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Committee asks staff to draft user agreements and amend Kennedy Park MOU to formalize roles and reporting
Summary
The committee requested staff prepare operational user agreements for groups that use village facilities and to amend the existing Kennedy Park MOU to add liaison and reporting provisions; members also discussed reporting frequency from the Friends group.
Committee members discussed developing user agreements for organized groups that use village fields and facilities and asked staff to draft operational examples tailored to different user types.
Staff said groups such as youth baseball, youth hockey and other organized teams have different operational needs. Members discussed whether agreements should be hourly (as many hockey organizations prefer) or based on annual contributions tied to membership. The committee asked staff to draft sample agreements that break out line items for each group (youth hockey, youth baseball, youth softball) and to include operational examples used by comparable local facilities.
Separately, the committee asked that the existing MOU with Friends of Kennedy Park be amended to formalize a liaison role between the village and the Friends group and to include clearer reporting procedures for fundraising receipts and expenses. The current draft MOU in the packet required quarterly reporting from the Friends; committee members expressed interest in monthly reporting or at least confirming whether monthly statements are available from the community foundation so staff can forward them in the monthly packet. Staff agreed to ask the Friends and the community foundation about reporting cadence and to present an amended MOU and sample user agreements at a future meeting.
No contract or binding agreement was approved at the meeting; staff were directed to return with draft language for committee review.
