9.d) Park Shelter Reservation Policy Meeting Date: 3/17/2009
Agenda Item: �� ��
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City Council Agenda Report
City of Scandia
14727 209`h St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Consider adopting Park Shelter Reservation Policies.
Deadline/ Timeline: N/A
Background: • At the February 17 meeting, the Council referred draft policies for
the reservation of the Hay Lake picnic shelter, and for the
warming house outside of the skating season to the Park and
Recreation Committee for their review and comment.
• The Committee has recommended approval off the draft policy,
with one change: the addition of a$100 deposit for reservation of
the Hay Lake Picnic Shelter. The Committee felt that a deposit
was needed as an incentive to clean up after use of the shelter.
• The policies were drafted because of recent 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.
Recommendation: I recommend that the City Council consider adopting the policy as
recommended by the Park and Recreation Committee.
Attachments/ • Draft Pazk Reservation Policy
Materials provided:
Contact(s):
Prepared by: Anne Hurlburt, Administrator
(park shelter policy2)
Page 1 of 1
03/03/09
6 0 - � Park Shelter
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Policy
14727 209`"Street North Approy�d by City Council
Scandia,Minnesota 55073 (date)
(651)433-2274
Purpose—The City of Scandia owns and maintains facilities that may be used by individuals and
organizations for outdoor recreation activities, specifically the Hay Lake Picnic She�ter(located at CR
3/Olinda Trail and Old Marine Trail) and the Warming House (located adjacent to th�Community
Center, 14727 209th St. N.) This policy will set fortli�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 otherwise be first come, first served.
During the skating season,use of the Warming;Hou'se shall be as goverrYed by the Ice Facility
Reservation Policy. Outside of the skating seasbn, 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 t�e 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.
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• Rental fees are fully'refundable if a written cancellation is received at least 30 days in advance of
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the reservation date.
• Damage and cleaning deposits, if required, shall be paid in cash prior to the reservation date.
• Users of the Warming Hou�e must obtain a key to the building during city office hours and return it
to the office on the next busiriess day.
• The City reserve�the right�to cancel a reservation if conditions of the facility warrant or another
condition affectirig the safety of users is present.
Large Groups—Reser`vations 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 (plus applicable sales tax) shall apply:
Rental Fee Deposit
Resident Non-Resident All Renters
Hay Lake Picnic Shelter $25 $50 �e�e 100
Wanning House $100 $150 $100
In recognition of the current and historical inonetary 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 which it was
found), or the damage/cleaning deposit will be retained by the City and/or future 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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SCANDIA
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14727 209`�'St�-eet North
Scandia,Minnesota 55073
(651) 433-2274 www.ci.scandia.mn.us
Park Shelter Reservation Form
Location to be Reserved: Hay Lake Picnic Shelter Warming House
Time
Date to be Reserved: (to/from):
Name: � Phone:
Street Address: /` ��. E-mail:
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City/ State/Zip: `� \`
Description of Use ' j
(including approximate
number of people): --_
Acknowledgement/ Signature:
I hereby acknowledge 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 cieposit and/or the denial of future use of the facilities.
Si ature: Date:
City Representative Signature: Date:
Rental fee: Date fee paid:
Sales tax: Deposit amount:
Total: Date paid: