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• <br /> /i <br /> City of <br /> Elk <br /> River <br /> MEMORANDUM <br /> TO: Pat Klaers <br /> FROM: Michele Bergh <br /> DATE: June 12, 2002 <br /> SUBJECT: Scheduling and Maintenance of School District Fields <br /> Our department begins scheduling for summer youth associations in April each year. We <br /> complete a master schedule by the first week in May for all ball fields and soccer fields in Elk <br /> River. Once this schedule is complete, the information is given to Youth Baseball, Girls <br /> Fastpitch Softball,TRSA, and our Parks and Streets Department. The season begins the <br /> first week in May for all these groups and our department handles all changes and additions <br /> throughout the summer season. We spend approximately 7 hours each week coordinating <br /> field needs for these groups. The City provides the service of scheduling and maintenance <br /> for school fields in Elk River beginning the first week in May and running until school <br /> resumes in the fall. The youth associations are typically done with their seasons by the end <br /> of July so we see very little use in August. There are seven City ball fields and two City <br /> soccer fields we schedule and maintain year-round and 22 District ball fields and nine <br /> District soccer fields we schedule and maintain for 3-4 months a year. Although we <br /> schedule City fields year-round, they are primarily used from May July. As you can see 75% <br /> of the fields we are taking care of are District fields. We will also have 5 additional fields to <br /> schedule next year at the Adult Softball Complex,which will add to our workload. It would <br /> simplify the process for our office if we were only scheduling City fields and allow us to <br /> spend more time programming for our community as well as developing additional facilities. <br /> While there would be some adjustment for the youth associations, they are already <br /> contacting Community Education for their field needs in Zimmerman, Otsego, and the <br /> initial master scheduling of Rogers. Rogers does the scheduling of changes and additions <br /> once the season is underway. I believe in the long run, the youth associations would benefit <br /> from this change, as we would have more time to develop additional quality facilities. <br /> We have had conflict arise over our policies and it is difficult to enforce a policy that we <br /> have when some of the facilities are not ours. This issue arose this spring and the District <br /> questioned whether our policy is fair to everyone and they were not sure they supported only <br /> recognizing one association per sport/activity and population served. If we were only <br />