6b Director's Report CITY OF Cg
690 COULTER DRIi~ 1;)P;O32/B1(~01:7F;X~¢2~I~7S.S5~I~ MINNESOTA 55317
MEMORANDUM
TO:
FROM:
DATE:
SUB J:
Park & Recreation Commission
Todd Hoffman, Park & Recreation Director
November 21, 1996
Director's Report
Park Task Force: Contracts have been signed with both Decision Resources and The Trust for
Public Lands. Activity from the Task Force is increasing at a steady pace. A May 3, 1997 vote
date has tentatively been established. Commissioners Scott and Manders can provide the
commission with additional information on Tuesday night.
Park Construction Projects: Most capital projects have been shut down for the year. The
exceptions are the Lake Ann Park Ballfield Lighting Project and the Creekside (Bluff Creek) trail
project.
Priority on Scheduling of Facilities: A question was raised at your October meeting about the
distribution of public facilities. The attached policy governs outdoor athletic fields only.
Facilities at the Recreation Center are governed by an independent policy.
City Hall Expansion: As a result of the city hall expansion, the Park & Recreation Department
will acquire two additional offices. This space will be combined with our existing offices and
remodeled to meet our current needs.
G:\park\th\director.e
OUTDOOR ATHLETIC FIELDS
Seasons:
Spring/Summer
Applications Due
Fall
Applications Due:
Winter
Applications Due:
* Meetings will be scheduled
February 17 - July 19
Friday, March 15, 1996
July 20 - October 31
July 22, 1996
November 1 - February 16
November 4, 1996
for each season to review requests and resolve any problems.
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.
*Priority scheduling will be given to groups having the largest percentage and highest
number of Chanhassen residents.
3. Civic, service community groups.
4. Local religious organizations.
5. Local commercial/business groups.
6. All other non-local groups.
DISTRIBUTI°N 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.
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
1. 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.
2. 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.