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The Elk River Vision <br />A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community <br />engagement that encourages and inspires prosperity <br /> <br />Request for Action <br /> <br />To <br />City Council <br />Item Number <br />4.15 <br /> <br />Meeting Date <br />June 16, 2025 <br />Prepared By <br />Joe Stremcha, Business Services Director/Assistant <br />City Administrator <br /> <br />Item Description <br />Community Event Center: Policies and Procedures <br />Reviewed by <br />Katie Harstad <br />Cal Portner <br />Tina Allard <br /> <br />Action Requested <br />Approve, by motion, the updates to the FT Center Policies and Procedures as presented. <br /> <br /> <br />Background/Discussion <br />Staff has developed a fair and consistent methodology for applying ice rental priority scheduling, billing, <br />cancellations, and refunds in the absence of individual user group contracts and agreements. The policies and <br />procedure updates were reviewed by the Community Event Center Commission on June 9, 2025, with no <br />objection. <br /> <br />The cancellation and refunds section was previously revised and is a clerical correction. There were duplicate <br />sections in multiple locations within the policy, and it will be consolidated into a single section for the facility. <br /> <br />Cancellation and Refunds <br />▪ Cancellations made more than 45 days prior to the event will incur no financial penalty with deposits <br />refunded. <br />▪ Cancellations made 45 days or less before the event will incur a 50% penalty. This will result in the <br />forfeiture of the 50% deposit paid at the time of booking or a bill for 50% of the total amount due by <br />the original reservation date. <br />▪ Cancellations made 14 days or less before the event will incur a 100% penalty. This will result in the <br />forfeiture of all deposits paid or a bill for the full reservation amount. <br />▪ All refund requests will be charged a $10 fee. <br /> <br />Ice Rental Priority Scheduling <br />Ice is scheduled on a seasonal basis from September – May in the following order: <br />▪ FT Center programs including, but not limited to: Skating Academy and, Breakaway Hockey League. <br />▪ FT Center Home Affiliates are defined as a user group that rented more than 200 hours of ice from <br />the FT Center in the previous calendar year and qualify for Silver or Gold Level User Ice Rates. These <br />Page 126 of 637