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HomeMy WebLinkAboutApril 26, 1976 ',/-- -) /- '\ - '---) CITY 01 ANDOVER " '-.....J MINUTES OF A SPECIAL MEETING OF THE ANDOVER PARK AND RECREATION COMMISSION HELD ON APRIL 26, 1976 AT THE ANDOVER COMMUNITY CENTER. The meeting was called to order by Chairman Jerry Lapham at 7:30 P.M. Phil Rzeszutek, Wes Mand and P/Z Liaison, Ralph Kishel were in attendance. Gary Scholla was absent. The purpose of the Special Meeting was to consider changes to the Exclusive Use Procedures. Mr. Lapham explained to the Commission the request, by a Tony Westrum, to use the Lions Field. He was a nonresident in a nonsanctioned league and the Exclusive Use Procedures as outlined do not provide for league play. It was the feeling of the Commission that fees should be established to cover all questions that will arise. Also it was suggested that a waiver relieving the Lions Club of paying a user fee be added to the Exclusive Use Procedures. LIONS CLUB HAlVER - EXCLUSIVE USE PROCEDURES \ J , j MOTION by Mr. Rzeszutek, second by Mr. Mand that the Park/Recreation Commission recommend Council approval of the following addition to the Exclusive Use Procedures: "Inasmuch as the design, establishment and installation of the Lions Field, located at the Andover Community Center, was afforded the City by the Andover Lions Club at no cost to the City; and, whereas the profits from all concessions are to be alloted to the City of Andover for betterment of City parks, no user fees are to be charged for any tournaments promoted or sponsored by the Andover Lions Club. All other procedures will be followed as outlined. This policy is to be in affect for the term of the Lions Club Lease." This addition will be inserted in Section 4, Item Bl. Motion carried unanimously. LEAGUE PLAY - EXCLUSIVE USE PROCEDURES Each of the following motions involved much discussion on fees and residency, sanction and nonsanction leagues and season play. Sanitation facilities, and who should provide them, was a topic of much discussion also. MOTION by Mr. Mand, to recommend that sanctioned leagues within the City of Andover be charged a $25.00 deposit and no charge for league play. Fifty percent of the team must be Andover residents to qualify as a resident team. Motion withdrroVin. MOTION by Mr. Rzeszutek, second by Mr. Mand to recommend that sanctioned leagues within the City of Andover be charged a $25.00 deposit and no charge for league play. To qualify as a resident team, in an organized league, in the City of Andover, 50% of the team membership must be residents. Motion carried unanimously. / There was a lengthy discussion on residency requirements and how to police any requirements that would be made. There was much concern on the question of residency and whether it was best to make strict residency re- quirements or not. Overcrowding was not an anticipated problem for this year but the Commission felt the fees should help regulate these problems as well as priority problems. MOTION by Mr. Rzeszutek, second by Mr. Mand to recommend that nonresident, sanctioned leagues pay a user fee of $5.00 per man per season and $1.00 per Special pIR Commi Page 2 :>n Meeting man pcr reserved ga~e to be payed in full prior to the first date of the reservation. Motion carried unanimously. MOTION by Mr. Rzeszutek, second by Mr. Mand to recommend that nonresidcnt, sanctioned leagues pay a $25.00 deposit to be returned totally, or in part, depending on the condition of the field at the end of the seaSon. Motion carried unanimously. MOTION by Mr. Rzeszutek, second by Mr. Mand to recommend that if time and space allow, nonresident, nonsanctioned leagues may reserve the field by depositing $100.00 to be refunded totally, or in part, depending on the condition of the field at the end of the season. They will pay a user fee of $5.00 per man per season and $1.00 per man per reserved game. Thc 50% residency stipulation will apply. Notion carried unanimously. MOTION by Mr. Mand, second by Mr. Rzeszutek to recommend that if time and space allow, resident, nonsanctioncd lcagues will pay a $50.00 deposit and no charge for lcague play. The 50% residency stipulation will apply. A memo encouraging the City Council to adopt an ordinance rcgarding the consumption of alchoholic beverages on City property was proposed by Mr. Laph~~. This is necessary to relieve the City of any responsibility in this situation. The secrctary was asked to type such a memo and dis- ribute it to the Council prior to their second meeting in May. l-IOTION by Mr. Mand, second by Hr. Rzeszutek to adjourn. Heeting adjourned at 9:30 P.H. Please find the revised El,clusive Use Procedures attached. ANDOVER PARK AND RECREATION DEPARTMENT EXCLUSIVE USE PROCEDURES - SCHEDULING 1. IT IS THE INTENT THAT ALL PARKS SHALL BE OPEN TO THE GENERAL PUBLIC FOR USE AT ALL TIMES WITH SPECIAL EMPHASIS ON YOUTH. 2. In order to insure the enjoyment, convenience and safety of group recreation activities and to prevent over-crowding of specific areas. the City Clerk's office shall schedule limited reservations for exclusive use of recreational facilities. 3. Persons or organizations desiring the use of recreational facilities for group celebrations, meetings, etc. shall make a reservation at the City Clerk's office. Should a reservation be granted for an activity interpreted to be an "exclusive use". or should extra expenses be incurred by the City, or both, the following procedure shall be followed: A. The reserving party must be a resident of the City of Andover and reservations must be made at least 2 weeks prior to date of use. First come, first serve, City athletic organizations have priority. B. The reserving party shall deposit a minimum of $25.00 which will be refunded in part or totally following the activity depending on the condition of the facilities upon departure. C. Lost or damaged equipment must be replaced by the reserving party. The cost shall include labor for installation. " D. The reserving party shall provide police coverage if required by law or ordinance. E. "Exclusive use" shall be defined as the reservation of all. or a portion of, ~ park, playground or other facility for one or more days, or for a special number of hours within a given day or days. 1luch "exclusive usefl.shall be limited to the use of the individual, or organization, for whom the reservation is made and for his, or its, guests. 4. The City of Andover and non-profit civic organizations will be permitted to sponsor and/or conduct tournaments with concessions in public athletic areas. Authorized organizations desiring to sponsor and/or conduct a tournnment ~Jill make a Hritten application to the City Clerk's office where the following policies and procedures shall be adhered to: A. The City shall be reimbursed for all costs incurred for field maintenance and sanitation services. B. A $50.00 user fee shall be charged for all tournaments to be deposited in the ParldRecreation treasury. B. 1. Inasmuch as the design, establishment and installation of the Lions Field} located at the Andover Community Center, was afforded the City by the Andover Lions Club at no cost to the CitYiand,whereas the profits froo all concessions are to be alloted to the City of Andover for betterment of City parks, no user fees are to be charged for .:!ny tournaments promoted or sponsored by the Andover Lions Club. All other procedures ~7ill be folloHed as outlined. This policy is to be in nffect for the term of the Lions Club Lease. C. A minimum deposit of $50.00 shall be made which ,~ill be totally, or in part, .1 Exclusive Use Procedur~~ Page 2 refunded following the activity depending on the condition of the facilities upon departure. D. Municipal vehicles will not be r.tade available to reserving organizations. The cost shall include labor for installation. E. Lost or da~aged equipr.tent must be replaced by the reserving organization. F. A beer license may be purchased from the City of Andover on an annual basis for $100.00. Each use of this license must be approved by the City Council. G. Police coverage must be provided by the reserving organization if required by law or ordinance. H. The City reserves the right to regulate and control the number of tournaments conducted. Andover Athletic Association or other City organized athletics will have priority. 5. EXTENDED USE - FEES AND SCHEDULING A. The reserving party must be a resident of the City of Andover, and reservations r.tust be made at least 2 weeks prior to date of use. First corne, first serve, City athletic organizations have priority. B. Resident Sanctioned Leagues ~~ithin the City of Andover will not be charged for league play but will make a $25.00 deposit for use of the facilities which will be refunded totally, or in part, depending on the condition of the facilities at the end of the season. To qualify as a resident team, 50% of the team roster must be residents of Andover. The roster must he submitted to the Clerk when the reservation is made. C. Nonresident Sanctioned Leagues will pay a $50.00 season deposit which will be refunded totally, or in part, depending on the condition of the facilities at the end of the season. In addition, they will be charged a user fee of $5.00 per person for the season and $1.00 per person per scheduled game. This will be payable in advance at the time of reservation. D. Resident Nonsanctioned Leagues will pay a $50.00 season deposit which will be refunded totally, or in part, depending on the condition of the facilities at the end of the season. To qualify as a resident team, 50% of the team roster must be residents of Andover. The roster must be submitted to the Clerk when the reservation is made. E. Nonresident Nonsanctioned Leagues will be allowed to use the facilities if time e.nd space allow. They will pay a $100.00 season deposit which will be refunded totally, or in part, depending on the condition of the facilities at the end of the season. In addition, they will be charged a user fee of $5.00 per person for the season and $1.00 per person per scheduled game. This will be payable in advance at the time of reservation. ~ q li19 h~