Res 2004- 10 Establishing Rules/Rental Fees for City ParksCITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
A RESOLUTION ESTABLISHING RULES AND RENTAL FEES FOR IISE-00f
CITY PARKS AND PROPERTY
WHEREAS, the City of Mendota Heights has a need to establish a rules and rental fees
schedule for use of City parks and facilities,
NOW THEREFORE BE IT HEREBY RESOLVED by the City Council of the City of
Mendota Heights, that Resolution No. 96-90 be amended in its entirety; and
BE IT FURTHER RESOLVED that the following policy of the City of Mendota Heights as
set forth below, shall be adopted:
I. SHELTER RENTAL
A. A fee of $25.00, for each permit application issued, is required to reserve a picnic
shelter(s) and picnic area in one of the City's parks.
Shelters available in: Wentworth Park (2), Friendly Hills Park (2),
Valley Park (1), Roger's Lake Park (1),
Kensington Park (2) and Mendakota Park (2)
All parks and facilities are available on a "first come first served basis" unless
specifically reserved for a single use event or part of a recognized seasonally permitted sports
program. Small casual weekday gatherings, such as a grade school class outing or picnic, do
not require permits.
Additional User Fee and Refunds:
1. Resident - Private: $25.00 Permit Fee is refundable if event is canceled
ten or more days in advance of reservation date
2. Non-Resident -Private:(*) $25.00 Permit Fee plus $25.00 Non-Resident Fee
(Only non-resident fee is refundable if event is
canceled ten or more days prior to reservation date)
3. Resident -
Corporate /Business: $25.00 Permit Fee plus $50.00 per day use fee.
(Only use fee is refundable if event is canceled ten or
more days prior to reservation date)
4. Non-Resident -
Corporate/Business:(*) $25.00 Permit Fee plus $100.00 per day use fee.
(Only use fee is refundable if event is canceled ten or
more days prior to reservation date)
Non-resident groups are not allowed to reserve picnic areas and shelters any earlier than
sixty (60) days prior to their reservation date
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B. Churches, synagogues, and other religious congregations in Mendota Heights or
adjacent communities whose membership consists of Mendota Heights' residents will
be considered Resident-Private Groups.
C. Other City parks suitable for picnics or similar events: Ivy Hills Park, Marie Park,
Victoria-Highland Park, Friendly Marsh Park and Hagstrom-King Park.
D. Requests for a Park Reservation Permit may be made by phone, fax or e-mail and
shall contain the following information:
1. Name of park
2. Date required
3. Start and end time of event
4. Type of event (family picnic, ball field, etc)
5. Number of people attending
6. Name of person/contact responsible for event
7. Contact information (e-mail, phone or fax number)
E. Reservations will be tentatively recorded in the reservation book when received.
Applicants will have three working days to submit a completed "Permit Application"
and fee or their reservation may be canceled.
F. A damage deposit of $100.00 will be required from all individuals/groups -reserving
picnic shelters and/or park facilities (excluding tournaments-see section 111-3) The
deposit is due when making your written reservation request at City Offices. The
facility will be inspected immediately after the event and provided there are no
damages, or clean-up costs, the deposit will be promptly returned.
G. The Mendota Heights Police Department (651-452-1366) and Park Maintenance
(651-454-4059) crews will be notified of all reservations.
H. The City shall issue a Park Reservation Permit to the applicant or sponsor setting
forth the terms for the use of the shelter or park facility. Groups shall abide by the
attached rules and regulations identified as "Exhibit A".
I. There will not be a park attendant on duty. The reserving group is responsible for
supervising the event and for cleaning the shelter or area they reserved. You are
encouraged to remove your trash from the park area. Any necessary costs for
clean up or removal of excessive trash or garbage may be deducted from your
damage deposit.
J. Refunds due to inclement weather on the day(s) of the event will not be
considered. There will be no additional charges or fees for rescheduling an event
postponed due to weather to a later date.
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II. EQUIPMENT RENTALS
A. Volleyball nets $5.00 per day
B. Extra picnic tables $5.00 each, per event
A deposit of $25.00 will be required for each equipment item rented, excluding
picnic tables.
Ill. SOFTBALL/YOUTH BASEBALL TOURNAMENTS
A $25.00 Reservation Fee is Required for Each Permit Issued
(One permit per event: shelter & field request requires only one permit)
Note: See "Section L ". items "D & E" for reservation procedures
A. Rental Fees for use of Mendakota Park for Softball/Baseball Tournaments
1. Mendota Heights teams currently participating
in a Mendota Heights adult softball league...... $100.00 per day
2. All other adult groups ................... $150.00 per day
3. MHAA "In-House Tournament" (only) ...... Rental Fee Exempt
4. Sibley H.S., St. Thomas Academy and
Visitation "in-House or League Tournaments ...... Rental Fee Exempt
5. Religious Organizations or Schools within
School District 197 ...... .........................Rental Fee Exempt
6. Religious Organizations or Schools not
located within Sch. Dist. 197 .................. $100.00 per day
7. Youth Invitational Tournament..... $150.00 first day, $100.00 each additional day
8. Applies to all of above: Pre-tournament field preparation (fields placed "out of
use" on day prior to tournament) $50.00 per day
9. Use of additional City fields at other park sites during tournament ..... $25.00 per field,
per day
10. Use of concession area by group other than MHAA ...$25.00 per day, $50.00 per
multi-day event (see "Agreement for Operation of Mendakota Concession Stand")
Above Rental Fees do not include field preparation the day of your event. Field preparation
(dragging & stripping), if requested during event, is available at a cost of$25. 00 per field and
$ 15.00 per additional request per field on the same day of event. Chalking equipment is
available on site for your use and we encourage you to prep your own fields. Chalk can be
made available to you at $3.50 per bag and drying agent $7.00 per bag.
Requests for reduction or exemption from above fees must be submitted, at least sixty (60)
days prior to date of event, to the Mendota Heights City Council for consideration
B. All adult softball tournaments will be governed by ASA rules and regulations. All
youth and adult tournaments will also adhere to the attached Mendota Heights rules
and regulations governing park facilities, identified as "Exhibit "13.
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C. A damage deposit of $200.00 per one-day event or $350.00 per multi-day event
must be submitted along with the tournament fee two weeks prior to the scheduled
event. An additional damage deposit may be required for extraordinary
circumstances, as determined by the City of Mendota Heights.
The Mendota Heights Athletic Association shall be required to submit a $200.00
seasonal damage deposit in April for all MHAA seasonal and tournament usage of
Mendakota Park.
D. All City recreation sponsored tournaments will be exempt from all fees and deposits.
E. The City of Mendota Heights desires to restrict the use of Mendakota Park for weekend
tournament play to three weekends per month so that fields are available for makeup
games or casual use by residents (family picnics, pick-up games, etc) or for ongoing
maintenance operations.
F. Each tournament and sponsor shall abide by the attached rules and regulations and a
written confirmation of the reservation shall be executed between the sponsor and City
setting forth the fee and terms for the use of the park. The attached rules and
regulations are identified at "Exhibit B", Rules and Regulations for League and Non-
League Tournaments, Softball and Baseball, Held at Mendakota Park.
G. Refund Policy for canceled tournament reservations shall be:
1. Facility Reservation Fee ($25.00) is non-refundable
2. 100% Refund of Rental Fees if canceled 14 days in advance
3. 50% Refund of Rental Fees if canceled 1 to 13 days in advance
4. Refunds due to inclement weather on the day(s) of the event will not be
considered. There will be no additional charge for rescheduling events postponed
due to weather, subject to field availability.
IV. Field / Site Reservations (other than Mendakota Park)
A x'25.00 Reservation Fee is required for Each Permit Issued
(One permit per event. shelter & field request requires only one permit)
Note: See "Section L ". items" D & E" for reservation procedures,
A. Youth Softball /Baseball fields & Adult Softball:
1. Field preparation costs are $25.00 per field, per request
2. City Sponsored programs are exempt from this fee
3. Weekday prep for seasonal permits issued are exempt from this fee
4. Neighborhood Park fields are available on a first come, first served basis with
the exception of seasonal reservations (permit & game schedule required).
5. Park preparation/maintenance fees are determined on a case-by-case basis
6. Rubbish/trash fees are determined on a case-by-case basis
AU requests for field reservations shall be made in writing between January 1m
and March 1 5r». Field reservations will .be confirmed by April 1t and any request
received after March 15m will be handled on a first come, first served basis.
Priorities used when issuing permits for field reservations are identified in attached
Exhibit "C", "Priorities For Field/Rink Reservations".
B. Soccer Fields - Youth & Full-Size:
1. Field Preparation: $35.[)[} for full-size field, b25.00 for youth-size field
2. Weekday prep for seasonal permits issued are exempt from this fee
3. Rental fees for use of Kensington Fields for tournament events:
o. One day event rental fee ............ $1OO.00 (due 14 days prior to event)
b. Each additional day ................... $ 75.00
c. Damage deposit, per event ......... $2OO.00 (due 14 days prior to event)
d. Groups with seasonal permits are exempt from Rental Fee, but not the $25.00
Reservation Fee, Damage Deposit or field preparation fees (if requested)
e. See Item "|U'G Softball Tournaments" for refund policy
f. Removal of excessive trash or extraordinary clean up costs may be deducted from
damage deposit
All requests for field reservations for the summer season (May 1mthrouQh August
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15t') vviU bonnodein vv�dng between January 1 and K8oroh 15 . Field reservations will be
confirmed by April 1m end any requests received after March 1 5th will be handled on afiret
come, first server basis.
All requests for field reservations for the fall season (August 16 m through October
a, � ' ,�
3l ) vviU be made in writing between June 1 and July 15 . Field reservations for the fall
season will will be confirmed by August 1 m and any requests after July 15 ` will be handled on o
first come, first served basis. The field reservation priorities are identified as "Exhibit C",
"Priorities for Field/Rink Reeervadono"'
C. Ice Rinks ' Pleasure & Hockey: '
1. Ice Rinks may not be reserved between 12:[][] to 6:00 prD on weekends
and School Holidays.
2. Rental Fees:
a. Pleasure & Hockey Rink ... $15.00 first hour, $7.00 each additional
b. Individual Rink.----.. $10.00 first hour, $5.00 each additional
c. Lights (if requested) ......... $1O.00first hour, $5.00 each additional
d. \8/onning house with attondant...$2O.00 first hour, $15.00 each additional
3. Damage deposit is not required when renting ice rinks.
CITY OF MENDOTA HEIGHTS
"EXHIBIT A"
RULES AND REGULATIONS FOR USE OF CITY PARKS
1 Rental groups will use only those areas designated for group picnics. Facilities such
as the horseshoe pit, volleyball court, play areas and ball fields will be available on a
first come, first served basis unless specifically reserved.
2. Rental groups will be responsible for cleanup of trash and debris in the area reserved
for their activity.
3. Facilities such as picnic tables, benches and other park facilities will remain in their
present locations. Moving of any facilities will require prior permission.
4. The rental group will be responsible for controlling all members of said group. Any
violations to City Ordinances will result in immediate cancellation of the rental group
contract and the group will be removed from City property.
5. All motor vehicles will be parked in designated parking areas unless prior
arrangements have been made. If an event is being catered, a group leader must
make arrangements in advance with a member of the park staff for specific
instructions on entering the park, parking, etc.
6. Only groups consisting of less than 200 people will be considered for rental of
Neighborhood park facilities.
7. Gambling, excessive use of alcoholic beverages, or abusive boisterous, profane or
indecent language, or conduct, in any public park is prohibited.
Note: The Mendota Heights Police Department is notified of all park reservations.
8. GLASS BEVERAGE CONTAINERS and/or KEG BEER are prohibited in City parks.
9. The City of Mendota Heights park hours are 6:00 a.m. to 10:00 p.m.
10. Fires are allowed only in designated receptacles. Fires must be completely
extinguished before leaving the area.
11. The City of Mendota Heights ordinances require all dogs in the City to be leashed.
This also pertains to park property. Pet owners are required to clean up and properly
dispose of any droppings left by their animals.
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CITY OF MENDOTA HEIGHTS
W *A- a I
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1. The City of Mendota Heights will provide four ball fields, bases, trash receptacles,
chalking equipment and restroom supplies.
2. The sponsoring organization will be responsible for picking up all trash at the end of
each day's event. Trash is to be placed in containers provided by the City or placed
in sealed trash bags. If excessive amounts of trash remain following the event and the
City is required to order an additional trash dumpster pick up, the cost of such a pick
up will be deducted from the damage deposit. The sponsoring organization has the
responsibility to properly clean up the area and repair/replace any damage to the
facility. All costs in excess of the damage deposit will be billed to the sponsoring
organization
3. The sponsoring organization will be responsible for traffic and parking control. Only city
vehicles used for maintenance will be allowed outside the parking lot. All other vehicles
will be restricted to the parking lot unless the park maintenance staff has granted prior
written authorization. All posted parking restrictions on City streets must be adhered
to. Hooding of No Parking signs is prohibited unless prior authorization has been
obtained from the Mendota Heights Police Department.
4. All park facilities such as picnic tables, bleachers and etc. shall remain in their
present locations. The moving of any facilities require prior written authorization from
the park maintenance staff
5. If is required that.the sponsoring organization purchase an ASA liability policy to
properly protect themselves from possible suit as a result of the tournament. A
certificate of insurances must be furnished to the City at least three days prior to the
event.
6. The sale of beer or any other alcoholic beverages is prohibited. Excessive use of
alcoholic beverages in any public park is prohibited.
7. Requests to reserve Mendakota Park may be made by phone, fax, or e-mail.
Reservations will be tentatively recorded in the reservation book when received.
Applicants will have three working days to submit a completed "Permit Application
Form" and fee or their reservation may be canceled.
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CITY OF MENDOTA HEIGHTS
"EXHIBIT C"
PRIORITIES FOR FIELD / RINK RESERVATIONS
1. First priority for use of athletic fields and park facilities is given to programs sponsored
by the Mendota Heights Parks and Recreation Department.
2. Second Priority for using athletic fields will be given to athletic associations serving
the youth of Mendota Heights residents, including, but not limited to, Mendota
Heights Athletic Association, Sibley Area Girls Fast-pitch, and Sibley Sting Soccer.
Organized youth programs are those programs with the following characteristics:
a. The program is offered on a community wide basis for open participation by
the general youth public
b. The program is offered on an on-going, annual basis
C. The program is targeted to similar age brackets on an annual basis
d. The intent of the program is to serve a broad range of youths in the community
and not be exclusive in nature
e. Community is defined as pertaining to Mendota Heights residents
f. Fields will be allocated to these groups in proportion to the amount of Mendota
Heights residents they serve on a program by program (team by team) basis.
The larger the number of Mendota Heights residents in the organized youth
program, the higher the priority for field reservations. The Parks and
Recreation Department reserves the right to request team rosters with
submittal of field request permits. Rosters must be complete with participant's
names, phone numbers and addresses. Game schedules must also be
submitted with permit request to verify the type and amount of use a particular
field receives.
3. Third Priority for use of athletic fields is given to requests by youth programs serving
the Mendota Heights area that are not considered, or not yet considered, organized
youth programs (Priority 2). When a request is received, our first response will be to
encourage the group to work together with the established youth athletic associations
that offer similar programs to avoid duplication of services.
Group must meet the following basic criteria to be considered for field usage.
a. The group serves Mendota Heights area residents (25% of the participants
live in Mendota Heights and 51 % live within School District 197)
b. The group is registered non-profit with the State of Minnesota
C. The group primarily consists of students that attend public or private schools
located in Mendota Heights.
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4. Fourth Priority will be given to organized Adult programs in Mendota Heights. The
larger the number of Mendota Heights residents in the program, the higher the
priority for field reservations. A minimum of 50% Mendota Heights residents and/or
persons employed in Mendota Heights is required on a team -by -team basis to be
considered an organized Adult program.
5. Fifth Priority will be given to Resident/Private Groups. A minimum of 25% Mendota
Heights residents and/or persons employed in Mendota Heights is required.
6. Sixth Priority will be given to non-resident youth or adult programs (less than 25%
Mendota Heights residents and/or persons employed in Mendota Heights).
Note: Rosters and game schedule from previous year may be submitted with permit
application, but a current roster and game schedule must be submitted as soon as possible,
prior to start of season play.
Adopted by the City Council of the City of Mendota Heights this 20th day of January, 2004.
CITY COUNCIL
CITY OF IVIEUDOTA HEI
By -1 By
KaWeen M. Swanson, City Clerk Hobe ,
ayor