CR2012-037 Approve New Legislative Policy # 5G, Athletic Field Use Policy-4caApril 25, 2012 Council Report 2012-037
City of Kopkims
APPROVE NEW LEGISLATIVE POLICY #5G, ATHLETIC FIELD USE POLICY
Proposed Action
Staff recommends adoption of the following motion: "Move to adopt Resolution
2012-023 establishing new legislative policy #5G Athletic Field Use Policy.
Overview
The Park Board is recommending that the City establish a new legislative policy
which covers how the various City athletic fields are used and maintained. The
intent of the policy is to provide well-maintained athletic fields by establishing
classifications, maintenance responsibilities, and intended programming purposes
for designated athletic fields available in the City of Hopkins park system. Athletic
fields located within the Hopkins park system are maintained by public works and
scheduled through the Hopkins -Minnetonka Joint Recreation Services
department. To address multi -sport requests and prevent over -use of maintained
athletic fields, this policy identifies the designated activities and seasons for which
each field is available for use.
Primary Issues to Consider
♦ Impact to athletic field users
Supporting Documents
♦ Resolution 2012-023
♦ Proposed Legislat've Policy #5G
Steven J. Stadler, Public Works Director
Financial Impact: $2,300 revenue Budgeted: No Source: HALL
Related Documents (CIP, ERP, etc.):
Notes: revenue is estimated billing to HALL for annual energy costs for lighting
Primary Issues to Consider
0 Impact to athletic field users
The only direct impact is that Hopkins Area Little League (HALL) will begin paying
the energy costs for the lights on the three ball fields and concession stand at
Maetzold Field. The estimated annual cost, based on 2011 energy billing, is
$2,300. HALL uses 66 of the 100 field light fixtures at the site, the other 34 light
fixtures are for the soccer field. This change has been discussed with Paul Hurth,
HALL President and he understands and accepts the change.
CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION NO. 2012-023
RESOLUTION APPROVING LEGISLATIVE POLICY #5G — ATHLETIC FIELD USE
POLICY
WHEREAS, the City provides and maintains a variety of athletic fields for the public's
use, and
WHEREAS, some of these athletic fields are classified as dedicated to certain
organizations or field sports, some are non -dedicated fields and others are informal play fields,
and
WHEREAS, the level of maintenance, the ability to reserve a field, the length of season,
the types of field sports and the costs for field use vary depending on the field classification,
and;
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Hopkins,
Minnesota that Legislative Policy #5G - Athletic Field # Use Policy is hereby approved,
establishing athletic field classifications, maintenance responsibilities, field use costs and
intended programming purposes for the City's athletic fields.
Adopted by the City Council of the City of Hopkins this 1St day of May 2012.
By
Eugene J. Maxwell, Mayor
ATTEST:
Kris Luedke, City Clerk
POLICY 5-G
Athletic Field Use Policy
1. Purpose of Policy:
1.01 The intent of this policy is to provide well-maintained athletic fields by establishing
classifications, maintenance responsibilities, and intended programming purposes for
designated athletic fields available in the City of Hopkins park system.
2. Introduction
2.01 Athletic fields located within the Hopkins park system are maintained by public works and
scheduled through the Hopkins -Minnetonka Joint Recreation Services department. To
address multi -sport requests and prevent over -use of maintained athletic fields, this policy
identifies the designated activities and seasons for which each field is available for use.
3. General Information
3.01 Park Hours - Per City of Hopkins park regulations, the hours of operation for each park is
posted at the site. For athletic field use, please note the hours posted for each field
described in this document.
3.02 Alcohol - Alcoholic beverages are not permitted in any park,on any athletic field, tennis
court, skating rink, or adjacent areas and not in any parking lot without an approved permit.
3.03 Field Sports are defined as any organized sport that is played on a rectangular field
traditionally designed for football or soccer uses. Additional permitted activities are at the
discretion of the city.
3.04 Dedicated Fields - Dedicated fields are maintained and scheduled for a specific activity and
are not made available for other requests. The primary intent of dedicated fields is to
provide quality amenities for game and tournament play. Use of these facilities for
practices may not be permitted or is generally a second priority.
Maintenance levels for dedicated fields tend to be higher than non -dedicated fields. Maintenance of
these fields is provided by the city, and in some cases, organizational volunteers. As needed,
dedicated fields may be rested or rehabilitated for a period of time to allow turf conditions to be
restored to expected levels.
3.05 Non -Dedicated Fields- Non -dedicated fields are scheduled and maintained for multiple
sporting activities dependent upon the season. Although these fields receive a higher level
of maintenance than informal playfields, field conditions typically do not compare in quality
to dedicated fields due to the extended use these fields endure.
3.06 Informal Playfields are open areas located at many city parks throughout Hopkins. These
playfields are not maintained for any specific activity although some informal playfields can
be scheduled or reserved by a particular group. A variety of equipment, such as backstops
and soccer goals, may be available for use at these locations. Parks with informal playfields that
are not scheduled or reserved for any groups include Hill Top, Park Valley, Interlachen
Legislative Policy Manual — Chapter 5-G
and Cottageville. Parks with informal playfields that can be scheduled or reserved include
Harley Hopkins and Buffer.
4. Athletic Field Facilities
4.01 Maetzold Field
1) Little League Baseball (Dedicated)
User Priority:
Three fields, identified as #1, #2 and #3 are designated for primary use by Hopkins Area
Little League (HALL) for their league and playoff games and practices. Annually, HALL
will submit a field use schedule for approval by recreation services.
Costs for Field Use:
The Hopkins Area Little League will be responsible for energy costs of the concession
stand and field lighting for fields #1, #2 and #3 and dumpster costs.
2) Soccer Field (Non -Dedicated)
The soccer field is reserved primarily for soccer use but can also accommodate other field
sports such as rugby, lacrosse, ultimate Frisbee and football. All associations will submit a
field use schedule for approval by recreation services.
3) Park Hours
The park will be closed at 10:00 p.m.
4) Field Lighting
The lights on all fields located in Maetzold Park will be turned off 30 minutes following
completion of the last game played and must be off by 10:30 p.m. In regards to baseball
use, no inning may start after 9:45 p.m.; with no play after 10:00 p.m.
5) Concessions
Until such time as it does not choose to operate the concession stand, HALL shall have
first rights on a continuing basis. In consideration for this right to operate the concession
stand, the operator agrees to:
1. Partner with the City as needs arise in regards to maintenance and repair of the
stand.
2. Provide for all cleanup of debris such as paper, cups, plates, glassware, etc. in and
around the baseball field area and provide recycling via the City's recycling contract.
6) Season
All fields are available for use from April 1St— September 1St, weather permitting. Field
availability from September 2nd - October 15th will be determined annually by August 1St
Field use during this period will be contingent upon field conditions, weather conditions
Legislative Policy Manual — Chapter 5-G
and required maintenance.
4.02 Central Park
1) Adult Softball (Dedicated)
User Priority:
Two fields, identified as #1 and #2, are dedicated for primary use as adult softball fields
for the Recreation Services Department. Second priority will be given to other adult
softball uses and general resident use for softball. The city of Hopkins reserves the right
to utilize these fields for the fall Recreation Services Youth Soccer Program from August
15 — November 1.
2) Multipurpose (Non -Dedicated)
Field # 4 is available for softball/baseball use during the spring and summer seasons, and
for field sports during the fall season.
3) Park Hours
Per city of Hopkins park regulations, the park will be open for use between 5:00 a.m. and
10:00 p.m. each day.
4) Field Lighting
The lights on fields #1 may be used for play until 10:00 p.m. Maintenance lighting may be
used a maximum of 15 minutes following completion of the last game, not to exceed
10:30 p.m.
5) Season
Fields #1 and #2 are available for use from April 1$t- August 15th, weather permitting.
Field availability from August 16th — October 15th will be determined annually by August
1St. Field use during this period will be contingent upon field conditions, weather
conditions and required maintenance.
4.03 Burnes Park (Non -Dedicated field)
Burnes Park consists of one multipurpose field that is available fora variety of sports
activities during the spring, summer and fall seasons.
1) Park Hours:
Per Hopkins park regulations, Burnes Park will be open for use between
5:00 a.m. and10:00 p.m.
4.04 Valley Park (Non -Dedicated field)
Valley Park consists of one multipurpose field that is available for a variety of sports
activities during the spring, summer and fall seasons.
Legislative Policy Manual — Chapter 5-G
1) Park Hours:
Per Hopkins park regulations, Valley Park will be open for use between
5:00 a.m. and 10:00 p.m.
4.05 Oakes Park (Non -Dedicated field)
Oakes Park consists of one multipurpose field that is available for a variety of sports
activities during the spring, summer and fall seasons.
1) Park Hours:
Per Hopkins park regulations, Oakes Park will be open for use between
5:00 a.m. and 10:00 p.m.
Legislative Policy Manual — Chapter 5-G