01-10-2018 Council Packet - Laserfiche WebLink

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STAFF REPORT TO: Mayor Keis & Members of City Council FROM: Bryce Shearen, Parks & Recreation/Community Services Manager DATE: January 5, 2018 RE: Update to Shelter Rental Changes Staff has created an addendum to the Shelter Rental Changes report to provide a better understanding of the shelter rentals. For the season rental season of 2017, eight letters were sent to renters explaining they had violated the Park Shelter Rental Rules and Regulations and that their damage deposit was going to be retained by the City. Two of the eight were residents and the remaining six were non- residents. The main reason for raising the shelter deposit from $100 to $250 was to make sure that the City’s cost were being covered. On a typical rental, between 30-60 minutes is required to clean the facility and prepare it for the next group. For rentals that have violated the rules, 90-120 minutes may be required by staff to prepare the facility for the next rental. As an example, in the summer of 2017, there was a rental that exceeded the number of people that was allowed at the Upper Shelter (which is 125). The following day, maintenance needed approximately 2 hours to clean and prepare the site. This time included three 1-ton truck load trips to the dumpster due to the excess trash that was created from all of the people. Extra time was needed to clean the facility and the surrounding area including the volleyball court, horseshoe courts, playgrounds, etc. The portable toilet was overtaxed and needed an additional cleaning. The estimated additional costs were around $200, which did not include administrative time. Staff has heard from some renters that to go around the non-resident rate they would find someone in the City to rent for them. It was also heard that with the low damage deposit, some renters felt like it was not much of a financial burden if they violated the rules and had their deposit withheld. In surveying other cities, a helpful practice is to send a reminder email to the renter three days prior to their event. Since many renters initially call in the early months of the year, they may not remember all of the terms of the agreement and that they need a key for the Upper Shelter Rental. It will also be a reminder that the Ramsey County Sheriff Department will be stopping out to the event to make sure that all rules are being complied with. If not being followed, the renters will be asked to leave.