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Brainerd Park Board directs staff to standardize tournament and special-event staffing fees
Summary
The park board voted to move away from a flat $150-per-park flat fee for youth tournaments, directing staff to return with a standardized staff-cost proposal; adult tournaments will be billed $150 plus any requested staff time, and special-event add-ons will be charged as fractional staff time.
The Brainerd Park Board voted to change how it charges for tournaments and special events, moving away from a flat $150-per-park model for youth tournaments after staff warned the city would lose money under that approach.
Parks staff told the board that five youth tournaments held across two parks in 2025 generated about $3,793 in invoiced charges and that a flat $150-per-park-per-tournament rate would have produced roughly $1,500 in revenueresulting in an estimated shortfall of about $2,200. "If we charged a flat rate of a $150 per tournament per park, the revenue would be $1,500 resulting of a loss of $2,200," staff said during the presentation.
After extended questioning about overtime, predictability for tournament organizers and how peer cities handle staffing charges, the board moved to direct staff to develop a standardized tournament staff-cost proposal and return next month with specific dollar amounts. Andrew, who moved the motion, said the goal was to avoid "lighting that money on fire" by approving a rate that would produce a loss.
On adult tournaments, the board approved a separate motion setting adult tournament fees at $150 plus staff time when staff presence is requested by the organizer. Staff explained adult events typically require less field maintenance than youth baseball and that staff presence should be optional.
For special events, the board endorsed the staff recommendation to continue providing standard amenities (tables, cones, basic power) at no extra charge but to bill fractional staff time for nonstandard requests such as moving large numbers of picnic tables or delivering extra trash cans. The board asked staff to publish an inventory of what each pavilion includes so applicants can plan.
All motions were approved by voice votes. Staff will return with standardized, annual staff-hour rates and a proposed fee schedule that applies the new approach consistently across youth tournaments, adult tournaments and special events.
What's next: Staff will present a dollarized, standardized staff-cost proposal at the next board meeting for adoption and public posting.
