4.1. DRAFT MINUTES (4 SETS) 05-06-2013

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City Council Minutes Page 7 April 15,2013 8.2 Field Use Allocation Policv Mr. Hecker presented the staff report. Councilmember Motin suggested the following changes under XVII Allocation Review Process: • Section 1: both A and B need to be met. • Section 3: change the language where an individual"may"be asked to attend a review meeting to the individual"shall"be asked to attend the meeting. He further questioned the intent of Section 4 regarding how many Parks and Recreation Commissioners would participate on the review committee. Mr. Hecker stated at least one member would be on the review committee but there could be additional members involved. Mayor Dietz questioned if there were any city recreation programs currently running on any of the fields that this policy will apply to. He discussed the concerns of youth groups not being first priority in the policy. Mr. Hecker stated no. Mayor Dietz suggested staff write a letter to youth organizations regarding the policy approval by Council and letting them know they won't expect a lot of change,and that staff will strive to give them the fields they need. He further stated it is up to staff to come to the City Council if they feel they need more fields for recreational programming. He stated he likes the appeal process outlined in the policy and commended staff for the process utilized to create this policy.Mayor Dietz noted the youth organizations are good corporate citizens and highlighted some of their contributions.Mayor Dietz would like for staff to have discussions with the Elk River Lions to figure out how to get more use out of Lions Park. Councilmember Motin stated,at this time,there is no need to decrease the field use allocation to youth organizations. He also wants to make it clear that per the new policy,the city has priority over field use if there is a program they want to host. He stated the youth organizations may kick in some funds for new fields but the city spends millions of dollars on maintaining them. He stated he likes the way the policy is written and doesn't want some underlying items happening differently behind the scenes. He stated the needs of the city should not be put behind the wants/needs of the youth organizations. Mayor Dietz clarified that it is for the Council to decide if more fields are needed based on the programming needs of the city. Councilmember Motin stated that is true,but the city may not have funds for new fields so there may be some decisions to prioritize city programming on certain fields before scheduling the youth organizations. MOVED BY COUNCILMEMBER WILSON AND SECONDED BY COUNCILMEMBER BURANDT TO APPROVE THE FIELD USE ALLOCATION POLICY TO BE EFFECTIVE BEGINNING JANUARY 1,2014. MOTION CARRIED 4-0.