Loading...
12b RevisedFldReservationPolicyCITY OF MEMORANDUM TO: Todd Hoffman, Park & Recreation Director FROM: Jerry Ruegemer, Recreation Supervisor DATE: February 21, 1996 SUB J: Revised Field Reservation and Distribution Policy At the January Park & Recreation Commission meeting, direction was given to staff to revise the field reservation and distribution policy. This updated policy is very near and dear to our local association's hearts. With the city growing at a rapid rate, it is time to look at this policy again. In the past, priority was given based on Chanhassen's residency alone. There are local youth organizations that are based outside of Chanhassen boundaries, but serve Chanhassen residents. Since they are Chanhassen residents it is their right to have access to city facilities. Looking at the bigger picture, our new policy will give priority to the group serving the largest population whether that would be soccer, baseball/softball, etc. The city is very limited with outdoor facilities and must take care of the largest associations. The new policy is still based on a percentage of residency, but has changed to include priority to the largest group. The policy can be revised during the Park & Recreation Commission meeting on Tuesday evening with input from commissioners. OUTDOOR ATHLETIC FIELDS Seasons: Spring/Summer Applications Due February 17 - July 19 Friday, March 15, 1996 Fall Applications Due: July 20 - October 31 July 22, 1996 Winter Applications Due: November 1 - February 16 November 4, 1996 Priority listings of groups are as follows: 1. City sponsored special events. Organizations that serve our local youth and adults where both groups will have equal access to facilities (CAA, CCSA, Girls softball, South Tonka Little League, Tonka United, etc.). Youth organizations is defined as any non-profit organization who provides services to youth under 18 years. 3. Civic, service community groups. 4. Local religious organizations. 5. Local commercial/business groups. 6. All other non-local groups. DISTRIBUTION OF FACILITIES Priority scheduling will be given to the local organization serving the largest percentage of Chanhassen's residents whether that would be soccer, baseball or softball. Every effort will be exercised to schedule the largest group on fields that are suitable for their needs. If additional fields are sought, they will either be converted or shared as a multi-purpose field. Priority scheduling will be given to individual teams serving the largest percentage of Chanhassen's residents. '~ 00% ,-80%-el~arthassen-lkesirterrcy 79% - 50% Chanhassen Residency 49% - 25% Chanhassen Residence 24%- 1% 4xtays'perweek 2 days per week 1 day per week Will be considered if facility available SUPERVISION OF ACTIVITIES All activities must be under competent adult supervision at all times, with the organization using the facilities assuming full responsibility for any damage. How to apply to use facilities Obtain a facility use application by calling the Chanhassen Park and Recreation office at 937-1900, extension 126, or stop by the Park and Recreation office, 690 Coulter Drive, Chanhassen, MN 55317. Your completed facility use application must be received by the Chanhassen Park and Recreation office at least ten (10) business days prior to planned use. 3. Special requests should be made at the time of application. Upon receipt of a facility use application, the facility scheduler will verify space availability and contact requesting group regarding availability. o If more than one user group is requesting the same facility, with all groups present, a special meeting will be organized that will resolve all conflicts. Cancellations The Chanhassen Park and Recreation Department must be notified of all cancellations at least 24 hours prior to scheduled use. Failure to do so may jeopardize your group's future usage of Chanhassen facilities. Ifa user group is not going to utilize the facilities they applied for, the Chanhassen Park and Recreation Department must be notified. Failure to do so may jeopardize future use. Facility user shall indemnify and hold harmless the City of Chanhassen; it's Park and Recreation Department; it's officers, agents, and employees from and against all claims, damages, losses, or expenses, including attorneys fees, which they may suffer or for which they may be held liable, and do thereby for myself, my heirs, executors, and administrators, waive, release, and forever discharge any and all claims for damages which may have or which may hereafter occur to a group, arising out of or connected with a group's participation at Chanhassen's facilities.