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Home My WebLink AboutR-2024-004 Approving the Amendment and Implementation of a Revised Private Function Rental Policy for the City Owned Facilities RESOLUTION NO. R-2024-004 A RESOLUTION APPROVING THE AMENDMENT AND IMPLEMENTATION OF A REVISED PRIVATE FUNCTION RENTAL POLICY FOR CITY OWNED FACILITIES WHEREAS, on October 2nd, 2012 the Board of Aldermen considered and adopted a Private Function Rental Policy pursuant to Resolution 2012-116; 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 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 reasonably necessary to implement such policy. PASSED AND ADOPTED by the Board of Aldermen of the City of Riverside, Missouri, the 16'h day of January 2024. ` ^ y i.. ', mat leen L. R se, May I' ATTEST: Robin Kincaid, City Clerk Page 1 of 4 CITY OF RIVERS! MISSOURI Upstream from ordinary. City of Riverside Private Function Rental Policy Adopted by the Board of Aldermen January 16,2024 This document sets forth guidelines for the implementation of a Private Function Rental Policy. It defines, categorizes,and sets a fee structure for Private Function Rentals. 1.0 Purpose The City of Riverside has a variety of public areas available by reservation for private parties and meetings. 2.0 Private Rentals Process Facilities may be reserved online or at Riverside City Hall using the approved Reservation Form. Reservations are first come,first served,with the understanding that City use has priority. 3.0 Facilities Available for Rental A. E.H. Young Riverfront Park(1001 NW Argosy Parkway) i. Shelter#1 (by playground)—Capacity 20 people ii. Shelter#3 (closest to bathroom)—Capacity 100 people iii. Shelter#4—Capacity 100 people iv. Amphitheater—Stage with large grass area for spectators B. Renner Brenner Site Park(2901 NW Vivion Road) i. Small Shelter—Capacity 15 people ii. Large Shelter(by playground)—Capacity 40 people C. Riverside Waterfall(1914 NW Platte Road)—Capacity no more than 60 people i. Please note: Riverside Waterfall has no shelters or electrical outlets. Rental includes exclusive access to the bridge and path in front of the waterfall. There are 17 on-street parking spaces located on the east side of NW Valley Lane. 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 and/or rentals for similar purposes. B. Telephone inquiries are not binding and do not constitute a reservation. City of Riverside Private Function Rental Policy Adopted by the Board of Aldermen 01/16/2024 Page 2 of 4 C. A reservation is secured only when a Reservation Form has been received by the City,the fees have been paid,City staff has approved the reservation, and a copy of the Reservation Form,for the rental, has been received by the renter. D. Events over shelter capacity,will be required to rent additional facilities, if available,or use the City of Riverside Special Event Policy. 5.0 General Facility Reservation Guidelines A. No one under twenty-one (21)years of age may rent any City facility. There will be no exceptions to this policy. B. Facilities are not available for use on the following days: Easter Sunday, Memorial Day,4th of July and Labor Day. Park shelters are not rented during the weekend any holiday occurs (ex: Labor Day weekend). C. One reservation is available per day for the hours of 7am-9pm. See Appendix A for Facility Schedule and Rental Fees. Park shelters are not available for rent from November 1—February 28. D. All City of Riverside facilities are Tobacco Free. E. The renter is responsible for the proper conduct of all people present during the use of the facility. The renter must always personally be present at the facility during the use of the facility. F. Inflatables are not permitted for private function rentals. 6.0 Alcohol A. Alcoholic beverages are not permitted in City parks without prior City approval. B. A Commercial or Non-profit renter may serve alcohol per the following requirements,allowing 4-6 weeks for the approval process. Renter must have: a. A$1,000,000 liability insurance policy with the City of Riverside listed as"other insured." b. A completed liquor license application submitted to the City Clerk and approved by the Board of Aldermen. c. Applied for and obtained both Platte County&State liquor licenses, per their specified guidelines. C. Renter must follow all applicable laws and regulations.As a reminder,please remember to allow 4- 6 weeks for the alcohol approval process. D. Renter should contact the City Clerk at 816-741-3993 for further information. 7.0 Categories of Use(Facility Schedule and Rental Fees are listed in Appendix A) There are 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: City of Riverside Private Function Rental Policy Adopted by the Board of Aldermen 01/16/2024 Page 3 of 4 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 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 Missouri Secretary of State. Proof of such organization's non-profit status shall be provided with the application. D. Commercial—any business or individual utilizing the facility for a business-related purpose. Business-related purposes shall include free seminars held by a business owner when information about the business is displayed or distributed to attendees. A business-related purpose can also be a company party. E. Government—any state, county or local governmental entity or agency utilizing the facility to conduct 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. 8.0 Public Safety A. A Commercial or Non-profit renter may request and pay for a Police Officer(s)to be present if alcohol will be present. B. Community Center staff(816-741-4172)will work with the renter to schedule a Police Officer(s)for the reservation date. 9.0 Payment of Fees Rental fees must be paid at the time of reservation. 10.0 Cancellation Policy Rental fees are non-refundable. Rental fees for E.H. Young Riverfront Park are only refundable if flooding occurs at E.H. Young Riverfront Park. 11.0 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. Renter shall provide all cleaning supplies and trash bags. Trash must be deposited in provided containers or taken with the renter following the event. Please do not place trash in recycling containers. City of Riverside Private Function Rental Policy Adopted by the Board of Aldermen 01/16/2024 Page 4 of 4 Appendix A Facility Schedule and Rental Fees E.H. Young Riverfront Park Small Large Large Amphitheater Shelter#1 Shelter#3 Shelter#4 Fee Government $0 $0 $0 $0 Resident & Non-Profit $25 $75 $75 $75 Non-Resident& Commercial $50 $150 $150 $150 Renner Brenner Site Park Small Large Shelter Shelter Fee Government $0 $0 Resident & Non-Profit $25 $30 Non-Resident & Commercial $40 $50 Riverside Waterfall Riverside Waterfall Fee Government $0 Resident& Non-Profit $75 Non-Resident& Commercial $150 City of Riverside Private Function Rental Policy Adopted by the Board of Aldermen 01/16/2024