CR 92-86 Amending Legislative Policy 5-E•
April 6, 1992
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 which were
discussed at the February llth Council Work session and recommended
for approval by Council.
Overview.
Legislative Policy 5 -E was created on 10/16/90 to regulate activities
at the Pavilion (Ice Arena), just prior to opening of the Pavilion.
Operational issues were discussed and recommended by Council on
February 11th. In following with Council recommendation the proposed
amendments were developed for the Legislative Policy 5 -E to reflect
those program changes recommended by Council.
Primary Issues to Consider.
o Should Legislative Policy 5 -E be amended?
Supporting Information.
o Detailed Background
o Analysis of Issues
o Legislative Policy 5 -E with existing and proposed changes
AMENDING LEGISLATIVE POLICY #5 -E
PAVILION (ICE ARENA) OPERATION
Gustafs. , P ..lic Works Director
Council Report: 92 -86
Council Report: 92 -86
Page 2
0 Detailed Background.
Section area
5.03
Changes Made
The last sentence in this section was
changed to clarify that large groups
will have to reserve the facility to
obtain exclusive use, and to explain
that reserving the Pavilion requires
signing a contract and paying
appropriate fees.
5.10 The last sentence was added to allot
open, non - reservable time to small
groups. In the past a small group could
plan to use the Pavilion, but the
possibility always existed that a large
group could, at any time, reserve the
Pavilion with a paid contract. This
made it difficlut for a small group to
plan a gathering in the facility. The
new language will give small groups the
ability to plan a gathering with the
assurance that the facility will not be
lost to a large exclusive use group.
Analysis of Issues.
o Should Legislative Policy #5 -E be amended?
The purpose of the Legislative Policy is to more clearly define
the procedures of programs offered by the city. The intent of
the procedural changes which were made, offer allow more
flexiblity for use of the Pavilion by small groups. It is
necessary, in keeping with the intent of the Legislative Policy
Manual, to keep it updated so that it reflects current practices
and procedures.
•
1. PURPOSE
2. GENERAL
2.04 The Hopkins Pavilion personnel will make every effort to
supply quality and pleasant surroundings for user groups,
spectators and visitors.
2.01 The City of Hopkins will employ a Pavilion /Ice 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.
1.01 The purpose of this policy is to establish policies and
procedures for the operation of the Hopkins Pavilion (Ice
Arena) .
3. ICE RENTAL
LEGISLATIVE
POLICY #5 -E
PAVILION (ICE ARENA) OPERATION
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.
•
• 3.10
CHAPTER V
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 $95.00 65 7.8e /hour and non -prime $85.00 $75780/hour
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.
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 ppen
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 who which to have exclusive us
of the Pavilion are required to reserve, contract, and pay
appropriate fees for the event date. Large-- grettpa- are
eneeuraged-- to-- reserve- 4th-e - -Pav en- -to- - awe d --eorr -4n
sehedul ng -f er- their -organ eat en7
5.04 The Pavilion will close after the last hour as specified in
the rental agreements.
CHAPTER V
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.
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;
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:
$400 /day; set -up day or additional days $250 /day.
Profit Organizations: $500 /day; set -up day or additional.
days $300 /day.
Hopkins Jaycees: $150 /day; set -up day or additional days
$100 /day; for up to five (5) separate events. After five
separate events rates go to resident non - profit rate
schedule.
5.06
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.
CHAPTER V
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. If
contracts and deposits are not made fourteen (14) days prior
to an event date, the date will be held open for small
groups and gatherings to use the Pavilion during the hours
listed in Section 5.03.
•
•
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 4/21/92