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.
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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.