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CR 95-80 Ameding Legislative Polcity 5-E ---- 1 y n v ,<- ~ April 24, 1995 " <>, Council Report: 95-80 . o P K \ " AMENDING LEGISLATIVE POLICY #5-E PAVILION (ICE ARENA) OPERATIONS Proposed Action. Staff recommends that Council approve the following motion: "Move to approve the amendments to Legislative Policy #5-E, regulating Pavilion (Ice Arena) Operation. This action will bring the City's Pavilion (Ice Arena) Operation Legislative Policy into conformance with current practices at the Pavilion (Ice Arena) and make Policy #5-E a more concise and readable document. Overview. Legislative Policy #5-E was created on 10/16/90, prior to the opening of the Pavilion, to regulate activities at the Pavilion. e Since the creation of Legislative Policy #5-E, there has been growth and change in existing programs and additions of new programs (soccer & rollerhockey). The amended policy #5-E will reflect these changes with the addition of TURF RENTAL sections, by expanding hours of operation, by addressing gender equity and by addressing hourly rental during the Dry Floor season. Primary Issues to Consider. 0 Should Legislative Policy #5-E be amended? Supporting Information. 0 Detailed Background 0 Analysis of Issues 0 Legislative Policy #5-E with additions in bold type J . --- --- - - e Detailed Background. Legislative Policy #5-E contains 8 sections. In its last format each section contained some common information dealing with hours of operation, contracts, method of payment, etc, To reduce this repetitiveness these items were removed from each section and placed under the General section. By doing this, the remaining sections deal with information unique to the section's heading. Attached is a copy of the amended Legislative Policy #5-E. On the attached copy the numbers in parenthesis after a line item indicate its reference number in the old Legislative Policy #5-E. The following references the section area and why changes or additions were made. Section Area Changes or Additions Made 2.05 Change - Hours expanded to accurately reflect current usage 2.09 Addition - Places the responsibility of acheiving gender equity on the user group 3.05,3.06 Change - Rates are being increased for the 95-96 season. A separate council report addresses this issue. 5.0 Addition - This entire section is new to Policy #5-E. The rates . and line items accurately reflect the current operation of the Pavilion during the turf season. 7.04 Addition - A paragraph was added to this section to allow athletic activities, such as rollerhockey leagues, to be charged on an hourly basis. This is consistant with the way athletic activities are charged during the ice and turf seasons. The amended Legislative Policy #5-E was approved by the Hopkins Park Board February 27, 1995. Analysis of Issues. 0 Should Legislative Policy #5-E be amended? The purpose of the Legislative Policy is to clearly define the procedures of programs offered by the city. The intent of the changes and addiions to policy #5-E are to clearly reflect the procedures at the Pavilion. It is necessary, in keeping with the intent of the Legislative Policy Manual, to update policy #5-E so it reflects current practices and procedures. . -. - --. --. ---- LEGISLATIVE POLICY #5-E . PAVILION (ICE ARENA) OPERATION 1.0 PURPOSE 1.01 The purpose of this policy is to establish policies and procedures for the operation of the Hopkins Pavilion (Ice Arena). 2.0 GENERAL 2.01 The City of Hopkins will employ a Pavilion/Ice Arena Manager, Receptionist Clerk, Maintenance II Worker, Seasonal Pavilion Technicians and Ice Guards as required to operate the Pavilion. An employee of the City will be in the Pavilion during all operational hours. 2.02 In order to operate a clean, safe and cost efficient facility, rules and regulations are required and will be set forth in the ice rental agreement and agreement attachments and dry floor use agreements. 2.03 The Pavilion concessions will be operated by an approved operator under . agreement with the Hopkins Pavilion. Terms of the agreement will run as designated and will be renewable each year at the recommendation of the Hopkins Pavilion Staff. 2,04 The Hopkins Pavilion personnel will make every effort to supply quality and pleasant surroundings for user groups, spectators and visitors. 2.05 During maximum usage, the facility will be open from 5:30 a.m. until 1 :30 a.m. (3.02) 2.06 The facility will close after the last hour of rented time. (3.04) 2.07 All user groups who are renting time hourly or daily will be required to sign a rental agreement with the City of Hopkins. (3.09, 5.07) 2.08 Organized groups and associations that rent large amounts of time at the Pavilion, may at the City of Hopkins discretion, be billed for the rental time. All other user groups and individuals will use the Pavilion on a C.O.D. basis. (3.11, 5.09) 2.09 Organized groups and associations that purchase rental time at the Pavilion . are responsible for the distribution of time fairly within their own organization for purposes of gender equity. 2.10 All rental rates will be determined by recommendation from the Pavilion Manager and Park Board and approval by the City Council. (3.07,5.06) - - -.- --. 3.0 ICE RENTAL . 3.01 The Pavilion has the capacity to operate as an ice arena from September 1 through May 31. Actual opening and closing dates will be dictated by ice time, turf and dry floor requests. 3.02 On weekdays when the early morning hours are not rented the facility will be opened at 8:00 a.m. (3.03) 3.03 Ice time will be rented in back to back periods, with resurface and maintenance periods between user groups. Due to cost of wages and utilities requests for late evening hours will be granted only if the preceding hour is rented. (3.05) 3.04 Prime time hours will be as follows: Weekdays - Hours starting at or after 4:00 p.m. until 10:15 p.m, Hours starting before 4:00 p.m. and at or after 10:15 p.m. will be non-prime. Weekends - All hours open on Saturday and Sunday. (3.06) 3.05 Current rates are prime $105.00/hour and non-prime $95.00/hour. (3.07) 3.06 Public open skating sessions will be offered in the Hopkins Pavilion. The sessions e will be 1 1/2 hours in length. Current rates are $2.00 per person, per session. Open skating will be scheduled a minimum of 9 hours per week, Hours scheduled for open skating may be expanded at the discretion of the Pavilion staff. (3,08) 3.07 In the event of a conflict in times requested by various user groups, priority consideration will be given to Hopkins residents and resident organizations to the degree that it is economically efficient to grant the ice time request and the ice time can be scheduled to offer time to a diversity of user groups. (3.10) 4,0 ICE USER GROUPS 4.01 Ice user groups will include, but are not limited to the following groups; The general public, Hopkins/Minnetonka Recreation department, youth hockey associations, figure skating clubs, junior hockey teams, private figure skating instructors, broom ball organizations, community organizations, schools and organizations for the handicapped. 5.0 TURF RENTAL 5.01 The Pavilion has the capacity to operate with indoor articifial turf from . March 15 - May 15. Actual opening and closing dates will be dictated by demand for indoor turf usage 5.02 On weekdays when morning hours are not rented the facility will be opened at 8:00 a.m. -----. 5.03 Turf rentals will be rented in back-to-back periods with no time between rentals. . 5.04 The Pavilion staff will operate an indoor soccer league during the turf rental season. Current rates for hourly turf rental and soccer team fees are as follows: Turf rental hourly rate: $55.00 Team fee for soccer league: $590 per team Individual fee for soccer league: $48.00 5.05 Priority consideration will be given the Hopkins residents for turf rental and team entrance into the soccer league1 to the degree that it is economically efficient to grant priority. 6.0 TURF USER GROUPS 6.01 Turf user groups will incrude1 but are not limited to the following groups; the general public, Hopkins/Minnetonka Recreation Department1 youth soccer associations, lacrosse organizations1 youth baseball organizations, schools and craft1 antique1 and ballcard shows. 7.0 DRY FLOOR RENTAL . 7.01 The Pavilion has the capacity to operate dry floor events from May 15 through September 15. Actual opening and closing dates will be dictated by requests for indoor dry floor events. (5.01) 7.02 On days when there are no dry floor events scheduled the facility will be open Tuesday through Friday 8:00 am - 2:30 pm. The Pavilion can be used free of charge during these hours for various small picnics or gatherings. Large groups are encouraged to reserve the Pavilion to avoid conflicts in scheduling for their organization. (5.03) 7.03 Dry floor events will normally be scheduled on a one event per calender day only. This will avoid conflicts in both maintenance and set-up for the user groups. Due to the cost of wages and utilities, requests for late evening hours will be granted only with approval of the Pavilion Manager. (5.05) 7.04 Large groups who wish to have exclusive use of the Pavilion are required to reserve, contract, and pay appropriate fees for the event date, The current daily dry floor rental rates are as follows, which are in addition to a $200/event cash damage deposit; Residents and/or Resident Non-profit Organizations: $300jday; set-up day or additional days $200/day. (5.06) . Non-Residents and/or Non-Resident, Non-profit Organizations: $400jday; set-up day or additional days $250/day. Profit Organizations: $500/day; set-up day or additional days $300jday. -- --. --"-- Hopkins Jaycees: $150/day; set-up day or additional days $i00/day; for up to five (5) separate events. After five separate events rates go to resident non-profit rate schedule. . The Pavilion will be rented by the hour for athletic activities. These activities include but are not limited to rollerskating, roJlerhockey, volleyball and floor hockey. The current hourly rental rate is $50.00jhr tax included. Request for hourly rentals will be granted only if it is economically efficient to grant the request. 7.05 In the event of a conflict in times requested by various user groups, priority consideration will be given in the following order; 1) Hopkins Residents, 2) Hopkins Jaycees, 3) Other Resident non-profit organizations 4) Other Non-resident, non-profit organizations 5) Profit organizations or events. (5.08) 7.06 Requests for tentative dates will be held up until 30 days prior to the scheduled use date at which time a signed contract and required deposits must be made. If the signed cntract or required deposits are not made the management reserves the right to release the date to another party, cancel the engagement, or enter into a binding contract with required deposits made as contractually agreed upon. (5.10) 8.0 DRY FLOOR USER GROUPS I . 8.01 The Pavilion will be used for dry floor events by user groups that may include, but are not limited to the following groups; the general public, Hopkins Jaycees, Hopkins Busiess and Civic Association, Heritage Days, Special Olympics, Raspberry Festival, rollerblade hockey, non-profit organizations, craft shows, antique shows, home shows, sports shows, building shows, dog shows and concerts. (6,01) Established 10/16/90 Revised 4/19/93 Revised 2/ 1/95 .