ITEM 3.8 Praire Center Rental policy11411
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Request for
City Council Action
DEPARTMENT INFORMATION
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ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE:
Parks and Recreation Ross Demant, Parks and February 24, 2014
Recreation Manager
PRESENTER(s) REVIEWED BY: ITEM #:
Consent Agenda Lori Johnson, City Administrator 3.8
AGENDA ITEM DETAILS
RECOMMENDATION:
Staff recommends the approval of the following groups and corresponding volunteer projects for free or
reduced rates at Prairie Center.
ARE YOU SEEKING APPROVAL OF A CONTRACT?IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
At the December 9th, 2013 City Council meeting, the Council approved the Prairie Center Reservation
Policy and Rental Fees. Included in the policy, is a section that addresses non-profit civic or religious
groups using one room within Prairie Center once a month for meetings for free or reduced rates, that
section states:
Non-profit (501 3C) civic and religious organizations located within the City of Otsego, upon submission
of Minnesota Tax Exempt Form ST -3 or ST -17, may reserve use of one (1) room at Prairie Center 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 in-kind community
service hours to the City by the group or organization 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.
The total cost for each these groups to rent one room for one hour per month would be $240 per year.
The following groups have worked with the City in the past and have indicated their intention on
working with the City in the future at City sponsored events and would like to have meeting space at
Prairie Center.
• Three Rivers Soccer Association (TRSA)
• Rogers/ Otsego Youth Baseball
• Cub Scouts
• Boy Scouts
• Otsego Little League
• Elk River Area Special Olympics
• Otsego Lion's Club
Staff recommends valuing each volunteer hour at $10, which is the average cost if a seasonal employee
were to complete the same work. Each group would then be required to volunteer a total of 24 hours
per year to cover the cost of room rental. The following list is examples of what each group will have
the ability to volunteer for.
• Three "main" events (Santa Day, Easter Day, Pumpkin Patch)
• Otsego Prairie Festival
• Safety Camp
• All park beautification projects and associated work will be reviewed by parks and
recreation staff prior to the project starting to ensure the quality meets department
standards. Examples of projects include:
o Mulching trees
o Spreading woodchips in the playgrounds
o Assisting with the installation of pitching mounds and base anchors
• Sport camps (i.e. volunteering to assist the instructors during a camp)
Staff will work with each group and track their volunteer hours throughout the year. If a group or
organization does not fulfill their volunteer obligation, they will be required to pay the balance.
SUPPORTING DOCUMENTS: ATTACHED X NONE
MOTION: (Please word motion as you would like it to appear in the minutes.)
Motion to approve the above mentioned groups and corresponding volunteer projects for free or
reduced fees at Prairie Center for the 2014 calendar year.
BUDGET INFORMATION
FUNDING: I BUDGETED: X YES
N/A
ACTION TAKEN
Rej
❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes)
COMMENTS: