ITEM 5.1ITEM 5.1
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TO: Parks and Recreation Commission
FROM: Ross Demant, Parks and Recreation Director
DATE: November 11, 2015
RE: Non -Profits Rental Rates at Prairie Center
Background:
The Parks and Recreation Commission discussed modifying the current Prairie Center
Rental policy to include an option for non-profit groups to rent space at Prairie Center at
a reduced rate. This discussion took place at the October Parks and Recreation
meeting after Commissioners reviewed a request from a non-profit group requesting
that the rental fees be waived for a meeting they were hosting.
Commissioners directed Staff to develop language that would amend the current policy
to include a non-profit rate. Under section 05.05.05.subsection D of the current rental
policy includes the following language for non -profits:
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 Code through
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.
Staff is recommending the current rental policy add the following language:
If the organization wishes to rent additional days during the month or if the group
does not wish to volunteer that group will have the option to rent additional space
for 50% less of the residential rental fee. The organization will have the option to
ITEM 5.1
do this one time per month. This option is not available for the small conference
during non -business hours.
Staff is recommending the 50% fee reduction and excluding the small conference room
in order for the City to recover the cost of staffing the Prairie Center during the non-profit
use of the building.
Staff have included two graphs, one that shows how neighboring cities handle their non-
profit rates, and the other that outlines Prairie Center's current rental rates. It is
important to note that all of the cities included in the graph allow non -profits to use the
reduced rate once a month.
City Non -Profit Rate Resident Rate
Plymouth $10 per hour up to 2 hours $30 per hour
Rogers Flat Fee of $30 $30 per hour (2 hour min)
Elk River $15 per hour $15 per hour + $50
ROOM
BUSINESS HOURS
AFTER BUSINESS HOURS,
WEEKENDS Hi]LIDAYS
RESIDENT FEE
NON-RESIDENT FEE
RESIDENT
FEE
NON-RESIDENT
FEE
Activity Roam (Both Sides)
35.00jhr.
50.001hr.
50.00jhr.
65.00jhr.
Activity Room (Carpet Side)
20.00jhr.
30.001hr.
35.00jhr.
45.00jhr.
Activity Room (Tile. Side)
20.00jhr.
30.001hr.
35.00jhr.
45.00jhr.
Fireside Roam
20.00/hr.
30.00/hr.
35.00/hr.
45.00jhr.
Northeast Conference Room
15.001hr.
20.00 jhr.
30.00/hr,
35.00/hr.
Small Conference Roam
10.00/hr.
15.00/hr.
25.00/hr,
30.00/hr.
Southwest Conference Room
20.00jhr.
30.00jhr.
35.00jhr.
45.00jhr.
Kitchen
10.00/hr.
15.00/hr.
25.00/hr.
30.00/hr.
Conclusion:
Staff is requesting that the Parks and Recreation Commission review the material
included in this memo and make a recommendation to the City Council on revising the
current Prairie Center Rental policy to include language for non-profit groups to use
Prairie Center at a reduced rate.