HomeMy WebLinkAbout4.m. Auditorium Fees and Fee Policy CITY OF ROSEMOUNT
FsXECLTTIVE SUN,Q2ARY FOR ACTION
CSTY COUNCIL MEETING DATE: September 7, 1993 .
AGENDA ITEM: Auditorium Fees and Fee Policy. AGENDA SECTION:
Consent.
PREPAR.ED BY: Jim Topitzhafer, Community AGENDA ���
Center Manager. � � ��
ATTACHI�IENTS: Draft of policies and market — Y:
study. ,
��
The Cammunity Center Commission is recommending audit rium f and fee
policies, presented in exhibit A. These policies are written in the exact
format of the existing banquet fee and fee policy, approved by City Council
on July 20, 1993 . These two policies can be combin.ed in the policy
handbaok. The only significant difference between the two documents are
the auditorium fees and audiovisual equipment charges.
A marketing study is attached describing seating capacity, fees, and
special considerations of auditoriums in colleges, universities, schools,
and theaters. The stud�r shows that most auditorium fees are expressed in
an hourly rate. It appears there are four general sizes and market rates of
theaters:
Seating Capacity Non-Profit Market Rate Commercial Market Rate
150+ �19 .97/ hr $32 .22/ hr
350+ $33 .25/ hr $45 . 75/ hr
600+ $47. 08/ hr $64 . 18/ hr '
900+ $23Q/ hr $230/ hr
The seating capacity of our theater is 350. A market rate of -$35 per hour
was used for determining the auditorium tee of fee class 3. A slightly
lower hourly fee is given for a events lasting 8 hours af more. A package
fee for the auditorium, banquet room, and adjoining lobby is priced at $200
more than the existing banquet fees. Audiovisual equipment charges were
based on charges developed by Bloomington School District #271. - :
REC4bIl+�NDED A�TION: Motion to approve the attached Auditorium Fees and
Fee Policy for the Community Center_ �
COTJNCIL ACTION:
ROSEMOUNT COA�VIUNITY CENTER AND NATIONAL GUARD ARMpRY
AUDITORZUIVI FEES AND FEE POLICY
August 23, 1993
DRAFT
1. DE;FII�TI'TIDNS
A. Citv �rouus. or�znizations or activities
Includes groups, organizations, or agencies that are directly related to,
controlled by or sponsored by the City of Rosernount.
�. Civic and Non-profit rouns
Includes civic organizations, politicai 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 grouns
Ineludes groups that operate for profit or the purpose of promotion or
advertisement.
D. Governmental aaencies
Includes county, state, federal, and special ta:x districts serving Rosemount
residents.
E. Nan-resident rou,,.ps
IncIudes groups having more than one-half of their members not living within
the Rosemount City li.mits.
F. Resident
Any person who maintains a residential address in the City of Rosemount.
G. Resident rouns
Includes groups having more than one-half of their members living within the
Rosemount City limits.
H. Rosemount Hi�h School
Includes all directly related Rosemaunt High School and Middle High School
. activities to include cumcular, co-curricuiar, extra cumeular and all directly
controlled school organizations.
I. Remainder of School District #196
Includes all directly related school organizations to include curricular, co-
cumcular, extra cumcular and all directly controlled school organizations;
excluding Rosemount High School and Middle High SchooL
2• PRIORITY FUR S CHEDULING AUDITORIUM FACILITIFS
A. Pur:��e
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 priarity in order to �nsure that community center
facilities are made available so as to best meet community needs.
Rosemount Community Center Policies
August 23, 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 public service activities.
3. Individual Residents.
4. Resident groups and resident civic and non-profit groups.
5. School District #196 sponsored pragrams 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.
C e Permits and Leases
Uses may be determined by permit, contract or lease on such terms as
mutually agreed upon.
3. AUDITORILTM FEFS
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 mazket place and such
other factors as may be deemed relevant. A fee schedule will he 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
l. City groups, organizations, or activities, and Rosemount High School
and Middle High SchooL
2. Residents, resident civic and non-profit graups.
3. Non-residents, and non-resident civic and non-profit groups, remainder
of School District #196, and other governmental agencies.
4. Commerczal groups. :
2
Rosemount Community Center Policies
August 23, 1993
C. Auditorium Fees
Auditorium alone:
Fee elass Haurly 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
Auditorium combined with banquet room, and adjoining Iobby: (all day fee)
Fee Class Saturday Friday Weekday (Sunday - Thursday)
Fee Fee Fee
Class 1 $550 $500 $175
Class 2 $650 $600 $225
Class 3 $750 $7Q0 $2'75
Class 4 $850 $800 $350
Audiovisual equipment:
Stage lighting system $i0 per hour
Pro�ector (16mm) $i 0 per use
Projector (overhead) $1:0 per use
Projector (slide) $10 per use
VCR and TV monitor $10 per use
Microphone and/or podium $10 per use
Markers & Paper $15 per use
D. De osits
l. A damage deposit of $150 is rec�uired 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.
2. A non-refundable reservation deposit of ane half the room fee is
required within two weeks of perrnit issue. The renter will farfeit 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.
3
Rosemount Community Center Policies
August 23, 1993
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 af 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.
C. Discrimination - The City of Rosemount will not discriminate against or
harass any applicant because of race, colar, religion, national origin, sex,
disability, age, marita:l status, or status with regard to public assistance.
D. Auditorium fee includes On-Duty Manager, table and chair set-up, tear-down,
and cleanup. Additional charges are required for audiavisual equiprnent. The
Auditorium and Banquet Roam fee includes danceflaar and portable bar. The
liquor provider and caterer is responsible for busing tables after the event and
consolidating trash into receptacles. Linens and table skirts axe not provided,
E. The renter may amange food service through the caterer of their choiee. All
caterers must receive a facility orientation from the Community Center
Manager before the date af the event.
F. The City of Rosemount has the right to exclude caterers or liquor providers if
appropnate policies and procedures are not followed.
G. Fees cover the use of the Auditorium from to , unless
determined otherwise on the Facility Use Permit. This includes all set-up
tune by the caterer and/or the customer. Occupancy of the facility after
11:3Q p.m. will result in additional rental fee which will be deducted from the
damage deposit or assessed to the renter.
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 emplayees 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 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 Cammunity Center staff.
B. Facility Use Permit requests will be approved by the Community Center
Department on the basis of the community center policies esta.blished by the
City Council. �
C. Group can make a tentative reservation over the phone and space will be held
fourteen (14) days of permit issue.
4
, Rosemount Comrnunity Center Policies
August 23, 1993
D. Fee class one and two can reserve the auditorium up to 18 months in advance
of the event. Fee class three and four can reserve the auditorium up to twelve
months in advance of the event.
E. Copies of the permit will be distributed to Iessee, 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
property. The City reserves the right to assign supervisory staff or
mauitenance personnel at an additional cost to the user, if deemed necessary
by tne particular function or activity. .
G. Gmups who cancel will be charged 50� of the rental fee.
H. Once a permit has been authorized, the holder cannot assign, transfer nor
sublet ta another party the use of the facility they reserved.
I. 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 an the permit.
J. Youth groups (participants ages 18 and younger) must be chaperoned an 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, or aff'ixed to the ,
walls, ceilings or windows unless permission has been granted by the '
Community Center Department. �
5
AI�DITORIUM/THEATER MARKET ANALYSIS
Atcgrest 5, 1993 '
Auditoriums in this study have been found in the yellow pages under "Theaters" and by calling various school districts and local colleges. There
are no auditariums listed in the yeilow pages under "Halls & Auditoriums". Fees are usually offered on an hourly basis with labor charges added
(custodial, sound & lighting, etc.), depending on the specific needs of tt�e event. Damage deposits are seldom required. Most of the colleges,
schools, and theaters mdicated they have aery limited availability for outside group rental,
COLLEGE & LTNIVERSITIES:
Narne Seatin� Fee Notes
St. Thomas 3b7 $35 per hour Same rate appties to all fee classes.
620 $50:per hour
Normandale 430 $35 per hour for non-profit In process of changing fees. They feel they are too low.
$110 per 4 hours for non-profit Used mainly for school purposes. Rates for commercial
$210 per 8 hours for non-profit groups are double the non-profit group rate.
Inver Hills 600 $40 per hour, 2 hour minimum, Down payment required equal to room fee plus labor costs.
$11.25/hr light & sound, $21
custodial fee.
SCHOOLS:
Name Seatin� Fee Notes
#196, Rosemount, 600 $325 per 5 hours for class 2 No fee for Class 1 (school, City, or civic group).
Eagan, Apple $650 per 5 haurs for class 3 Fee class 2 is a non-profit grvup charging a fee
Valley far their event. Fee ctass 3 is a commercial group.
120 $81 per 5 hours for class 2 See attached policies.
$162 per 5 hours for class 3
Burnsville 600 $5.44 per hour for youth activities See attached policies.
$40.80 per hour for adult activities
$68.00 per hour for religious activities
Name Seatin� Fee Notes �
y
Roseville 550 $150/3 hours, $400 ali day, Non Resident ,
$75/3 hours, $150 all day, Resident
200 -350 $125/3 hours, 3Q0 all day, Non Resident
$50/3 hours, $1Q� all day, Resident
150 $I00/3 hours, $250 all day, Non resident
$50/3 hours, $100 all day, Resident
Bloomington 975 $42.50 per hour Prices listed are for non-profit groups. The cammercial
group rate is double the nan-profit rate. See attached
680 $27.50 per hour policies.
585 $27.50 per hour x �
$249 $16.50 per hour
THEATERS: . .
Name eatin Fee Notes
Hennepin Center 376 $250 + approx. $250 labor Labor covers sound, lighting, and custodial.
For The Arts Security Iabor charge of $15 ger hour required if the
159 $125 + approx. $125 labor � event is scheduled after 11:00 p.rn. Limited
., aaaitability.
Wor1d Theater 916 $1,140 room fee, average labor Limited availability. �
charge is $1,100 to 1,300
Childrens 750 $i,500 per day, does not include Limited availability.
Theater labar charges
Old Log 655 $450 room fee, labor charges Dinner is available. Limited
Theater range from $150 to $200. availability.