2014-03-05 P & R Meeting Handouts

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That does not mean we have their unrestricted approval. But it does mean that we can go ahead and plan the events with the expectation that the Council will approval your "Special Events Permit ". I have attached the permit form to this note. It is an all purpose form - so it is long and much of will not apply to your request. Fill it out the best you can and send it to me at this email address. I will make sure that it is complete or complete enough and send it on and a copy back to you. The form is a bit of burden, but that is how the city coordinates activities with the Council, Committees, Staff, Police, Fire Department, etc. There is a shorter form and maybe in future years you can use the short form, but due to the size and complexity of these tournament it is best to do it this way. I am going to be your teammate on the Parks Committee. It will be my job to help you get through this process and have a fully approved, save and successful tournament. Unfortunately, I will not be at the March 5th meeting. But that is ok. You should go to that meeting. You have impressed the City Administrator and City lawyer that you are a smart and responsible person who wants to do things the right way. Let the Committee see that. The first thing we need to do resolve before the March 5th meeting is the dates - or at least the day of the first tournament. I have checked with other park users. June week -ends are all available. Pick a week end for the tournament and on the Special Event Form ask for the next week -end as an alternate week -end for a weather delay. For the second tournament the weeks of July 4 -5 and the week -end of July 25 -27 are not available. For the second tournament I am suggesting the week end of August 9 -10. Youth football starts August 12 and runs through October. They are requesting the same playing fields. There some other empty city owned commercial lots that could be used as a rain delay back -up. The following paragraphs address the issues that I would expect the Parks and Recreation Committee to raise next Wednesday. There are only two items that give me some concern. The first is the "requirement" to have a police officer in the park for the full tournament. That could be expensive. But we may be able to negotiate a less burdensome solution. Lets just let that item go unanswered for the time being. The second big item is the need for insurance. Correct me if i am wrong or if you have a better solution, but my assumptions are that you do not have insurance and really can not afford to buy the necessary insurance. If that is the case, It may be possible to bring this tournament in under the City's insurance policy. We (that means the city staff or myself) will have to do the research on this issue. What I am telling you in this paragraph is what I hope to be true, not yet what I know to be true. The city policy will protect the city - not the football player. All the participants will need to sign an insurance waiver. The City Attorney will write the waiver. Some one representing the City may have to collect the waivers from the football players. That person may be myself of another Committee member. Participants who are minors will need a parents signature. I assume several of your guys are younger than 18. That probably means that each of the team captains would have to get the waivers to you before they come to the park. Can you do that? Can you make signing the insurance waivers part of your team registration process. I don't think that this requirement will be negotiable. 2