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HomeMy WebLinkAboutR-2012-116 Revised Private Function Rental Policy RESOLUTION NO. R-2012-116 A RESOLUTION APPROVING THE AMENDMENT AND IMPLEMENTATION OF A REVISED PRIVATE FUNCTION RENTAL POLICY FOR CITY OWNED FACILITIES WHEREAS, on February 3, 2011, the Board of Aldermen considered and adopted a Private Function Rental Policy purs�ant to Resolution 2011-006; and WHEREAS, the adoption and updating of various city operating policies and procedures is advisable from time to time and amendment of the Private Function Rental Policy as set forth in Exhibit A attached hereto 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 adopt the Private Function Rental Policy attached hereto as Exhibit A; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF RIVERSIDE, MISSOURI, AS FOLLOWS: THAT the adoption and implementation of the revised Private Function Rental Policy attached hereto, marked Exhibit A, and made a part hereof by reference is hereby approved; FURTHER THAT the city staff shall put into action such other measures and take such additional action as is reasonably necessary to implement such policy. PASSED AND ADOPTED by the Board of AI r n and APPROVED by the Mayor of the City of Riverside, Missouri, the �day of �, 2012. Kathleen L. Rose, Mayor ATTEST: _ " .• _ � , Robin Littr�ll, City Clerk Approved as t Form: nc mpso , City Attorney cin aF ��R City of Riverside Private Function Rental Policy Adopted by the Board of Aldermen October 2, 2012 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 celebrations, races and runs, paredes 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 serve 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 Room — One room with a capacity of 60 people. This room may be utilized for small meetings or events. 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. Page2of7 B. EH Young Park — 3001 NW Argosy Parkway i. Large Shelter Houses (Shelters t!3 and ri4) —Two large shelter houses, each with the capacity of 100 people. Each shelter house has a number of picnic tables and electrical outlets. ii. Small Shelter House (Shelter ql) — One small shelter house by the playground with the capacity of 20 people. Facility features two picnic tables and an eledrical outlet. iii. Amphitheater— Large amphitheater area with stage and gressy 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 House — One small shelter house with the capacity of 20 people. Facility features 2 picnic tables and an elearical outlet. D. Briarcliff Waterfall — 1914 NW Platte Road i. This area features no permanent facilities and does not have any eledrical outlets. Rental includes exclusive access to the bridge and path in front of the waterfall. Rentals must be smaller than 60 people. 17 parking spaces are available. 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 on a first come, first serve basis with the understanding that City use has the first priority. D. Reservations may be made up to 12 months in advance. E. Telephone inquiries are not binding and do not constitute a reservation. F. 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. G. 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. For reservations made less than 30 days prior to the scheduled use date, fees must be paid in tull at the time of the reservation. H. Depending on the time and type of event, an additional staff fee or public safety fee may be charged. See Appendix A for retes. Ciry of Rlvenide Private Rental Poliq Adopted by the Board otAldermen 10-02-2012 Page 3 af 7 5.0 General Facility Reservation Guidelines A. Use of the facilities shall be subject to availability and/or non-interference with City functions. All City fundions 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). D. Park Shelters are rented for the entire day and the Community Center Facilities are available 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 will be deducted from the security deposit, and any remaining amount will be charged to the Renter(s). F. No keys are given aut. A City employee and/or Public Satety 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 responsible for these activities. 1. Petting zoos, pony rides, and/or inflatables are not allowed. 6.0 Alcohol A. In no instance shall the consumption ot alcoholic beverages be permitted on the Community Center premises. B. Alcoholic beverages are not permitted in City parks without prior city approval. A 51,000,000 liability insurence 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. City of Riverside Prlvate Ren[al Policy Adopted by the Board of Aldermen 10-02-2012 Page 4 of 7 7.0 Categories of Use There will be five categories of use by which the rental rate to use City facilities are determined: Resident, Non-Resident, Non-Vrofit, Commercial, and Government. Each category shall be defined as follows: A. Resident — an individual who maintains a permanent residence within the City and who is utilizing the facility for a non-commercial purpose. A driver's license or utility bill will be accepted as proof of residenty. B. Non-resident — an individual who has not provided approved documentation of residency within the City and who is utilizing the facility for a non-commercial purpose. C. Non-Profit — any organization that is an IRS certified 501(c)(3) non-profit corporation or provides proof of good standing as a valid registered non-profit entity with the Secretary of State of the State of Missouri. Proof of such organization's non-profit status shall be provided by the applicant with the application. D. Commercial — any business or individual utilizing the facility for a business-related purpose. Business-related purpose shall include free seminars held by a business owner when information about the business is displayed or distributed to attendees. E. Government — any state, county or local governmental entity or agency utilizing the facility for the conduct of official business of such entity or agency. Governmental use shall not include fundraising activities, awards dinners or any other gathering that is primarily social in nature. 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. 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. Ciry of Riverside Private Rental Policy Adopted by the Board of Aldermen 10-02-2012 Page 5 of 7 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). D. For a reoccurring event done by the same renter in the same location, one deposit may be put down for all reoccurrences within a 30 day period. At the end of the 30 day period, the deposit will be returned in accordance with this polity. 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 Community Center 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 rental 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 emergenty. 13.0 Cleaning the Facility A. Generel cleanup is the renter(s) responsibility. All decoretions, 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�. Ciry of Riverside Priva[e Rental Polity Adopted by the Board otAldermen 1002-2012 Page 6 0( 7 Appendix A Facility Schedule, Deposits and Fees Community Center Deposit and Rental Rates — Per Four (4) hour block of time Meeting Room Multipurpose Area / Gym Kitchen' Deposit Fee Deposit Fee Deposit Fee Government SO $0 $0 $0 $0 $0 Resident & Non-Profit $50 $50 $400 $200 $100 $25 Non-Resident $100 $75 $1,000 $500 $200 $45 Commercial $125 $100 $1,000 $650 $200 $45 EH Young Park Small Shelter House Large Shelter House Amphitheater (per Shelter) Deposit Fee Deposit Fee Deposit Fee Government $0 $0 $0 $0 $0 $0 Resident & Non-Profit $50 $25 $100 $75 $100 $75 Non-Resident $75 $50 $150 $150 $150 $150 Commercial $75 $50 $150 $150 $150 $150 RennerBrennerPark Large Shelter House Small Shelter House Deposit Fee Deposit Fee Government $0 $0 $0 $0 Resident & Non-Profit $30 $30 $25 $25 Non-Resident $50 $50 $40 $40 Commercial $50 $50 $40 $40 Briarcliff Waterfall Briarcliff Waterfall Depasit Fee Government $0 $0 Resident & Non-Profit $100 $75 Non-Resident $150 $150 Commercial $150 $150 City of Riverside Priwte Rental Paliry Adopted 6y the Board of Aldermen 10-02-2012 Page 7 of 7 OtherFees Type Rate Staff $25/hour Public Safety $50/hour per officer 1 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 Private Rental Policy Adopted by the Board of Aldermen 30-02-2012 CITY OF ���r.+� ' Upstream from ordinary. 2950 NW Vivion Road Riverside, Missouri 64150 AGENDA DATE: 2012-10-02 TO: Mayor and Board of Aldermen FROM: Meredith Hauck, Director of Community Relations RE: Private Function Rental Policy At the September 11, 2012 meeting, staff reviewed the following revised language with the Board: 7.0 Categories of Use There will be five categories of use by which the rental rate to use City facilities are determined: Resident, Non- Resident, Non-Profit, Commercial, and Government. Each category shall be defined as follows: A. Resident—an individual who maintains a permanent residence within the City and who is utilizing the facility for a non-commercial purpose. A driver's license or utility bill will be accepted as proof of residency. B. Non-resident—an individual who has not provided approved documentation of residencywithin the City and who is utilizing the facility for a non-commercial purpose. C. Non-Profit — any organization that is an IRS certified 501(c�(3) non-profit corporation or provides proof of good standing as a valid registered non-profit entity with the Secretary of State of the State of Missouri. Proof of such organization's non-profit status shall be provided by the applicant with the application. D. Commercial —any business or individual utilizing the facility for a business-related purpose. eusiness-related purpose shall include free seminars held by a business owner when information about the business is displayed or distributed to attendees. E. Government — any state, county or local governmental entity or agency utilizing the facility for the conduct of official business of such entity or agency. Governmental use shall not include fundreising activities, awards dinners or any other gathering that is primarily social in nature. Fees are provided in Appendix A. Appendix A now includes a Government section that indicates that those who fall in this category can utilize the facilities without paying a rental fee or deposit. All other policies and procedures will be followed.