Agenda - Council Work Session - 05/23/2023

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CC Work Session Meeting Date: 05/23/2023 Information Title: City Policy Review: Policy to Preserve Leisure and Quality of Experience For Park Patrons 2.4. Purpose/Background: In 2022, the City Council expressed a desire to review City Policies in an effort to update them as needed and to provide transparency to the residents on policies that impact the public. The purpose of this discussion is two -fold: 1) update the City Council regarding the policy project and 2) seek feedback from the City Council regarding a draft Parks and Recreation policy: Policy to Preserve Leisure and Quality of Experience For Park Patrons. Policy Project The City Council requested City Staff to organize and centralize City policies. Staff have been working on this effort, and many policies have been transferred to one central location on the shared network accessible by all staff. Previously, many departments held pertinent policies on their department's network drive where access was limited to employees within that department. Finalized policies will be stored as per the Records Retention Schedule on the City's document imaging system (Laserfiche). All public -facing finalized policies will be posted on the City's website within the applicable location and accessible through the search feature. Examples of the website views are attached. In an effort to keep track of current and past policies, a formal naming format will be used. For example: 0452.001.V 1.Name (Parks & Rec)(Policy #1)(Version #1)(Name) Draft Policy to Preserve Leisure and Quality of Experience For Park Patrons The City began programming concerts at The Draw (amphitheater and adjoining areas) beginning in 2010. In the following years the numbers of people gathered at the amphitheater continued to grow for these Thursday evening events. As the numbers of patrons grew, differing interests saw this crowd as a 'captive audience' for their benefit, and began approaching patrons handing out flyers, coupons for businesses, with others also asking if they could set up table(s) to advertise and sell wares. At this same time, the Ramsey Foundation (in close association with the Park & Recreation Commission) was offering single entity sponsorships each week to raise money to pay for the performances. Business interests and occasionally persons campaigning for political office continued to 'show up' and mingle with the people at the park and patrons seated in the amphitheater with some more aggressive sales representatives literally stepping over people and weaving through the seating areas handing out swag, flyers and paper advertising. This activity was clearly at odds with the intent of the concerts as a social gathering, and place where residents could be free from distraction and being sold something and also perceived as an annoyance by some park patrons. In 2014, it was determined that a policy to limit or regulate sales and solicitation at the concerts was needed to maintain the quality of experience for patrons at these events. In that the Foundation and Park & Recreation Commission collaborated and reserved the park primarily for the purpose of leisure and fun —a policy as described was developed such that it could be communicated to people 'showing up' or requesting to sell things, that this was not permitted at the Thursday evening concerts. (It may be noted that there are many opportunities in the city where sales and advertising are permitted or encouraged, including at the Elmcrest Art Fair and Happy Days to mention two.)