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HomeMy WebLinkAbout5.n. Community Center Fees & Fee Policy � , CITY OF ROSEMODNT EXECIITIVE SUI�iARY FOR ACTION CITY COUNCTL MEETING DATE: December 21, 1993 AGENDA ITEM: Community Center Fees & Fee AGENDA SECTION: Policy Consent PREPARED BY: Jim Topitzhofer, Community AGENDA NO��� � � Center Manager ATTACHI+�ENTS: Community Center Fees & Fee AP O BY: � Policy The Community Center Commission has completed their work regarding fees and fee policy. Fees for the banquet room, auditorium, gymnasium, and classrooms have been conveniently combined into one document . These fees ha�re been already approved by the City Council with exception to the c.lassroom fees . The Community Center Commission desires the fees associated with non-ice rental of the arena to be left to the discretion of the Community Center Manager and negotiated with each prospective renter. The Community Center Commission has recently reviewed the combined fee document and recommends these changes : 1) RAAA and RAHA is included in the definition of 'Resident Groups' . 2) Community Education #196 serving the Rosemount area is included in the definition of Rosemount Schools . 3) Fee Class One is changed to include only City groups, organizations and activities . Fee Class Two is changed to include residents, resident civic & non-profit groups, and Rosemount Schools . 4) Classroom Fees are : Class 1 No fee. Class 2 No fee for firs� 2 .5 hours, $15 per 2 . 5 hours thereafter. Class 3 No fee for first 2 .5 hours, $2Q per 2 .5 hours thereafter. Class 4 $20 per 2 .5 hours . There is a restriction of one use per month for Class 2 & 3 who are not paying for the use of the classrooms . Those who have need for a regular monthly meeting will be charged a $25 reservation fee. 5) Reservation restrictions for the banquet room is extended to 2 years for residents and 18 months for non-residerits . � 6) The closing time for the banquet room is changed from 11:30 p.m. to 12 : 00 p.m. and is now under evaluation of changing to 1: 00 a.m. RECON�+iENDED ACTION: Motion to approve the attached Community Center Fees and Fee Policy. COUNCIL ACTION: ROSEMOUNT CO1�IMiJNITY CENTER FEES .AND FEE POLICY December 1, 1993 DRAFT 1. DEFIIVITIONS A. City roups, organizations or activities Includes groups, organizations, or agencies that are directly related to, controlled by or sponsored by the City of Rosemount. B. Civic and Non-profit roups 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 roups Includes groups that operate for profit or the purpose of promotion or advertisement. D. Governmental a encies Includes county, state, federal, and special tax districts serving Rosemount residents. E, Non-resident,_�roups 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 roups Includes RAAA, RAHA and groups having more than one-half of their mernbers living within the Rosemount City limits. H. Rosemount Schools Ineludes all directly related Rosemount School activities and activities related to Community Eclucation #196 serving Rosemount to include curricular, co- curricular, extra curricular and all directly controlled school organizaxions. I. Remainder of School District #196 Includes all directly related school organizations to include curricular, co- curricular, extra curricular and all directly controlled school organizations; excluding Rosemount High School and Middle High SchooL 2. PRIORITY FOR SCHFDULING 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 Classifieation of Users l. City groups, organizations, or activities. 2. Resident groups and resident civic and non-profit groups sponsoring community wide public service activities. 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. AIl 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. FACILITY FEFS A. Puipose 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 rnarket 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 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 and activities. 2. Residents, resident civic, non-profit groups and Rosemount Schools. 3. Non-residents, and non-resident civic and non-profit groups, remainder of School District #196, and other governmental agencies. 4. Commercial groups. C. Fees 1. Auditorium Auditorium Alone: Fee Class Hourly Rate 8 hours or more Class 1 $25 per hour $150 Class 2 $30 per hour $200 Class 3 �35 per hour �250 Class 4 �40 per hour �300 Auditorzu�n with the banquet roo�ra and adjoinin� lobby; (all day fee) Fee Class Saturday Friday Weekday (Sun-Thurs) Fee Fee Fee Class 1 $550 $500 �175 Class 2 $650 - $600 $225 Class 3 $750 $700 $275 Class 4 $850 $800 $350 2. Banquet Room Fee Class Saturday Friday Weekday (Sun-Thurs) Fee Fee Fee Class 1 $350 $300 $75 Class 2 $450 $400 $125 Class 3 $550 $500 $175 Class 4 $650 $600 $250 3. Classrooms Fee class Per Classroom Class 1 No Fee Class 2 No Fee for first 2.5 hours, $15 per 2.5 hours thereafter Class 3 No Fee for first 2.5 hours, $20 per 2.5 hours thereafter Class 4 $20 per 2.5 hours Regular use of the classroont: The classrooms will be available for regular meetin�s. If an organization in fee class one or two wishes to reserve a classroom for a period of time, it is restricted to 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. Gvmnasium During operating hours: Fee class 1/2 Gym Full Gym Full Day & Gym Class 1 $15 per hour $20 per hour $100 Class 2 $25 per hour $30 per hour $150 Class 3 $35 per hour $40 per hour $200 Class 4 $45 per hour $50 per hour $300 cont. After operating hours: Fee Class 1/2 gym Full gym Class 1 $25 per hour $30 per hour Class 2 $35 per hour $40 per hour Class 3 $45 per Y�our $50 per hour Class 4 $55 per hour $60 per hour 5. Audiovisual Ec�uipment The stage lighting system may be rented for �10 per hour. Paper and markers may be rented for $15 per use. The remaining equiprnent including a 16mm projector, overhead projector, slide projector, VCR and TV monitor, and microphone and/or podium may be rented for $10 per use. D. Deposits 1. Deposits apply to the auditorium, banquet room and gymnasium only. 2. 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 deposit will be refunded within 21 days after the event date. 3. A non-refundable reservation deposit of one half the fee is required within two weeks of permit issue. The renter wi11 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. BLJILDING 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 applicabie laws. Liquor must be served by an approved liquor provider as designated through the City of Rosemount Liquor Ordinance. C. 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. 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 d�es not provide linens and table skirts. G. Iaiscrimination - 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 aecording 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 tune indicated on the agreement ��ill 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 On-Duty Manager, table and chair set-up, tear-down, and cleanup. The auditorium and banquet fee includes the dance floor and partable bar in addition to those items listed above as specific to the auditorium. K. Specific to the banquet room, the fee includes On-Duty Manager, dance floor, portable bar, table and chair set-up, tear-down, and cleanup. L. Specific to the classroams, fees do not cover tab�e and chair set up. The class room will be set up in a standard configuration. The raom 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 On-Duty Manager, 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, fee includes table and chair set-up, tear-down, and cleanup, and portable bar. N. Additional charges are required for all audiovisual equipment. 5. RESERVATION PROCEDURES A. All groups using the center must have an approved permit, contract or lease prior to faeility 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 polieies established by the City Council. C. Tentative reservations may be taken over the phone and space will be held fourteen (14) days of permit issue. 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. Specif'ic 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. G. Copies of the permit will be distributed to Iessee, Community Center Manager, building maintenance, and the Assistant Manager. 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 funetion 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 tn 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 ather 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 Community Center Department.