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CR2002-47 Maetzold Field . , CITY OF . ~ HOPKINS March 21,2002 CouncH Report 2002-47 Maetzold Field Operating Policy Proposed Action Staff recommends adoption of the following motion: Move to amend the Maetzold Field OperatinQ Policy to allow advertisinQ on Field #2. Overview. The Maetzold Field Operating Policy was created in 1995. It was designed to give direction to the use of and user priority of the new athletic complex at Maetzold Field. A part of the policy deals with advertising by the Hopkins Area Uttle League (HALL) on Field #1. The seasonal advertising is restricted to alternating outfield fence sections, placed by HALL in the spring and removed by August 31st each year. Modest growth of the HALL membership over the last several years has allowed team sponsorships to exceed the allotted space (18) on the fence of Field #1. HALL has requested to have the advertising spaces expanded to include the outfield fence of Field #2. . Primary Issues to Consider . Have there been any concerns with the current advertising policy? . Will the project require additional funding from the City? . What is the time frame for this project? . Will any additional actions be forthcoming? SupportinQ Information . Analysis of Issues . Maetzold Field Operating Policy . HALL proposal for additional advertising signs Park Board motion, March 18, 2002 do~ R V tman Supt., Parks and Forestry Financial Impact: $00.00 Budgeted: Ii.. Source: Private Related Documents (CIP, ERP, etc.): Maetzold Field Operating Policv Notes: . ~- -- .- - . Council Report 2002-47 Page 2 Primarv Issues to Consider . Have there been any concerns with the current advertising policy? The current policy has been in effect since 1995. HALL has followed the advertising use agreement closely. Staff has not received any complaints from the public since the inception of the agreement. The initial concerns were more internal, with some resistance to advertising within City parks at the outset. Advertising currently exists at Maetzold Field and the Hopkins Pavilion. HALL has indicated that they have concerns with the current policy for several reasons. First is the limitation on the number of sponsor sign spaces available on Field #1. Secondly, HALL has sponsors for teams that only play games on Field#2; these sponsors would like to have the sponsor signs on the field that their team plays on. . Will the project require additional funding from the City? The change in the policy will not have any funding impacts to the City. There will be no impacts to staff maintenance or othef indirect costs. . What is the time frame for this project? . HALL hopes to have the policy changed in time to expand the advertising onto Field #2 fOf the upcoming season in April. . Will any additional actions be forthcoming? HALL has requested to make some improvements to player bench spaces which will require some additional action. That request is to install some permanent roof structures on Fields #1 and Field #2. HALL is awaiting notification of a grant request. Any additional action is dependent on the results of the grant. . .. r .- OPERATING POLICY FOR . MAETZOLD FIELD PARK GENERAL 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 "A". SCHEDULING 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. ALCOHOLIC BEVERAGES Alcoholic beverages are prohibited in the Park. PUBLIC ADDRESS SYSTEM 4ItNO public address system or voice amplification will be allowed within . the. park without first securing a permit from the Recreation Department. HOURS The Park will be closed from 10:00 p.m. to 5:00 a.m. the next day. Field lights will normally be off at 10:00 p.m. RULES All scheduled 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. CONSTRUCTION/DEVELOPMENT There shall be no major underground construction, above ground construction or development, or other activity that will significantly 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. STORAGE storage of . supplies and equipment by any non-city or Recreation . Depa::tm7nt organization may be allowed, but is not guaranteed. PermlSSlon for storing supplies and equipment must be obtained in writing from the city of Hopkins. Maetzold Operating Policy Page 2 CONCESSIONS .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 on a continuing basis. In consideration for this right to operate the concession stand, the operator agrees to provide for all clean up of debris such as papers, cups, platesl glassware, etc., after each days scheduled usage. other concessionaires are only allowed in Maetzold Field Park. when the concession stand is not open and after securing any necessary permits from the city of Hopkins. REST ROOMS The City of Hopkins will be responsible for providing and maintaining facilities during all scheduled activities. BASEBALL/SOFTBALL FIELDS #1. #2. & #3 USER PRIORITY 1. First priority of use of fields #1 and #2 will annually go . to the Hopkins Area Little League (H. A. L. L. ) for the ir . league and play-off practices and games. The H.A.L.L. will annually, no later than March 15, submit their schedule to the Recreation Department for review and approval. The H.A.L.L. will be allowed to reserve the two 200 foot fields (Field #1 & #2) for their use from the beginning of their regular season through the end of their season play offs. 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 on the field by the Recreation Department. . 2. Second priority will be for activities sponsored or endorsed by the Recreation Department. 3. Third priority will be for tournaments and exhibition games recommended by local baseball/softball organizations. 4. Fourth priority will be for organizations located within the Hopkins School District, that are open to the public. 5. Fifth priority will be for activities of the Hopkins School District. 6. 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. . -- - r Maetzold Operating Policy ~ Page 3 FIELD/ACTIVITY SUPERVISION .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 city of Hopkins will be responsible for a field and activity supervisor 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. COSTS The H.A.L.L. will be responsible for game maintenance and supervision costs during the period when it 1S the primary user. All provisions of the State of Minnesota Child Labor laws will be enforced. 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. 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. '. SOCCER/FOOTBALL FIELD #4 USER PRIORITY 1. First priority will be for programs and other tournaments/activities sponsored by the Recreation Department. 2. Second priority will be for tournaments/activities sponsored by Hopkins based teams/organizations. 3 . Third priority will be for organizations located within the Hopkins School District, that are open to the public. 4. Fourth priority will be for activities of the Hopkins School District. 5. 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. priorities 3-5 must submit their application for use by April 1 annually, for summer use, and August 31 annually, for fall use. . T ~ Maetzold Operating Policy Page 4 FIELD/ACTIVITY SUPERVISION 4It The city of Hopkins will be responsible for field/activity supervision when the Recreation Department is using the soccer/football field area. This fee may be included in the charge for Recreation Department programs. Supervision for all other scheduled uses will be arranged on a case by case basis. COSTS Users of the soccer/football field will pay to the city 0 f Hopkins a fee to help defray the cost of maintenance and programming of activities on this field. The users 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. . . . MAETZOLD FIELD ADVERTISING USE AGREEMENT 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 -- . I , referred to as Field #1 . ',. . 2.) Advertising will be placed on 3' high by 7' wide medium density overlay plywood (MOO) with a thickness of "'h". A) Plywood to be primed on both sides and four edges with one coat of KILZ 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). 0) A 8" high City raspberry logo shall be painted on the lower 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 backside of the signs. 4.) All advertising shall face home plate of Field #1. 5.) Advertising signs shall be placed on alternating sections 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. . Hopkins Area Little League Proposal for Additional Advertising Signs . 2002 The Situation Hopkins Area Little League currently carries 19 sponsors. Of our current sponsors, 6 . sponsor teams that play exclusively on Field #2. Sponsors have requested that signs be posted on the field where their teams play. The Maetzold field Operating Policy, outlined in 1994, provides for the posting of sponsor signs on Field #1 only. Signs may also be posted only on every other section. There is a total of 40 separate sections offence area ine! uding the two end areas. Options: . Amend Maetzold field operating policy to allow for additional signs to be posted on Field #2. . Amend Maetzold field operating policy to allow for signs to be posted on Field #1 on all fence sections. . Maintain current status and limit number of players allowed participating in program. H.A.L.L. Preference Hopkins Area Little League prefers to resolve the issue using option #1, posting signs on both fields. This allows the league more flexibility and more attractive sponsorship . offerings. We also believe that signs on every other fence section is more aesthetically appealing having than closing in the entire fence area. . 1~~ Hopkins Area Little League ~~8~ Proposal for Additional Advertising Signs ... ,;,\'1 . ~'e'!i8n 2002 . (1954-2002) Hopkins Area Little League: Who Little League Baseball Mission . we are: Statement Hopkins Area Little League has been in Little League Baseball, Incorporated is a existence since 1954. We strive to offer non-profit organization whose mission is a high quality, low cost baseball to "to promote, develop, supervise, and program for Hopkins children ages 5-12. voluntarily assist in all lawful ways, the As our program has grown we have interest of those who will participate in moved from Minnetonka Mills Field, to Little League Baseball. 11 Through M.B. Hagen Field, to Maetzold Field to proper guidance and exemplary accommodate new teams and players. leadership, the Little League program Maetzold field offers Hopkins Little assists youth in developing the qualities Leaguers the chance to play at an of citizenship, discipline, teamwork and exceptional facility. We are very proud physical well being. By espousing the of our program, our facilities, and our virtues of character, courage and loyalty, community committment. the Little League Baseball program is designed to develop superior citizens rather than superior athletes. . Sponsorship and Community Partnering with sponsors within the Hopkins Community provides a valuable service to our children, our Little League program, and to local businesses. Sponsorships make it possible for our organization to keep our player fees low while still maintaining the same or higher quality program as other sports and communities. Sponsorships also provide a low cost advertising opportunity for Hopkins businesses. Our signs are seen by all visitors to Maetzold field during the baseball season. Attracting sponsors is not always an easy task. Providing field signs for all team and league sponsors is our primary focus for new sponsors. Although we do provide other benefits they are not as publicly visible or as attractive to the sponsors as our signs. Hopkins Area Little league has striven and succeeded in maintaining the lowest cost sports offering in the entire area. Since 1994, when we moved to Maetzold field our fees for baseball have gone up less than $10. Additionally, in our attempt to offer an opportlmity for all children to play, H.A.L.L. has always offered "scholarships" for those families not able to afford our fees. Grovvth in our program, from 219 players in 1990 to close to 300 this year, presents H.A.L.L. with to pleasant problem of continuing to add sponsors. More participants means more teams. More teams require more equipment, uniforms and other expenditures. More expense requires more sponsors. Additional sponsorships require additional signs. . CITY OF HOPKINS P ARK BOARD MEETING MINUTES MARCH 18, 2002 . oscillating fan for the concession area. HALL is pursuing funding for permanent metal supports and roofing for the four player benches on fields #1 and #2. This proposal is requested to provide shelter to the youth ball players from rain and summer sun. HALL has submitted a grant request to the Minnesota Twins Community Fund (Molitor Fields for Kids) for $5,000. HALL would contribute up to $5,500 and the City of Hopkins would donate labor to install the shelters (projected to be approximately $4,000). At this time, HALL is looking for an approval of the concept drawings to allow the grant request to move forward. A final decision by the Minnesota Twins Community Fund is not expected to be until August after the HALL season. It was requested that temporary seasonal fabric screens paid for and installed by HALL be permitted for the 2002 season. R. Niemann moved and D. Specken seconded a motion to recommend approval of the concession fan and support for the concept of permanent player bench roofs as submitted by HALL and provided by Wayne's, Inc. with approval of seasonal roof tarps as requested. On the vote: M. Kuhl, P. Schuessler, R. Niemann and D. Specken voted yes. The motion passed 4-0. The second topic of discussion was field sign advertising. M. Kuhl and R. Vogttnar1 gave some background on the thought process and history behind the Maetzold Field Operating Policy. Page 5 of the policy is the Maetzold . Field Advertising Use Agreement. A part of this agreement, is the fact that advertising is currently restricted to field #1, on alternating fence sections. The advertising signs are of team sponsors and are provided by HALL and mounted and removed seasonally by HALL. HALL has documented modest growth for the last several years and team sponsors now out-number available fence locations. Some team sponsors also have tear11S that only play games on field #2. HALL is requesting that the operating pobey be amended to permit seasonal advertising of both fields #1 and #2. R. Vogtman indicated that HALL has done an excellent job of meeting all areas of the advertising agreement and that no complaints from the public have been received about the signs since HALL relocated to Maetzold Field from MB Hagen. R. Niemann moved and P. Schuessler seconded a motion to recommend that the City Council amend the Maetzold Field Operating Policy to allow advertising on the outfield fences of both fields #1 and #2. On the vote: M. Kuhl, P. Schuessler, R. Niemann and D. Specken voted yes. The motion passed 4-0. D. Park Sidewalk/Trails Update The Park Board reviewed the news release and informational letters for the public open house on the sidewalk/trails master plan. This was informational only and no action was required. E. Park Area Assignment Reports . It was suggested that the slides at Burnes Park be inspected for safety. Page 2 of3