06.j Request to Waive Community Center Rental Fee Staff ReportStaff Report
Date of Meeting: December 20, 2022
For: Scandia City Council
From: Brenda Eklund, City Clerk
Subject: Request to Waive Community Center Rental Fees
Issue: The Rabbit & Cavy Breeders Anonymous Club (R&CBAC) has submitted a request to
waive the Community Center rental fees for two indoor American Rabbit Breeders shows at the
Scandia Community Center.
Background: A formal proposal by R&CBAC has been submitted to staff, in preparation of
hosting two indoor American Rabbit Breeders shows; one on January 28, 2023 and a second
show on March 18, 2023. In February 2022, the City Council waived the rental fee for a
R&CBAC show held on November 19, 2022. Staff found no issues with the condition of the
Center following this event, and the Club reported it as very successful.
Staff confirmed with the Washington County Department of Public Health that allowing these
events would not in any way create any potential health code violations.
Currently in the Community Center Reservation Policy, rental fees are waived for use of the
facility for the following purposes and/or to the following groups at no charge:
Meetings conducted or sponsored by the city or other units of local government (such as
Washington County, watershed districts, etc.)
Firemen’s Ball
Taco Daze community festival
All Scandia Marine Lion’s Club functions (in recognition of the in-kind services provided
and the contribution of the kitchen and equipment to the facility)
Senior Citizen’s Groups and Activities
4H Club, Boy /Girl Scout regular meetings, pinewood derby & Eagle Scout ceremonies
not requiring kitchen use)
Meetings of homeowner/ resident associations, special interest clubs (car club, horse and
carriage, pony club, etc.) and similar community groups (not requiring kitchen use or
serving alcohol)
While the R&CBAC is not listed, the objective of this show is to invite local 4H, FFA, local
organizations and individuals who are interested in raising rabbits to participate in this event.
While R&CBAC is not currently a non-profit organization, they have low participation fees and
are focused on educating children in 4H, FFA and similar organizations. Their entrance fees for
each event are set to cover their direct expenses. If the City were to collect a rental fee, this
expense would be passed on directly to the participants.
Staff recognizes the educational nature of this event, and has been assured by the applicant that it
is not the intent of R&CBAC to financially profit from these events. The purpose of this
organization falls into an acceptable category for waiving community center rental fees: 4H
Club, Boy /Girl Scout regular meetings, pinewood derby & Eagle Scout ceremonies (not
requiring kitchen use).
Options:
1. Approve waiving Community Center Rental fees for R&CBAC events planned for
January 28, 2023 and March 18, 2023.
2. Do not approve waiving Community Center Rental fees for R&CBAC events.
Staff Recommendation:
Option 1
Rabbit & Cavy Breeders Anonymous club JAN 3 1 2022
CITYOF SCANDIA
Rabbit & Cavy Breeders Anonymous Club (aka: R&CBAC) would like to
host a American Rabbit Breeders show in winter at the Scandia Community
Center. R&CBAC was born during the height of the covid outbreaks. While
most rabbit clubs gave up shows during the pandemic, our club researched
and worked with venues and government officials to host one of Minnesota's
largest rabbit/cavy show, no reported outbreaks of covid happened during our
shows. We follow guidelines set by CDC, state and local officials, including
hand sanitizers, masks etc.
We are also insured with: Auto Owners Insurance, thru the Ross Nesbit
Agencies, Inc. 5900 Rowland Rd. Minnetonka, MN 55343, our agent is
Bryan Stanley this company also insurers the Washington
County Fair. A copy or certificate of insurance can be furnished if and when a
date is established or you can contact the above.
The objective of this show will be to invite the local 4H, FFA, local
organizations and anyone interested in raising rabbits. The American Rabbit
Breeders Association has 50 recognized rabbit breeds, 13 cavies (guinea pig)
that are judged by the Standard of Perfection.
The show will depend on building rental rate and available dates.
Day Of Show
Exhibitors bring rabbits in a secured carrying cage that has a solid bottom
and has absorbent material in them. Each exhibitor will be told to place their
carriers on a tarp, they will put down to protect the community center floor. If
they don't bring one, the club will have extras people can use.
When exhibitors come to the show, they bring in the carriers and will place
them on the tarp. When their breed and class is called, they will then carry the
actual rabbit to the judging table, which will also have plastic underneath it.
The judging tables and equipment is all owned by the R&CBAC. Once their
rabbit is judged, the exhibitor has the choice of actually packing up and go
home, which leaves only those who need/or want to stay to the end of day for
Best in Show". Once that is done, those exhibitors pack up and leave, as the
club starts cleaning up the showroom, and packing up their equipment. What
we would need from the community center is: a few chairs for the
registration of exhibitors to the club, several trash cans, with additional bags,
also brooms and dust pans to clean up the floor, we would not mop the floor
unless directed by the maintenance person to direct us on how to do that,
location of outside dumpster, and location of additional toilet paper and paper
towels for the bathrooms.
For food we will try to partner with a local restaurant to supply lunch for the
exhibitors and judges to purchase.
We will need to be able to set up the night prior to the event.
If you need references, please contact Dorie Ostertag, Washington County
Fair Manager.
Thank you for considering us and look forward to working with you soon.
Sincerely
Jason Karwoski, President
Vernette Karwoski, Secretary
and residents for many years in Scandia