Memo Pavilion Use
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CITY OF HOPKINS
MEMORANDUM
DATE: February 6, 1992
TO: Mayor and City Council
FROM: Lee Gustafson, Public Works Directo~
SUBJECT: Pavilion Use by Non-prOfit Organizations
Last summer there were some questions raised with regard to H.C.P.
renting the Pavilion Thursday nights when "Music in the Park" was
rained out at Downtown Park. The main question that kept coming up
was why the city charged HCP for using the Pavilion instead of
allowing them to use it for free. This issue was discussed quite
often last year, to the extent that staff feels it is important that
it be discussed with Council at this time so everyone is prepared to
respond to the same question that will obviously come up again this
year from various groups.
Attached is Legislative Policy #5E, Pavilion(Ice Arena) Operation. A
considerable amount of time was spent in the later part of 1990, and
the beginning of 1991 discussing this policy. The input received
during this period from Council, staff, and various interest groups,
formed the framework for the policy. Included in Section 5 of this
policy are the dry floor rental provisions. The contents contained in
this section, especially the rental rates and provisions, were
generally agreed upon by all who participated in the discussions. The
general consensus in discussing these items was that the Pavilion
should be operated like a business, and as such, should charge
appropriate fees for usage.
If the conditions of this policy are not followed, such as allowing
HCP to use the Pavilion .free of charge, staff feels a terrible
precedent will be set that could effect the financial stability of the
Pavilion. It may seem trivial to some that we are so concerned about
allowing "Music in the Park" to use the Pavilion free of charge,
however, if we let one non-prOfit group in for free it would seem
appropriate to let all non-prOfit groups in for free. If this
happened, revenue levels that were anticipated for 1992 would not be
met. The problem would be further compounded by the fact that the
city would still have to pay attendants during periods of free rental.
Staff recommends that the conditions set forth in Legislati ve Policy
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) #5E be strictly adhered to. The policy was developed from input from
a large group., with the understanding that everyone would be charged
for the rental of the Pavilion. Deviating from this policy breaks
this understanding, and more importantly, decreases incoming revenue
anticipated for the operations.
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LEGISLATIVE POLICY MANUAL
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POLICY #5-E
PAVILION (ICE ARENA) OPERATION
1. PURPOSE
1.01 The purpose of this policy is to establish policies and procedures for the operation of the Hopkins Pavilion
(Ice Arena).
2. GENERAL
2.01 The City of Hopkins will employ a PavilionfIce Arena Manager, Receptionist Clerk, 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.
3. 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 and dry floor requests.
3.02 During maximum usage, the building will be open from 6:00 a.m. until 12:00 a.m.
3.03 On weekdays when the early morning hours are not rented the facility will be opened at 8:00 a.m.
3.04 The facility will close after the last hour of rented ice time is completed.
3.05 Ice time will be rented in back to back periods, with fifteen minute 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.
3.06 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.
3.07 Rates for prime time and non-prime time ice will be determined by recommendation from the Pavilion staff
and Park Board and approval by the City Council. Current rates are prime $85.00jhour and non-prime
$75.00jhour
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LEGISLATIVE POLICY MANUAL
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3.08 Public open skating sessions will be offered in the Hopkins Pavilion. The sessions will be 1 1/2 hours in
length. User rates for the session will be determined by recommendation from the Pavilion staff and Park
Board and approval by the City Council. Current rates are $1.50 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.
3.09 All users of ice time with the exception of public skating, public hockey and recreation program participants,
will be required to have representatives of the users sign an ice rental agreement.
3.10 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.
3.11 Organized groups that use large amounts of ice time, may at the City of Hopkins discretion, be billed for ice
time. All other user groups and individuals will use ice on a C.O.D. basis.
4. 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, broomball organizations, community organizations, schools and
organizations for the handicapped.
5. DRY FLOOR RENTAL
5.01 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.
5.02 During scheduled dry floor events, the building may be open from 8:00 am until 12:00 am.
5.03 On days when there are no dry floor events scheduled the facility will be open Tuesday and Wednesday, 8:00
am to 2:30 pm. Thursday and Friday 8:00 am to 8:00 pm, and Saturday and Sunday 12:00 am to 8:00 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.
5.04 The Pavilion will close after the last hour as specified in the rental agreements.
5.05 Dry floor events will normally be scheduled on a one event per calendar 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.
5.06 Rates for dry floor events will be determined by recommendation from the Pavilion Manager and Park
Board and approval by the City Council. The current rates are as follows, which are in addition to a
$200/ event cash damage deposit;
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! Residents and/or Resident Non-profit Organizations: $300/day; set-up day or additional days
$200/day.
Non-Residents and/or Non-Resident, Non-profit Organizations: $4OO/day; set-up day or additional
days $250/day.
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Profit Organizations: $500jday; set-up day or additional days $300jday.
Hopkins Jaycees: $150jday; set-up day or additional days $l00jday; for up to five (5) separate events.
After five separate events rates go to resident non-profit rate schedule.
5.07 All users of dry floor events will be required to have a representative of the user group sign a Pavilion Rental
Agreement.
5.08 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.
5.09 Organized groups that schedule several events may at the City of Hopkins discretion, be billed for Pavilion
rental. All other user groups and individuals will use the Pavilion on a C.O.D. basis.
5.10 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 contract 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.
6 DRY FLOOR USER GROUPS
6.01 The Pavilion may be used for dry floor events by user groups that will include, but are not limited to the
following groups; the general public, Hopkins Jaycees, Hopkins Community Promotions, Heritage Days,
Special Olympics, Raspberry Festival, indoor soccer, non-profit organizations, craft shows, antique shows,
home shows, sports shows, building shows, dog shows and concerts.
Established 10/16/90
Revised 2/5/90
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