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Elk REQUEST FOR ACTION <br /> River <br /> TO ITEM NUMBER <br /> City Council 7.2.A. <br /> AGENDA SECTION MEETING DATE PREPARED BY <br /> Action Item September 10, 2012 Michael Hecker, Parks and Recreation <br /> Director <br /> ITEM DESCRIPTION REVIEWED BY <br /> Appointment of Three Parks and Recreation Commission Sub Cal Portner, City Administrator <br /> Committee Members to Review Policy for Field Use REVIEWED BY <br /> ACTION REQUESTED <br /> Appoint three members from the Parks and Recreation Commission as a sub-committee to work with <br /> City staff to review and recommend policies for field use. <br /> BACKGROUND/DISCUSSION <br /> During the spring through summer months of 2011,the Parks and Recreation Commission and the City <br /> Council reviewed various policies for field use. This process started in December 2010 when the Parks <br /> and Recreation staff began to review the current policy(2003) for field use. The current policy to be <br /> reviewed at a work session following this meeting is outdated and needs to be developed outlining <br /> allocation procedures and effectively meet the growing needs of the Elk River community. The policy <br /> was last discussed by City Council in July 2011,when it was directed for staff to work with the <br /> Commission to develop a policy and then present it at a later date for City Council to review. <br /> The Parks and Recreation Department staff met this summer to discuss the history of this policy and its <br /> various issues and the reasons to have a well-defined policy. Staff recently outlined the various issues that <br /> need to be addressed within a policy for field use. They are as follows: <br /> 1. Purposes of the policy- outline the allocation procedures; rental policies and fee; and,to become <br /> proactive by making a formal positive statement related to youth sports in the community. <br /> 2. Formally state the philosophy of youth sports in the Elk River community. <br /> 3. Priority Scale - which groups will receive what type of priority <br /> 4. What is the allocation process for fields <br /> 5. What are the methods to define groups and non- profit associations <br /> 6. How to define and uphold City residency of groups requesting fields <br /> 7. Define and outline the expected code of conduct for coaches <br /> 8. Field rental rates and related fees (such as the new football scoreboard) <br /> 9. Tournaments - how to request and general philosophy <br /> 10. Maintenance responsibilities of groups using fields <br /> 11. Liability insurance requirements <br /> 12. Define general field usage rules and regulations. <br /> PDuEDED Dr <br /> NATURE <br />