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HomeMy WebLinkAbout4.D.1. Athletic Facility Allocation Police-Res. No. 7265 CITY OF SHAKOPEE MEMORANDUM S To: Mayor and City Council Mark McNeill, City Administrator From: Jamie Polley, Director of Parks, Recreation & Natural Resources Sherry Dvorak, Recreation Supervisor Date: December 18, 2012 Subject: Athletic Facility Allocation Policy, Resolution No.7265 ACTION SOUGHT The City Council is asked to adopt Resolution No. 7265, A Resolution of the City of Shakopee, Minnesota, Establishing a Policy for the Allocation of Athletic Facilities. INTRODUCTION The City Council is asked to review the Athletic Facility Allocation Policy as recommended by the PRAB (See Attachment 1). BACKGROUND Currently there is no formal written policy governing facility usage or priority usage of outdoor facilities or gymnasiums. With the increased participation in all city - affiliated association as well as an increase in the number of requests for facilities, a written policy is needed and requested by Counselor Clay. Staff reviewed several other communities as well as looking at our past practices in drafting this policy. The policy needs to determine the category of user, the priority of each user, seasons of play, as well as determining an adequate and fair amount of play time per week. Category of Users In order to receive facilities at no charge or at Priority Usage rates, users need to fit into one of two categories. 1. Organizations must be a city - affiliated association in good standing. The association requesting facilities must have a signed agreement with the City and be following the requirements set forth in the agreement. 2. Organizations must be a Shakopee Civic Group. "Shakopee" is defined as located or based in Shakopee. "Civic" is defined as City of Shakopee groups that are City recognized service groups (i.e. Lions /Lioness Club, Rotary Club, Jaycees, Girls Scouts, Boy Scouts, 4 -H). All other organizations requesting facilities would be required to pay rental, usage or tournament fees according to the fee schedule. Priorities In order to determine which organization gets priority of facilities, a listing of priority users was developed. This list is very similar to the Shakopee Parks and Recreation Facility Usage Policy. It also is dependent on the Joint Powers Agreement between the City and the School District and Shakopee Area Catholic Education Center. Primary Seasons The primary seasons for all sports with the exception of volleyball are based on the dates used by Minnesota State High School League for extra - curricular activities. These seasons have been used in our current scheduling process. Many of the associations have programs that overlap seasons or are even year round. Determining a primary season for each sport allows us the opportunity to provide proportionate space to all associations. Standards: The City strives to offer 2 sessions per team per week. This will be set as our standard of use for the City - affiliated associations. These standards represent the maximum uses per week that the City would allocate to any association, provided that facilities are available to accommodate their request. There is no guarantee that the number of facilities will increase equally to match the increase in participant numbers in any sport. RELATIONSHIP TO VISION B. Positively manage the challenges and opportunities presented by growth, development and change. REQUESTED ACTION If the City Council concurs, offer Resolution No. 7265, A Resolution of the City of Shakopee, Minnesota, Establishing a Policy for the Allocation of Athletic Facilities. RESOLUTION NO. 7265 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, ESTABLISHING A POLICY FOR THE ALLOCATION OF ATHLETIC FACILITIES WHEREAS, The Park and Recreation Advisory Board recommends adopting a policy for the allocation of athletic facilities; and WHEREAS, the City Council desires to set forth the policies, standards and a philosophy for allocating athletic facility space for the Parks, Recreation and Natural Resources Department. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the Athletic Facility Allocation Policy, dated December 18, 2012, attached hereto and made a part hereof, is hereby adopted. Adopted in adj. regular session of the City Council of the City of Shakopee, Minnesota, held this day of , 2012. Mayor of the City of Shakopee Attest: City Clerk Attachment 1 Athletic Facility Allocation Policy December 18, 2012 PURPOSE AND INTENT The City receives more requests for use of athletic facilities that we can accommodate. The purpose of this policy is to clarify how the Parks, Recreation and Natural Resources Department allocates the city -owned athletic facilities. It is also intended to set guidelines for facility use of School District athletic facilities that City - affiliated associations use for their programs. Organizations requesting permits to offer on -going programs on a non - rental fee basis (service fees may be charged when needed) must be grouped according to one of the following groups: 1. Organizations must be a City - affiliated association in good standing. 2. Organizations must be a Shakopee, civic group. "Shakopee" is defined as located or based in Shakopee. "Civic" is defined as City of Shakopee groups that are City recognized service groups (i.e. Lions /Lioness Club, Rotary Club, Jaycees, Girls Scouts, Boy Scouts, 4 -H). PRIORITIES: Organizations that meet the above stated guidelines that are requesting permits for single use or to offer ongoing programs will be granted the opportunity based on the following priority levels: Priority I: City Programs - This may include, but is not limited to seasonal recreation programs, lessons, special events and meetings. Priority II: School District #720 - In accordance with the Joint Powers Agreement, the City of Shakopee and Shakopee School District #720, the School District shall not be charged rental fees for use of city facilities covered under the agreement. Ice rental fees are not included as part of the agreement. Priority III: City Affiliated Associations - youth and adult scheduling activities during their prime season. Rental fees will be waived except for fundraising events, special services or where additional City /School District services are needed. Priority IV: Shakopee Area Catholic Education Center (SACEC) — In accordance with the Joint Use Agreement, the City of Shakopee and SACEC, SACEC shall not be charged rental fees for use of city athletic facilities only covered under the agreement. Ice rental fees are not included as part of the agreement. Priority V: City Affiliated Associations - youth and adult scheduling activities other than in their prime season. Rental fees will be waived except for fundraising events, special services or where additional City /School District services are needed. Priority VI: Shakopee civic groups who use the facilities to raise money for the benefit of the entire community. Applicable rental/ tournament fees and guidelines apply. Pertains to City athletic facilities only. Other requests for space will be processed based on the priority levels below. These requests are for city athletic facilities only and will be charged the facility rental rates as set forth in the City's current fee schedule. Priority VII: Business, individuals and neighborhood groups located in Shakopee. Applicable tournament/rental fees and guidelines will apply. Priority VIII: Private schools and churches located in Shakopee. Applicable tournament/rental fees and guidelines will apply. Priority IX: Non - profit youth teams or organization from other communities. Applicable tournament/rental fees and guidelines apply. Priority X: Non - profit adult teams or organizations from other communities. Applicable tournament/rental fees and guidelines apply. Primary Seasons: The following primary seasons have been set as to serve as a guideline for priority usage throughout the year: Baseball & Softball: May 1 - July 30 Soccer: May 1 — October 15 Football: August 1 — November 1 Basketball: November 1 - March 15 Volleyball: September 1 — March 15 Lacrosse: May1 -July 30 Tennis: May 15 — July 30 Wrestling: November 1 — March 15 Outdoor Rinks: December 20 - February 15 Standards: The City strives to offer 2 sessions per team per week. This will be set as our standard of use for the City - affiliated associations. These standards represent the maximum uses per week that the City would allocate to any association, provided that facilities are available to accommodate their request. There is no guarantee that the number of facilities will increase equally to match the increase in participant numbers in any sport. Shakopee Ice Arena is not included with these standard uses. Their standards of use are based on the Ice Rental Policy. Administrative Procedures: • Fees will be subject to change each year depending on the actual cost to provide the services requested. Associations will be notified of fee changes approximately 6 months in advance of any change. • Facility space will be allocated based on the greatest use for the space. (i.e. Volleyball will be given a gym that can accommodate 3 courts vs. 2) • If two or more organizations are at the same priority level, then the City will allocate space based on the number of participants involved. See Appendix A- Gym /Field Allocation Explanation. • Facility space requests during non -prime seasons must submit a use request form a minimum of 2 weeks prior to the date requested. Requests will be accommodated as facility space is available. • Once the facility schedules are set, all associations are required to submit specific facility needs to the Parks, Recreation and Natural Resources Department two weeks prior to use. (i.e. Basket heights, scoreboards, chairs, field requirements, etc.) • Any organization which fails to provide for and follow the guidelines set forth above or provides false information on a permit application is subject to revocation of its permit at the discretion of the Director of Parks, Recreation and Natural Resources. • No organization would be allowed to sublease facilities without City approval. The City would not authorize subleasing for profit, or for programs that compete with City programs. APPENDIX A Gym /Field Allocation Explanation GYM ALLOCATION - EXAMPLES Our goal is to distribute the allotted gyms we get from the district as best and evenly as we can. We divide the gym space based on number of participants, not the number of user groups. Based on numbers from each group we have the following to use: Volleyball: 70 participants Girls Basketball: 156 Boys Basketball: 306 (this number does not include the 1 and 2n grade program held in April) Based on these numbers the following percentages were made: 15% of gyms to VB 30 % of gyms to GBB 55 % of gyms to BBB We have a breakdown of each week. It does show the total number of gym hours available and how many each user group is receiving compared to what they desired to have. For example: Week of January 5 School Name Hours Available = 80 GBB = 28.5 hours (need 24) Eagle Creek 9 BBB = 42 hours (need 44) HS Main 0 VB = 12 hours (need 9.5) HS Auxiliary 2 Middle School #1 9 Middle School #2 9 Jr. High 15 Pearson 9 Red Oak 9 Sun Path 9 Sweeney 9 Getting each user groups desired number of gym hours is made more difficult as each association grows and as each school has priority of their own facility space for their own programs & special events. On some weeks we lose the ability to schedule some gyms due to PTA, music concerts and other functions.