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HomeMy WebLinkAbout1998-46 - Fees and Policies for Renting the Community Center and PoolBILL NO. 98-4c'• ORDINANCE NO. 98- ~~ AN ORDINANCE ESTABLISHING THE FEES AND ADOPTING THE POLICIES FOR RENTAL AND OPERATIONS OF THE RIVERSIDE COMMUNITY CENTER AND RIVERSIDE MUNICIPAL SWIMMING POOL. BE IT ORDAINED BY THE BOARD OF ALDERMEN OF THE CITY OF RIVERSIDE, MISSOURI, AS FOLLOWS: SECTION 1. The Board of Aldermen hereby adopts the attached schedule of fees and the policies for rental and operation for the Riverside Community Center and Riverside Municipal Swimming Pool. SECTION 2. These fees and policies will be reviewed on an annual basis by the City Administrator and recommendations for changes will be submitted for Board approval at that time, if needed. PASSED THIS 5TH DAY OF MAY, 1998 Mayor Ed Rule ATTEST: 7~ / =-~ Grace Kemer g, Cit Clerk RIVERSIDE COMMUNITY CENTER POLICIES AND RATS APRIL, 1993 PURPOSE The Riverside Community Center is 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 events, as well as activities open to the general public. GENERAL POLICIES 1. Use of the Community Cen*_er, or any portion o£ the Community Center, shall be subject to compliance with all City policies. 2. Meeting rooms may be reserved for use between the hours cf 8:00 a.m. and 11:00 n.m.. 3. Multipurpose area may be reserved for use between the hours of 8:C0 a.m. and 1:00 a.m.. In all cases the Community Center will close promptly at 1:00 a.m.. ?. Use of the Community Center may be denied based upon past performance of Lessee and/or rentals for similar purposes. 5. Use of the Community Center shall be s~.ibject to availability and/or non-interference with City functions (i.e. limited parking space, excessive noise, etc.) All City functions and/or uses shall take precedence. 6. Rental of meeting rooms or multipurpose area shall not include set-up or take-down of tables and chairs or emptying of trash. Tables and chairs are to be returned to storage area and all trash placed in bags in the dumpster. 7. Nothing shall be pinned, taped, or attached in any manner to the walls, door frames, woodwork, etc. 8. IN NO INSTANCE SHALL THE CONSUMPTION OF ALCOHOLIC BEVERAGES BE PERMITTED ON THE PREMISES UNLESS AN AGREEMENT PERMITTING SAME F.AS BEEN COMPLETED BETWEEN THE CITY AND THE RENTER. 9. City of Riverside facilities are smoke-free and NO SMOKING can be permitted in the Community Center or Pool Area. 10. The Community Center shall be cleaned immediately before vacating the event. Cleaning shall include: Clean all spills, messes marks, etc. in the facility. Fold all tables, stack them on racks, and return to storage room. Fold all chairs, stack them on racks, and return to storage room. Clean all appliances if kitchen is rented. Collect all trash and deposit in trash dumpster behind building. Lessee shall provide all cleaning supplies and trash bags. 11. No dance wax or substitutes are to be used on the floor. 12. Rice, bird seed, sequins, and confetti may be used only outside the building. 13. The Community Center staff will set the thermostats for heating and cooling to meet normal requirements. RESERVATIONS 1. Reservations for the Community Center will be made with the City Clerk's office at City hall. Any requests of a questionable nature will be referred to the City Administrator who will determine whether Board of Aldermen action may be required prior to agreeing to the requested rental. This provision shall not be interpreted as mandating the scheduling of special meetings of the Board of Aldermen or prohibiting the City Clerk and/or City Administrator from denying a rental without submitting said rental to the Board. 2. Reservations will be made for city residents and non- residents on a first come, first served basis with the understanding that City use has the first priority. 3. Reservations will be accepted by individuals or groups only if the Responsible Party shows proof of being over twenty-one (21) years of age. THERE CAN BE NO EXCEPTIONS TO THIS POLICY. 4. Use of t2-.e Community Center may be denied based upon past performance of Lessee and/or rentals for similar purposes. 5. Reservations for rental may be made by individuals for private gatherings or by individuals acting as representatives of organizations, groups, clubs, or associations, etc. 6. Reservations to secure selected rocros/areas on specified dates must be made in the City Clerk's office at City Hall. Reservations are not confirmed until the security deposit and signed rental agreement have been received in the City Clerk's office. Tentative reservation dates will be tracked on a master reservation calendar maintained in the City Clerk's office but will be held only seven (7) days. If deposit and rental agreement are sot received within that time period, the date will be released for other renters. THERE WILL BE NO EXCEPTIONS TO THIS POLICY. 7. Payment of the required rental fee is required ten (10) days prior to the scheduled event and must be made in the City Clerk's office. 8. Adva~-zced reservations for one time events will be accepted out to a maximum of twelve months advanced booking. 9. Standing (recurring) reservations, i.e. weekly, monthly, bimonthly, meetings will be allowed out to a maximum of six (6) months from the original reservation date. Requests for renewals beyond the six {6) month maximum must be formally approved by the City Administrator in writing to the Responsible Party. 10. The rental period indicated on the Rental Application Form will be strictly adhered to by the Responsible Party. Time needed for set up and clean up of meeting rooms will be factored in to the rental period requested by the Responsible Party. A.-iy time in addition to the established operating hours of the Community Center, the applicant will be charged according to the applicable rates of the use of that apace. Permission for this use will be granted directly to the Responsible Party and the costs will be subtracted from the deposit. SECIIRITY DEPOSIT 1. For each rental agreement, the Responsible Party will be required to submit a refundable security deposit made payable to the City of Riverside at the City Clerk's office prior to a firm reservation date being placed on the calendar. All users of the Community Center will be required to submit the appropriate security deposit regardless of group affiliation - NO EXCEPTIONS. Required security deposits for the various rocros are as follows: MTIL'T'T~URPOSE ROOM!G~'_*~IASI~M Resident $150 Non-Resident $250 MEETING ROOMS (Each room) Resident $15 Non-Resident $ 25 RITCFiEN (Cn'_y is cor_;u_-ict'_on wit meeting rocm or mu.'_tipurpose) Resident $15 Non-Resident $ 15 PIIBLIC ADDRESS S~_'STEM $10 $10 2. Payment of the security deposit may be made is cash, a cashier' s check, or persor_al check from a local area bank, made payable to the City of Riverside. A separate deposit is required £or each room rented, i.e. $180 would be required to rent the Multipurpose Room, one meeting room, a_-Zd the kitchen. 3. If alcoholic beverages of any sort are to be present, available, served or consumed as part of the activities or gatherings in any rental space at the Community Center, the Responsible Party will be required to pay a Security Guard provided by the City of Riverside at the rate cf $15.00 per hour to protect city property, and to ensure that all laws and ordinances are upheld. In all cases, the Responsib le Party will be held complete ly responsible for any and all damages to rental space for which they are accountable. 4. At the time the Responsible Party is provided access to the rental space, he/she will be provided a Pre-Inspection Check List (Exhibit B) for use in determining the existing condition of the rental space a~-id associated equipment or fixtures. The Pre-Inspection Check List will be filled in by the Responsible Party noting any discrepancies in the material condition of the rental space, fixtures or supplied equipment. A City representative will co-sign the Pre-Inspection Check List to verify the existing conditions in the rental space at the time of rental. At the conclusion of the rental period following all required clean up, the Responsible Party will re-inspect the rental space in company with a City representative to note any new discrepancies in the material condition of the space, fixtures or supplied equipment. The Responsible Party will be required to co-sign the Post-Inspection Check List (Exhibit B) and is accountable for any damage noted on this report. Direct and indirect costs for additional cleaning or repairs will be deducted from the appropriate security deposit. In the event that the coat of repairs and/or labor charges exceed the amount of the security deposit, the difference (short fall) will be billed to the Responsible Party. Deductions made from security deposits will be determined by the City Administrator or his/her designated representative. RENTAL RATES 1. Meeting room rental rates are established as MULTIPURPOSE ROOM/GYMNASIIIM Resident $200.00 MEETING ROOMS (Each room) $ 30.00 Non-Resident Commercial $500.00 $ 650.00 follows: ~~~ ~ $ 45.00 $ 65.00 ~U ~-' ' RrTCHEN (Only in conjunction with meeting room or multipurpose room) $ 25.00 $ 25.00 NOT-FOR-PROFIT RATE (Proof of a 501(c) or charitable designation must be presented at time of making reservation to allow for Not-for-Profit rate. No exceptions can be made.) MULTIPURPOSE ROOM/GYMNASIUM Resident $ 100.00 MEETING ROOM (Each room) $ 20.00 PUBLIC ADDRESS SYSTEM $ 25.00 Non-Resident $ 400.00 $ 25.00 $ 25.00 **NOTE: Commercial rates will apply to all "for profit" use of Community Center facilities by a business or private enterprise engaged in the process of displaying, offering or selling goods or services. All commercial users of Community Center space are required to provide the City a Certification of insurance for General Liability coverage in the amount of $1,000,000.00 naming the City of Riverside, its elected officials, appointed officers, employees and agents as additional named insured parties in the policy. 2 . Payment of rental fees may be made in cash, cashier' s check or personal check from a local area bank made payable to the City of Riverside. Standard rental rates will apply to all users of Community Center meeting rooms (with the exception provided for Not-for-Profit users as identified above) unless waived or reduced by action of the Board of Aldermen. Requests to waive or reduce standard rental rates must be made well in advance of the scheduled event and in writing by the Responsible Party to the Board of Aldermen via the City Administrator for consideration at a regularly scheduled meeting of the Board of Aldermen, normally held the first and third Tuesdays of each month. 3. Requests to waive or reduce standard rental rates will be considered on a case by case basis and will be granted only upon sufficient evidence of documented financial hardship and substantive evidence that to do so would be acting in the public interest. a. Income and expense informaticn for the Community Center operation will be reviewed annually during the budget preparation process to determine if adjustments to the standard rental rates are necessary. CANCELLATION POLICY Individuals or groups requesting cancellation of reservations for Community Center rental space must do so at least thirty (30) business days prior to the scheduled rental date. Notice of cancellation may be made by telephone, in person, or in writing to the City Clerk's. office by the Responsible Party. If the cancellation request is received at the City Clerk's office after the thirty day (30) advanced notice, the Responsible Party will forfeit the required security deposit. Exceptions to this policy may be made on a case by case basis in the event of very severe weather or unusual emergency. The granting of an exception will be determined by the City Administrator.