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Elk REQUEST FOR ACTION <br /> River- <br /> To ITEM NUMBER <br /> Parks and Recreation Commission 13.2. <br /> AGENDA SECTION MEETING DATE PREPARED BY <br /> Work Session September 10, 2012 Michael Hecker, Parks and Recreation <br /> Director <br /> ITEM DESCRIPTION REVIEWED BY <br /> Field Use Allocation Policy Cal Portner, City Administrator <br /> REVIEWED BY <br /> ACTION REQUESTED <br /> Develop a Field Use Allocation Policy that will outline the allocation and rental policies for the permitted <br /> use of athletic fields in the City of Elk River. <br /> BACKGROUND/DISCUSSION <br /> The Parks and Recreation staff recommended in December 2010 that the current policy(2003) for field <br /> use be updated. Several meetings with the Parks and Recreation Commission and the City Council were <br /> held in 2011 to discuss and review this outdated policy. The policy was last discussed by City Council in <br /> July 2011,when it was directed for staff to work with the new Parks and Recreation Director and the <br /> Commission to develop a new policy for review. <br /> Current staff has been reviewing this policy in 2012; including meeting with all of the Elk River youth <br /> sports organizations to receive feedback Based on these meetings, recent history and research of <br /> effective department field use policies, staff was able to outline the following policy issues: <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 /> Staff has also been able to develop a policy manual draft (attached) that can address some of these issues <br /> and be used as a template to begin an initial discussion at the September 12 work session. Also, attached <br /> vowtet ® et <br /> NATURE <br />