8.f)1) Draft Ball Field Reservation Policy Meeting Date: 1/15/2008
Agenda Item: � �'� �)
City Council Agenda Report
City of Scandia
14727 209�'St. North
Scandia, MN 55073 (651)433-2274
Action Requested: Consider new policy for reservation of ball fields.
Deadline/Timeline: N/A
Background: • Last season, some issues arose conceming scheduling of the city's
three ball fields(the Lighted field,the Children's T-Ball Field and
the"South"field located south of the Community Center.) There
was confusion over whether fields could be reserved,who has
priority, and who to contact. We had a request for an unusual use
(a wedding) at the lighted field. There is a need for a policy and
better coordination among the users.
� In October, a meeting was held with representatives of the youth
athletics organizations (Community Education and FLAA)that
use the fields, and draft policy was developed.
• A meeting was also held with the Scandia Softball Association
(men's fastpitch and women's teams)to get their input. We are
still working on updating the historic agreement regarding the
lighted ball field. However,it appea.rs that we do have agreement
among all the users that the city should adopt policies and
procedures for scheduling. The policy was revised to incorporate
input from the adult groups and again shared with all the users.
• The Pazk and Recreation Committee reviewed the draft policy at
their January 7,2008 meeting and have recommended approval.
• The draft policy includes a statement that groups using the lighted
ball field on a regular basis may be requested to pay a rental fee or
make in-kind contributions,to be determined by the City Council
prior to the start of the season ea.ch year. The Park and Rec
Committee and staff are not recommending a rental fee for the
2008 season but you may wish to do so in future years, depending
upon what costs are incurred what donations or in-kind
contributions a.re made by the various groups. No rental fees
would apply to the Scandia Softball Association(per the historic
agreement) or to groups using the T-Ball or South fields.
• The latest draft of the policy has been sent to the representatives of
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the user groups. If adopted, the policy would be communicated to
the users and made available on the city's website.
Recommendation: I recommend that the Council review the draft policy and give
direction regarding any changes you may like to make before adopting
the policy.
Attachments/ • Ball Field Reservation Policy(Draft,January 2008)
Materials provided:
Contact(s):
Prepared by: Anne Hurlburt, Administrator
(ball Seld reservation policy)
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Policy
14727 209�h Street North Draft January 2008
Scandia,Minnesota SS073 �
(6S1)433-2274
Purpos�The City of Scandia's three ball field(the Lighted Ball Field,the Children's T-Ba11 Field
and the"South"field located south of the Community Center)provide locations for organized games
and informal recreation opportunities for Scandia residents. This policy will set forth the procedures
for allocating and reserving use of the fields among the various users.
Adult Athletic Groups—Adult groups(the Scandia Softball Association,consisting of inen's
fastpitch softball and the women's team)have priority for use of the Lighted Ba11 Field. Tuesday and
Thursday evenings after 6:00 p.m. are reserved for exclusive use by these groups.
Youth Athletic Groups—Youth athletics organizahons(Community Education and FLAA)work
together to schedule and coordinate their use of�the City f eids and the other fields available in Scandia.
During the youth season(from May 1 to July 4 of each year)these groups will have next priority for
scheduling, after the adult grb�ps�, Yo,uth organizatiQns shall provide their schedule to the City of
Scandia by May 1 of each year. er that date,reservations will be accept�for any open dates
during the season. The Lighted Ba1�Field may be reserved on Monday and Wednesday evenings for
regulaz games. The Lighted,Field v,�ill be�eserved on�riday evenings for make-up games. Youth
organizadons shall notify the city�not�later-t1Zart Novn�on Thursdays if the Friday make-up games aze
scheduled. If no games are scheduled,the field will be open for use by others.
Rental Fees—In recognition of the current and historical monetary and in-kind contributions made to
the development and maintenance of the�Lighted Ba11 Field,the Scandia Softball Association will not
be required to pay a rental fee for use o�that facility. Other groups using the Lighted Ball Field on a
regulaz basis may be requested to pay a rental fee or make in-kind contributions,to be determined by
the City Council prior to the start of the season each year. There will be no rental fee for the T-Ball or
South fields.
Reservation procedures—Reservations will be taken by the City of Scandia, subject to the following:
• Community events (Taco Daze) and/or city-sponsored acdvities shall have priority over other uses.
• Reservations may be made by Scandia residents only.
• Reservation requests must be made in writing, on the attached form provided by the City.
• Reservations will be taken in two-hour blocks of time.
• Parks close at 10:00 p.m.
• Users of the Lighted Ball Field 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 field warrant or another
condition affecting the safety of users is present.
• Use for activities other than ball games is subject to individual review, and may require approval
by the City Council. Depending upon the activity, a damage deposit or rental fee may apply.
Schedule posted on web site—The schedule for all three ball fields will be posted on the city web site
(www.ci.scandia.mn.us.)
Use of facilities—All groups or individuals using the ball fields 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 future reservations or use may be denied. Any broken or missing equipment must be
reported promptly to city staff.
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14727 209�h Sts-eet North
Scandia,Minnesota SS073
(651)933-2274
Ball Field Reservation Form
Field to be Reserved: Lighted Ball Field T-Ball Field South Field
Date to be Reserved: Time(to/from)
Name: Phone:
Street Address: E-mail:
�;
City/State/Zip:
Description of
Use: ,
Acknowledgement/Signature:
I hereby aclaiowledge receipt of a copy of this reservation form and the Ball Field Reservation Policy,and
accept the responsibilities listed therein. I understand that violation of the policy may result in the denial of
future use of the facilities.
Signature: Date:
Ci R resentative Si ature: Date: