Minutes - Parks and Recreation Commission - 04/10/1997

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Motion carded. Voting Yes: Chair Cook, Commissioners Johns, Asfahl, LaMere, Ostrum, Rolfe, and Skinner. Voting No: None. Absent: Commissioner Droegemueller. COMMISSION BUSINESS: Case #1: Tournament and Reservation Policy Mr. Boos stated distributed copies of the tournament and facility use reservation policy for review by Commission members. The policy has worked well in the past for the few tournaments held. A major change to the policy is to shorten the window for reservation of athletic fields by various athletic associations. Them is an existing policy of reservation of athletic fields on a first-come, first- serve basis. The proposed change would reflect what is actually occurring with athletic fields reservations. Fees for reservation of facilities are set by Council. Currently, there is a $150.00 per field per event/tournament for those that actually generate money. Priority of use (page 1 of 6) and use of motor vehicles on the property were also reviewed. Mr. Boos requested Commission members review and offer any additional input on the current policy in the near future so that an updated copy of the policy can be generated and distributed at the May, 1997, Commission meeting. Chairperson Cook inquired about the need and significance of the small use fee. Mr. Boos responded them are operation costs which can include but are not limited tO utility bills (i.e. heat in the winter, air conditioning in the summer). The rate of City staff'to conduct services such as dragging of fields is 2.75 times that person's hourly wage. Mr. Boos added most groups using the facilities have been relatively self-supporting when dragging or field lining is needed. Commissioner Ostrum suggested striking number four on page 6 which refers to refunding of deposits. Mr. Boos questioned whether refunding of deposits is necessary given time constraints (last minute) of some cancellations. He suggested striking of this may be in conflict with other wording in the policy. Instead, it was discussed utilizing "damage deposit." Mr. Boos clarified liability insurance, located on page 3, letter E. Commissioner Ostrum commented it might be appropriate to require a deposit for holding of the facility with the deposit being refundable only if a cancellation occurs within a certain time before the event. Case #2: 1997 Regular Commission Meetings at Park Location Mr. Boos talked about previous Commission meetings held at area parks during the summer and fall months. He added these meetings have gleaned important input from patrons of the parks. As well, Commission members were afforded opportunities to view and discuss each park. Based on general consensus, it was decided Commission meetings would be conducted at locations as follows: May 8, 1997: Central Park; June 12, 1997: Northfork at 162nd Lane; July 10, 1997: Park and Recreation Commission/April 10, 1997 Page 2 of 6