2012-11-20rie
COMMUNITY SERVICES COMMISSION AGENDA
Reed Bornholdt
Gerry Charnifz (C)
Dan Edgerton
Tuesday, November 20, 2012
7:00 pm
Richfield Community Center (7000 Nicollet Ave)
Fireside Room
Commission Members I staff Liaisons
Terry Heinze Bob Shotwell Jim Topitzhofer (Staff Liaison) Fred Wroge (Council Liaison)
Greg Mangold (VC) Michele Thompson Nick Thompson (Rao Supervisor) Tom Rublein (Planning Com)
Arlan Nelson LuAnn Werner
1. Approval of Minutes
• Regular Meeting: October 16, 2012
2. Public Comment
• Resident comment and items not printed on agenda
3. Staff Reports
• Recreation Services (Topitzhofer)
4. Discussion Items
• Organized Waste Hauling (Mangold)
• Richfield Youth Athletic Organization Facility Use Policy (Thompson)
5. Action Items
• FOWL Board Appointment (Topitzhofer)
• Cancel December Meeting (Charnitz)
6. Committee Reports
• Transportation Commission (Shotwell)
• Band Shell Committee (Rublein, Bornholdt)
• FOWL Board (Werner)
• Green TeamiWaste Hauling Study Group (Mangold, Werner, Edgerton)
• Planning Commission (Thompson)
• Arts Commission (Thompson)
7. Next Meeting
Tuesday, ^Desoink-�- r 12, 2na o� � .7 �00 pm ??
??
Tuesday, January 15, 2013, 7:00 pm
Richfield Community Center
8. Adjournment
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REGULAR COMMUNITY SERVICES COMMISSION REGULAR MEETING
Page 1
Tuesday, October 16, 2012 DRAFT MINUTES
Richfield Community Center (7000 Nicollet Ave) UNTIL APPROVED BY THE CSC.
CSC: Gerry Charnitz, Greg Mangold, LuAnn Werner, Terry Heinze, Reed Bornholdt, Dan Edgerton, Arlan Nelson, Bob
Shotwell, Michele Thompson
STAFF: Jim Topitzhofer, John Evans
COUNCIL: Fred Wroge PLANNING COMMISSION: Tom Rublein
CALL TO ORDER/MEETING MINUTES I
Charnitz called the meeting to order at 7:00 pm. Bornholdt moved, seconded by Heinze, to approve the minutes of the regular
September meeting. Approved, ayes all.
STAFF REPORT
Topitzhofer reported on the following:
• Construction at the Honoring All Veterans Memorial
• Opening of the Augsburg Skate Park: Part-time staff will issue reminders to skaters of the stated requirement to wear protective gear.
I DISCUSSION ITEMS
Roosevelt Park Play Equipment Open House
Topitzhofer said that, with the completion of the installation of the new play equipment at Roosevelt Park, the City will host an open
house as a requirement of the Blue Cross Blue Shield grant that helped fund it, as well as a way to gather feedback from visitors about
the playground (a dot survey will be conducted to evaluate the equipment).
rU490]. i4i7iK
Friends of Wood Lake Board Appointment
Werner moved, seconded by Bornholdt, to appoint Will Berend to the Friends of Wood Lake Board. Approved, ayes all.
COMMITTEE REPORTS
The following committee reports were given:
Transportation Commission: Edgerton reported on a bike -trail assessment being conducted.
Bands hell Committee: Topitzhofer reported on a grant from Best Buy to conduct a feasibility study.
FOWL Board: Werner provided the report
Green Team/Waste Hauling Group: Mangold shared info about Maplewood's hauling arrangement and the savings to homeowners.
Planning Commission: Thompson reported on the LA Fitness ribbon -cutting
Arts Commission: Thompson reported that they voted to endorse the bandshell efforts.
OTHER
• Nelson reported that he and Werner have been attending the Citizen Emergency Response Team meetings and they will share
materials.
• Shotwell asked if boats are illegal on Richfield's bodies of water. Topitzhofer said that they are illegal, as enforced by the
Minnesota DNR, but the CSC may somehow consider allowing non -motorized boats at Taft Park as it is improved as a fishery.
NEXT MEETINGIADJOURNMENT
Regular Meeting: Tuesday, November 20, 7:00 pm, Community Center.
Adjournment: Bornholdt moved, seconded by Mangold, to adjourn. Meeting adjourned at 7:51 pm.
RICHFIELD COMMUNITY SERVICES COMMISSION
EXECUTIVE SUMMARY
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Meeting Date: November 20, 2012
Agenda Item: Agenda Section:
Organized Garbage Collection Discussion Items
Attachments: Contact:
None Greg Mangold
Recommended Action:
Discuss next steps for City consideration of organized garbage collection.
Greg Mangold has requested a discussion of the Commission regarding organized garbage collection.
Greg has learned that the Richfield League of Women Voters will most likely begin their study of organized
garbage collection this winter or early spring. Greg would like the Commission to consider recommending
that the City Council pick up where it left off which was to revisit the issue after the city of Maplewood had
decided what to do.
RICHFIELD COMMUNITY SERVICES COMMISSION
IffEXECUTIVE SUMMARY
Meeting Date: November 20, 2012
Agenda Item: Agenda Section:
Richfield Youth Athletic Association Facility Use Discussion Items
Agreement
Attachments: Contact:
Draft Policy Nick Thompson
Recommended Action:
Provide feedback to staff regarding the proposed revisions to the Richfield Youth Athletic Association
Facility Use Policy.
Staff is working on a number of revisions to the Richfield Youth Athletic Association 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.
Staff reviewed surrounding communities' policies and is in the process of discussing the changes with
some Richfield Youth Athletic Associations. Some of these changes/revisions that we are discussing are
highlighted in the attached draft and are worthy of discussion, including:
• Establishing guidelines for what constitutes a Recognized Youth Athletic Organization (RRYAO)
• Setting standards to deter discrimination and protect resident access to RRYAO programs
• Requiring public access to RRYAO meetings and basic financial information to improve
transparency
• Requiring RRYAOs to establish means for parents/guardians to express concerns and set up a
grievance process
• Recommend guidelines for drugs, alcohol and tobacco while at youth athletic gatherings but not
necessarily at a park
• Banning use of ethnic, religious or racial names or symbols which may create or perpetuate
stereotypes which distort or degrade such groups.
• Clarify insurance requirements and documentation
• Clarify background check requirements and establish disqualification requirements based on
convicted crimes
• Inclusion of Youth Concussion Training laws established by the Center for Disease Control.
• Establish field assigning and scheduling process, deadlines and mandated "resting" dates for fields.
• Set "sports camp" regulations and clarify other subleasing instances
• Set facility and building maintenance and improvements procedures
• Expanded RRYAO participant fees to include non-resident rates
• Establish tournament scheduling deadlines and procedures, maintenance requirements and fees,
number of tournaments allowed per season and the difference between in-house, invitational
tournaments and regional/state tournaments
Before proceeding further with the policy approval process, staff would like to get an initial reaction from
the Commission. Nick Thompson, Recreation Supervisor, will explain each of the above points in detail at
the meeting.
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
n/❑
n/❑
❑/❑
n/❑
❑/❑
❑/❑
Please check one of the following:
❑ Non -Profit 0 Non -Profit, Tax Exempt ❑ For Profit — Business ❑ 501 (C) (3)
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 athleticfacilities will be available for scheduled use approximately April20tb of each year
(weather permitting) and ending per agreed date of the same year. League games will available
beginning the first Saturday in May.
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 ???85%??? of the voting members of
the governing boars shall be Richfield residents (live or work full-time in Richfield).
iii) Must have a minimum of ???%??? 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.
(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.)
(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.
1) 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 monies, 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
h=//www.cdc.eov/concussion/HeadsUo/online trainine.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:OOpm (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
(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.]iRhtnin2safetv.com/nisi ols/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 olav must be suspended immediatelv.
(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 -February 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
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 4`h.
I) If July 41h is on a Monday or Tuesday, the fields will be rested that week (M-Th) and the
weekend (F-Sun) before.
ii) If July 41" is on a Wednesday or Thursday, the fields will be rested that week (M-Th) and the
weekend (F-Sun) after.
iii) If July 4`h is on a weekend (F-Sun) the fields will be rested that weekend and the week (M-
Th) before.
h) 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.
ill 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.
i) Teams within the RRYAO should have a City -provided facility use schedule on -hand to resolve
any facility use disputes.
j) 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.
k) Tournament scheduling items are discussed below.
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):
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 $?.?? 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 area
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 two 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
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 41h. 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.
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 Chanter 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 Chanter 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 Chanter 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
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 Chanter XIII, Section 1300 —Traffic, Motor Vehicles, and other Vehicles 2305 — Parking
and traffic: general rules. 1305.32 Unauthorized use of oublic orooertv....No person may operate
10
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 bicvcles. 1330.05. subd. 8 Public orooerty. 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
s ,
Meeting Date: November 20, 2012
Agenda Item: Agenda Section:
Friends of Wood Lake Board Reappointment Action Items
Attachments: Contact:
Reappointment application: Gordon Hanson Jim Topitzhofer
Recommended Action:
Reappoint Gordon Hansen to the Friends of Wood Lake for a three-year term.
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 Gordon Hanson.
Friends of Wood Lake Nature Center
Thanks for your interest in serving on the Friends of Wood Lake Board of Directors, please complete the following
application and submit in care of Wood Lake staff (contact info at the bottom). The Richfield Community Services
Commission will consider your application at their next meeting. FOWL Board meetings are held on the fourth
Thursday of each month at 4:30 pm at Wood Lake Nature Center.
NAME rDF-JC)A1 l4A/VSO/L/
ADDRESS 6311 /l(r/"" IN Ae S`)
CITY/STATE/ZIP
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PHONE 612 - 7� 9 - ` ll 7 EMAIL__qOrdOA. A611sOAGC, q P19i /CO^
I am interested in serving ontheFriends of Wood Lake Nature Center Board of Directors because...
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Do you have a preference for a specific type of work or subcommittee of the Board?
❑ No ❑ Yes (please specify)
Thanks for your interest! Please send this completed form to Wood Lake Nature Center.
EMAIL: jcevans@cityofrichfield.org FAX: 612-861-9367 MAIL/WALK4N: 6710 Lake Shore Drive, Richfield