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5 Revised Facility Res PolicyOF 690 COULTER DRIVE · P.O. BOX 147 · CHANHASSEN, MINNESOTA 55317 (612) 937-1900 · FAX (612) 937-5739 MEMORANDUM TO: FROM: DATE: Todd Hoffman, Park and Recreation Director Jerry Ruegemer, Recreation Supervisor March 21, 1996 SUB J: Revised Facility Reservation and Distribution Policy The Park and Recreation Commission debated the facility reservation and distribution policy at last month's meeting. Excellent discUsSion and ideas were brought forth during the meeting. The overwhelming idea was to prioritize groups/organizations for equal distribution of Chanhassen's facilities. Many of our local organizations are now equipped with computer programs which will allow them to separate their participants by resident and non-residents of Chanhassen. Many of these lists are available to our department. The most efficient way to prioritize our distribution of fields is to have each local association requesting fields provide their resident/non-resident numbers after their registrations have closed. The registrations must be separated by Chanhassen residency. A city base map and street index will be provided to the associations to assist them with the process. Those associations who have Chanhassen residents with different zip codes will need to separate and include them in their total numbers. The city base map will assist with the different zip codes. After the resident/non-resident separation has concluded, facilities will be separated based on percentages of Chanhassen residency. For example, if the Chanhassen Athletic Association (CAA) had 700 Chanhassen residents out of 800 participants then they would have 87.5% Chanhassen residency. The final residency numbers could then be applied to our already established percentages. The system will also be based on highest number of Chanhassen residents participating. For example, if the CAA had 700 of 800 participants from Chanhassen they would have priority o~er another association that may have a higher percentage, but lower participation numbers. A meeting will always be scheduled with the association field schedulers to work out any problems. This system of distribution will work out in an efficient manner because local associations will need to prove their residency by simple residency numbers through their registrations. The system is based on associations being honest with their residency Todd Hoffman, Park and Recreation Director March 20, 1996 Page 2 numbers. If the City feels associations have misleading numbers, registration rosters will need to accompany their request. g:\park\jerryXfacres.dis Seasons: Spring/Summer Applications Due Fall Applications Due: Winter Applications Due: OUTDOOR ATHLETIC FIELDS February 17 - July 19 Friday, March 15, 1996 July 20 - October 31 July 22, 1996 November 1 - February 16 November 4, 1996 * Meetings will be scheduled for each season to review requests and resolve any problems. Priority listings of groups are as follows: 1. City sponsored special events. 2. 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. *Priority scheduling will be given to groups having the largest percentage and highest number of Chanhassen residents. Civic, service community groups. Local religious organizations. 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. 100% - 80% Chanhassen Residency 79% - 50% Chanhassen Residency 49% - 25% Chanhassen Residence 24%- 1% 4 days per week '~ ~ .... 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. 5~ 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 furore usage of Chanhassen facilities. If a 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.