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.