02-13-13 PRITEM 4-1
W
O
t�e F o
MINNESOTA
TO: Parks and Recreation Commission
FROM: Ross Demant, Parks and Recreation Manager
DATE: January 28, 2013
RE: Prairie Park Shelter Fees
Background:
In 2012, with the addition of the Prairie Park Splash Pad the Prairie Park Shelter saw an
significant increase in rentals and general public use. With this increase, the Parks and
Recreation Department devoted more of its resources to maintaining the shelter area.
Those resources include time spent cleaning the shelter, empting garbage, and increase
in garbage with the addition of garbage cans. Staff estimated that 2 hours per week
more in 2012 has been dedicated to maintaining in and around the splash pad and
shelter. Also with an increase in traffic at Prairie Park cleaning of the port -o -potties
needed to be increased from once a week to twice a week.
During this period, there were approximately 44 weekend days during the season that
could have been rented. Of those days, 40% were full day rentals by one group or
individual. Currently the Shelter Rental Policy has two time slots the shelter can be
rented 9AM-2PM and 3PM-8PM, the fee is $10 during the week and $20 on the
weekend. Staff met and discussed the possibilities of adjusting the times of the rentals
from the two time slots which both are 5 hours to 3 hour time slots with no assigned
time slots and leaving the rental fees the same. Changing the time slots from 5 hours
to 3 hours will help increase shelter revenues which will help offset the increase in City
resources. The change will also allow for more individuals and/or groups to rent the
shelter both during the week and on the weekends.
Shelter use broken down into years:
The bracketed numbers are how many times the shelter was rented that month during
the week. In 2011 the shelter was only available for rental Friday -Sunday.
Exhibits:
Policy 05.04 Park Shelter Reservation Policy
Prairie Park Shelter Fee Ordinance
Action Requested:
Staff is requesting that the Parks and Recreation Commission recommend the City
Council adopt the revised Park Shelter Reservation Policy and Fee Ordinance.
2
APRIL
3
5 (2)
MAY
6
11 (6)
JUNE
11
23 (10)
JULY
16
27 (7)
AUGUST
11
27 (11)
SEPTEMBER
4
14(l)
The bracketed numbers are how many times the shelter was rented that month during
the week. In 2011 the shelter was only available for rental Friday -Sunday.
Exhibits:
Policy 05.04 Park Shelter Reservation Policy
Prairie Park Shelter Fee Ordinance
Action Requested:
Staff is requesting that the Parks and Recreation Commission recommend the City
Council adopt the revised Park Shelter Reservation Policy and Fee Ordinance.
2
POLICY 05.04
PARK SHELTER RESERVATION POLICY
Section
05.04.01
Available Days and Times
05.04.02
Priority
05.04.03
Fees
05.04.04
Making Reservations
05.04.05
Rights and Responsibilities
05.04.06
Amendments
SECTION 05.04.01: AVAILABLE DAYS AND TIMES:
A. Reservations will be taken for weekdays, weekends and holidays.
B. Each day will have two time slots:
1. 9AM to 2PM
2. 3PM to 8PM Time slots will be 3 hours each and will not be set times.
C. It is acceptable for someone to reserve both time slots, consecutive time slots can
be reserved,.
SECTION 05.04.02: PRIORITY:
A. First priority will be given to City sponsored events and City sponsored events may
schedule the park as far in advance as the City Council or Parks and Recreation
Commission deems appropriate.
B. The first three weekends after Labor Day are reserved for the Otsego Festival until
their date is chosen.
C. All other users will be granted reservations on a first come first serve basis:
1. Reservations can be made up to one (1) year in advance for residents.
2. Non-residents can register after January 1St of the year of the reservation.
SECTION 05.04.03: FEES:
A. The Reservation Fee will be established within Section 2-4-2.13.12 of the City Code.
B. Cancellation within less than one (1) month of the reserved date will result in
forfeiture of the rental fee.
C. No refunds will be granted for inclement weather.
SECTION 05.04.04: MAKING RESERVATONS:
A. Permits may be made by returning an application to City Hall.
B. Applications can be obtained at or faxed by City Hall, or downloaded from the City's
website.
C. Complete applications must be received by noon of the Wednesday before use.
D. An application is not completed until payment has been received and the
application is signed.
E. Rentals are limited to one (1) per month by any individual or group and more
frequent rental by one (1) individual or group will be subject to City approval.
SECTION 05.04.05: RIGHTS AND RESPONSIBILITIES:
A. A permit entitles the holder to the exclusive use of the Prairie Park shelter for the
allotted time slot but it does not provide exclusive use of any of the ball fields or
other park equipment; Applicants should be aware that there are many users of the
park, and that they must share these facilities.
B. In order to enforce a reservation, the permit holder must have their copy of the
receipt in their possession; If there is a disagreement about the reservation, the
permit holder should contact the Wright County Sheriff's Department to resolve the
dispute.
C. The park shelter has capacity for approximately 30-40 people depending on table
arrangement; City staff is not responsible for arranging tables or moving tables to
accommodate larger groups, or for cleaning the park shelter before or after use.
D. The permit holder is responsible for cleanup of their garbage prior to leaving the
park.
E. Future reservations will be revoked for misuse of the facility by any member of the
group.
2
SECTION 05.04.06: 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.
3
ORDINANCE NO.: 2013 -XX
CITY OF OTSEGO
COUNTY OF WRIGHT, MINNESOTA
AN ORDINANCE AMENDING THE CITY CODE REGARDING RENTAL FEES FOR
PRAIRIE PARK SHELTER.
THE CITY COUNCIL OF THE CITY OF OTSEGO DOES HEREBY ORDAIN:
Section 1. Chapter 2-4-2.8.12 of the City Code is hereby amended to add the
following provisions:
13. Prairie Park Shelter Fee:
1. Week Days $10/3hr.
2. Weekend Days $20/3hr.
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 25th day of
February, 2013.
1
CITY OF OTSEGO
WA
Jessica L. Stockamp, Mayor
ATTEST:
Tami Loff, City Clerk
ITEM 4_2
IV
O
t�e F 0
MINNESOTA
TO: Parks and Recreation Commission
FROM: Ross Demant, Parks and Recreation Manager
DATE: January 28, 2013
RE: Zimmer and Frankfort Summer Field Usage
Background:
In 2011 and again in 2012 the City scheduled Zimmer Park for organized practices and
games. In 2012, Frankfort Park was used for organized practices and the City ran its t -
ball program out of Frankfort Park as well. During the 2012 season, City staff received
no negative feedback from neighbors of either park about the organized practices or
games.
With growth in new home construction since 1998, the addition of Otsego little League
and the start of new recreation programs there is a growing demand for field space that
cannot be accommodated at Prairie Park.
Exhibits:
A. 2011 & 2012 Field Scheduling Grid (1 sheet)
Conclusion
City staff is recommending that the Parks and Recreation Commission again allow the
scheduling of the neighborhood parks for practices.
Mr.r\ a
CITY OF OTSEGO
FIELDS 2011
7p RAYBA IRAYBA IRAYBA JRAYBA
Prairie 1
5:30p
Baseball
Otsego Rec
Baseball
Otsego Rec
RAYBA
RAYBA
RAYBA
RAYBA
7p
Baseball
Otsego Rec
Baseball
Otsego Rec
IRAYBA
RAYBA
RAYBA
Field available T & Th
until 6/14;
Otse o Rec assigned
field starting
6/14
Prairie 2
15:30p
Baseball
Otsego Rec
Baseball
Otsego Rec
7p
Baseball
Otsego Rec
Baseball
Otsego Rec
Field available T & Th
until 6/14;
Otsego Rec assigned
field starting
6/14
Prairie 3
5:30p
Baseball,
Baseball
Baseball
Baseball
7p
OLL
OLL
OLL IOLL
7p
Baseball
Baseball jBaseball
Baseball
Prairie 4 15:30p
Softball
Softball
Softball
Softball
7p
ISoftball
Softball
Softball
Softball
Zimmer
Pk
5:30p
Baseball
Baseball
Baseball
Softball
71)
Baseball
Baseball
Baseball
Softball
CITY OF OTSEGO FIELDS 2012
irie 1 5:30p RAYBA IRAYBA IRAYBA IRAYBA
E
7p RAYBA IRAYBA IRAYBA JRAYBA
Prairie 2 5:30p RAYBA IRAYBA IRAYBA JNWD
7p IRAYBA IRAYBA IRAYBA JNWD
Prairie 3
5:30p
RAYBA
RAYBA
RAYBA
RAYBA
7p
IRAYBA
RAYBA
RAYBA
RAYBA
Prairie 4
5:30p
NWD
N\VD
NWD
NWD
7p
NWD
NWD
NWD
NWD
Zimmer
Pk
5:30p
OLL
OLL JOLL
JOLL
7p
OLL
OLL
OLL IOLL