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HomeMy WebLinkAbout6.a. Community Center Fee Policy CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: APRIL 2, 1996 AGENDA ITEM: Community Center Fee Policy AGENDA SECTION: New Business PREPARED BY: Jim Topitzhofer, Parks and Recreation and AGENDA t4ttA�V�A # 6 Community Center Director ATTACHMENTS: Fee Policy. APPROVED BY: The Parks and Recreation Committee discussed a new fee policy addressing rental fees for community events at a meeting several weeks ago. It was recommended to waive room fees for identified community events with the exception of requiring a fee to cover direct cleaning and set-up costs (and other direct costs associated with the event). It was also recommended to offer no fee waiver to certain rooms where we are guaranteed revenue (wedding banquets on Saturday nights). City Council also discussed this topic on March 8 at their goal setting session. I have attached a revised fee policy based upon the above information. Please note the identified "community events" are Rosemount Halloween Party, Leprechaun Days, Share in the Spirit, Miss Rosemount Scholarship Pageant, and Shamrock Awards Dinner. Community Events have been included in fee class 1, were fees are based upon direct cleaning and set-up costs, and other costs directly associated with the event. RECOMMENDED ACTION: Motion to adopt the attached revision of Community Center Fee Policy. COUNCIL ACTION: ROSEMOUNT COMMUNITY CENTER FEES AND FEE POLICY March 13, 1996 1. DEFINITIONS Community y events Includes Rosemount Haunted Woods, Leprechaun Days, Share in the Spirit, Miss Rosemount Scholarship Pageant, and Shamrock Awards Banquet. B. Civic and non-profit groups. 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. C. Commercial groups Includes groups that operate for profit or the purpose of promotion or advertisement. D. Governmental agencies Includes county, state, federal, and special tax districts serving Rosemount residents. E. Non-resident groups Includes groups having more than one-half of their members not living within the Rosemount City limits. F. Resident Any person who maintains a residential address in the City of Rosemount. G. Resident groups Includes RAAA, RAHA and groups having more than one-half of their members living within the Rosemount City limits. H. School District #196 Includes all directly related school organizations to include curricular, co- curricular, extra curricular and all directly controlled school organizations; including Community Education. 2. PRIORITY FOR SCHEDULING FACILITIES A. Purpose Due to the large number of organizations that request community center facilities, the City Council has deemed it necessary to group by activity these organizations and establish a priority in order to insure that community center facilities are made available so as to best meet community needs. B. Priority Classification of Users 1. Rosemount Parks and Recreation Programs. 2. Community Events. 3. Individual Residents. 4. Resident groups and resident civic and non-profit groups. 5. School District #196 sponsored programs and events. 6. Other governmental units serving Rosemount residents. 7. Individual Non-residents, non-resident civic and non-profit groups. 8. All other authorized groups to include non-resident, commercial and profit groups. B. Permits and Rental Agreements Uses may be determined by permit, contract or rental agreement on such terms as mutually agreed upon. 3. FACILITY FEES A. Purpose The City Council establishes the following user classification for the purpose of setting fees. Specific fee charges are dependent on the purpose of the activities, type of group, facility which is requested and special services and/or equipment needed, with consideration to the market place and such other factors as may be deemed relevant. A fee schedule will be established by the City Administration after review and recommendation of the Parks and Recreation Committee. The fee schedule will be reviewed as necessary but not less than annually by the Parks and Recreation Committee. B. Fee Class of Users 1. Community events. 2. Residents, resident civic, non-profit groups and School District #196. 3. Non-residents, and non-resident civic and non-profit groups, and other governmental agencies. 4. Commercial groups. C. Fees 1. Auditorium Auditorium Alone*: Fee Class Hourly Rate 8 hours or more Class 1 Fees based upon direct cleaning and set-up costs, and other costs directly associated with the event. Class 2 $30 per hour $200 Class 3 $35 per hour $250 Class 4 $60 per hour $450 Auditorium with the banquet room and adjoining lobby*: (all day fee) Fee Class Saturday Friday Weekday (Sun-Thurs) Fee Fee Fee Class 1 Fees based upon direct cleaning and set-up costs, and other costs directly associated with the event. Class 2 $650 $600 $225 Class 3 $750 $700 $275 Class 4 $850 $800 $550 * A $10.00 per hour fee will be assessed if using additional audio visual equipment other than microphones and standard lighting. 2. Banquet Room Fee Class Saturday Friday Weekday (Sun-Thurs) Fee Fee Fee Class 1 $450 Fees based upon direct cleaning and set-up costs, and other costs directly associated with the event. Fee Class Saturday Friday Weekday (Sun-Thurs) Fee Fee Fee Class 2 $450 $400 $125 Class 3 $550 $500 $175 Class 4 $650 $600 $250 3. Classrooms Fee class Per Classroom Class 1 Fees based upon direct cleaning and set-up costs, and other costs directly associated with the event. Class 2 $15 per 3 hours per classroom Class 3 $20 per 3 hours per classroom Class 4 $20 per 3 hours per classroom Regular use of the classroom: The classrooms will be available for regular meetings. An organization in fee class one, two or three receives one classroom for a 3 hours period of time at no charge for one meeting per month. An organization can reserve up to one year in advance of the reservation period, and is charged a $25 reservation fee. 4. Gymnasium Fee class Full Gym Full Day Class 1 Fees based upon direct cleaning and set-up costs, and other costs directly associated with the event. Class 2 $30 per hour $150 Class 3 $40 per hour $200 Class 4 $60 per hour $500 The Gymnasium Kitchen may be rented for $50 per day. 5. Arena (effective May 15, 1995) Prime Time Ice $120 per hour (plus tax) Non Prime Time Ice $95 per hour (plus tax) Summer Ice $85 per hour (plus tax) Open Skating Fee $2.00 Skate Sharpening $2.50 The non ice arena fees to be negotiated by management staff. Prime Time: Monday-Friday 1:50 p.m.- 10:00 p.m. and Saturday and Sunday 6:00 a.m.- 10:00 p.m. Non Prime Time: Monday-Friday 6:00 a.m.- 1:50 p.m. and after 10:00 p.m., Saturday and Sunday after 10:00 p.m. Summer Ice: April 1 to September 1 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 scheduled consecutively, ice time for secondary users (less than 200 hours per year) will be scheduled on a first come first serve basis. 6. Portable Audiovisual Equipment Easels, paper and markers may be rented for $15 per use. (Easels are free of charge if no paper and markers are requested. The remaining equipment including the overhead projectors, slide projector, VCR and TV monitors may be rented for $10 per use. There is no charge for use of microphones and lecterns. D. Deposits 1. Specific to the auditorium, banquet room and gymnasium, a damage deposit of $150 is required two weeks prior to the event. Pending there are no damages, the deposit will be refunded within 21 days after the event date. Fee Class One, Dakota Technical College, Dakota County Offices, State of Minnesota Offices, municipal offices from cities adjacent to Rosemount, and School District #196 are exempt from damage deposits. 2. 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 reservation 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. 3. Specific to the ice arena, a minimum non-refundable deposit of $45 per hour is required upon receipt of ice arena contract for use. 4. Specific to the classrooms, a damage deposit of $25 is required two weeks prior to the first meeting date for any organization reserving classroom space for monthly meetings for a period of one year. The damage deposit may also be assessed to one-time users based on the activity etc. 4. BUILDING USE A. Smoking is prohibited in all areas of the building. B. The consumption of alcoholic beverages is allowed in the Community Center in designated areas according to the procedures and guidelines of the Community Center and any applicable laws. Liquor must be served by an approved liquor provider as designated through the City of Rosemount Liquor Ordinance. A uniformed licensed police officer is required for rentals where alcoholic beverages are served. Security is arranged by the rental coordinator in conjunction with the Rosemount Police Department. The application of the security rule will be dependent on the activity type and the appropriate staff will have the option of waiving the security rule. (see Reservations N.). C. The renter may arrange food service through the caterer of their choice. All caterers must receive a facility orientation from the appropriate staff before the date of the event. D. Any liquor provider and caterer used are responsible for busing tables after the event and consolidating trash into receptacles. E. The City of Rosemount has the right to exclude caterers or liquor providers if appropriate policies and procedures are not followed. F. The Rosemount Community Center does not provide linens and table skirts. G. Discrimination - The City of Rosemount will not discriminate against or harass any applicant because of race, color, religion, national origin, sex, disability, age, marital status, or status with regard to public assistance. H. The Rosemount Community Center is not liable for any loss, damage, injury, or illness by the users of the facilities in the Community Center. Neither the City of Rosemount or its employees can be held responsible for any items that are left at the facility by either the renter, caterer or contracted service. I. Fees cover the use of reserved facilities according to the hours indicated on the permit, contract or lease. This includes all set-up time by the caterer and/or the customer. Occupancy of the reserved facility after the time indicated on the agreement will result in an additional rental fee which will be deducted from the deposit or assessed to the renter. J. Specific to the auditorium, the fee includes Manager On Duty, table and chair set-up, tear-down, and cleanup. The auditorium and banquet fee includes the dance floor and portable bar in addition to those items listed above as specific to the auditorium. K. Specific to the banquet room, the fee includes Manager On Duty, table and chair set-up, tear-down, and general cleanup, and the use of the dance floor, portable bar, outdoor patio, coat room and caterers kitchen . L. Specific to the classrooms, fees do not cover table and chair set up. The class room will be set up in a standard configuration. The room is expected to be set up in the original configuration before the user leaves the facility. It is also the responsibility of the user to consolidate any trash into receptacles and leave the room in a presentable and tidy condition. M. Specific to the gymnasium, the fee includes Manager On Duty, 6 basketballs, 2 volleyballs with two nets and standards. If the gymnasium is used for recreational purposes such as basketball or volleyball; no black soled shoes, no gum, and no food or beverage is allowed in the gymnasium. If the gymnasium is used for banquet purposes, the renter is responsible for table and chair set up. N. Additional charges are required for all portable audiovisual equipment. 5. RESERVATION PROCEDURES A. All groups using the center must have an approved permit, contract or lease prior to facility use. One contact person must be designated to make all arrangements with Community Center staff. B. arAtirieirif gfirflli4 15MeSstlY411kruiRRIRY€eiiieit o itl dal rfhe City Council. C. Tentative reservations may be taken over the phone and space will be held three weeks or 21 days prior to permit issue and request of a rental deposit. D. Specific to the auditorium and banquet room, fee class one and two can reserve the auditorium and/or banquet room up to two years in advance of the event. Fee class three and four can reserve the auditorium and/or banquet room up to 18 months in advance. E. Specific to the gymnasium, fee class one and two can reserve the gymnasium up to 12 months in advance of the event. Fee class three and four can reserve the gymnasium up to the 9 months in advance. F. Specific to the classrooms, reservations can be made for regular use of the rooms for monthly meetings. Groups must submit an "Application for Regular Meetings". These applications will be accepted initially in the month of June for the next school year, and thereafter. will be distributed to lessee and the appropriate G. Copies of the permit pp riate staff as p deemed necessary. H. Users take full responsibility for their group's conduct and for any loss, breakage, or damage to the rooms, equipment, or other community center property. The City reserves the right to assign supervisory staff or maintenance personnel at an additional cost to the user, if deemed necessary by the particular function or activity. I. Cancellations will be subject to 50% of the rental fee. J. Once a permit has been authorized, the holder cannot assign, transfer nor sublet to another party the use of the facility they reserved. K. The hours stated on the Facility Use Permit must be adhered to as the facility will be opened for the applicant and locked at the times stated on the permit. L. Youth groups (participants ages 18 and younger) must be chaperoned on a ratio of one adult per fifteen youth, or other ratio Community Center Staff deem necessary. M. No decorations, banners, or signs can be taped, pinned, or affixed to the walls, ceilings or windows unless permission has been granted by the appropriate staff. N. A uniformed licensed police officer/reserve is required at the cost of the renter when alcohol beverages are served. The Rental Coordinator will arrange all police officers and renter will assessed a charge to be paid prior to event date.