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HomeMy WebLinkAbout08-167 CITY OF LAKEVILLE RESOLUTION NO. os -167 RESOLUTION ESTABLISHING RULES AND RENTAL FEES FOR USE OF CITY SHELTERS /BUILDINGS WHEREAS, the City has a need to establish a rules and rental fees schedule for use of .City parks, facilities, buildings and school fields which are scheduled by the Lakeville Parks and Recreation Department; NOW, .THEREFORE, BE IT RESOLVED by the City Council of the City of Lakeville, Minnesota that the following policy of the City as set forth below shall be adopted: I. SHELTER /BUILDING RENTAL A. The following fees have been established for open shelter rental: • Resident -Private 50.00 per day • Nonresident -Private 75.00 per day • Lakeville Business Up to 100 people 100.00 per day 101 to 200 people 125..00 per day Over 200 (300 maximum) 150.00 per day • Non-Lakeville Business Up to 100 people 175.00 per day 101 to 200 people 225.00 per day Over 200 (300 maximum) 275.00 per day B. The following fees have been established for rental of enclosed shelters including meeting .rooms at North Park, Foxborough Park, Parkview Park, Prairie Lake, Valley Lake and Ritter Farm Park Ed Mako Environmental Learning Center. • Resident -Private 65.00 per day • Nonresident -Private 90.00 per day • Lakeville Business 90.00 per day • Non-Lakeville Business 140.00 per day C. In addition to the rental fee a $150.00 security charge will be required of all groups. The. facility will be inspected immediately. after the event and provided there are no damages, the security charge will be processed and refunded within 30 days. Any damages incurred to City park property while under reserving party's supervision shall be paid for by the reserving party. D. Reservation of these rooms will be limited to groups of 40 persons or less at Foxborough Park, North Park, Prairie Lake, Valley Lake and. Parkview Park, 30 persons or less at Ritter Farm Park Environmental Learning Center. Specific guidelines for rental of Ritter Farm Park Environmental Learning Center are identified in "EXHIBIT C." E. Groups of 15 or more that are interested in using North Park's Land of Amazement (LOA) are required to request a permit. F. Churches within Lakeville or in communities which border the City of Lakeville and whose membership consists primarily of Lakeville residents will be considered "Resident-Private" groups. A reservation and fee of $25.00 for use of the beachfront at Lakeville beaches is required for baptisms. G. Officially sponsored events conducted by Independent School District #194, Parkview Elementary, North Trail Elementary, RAAA, LAA, Lakeville non- - profit civic organizations, Lakeville non-profit youth organizations, and City ofi Lakeville employee organizations are fee and security charge exempt for shelter and building rentals. H. To verify your reservation, please have your customer-copy of the facility contract with you the day of your event.. Some reservations may not be posted on the shelter due to the time the reservation was made. I. Picnic shelters are available on a first come, first serve basis on Memorial Day, Fourth of July and Labor Day. J. Amplifiers or P.A. Systems may only_ be used in City of Lakeville parks with authorization granted by the Parks and Recreation Director. K. Individuals or groups (i.e. teams, clubs, schools) requesting a park reservation for private events not associated with official sponsored events of the .associations, school district, etc. are subject to rental fees. L. Groups of 15 or more are required to make a reservation for use of any park. M. Non-profit groups located outside of Lakeville but serving the Lakeville area will be considered Resident-Private for establishment of fees and will pay a $150.00 security charge. N. Parks and park :facilities classified as "Neighborhood Parks" can be reserved for picnics, etc. by their respective neighborhood groups at no charge. O. When possible, a park ranger will meet with the group when they arrive, occasionally check on them during their.. stay, and inspect for damage before they leave. The group supervisor is responsible for making sure the reserved area is cleaned. Resolution Establishing. Rules and Rental Fees. Page #3 P. A group requesting use of a facility must be under the supervision of a competent adult (age 18 or over) throughout the duration of the rental. Q. Telephones are available in the buildings for emergency use only at Aronson, Foxborough, Parkview, Prairie Lake and North Park shelter buildings and at Ritter Farm -Park ELC. In case of an emergency, please dial 9-991. R. Set-up of a portable shelter/tent that exceeds a 12' x 12' surface area at a park site will require permission of the Parks and Recreation Director. 11. RESERVATION PERIOD A. Requests for a reservation can be made up to one year in advance of event date. III. RESERVATION AGREEMENTS A. Following a reservation request, a contract will be sent to the applicant. The group sponsor will also be required to sign a Facility Usage Release and .Indemnification Agreement. The Parks and Recreation office must receive rental contract, fees and security charge by the date indicated on the rental contract. A reservation will then be confirmed. An insurance certificate, where applicable, is due a minimum of two weeks prior to the scheduled event. B. Groups wishing to reserve space in certain parks shall abide by the. attached rules and regulations (EXHIBITS A, B & C.) A written contract including a Facility Usage .Release and .Indemnification Agreement shall be executed between the sponsor and the City setting forth the terms for the use of the park. The person reserving the facility or an authorized representative of the group shall sign this contract. The attached rules and regulations are identified as "EXHIBIT B". IV. REFUND POLICY A. The refund policy for canceled reservations shall be: Cancellation 30 days in advance - $10.00 cancellation fee Cancellation 29-14 days in advance - 50% of rental fee Cancellation 13-0 days in advance - No refunds B. Refunds due to inclement weather on the day of the event will not be given. For this reason, when making a reservation, the group should consider the size of the reserved shelter in relation to the size of the group. V. KEY CHECK-OUT POLICY A. The person requesting the key must have a reservation to use the facility. B. There will be a $20.00 security charge per key for each key checked out. C. If the key is returned to .Lakeville Parks and Recreation in seven (7) days or less, the security charge will be refunded upon receipt of the key. If the key is returned in more than seven (7) days, the .security charge will be deposited and will be reimbursed by check approximately two to three weeks after return of the key. The maximum length of time a key may be checked out is four (4} months. If a key is not returned within four months, key holder forfeits the deposit. D. Key holders returning keys after the designated due date may be ineligible to check out keys in the future. VI. EQUIPMENT. RENTALS A. Lakeville residents may rent picnic tables from the Parks and Recreation Department. A fee of $5.00 per picnic table will be charged, along with a $150.00 security charge. VII. CAMPING A camping fee for designated areas and parking lots is required along with a special permit issued at the discretion of the Parks and Recreation Director. Only camping which is .associated with special events, such as softball tournaments, Pan-O-Prog, etc., will be considered. Camping is allowed at RFP for Lakeville Boy Scouts and Girl Scouts with a reservation only. Prior to the first camping experience, the permit holder is responsible for contacting the .Lakeville Maintenance Department at 952-985-2720 to set up a day and time prior to camping, for instructions on where to set up tents, etc. If a Lakeville troop has camped at RFP in the past, it is not necessary to call Park Maintenance. • Antlers Park: (8:00 PM to 9:00 AM) 20.00 per. night • Aronson Park: (6:00 PM to 9:00 AM) 20.00 per night • North Park: (6:00 PM to 9:00 AM) 20.00 per night • King Park: (6:00 PM to 9:00 AM) 20.00 per night VIII. RENTAL OF MISCELLANEOUS PARK EQUIPMENT OR FACILITIES Miscellaneous Park equipment and facilities may be rented at the discretion of the Parks and Recreation Director, who will set the appropriate fee. Resolution Establishing Rules and Rental Fees Page #5 DATED this 1st day of December, 2008. CI~Y~OF LAKEVI LE H Dahl, a r ATTEST: ,4~'` ~ Charlene Friedges, City ~ erk f EXHIBIT "A" RULES AND REGULATIONS FOR SOFTBALL AND BASEBALL TOURNAMENTS 1. The Lakeville Park Maintenance Department will provide normal Friday field maintenance. All field markings and additional maintenance will be the responsibility of the sponsoring team. (Normal maintenance includes grass cutting, infield dragging and outfield line painting, as required.) 2. The sponsoring team will be responsible for traffic and parking control. Only vehicles used for maintenance for the athletic tournament will be allowed on turf areas. All other vehicles will be restricted to parking areas. No cars may be parked around the concession/community center area. Use of pathways by motorized vehicles should be only for the transportation of supplies to and from the building. 3. Sponsors of State, Regional and National tournaments which are held at Aronson Park, Quigley-Sime Park, North Park and King Park may request special permission to charge fees at their tournaments, which may be granted by the Parks & Recreation Department. Requests to charge fees must be made a minimum of eight (8) weeks prior to the tournament date. Residents who wish to enter said tournament sites for reasons other than tournament activities shall not be charged a fee. 4. Supervision and Permit Possession: The host/sponsor will be responsible for having an on-site supervisor who is a competent adult, age 18 or older. This person will have the facility permit in their possession and will be responsible for informing his/her tournament members of arrangements and park rules. 5. The sponsoring team or organization will be responsible for trash pick up at the end of Friday's, Saturday's and Sunday's games. Sponsoring teams or organizations reserving Aronson Park will be responsible for placement of all full trash barrels along the east side of the shelter building both Saturday and Sunday. The sponsoring team or organization will be responsible for placement of full trash bags into dumpster at the end of each tournament day. Failure to comply with this rule on a daily basis may be cause for loss or reduction of security deposit. 6. The tournament sponsor must make sure bases are. put back in Aronson Park's northeast storage room at the end of each day. 7. Grilling is not allowed at any .indoor park facilities. At Aronson Park grills may be placed outside the concession area on the east side of the shelter building. Protective measures .must be implemented to prevent grease drippings on park trails, concrete or turf areas. Groups must properly dispose of grease, charcoal and ash. 8. All park amenities such as picnic tables, playground equipment, fire grates and bleachers must remain in their present locations. The moving of any property will require additional permission. 9. Appropriate building keys must be signed out from the Parks. and Recreation Department at the Lakeville City Hall the last business day before the tournament and .returned no later than three (3) days following the tournament. A $20.00 charge is required for each key. 10. IT IS UNLAWFUL FOR ANY. PERSON TO POSSESS OR CONSUME INTOXICATING BEVERAGES, WITH THE EXCEPTION OF BEER, ON ANY PARK PROPERTY. GLASS CONTAINERS OF ANY TYPE ARE ILLEGAL! TOURNAMENT SPONSORS ARE RESPONSIBLE FOR MAKING SURE THIS RULE IS ENFORCED. 11. During approved adult softball tournaments at Aronson Park in which Lakeville Lions Club is authorized to conduct beer sales, tournament participants and spectators are not permitted to bring beer into Aronson Parka Each tournament sponsor is required to clearly state on all publicity forms that beer may not be brought into the park. The Lakeville Police Department will be responsible for enforcing this rule. EXHIBIT"A" (continued) RULES AND REGULATIONS FOR USE OF BUILDINGS AT ARONSON PARK, NORTH PARK, FOXBOROUGH PARK, PRAIRIE LAKE, VALLEY LAKE: AND PARKVIEW PARK 1. Arrangements for entering the building can be made with the Parks and .Recreation Department prior to the. day of the event. A key to the building must be signed out the last working day before the reservation and returned no later than three (3) days after the reserved date. A $20.00 deposit for each key will be required. 2. Kitchen (where applicable) should be left completely cleaned: • Floors washed. Cupboards all cleaned • Counters all washed Walls cleaned • Stove completely cleaned inside and out The sponsoring organization will be responsible for cleaning up all trash and placing full trash bags into dumpster following the rental period. 3. Bathroom area: • Floors, sinks and urinals should be cleaned • All trash removed from bathroom must be put into the dumpster provided 4. Community room: Vacuum floor 5. No group may reserve the facility for regularly scheduled meetings or classes unless authorized by the Parks and Recreation Director. ALCOHOL AND TOBACCO PRODUCTS ARE PROHIBITED WITHIN THE BUILDINGS AT NORTH PARK, FOXBOROUGH PARK, PARKVIEW PARK AND RITTER FARM PARK ED MAKO ELC. BEFORE LEAVING: • Check to see that all running water is shut off • Make sure all lights and electrical appliances are turned off • Make sure all doors and windows are securely locked (Please note that the outside restroom doors at North Park remain open daily from May through September) • Inspect area around building for litter and other debris; dispose of properly Violation of City ordinance by a member of a group using a City park shall result in immediate expulsion of the entire group. (City Code 7-1-4-7) EXHIBIT "B" RULES AND REGULATIONS FOR USE OF CITY. PARKS 1. Rental groups are to use only those areas designated for group picnics. Facilities such as softball fields, horseshoe pits and volleyball courts are available unless already being used by the general public or for scheduled league play. 2 Rental groups will be responsible for cleanup of trash and debris in areas reserved for their activity. 3. Amenities such as picnic tables, benches and other park property must remain in their present location. The moving of any property will require additional permission. 4. A group supervisor will be responsible for controlling all members of said rental group. Any violations to City ..ordinances will result in .automatic cancellation of the rental group contract and the group will. be asked to leave City property. 5. All motor vehicles will be parked in designated parking areas. 6. If an event is being catered, the following guidelines apply. 1) All catering vehicles must remain in designated parking lot. 2) Vehicles may not access picnic shelters using paved trails. 3) Equipment must be carried or .otherwise. transported to the reserved shelter. 4) All grills will be self-contained (drip proof). 5) When catering a reservation at Antlers Park, Shelter A, a key needs to be picked up for the gate to access the gated service area. There will be a $20.00 security charge for the key. After caterer has entered the service area, the gate needs to be relocked immediately. Absolutely no vehicles are to remain in the service area. 7. Only groups consisting of 300 people or less will be considered for rental of designated areas. 8. It is unlawful for any person to use drugs or consume intoxicating liquors within City parks, with the exception of beer. Tobacco and intoxicating liquor, including beer, are prohibited in park buildings. 9. GLASS BEVERAGE CONTAINERS are prohibited in all City parks. 10. City of Lakeville park hours are 6:00 AM to 10:00 PM, unless otherwise posted. 11. Bon-fires are allowed only in the designated areas at Ritter Farm Park. Fires must be completely extinguished before leaving the area. Portable fire pits are prohibited in city parks. 12. Dogs in Lakeville parks must be on a leash, with only two exceptions. Dogs that receive an American Kennel Club "Canine Good Citizen" certificate or its approved equivalent or a dog fitted with an electronic. collar can be off-leash. Pet owners are also required by ordinance to clean up any droppings left by their animals. 13. Pig roasters are limited to drip-proof, self-contained units and are restricted to City designated locations at community parks. Protective measures must be taken to make sure no grease is dripped on .any park grounds or facilities. Pig roasters are prohibited at all other City parks. Use of specialized cooking units must receive prior authorization from the Parks and Recreation Director. 14. Motorized (except authorized staff maintenance/emergency) vehicles are not allowed in the park under any condition and may nonuse the bike trails for transporting items to the picnic areas. 15. Directional signs, banners, balloons and other decorations or group picnic markers are prohibited from being placed on public property. 16. Remote controlled model airplanes as well as airborne rockets and missiles are prohibited in all Lakeville parks due to safety concerns. Permission for special events involving model airplanes or boats may be given by the City Council upon receipt of suitable application and presentation of appropriate certificate of insurance. 17. Golfing is prohibited within all City parks except Parks and Recreation Director approved City sponsored programs or event. 18. Parasailing is prohibited on or adjacent to all City of Lakeville Lakeshore property, beaches, or boat launches, i.e. Antlers Park, Ritter Farm Park, Valley Lake Beach, Casperson Park and Orchard Lake Beach. 19. Moonwalks, dunk tanks, animal rides, and other amusement type facilities are prohibited unless associated with a major City event. 20. Non-Lakeville Parks arid Recreation Department sponsored, fee based classes must request use of park facilities. Permission to use the parks will be considered on a case-by-case basis and may be subject to additional .requirements as determined by the Parks and Recreation Director. EXHIBIT "C" RITTER FARM PARK ED MAKO ENVIRONMENTAL LEARNING CENTER The Ritter Farm Park Ed Mako Environmental Learning Center (ELC) is available for use according to the guidelines below. Details regarding rental fees and refunds are listed in Section B., Shelter/Building Rental, in the attached Resolution.. 1. Ritter Farm Park Ed Mako ELC is available for use as a supplemental classroom setting for associated .environmental learning opportunities; for presentations to groups .studying nature and the environment; command headquarters for survival skills training; and for scout groups of up to 30 persons. No group may reserve the facility for regularly scheduled meetings. Ritter Farm Park Ed Mako. Environmental Learning Center will not be available for use by private groups or for parties unless by special permission of the Parks and Recreation Director. 2. Reservations are accepted only for groups of 30 or less. A group requesting use of the facility must be under competent adult (18 or over) supervision throughout the duration of the rental. If children are present, proper parental or supervisory control is required. Children should not be permitted to roam the building or grounds unsupervised. 3. Use is permitted only during regular park hours, from 6:00 AM until 10:00 PM. Overnight use is not allowed. 4. Only the main floor of the building is available to user groups. Access. to second floor and basement levels is strictly prohibited. 5. Parking for no more than two group coordinators or handicapped persons is permitted next to the Environmental Learning Center. All other participants must park in the lower parking lot. 6. A limited number of tables and chairs are available: Please specify the number of tables and chairs needed when making your reservation. 7. No food may be prepared inside the building. Outside grills may be used and food may be served inside the building. 8. No tobacco or alcoholic beverages are permitted in the building. 9. After use, it is the group supervisor's responsibility to leave the room in the same condition as when they arrived. As needed, these duties should be completed: • vacuum • wipe tables • clean restrooms • sweep the deck and. steps • remove trash Cleaning supplies and a vacuum cleaner are available in the closet adjacent to the meeting room. 10. Displays or posters may be hung only on the corkboard. They may not be tacked, taped or hung on the walls. 11. The ELC must be locked when your group is not inside or very near the center. 12. All doors and windows must be locked when leaving the building. 13. During cold weather, the group supervisor may adjust the thermostat to achieve a comfortable temperature. It is located across the hallway from the restrooms. Please turn the thermostat up to no more than 68 degrees during your stay, and down to 55 degrees when leaving. 14. A building key may be checked out at the Parks and Recreation Department at City Hall. A $20.00 charge is required. The key must be returned no later than three (3) working days after the rental date. 15. To help preserve Ritter Farm Park in its natural state, park visitors are prohibited from picking or removing wild.. flowers, plants or vegetation. Visitors are also prohibited from disturbing wildlife within the park. 16. A Facility Usage Release and Indemnification Agreement must be signed by the group supervisor prior to use for the purpose of absolving the City from all liability claims in the event of an accident or injury while using the facility. The user shall agree to pay for damages incurred to City property or equipment while using the facility.