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HomeMy WebLinkAboutItem 12 - Facility Reservation PolicyMEMO TO: FROM: MEETING DATE: SUBJECT: RECOMMENDATION: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL W,RUNO RUMBELOW, CITY MANAGER V_ AUGUST 15, 2006 The Council Facilities Committee and staff recommend the City Council approve modifications to the Facility Reservation Policy. The recommendations are based upon discussions with the Council Facilities Committee at a meeting held on July 31St. The policy is attached and modifications are in red. Below is an explanation of the modifications. One major modification to the policy is on page 2 of the policy, paragraph "A" relating to reservations/meetings of a political nature. Staff has discussed this language with the City Attorney and he indicated that content -based regulations, such as meetings of a political nature, would be subject to challenge. Therefore, the recommendation of the Committee and staff is to eliminate this language from the policy. The only other major modification to the policy is on page 2, paragraph "E" relating to damages to a meeting facility or equipment. Additional language has been added to this section further binding the person that makes the reservation for any damages to the facility and/or equipment. In addition, there are several other noted changes that simply clarify existing policy. M August 9, 2006 (4:08PM) CITY OF GRAPEVINE PARKS & RECREATION FACILITY RESERVATION POLICY PURPOSE To establish the criteria and procedures for the reservation of facilities owned by the City of Grapevine. Below are the facilities that may be reserved when space is available. All Indoor Facilities may be reserved by Grapevine residents only. Indoor Facilities Bessie Mitchell Facility *Merlot Community Room I. FEESIDEPOSIT Indoor Facilities Outdoor Facilities *Dove Park North Pavilion *Dove Park South Pavilion *Parr Park Pavilion *Trawick Pavilion Bessie Mitchell Facility • $50 per hour • $50 per hour for Grapevine Business Seminars • $100 per hour for Commercial Rentals • $100 facility deposit (required when key for facility is picked up) Merlot Room • $25 per hour • $50 per hour for Grapevine Business Seminars • $100 per hour for Commercial Rentals • $50 facility deposit (required when key for facility is picked up) Each facility may be booked for a minimum usage time of two hours and a maximum of nine hours. The facility reservation fee must be paid at the time the reservation is made. The deposit will be returned when the key is returned and pending no reports of damage to the facility or surrounding area. Outdoor Facilities All outdoor pavilions are on a first-come, first-served basis; no facility deposit is required. However, in order to guarantee the absolute right to a facility, a resident may pay a per hour reservation fee. The reservation fee must be paid at the time the facility is reserved. The fee guarantees that the facility is reserved at the times listed on the reservation form. The minimum reservation time is two hours and the maximum six hours. Below are the fees. *Dove Park North Pavilion RESIDENTS: $30/3 hours $10 each additional hour NON -RES.: $40/3 hours $15 each additional hour (7 — 8' tables, estimated 56 people) *Dove Park South Pavilion RESIDENT: $30/3 hours $10 each additional hour NON -RES.: $40/3 hours $15 each additional hour (6 — 6' tables, estimated 46 people) *Parr Park Pavilion RESIDENTS: $70/3 hours $20 each additional hour NON -RES.: $100/3 hours $25 each additional hour (10 - 8' tables, estimated 80 people) *Trawick Pavilion RESIDENTS: $200 NON -RES.: $300 (40 - 6' tables, estimated 260 people) II. CRITERIA/PROCEDURES (all facilities) A. Reservations for indoor facilities will be restricted to Grapevine residents, Grapevine business owners and organizations or groups that are based in Grapevine and have a Grapevine mailing address. Reservations will be considered on a first come, first served basis. In an effort to make facilities available for everyone, multiple reservations will not be permitted (only one reservation at a time per household/group). You must be 21 years of age to reserve a facility. The following types of reservations are prohibited: • Reservations consisting of an open-ended guest list or promoted as open to the community at -large. • Reservations/meetings of a political nature. (REMOVE) Customers may contact the Grapevine Convention Center or Palace Arts Center for booking reservations for the purposes listed above. B. Reservations may be made in person or by telephone. If made by phone, the customer must be prepared to pay with a credit card (VISA or Mastercard) and have access to a fax machine. Reservations made by phone/fax must be accompanied by a photocopy of the caller's driver's license as proof of residency. To guarantee a reservation, all fees (except facility deposits) must be paid at the time of the booking. Reservations will be held only for the remainder of the current business day (5:00 p.m.) if fees are not paid. C. Reservations can be made for any facility one-year in advance of the reservation date. D. Facilities may not be reserved for an extended series of dates (Mon. — Wed., etc.) E. Individuals and organizations reserving facilities shall be responsible for all damages to the facility and/or equipment that occur as a result of the reservation. The individual making the reservation must be on site at all times throughout the length of the reservation. If the cost of damages is exceeds the facility deposit, the customer will be required to pay the difference within 15 days of being sent an invoice. By making a reservation, each individual binds themselves personally to the provisions of this Policy, and also thereby affirms that such person is duly authorized as a signatory to bind the entity on whose behalf the reservation is made. Failure to pay fees for damaged property will result in the loss of future reservation privileges. F. All equipment and decorations must be removed at the end of the reservation. Facilities must be left in good, clean condition when the activity is complete. G. Set up and clean up time must be included in the reservation time. No extra time is allotted for these activities. H. Alcohol is not permitted at any Parks and Recreation facility. No sock hops or sweet sixteen parties permitted at the Bessie Mitchell Facility. J. Individual or organizations must provide a minimum of two adult chaperones for youth functions of 40 or less. One additional chaperone must be provided for each additional 20 participants. Youth are defined as anyone under the age of 21. K. Plans to have special activities (dunking booths, bounce houses, entertainment, etc.) must receive prior approval from the Parks and Recreation Department. Vendors must provide a current certificate of insurance to the department as a means of showing proof of liability K coverage. Staff reserves the right to deny special activities of a hazardous nature or those that might create a disturbance for the neighborhood in which the facility is located. L. Requests for live animal entertainment (petting zoos, pony rides, etc.) or amplified sound must be approved by the Director of Parks & Recreation or his/her designee. Requests must be submitted to the Parks and Recreation Department no later than thirty (30) days in advance of the Park Board meeting. M. Reservation cancellations must be made at least 14 days prior to the reservation. If cancellation occurs within 14 days, the department will charge an administrative fee equivalent to 50% of the rental fee. Cancellation of an outdoor reservation due to inclement weather may be rescheduled. No refunds will be given for notices of cancellation after the date of the proposed event. N. The Grapevine Parks and Recreation Department reserves the right to accept or reject any reservation request or to cancel a reservation at any time. These shall include the right to terminate a reservation during the activity if conditions so warrant based on the sole judgement of the staff at the Parks & Recreation Department. No refunds will be given. O. Individuals and organizations reserving facilities must comply with all applicable rules, ordinances and laws. Failure to comply may result in denial of any subsequent use of facilities and/or forfeiture of the reservation fee. P. Use of Facilities by Grapevine Non Profit/Co-sponsored Organizations 1. Civic clubs and organizations with a 501(c)(3) status that have been approved by the City may request to use the facilities free of charge. 2. To be approved by the City, the organization must be based in Grapevine with a Grapevine mailing address and have a minimum of 51% of the current membership residing in Grapevine. A copy of the membership of the organization must be on file at the Parks and Recreation Office. City approval must be obtained before a free rental will be booked. 3. In lieu of payment, the organization must either donate an average of the current hourly rate in cash, supplies, equipment or in-kind services to the City each year. Staff will designate which projects qualify for in-kind services. Parks and Recreation staff will track donations. If an organization fails to make donation equal to or greater than the number of hours used times the current hourly rate then that organization will forfeit their right to utilize the facilities free of charge. 4. Organizations may book the Bessie Mitchell Facility for one meeting per month. Additional meetings in the same month must be booked at the Merlot Community Room or outdoor facilities. 5. Examples of groups covered by these guidelines include Boy Scouts, Girls Scouts, civic organizations, Indian Guides/Princesses, youth sports associations, Garden Club, etc. Homeowner associations are permitted to use the facilities providing a public announcement of a meeting is made and a copy of the written announcement submitted to the Parks and Recreation Dept. prior to the reservation. 6. Churches are not covered by the non-profit guidelines; however, the minister or associate minister of a church located in Grapevine may reserve a facility on behalf of the church regardless of his/her residency. 3 III. Criteria/Procedures (indoor facilities) In addition to the criteria listed above, the following procedures apply as well to indoor facilities: A. A $100 facility deposit for the Mitchell Facility and a $50 facility deposit for the Merlot Room (check preferably), is required for all indoor reservations. The City will hold the deposit until the key is returned. Pending no report of damage to the facility or surrounding area the deposit will be returned. Keys are due back to the Recreation Services office the next business day following the rental. B. Keys for the facilities may be picked up in the Recreation Services Office at the Community Activities Center, 1175 Municipal Way, 24 hours in advance of the reservation. Keys should be picked up between the hours of 8:00 a.m. — 5:00 p.m. unless special arrangements are made. Keys must be returned in person the next business day to the Recreation Services office Keys not returned within two business days of the reservation will result in forfeiture of the facility deposit. If staff is called out after hours in order to open a facility as a result of lost or forgotten key, then $25 of the deposit will be forfeited. C. The organization or individual is responsible for all set up and clean up as required before and after the reservation but within the allotted reservation time. Tables and chairs must be returned to the original arrangement when the reservation is complete. D. All trash must be removed from the facilities following the reservation. Outside containers are available at the Merlot Community Room (dumpster) and the Bessie Mitchell Facility (storage container behind the facility). E. Nails, thumb tacks, staples, etc, must not be used ceilings of any indoor meeting facility or any part decorations, it must be completely removed from all masking tape (blue tape). F. Smoking is not allowed in any indoor facility. to attach decoration to the walls or of a pavilion. If tape is used to hold surfaces. The only authorized tape is G. The number of persons meeting at a facility shall not exceed the maximum number permitted according to fire code regulations. Fire code regulations do not necessarily ensure comfortable use of the facilities. It is recommended that a customer discuss the nature of the event with the Recreation Services Secretary. Customers are required to closely estimate the attendance on the reservation application. H. No eating utensils, tablecloths, office supplies or any other supplies or equipment are provided. The reservation group is responsible for providing all supplies as needed. I. All lights must be turned off and the facility secure before leaving. Adopted 11 /13/02, last update 1/09/06 4