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CR 94-102 OP Maetzold Field 1 Y 0 .< . June 7, 1994 Council Report: 94-102 o p ~ \ ~ OPERATING POLICY FOR MAETZOLD FIELD PARK Proposed Action. staff recommends adoption of the following motion: "Move to approve the Leqislative Policy for the operations of Maetzold Field Park. II Overview. The reconstruction of Maetzold Field by the city has created a need for the development of policies and agreements. The two maln areas of concern are field scheduling and concession stand operation. The Hopkins Area Little League (HALL) is planning to fully move their baseball and concession operations down to Maetzold Field next spring. Prior to the move, HALL wants to be assured that their needs are going to be met since they plan on selling their . current site and donate $50,000 from the sale towards the Maetzold Field improvements. city staff and HALL both feel that an operating policy for the field would be the best means of assuring everyone's needs will be met both now and in the future. This report recommends approval of an operating policy that is in the form of a LegiSlative Policy. The same procedure was used when the need arose for a Pavilion Operating Policy. Primary Issues to Consider 0 Has the Park Board and Hopkins Area Little League reviewed this policy? 0 Is the policy consistent with the Recreation departments procedures? 0 Can the policy be amended in the future? supporting Information 0 Analysis of Issues 0 Proposed Legislative Policy ~ /&c. ~-Cl Lee Gu a~n, Public Works Director . . Analysis of Issues 0 Has the Park Board and Hopkins Area Little League reviewed this policy? The Hopkins Park Board reviewed this policy in great detail at their last two meetings. Their review included input by the Little League, not directly at the meeting, but from messages passed on to the board via city staff. The Park Board was very comfortable with their review and the input they received at the meetings. The board members therefore passed a motion at their last meeting recommending the city council approve the operating policy. 0 Is the policy consistent with the Recreation departments procedures? Ron Schwartz from the Recreation department attended the first Park Board meeting at which this policy was discussed. He subsequently stated that the final draft of the policy was something that met the Recreation department's goals and that it was something his staff could easily work with. 0 Can the policy be amended in the future? . As with all Legislative policies, this policy could be easily amended in the future as the need arises. A good example of this is the Pavilion Operating Policy. The Pavilion started operations under the original policy and within a couple of years staff found it necessary to change the policy to better meet everyone's needs. . OPERATING POLICY FOR . MAETZOLD FIELD PARK I. GENERAL PROVISIONS 1. POLICY 1.01 Maetzold Field Park is intended to serve the residents of the City of Hopkins, employees of businesses in the City, activities of the city; particularly through its Recreation Department, and other community groups. priorities for the use of the facilities within the park are identified in use policies of each respective functional area. The respective areas are identified in the field plan, attachment lIA". 2. SCHEDULING 2.01 All scheduling of park facilities will be provided by the City's Recreation Department or its designated agent. Permits may be cancelled if in the opinion of the responsible representative of the city of Hopkins, field conditions warrant cancellation or the needs of the higher priority-users require this cancellation. 3. ALCOHOLIC BEVERAGES 4It 3.01 Alcoholic beverages are prohibited in the Park. 4. PUBLIC ADDRESS SYSTEM 4.01 No public address system or VOlce amplification will be allowed within the park without first securing a permit from the Recreation Department. 5 . HOURS 5.10 The Park will be closed from 10:00 p.m. to 5:00 a.m. Field lights will be off at 10:00 p.m., without a special permit authorizing later hours. 6 . RULES 6.01 All users of this park must agree to abide by and enforce the City of Hopkins park-use rules, city Ordinances and Laws of the state of Minnesota. 7. BUILDINGS 7.01 All buildings shall remain the property of the City of Hopkins, regardless of the assigned user. 8. ADVERTISING . 8.01 There shall be no advertising of any kind within the park unless approved by the Hopkins city Council, or within accordance with Attachment tlB", Maetzold Field Advertising Use Agreement. Maetzold Operating Policy ~ Page 2 4It 9. CONSTRUCTION/DEVELOPMENT 9.01 There shall be no major underground construction, above ground construction or development, or other activity that will change the appearance of this park, without written approval from the City of Hopkins. Any permanent developments will become the possession of the City of Hopkins. 10. STORAGE 10.01 storage of supplies and equipment by any non-city or Recreation Department organization may be allowed, but 1S not guaranteed. Permission for storing supplies and equipment must be obtained in writing from the City of Hopkins. The City assumes no responsibility or liability for such supplies or equipment. 11. CONCESSIONS 11.01 Until such time as it does not choose to operate the concession stand, the Hopkins Area Little League (H.A.L.L.) shall have first rights to operate the concession stand on a continuing basis. In consideration for this right to operate the concession stand, H.A.L.L. agrees to provide for 4It all clean up of debris such as papers, cups, plates, glassware, etc., after each days scheduled usage in all areas of the park. 11.02 All concessionaires shall obtain a food handler's license and shall comply at all times with the applicable health codes and regulations. 11.03 All concessionaires agree to RELEASE AND DISCHARGE the City and their agents and employees, from liability for injuries or damages, including any losses caused by the negligence or strict liability of the released parties. All concessionaires agree not to sue or make claims against those agencies and agree to defend, hold harmless, and indemnify the city from all claims, losses, actions and suits, that may be brought as a result of use of the concession stand. 11.04 All concessionaires shall carry a policy of general liability insurance which shall provide coverage for any and all potential liabilities arising from the operation of the concession stand. All concessionaires must provide the city with proof of such insurance. 11.05 Other concessionaires are only allowed in Maetzold Field . Park when the concession stand 1S not open and are responsible for clean-up as stated above, whenever they operate concessions of any kind. Maetzold Operating Policy Page 3 . 12. REST ROOMS 12.01 The city of Hopkins will be responsible for providing and maintaining facilities during all scheduled activities. II. BASEBALL/SOFTBALL FIELDS #1. #2 . &: #3 1. USER PRIORITY 1. 01 First priority of use of fields #1 and #2 will annually go to the Hopkins Area Little League (H.A.L.L.) for their league and play-off practices and games. The H.A.L.L. will annually, no later than March 15, submit their preliminary request to the Recreation Department for review and approval, with a game schedule by April 1st. The H . A. L . L . will be allowed to reserve the two 200 foot fields (Field #1 & #2) for their use from the beg inning of their regular season, through the end of their season play offs. The Superintendent of Parks has the right to delay the beginning of the regular season if inclement spring field conditions persist. Other uses may be scheduled on these fields during hours not reserved by the H.A.L.L. if the other uses will not create a conflict for the H.A.L.L.. First priority for the 250 foot multi-purpose baseball/softball field (Field . #3) will be for activities scheduled by the Recreation Department. 1. 02 Second priority will be for activities sponsored or endorsed by the Recreation Department. 1. 03 Third priority will be for tournaments and exhibition games recommended by local baseball/softball organizations. 1.04 Fourth priority will be for organizations located within the Hopkins School District, that are open to the public. 1. 05 Fifth priority will be for activities of the Hopkins School District. 1. 06 Non-resident organizations may be allowed use of these fields, if there is time available that will not conflict with the priority uses, and if the use will not create excessive maintenance. 2. FIELD/ACTIVITY SUPERVISION 2.01 The H.A.L.L. will be responsible for providing the field activity supervisor during periods when it is using Maetzold Field. The H.A.L.L. will not allow its activities such as warm-up, practices, extra games, etc. , to take place on the . soccer/football area, the infield of Field #3, and the entire Field #3, 1/2 hour prior to the scheduled uses. . Maetzold Operating Policy Page 4 . 2.02 The City of Hopkins will be responsible for field supervision when the Recreation Department is using the baseball/softball fields. Supervision for all other scheduled uses will be arranged on a case by case basis. 3 . COSTS 3.01 The H.A.L.L. will be responsible for game maintenance (ie. chalking, between game dragging, evening field prep) and supervision costs during the period when it is the primary user. All provisions of the state of Minnesota Child Labor laws will be enforced. 3.02 The city of Hopkins will provide turf maintenance on these fields including weekly rough-cut mowing, fertilizations, etc. , at the City expense. All additional services and costs will be reimbursed by the user. 3.03 User priority 4-6 will be charged a fee for uses of these fields, equal to that portion of the cost to the city of Hopkins, for ongoing maintenance and repairs. 3.04 The user of field lights will pay to the City of Hopkins a fee that will cover the actual cost of electricity for that period of time. . 3.05 All advertising shall be restricted to the outfield fence of Field #1 and shall be in accordance with the Advertising Use Agreement (Attachment "B"). III. SOCCER/FOOTBALL FIELD #4 1. USER PRIORITY 1. 01 First priority will be for programs and other tournaments/activities sponsored by the Recreation Department. 1. 02 Second priority will be for tournaments/activities sponsored by Hopkins based teams/organizations. 1. 03 Third priority will be for organizations located within the Hopkins School District, that are open to the public. 1. 04 Fourth priority will be for activities of the Hopkins School District. 1. 05 Non-resident organizations may be allowed use of these fields, if there is time available that will not conflict . with the priority uses, and if the use will not create excessive maintenance. 1. 06 Priorities 3-5 must submit their application for use by April 1 annually, for summer use, and August 31 annually, for fall use. I Maetzold Operating Policy Page 5 . 2 . FIELD/ACTIVITY SUPERVISION 2.01 The city of Hopkins will be responsible for field/activity supervision when the Recreation Department is using the soccer/football field area. 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" ' ' \\W \ u .......A Co ,,,,,,,:<>"'" ,_, .- I_I\,I ! - 0 'i '-...>' . ;,......', - - ." - -' \ \\ \I~\\ · ~ ~ ~ .. ,__. , .:<::.. --!III\\\' \ t ,_...,_,~,,"I'\' \ .., 'ce':' . h 1:",\ .. - .',_. _:-- ' ~ ", I '-:::"'-'~l;,;~----":-:-'::;r' \ " \~\(~i!:" ~ \\~~ ~~_..,-.' \ _ '\)~',\ 1.1I . _.~~\\:~.W~'.-= l\ )11).1!I~i" ~"---- ,'" ,,_ _:.1),,11\ 0'" .' ,,~;:'-=-3;;/"/ - ..;; ..'-'~r'// ~ ~~~>>.~' :~ ., I '-'~ , I, ~ . . MAETZOLD FIELD ADVERTISING USE AGREEMENT Attachment "B" The use of advertising as a source of revenue for Hopkins Area Little League (H.A.L.L.) has been agreed upon with the City of Hopkins (City) as described as follows: 1) All advertising will be restricted to the outfield fence of the southwest 200' field, referred to as Field #1- 2) Advertising will be placed on 3' high by 7' wide medium density overlay plywood (MDO) with a thickness of 1/2". A) Plywood to be primed on both sides and four edges with one coat of KILZ (or approved equivalent) primer. . B) Plywood to be painted on both sides and four edges with one coat of silver gray enamel background sign paint. C) A 3" wide royal blue border shall be placed as shown on Attachment "A", using sign enamel; on one . side only (The Front) . D) A 8" high City raspberry logo shall be painted on the upper left of the front side, using a red sign enamel. E) A 8" high H.A.L.L. logo shall be painted on the lower right of the front side, using the royal blue sign enamel. 3) No advertising shall be permitted on the back side of the signs. 4) All advertising shall face home plate of Field #1. 5) Advertising signs shall be placed on alternating sectio'ns of the outfield fence, leaving one section of fence between signs. 6) Advertising signs shall be mounted by H.A.L.L. each spring, using hardware provided by the city. 7) Advertising signs shall be removed by H.A.L.L. at the conclusion of the H.A.L.L. season, but not later than August 31st of each year. .