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HomeMy WebLinkAbout7.c. Banquet Fees and Fee Policy ' A ' CITY OF ROSEMOUNT EXECIITIVE SL'fi�iARY FOR ACTION CITY COUNCIL MEETING DATE: JULY 20, 1993 AGENDA ITEM: Banquet Fees and Fee Policy AGENDA SECTION: New Business PREPARED BY: Jim Topitzhofer, AG��;� # �(� Community Center Manager �� ATTACffi�IENTS: Two attachments AP VFD Y. , A draft of fees and fee policies has been recammended b� the Community ' Center Commission for the rental of the Banquet Room located in the , Community Center. This report includes a ma.rketing study of area banquet , facilities. ' The Community Center Commission based the formulation of banquet fee policies under the �ollowing criteria: , 1. Customer service and convenience shall be a priority concern. , 2 . The Banquet Room shall be priced at or just above the market , rate. ' 3 . Serve the best interests of the Rosemount resident. ; 4 . All user groups shall be charged a fee for use of the Banquet Room. The Community Center Commission proposes banquet policies to truly serve , the customer. Namely, the customer shall have the opportunity to cantract , the caterer of their choice_ The customer will also conveniently choose the appraved and properly licensed liquor provider and swing their best ' deal . The Banquet Room will be scheduled to give the customer ample time in set-up and minimal anticipations with cleanup. Since our banquet raom is one af the best in our area, both in facility and service, the custamer wou3d expect to pay above the market rate. Classif ication af users has been identified and priority of scheduling � assigned to each. The resident of Rosemount has clear advantage in regard to fee and riorit of schedulin . P Y 3 RECO1wIl+iENDED ACTION: Motion to approve the attached Banqtxet Room Fees and Fee Policy for the Community Center. ' COUNCIL ACTION: ' RQSEMOUNT C41��VIUNITY CENTER ANI3 NATIONAL GUARD ARMORY BANQUET ROOM FEES AND FEE POLICY , July 13, 1993 , DRAFT ' 1. DEFINITIONS ' A. Cit�groups. organizations3 or activities I Includes gmugs, organizations, or agencies that are directly related to, controlled by or sponsored by the City of Rosemount. ' B. Civic and Non-profit rou�s 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 I purposes. C. Commercial �rou�s Includes groups that operate for profit or the purpose of promotion or ' advertisement. D, Governmental ag,encies ' Includes county, state, federal, and special tax districts serving Rosemount ' residents. E. Non-resident grou,ps ', 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 ,grou�s Includes 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 cumcular and all directly controlled school organizations. ' 2. PRIORITY FOR SGHEDULING BANQUET FACILITIES A. Pur�ose Due to the large number of arganizations 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. Rosemount Community Center Policies July 13, 1993 B. Priority Classification of Users ' 1. City groups, organizations, or activities. 2. Resident groups and resident civic and non-profit groups sponsoring community wide gublic service aetivities. , 3. Individual Residents. 4. Resident gmups and resident civic and non-profit groups. 5. School District #196 sponsored programs and events. 6. Other governmental units serving Rasemount residents. 7. Individual Non-residents, non-resident civic and nan-profit groups. 8. All other authorized groups to include non-resident, commercial and profit groups. C. Permits and Leases Uses may be determined by permit, contract or lease on such terms as mutually agreed upon. 3. BANQLTET FEES A. Purpose The City Council establishes the following user class�cation for the purpose of setting fees. Specific fee charges are dependent an the puipose of the activities, type of group, facility which is requested and special services and/or equipment needed, with cansideration to the market place and such other factors as may be deemed relevant. A fee schedule will be established by the City Administra.tion after review and recommenda.tion of the Community Center Commission. The fee schedule will be reviewed as necessary but not less than annually by the Community Center Commission. B. Fee Class of Users 1. City groups, organizations, ar activities. 2. Residents, resident civic and non-profit groups. 3. Non-residents, and aon-resident civic and non-profit groups, School District #i96, and other governmental agencies. 4. Commercial groups. : . 2 � , Rosemount Community Center Policies July 13, 1993 C. Banquet Room Fees Fee Class Saturday Friday Weekday (Sunday - Thursday) Fee Fee Fee Class 1 $350 $300 $75 Class 2 $450 $400 $125 Class 3 $550 $500 $175 Class 4 $650 $600 $250 D. De osits 1. A damage deposit of$150 is required two weeks prior to the event. Fee class one and School District #196 are exempt from damage deposits. Pending there are no damages, the depasit will be refunded within 21 days after the event date. 2. A non-refundable reservation deposit of one half the room fee is required within two weeks of permit issue. The renter will forFeit the reservation if the reservation 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. 4. BUILDING USE A. Smoking is prohibited in all areas of the building. B. The consumption of alcoholic beverages is allawed 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 Qrdinance. C. Discrirnination - The City of Rosemount will not discriminate aga.inst or harass any applieant because of race, color, religion, national origin, sex, disability, age, marital status, or status with regard to public assistance, D. Banquet fee includes On-Duty Manager, dance floor, partable bar, table and chair set-up, tear-down, and cleanup. The liquor provider and caterer is responsible for busing tables after the event and consolida.ting trash into receptacles. Linens and table skirts are not provided. E. The renter may arrange food service through the caterer of their choice. All caterers must receive a facility orientation from the Community Center Manager before the date of the event. F. The City of Rosemount has the right to exclude caterers or liquor providers if appropriate policies and procedures aze not followed. 3 Rosernount Community Center Policies July 13, 1993 G. Fees cover the use of the Banquet Room from to 11:30 p.m., unless determined otherwise on the Facility Use Permit. This includes all set- up time by the caterer and/or the customer, Occupancy of the facility after 11:30 p.m. will result in additional rental fee which will be deducted from the damage deposit or assessed to the renter. H. The Rasemount Community Center is not liable far any loss, damage, injury, or iliness 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. 5. RESERVATION PROCEDURES A. All graups using the center must have an approved permit, contract ar lease prior to facility use. One contact person must be designated to make all arrangements with Community Center staff. B. Facility Use Permit requests will be approved by the Community Center Department on the basis of the community center policies established by the City Council. C. Group can make a tentative reservation over the phone and space will be held fourteen (14) days af permit issue. D. Fee class one and two can reserve banquet room up to 18 months in advance of the event. Fee class three and four can reserve banquet room up to twelve months in advance of the event. E. Copies of the permit will be distributed to lessee, Community Center Manager, building maintenance, and the Assistant Manager. F. Users take full responsibility for their group's conduct and for any loss, breakage, or damage to the rooms, equipment, or other community center praperty. The City reserves the right to assign supervisory staff or mamtenance personnel at an additional cost to the user, if deemed necessary by the particular function or activity. G. Groups who cancel will be charged 50% af the rental fee. H. Once a permit has been authorizecl, the holder cannot assign, transfer nor sublet to another party the use of the facility they reserved. I. The hours of use stated on the application for use must l� adhered to as the facility will be opened for the applicant and locked at the times stated on the permit. J. 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. K. No decorations, banners, or signs can be taped, pinned, ar affixed to the walls, ceilings or windows unless permi.ssion has been granted by the Community Center Department. 4 BANQUET FACILITY MATt'KETING STUDY . Facility Saturday Friday Weekday Deposit Seating Exclusive Security Other Fee Fee Fee Capacity Caterer Guard VFW $375 $375 $375 $50 250 No No I n c 1 u d e s Rosemount Bartender Rasemount $250 $250 Negotiable $100 350 Yes No $7.95+ per Legion plate + bar Brackets $450 $450 $450 $450 300 Yes Yes $11.95+ per Crossing plate min 200 Lakeville Apple $30Q $30Q Negotiable $225 250 - 300 Yes Yes - $100 $8.95+ per Valley plate Legion Chart House $2.00 per $2.00 per Negotiable $75 - 250 200 Yes No $12.95+ per Lakeville person person plate Holiday Inn None None None $700 1$0 - 250 Yes No $15 - $20 Burnsville per plate + bar Knights of 1/2 $250 l/2 $250 1/2 $250 $200 1/2 230 Yes Yes - $50 $8.75+ per Columbus Full $500 Full $S00 Full $500 plate + bar Savage Legion $250 Negotiable Negotiable $100 350 Yes No $7.95+ per Farmington plate + bar New Prague $75 $'15 $75 $75 Z50 Yes Yes & No! $7.50+ per Clubhouse �plate +21% Redwoad $43/hour $43/hour $43/hour $10 100 No No Community Center APPIey Valley BANQIIET FACILITY 1VIAT�'KET.�NG STUDY . Faeility Saturday Friday Weekday Deposit Seating Exclusive Security Other Fee Fee Fee Capacity Caterer Guard Shoreview Res $450 Res $400 Res $125 $100 250 � No No Comrnunity N-R $550 N-R $500 N-R $175 Center Com $650 Com $600 Com $250 Brooklyn Res $500 Res $? Res $? $200 250 No Yes - $45 Park Com. Center Chaska Res $25/hr Res $25/hr Res $10/hr based on 220 No No $40 set-up Community N-R $SOJhr N-R $50/hr N-R $20ihr hour usage $100 cleanup Center $100 kitchen