HomeMy WebLinkAboutR-2011-006 Private Functions RESOLUTION NO. R-2017-006
A RESOLUTION APPROVING THE ADOPTION AND IMPLEMENTATION OF A PRIVATE
FUNCTION POLICY FOR PRIVATE EVENTS HELD ON PUBLIC PROPERTY WITHIN THE
CITY
WHEREAS, the adoption and updating of various city operating policies and
procedures is advisable from time to time and adoption of the Private Function Policy
attached hereto as Exhibit "A" has been reviewed and recommended; and
WHEREAS, the Board of Aldermen find it in the best interest of the citizens of the City of
Riverside to approve the implementation of such policy;
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
CITY OF RIVERSIDE, MISSOURI, AS FOLLOWS:
THAT adoption and implementation of the Private Function Policy attached hereto,
marked Exhibit "A", and made a part hereof by reference is hereby approved;
PASSED AND ADOPTED by�he Board of A�dermen and APPROVED by the Mayor of
the City of Riverside, Missouri, the ��ay of ��,�._d�� 2011.
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Kathleen L. Rose, Mayor
ATTEST:
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Robin Littrell, City Clerk
Approve�a to Form:
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� Nahcy'i omp , City Attorney
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CITY OF
�RIVERS '
MISSOURI
Upstream from ordinory.
2950 NW Vivion Road
Riverside, Missouri 64150
AGENDA DATE: 2011-02-01
TO: Mayor and Board of Aldermen
FROM: Meredith Hauck, Director of Community Relations
RE: Private Function Policy
In conjunction with the Special Event Policy also on the February 2, 2011 agenda, staff is proposing a Private
Function Policy. In the past, the Board of Aldermen has adopted a facility policy for just the Riverside
Community Center (last adopted in 2008). The Private Function Policy extends this policy to cover park
facilities as well. Rental fees for City facilities are also contained in Appendix A of this policy.
This policy is substantially the same as the policy adopted in 2008 for the Community Center, except for the
addition of a$100 deposit for residents who wish to use the Community Center Kitchen in conjunction with
their rental of gym or meeting room space. In the past, there was no deposit required of residents, only of
non-residents and commercial use ($300 each). With the recent upgrades to the equipment in the kitchen
(new commercial-grade stove, etc.), staff feels it's important to protect that investment with a deposit from all
users.
CITY OF
C R ��-�M�s-�
City of Riverside Private Function Rental Policy
Adopted by the Board of Aldermen February XX, 2011
This document sets forth guidelines for the implementation of a Private Function Rental Policy by the City of
Riverside. It defines, categorizes and sets a fee structure for Private Function Rentals.
1.0 Purpose
The City of Riverside has a variety of facilities designed to serve the residents of the City of Riverside and
other non-residents as time allows, by providing public areas for use for private parties, meetings or
other events, as well as activities open to the general public.
2.0 Types of Events
Special Event: A special event is any activity that occurs upon public or private property that affects the
ordinary use of parks, public streets, rights-of-ways or sidewalks. Special events may include but are not
limited to such activities as festivals, fairs, tours, concerts, holiday celebretions, reces and runs, parades
and marches.
Private Functions: Private functions held on City of Riverside public property will not require a Special
Event Application. However, facilities must be reserved through the Community Center using the
approved Reservation Form for Small Private Functions form. Reservations are made on a first come,
first senre basis. Rental fees, deposits, insurance requirements and other fees may be assessment for
certain facilities or functions.
3.0 Facilities Available for Rental
A. Riverside Community Center-4498 NW High Drive
i. Meeting Rooms — Two rooms each with a capacity of 35 peopie. The rooms may be
reserved either singly or in combination, with a separate rental fee per room.
ii. Multipurpose Area/Gymnasium — With stage, can utilize bleachers for athletic seating or
tables and chairs for banquet or meeting seating. Capacity is 350 people.
iii. Kitchen — Available for heating and serving meals only. Cooking or commercial meal
preparation is not allowed. May only be rented in conjunction with other space at the
Community Center.
Page 2 of 5
B. EH Young Park-1001 NW Argosy Parkway
i. Shelter Houses—Two large shelter houses, each with the capacity of 100 people. Each
shelter house has a number of picnic tables and electrical outlets.
ii. Amphitheater — Large amphitheater area with stage and grassy area for spectators.
C. Renner Brenner Park— 2901 NW Vivion Road
i. Large Shelter House — Covered park shelter house with a capacity of 100 people. Facility
features several picnic tables, a large grill nearby and electrical outlets within the
shelter.
ii. Small Shelter— Large gazebo with a capacity of 35 people. Facility features one picnic
table, a small grilf nearby and electrical outlets within the shelter.
4.0 Requesting and Reserving Use of Facilities
A. The City reserves the right to deny any rental, including denying use based upon past performance
of Renter�s) and/or rentals for similar purposes.
B. Reservations for the use of the facilities shall be made with the Community Center.
C. Reservations will be made for City residents and non-residents on a first come, first serve basis with
the understanding that City use has the first priority.
D. Telephone inquiries are not binding and do not constitute a reservation.
E. A reservation will be considered firm only when a Facility Use Agreement has been received and
accepted by Community Center staff, and the deposit has been turned in at City Hall.
F. All fees must be paid in full and all other required documents must be submitted no later than thirty
(30) days prior to the scheduled use date.
G. Depending on the time and type of event, an additional staff fee or public safety fee may be
charged. See Appendix A for rates.
5.0 Generel Facility Reservation Guidelines
A. Use of the facilities shall be subject to availability and/or non-interference with City functions. All
City functions and/or uses shall take precedence.
B. No one under twenty-one (21) years of age may rent any City facility. There will be no exceptions
to this policy.
C. Facilities are not available for use on the following days: New Years Eve, New Years Day, Easter
Sunday, Memorial Day, 4`" of luly, Labor Day, Thanksgiving, Christmas Eve and Christmas Day. Park
shelters are not rented the weekend any holiday occurs (ex: Labor Day weekend).
Ciry of Riverside Special Event Policy
Adopted by the Board of Aldermen February X%, 2011
Page 3 0( 5
D. Park Shelters are rented for the entire day and the Community Center Facilities are availab�e for
reservations in four (4) hour blocks. See Appendix A for rental schedule.
E. The rental ending time means the facility must be empty of all guests and event staff. The Renter(s)
shall ensure that the Community Center is cleaned in its entirety and left in the same state as when
first entered. A walk through inspection will be conducted by a City employee at the conclusion of
the use of the facility or within twenty-four (24) hours. Any additional cleaning or repairs required
wiil be deducted from the security deposit, and any remaining amount will be charged to the
Renter(s).
F. No keys are given out. A City employee and/or Public Safety Officer will unlock and lock doors and
turn lights on and off.
G. The City of Riverside facilities are Smoke-Free.
H. The Renter(s) is responsible for the proper conduct of all persons present during the use of the
facility. The Renter(s) must be personally present at the facility at all times during the use of the
facility.
I. Rental of facilities shall not include set-up or takedown of tables and chairs or emptying of trash by
City staff. The Renter(s) is solely responsibie for these activities.
6.0 Alcohol
A. In no instance shall the consumption of alcoholic beverages be permitted on the Community Center
premises.
B. Alcoholic beverages are not permitted in City parks without prior city approval. A$1,000,000
liability insurance policy and Liquor Use Agreement must be submitted and approved by the Board
of Aldermen. Public Safety Officers are required to be present. State and City licenses may also be
required.
7.0 Categories of Use
City of Riverside facilities have three categories of use by which rates are determined: Resident, Non-
Resident and Commercial. The resident and non-resident categories encompass private individuals
using the Center for a purpose not related to a business. All businesses or individuals utilizing the
Community Center for a business-related purpose will fall under the Commercial category. Fees are
provided in Appendix A.
8.0 Public Safety
A. Public Safety Officer(s) may be required at the event based on the type of event, estimated
attendance and whether or not alcohol will be served. Hourly fees for public safety officers are
provided in Appendix A.
B. Community Center staff will work with the Renter(s) to schedule Public Safety Officer(s) for the
reservation date.
City of Riverside Special Event Policy
Adopted by the Board of Aldermen February XX, 2011
Page 4 of 5
9.0 Staff Fees
Additional staff fees may be charged based on the type of event, estimated attendance and for rentals
that occur when regularly scheduled activities are not occurring at the Community Center. The hourly
fees for staff are provided in Appendix A.
30.0 Payment of Fees and Deposits
A. A reservation will be considered firm only when a Facility Use Agreement has been received and
accepted by Community Center staff, and the deposit has been turned in at City Hall.
B. All fees must be paid in full and all other required documents must be submitted no later than thirty
(30) days prior to the scheduled use date.
C. For each Facility Use Agreement, the Renter(s) will be required to submit a refundable security
deposit made payable to the City of Riverside at City Hall prior to a firm reservation date being
placed on the calendar. The fee will be deposited in the City's bank account and refunded with a
City check after the function has concluded (provided the condition of the facility is in the same
order it was before the event).
11.0 Facility Use Agreement Procedure
Facility Use Agreements can be obtained at the City of Riverside Community Center. If the date of the
event is available, a Facility Use Agreement will be executed upon receipt of the facility deposit.
12.0 Cancellation Policy
Individuals or groups requesting cancellation of reservations in any part of the Community Center space
must do so at least twenty-one (21) days prior to the scheduled use date. Notice of cancellation shall be
made in writing to the City Clerk's office by the Renter(s). If the cancellation request is received less
than twenty-one (21) days prior to the scheduled use date, or if the Renter(s) fails to use the facility on
the scheduled use date, the Renter(s) shall forfeit a portion of the required security deposit in an
amount equal to the rentai fee for the scheduled use of the facility.
Exceptions to this policy may be made on a case-by-case basis in the event of very severe weather or
unusual emergency.
13.0 Cleaning the Facility
A. General cleanup is the renter(s) responsibility. All decorations, food, gifts and rental equipment
must be removed from the facility at the end of the event.
B. Renters shall provide all cleaning supplies and trash bags. Tresh must be taken with the renter
following the event.
C. A walk through inspection will be conducted by a City employee at the conclusion of the use of the
facility within twenty-four (24) hours. Any additional cleaning or repairs required will be deducted
from the security deposit, and any remaining amount will be charged to the Renter(s).
City of Riverside Special Event Policy
Adopted by the Board of Aldermen February %X, 2011
Page 5 of 5
Appendix A
Facility Schedule, Deposits and Fees
Community Center Deposit and Rental Rates — Per Four (4) hour block of time
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Deposit Fee Deposit Fee Deposit Fee
Resident $50 $30 $400 $200 $100 $25
Non-Resident $250 $45 $1,000 $500 $300 $45
Commercial $250 $65 $1,000 $650 $300 $45
EH Young Park
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Deposit Fee Deposit Fee Deposit Fee
Resident $100 $75 $100 $75 $100 $50
Non-Resident $150 $150 $150 $150 $150 $150
Commercial $150 $150 $150 $150 $150 $150
RennerBrennerPark
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Deposit � Fee � Deposit Fee
Resident $30 $30 $25 $25
Non-Resident $50 $50 $40 $40
Commercial $50 $50 $40 $40
Other Fees
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Staff $25/hour
Public Safety $50/hour per officer
' The kitchen may only be reserved in conjunction with the meeting rooms or multipurpose area.
Z Community Center staff will determine the applicability of these fees when the facility agreement is
turned in. fees are due thirty (30) days before the event.
City of Riverside Special Event Policy
Adopted by the Board of Aldermen February XX, 2011