ITEM 4 Prairie Center Reservation policyITEM 4
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TO: Otsego City Council
FROM: Ross Demant, Parks and Recreation Manager
DATE: March 18, 2014
RE: Changes to the Prairie Center Reservation Policy
Background:
At the November 20th City Council meeting, the Council adopted a revised Prairie Center
Rental policy and fee structure. The initial goal of the policy and fee structure as
approved by the City Council is to entice residents and non-residents to utilize the
facility and still allow the City to cover staff costs and a percentage of operating
expenses.
Since the adoption of the policy and fee structure, we have had over 13 scheduled
rentals and most of these are people who have come to the building for other activities
and inquired about the rental opportunities. Attached is a spreadsheet with the current
rental schedule for the first quarter of 2014. Currently the spreadsheet tracks the type
of rental, hours of the rental, staff time, and staff cost (hourly wage plus benefits). As
you can see, the current fee structure covers staff costs and allows for some collection
of operational expenses.
Additionally, some issues with the policy have surfaced through these initial rentals and
City staff is recommending that some revisions be made to the current policy. The
primary changes to the reservation policy proposed by City staff are:
• Do not allow rentals on Thanksgiving and Christmas with the possibility of rentals
for other holidays where City offices are closed as determined by the Parks and
Recreation Manager based on availability of needed staff.
Not allowing the small conference room to be rented outside of normal business
hours unless one or more of the other rooms have been rented as staffing the
building just for the rates charged to this space is not cost effective.
• Establishing a minimum rental period of two hours for weekend and holiday
rentals.
More clearly defines that anytime alcohol is present in the building a security
officer must be present.
Conclusion:
Staff is requesting to add the proposed Prairie Center Rental Policy revisions to a future
City Council agenda. Staff is also seeking direction from the City Council for
adjustments to the fee structure.
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Facility
Resident
Non -Resident
Business
St. Michael
$20/hr Res. $30/hr NonRes.
Tile Side
$20/hr Res. $30/hr NonRes.
Small Room
$5/hr
$12.50/hr
$10/hr
Large Room
$15/hr
$22.50/hr
$20/hr
Conference Room #3 (Small)
$10/hr Res. $15/hr NonRes.
Kitchen Rental
$10/hr Res. $15/hr NonRes.
Rogers
Activity Center
$25/hr-
$125/day
$30/hr-
$150/day
Community Room
$30/h r-
$150/day
$40/hr-
$200/day
Maple Grove
Meeting Room
$25/hr
$30/hr
Plymouth Creek
Center
Meeting Room
$30/hr
$50/hr
AREA
CURRENT FEES
Council Chamber
Carpet Side
$20/hr Res. $30/hr NonRes.
Tile Side
$20/hr Res. $30/hr NonRes.
Entire Area
$35/hr Res. $50/hr NonRes.
Conference Room #4 (Southwest)
$20/hr Res. $30/hr NonRes.
Conference Room #1 (Fireplace)
$20/hr Res. $30/hr NonRes.
Conference Room #2 (Northeast)
$15/hr Res. $20/hr NonRes.
Conference Room #3 (Small)
$10/hr Res. $15/hr NonRes.
Kitchen Rental
$10/hr Res. $15/hr NonRes.
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POLICY 05.05
PRAIRIE CENTER RESERVATION POLICY
Section
05.05.01
Purpose
05.05.02
Available Days, Times and Rooms
05.05.03
Priority
05.05.04
Fees
05.05.05
Making Reservations
05.05.06
Rights and Responsibilities
05.05.07
Indemnification and Waiver
05.05.08
Amendments
SECTION 05.05.01: PURPOSE: It is the purpose of this policy to establish
guidelines for the use of Prairie Center and related facilities:
A. The City seeks to provide equal access and opportunity to use Prairie Center for
community and recreation activities and achieve maximum use the facility by the
public.
B. The City will prioritize use of Prairie Center for organizations and groups that may
desire the use of these facilities for the benefit of the community and specifically
those individuals, businesses, organizations, clubs and groups within the City of
Otsego and of whose membership is eighty-five (85) percent or more Otsego
residents.
C. The City reserves the right to designate the availability of Prairie Center or portions
thereof for scheduled activities based on, but not limited to, demand for use of the
facility by the public at large, City and City sponsored events, compatibility of
activities within the facility, maintenance needs or safety purposes.
SECTION 05.05.02: AVAILABLE DAYS, TIMES AND ROOMS:
A. Reservations will be taken for weekdays,—and weekends and helida as
determined by the Parks and Recreation Manager- but shall not be available on the
following holidays:
1. Thanksgiving Day.
2. Christmas Day.
3. Other holidays as determined by the Parks and Recreation Manager during
which other City offices are to be closed.
B. Rooms within Prairie Center available for rental based on a schedule as
determined by the Parks and Recreation Manager are:
1. Assembly Room:
a. Entire room.
b. Carpet side only.
C. Tile side only.
2. Conference Rooms:
a. Conference Room 1 Fire lace .
b. Conference Room 2 (Northeast).
C. Conference Room 3 Small .
1) This room shall not be available for rental after 5:OOPM
Monday through Friday or on Saturday and Sunday unless one
1) or more other conference or assembly rooms are rented for
concurrent periods.
d. Conference Room 4 (Southwest).
3. Kitchen.
C. Hours.
1. Standard facility hours for Prairie Center reservations shall be:
a. No events shall start before 6:OOAM.
b. Events occurring on Sunday through Thursday shall end by 10:OOPM
with all persons having left the premises by 11:00 PM.
C. Events occurring on Friday and Saturday shall end by 12:00 Midnight
with all persons having left the premises by 1:00 AM.
2. Reservations scheduled outside of those hours established by this Section
may be approved at the discretion of the Parks and Recreation Manager and
may include additional fees.
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SECTION 05.05.03: PRIORITY: Use of Prairie Center will be assigned at the
discretion of the Parks and Recreation Department based on the following priorities:
A. First priority will be given to any City meetings, events and activities.
B. Activities sponsored by other supported government agencies supported by taxes
paid by Otsego property owners.
C. Non-profit (501C3) civic and religious organizations located within the City of
Otsego.
D. Otsego residents defined as the adult resident, their immediate children,
grandchildren and/or grandparents.
E. Businesses located within the City of Otsego.
F. All other users will be scheduled on a first come first serve basis.
G. In the event that a City meeting, event or activity is scheduled that conflicts with an
already scheduled event by a lower priority user, the City shall make all efforts to
reschedule the lower priority user's event to an acceptable date as near as possible
to the original date of the event. If the event cannot be rescheduled to an
acceptable alternative date, the City shall refund all fees paid by the user as set
forth in Section 05.05.04 of this Policy.
SECTION 05.05.04: FEES:
A. The Reservation Fee will be established within Section 2-4-2 of the City Code.
B. The City shall charge additional fees for a security officer to be present,
unusual or extra -ordinary services or facilities as determined by the Parks and
Recreation Manager.
C. Cancellation within one (1) month of the reserved date will result in forfeiture of the
rental fee.
D. There shall be a minimum rental period of two (2) hours for Saturday or Sunday
reservations.
-PE. No refunds will be granted for inclement weather.
SECTION 05.05.05: MAKING RESERVATONS:
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A. Reservations may be made by returning an application to the Parks and Recreation
Department or City Hall.
B. Applications can be obtained at City Hall, Prairie Center or downloaded from the
Parks and Recreation page on the City's website.
C. Complete applications must be received not more than one hundred twenty (120)
days or a minimum of fourteen (14) days prior to the scheduled date of the
reser e_Revent. and aAn application is not completed until payment in full for all
reservation fees and City charaes has been received and the application is signed.
The City may accept an application within fourteen (14) days of the date of a event
if another reservation for the same date and time period has already been
scheduled and adequate City staff will be present.
D. Non-profit (501C3) civic and religious organizations located within the City of
Otsego, upon submission of Minnesota Tax Exempt Form ST -3 or ST -17, may
reserve use of one (1) room at Prairie Center per month occurring on a weeknight
approved at the discretion of the Parks and Recreation Manager for a reduced or
no fee as specified by Section 2-4-2 of the City Coded merthrough donation of
in-kind community service hours to the City by the group or organization in a form
approved by the City Council at least equivalent to the rental fee or other costs that
would be incurred by the City that are off -set by the community service. The
community service hours must be completed in full within the same calendar year
as the use of Prairie Center under this section or the organization will be
responsible for payment of the full or partial balance of the rental fee.
E. Scheduling of reoccurring events at Prairie Center by any individual or group not
affiliated with the City shall be subject to approval by the City Council.
SECTION 05.05.06: RIGHTS AND RESPONSIBILITIES:
A. Rental Agreement. The rental agreement entitles the holder to the exclusive use of
the designated room within Prairie Center for the allotted time slot subject to the
following:
1. The rental time specified on the agreement includes set-up and take down
and access to Prairie Center will be restricted to those specific times
2. No equipment or supplies may be stored at Prairie Center outside of the
rental time specified by the agreement.
3. Any rubbish that cannot be stored within the trash receptacles provided must
be removed from the premises at the end of the rental period.
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4. The rental agreement shall not be transferred, assigned or sublet to another
person or entity.
B. Responsible Individual:
1. The individual signing the rental agreement shall be deemed the responsible
individual and shall be held responsible, and jointly responsible with the
entity or individual actually renting the facility, for compliance with all terms
and conditions of the rental agreement and this policy.
2. The responsible individual must be eighteen (18) years of age or older.
3. The responsible individual must be present at Prairie Center during the
entire rental period.
C. General Requirements:
1. Fire and safety regulations, including compliance with posted room
occupancy limits, shall be observed at all times.
2. City furniture and equipment shall not be moved unless specifically approved
by the Parks and Recreation Manager and stated on the rental agreement,
and then only by or under the direct supervision of City staff.
3. There shall be no marking or applying of materials to the walls, ceilings or
floors of Prairie Center including prohibiting the use of heavy duty tape,
staples, nails or other fasteners, except as approved by City staff.
4. The consumption of alcohol at Prairie Center shall be allowed provided that
it is specifically identified in the rental agreement and the activity complies
with the following:
a. No person under twenty-one (21) years of age may consume any
alcoholic beverage.
b. No person aged twenty-one (21) years or older shall provide an
alcoholic beverage to an individual that is under twenty-one (21)
years of age.
C. The City, at its discretion, may allow consumption of alcohol within
Prairie Center at activities or events for which the facility is rented for
events with attendance under one hundred (100) persons provided
that alcohol is not being sold and that proof of liability insurance
acceptable to the City that includes the City as an a named insured in
the minimum amount of five hundred thousand dollars ($500,000.00)
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is submitted and that the consumption of alcohol meets any other
conditions of this policy or as required by the City.
d. The City, at its discretion, may allow consumption of alcohol for
events with attendance of one hundred (100) persons or more and
the eateservice and consumption of alcohol at Prairie Center at
activities or events for which the facility is rented shall be permitted
only if the service is provided by a caterer approved by the City and
licensed pursuant to Minnesota Statutes 340A.404, Subd. 12 (as may
be amended) and who carried dram shop insurance in the minimum
amount of one million dollars ($1,000,000.00) under which the City is
named as an additional insured.
e. Any individual or entity renting any portion of Prairie Center where
alcohol will be served or consumed must first agree to and sign a
waiver in a form approved by the City Attorney to hold the City
harmless from claims arising from such rental and to defend and
indemnify the City from all costs incurred as a result of such claims to
the extent permitted by law.
f. For all events that alcoholic beverages are to be sepy-a rte, a
security officer, scheduled by the Parks and Recreation Department,
will be required to be in attendance for the entire duration of the event
with all costs associated with provision of such security to be paid by
the holder of the rental agreement and specified therein.
5. Smoking of any tobacco product or e -cigarette and the use of oral tobacco
products or "spit" tobacco is prohibited within Prairie Center and upon the
entire premises.
6. Food shall be limited to items prepared off-site and brought ready to be
served; Professional caterers shall be licensed and approved by the City, at
its discretion of the Parks and Recreation Manager, to provide food service
at Prairie Center.
7. Retail sales or admission fees associated with an event or activity at Prairie
Center shall be allowed only if approved by the Parks and Recreation
Manager and specified in the rental agreement.
8. Vehicles shall be parked only in designated parking areas and are not
allowed in designated no parking zones or on trails, turf, pathways, or
infields.
9. Prairie Center users are responsible for wiping all tables and removing all
trash from the building.
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D. Damage:
1. Users of Prairie Center pursuant the rental agreement shall leave the facility
and premises in the condition in which it was at the start of the rental period.
2. The individual or organization to which Prairie Center is rented shall be
responsible for all costs associated with extra -ordinary cleaning of the facility
or premises following the rental period and/or the repair of any damages to
the facility or premises that occur during the rental period. Any and all
extra -ordinary cleaning needs or damage shall be documented by
photographs to be taken by City staff.
3. The costs incurred by the City will be charged to the responsible individual;
If the City is unable recollect payment then the City may pursue any
means available to it to collect the amount due and owing.
E. Compliance. Prairie Center users shall at all times comply with any and all
applicable State Laws, County Ordinances and City Codes and Policies and further:
1. No activity, conduct or display defined as obscene by Minnesota Statutes
section 617.241 shall be allowed on City property.
2. No activity, conduct or display defined as an adult use by the City Code shall
be allowed on City property.
3. Parks and Recreation Department staff or a Deputy of the Wright County
Sheriff's office may as a result of a violation:
a. Order the immediate removal from the premises of any offender.
b. Order immediate removal of alcohol from the premises.
C. Revoke the rental agreement immediately and order all persons from
the premises.
4. A violation under this Section may result in the loss of the rental fee and
damage deposit (plus additional charges for damages in excess of the
deposit) and denial of future use of Prairie Center.
SECTION 05.05.07: INDEMNIFICATION AND WAIVER:
A. Use of Prairie Center by individuals, organizations and entities and their
participants is undertaken at the sole risk of those individuals, organizations,
entities and participants. The City of Otsego, it employees, officers, agents,
contractors and volunteers shall not be liable for any claim, demand, injury,
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damage, action, or causes of action of whatever nature related to damage to any
participant, individual, organization or entity or their property arising from use of the
Prairie Center, to the extent permitted by law.
B. Users, individuals, organizations and entities utilizing the facilities shall prior to any
use agree in writing in a form approved by the City to waive any and all claims, hold
harmless, defend and fully indemnify the City, it employees, officers, contractors
and agents from any and all claims related to use of the facility, to the extent
permitted by law.
C. The City of Otsego shall not be responsible for loss of personal property by
individuals or groups using Prairie Center pursuant to a rental agreement.
SECTION 05.05.08: AMENDMENTS:
A. The City Council may amend this policy at any time; Modifications of the policy
shall be effective on the date said modifications are approved by City council
resolution.
B. The policy will be reviewed periodically by City staff, the Parks and Recreation
Commission and/or City Council; The City Clerk will keep on file comments and
complaints received regarding this policy; Any review will consider comments and
complaints since the last review and any other factors affecting the policy or its
implementation.
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