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MEMORANDUM <br /> <br />TO: <br /> <br />Mayor and City Council <br /> <br />FROM: <br /> <br />Michele Bergh, Recreation Manager <br /> <br />DATE: <br /> <br />March 10, 2003 <br /> <br />SUBJECT: Group Rates <br /> <br />In January, we were approached by an Elk River organization interested in sending a group <br />of teens on one of our outings. They weren't sure how to do this easily because of our <br />residency requirements and wanted to know if we could offer a group rate. So we offered, <br />on a trial basis, to allow them to take the registrations at the Elk River resident rate at their <br />organization and then issue us one check for the total amount with a roster of participants <br />prior to the event date. This helped us as it saves on administrative work, helps with the <br />promotion of our programs, saves us on staff costs for youth programs where they are <br />providing their own chaperones and potentially gives us more registrations. The trial run <br />went well and, therefore, I am recommending the following policy be implemented: <br /> <br />Policy <br />Organizations with an Elk River address may sign up a group of participants for a program <br />and receive the resident rate for all, regardless of where the participants live. A minimum of <br />10 registrations would be required to qualify and, for all youth programs, one chaperone for <br />every 10 participants would need to be provided and paid for by the organization. <br />Organizations would call our office and reserve the number of spots they would like in <br />advance (based on availability). They would take their own registrations and payments. At <br />least one week prior to the event, payment would be due in our office with a roster of <br />participants. <br /> <br /> <br />