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Home My WebLink About7. a. Steeple Center Fees �► ROSEMO�INT EXECUTIVE SUMMARY PARKS AND RECREATION COMMISSION Parks and Recreation Commission Regular Meeting: August 24, 2015 AGENDA ITEM: Steeple Center Fees AGENDA SECTION: New Business PREPARED BY: Dan Schultz, Parks and Recreation AGENDA NO. Director 7 a. ATTACHMENTS: Current Steeple Center Fees, RCC Fees, and recommended fees for the Steeple APPROVED BY: � Center RECOMMENDED ACTION: Motion to recommend the City set the new rental fees for the Steeple Center as presented in the Parks and Recreation Commission packet. ISSUE On an annual basis the Parks and Recreation Cominission reviews the Parks and Recreation related portion of the City's Fees and Fee Policy. This usually takes place in the months of October and November with a recommendation going to the City Council in December. Staff typically makes recommendations as to where the fees should be set and also provides data to support the recommended changes. Fees aYe often set based on trying to stay current with other similar facilities in the market and to offset some of the operating costs. Because the new Steeple Centex addition is set to open this fall, the City needs to set rental rates for the new spaces. There will be fouY new rooms that will be available to the public.The capacity of the rooms is estimated to be at 1 S people for the conference room, 30 people in the axts xoom (#202) and 80 people in each of the multi-purpose rooms (#100 and #200/201). Room#200/201 can also be divided into two smaller rooms that will each accommodate 30 people. Included in the packet are the cutrent fees for the Steeple Center Assembly Hall and the Rosemount Community Center (RCC). Staff is recommending the fees for the new spaces be based on the size of the rooms compared to what we cuYxendy chaxge for similar sized rental spaces at the RCC. Please refer to the attached spread sheet labeled 2015/2016 Rental Rates to see the pxoposed fees foY the new Steeple Center rooms. Please keep in mind that Parks and Recrearion Depaxtment sponsored programs such as acriviries for senior adults or youth programs do not pay rental fees. Groups such as Lepxechaun Days,Rosemount Area AYts Council (I2E�.AC) and the Halloween Comtnittee have service agreements with the City and also do not pay fees foY use of city facilities. Following a discussion and possible motion from the Parks and Recxeation Commission, this item will be bYought to the City Council in mid-SeptembeY fox their Yeview. ��v� ��s ur III. THE ROSEMOUNT STEEPLE CENTER FEES Monday-Thursday Friday Saturday Sunday 4-Hour Rentai Block 6-Hour-Rental Block 14-Hour Rental Block 5-Hour Rental Block Or Or 14-Hour Rentai Block 12-Hour Rental Block ASSEMBLY HALL (Theatex Seanng Capaciry 204) 4-Hour Rental 6-Hour Rental 14-Hour Rental 5-Hour Rental (Banquet Seating Capacity 192) 5.00 pm—9.00 pm* 9:00 am-3:00 pm 9.00 am-11:00 pm 9:00 am-2:00 pm • Seat�ng is dependent on room Resident:$100.00 Or Resident:$350.00 Ox configurat�on,including space Non-Resident:�$140 00 5:00 pm—11:OOpm Non-Resident:$490 00 4:00 pm-9:00 pm fox wheelchaixs. ($30/hr.addirional) Restdent:$150.00 Non-Resident:$210.00 Residenr$125.00 • Assembly�Hall is 36 ft.X 70 ft. �Day-time hours ($30/hr.addiuonal) Non-Resident:$175.00 dependent upon xequest. ($30/hr.addiuonal) • Stage is 23'to 38'wide and up Or to 28'deep 14-Hour Rental 12-Hour Rental • Banquet seat�ng fox up to 192 9:00 am-11:00 pm 9:00 am-9.00 pm at 5-foot xound tables. Resident:�350 00 Resident:$300.00 Non-Resident:$490.00 Non-Resident:�420.00 • L�ng texm or multtple day rental prices axe negotiated by staff. • Users axe to pxovide their own speciahzed hghts,sound and suppoxt staff. • Gathexmg Space(Lobby axea) is 30 ft x 55 ft.and has a ma�mum capaciry of 30(wtth tables and chatrs). ADDITIONAL FEES: $200.00 Refundable Damage Deposit per event $210.00 Security Fee if alcohol is served(see Alcohol Policy) EQUIPMENT RENTAL: Item: Fee: Scxeen Rental $25/per event+tax Individuals/orgamzauons using the faciltty may xent a portable scxeen,TV/DVD and/or an LCD pro�ectox. LCD Rental $100/pex event+tax TV/DVD Rental $25/per event+tax 33 � � � ��-� PARKS AND RECREATION FEES I. COMMUNITY CENTER, ARENA, AND FACILITIES A. Definitions 1. City Grou�s. Organizations, or Acuvities (Ciry sponsored activities.) Includes Rosemount Halloween Festivity,Leprechaun Days, and Shamrock Awards Banquet. 2. Civic and Non-Profit Groubs Includes civic organizations,political groups, churches, athletic associations, fraternal groups, charitable groups,and character building organizations devoted to social, educational,recreational and civic development or other like purposes. 3. Commercial Groubs Includes groups that operate for profit or the purpose of promotion oY advertisement. 4. Governmental A encies Includes county, state, federal,and special tax districts serving Rosemount residents. 5. Non-Resident Groups Includes groups having more than one-half of their members not living within the Rosemount Ciry limits. 6. Resident Any person who maintains a residential address in the City of Rosemount. 7. Resident Grout�s Includes groups having more than one-half of their members hving within the Rosemount City limits. 8. School District#196 Includes all directly related school activities including curricular, co-curricular,extra curricular and all direcdy controlled school oxganizations;including Community Education. 9. Resident Athletic Grouas Includes RAAA and RAHA. 25 B. Priority for Scheduling Facilities 1. Purpose Due to the large number of organizations that request Community Center facilities, the Ciry Council has deemed it necessary to group by activity these organizarions and establish a pYiority in order to insure that Community Center facilities are made available so as to best meet community needs. 2. Prioriry of Users a. National Guard b. Rosemount Parks and Recreation programs c. Commumty events d. All others 3. Permits and Rental Agreements Uses may be determined by permit, contract or rental agreement on such terms as mutually agreed upon. C. Facility Fees 1. Purpose The City Council establishes the following user classifications for the purpose of setting fees. Specific fee charges are dependent on the purpose of the activities, type of group, facility that is requested and special services and/or equipment needed, with considerat�on to the market place and such other factors as may be deemed relevant. A fee schedule will be established by the City Council after review and recommendation of the Parks and Recreat�on Coinnussion. The fee schedule will be reviewed as necessary but not less than annually by the Parks and Recreation Coinmission. Under supervision of the Parks and Recreation Director,the management staff at the Community Center would have the ability to negoriate for last rninute rentals,long term rentals,and special events in order to ma�mize use of the Community Center. Staff would provide quarterly exception reports. 2. Fee Class of Users Class L• City sponsored activities Class 2: Residents,resident civic,resident non-profit groups, ISD 196 schools, other Rosemount schools,and resident commercial groups. Class 3: Non-residents,non-resident civic,non-resident non-profit groups,and other governmental agencies,and non-resident commercial groups. 26 3. Fees a. Auditorium Auditorium alone:* FEE CLASS HOURLY RATE 8 HOURS OR MORE Class 1 Fees based upon cleaning and set-up costs and other costs directly associated with the event Class 2 $50 + tax per hour $350 + tax Class 3 $65 + tax per hour $500 + tax Auditorium with the Banquet Room and adjoining Lobby:* (all day fee) FEE CLASS SATURDAY FEE FRIDAY FEE WEEKDAY FEE (Sun-Thurs)** Class 1 $700 + tax Fees based upon cleaning and set-up costs and other costs directly associated with the event. Class 2 $850 + tax $750 + tax $400 + tax Class 3 $1,200 + tax $1,100 + tax $650 + tax *A fee + tax will be assessed if usmg audio-visual equipment other than microphones and standard lighting. (see 3 e. for Audio Visual Equipment fees) **Add$150 + tax for Sunday—Thursday rentals scheduled past 10:00 p.m.,no later than midnight. 27 b. Banquet Room FEE CLASS SATURDAY FEE FRIDAY FEE WEEKDAY FEE (Sun-Thurs)** Class 1 $600 + tax Fees based upon cleaning and set-up costs and other costs directly associated with the event. Class 2 $750 + tax $650 + tax $350 + tax Class 3 $950 + tax $850 + tax $400 + tax **Add$150 + tax for Sunday—Thursday rentals scheduled past 10:00 p.m.,no later than midnight. c. Classrooms FEE CLASS PER CLASSROOM Class 1 Fees based upon cleaning and set-up costs and other costs directly associated with the event. Class 2 $25 + tax per 3 hours pex Classroom Class 3 $30 + tax per 3 hours per Classroom Regular use of the Classrooms: The Classrooms will be available fox regular meetings. An organization in Fee Class 2 that is a resident civic or resident non-profit group can reserve one Classroom at no charge for one meeting per month. Dependent upon space availability,Rosemount Community Center Staff will coordinate the free meeting space to best accommodate multiple users. An organization can reserve up to one year m advance of the reservation period, and is charged a non-refundable $25 reservation fee. An additional fee may be assessed relaung to cleaning and setup costs. 28 d. Gymnasium FEE CLASS HOURLY FULL DAY Class 1 Fees based upon cleaning and set-up costs and other costs directly associated with the event Class 2 $35 + tax per hour $200 + tax Class 3 $55 + tax per hour $400 + tax Banquets or dance events in the Gymnasium will be charged Banquet Room rates. Groups of 50 or more using the Gymnasium will be charged a custodial fee of$20 pex houx of use. e. Audio Visual Equipment Easels,paper and markers may be rented for$15 + tax per use. (Easels are free of chaxge if no paper and markers are requested.) The remaining equipment including the overhead projectors, sound box and TV/VCR's may be rented for$10 + tax per use. There is no charge for use of rrucrophones and lecterns. A portable LCD projector may be rented for $100 + tax per use, subject to availability. A sound box may be rented for$10.00 +tax per use. f. Arena Prime Time Ice $205 + tax per hour (During Prime Season) Non Prime Time Ice $125 + tax per hour (During Prime Season) Summer Ice $125 + tax per hour Prime Ice Season:January,February,March, September, October,November and December Summer Ice Season: April,May,June,July and August Prime Time Rental Hours: Monday—Sunday 7:00 a.m. —10:00 p.m. Non-Prime Rental Hours: Monday—Sunday 10:00 p.m. —7:00 a.m. Dry Floor Events: Fees + tax to be negotiated by management staff Public Skating Fees: Evening and Holiday Vacation $4.00 tax included Daytime Pubhc Skating Fee $2.00 tax included Daytime Youth Open Hockey $2.00 tax included Open Skate Passes 8 for$20.00 tax included Skate Sharpening $4.00 Skate sharpening Passes 8 for$20.00 tax included Adult Opening Hockey $4.00 tax included 29 The order of priority for scheduling of ice time to major users (+200 hours per year) is as follows: 1. Community Center sponsored programs (Open Skating,Learn to Skate, events, etc.) 2. Rosemount High School Girls and Boys Hockey games and practices,based on limits mutually agreed upon. 3. Rosemount Area Hockey Association 4. Other hockey associations or organizations requesting 200 or more hours per year. After the above groups have been.rchedulecl consecutively, ice time for.recondary u.rers(le.r.r tban 200 hours per year)zvill be.rche�lulerl on a fzr.rt come,fir.rt.rerved ba.ris. 5. Cancellations: Cancellations will be subject to 50% of the rental fee. 4. Deposits a. Specific to Banquet Room events, a damage deposit of$300 is required two weeks prior to the event. As to the Auditorium and Gymnasium,depending on the type of event and group size,a damage deposit of up to $300 may be added to rental charges. Pending the rental space does not incur any damages;the deposit will be refunded within 21 days after the event date. b. Specific to the Auditorium,Banquet Room and Gymnasium, a non-refundable rental deposit of one-half the fee is required within two weeks of permit issue. The renter will forfeit the reservarion if the rental deposit is not received within two weeks after the permit issue date. The balance of the room fee is due two weeks prior to the event. c. Specific to the Ice Arena, a non-refundable deposit of 50% of the total contract price is required upon receipt of the Ice Arena contract for use. The remainder of the contract shall be paid before the group gets on the ice. RAHA and RHS (ISD 196) are exempt from paying a deposit and will make full payment for the previous month's ice bill. d. Specific to the Classrooms, the xental fee is required with the signed permit. The reservarion is not confirmed until both the signed permit and the fees are paid. 30 YD f�'S`� /' �r' �i �f' , Monday-Thursday Friday Saturday Sunday _.� STEEPLE �ENTER 6-Haur Rental Block 6-Hour Renta!Block 5-Hour Rental Block �,E�r...�„E,or. 9:00_am=3:00 pm 9:00 am-3:00 pm 9:00 am-2:0�pm 2015/2016 Rental Rates OR OR OR S:OO pm-11A0 pm S:Ofl pm-11:00 pm 4:44 pm-9:00 pm 14Hour Rental Block 14-Hour Rental Block �2-Naur Rental Btock 9:OOam-11:OOpm 9:OOam-11:OOpm 9�OOam-9:OOpm 3-Hour Rental 6-Hour Rental 14-Hour Rental 5-Hour Rental ASSEMBLY HALL Resident:$135.00 Resident:$270.00 Resident:$630.00 Resident:$225.00 (2,520sq.ft.j Non-Resident:$180.00 Non-Resident:$360.00 Non-Resident:$840.00 Non-Resident:$300.00 (5tage is 36'x 70') ThealerSeating Capacity:204 14-Hour Rental 12-Hour Rental CapacityWithTables/Chafrs:292 Resident:$630.00 Resident:$540.00 Non-Resident:$840.00 Non-Resident:$720.00 ROOIVI#100 3-Hour Rental �th Tables/ChairsCapacity:80 Resident:$60.00 Non-Resident:$90.00 ROOM#20�. 6-Hour Rental 6-Hour Rental 5-Hour Rental With 7pbles/Chairs Co ac� 80 Resident:$180.00 Resident:$180.00 Resident:$125.00 p ty� Non-Resident:$270.00 Non-Resident:270.00 Non-Resident:$175.00 14-Hour Rental 14-Hour Rental 12-Hour Rental Resident:$420.00 Resident:$420.00 Resident:$300.00 Non-Resident:$490.00 Non-Resident:$490.00 Non-Resident:$420.00 2-Hour Rental 5-Hour Rental ROOM#202 3-Hour Rental 2-Hour Rental Resident:$30.00 Resident:$75.00 Resident:$30.00 Resident:$30.00 Non-Resident:$112.00 With Tables/Chairs Capacity:3U Non-Resident:$45.00 Non-Resident:$45.00 Non-Resident:$45.00 12-Hour Rental 6-Hour Rental 6-Hour Rental Resident:$180.00 Resident:$90.00 Non-Resident:$270.00 Resident:$90.00 Non-Resident:$135.00 Non-Resident:$135.00 Conference Room 3-Hour Rental 3-Hour Rental 3-Hour Rental Resident:$30.00 3-Hour Rental Resident:$30.00 Resident:$30.00 Resident:$30.00 Non-Resident:$45.00 Non-Resident:$45.00 Non-Resident:$45.00 Non-Resident:$45.00 Kitchen Use: Resident Rate: $100/per event. Non-Resident Rate: $120/per event ADDITIONAL FEES: $300.00 Refundable Damage Deposit when NO food, beverage and/or alcohol is served $500.00 Refundable Damage Deposit when food, beverage andJor alcohol is served $231.00 Security Fee if alcohol is served (see Alcohol Policy) EQUIPMENT RENTAL: ITEM: FEE: Screen Rental $25/per event LCD Rental $100/per event TV/DVD Rental $25/per event