Loading...
HomeMy WebLinkAboutItem 06 - Fees and Policies at FacilitiesMEMO TO :eu MEETING DATE: SUBJECT: RECOMMENDATION: ITEM • HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL ROGER NELSON, CITY MANAGER/j6 JANUARY 20, 2004 CONSIDER APPROVAL OF MODIFICATIONS OF FEES AND .POLICIES AT PARKS & RECREATION FACILITIES The Council Facilities Committee and staff recommend the approval of modifications to the Facility Reservation and Wedding & Reception Policies and associated fees and approval of new policies and fees relating to weddings at the Main Street Gazebo. Copies of the policies and fees are attached for review. BACKGROUND: Staff met with the Council Facilities Committee on January 6th to discuss several modifications to the Facility Reservation Policy and the Wedding & Reception Policy. Below is a breakdown of the recommendations of the Council Facilities Committee and staff. Also, the changes in the attached policies are in bold. Facility Reservation Policy Purpose: Add the Main Street Gazebo and Trawick Pavilion as facilities that can be reserved under Outdoor Facilities. Fees\Dep: Add $50 per hour for the use of the Bessie Mitchell Facility for Grapevine Business seminars and meetings Add $100 per hour for the use of the Bessie Mitchell Facility for Commercial Rentals such as Avon, Tupperware, etc. Add $50 per hour for the use of the Merlot Room for Grapevine Business seminars and meetings Add $100 per hour for the use of the Merlot Room for Commercial rentals such as Avon, Tupperware, etc. Change the maximum time a facility may be reserved from six hours to nine hours to allow for events such as seminars. January 13, 2004 (3:55PM) Add Main Street Gazebo — Weddings at $50 per hour. Increase the fee for the use of the Trawick Pavilion to $150 from $130 per day for residents. Add a non-resident fee of $200 per day for the use of the Trawick Pavilion for non-residents. Section II Add Section I which forbids sock hops or sweet sixteen parties at the Bessie Mitchell Facility. Change Section M relation to reservation cancellations from 7 to 14 days prior to the reservation and administrative fee from one hour of the rental to 50% of the rental fee. Wedding & Reception Policy Section 1: Change when weddings are allowed from the 2"d and 4" Friday of each month and the Saturday immediately following to a maximum of two weddings per month no matter what weekends the weddings are on. Main Street Gazebo Wedding Policy Staff has allowed weddings to be held at the Main Street Gazebo in the past but had no written policies. Please see the attached policies on weddings at the Gazebo. MA January 13, 2004 (3:55PM) I-ANINIVAN -1:4710111 * me� 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 Facilities, with the exception of the Trawick Pavilion, may be reserved by Grapevine residents only. Indoor Facilities *Bessie Mitchell Facility *Merlot Community Room 1. FEES\DEPOSIT Indoor Facilities Outdoor Facilities *Dove Park North Pavilion *Dove Park South Pavilion *Park Place Pavilion *Parr Park Pavilion *Main Street Gazebo *Trawick Pavilion Bessie Mitchell Facility 0 $40 per hour * $50 per hour for Grapevine Business seminars and meetings 0 $100 per hour for Commercial rentals such as Avon, Tupperware, etc. 49 $100 facility deposit (required when key for facility is picked up) Merlot Room 0 $25 per hour 0 $50 per hour for Grapevine Business seminars and meetings 0 $100 per hour for Commercial rentals such as Avon, Tupperware, etc. 0 $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 six 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 $10 per hour (7 — 8' tables, estimated 56 people) *Dove park South Pavilion $10 per hour (6 — 6' tables, estimated 46 people) *Parr Park Pavilion $20 per hour (10 - 8' tables, estimated 80 people) *Park Place Pavilion $10 per hour (8 — 6' tables, estimated 50 people) *Main Street Gazebo $25 per hour (estimated 40 people) *Main Street Gazebo — Weddings $50 per hour (estimated 40 people) *Trawick Pavilion $150 resident fee (estimated 260 people) $200 non-resident fee 11. CRITERIA/PROCEDURES tall facilities) A. Reservations and usage 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. 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. Failure to pay fees for damaged property will result in the cancellation 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 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 4 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 7 14 days prior to the reservation. If cancellation occurs within -7 14 days, the department will charge an administrative fee equivalent to eRe heuF of the Fental fee 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 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 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 Meriot 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. 111. 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 3 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 to attach decoration to the walls, ceilings or any part of a pavilion. If tape is used to hold decorations, it must be completely removed from all surfaces. The only authorized tape is masking tape (blue tape). F. Smoking is not allowed in any indoor facility. 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 0 CITY OF GRAPEVINE BOTANICAL GARDENS WEDDING & RECEPTION POLICY General Information about Facility Rentals for Weddings The only persons who may make reservations for weddings at the Bessie Mitchell Facility and Botanical Gardens are Grapevine residents in the following categories: bride, groom, and mothers, fathers, grandmothers, grandfathers and siblings of the bride and groom. BetaniGal Gardens �and SatUFday immediately following. There will be a maximum of two wedding ceremonies allowed at the Botanical Gardens each month which may be held on Fridays or Saturdays Only one wedding will be allowed each day. Weddings and receptions can be held between 9:00 A.M. and 10:00 P.M. Included in the rental are the Bessie Mitchell Facility and the "Garden Court" area of the Botanical Gardens. The above areas may be reserved for up to 3 hours. All preparations, the ceremony and clean up must occur during this time. The Bessie Mitchell Facility also may be reserved for an additional 3 hours for a reception or post wedding activities. The City provides no equipment for events in the gardens. One City staff person will be assigned to each rental for coordination and rules enforcement. 2. Maximum Number of People Based upon the size of the facilities and parking, it is the client's responsibility to determine how many people can comfortably attend their function, not to exceed 60. A plan of the park including the designated parking areas is attached. Also, a plan of the Bessie Mitchell Facility is attached for the purpose of facility setup. 3. Rental Fees The Rental Fee for weddings includes both the Bessie Mitchell Facility and the "Garden Court" of the Botanical Garden. The Rental Fee is required at the time the reservation is made and must be paid in full to secure a reservation. The Rental Fee is $100 per hour with a minimum of 2 hours and maximum of 3 hours. The Bessie Mitchell Facility can be reserved for an additional 3 hours at a rate of $25 per hour. This fee includes tables and chairs in the meeting facility, but does not include chairs in the gardens. All equipment utilized in the gardens must be pre -approved by the Parks & Recreation Department. 4. Security Deposit A $400 security deposit is due and payable three weeks prior to the event. The deposit will be refunded within 30 days of the event subject to inspection of the facilities for damage. If the reservation goes over the allotted time, a portion of the security deposit will be withheld to cover the extension. 5. Cancellations In the event the client cancels the reservation prior to the event, the City will refund a portion of the Rental Fee as follows: • 50% of the Rental Fee shall be refunded for any cancellation prior to 8 weeks of the reserved event. 25% shall be refunded for any cancellation within 2 to 8 weeks of the reserved event. • No refunds will be given for cancellations made less than two weeks of the event. Cancellation fees do not apply to the security deposit. 6. Decorations All decorations and related materials must be pre -assembled and transported in finish to the facilities. For the protection of the Botanical Gardens and the Bessie Mitchell Facility, the following rules are strictly enforced: a. No objects such as tacks, staples, wires, nails, string or tape of any kind may be affixed to any garden plants, trees, or any structures in the gardens. Masking tape (blue tape) may be used in the Bessie Mitchell Facility and must be removed at the end of the reservation time. b. Awnings, gazebos, and related structures are not allowed on the grounds. Use of archways, chairs, tables, kneelers and runners must be pre -approved by the Director of Parks and Recreation or his/her designee. Customers should present pictures of all equipment they wish to use during the ceremony in ample time for review by the department. Requests should be presented no later than three weeks prior to the event. 7. Rehearsals A one-hour wedding rehearsal in the gardens will be provided at no -charge. However, a rehearsal may be held only when other City -sponsored events are not scheduled. You may call 3 weeks prior to the event to schedule the rehearsal. 8. Sound No amplified sound is allowed in the gardens without the approval of the Director of Parks and Recreation or his/her designee. A request in writing must be made no later than three weeks prior to the event for review by the department. Note: Violators will be subject to immediate removal from the grounds without a refund for the use of unauthorized amplified sound. 9. Liability a. The client is responsible for damages or injuries related to the use of the Botanical Gardens and Bessie Mitchell Facility. This includes damage to buildings, landscaping and garden amenities. If repair costs are in excess of the security deposit, the client will be financially responsible for the additional charges. b. The city is not responsible for personal property left on the grounds by the client, guests or independent contractors. 10. Miscellaneous Rules and Information a. No smoking is permitted in the Bessie Mitchell Facility or the Botanical Gardens. b. No animals are permitted in the Bessie Mitchell Facility except those assisting mobility challenged individuals. All animals in the garden must be on a leash. c. No vehicles are permitted to drive over curbs or sidewalks. d. Bubbles or rose petals may be thrown for weddings, but only outside of the Bessie Mitchell Facility. No rice, birdseed, streamers or confetti may be used in the Bessie Mitchell Facility or the Botanical Gardens. Balloons may be used for decoration inside the Mitchell Facility only and must be properly disposed of. Helium balloons may not be released. 2 e. All caterers, florists, photographer, musicians and other independent contractors must complete set-up and take-down within the allotted reservation time. f. It is the responsibility of the client to make sure the area is litter free before leaving the grounds. g. No wedding will be scheduled on major holiday weekends recognized by the City or during a special event sponsored by the City of Grapevine. h. No equipment may be removed from the Bessie Mitchell Facility. i. At no time will the Botanical Gardens be closed to the public during weddings. "Wedding in Progress" signs will be placed on walkways leading to the gardens during weddings. j. No alcohol is allowed in the gardens or Bessie Mitchell Facility. k. The above policies pertain only to weddings at the Bessie Mitchell facility and the Botanical Gardens. Since both facilities are in a City park, please refer to the General Park Use Policies. 1/8/04 3 CITY OF GRAPEVINE MAIN STREET GAZEBO WEDDING POLICY 1. General Information about Facility Rentals for Weddings The only persons who may make reservations for weddings at the Main Street Gazebo are Grapevine residents. All preparations, the ceremony and clean up must occur during the allotted time. 2. Maximum Number of People Based upon the size of the facilities and parking, it is the client's responsibility to determine how many people can comfortably attend their function, not to exceed 50. 3. Rental Fees The Rental Fee for weddings at the Gazebo is $50.00 per hour with a two-hour minimum and a four-hour maximum. 4. Cancellations Reservation cancellations must be made at least 14 days prior to the reservation without penalty. If cancellation occurs within 14 days, the reservation may be rescheduled or a cancellation fee equivalent to one hour of the rental fee will be assessed. 5. Decorations All decorations and related materials must be pre -assembled and transported in finish to the facility. For the protection of the Main Street Gazebo area, no objects such as tacks, staples, wires, nails, string or tape of any kind may be affixed to any garden plants, trees, or any structures in the area. Masking tape (blue tape) may be used and must be removed at the end of the reservation time. 6. Sound No amplified sound is allowed in the Main Street Gazebo without the approval of the Director of Parks and Recreation or his/her designee. A request in writing must be made no later than three weeks prior to the event for review by the department. Note: Violators will be subject to immediate removal from the grounds without a refund for the use of unauthorized amplified sound. 7. Liabilitv A. The client is responsible for damages or injuries related to the use of the Main Street Gazebo. This includes damage to buildings, landscaping and area around the Main Street Gazebo. The client will be financially responsible for any additional charges due to damages. B. The City is not responsible for personal property left on the grounds by the client, guests or independent contractors. 8. Miscellaneous Rules and Information A. No animals are permitted in the Main Street Gazebo area except those i assisting mobility challenged individuals. All animals in the area must be on a leash. B. No vehicles are permitted to drive over curbs or sidewalks. C. Bubbles or rose petals are allowed for weddings. No rice, birdseed, streamers or confetti may be used at the Main Street Gazebo. Balloons may be used for decoration and must be properly disposed of. Helium balloons may not be released. D. It is responsibility of the client to make sure the area is litter free before leaving the grounds. E. No wedding will be scheduled on major holiday weekends recognized by the City or during a special event sponsored by the City of Grapevine. F. At no time will the Town Square be closed to the public during weddings. G. The above policies pertain only to weddings at the Main Street Gazebo. 0,14