8.f)2) Park Shelter Reservation Policies Meeting Date: 2/17/2009
Agenda Item: �
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City Council Agenda Report
City of Scandia
14727 209`h St. North
Scandia, MN 55073 (65l) 433-2274
Action Requested: Discuss draft Park Shelter Reservation Policies and give direction for
next steps.
Deadline/ Timeline: N/A
Background: • Staff has recently had several inquiries concerning the rental or
reservation of the Warming House and the Hay Lake Picnic
Shelter. The City has policies governing the use of several other
facilities (the Community Center,ball fields and ice rink)but not
for those sites.
� The Scandia School PTO has asked to use the warming house as a
shelter for an upcoming"fun-run", and the Minnesota Cycling
Federation has asked to use it on two occasions for cycling time
trials. Both of these events would use the Community Center
parking lot and grounds to start their events and use the warming
house for restrooms and for shelter in case of rain. The policies
for use of the Community Center do not cover this type of use.
• Likewise, there are no policies in place that allow any group
exclusive use of the shelter,but we do get requests for similar
types of events and for parties or picnics.
• Staff drafted the attached policy based on those adopted last year
for reservation of the city's ball fields. The draft includes rental
fees for both the Warming House and Hay Lake Shelter, which are
different for residents and non-residents, for discussion purposes
only. Reservations would be approved by staff, except for large
groups (over 100) which would require City Council approval.
• The draft policy would exempt the Scandia Marine Lions from
fees, given their donation of the Shelter to the City. This would be
similar to the policy exempting the organization from paying
rental fees for the Community Center.
• The Park and Recreation Committee has recently been discussing
the need for a comprehensive, enforceable set of parks rules and
regulations. They will be recommending a draft ordinance for the
Council's consideration in March or April. As part of the rules
discussion, the Committee has identified the need for a
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02/09/09
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reservation/park pennit systein. The Committee has also
discussed issues that could be created by large goups or events in
the parks. The draft policy requiring Council approval for
reservations involving large groups was based on that discussion.
The Committee has not yet reviewed these draft policies.
Recommendation: I recommend that the City Council discuss the draft policy and give
staff direction for any changes or additions. The revised document
would then be forwarded to the Park and Recreation Committee for
their review and comments before bringing it back to the Council for
approval at a future meeting. This would allow better coordination
between the park rules proposal and the draft policies.
Attachments/ • Draft Park Reservation Policy -
Materials provided:
Contact(s):
Prepared by: Anne Hurlburt, Administrator
(park shelter policy)
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02/09/09
� o - Park Shelter
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SC��NDIA �
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Policy
14727 209'"Sr,•eet North Approyec�by City Council
Scandia,Minnesota 55073 (date�
(651)433-2274
Purpose—The City of Scandia owns and maintains facilitie�tl�at may be used by individaals and
organizations for outdoor recreation activities, specifically the Hay Lake Picnic Shelter(located at CR
3/Olinda Trail and Old Marine Trail) and the Warming House (located adjacent to the Community
Center, 14727 209`h St. N.) This policy will set forth the procedures for allocating and reserving use of
the facilities among the various users.
Reservation of the Hay Lake Picnic Shelter will entitle the user to exclusive use of the facility during
the rental period. Use of the facility shall o'therwise be first come, first served.
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During the skating season,use of the Warming,House shall be as governed by the Ice Facility
Reservation Policy. Outside of the skating season, use of the Warming House shall not conflict with
activities scheduled at the Community Center. ,
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Reservation procedures—Reservations will be tak�n by the City of Scandia, subject to the following:
• Community events (Taco Daze) and/or city-sponsored activities shall have priority over other uses.
• Reservation requests must be made in writing, on the attached form provided by the City.
• Reservations may be made up to one year in advance.
• Rental fees shall be payable at the time the reservation is made.
• Rental fees are fully refundable if a written cancellation is received at least 30 days in advance of
the reservation date.
• Damage and cleaning deposits, if required, shall be paid in cash prior to the reservation date.
• Users of the Warming House must obtain a key to the building during city office hours and return it
to the office on the next business day.
• The City reserves the right to cancel a reservation if conditions of the facility warrant or another
condition affecting the safety of users is present.
Large Groups—Reservations for large groups (over 100+participants) are subject to approval by the
City Council. The City may place additional conditions on such reservations to ensure the safety of
participants and the public. (For example, additional sanitary facilities or traffic control may be
required.)
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Rental Fees—The following rental fees shall apply:
Rental Fee Deposit
Resident Non-Resident All Renters
Hay Lake Picnic Shelter $25 $50 None
Warming House $100 $150 $100
In recognition of the current and historical monetary and in-kind contributions made to the
development and maintenance of these facilities, the Scandia Marine Lions will not be required to pay
a rental fee for use of these facilities.
Use of facilities—
• All groups or individuals using the facilities shall abide by posted rules and leave it in a reasonable
condition (trash and debris picked up, all equipment returned to the condition in whic$ it was
found), or the damage/cleaning deposit will be retained by the City and/or fizture reservations or
use may be denied.
• Any broken or missing equipment must be reported promptly to city staff.
• Facility use shall be subject to the ordinances governing all City Parks as they may be amended
from time to time.
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SC��TDIA
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14727 209`"Street No�-th
Scandia,Minnesota 55073
(651) 433-2274 www.ci.scandia.mn.us
Park Shelter Reservation Form -
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Location to be Reserved: Hay Lake Picnic Shelter , Warming House
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Time
Date to be Reserved: (to/from):
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Name: Phone:
Street Address: E-mail:
City/ State/�ip:
Descriptioi�of Use � �
(including approximate �
numl�er d�people):
Acknowledgement/ Signature;
I hereby acknowled�e receipt of a'copy of this reservation form and the Park Shelter Reservation Policy,and
accept the responsibilities listed therein. I understand that violation of the policy may result in withholding of
any required deposit aricllor tlie denial of future use of the facilities.
Si ature: Date:
Cit Re resentative Si ature: Date: