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ARDEN HILLS CITY COUNCIL WORK SESSION — AUGUST 15, 2011 8 Parks and Recreation Manager Olson stated that there are also concerns for adult intramural / team fees. Intramural departments at Bethel University and Northwestern College both utilize our fields for softball and football at no charge. She stated the following factors should be considered when discussing charges for adult ball field / soccer field use: • Adults tear up the field more than youth use due to the type of activities: lacrosse, rugby, football, softball. • The City has struggled for years with Bethel University lacrosse and rugby using parks without a permit. Staff can enforce use of the fields easier with a fee base. • The colleges don't want the intramurals and club teams practicing on their facilities due to wear and tear. A fee system will help communicate that City facilities require a permit. • There will be administrative costs associated with charging fees. The per hour fee is more difficult to manage than a 3 or 4 hour time block. In most cases, groups will only book for an hour or two and use the fields for a longer period of time. • The colleges may scale back on field use if fees are instituted. Parks and Recreation Manager Olson explained that the PTRC recommended to Council that the City charge $20 for a 2 hour time block for intramural or team field use. Parks and Recreation Manager Olson stated that one of the Council's concerns regarding our vegetable garden fees was why we charge half price for a second garden plot. She clarified that the City only offers a second plot when there are open plots remaining and it's the last week prior to tilling. The Council had no concerns regarding these fees. Parks and Recreation Manager Olson explained that the City adopted a City Hall meeting room rental and related fees policy in November 2004 and that policy has not been changed since adoption. Factors considered when establishing these fees included: • City Hall is not open 24 hours and is not staffed for evening building use. Therefore, the Recreation Department has traditionally found someone to work the building during a rental period. The fees were set to cover administrative, staffing, set -up and clean -up costs. • The upstairs conference room and Council Chambers are not included as rentable areas due to the access to the internal office area and the audio - visual equipment. • Weekday business hours use is free of charge contingent upon availability. • Arden Hills City businesses take priority over all other uses. • All after hours rentals are contingent upon finding a staff member to open, monitor, and close the building. City Administrator Klaers stated there have not been many problems following the current room rental guidelines. The Council consensus was to make no changes to the City Hall room rental fees.