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1-15-13 ACCOOMMMMUUNNIITTYY SSEERRVVIICCEESS CCOOMMMMIISSSSIIOONN AAGGEENNDDAA Tuesday, January 15, 2013 7:00 pm Richfield Community Center (7000 Nicollet Ave) Fireside Room Commission Members Staff Liaisons Reed Bornholdt Terry Heinze Bob Shotwell Jim Topitzhofer (Staff Liaison) Tom Rublein (Planning Com) Gerry Charnitz (C) Greg Mangold (VC) Michele Thompson John Evans (Secretary) Dan Edgerton Arlan Nelson LuAnn Werner Nick Thompson (Recreation Sup) 1. Approval of Minutes • Regular Meeting: December 18, 2012 2. Public Comment • Resident comment and items not printed on agenda 3. Staff Reports • Recreation Services (Topitzhofer) 4. Discussion Items • Band Shell Discussion followed by Presentation from Cornerstone (Topitzhofer) 5. Action Items • FOWL Board Appointments (Topitzhofer) • Richfield Youth Athletic Association Facility Use Agreement (Topitzhofer/Thompson) 6. Committee Reports • Transportation Commission (Shotwell) • FOWL Board (Werner) • Green Team/Waste Hauling Study Group (Mangold, Werner, Edgerton) • Planning Commission (Thompson) • Arts Commission (Thompson) 7. Next Meeting Tuesday, February 19, 2013, 7:00 pm Richfield Community Center 8. Adjournment RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: January 15, 2013 Agenda Item: Youth Athletic Association Facility Use Agreement Agenda Section: Action Items Attachments: Final draft of Recognized Richfield Youth Athletic Organization Facility Use Agreement Contact: Nick Thompson Recommended Action: Authorize staff to implement revisions to the Recognized Richfield Youth Athletic Association Facility Use Policy. Throughout the fall and early winter, staff worked on a number of revisions to the Recognized Richfield Youth Athletic Organization (RRYAO) Facility Use Agreement. The changes and additions will help clarify guidelines, procedures and fees; focusing on putting all applicable guidelines in one document to be easily understood and explained to the youth athletic associations. In the November meeting, a copy of the document was presented to the Community Services Commission for their feedback on all items. All suggestions from Commission members were added to the document and the document was presented to all RRYAO Presidents individually. The general response from the RRYAO presidents was positive. Some minor revisions were also put in place after the meetings with those Presidents. The revisions helped the RRYAO’s meet requirements and not negatively impact their organization for 2013, while still protecting the City’s best interests. Revisions made since the November Community Services Commission: • 75% of the voting members governing board of directors for the RRYAO shall be Richfield residents (live or work full-time in Richfield). • …minimum of 50% of the organizations players be Richfield residents or full-time student at a public or private school located within the Richfield city limits. • Set minimum liability insurance level for RRYAO’s at $1,000,000 general liability. • Clarified how convicted misdemeanor or drug & alcohol offenses within the past 5 years would affect eligibility for RRYAO volunteer positions differently based on the position responsibilities: All convicted misdemeanor drug & alcohol offenses – within the past five (5) years that would be considered a potential danger to children or is directly related to the functions of that volunteer. (Examples: contributing to a minor, theft if person is handling money, DUI if the person will be driving any players to games, etc.) • Changed camp/clinic rules to allow RRYAO’s to use camps/clinics on City fields as fund-raisers on a limited basis. • Set non-resident youth athletic participant fee at $7.75 (approximately 35% above resident rates) per Commission recommendation. Staff is asking for authorization to implement the new document for the 2013 season and beyond. 1 RICHFIELD RECREATION SERVICES DEPARTMENT FACILITY USE AGREEMENT This is a binding agreement entered into between the Richfield Recreation Services Department and . President’s Name: Address, City, State, Zip: Phone(s) H/W/C: E-mail Address: Field Coordinator’s Name: Address, City, State, Zip: Phone(s) H/W/C: E-mail Address: Association Information: # participants in previous yr: # teams: # coaches: When does your organization have their regular board meetings?: List of current Board Members: Name: Position Email: Res / Non / / / / / / / / / / Please check one of the following: Non-Profit Non-Profit, Tax Exempt For Profit – Business 501 (C) (3) 2 Each party understands the terms of the agreement as detailed below: This agreement will cover the use of the facility(ies) Games Location(s) and addresses: Practices Location(s) and addresses: Buildings Building(s) and addresses: Beginning - through . Richfield athletic facilities will be available for scheduled use approximately April 20th of each year (weather permitting) and ending per agreed date of the same year. League games will available beginning May 1. Your Primary season is: - through . AGREEMENTS: This agreement is for the sole use of the named facilities by this organization. The facility(ies) may not be sublet or leased to any other organization for use other than what is intended by the original agreement. Use by the organization or any individual, outside of the intended use will be considered unauthorized or trespassing and will be subject to City Ordinances that govern City Facilities. Only the Richfield Recreation Services Department can approve use of City athletic facilities and assigned School District athletic facilities. agrees to the following: 1) Maintain Recognized Richfield Youth Athletic Organization (RRYAO) Status a) In order to qualify to be an RRYAO, the organization must meet the following requirements: i) Must be a non-profit organization (preferred with 501 C3 status) as defined by State statute serving Richfield youth. In addition, all activities the RRYAO’s participate in must be run by other non-profit organizations. ii) Must have a governing board of directors and at least 75% of the voting members of the governing boards shall be Richfield residents (live or work full-time in Richfield). iii) Must have a minimum of 50% of the organization’s players be Richfield residents or a full- time student at a public or private school located within the Richfield city limits. iv) Should have completed an application requesting RRYAO status. If there is more than one organization applying for recognized status for similar programs, and both meet the above requirements, the following criteria will be used to determine which organization will receive the recognized status: (1) Number of Richfield youths served. (2) Previous relationship with the City and if the organization is in good standing with the City. (3) Organization’s resources available to assist City with maintenance or other expenses. 3 (4) Review of organization’s mission and goals to determine ways in which it will contribute to furthering the mission and goals of the City. (5) The quality of the organization and the benefits to the youths of Richfield that it serves. b) A RRYAO may field teams composed of resident and non-resident players. For any age group where non-resident players register to play in an RRYAO, every resident player in the age group, who has properly registered to play with an RRYAO, shall be placed on one of the RRYAO’s teams and will not be dropped or cut from the program. Residents may be dropped or cut if team maximums are met with 100% residents. c) If requested by the City, an organization shall provide for the purpose of verifying residency: team and/or organization rosters including names, addresses and phone numbers; a board of directors roster including board member names, home and work addresses and phone numbers; other documents verifying non-profit status. d) The RRYAO must file a financial statement with the City each year in November that will be made public upon request. This statement must indicate revenue, expenditures and fund balances. e) RRYAO is open to all Richfield residents and may not discriminate based on race, ethnic background, religion, or ability; however, may make team assignments based on ability. f) All board meetings are open to the public (with the exception of personnel issues and litigation). g) The RRYAO must have a written policy outlining an open process for parents/guardians to discuss concerns or recommend changes to the organization. h) RRYAOs are encouraged to stick to playing during the designated “primary season” for their sport. A secondary, smaller season may requested, pending field space and impact on turf conditions. i) Use of ethnic, religious or racial names or symbols: i) The Richfield Recreation Department recognizes and celebrates the diversity of our community. In doing so, we encourage all athletic field user groups to respect our community’s ethnic, religious and racial diversity by honoring the following guideline: “That no program, event or activity offered by a Recognized Richfield Youth Athletic Organization will use any ethnic, religious or racial names or symbols which may, in the opinion of those groups, create or perpetuate stereotypes which distort or degrade such groups. Programs whose express purpose is to explore and celebrate the positive special contribution of such groups should be considered acceptable and honorable.” j) Recommendations regarding drugs, alcohol and tobacco: i) It is the belief of the City of Richfield that the role modeling of parents, guardians, teachers and coaches has a significant influence on youth attitudes toward the use of alcohol, tobacco and drugs. It is the City of Richfield’s philosophy to encourage parents and coaches to do their best to always display positive and healthy role modeling behaviors while interacting with youth. Therefore, the City of Richfield strongly encourages each RRYAO to take the following actions: (1) Establish a drug, tobacco and alcohol policy that reflects a zero tolerance approach to elicit drugs, tobacco and alcohol use by its youth participants. (2) Include in the association drug, tobacco and alcohol policy the following statement that: (a) Coaches and parents are strongly encouraged to not consume alcohol or tobacco while interacting with youth while on traveling team trips (examples include while traveling together on a bus, socializing in a hospitality room, etc.) 4 (b) For those adults who insist on bringing alcohol and/or tobacco on team trips, it is strongly encouraged to make every attempt to keep the alcohol and/or tobacco out of reach and out of sight of the youth at all times. (c) Action letter a & b are not to be considered as an enforceable policy, but rather, a strongly encouraged positive role model behavior. The City of Richfield strongly encourages each youth athletic association to take this very seriously and do their part to help develop positive and healthy attitudes in our youth with regards to drugs, tobacco and alcohol. k) Indemnify the City for bodily injury or property damage to a third party or organization caused in whole or in part by the tenant’s negligent acts or the negligent acts of those acting on the tenant’s behalf. The City of Richfield requires that each RRYAO have a minimum $1,000,000 general liability insurance coverage policy that lists the City of Richfield as an additional insured and protects the RRYAO’s volunteers. In addition, each and every RRYAO must also carry workers compensation insurance for any paid employees of their organization. Up to date proof of insurance must be provided to Richfield Recreation for each RRYAO that uses Richfield public athletic facilities. l) Comply with the City’s policy requiring all RRYAO board members and volunteer coaches to have completed a current national background check through a credible resource. The RRYAO shall disqualify any coach, referee or Board of Director applicant from participating if the applicant has been found guilty, pled guilty, or entered a plea of no contest, for any of the offenses: i) All convicted sex offenses – regardless of the amount of time since the offense (Examples: child molestation, rape, sexual assault, sexual battery, sodomy, indecent exposure, etc.) ii) All convicted felony violence – regardless of the amount of time since the offense. (Examples: murder, manslaughter, aggravated assault, kidnapping, robbery, etc.) iii) All convicted felony offenses – other than violence or sex within the past 10 years (Examples: drug offenses, theft, embezzlement, fraud, child endangerment, etc.) iv) All convicted misdemeanor violence offenses – within the past seven (7) years (Examples: simple assault, battery, domestic violence, hit & run, etc.) v) All convicted misdemeanor drug & alcohol offenses – within the past five (5) years that would be considered a potential danger to children or is directly related to the functions of that volunteer. (Examples: contributing to a minor, theft if person is handling money, DUI if the person will be driving any players to games, etc.) m) Comply with the Youth Concussion Training laws provided by the Center for Disease Control. Coach training can be found online at http://www.cdc.gov/concussion/HeadsUp/online_training.html. n) Ensure that all Board Members, coaches, umpires are informed of safety guidelines and measures. Below are some Department mandated guidelines. RRYAOs should develop their own inclement weather guidelines and a communication plan for injuries and need for emergency services. i) Richfield Youth Athletics Heat Policy: In the event practices/games are scheduled on days that have extreme heat and humidity, the heat index will be used to determine if activities will be canceled. If extreme heat is in question, intellicast.com will be used to determine the heat index. A decision will be made by 4:00pm (or sooner) on whether games/practices will be canceled for the day due to heat. The RRYAO president or their appointee will inform teams regarding cancellations. (1) 90-104° HEAT INDEX: EXTREME CAUTION ZONE (a) Frequent rest and water breaks should be utilized approximately every 20 minutes (b) Coaches should arrange to have water and ice available at the game/practice site 5 (2) 105° & HIGHER HEAT INDEX: DANGER ZONE (a) If the heat index is 105° or higher at 4:00 pm, all games, practices and other structured physical activities shall be canceled. (b) Association/organization Presidents or their appointed person will inform teams regarding cancellation. ii) Lightning safety for organized outdoor athletic events: www.lightningsafety.com/nlsi_pls/ncaa.html (1) A responsible person within each RRYAO should be designated to monitor weather conditions. Local weather forecasts - from The Weather Channel, NOAA Weather Radio, or local TV stations - should be observed 24 hours prior to athletic events. An inexpensive portable weather radio is recommended for obtaining timely storm data. (2) If you can see lightning or hear thunder, all play must be suspended immediately. (3) Wait a minimum of 30 minutes from the last observed lightning or thunder before resuming activities. (4) Suspension and resumption of athletic activities should be planned in advance. Understanding of SAFE lightning shelters is essential. SAFE evacuation sites include (a) Fully enclosed metal vehicles with windows up. (b) Substantial buildings. (c) The low ground. Seek cover in clumps of bushes. (5) Unsafe lighting shelter areas include all outdoor metal objects like flag poles, fences and gates, high mast light poles, metal bleachers, golf cars, machinery, etc. AVOID trees. AVOID water. AVOID open fields. AVOID the high ground. (6) If you feel your hair standing on end, and/or hear "crackling noises" - you are in lightning's electric field. If caught outside during close-in lightning, immediately remove metal objects (including baseball cap), place your feet together, duck your head, and crouch down low in baseball catcher's stance with hands on knees. (7) People who have been struck by lightning do not carry an electrical charge and are safe to handle. Apply first aid immediately if you are qualified to do so. Get emergency help promptly. o) An organization not meeting the above qualifications shall be considered a non-recognized and/or non-resident club. 2) Scheduling games and practices: a) A designated representative from each RRYAO will manage overall scheduling and communication with the City for the purpose of scheduling. The designated representative will be responsible for submitting a master game/practice/tournament schedules for each RRYAO to the City for field reservation. Deadlines will be established annually according to activity season. b) Priority Classification: RRYAOs are a Priority #4 level on the priority use list behind only City functions, City co-sponsored functions, and Richfield public school functions. Reasonable field requests will be divided among organizations and the best possible outcome for the good of all Richfield youth sports will be the ultimate goal. c) Facility Reservation Timelines i) RRYAO (Priority #4) application timelines: (1) Spring and summer (April-July usage) deadline last Monday in January. (2) Fall (August-October usage) deadline last Tuesday in May. (3) Winter (November-March usage) deadline last Monday in August. d) The City will assign athletic fields to each RRYAO by the second Monday in January. e) When fields have been assigned, Field Coordinators will begin the scheduling process: i) Provide the Recreation Services Department Recreation Supervisor a “best guess” proposed schedule of use by the “Facility Reservation Timeline” above. Once this proposed schedule 6 deadline passes, lower priority user groups can and will be scheduled on the fields and in some cases, may not be able to be moved. ii) Revised or more accurate schedules can be submitted one week prior to practices starting. iii) Full final game and practice schedules should be submitted for each team when they are completed. Failure to provide the schedule by the third Friday in April for Spring/Summer activities, the second Friday in August for Fall activities, or the first Friday in December for Winter activities will result in fields not being prepared for games or loss of use of City facilities until this process is completed. iv) Practices: (1) Practice facilities and days/times will be designated to RRYAOs and they can distribute that practice time as they see fit. (2) Practices will not be allowed during the day on a field that has a game scheduled that evening. (3) Teams are encouraged to practice on neighborhood fields rather than premium fields or complexes. f) Should a game or any scheduled activity get canceled or moved, a schedule update will be sent to the Recreation Supervisor with at least two business days notice to avoid unnecessary maintenance. Repeated offenses (more than two instances in a season) will be billed at $25 per instance. g) All City fields will be rested for seven (7) days the week of July 4th. i) If July 4th is on a Monday or Tuesday, the fields will be rested that week (M-Th) and the weekend (F-Sun) before. ii) If July 4th is on a Wednesday or Thursday, the fields will be rested that week (M-Th) and the weekend (F-Sun) after. iii) If July 4th is on a weekend (F-Sun) the fields will be rested that weekend and the week (M- Th) before. h) For leagues that are “host” leagues, meaning one facility hosts a number of games on a given day (often on weekend days) and the next scheduled date will be at a different host community, Richfield Recreation will host its fair share of games but may not host an entire league. i) The use of fields may be limited in type and amount of activity to assure the highest quality of field conditions possible through out the entire season. To minimize field wear and maintenance, the following measures shall be instituted: i) Fields may be retired from play each season to allow rehabilitation/re-growth of the turf. ii) The City may cancel individual games and practices depending on current field conditions. For specific facility guidelines, see facility information. iii) If cumulative field usage demand by all of the RBYAO’s exceed the available athletic field resources for any particular size field, the City may: (1) Allocate field usage for that size field to each RRYAO based on the percentage of the total number of Richfield residents out of the total number of Richfield residents playing at that age level in a given season, and or; (2) Temporarily modify the field usage guideline, and or; (3) Restrict tournament use. j) Teams within the RRYAO should have a City-provided facility use schedule on-hand to resolve any facility use disputes. k) Reservations may not be sublet or leased to a third party other than what is intended by the original agreement. Use by the organization or any individual, outside of the intended use will be considered unauthorized or trespassing and will be subject to City Ordinances that govern City Facilities. l) Tournament scheduling items are discussed below. 7 3) RRYAO’s may facilitate camps for their respective organization. The camp may only be attended by the athletes registered to play in the RRYAO that organizes the camp. If outside participants attend the camp, the camp’s instructors will be placed into the corresponding Priority group and billed accordingly. 4) Determination on field playability based on field conditions will be determined by the Operations Manager of Park Maintenance and the Recreation Supervisor by 3:00 p.m. and will be communicated to the RRYAO President and/or designated Field Coordinator. Should conditions worsen after that point, the RRYAO is responsible for stopping play to prevent damage to fields. Irresponsible play on fields will be billed to RRYAO at the cost of repair, including supplies and staff time if applicable. 5) Comply with the City of Richfield Code and Recreation Services Department policies during their scheduled use of the field(s) and/or complex. 6) General maintenance and cleaning: a) If an RRYAO has a scheduled mass clean-up day, please schedule it with Richfield Recreation so we can see what assistance we might be able to offer. b) Maintain equipment in a safe and responsible manner. c) Make sure facilities are locked i.e. fields, facilities and batting cages. d) Keys will be checked out and returned at the beginning and end of each season. Any missing keys will require a re-key of those facilities and charge for that service billed at cost to the RRYAO per the Key Policy (Appendix ?????). e) Clean up debris and trash in and around the area of play upon completion of use each day and/or game. 7) Baseball-softball specific items: a) Do not use any unauthorized “field dry” materials on fields. b) Do not allow soft toss or batting practice into fences using hard balls. c) Do not allow batting practice in the outfield or in soccer fields. d) Any and all batting cages are fully the RRYAO’s responsibility to maintain. e) Each facility will be allotted an amount of chalk that should get their RRYAO through the season. Please plan chalk usage accordingly. f) Pre-game maintenance done by RRYAO: i) Supply both dugouts with brooms and scoop shovels from storage room. ii) Supply field rakes to home team dugout. iii) Where applicable, roll up home plate tarp and pitching mount tarp on provided poles. g) Post-game maintenance done by RRYAO: i) Remove bases and place on dugout seat. ii) Finish rake home plate; fill in batters box. iii) Pick up litter, sweep dugout and empty dugout garbage cans in outside trash receptacles. Sunflower seeds and other debris must be shoveled and placed in trash receptacles. Do not sweep dugout debris on to the field of play. iv) Secure/store all field equipment (rakes, shovels, brooms, etc.) v) Lock all field access gates at the conclusion of a game/practice. vi) Where applicable, home plate tarp & pitching mount tarp should be put back in place and weighed down with supplied weights. Please avoid cleats touching tarps. vii) On fields with grass in-fields, rake base paths parallel, not perpendicular, to the base lines h) No field maintenance will be allowed during a rain event unless approved by a City staff. No raking, sweeping or dispersing of puddles without approval. 8) Use of buildings (if applicable): 8 a) Maintain the building in a manner similar to City standards. The inside will be cleaned on a regular basis, garbage emptied; items stored will follow City and OSA guidelines and policies. At the end of the season (RRYAO agreed upon date) the building will be restored to its original status and preparation for use by the City for other programs and activities. b) Damaged or missing City property will be invoiced to RRYAO at the end of the season. If multiple RRYAOs use a facility and one organization doesn’t come forward as the cause of the problem, all involved associations will split the cost of repair or replacing the property. c) All City buildings, grounds, complexes and fields can be used as multi-use complexes. d) The City is not required to store RRYAO equipment; however, some locations have been used in the past and will continue to be used as long as they don’t conflict with City functions or programs. e) Any RRYAO items that are stored or used at a City complex or building are the sole responsibility of the RRYAO. The City is not responsible for lost or stolen items. f) Facilities that include use of a building for concession sale will have a utilities charge per month of $30.00, payable at the end of the season. g) If concessions are being sold at a facility, recycling must be offered. The City will organize the recycling pick-up and any associated fees will be billed to the RRYAO at cost. 9) If necessary, the RRYAO will be charged $25.00 per hour for City staff to perform the necessary tasks required by agreement that are left undone by the RRYAO. 10) Any improvements or changes to City facilities must be approved by the Richfield Recreation Services and accomplished by City staff or staff-approved contractor. Any maintenance equipment used must be City owned or approved by City staff. 11) Field Use Fees: RRYAO participation fees will be assigned as a per/player fee at a rate of $5.75 per resident participant and $7.75 per non-resident participant, per program, per season. a) Resident players, for the purpose of this agreement, will be players who live in Richfield or are a full-time student at a public or private school located within the Richfield city limits. 12) To reimburse the Richfield Recreation Services Department those costs that are above and beyond the normal costs for use of the facility involved. I.E. additional utility costs, portable toilets, concession or facility improvements, updating code compliance, etc. 13) Tournaments: i) Types of tournaments: (1) In-house tournaments: Richfield vs. Richfield in-house play (a) All in-house tournaments must have only RRYAO players and teams participating in the tournament. (b) In-house tournaments and associated maintenance will be included in the participant fee. (c) Associations are limited to five weekend days of in-house tournaments per season. (2) Invitational and State/Regional tournaments: Tournaments where outside organizations are invited to a tournament hosted by an RRYAO. (a) All invitational tournaments must at least one RRYAO team participating in each level represented at the tournament. (b) Tournaments that have games on a Saturday or Sunday will be charged a fee for maintenance, based upon a minimum of $100.00 per weekend day. A phone conference with the Richfield Recreation Supervisor, Richfield Operations Manager and the RRYAO president will be held for each tournament to determine the level of activity the RRYAO prefers the City have for tournament maintenance. Based on 9 that conference, a quote will be sent to the RRYAO president for any charges that may be above the $100/day rate. (c) Other: If additional chemical toilets are deemed needed by the Recreation Supervisor for a tournament, those toilets will be ordered by the City and billed to the RRYAO at actual cost. (d) Associations are limited to one invitational tournament per age group, per level, per season. ii) Scheduling: (1) Deadlines: All tournaments should be scheduled by the assigned deadline. Any unused field space after that point can be used by other groups and organizations. (a) Spring/Summer tournament scheduling deadline: last Monday in January. (b) Fall tournament scheduling deadline: last Tuesday in May. (c) Winter tournament scheduling deadline: last Monday in August. (2) If an RRYAO misses that deadline and approaches the City at a later date but at least two months before the tournament, they will be allowed to schedule the tournament, provided: (a) The space requested is still available. (b) The tournament date(s) can be staffed with a maintenance crew. (c) The RRYAO is not over their allowed tournament number in that season. (d) The additional play won’t negatively affect the quality of the field. (3) A final tournament schedule and brackets will have to be turned in to the Recreation Supervisor by Monday morning, 9:00 a.m. the week of the tournament. (4) The fields will be rested for 7 days around July 4th. Further details in “Scheduling games & practices”. iii) Hosting: Each RRYAO is required to have an adult representative (Board member, volunteer coach, or player parent) who has passed the required background check on-site for all tournament times and locations to ensure proper use of the fields is being followed. Host must be on-site at least an hour before the first scheduled game or activity. 14) Field and lighting time restrictions: a) No game(s) may start before 8:00 a.m. b) At unlit fields, no new inning, quarter, period or general game portion may start after dusk for the safety of the participants. c) At facilities with lights, all lights must be off by 10:45 p.m. or fifteen (15) minutes before the park closing time. The park must be emptied by the park closing time unless there has been written approval authorizing a later time. Public parks of the City close at 10:00 p.m. each day, except the following athletic parks will remain open until 11:00 p.m.: i) Donaldson Park ii) Taft Park iii) Washington Park 15) Any organization that fails to provide for and follow the guidelines set forth above, or provides false information on a permit application, is subject to revocation of its permit at the discretion of the Recreation Supervisor. 16) All fees will be invoiced at the end of the season. Fees must be paid in a timely manner and facility use policies followed in order to stay in good standing as a Recognized Richfield Youth Athletic Organization. 10 Richfield Recreation Services agrees to: 1) Provide fields a) The City will assign athletic fields to each RRYAO. b) Provide a permit for the requested schedule, received by the last Friday in April. c) The use of fields may be limited in type and amount of activity to assure the highest quality of field conditions possible through out the entire season. If necessary, reserved space may be taken back to ensure the health of the fields. 2) Provide and review annual guidelines to be followed by all associations and users of athletic facilities/fields in our community as to the priority use of the practice and game facilities. This is to assure a fair allocation of facilities for all participants, at all levels. 3) Provide daily field maintenance for games and periodic maintenance for practices for those fields included in the approved scheduled. 4) Provide overall turf and facility maintenance (irrigation, mowing, aerating, trash pick up from receptacles and overall cleaning) in a timely manner. 5) Provide keys to facilities for the appropriate volunteers involved in the program. 6) Provide portable toilets or access to park buildings for use by participants and spectators during regular-season games. 7) Provide access to lights during the approved game schedule at the site(s) where lights exist. Richfield City Code Compliance Below is a list of Richfield City Codes that would be frequently applicable to RRYAO activities. 1) City Code Chapter VIII, Section 840 – Public Parks 840.01. Regulating closing of public parks. Public parks of the city will close at 10:00 p.m. each day and shall remain closed to the public until 5:00 a.m. on the next day, except that the following parks will remain open until 11:00 p.m.: • Augsburg Park • Donaldson Park • Taft Park • Veterans Memorial Park • Washington Park • Wood Lake Nature Center 2) City Code Chapter VIII, Section 840 – Public Parks 840.11, Subdivision 2. Sale and consumption prohibited. The sale, possession with intent to consume, or consumption of alcoholic beverages is prohibited in the public parks of the city, except as expressly permitted by subdivision 3 of this subsection. 3) City Code Chapter VIII, Section 840 – Public Parks 840.13. Use of Tobacco Products Prohibited. No person may use tobacco products on city-owned parks, conservation areas, open spaces, or recreational facilities, including without limitation: trails within parks used for walking and biking, picnic shelters, athletic fields, and play areas. This subsection does not apply to the use of tobacco 11 products inside motor vehicles parked on the premises of city-owned parks, conservation areas, open spaces or recreational facilities. (Added, Bill No. 2010-20) 4) City Code Chapter XIII, Section 1300 – Traffic, Motor Vehicles, and other Vehicles 1305 – Parking and traffic: general rules, 1305.31 Unauthorized use of public property. …No person may operate a motor vehicle or other similar motorized recreational vehicle or equipment on any public property such as parks, playgrounds and school grounds except on areas thereon improved and marked for use as public off-street parking areas, nor any operate a snowmobile, go-cart or other similar vehicle on any publicly owned land, including schools, park property, playgrounds, recreational areas, drainage basins or park reserve areas. 5) Section 1330 - Motor bicycles, 1330.05, Subdivision 8. Public property. No person shall drive or park a motor bicycle on any public property, including parks, playgrounds and school, except on areas thereon improved and marked for parking. 6) Bloomington Health Department guidelines will be followed as it relates to preparing, serving, selling and storing food and beverage products. Miscellaneous 1) In the event that there is default of terms, the Richfield Recreation Services Dept. can terminate this agreement, at its option. 2) The interest granted by this agreement should be deemed to be a permit to use the facility, and not a lease. The undersigned have read and understand the terms of the agreement as presented and agree to abide by the terms of this contract. Richfield Recognized Youth Athletic Organization: President (signed): Date: Richfield Recreation Services Recreation Supervisor: Date: RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: January 15, 2013 Agenda Item: FOWL Board Member Reappointments Agenda Section: Action Items Attachments: FOWL Board Applications Contact: Jim Topitzhofer Recommended Action: Reappoint Rebecca Johnson to the FOWL Board of Directors. Summary: The Community Services Commission appoints members to the Friends of Wood Lake (FOWL) Board of Directors. Appointments are made throughout the year. Board members serve three- year terms and can be reappointed to multiple terms. The applicant being considered for reappointment is Rebecca Johnson. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: January 15, 2013 Agenda Item: Band Shell Discussion/Cornerstone Presentation Agenda Section: Discussion Items Attachments: None Contact: Jim Topitzhofer Recommended Action: Discuss the results of the feasibility study as it relates to the scope of the band shell project and discuss recommendations to City Council regarding a letter of intent to a major funding sponsor. Chair Charnitz requested a presentation from Cornerstone Group about their concept plan for Lyndale Gardens including details of their proposed performance stage. Representatives from Cornerstone will be at the meeting to do so. The Band Shell Committee Chair David Butler will present a summary of a feasibility report to determine the Richfield Community's capacity to help fund a band shell through a capital fundraising campaign and the gage the general interest for a band shell. The results of the feasibility study will not be available until January 14, 2013 and could not be completed in advance of the distribution of the Commission agenda packet. A funding proposal letter of intent to an identified major sponsor is due at the end of January. The Commission is encouraged to discuss the results of the feasibility study as it relates to the scope of the band shell project and to discuss recommendation to City Council regarding the letter of intent to the funding sponsor. December 18, 2012 Page 1 REGULAR COMMUNITY SERVICES COMMISSION REGULAR MEETING Tuesday, December 18, 2012 Richfield Community Center (7000 Nicollet Ave) CSC: Gerry Charnitz, Greg Mangold, Terry Heinze, Bob Shotwell, Reed Bornholdt, Dan Edgerton, Arlan Nelson PRESENT STAFF: Jim Topitzhofer, John Evans OTHERS: Dave Butler (Bandshell Committee) ABSENT CSC: Michele Thompson, LuAnn Werner COUNCIL: Fred Wroge PLANNING COMMISSION: Tom Rublein Call to Order/Approval of Minutes Charnitz called the meeting to order at 7:02 pm. Nelson moved, seconded by Edgerton, to approve the minutes of the regular November 20 meeting and the special November 29 meeting. Approved, ayes all. Staff Reports Topitzhofer reported on the upcoming New Year’s Eve events at the Ice Arena and Wood Lake Nature Center. Discussion Items Band Shell Neighborhood Meeting Recap Charnitz asked for assessments of the meeting. Mangold said that the opinions were passionately expressed and the meeting was managed well to allow people to express support and concern about the proposed project. Nelson, Charnitz, and Topitzhofer felt that the people attending were probably split about 50/50. Bornholdt said that the Band Shell Committee will need to be clear that the project funding is liquor store revenue, and that the potential noise at the site is being studied. Butler said that the opinions expressed were all valid and many concerns could be addressed, like parking capacity. Edgerton said that, going forward, the Band Shell Committee can formulate their recommendation to the Council, having gathered public opinion. Charnitz wondered if the project should not advance until the noise and feasibility study, funded by Best Buy, has been conducted. Topitzhofer said that the study would cost the City $10,000 and the Council can consider entering into such a contract in January. Charnitz also suggested that the Band Shell Committee document some kind of commitment or letter of intent from a few of the key user groups in the community, like the schools, musicians, church groups, etc. Topitzhofer said that, at a charrette held nearly two years ago, several schools and community groups expressed great interest in using such a facility. Bornholdt said that there will likely be enough interest to turn musicians away; the Homestead Pickin’ Parlor has said that many bluegrass groups would play there. Butler said that many bands play for no pay in the Twin Cities. Shotwell said that the parking concerns against Vets may be unfounded; hockey events don’t tend to occur on summer evenings. Butler said that the 4th of July would see the highest traffic level. Topitzhofer said that most evening concerts may likely attract 100 people, with the possibility of holding 300. Heinze said that the written commitments from potential users is a good piece to bring forward to the Council. Mangold said that he still maintains an inability to support it. Shotwell said that he supports the idea and Vets Park as a location for it. Topitzhofer outlined the resolution to be brought to the Council. He said that it would ask for an expression of support for the project, a commitment of $250,000 in capital improvement funds, and no commitment to a location at this time. Butler said that he feels that the recommendation should include Vets Park as the location, but the Council could disagree or the location could even be revisited if airplane traffic does prove to be prohibitive. Butler said that the resolution should ask the Council to approve of the efforts to seek funding for it. Charnitz asked if the CSC should offer a formal vote of recommendation of the resolution. Topitzhofer said that the CSC should vote to approve of these items being included in a resolution; he said that the group should decide if the location should be defined in the resolution. Shotwell and Nelson said that it should define Vets as the recommended location. Charnitz said that it should not include Vets as the recommended location. Edgerton and Heinze considered wording like “preferred” or “preliminary” location. Charnitz asked for noise study results, commitment from Best Buy for funding, commitment from potential community users of the band shell before moving forward with a confident recommendation. Edgerton said that these things should be addressed, unless the resolution is in the wrong context at this time. He said that, perhaps, a Council memo or report would be more appropriate at this time. Topitzhofer asked if the pre-application for a grant from Best Buy requires a resolution. Butler said that he assumes it is required and it’s due by the end of January. Butler said that he was under the impression that the Council had already approved of moving the project forward, without any of the concerns expressed tonight. Topitzhofer said that much of this concern, expressed by the CSC tonight, is in response to the public meeting and the report that Lyndale Gardens is proceeding with band shell plans. Topitzhofer said that we may have updated plans from Lyndale Gardens and the results of the noise study by the January meeting and vote on a resolution at that time. Butler asked if Lyndale Gardens will share more information. Charnitz said that it is important to get more information so the City knows how committed they are to a band shell. Topitzhofer showed a site plan for Lyndale Gardens; Charnitz asked if the City could partner with them. Nelson and Butler expressed doubt that there would be adequate shared parking. Butler said that the City may not have as much control over usage of the band shell and the music played there. Shotwell said that the Cornerstone Group should be told in January what the City has in mind for the Vets location. Topitzhofer said that they are aware of that. Mangold said that the Council may be very reluctant to commit $250k with so many unanswered questions. Charnitz said his preference is to wait until the January meeting when the Cornerstone Group can detail their plans, the Best Buy report results will be done, the user support commitments will be in writing, then the CSC can express support of a Council resolution. Bornholdt asked if that would allow for enough time to submit the pre-application to Best Buy. Edgerton agreed that the suggestion to wait until January makes sense. Shotwell said that, looking at the Lyndale Gardens plan, it would make for a great location for a band shell with food venues and businesses. Bornholdt said that, if we are confident that we can meet the deadline to submit the pre- application to Best Buy by the end of January, then waiting until the January meeting would be good. Butler suggested that he, Topitzhofer, and Charnitz meet with Cornerstone before the January CSC meeting. DRAFT MINUTES UNTIL APPROVED BY THE CSC. December 18, 2012 Page 2 Action Items FOWL Board Appointments Bornholdt moved, seconded by Edgerton, to appoint Herbert W. Perry and Darlene B. Hines-Perry to three-year terms on the Friends of Wood Lake Board. Approved, ayes all. Committee Reports Transportation Commission: Edgerton provided the report. Green Team/Waste Hauling Group: Mangold provided the report. Next Meeting/Adjournment Regular January Meeting Tuesday, January 15, 7:00 pm, Richfield Community Center (7000 Nicollet Ave). Nelson moved, seconded by Bornholdt, to adjourn. Meeting adjourned at 8:36 pm.