ITEM 6.1 Prairie Center PolicyCITY OF
Ot e 0
MINNESOTA Og
Request for
City Council Action
DEPARTMENT INFORMATION
ORGINATING DEPARTMENT: REQUFSTOR: MEETING DATE:
Parks and Recreation Parks and Recreation Manager 25 November 2013
Demant
City Planner Licht
PRESENTER(s) REVIEWED BY: ITEM 4:
Parks and Recreation Manager City Administrator Johnson, 6.1 — Prairie Center Policy
Dernant
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council approve the changes to the Prairie Center Reservation Policy and
rental fees.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No. I No.
BALI GROUND /J USTI F ICATI ON:
The City Council reviewed proposed changes to the Prairie Center Reservation Policy at their
meeting on 25 November 2013. The proposed amendments to the reservation policy had been
drafted by City staff and recom mended by the Parks and Recreation Commission in regards to
expanded use of Prairie Center upon completion of the current remodeling project. The
revised policy would:
Better defines Otsego resident status eligible to be considered a priority user.
Details the hours that Prairie Center can be reserved and defines the minimum and
maximurn days in advance that a person can make a reservation.
H Revises the policy regarding serving alcohol to require a caterer for any group of more
than 100 people.
Prohibits use of tobacco in and around Prairie Center.
States potential consequences as a result of violations of facility rules.
Incorporates changes to the indemnification provisions consistent with State laws.
The City Council discussed in detail the provision of the policy allowing non-profit organizations
use of Prairie Center one evening per month in consideration of service to the City. Concern
was raised that the existing policy language provided for too broad of use of Prairie Center not
enough direction that the community service performed must have a correlated financial
benefit to the City. Based on the discussion at the 25 November 2013 City Council meeting, the
language for Section 05.05.05. D of the policy has been revised to clarify that:
H The allowed use of Prairie Center is limited to one room.
X The date for use of Prairie Center is to be ar)r)roved bv the Parks and Recreation
manager so as not to conflict with any other paid reservation or City function.
9 Allows the City Council to approve use of Prairie Center for a reduced or no rental fee.
0 The reduction or waiver of the rental fee is to be for in-kind community services
equivalent to the City for the amount of the rental fee or other costs that may have
been incurred by the City.
0 The community service work must be performed in advance of the use of Prairie
Center for the reduced or waived rental fees.
Parks and Recreation Manager Demant has outlined the following examples of projects that
City staff anticipates would qualify for a reduction or waiver from the rental fees for use of
Prairie Center under this policy and all exemptions are to be subject to City Council approval:
K Special event assistance including set-up, working during the event and clean-up.
N Park improvement projects (separate from Pride in Our Parks) such as:
o Mulch
o Wood chipping playgrounds
o Trail improvements
o Ballfield improvements
o Park beatification projects
X Recreation services including administering approved recreation programs (Otsego/
Rogers Youth Baseball/ Otsego Little League/ TRA / Scouts)
SUPPORTING DOCUMENTS: X ATTACHED L] NONE
A. Draft Prairie Center Reservation Policy
B. Fee Comparison
C. Resolution 2013-65
D. Ordinance 2013-17
MOTION: (Please word motion as you would like it to appear in the m1nutes.)
Motion to amend Resolution No.: 2013-65 Reservation Policy for Prairie Center and to approve
Ordinance No.: 2013-17 Amending the City Code Regarding Rental Fees for Prairie Center.
BUDGET INFORMATION
FUNDING: I BUDGETED. YES
N/A
ACTION TAKEN
XNO
El APPROVED AS REQUESTED L1 DENIED Cl TABLED Ll OTHER (List changes)
COMMENTS,
POLICY 05,06
PRAIRIE CENTER RESERVATION POLICY
Section
05.05.01
Purpose
05.05.02
Available Days, Times and Rooms
05.05.03
Priority
05.05-04
Fees
05.05.06
Making Reservations
05.05.06
Rights and Responsibilities
05.05.07
Indemnification and Waiver
05.05.08
Amendments
SECTION 05.05.01: PURPOSE: It is the purpose of this policy to establish
guidelines for the use of Prairie Center and related facilities:
A. The City seeks to provide equal access and opportunity to use Prairie Center for
community and recreation activities and achieve maximum use the facility by the
public.
B. The City will prioritize use of Prairie Center for organizations and groups that may
desire the use of these facilities for the benefit of the community and specifically
those individuals, businesses, organizations, clubs and groups within the City of
Otsego and of whose membership is eighty-five (85) percent or more Ots%Loo
rp. q i ri P. n fio,
C. The City reserves the right to designate the availability of Prairie Center or portions
thereof for scheduled activities based on, but not limited to, demand for use of the
facility by the public at large, City and City sponsored events, compatibility of
activities within the facility, maintenance needs or safety purposes.
SECTION 05.05.02: AVAILABLE DAYS, TIMES AND ROOMS:
A. Reservations will be taken for weekdays, weekends and holidays as determined by
the Parks and Recreation Manager.
B. Rooms within Prairie Center available for rental are:
(;n1innil rhn
1W11 %.01 I%A ef&,,Assembly Room:
a. Entire Room.
3=6 mem
=1WMW= F 0
C. Tile Sideon1
ti nj g)_p
R=ly
v.
2. Conference Rooms 11. QF A2 )1 m on
a. Conference Room 1.
b. Conference Room 2.
C. Conference Room 3.
d. Conference Room 4.
3. Lit he
C. Hours.
1. Standard facility hours for Prairie Center reservations shall be:
a. No events shall start before 6:00A1.
b. Events occurringonSunday through Thursday shall end by 10-.00PM
with all persons having left the premises by 11:00 PM.
C. Events occurring on Friday and Saturday shall end by 12:00 Midni ht
d
with all persons having left the premises by 1:00 AM.
2. Reservations scheduled outside of those hours established by this Section
may be approved at the discretion of the Parks and Recreation Manager and
may include additional fees.
SECTION 05-05,03: PRIORITY: Use of Prairie Center will be assigned at the
discretion of the Parks and Recreation Department based on the following priorities;
A. First priority will be given to any City meetings, events and activities.
Activities sponsored by other supported government agencies supported by taxes
paid by Otsego property owners.
C. Non-profit (501 3C) civic and religious organizations located within the City of
Otsego.
D. Otsego residents defined as the adult resident, their immediate children,
grandchildren and/or grandparents.
E. Businesses located within the City of Otsego.
F%O"w I w Y v I .I I I ..se rvaton n _cz
F. All other users will be scheduled on a first come first serve lh::mict with re "CIIIIIII IC7
M din 1 1 n fn cz iv (R) mn nf h Q in a riva n re.
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G. In the event that a City meeting, event or activity is scheduled that conflicts with an
already scheduled event by a lower priority user, the City shall make all efforts to
reschedule the lower priority user's event to an acceptable date as near as possible
to the original date of the event. If the event cannot be rescheduled to an
acceptable alternative date, the City shall refund all fees paid by the user as set
forth in Section 05.05.04 of this Policy.
SECTION 05.05.04: FEES:
A. The Reservation Fee will be established within Section 2-4-2 of the City Code.
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50
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C, B. The City may charge additional fees for a security officer to be present, unusual or
extra -ordinary services or facilities as determined by the Parks and Recreation
Manager.
C. Cancellation within one (1) month of the reserved date will result in forfeiture of the
rental fee.
E- D. No refunds will be granted for inclement weather.
SECTION 05.05.05: MAKING RESERVATIONS:
A. Reservations may be made by returning an application to the Parks and Recreation
I
Department or City Hall won G I MIN nr 11 8 t9% 3-f I OW Ina-th I PI F
a
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B. Applications can be obtained at City Hall, Prairie Center or downloaded from the,
Parks and Recreation page on the City's website.
C. Complete applications must be received not more than one hundred twenty
=(=1 2 0)
days or 'm a minimuof fourteen (14) days prior to the schedule date of the
reservation. and an application is not completed until payment has been received
and the application is signed.
D. Non-profit (501 3C) civic and religious organizations located within the City of
Otsego,_ upon submission of Minnesota Tax Exempt dorm ST -3 or sT-1 may
reserve use of one (1) room at Prairie Center f. rw% tr ow Inv e ( 11in � to n f
/=%., V I . per month occurring
on a weeknight approved at the discretion of the Parks and Recreation Manager
for a reduced or no fee as specified by Section 2-4-2 of the City Code and after
donation of te..,n ( in-kind community service hours. to the City by the group or
organization thon � n�lpndpr 110= nmiddonn nornrnI inihi e o fn tha ni
LI III I %A W%A 1 7*_F 1 1 %A 1.4 1 Y %.,%A I V I %., V I %A I I IZI W %AN NILY '_ %-.1 q6 %of 161 1 %--P %-PPr Ity-in a
form approved by the City Council at least equivalent to the rental fee or other costs
that would be incurred by the City that are off -set by the community service.
E. Scheduling of reoccurring events at Prairie Center by any individual or group not
affiliated with the City shall be subject to approval by the City Council.
SECTION 06.06.06: RIGHTS AND RESPONSIBILITIES:
A. Rental Agreement. The rental agreement entities the holder to the exclusive use of
the designated room within Prairie Center for the allotted time slot subject to the
following:
1. The rental time specified on the agreement includes set-up and take down
and access to Prairie Center will be restricted to those specific times
2. No equipment or supplies may be stored at Prairie Center outside of the
rental time specified by the agreement.
3. Any rubbish that cannot be stored within the trash receptacles provided must
be removed from the premises at the end of the rental period.
4. The rental agreement shall not be transferred, assigned or sublet to another
r)erson or entity,
B. Responsible Individual:
1. The individual signing the rental agreement shall be deemed the responsible
individual and hi=161 inintiv neihh=---fG a
I 1%.itl%A J%.,II RV 1 ....F_and.- uste C Is if P r %:1.4 IF ii a Cr i8v Ini t EBr r i In
r_0mf0nR_W0fh fha rontpl por
a e, %W It I tie I%.PFI L..A, eernenf shall be held responsible, and jointly
responsible with the entity or individual actually renting the facility, for
comDliance with all terms and conditions of the rental acireement and this
-•0
2. The responsible individual must be eighteen (I 8) -years of a or older.
32. The responsible individual must be present at Prairie Center during the
entire rental period.
C. General Requirements:
Fire and safety regulations, including compliance with posted room
occupancy limits, shall be observed at all times.
2. City furniture and equipment shall not be moved unless specifically approved
by the Parks and Recreation Manager and stated on the rental agreement,
and then only by or under the direct supervision of City staff.
3. There shall be no marking or applying of materials to the walls, ceilings or
floors of Prairie Center including prohibiting the use of heavy duty tape,
staples, nails or other fasteners, except as approved by City staff.
4. The consumption of alcohol at Prairie Center shall be allowed provided that
it is specifically identified in the rental agreement and the activity complies
with the following:
a. No person under twenty-one (21) years of age may consume any
alcoholic beverage.
b. No person aged twenty-one (21) years or older shall provide an
alcoholic beverage to an individual that is under twenty-one (21)
years of age.
C. The City, at its discretion, may allow consumption of alcohol within
Prairie Center at activities or events for which the facility is rented for
events with attendance under one hundred (1 00) -persons - provided
that alcohol is not being sold and that proof of liability insurance
acceptable to the City that includes the City as an a named insured in
the minimum amount of five hundred thousand dollars ($500,000.00)
is submitted and that the consumption of alcohol meets any other
conditions of this policy or as required by the City.
d. Consumption of alcohol for events with attendance of one hundred
(100) persons or more and Tthe sale and consumption of alcohol at
Prairie Center at activities or events for which the facility is rented
shall be permitted only if the service is provided by a caterer
approved by the city and licensed pursuant to Minnesota Statutes
340A.404, Subd. 12 as may be amended) and who carried dram
shop insurance in the minimum amount of one million dollars
($1 000,000.00) under which the City is named as an additional
insured.
e. Any individual or entity renting any portion of Prairie Center where
alcohol will be sold or consumed must first agree to and sign a waiver
in a form approved by the City Attorney to hold the City harmless from
9
A
claims arising from such rental and to defend and indemnify the City
from all costs incurred as a result of such claims to the extent
PtLaitted by law.
f. For all events that alcoholic beverages are to be served, a security
officer, imi a %e %er ti in ow t lhe q 1% A, %P.4 It 01 If it a%. t ie int QW cd 1%Q_F t i9f F imi I Red scheduled by the Parks
and RecreationNfi.a,,n.agarDepartmentI will be required to be in
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attendance for the entire duration of the event with all costs
associated with provision of such security to be paid by the holder of
the rental agreement and specified therein.
5. Smoking of any tobacco product or e -cigarette and the use of oral tobacco
products or "spit" tobacco is prohibited within Prairie Center and
WhQnhl Of)) f4AAf nfAn�j .. JQV+A= d
16 W W %-# I I % Y W I 1.7 %.#.- X % %.0 r 1 o r- e in ft. rMa n1i n%.f eo it. th er f %A.4 r%,.0 44y a n d upon t h e entire
premises.
6. Food shall be limited to items prepared off-site and brought ready to be
served; Professional caterers shall be licensed and approved by the CiW
=,=.at
its discretion. toprovidefood service at Prairie Center.
7. Retail sales or admission fees associated with an event or activity at Prairie
Center shall be allowed only if approved by the Parks and Recreation
Manager and specified in the rental agreement.
8. Vehicles shall be parked only in designated parking areas and are not
allowed in designated no parking zones or on trails, turf, pathways, or
infields.
9. Prairie Center users are responsible for wiping all tables and removing all
trash from the building.
Damage:
Users of Prairie Center pursuant the rental agreement shall leave the facility
and premises in the condition in which it was at the start of the rental period.
2. The individual or organization to which Prairie Center is rented shall be
responsible for all costs associated with extra -ordinary cleaning of the facility
or premises following the rental period and/or the repair of any damages to
the facility or premises that occur during the rental period. Any and all
extra -ordinary cleaning needs or damage shall be documented by
photographs to be taken by City staff.
3. The costs incurred by the City will be charged to nq fil
.e as
seG'
W %A I I LY 1 16%�F the responsible individualnnrl nnrd hn1dor lq�vq= ho
164 1 1 %A %.0 6A I %A I I W 1 %W4 %.01 1 17AA W W jVW
W W I I LA 1 0 1�0 %. I I *_F %0 1 W %A I %. %O%A 1 %.4 W I I I I I %.f%*F I
GOOGte4; If the City is unable in nhnrao thim ruind't c!=d inn file or receive
no
thm
payment iR %a%R1&ma,+ fe.r.n.q. aG G %89 nr t 46PA Ph -9 1 6801 tR OF t hi 119 ---F- TiRaRGe Don�rfm
%-#Isq#, then the
City may pursue any means available to it to collect the amount due and
owing.
E. Compliance. Prairie Center users shall at all times comply with any and all
applicable State Laws, County Ordinances and City Codes and Policies and further:
■ No activity, conduct or display defined as obscene by Minnesota Statutes
section 617.241 shall be allowed on City property.
2. No activity, conduct or display defined as an adult use by the City Code shall
be allowed on City property.
3. Parks and Recreation De a-dment staff or a Deputy of the Wright County
Sheriff's office may as a result of a violation:
a. Order the immediate removal from the premises of any offender.
b� Order immediate removal of alcohol from the premises.
C. Revoke the rental agreement immediately and order -.all -persons. from
the nremises.
4. A violation under this Section ray result in the loss of the rental fee and
damage deposit (plus additional charges for damages in excess of the
deposit) and denial of future use of Prairie Center.
SECTION 05.05.07: INDEMNIFICATION AND WAIVER:
A. Use of Prairie Center by individuals, organizations and entities and their
I
Aff" ejr%k Pnd finnt tho ritu nf nficzor%G_
participants o1 wV n1
ni Y W1
p1zhAll nat h&-imphle-for nmil ak
%.1%01 ILI I1W% 11W 11 %_4 RI.F I IWI %"I IY *60116AII [I)
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rl a m n n cl n rn n n 0 " %1%.R %.# %.# IV %.# I E. %.F %.4 V %.4 1 % 1,601 V %.41 1 IW -%7r
I anotien, or causes eWFfL-a'KGV+%6491n uthnfizmainar f^ P pPrf.irfflpPn+
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f hanpizdw cilia fn tho nerdirsence nr fnillim fn nnt nf tho ritu nf C)fczono,
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n n nonfinrl w0th 1 1
I%oRWL%,V YY 11A 1 %,4
inmnInvinim gents, mtFarfeFs and-vell infee -a lit M or
%W L I I V I. W I I ILT�r I 1 16 %.% W 16 1 %A I I L% -F %A L W I
of Prniriim r-entef is undertaken at the sole risk of those individuals organizations,
entities and --partic[pants. The City of Otsego, it employees, officers, agents,
contractors and volunteers shall not be liable for any_claim, demand, injury,
damage, action, or causes of action of whatever nature related to damage to any
Darticipant, individual, organization or entity or their property arising from use of the
o
Prairie Center, to the extent permitted by Law.
B. Pnrf6n*nnnfc: -eunressiv fnrever ea e and HOGG"FOA f1463 COW 9f CUSP n tq
omninvoiac: nnanf_Q nnnfr_gmfnrc_anr1 unilintesam fro 0 NJ d I IL. L.4 I
%op %^,%jh,'%wP %of I I %Wq V %wF 1 %w4 1 116 %-F %0 1 1 1 ..rn -a n. y %QF %A, c% ; IhI .til ai 11 Ar "I
1V1;1 Ing cir"MoiQ
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T17j_VrI m
Aws " I I I %.Jr) Wd I of r- -causes o, Ifacti0in .A., hatsoeve; Users, individuals,,,
or ani zations and entities utilizing the facilities shall prior to a.nv use agree in
writing in a form approved by the City to waive any and all claims, hold harmless,
defend and fully demn , officers, agent-
- ini ify the City, it employees contractors and S
from an and all claims related to use of the facilityjo the extent permitted bv law.
C. The City of Otsego shall not be responsible for loss of personal property by
individuals or groups using Prairie Center pursuant to a rental agreement.
SECTION 05.05.08: AMENDMENTS:
A. The City Council may amend this policy at any time; Modifications of the policy
shall be effective on the date said modifications are approved by City council
resolution.
B. The policy will be reviewed periodically by City staff, the Parks and Recreation
Commission and/or City Council; The City Clerk will keep on file comments and
complaints received regarding this policy; Any review will consider comments and
complaints since the last review and any other factors affecting the policy or its
implementation.
Ik t
Siq !e n
R es ent,'-,,
Council Chamber
St. Micheal
$20/hr Res. $30/hr NonRes.
Carpet Side
Tile Side
Room
$5/111.
$12,50/hr
$10/fir
-Sniall
La rge Roo ni
$ 15/11 r
$22.50/hr
$20/hr
Conference Room n1 (FIr lace)
N/A
$20/hr Res. $30/fir NonRes.
Conference Room H2 (Northeast) A
Rogers
Center
$15/hr Res. $20/hr Non es.
Conference Room 43 (Small)
NIA
$ 25/h r-
-$125/day
$150/day •
$30/hr-
$150/day
$40/hr-
$200/day
-Activity
Community Room
$10/hr Res. $15, hr NonRes,
Grove
-Maple
Meeting Room
$25/hr
$30/h r
Plymouth Creek
Center
Meeting Room
$30/his
$50/hr
F A:
URR,NTr f
S
Council Chamber
$30/hr Res. $SO/hr Non s,
$20/hr Res. $30/hr NonRes.
Carpet Side
Tile Side
$30/hr Res. $50/hr` Non Res,
$20/hr Res. $30/hr NonRes.
Entire Area
$60/hr Res. $1'hr Non s.
$35/'hr Res. $50/fir NonRes.
Conference Room IN (Southwest)
$3(/hr Res. $5 /hr NonRes.
$20/fir Res. $30/hr Nod Res.
Conference Room n1 (FIr lace)
N/A
$20/hr Res. $30/fir NonRes.
Conference Room H2 (Northeast) A
N/A
$15/hr Res. $20/hr Non es.
Conference Room 43 (Small)
NIA
$10/ter` Res. $15/hr Non es.
Kitchen Ren al
N/A
$10/hr Res. $15, hr NonRes,
RESOLUTION NO.: 2013 - 65
CITY OF OTSEGO
COUNTY OF WRIGHT, MINNESOTA
A RESOLUTION ADPOPTING A RESERVATION POLICY FOR PRAIRIE CENTER.
WHEREAS, the City of Otsego intends to make available for public use the
facilities at Prairie Center; and,
WHEREAS, the City staff has drafted an update Prairie Center Reservation
Policy to direct the reservation and use of the facility attached hereto; and,
WHEREAS, the Parks and Recreation Commission on 14 November 2013
reviewed the Prairie Center Reservation Policy and voted 6-1 to recommend it's
approval.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Otsego
that the Prairie Center Reservation Policy is hereby adopted and shall be in full force
and effect.
MOTION BY:
SECOND BY:
ALL IN FAVOR:
THOSE OPPOSED:
ADOPTED by the City Council of the City of Otsego this 9th day of
December, 2013.
CITY OF OTSEGO
Jessica L. Stockamp, Mayor
ATTEST:
Tami Loff, City Clerk
ORDINANCE NO.: 2013-17
CITY OF OTSEGO
COUNTY OF WRIGHT, MINNESOTA
AN ORDINANCE AMENDING THE CITY CODE To ESTABLISH CHARGES FOR
RENTAL of PRAIRIE CENTER.
THE CITY COUNCIL OF THE CITY OF OTSEGO DOES HEREBY ORDAIN:
Section 1. Chapter 2-4-2.13.13 of the city Coe is hereby emended to read as
followers:
13. Prairie center:
a. Assembly Room
1. Entire roomy
(a) Resident:
(b) Non -Resident:
2. carpet side only:
(a) Resident:
(b) Nora -Resident:
3. Tile side only:
(a) Resident:
(b) Non -Resident:
b. conference Room l Fire lace :
I. Resident:
. Non -Resident:
I
$35.00/hr.
$50.00/hr.
$20.00/hr.
$30.00/hr.
$20.00/hr.
$30.001hr.
$20.00/hr.
$30.00/hr.
C. Conference Room 2 (Northeast):
1 Resident: $15.00/hr.
2. Non -Resident: $20.00/hr.
d. Conference Room 3 (Small ).&
1. Resident: $1 0.001hr.
2. Non -Resident: $15.00/hr.
e. Conference Room 4 (Southwest):
1. Resident.- $20.00/hr.
2. Non -Resident: $30.00/hr.
f. Kitchen:
1. Resident: $10.00 hr.
2. Non -Resident.- $15.00/hr.
9. The City may charge additional fees for a security officer to be
present or unusual or extra -ordinary services or facilities as
determined by the Parks and Recreation Manager.
Section 2. This Ordinance shall become effective immediately upon its passage
and publication.
MOTION BY:
SECOND BY:
ALL IN FAVOR:
THOSE OPPOSED:
ADOPTED by the City Council of the City of Otsego this 9th day of
December, 2013.
0)
CITY OF OTSEGO
Jessica L. Stkr, Mayor
►TTEST:
Tei Lff, City Clerk