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CR 01-105 Approval of the Rental of the Overpass Skatepark for the Greenburg Event . August 2, 2001 1 y \., ...,.0 ~ 1- ~ OPK\~ Council Report 2001-105 APPROVAL OF THE RENTAL OF THE OVERPASS SKATEPARK FOR THE GREENBERG EVENT Proposed Action Staff recommends adoption of the following motion: Move to approve the rental the Overpass Skatepark for the Greenbera Event scheduled September 8. 2001 at the Skatepark. with the understandina that an Overpass Skatepark aeneral use and rental policy will come before the Council within 90 days. Overview The Greenberg Event is a private rental of the Overpass Skatepark scheduled for September 8,2001. The Greenberg's desire to have a private event that includes a professional aggressive skating demonstration, and food and beverages (including adult beverages) for the guests. There will be no skating activities by adults or youth guests at the event. . The guests are simply at the event to be spectators of the aggressive skating demonstration. Kathleen Taber, DepoUSkatepark Manager, booked the event in September 2000 under the assumption that this event would be very similar to events held at other City facilities. Under the condition that the proper release of liability, rental contract, licenses, security, and insurance requirements would be met, the event was booked. Staffs recommends moving forward with this rental commitment and using this event as an assessment tool for future policy decisions relating to private rentals and alcohol at the Overpass Skatepark. An Overpass Skatepark general use and rental policy will be presented to the Council within 90 days. Primary Issues to Consider . Is the City assuming any unreasonable liability by booking this event? . Should private rentals be booked at the Overpass Skatepark? SUDDortina Information . Summary of opinions from the City Attorney and the League of Minnesota Cities Insurance Attorney. JtlSt?E:~ Facilities Director I Financial Impact: $350.00 Revenue Budgeted: No Source: Rental Revenue Council Report 01-105 Page 2 Primary Issues to Consider Is the City assuming any unreasonable liability by booking this event? It is not unusual for the City to enter into agreements with private individuals and organizations to hold events at City facilities. There are cases at some City facilities in which both youth and adults attend and alcohol is served to the adult guests. The Raspberry Queen's Coronation and wedding receptions at the Arts Center are two examples. At the Hopkins Center for the Arts, Pavilion, and certain City Parks, it is permissible to serve alcohol if certain provisions are met such as obtaining a permit, contracting with a licensed alcohol server, paying for security, etc. The procedures that the Skatepark management would follow for this event are the same as those approved by the Council for private rentals and the use of alcohol at events at other City facilities. These procedures have been reviewed and approved by the City Attorney and League of Minnesota Insurance Trust. Being that the event attendees are spectators only, there would not be any greater liability for the City to assume than there are for events at other facilities of the City. Should private rentals be booked at the Overpass Skatepark? The primary reason the Greenbergs approached the DepoUSkatepark Manager to request the rental is because their son is avid and enthusiastic in-line skater. The event is intended to be a family celebration with the advanced abilities of the aggressive demonstration group being the entertainment. The market for similar events is yet to be determined. The Arts Center books birthday parties regularly, and the Pavilion and Arts Center have both booked Bar Mitzvahs, and graduation parties. The Overpass Skatepark may be an attractive facility for such events in the future. Scheduled and charged properly, these types of events can promote the sport, promote the facility, and add revenues to the budget. Staff desires to use this event and additional research to help determine if the skatepark should be booked for private rentals in the future. With this first hand experience staff will formulate a recommendation in policy form to the Park Board and City Council in the next 90 days. SUDDortina Information Summary of the opinions of the City Attorney and the League of Minnesota Cities Insurance Trust Attorney. Although staff has received opinions on the procedures and insurance needs for private rentals from these attorneys in the past, staff thought it prudent to check to see if any ," -- special circumstances existed at this event that may not be covered in the standard procedures. The attorneys echoed the same directives. The rental agreement must use language that releases and discharges the City from liability. The demonstration team must sign a waiver document that releases and discharges the City from liability. · The rental party must contract a licensed alcohol provider and the alcohol provider must submit current license documentation to the City. Be certain the event is private, by invitation only. These directives will be met on this rental. Staff also has taken an additional step in requiring the rental party to hire a security person to assure only invited guests attend and to act as an independent observer of the activities. Staff schedules the security person, and the rental party pays for the service of the security person. Both attorneys agreed that this is a good additional security practice.