinary set up and or clean up) Security and Police Officers (Apply to any group) asked to provide security and or police officers for certain activities. Events in which high attendance is expected, when an unusual amount of money is exchanged, or it valuable property will be used or featured are examples of such activities. Facility Request Forms All facility requests must be made in writing no less than 30 days prior to the event. Facility request forms are available at the Shakopee Community Center, on the City of Shakopee's website or may be mailed or faxed to you. The individual signing the request form is responsible for all fees assessed for the event. Facility Permit/Contracts A facility use permit will be mailed, emailed or faxed to you confirming your event. Please review the permit carefully for accuracy. A signed copy of the permit must be returned prior to your event. Facility users may not transfer their Permit privileges to others. Payment The customer agrees to pay the City of Shako pee the total sum of any facility rental. The total sum must be paid in full with the facility request form. Inclement Weather In the event of inclement weather (causing the Community Center to close for indoor rentals), the customer will not be responsible for their assigned hours and will be given the opportunity to reschedule. Community Center Management will make every effort to notify the contact person. Cancellation Of Time The customer has the right to cancel any scheduled rental providing that the cancellation is received by the City of Shakopee at least 72 hours in advance of the scheduled time. If the above conditions are not met, the customer will be responsible for the assigned scheduled hours. It is understood that the City of Shakopee reserves the right: 1.) To cancel this Agreement for any default by the customer in the terms of this agreement and to reschedule the dates and/or times of permitted use of the facilities. Agreement may be canceled due to rule violations or other problems at the discretion of management. 2.) In the event of mechanical failure of any parks and recreation facility equipment, the City of Shako pee shall make reasonable efforts to notify the customer as soon as possible. However, the failure to do so shall not impose liability on the City of Shakopee, its agents or officers. Liability In consideration of the rental of areas in the Community Center and/or of other City Parks and Recreation facilities, the customer for itself, and for its members hereby voluntarily assumes all risks of accident of damage to its property and to the person and property of said members and hereby releases the City of Shakopee, its officers and employees from every claim, liability of demand of any kind for/or on account of any personal injury or damage of any kind sustained by it or its members in connection with the use, or proposed use of the Community Center or other City Parks and Recreation facility and that the undersigned shall hold the City of Shakopee, its agents or employees harmless from any losses, damages, claims or judgments arising out of its use of the Community Center or other City Parks and Recreation facility. The customer will be responsible for checking usage areas after the customer's organization has utilized the Community Center or other City Parks and Recreation facility. City staff will then check these areas. The customer will be fully responsible for any damages that have been found to be caused by the customer's party. *The Customer hereby agrees that it and its members using the facilities of the City of Shakopee will abide by all rules and regulations from time to time in effect governing the use thereof. Insurance The City of Shakopee reserves the right to require a certificate of insurance or other city permit and/or license.