HomeMy WebLinkAboutItem 13 - Botanical Gardens Wedding PolicyIT!►M /../ 3 NNENNNNOW
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER ,1�
v
MEETING DATE: OCTOBER 16, 2001
SUBJECT: BOTANICAL GARDENS WEDDING POLICY AND FACILITY
RESERVATION POLICY
RECOMMENDATION:
The City Council Facilities Committee, Parks & Recreation Advisory Board and Staff
recommend the approval of the attached Wedding & Reception Policy for the Botanical
Gardens at Heritage Park and modifications to the Facility Reservation Policy.
BACKGROUND:
Staff has received numerous calls regarding the reservation of the Botanical Gardens for
f weddings. In an effort to accommodate this use, Staff is proposing the attached policies
for the Botanical Gardens as well as changes to the current Facility Reservation Policy
affecting all facilities. The original Facility Reservation Policy was approved by the
Council on May 21, 1996 and modified on December 7, 1999.
The Facility Committee and the Parks and Recreation Advisory Board have reviewed the
proposed policy and the modifications to the existing policy.
Wedding and Reception Policy
The major points addressed in the wedding policy relate to wedding reservations, the
number of guests, fees, and professional photography at the facility.
Wedding Reservations
It is recommended that reservations for weddings be taken for the second weekend of
every month (Friday and Saturday only). This will open the facility for public use on the
weekends by restricting the number of weddings that can be held each month and
opens the facility to the general public. Also, because of the limited parking available at
the Botanical Gardens and Bessie Mitchell Facility, the proposed policy will require that
reservations made for weddings include the use of both facilities.
October 11, 2001 (8:24AM)
It is further recommended that weddings are not held on major holiday weekends
recognized by the City personnel manual since Staff availability would be a problem.
The Botanical Gardens would not be closed to the public at any time during weddings.
"Wedding in Progress" signs will be placed on the walkways leading to the grounds.
Number of Guests
The proposed maximum number of guests allowed is 60.
Fee
The recommended fee for the use of the Botanical Gardens and Bessie Mitchell Facility
is $100 per hour with a two-hour minimum and a three-hour maximum. One City staff
person will be assigned to each rental for coordination and policy enforcement.
Photography
It is recommended that a permit be required in order to have professional photography
performed at the Botanical Gardens, for sessions outside of any scheduled wedding.
The permit would be issued for $25 and for a one-hour session. A draft of the
Photographer Contract is attached.
Facility Reservation Policy Change
The only major modification to the Facility Reservation policy is the fee for use of the
gazebo at Town Square and pavilions at Parr Park, Dove Park and Oak Grove Park.
The proposal includes the following fee modifications to the facilities:
• Dove Park Pavilion --from $5 per hour to $10 per hour;
• Park Place Pavilion at Oak Grove Park-- be $10 per hour (New);
• Parr Park Pavilion -- from $5 per hour to $20 per hour.
• Town Square Gazebo --from $5 per hour to $25 per hour.
Staff will continue to monitor the implementation of the proposed policies and will
address any further modifications with the City Council and Parks and Recreation
Advisory Board.
Staff recommends approval of the proposed policies.
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October 11, 2001 (8:24AM)
CITY OF GRAPEVINE
BOTANICAL GARDENS
W.Us
1. General Information about Facility Rentals
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. Wedding ceremonies are allowed at the
Botanical Gardens on the 2"d and 4th Friday of each month as well as the
Saturday immediately following. 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 include both the Bessie Mitchell Facility and the
"Garden Court" of the Botanical Garden. The 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 is due at
the time the reservation is made. 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
Cancellations made at least 8 weeks prior to the event will be refunded 50% of
the fee paid. Cancellations made 2 to 8 weeks prior to the event will be refunded
25% of the fee paid. 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:
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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.
7. Rehearsals
A one-hour wedding rehearsal in the gardens only and 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. Note: Violators will be subject to
immediate removal from the grounds without a refund.
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, balloons, streamers or confetti
may be used in the Bessie Mitchell Facility or the Botanical Gardens.
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.
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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.
Last revised: 09128101
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CITY OF GRAPEVINE
M'11 BOTANICAL GARDENS AT HERITAGE PARK
PROFESSIONAL PHOTOGRAPHER CONTRACT
In order to be granted access for the purpose of business and commercial
photography to the Botanical Gardens at Heritage Park, a $25 fee is required.
The following are the general rules for professional photography at the gardens.
1 A permit is required for business and commercial photography. Permits
can be obtained at the Recreation Administration office at the Community
Activities Center, 1175 Municipal Way.
2. Photographers and clients cannot stand in or on plant material and
landscape beds to take photos.
3. There is no charge for professional photography during a scheduled
wedding.
4. The length of a photographic session may not exceed 1 hour.
I understand that by signing this contract that I am liable for replacement of plant
materials and/or garden accessories damages during a photo/filming session.
Upon receipt of a signed contract and payment of the fee, a permit will be issued.
Checks should be made payable to the City of Grapevine, P. Q. Box 95104,
Grapevine, Texas, 76099.
I understand that the City of Grapevine is not responsible for any personal injury
or accident that might incur during a filming session. Finally, I understand that
the gardens will not be closed to the public at any time during a photograph
session.
Photographer Signature Date
Business Name
Business Address
Business Phone
City of Grapevine Representative Date
CITY OF GRAPEVI E
FACILITY RESERVATION POLICI
Toestablish the criteria and procedures for the reservation offacilities owned bvthe City
of Grapevine. Below are the facilities that may be reserved when space is available.
Indoor Facilities
*Bessie Mitchell Facility
*Merlot Community Room
1. FEES\DEPOSIT
Outdoor Facilities
*Dove Park North Pavilion
*Dove Park South Pavilion
*Park Place Pavilion
°PaO-ParkPavU(on
*Town Square Gazebo
Indoor Facilities
The maintenance fee for indoor facilities is $25 per hour with a rOiniRlurn usage time of
two hours and amaximum Ofsix hours. The maintenance fees must bepaid 81the time
the Fesen/Ed|On is made. A$5Osecurity/key deposit is required when the key is picked
up and will be returned when the key is returned. Also, when the p8nSOn making the
reservation picks up the key for the facility, that person will be given a Facility Inspection
Form tOcomplete and return with the key. All fees must bepaid before the key iSgiven
for the facility.
Outdoor Facilities
All outdoor pavilions are on m first+come, first-served basks; no damage deposit is
required, HnvveVe[' in order to guarantee the absolute right to a f8[j|hv. @ resident may
pay o $5 per hour reservation fee. The reservation fee must be paid at the time the
facility is The fee guarantees that the facility isreserved etthe tinneslisted on
the 'ServatiOn form. The OliDiFnUOO reservation time is two h0U[S and the nl8XirOUrD six
hours. Below are the fees.
*Dove Park North Pavilion $1Oper hour (7-8'tmb|as,estimated SGpeople)
*Dove park South Pavilion $i0per hour (6-G'tsb|ee.estimated 46people)
*Parr Park Pavilion $20per hour (10 -O'tab!ws,estimated OOpeople)
*Park Place Pavilion $1Oper hour (8-6`tables, estimated 50 people)
*Town Square Gazebo $25per hour
11. CRITERIAIPROCEDURES (all facilities)
A. Reservations and usage will be restricted to Grapevine residents, Grapevine
business owners and organizations orgroups that are based inGrapevine and have
a Grapevine mailing address. Reservations will be considered on afirst come, first
served basis. In an effort to make facilities available for everyone, nlu|dp|e
reservations will not be permitted (only one reservation at a time per
household/group). You must be 21 years ofage to reserve a facility. Reservations
for the purpose of directly or indirectly promoting a commercial entity or where a fee
is charged to attend are prohibited. (Customers may contact the Grapevine
Convention Center for reservations of this nature.)
B. Reservations may be made in person or by telephone. K made by ohone, the
customer must Leprepared topay with ocredit card (VISA mMastercard) and have
access to afax machine. Reservations made bvphone/fex must be accompanied
byaphotocopy ofthe caller's driver's license eoproof ofresidency. Toguarantee a
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reservation, all fees (except key 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. 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.
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.
J. Plans to have special activities (dunking booths, bounce houses, entertainment,
etc.) must receive prior approval from the Parks and Recreation Department.
u' 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.
K. 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.
L. Reservation cancellations must be made at least 7 days prior to the reservation. If
cancellation occurs within 7 days, the department reserves the right to charge an
administrative fee equivalent to one hour 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 FesewatieR proposed
event.
M. 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
in the sole judgement of the staff at the Parks & Recreation Department. No
refunds will be given.
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N. 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.
O. Use of Facilities by Non Profit/Co-sponsored Organizations
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 $25 pe
49uF the current hourly rate in cash, supplies, equipment or in-kind services to
the City each year for the right to use the facilities free of charge. 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 $25 -per heuF the current hourly rate and
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 occurring.
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.
Ill. Criteria/Procedures (indoor facilities)
In addition to the criteria listed above, the following procedures apply as well to indoor
facilities:
A. A $50 key deposit (check preferably) is required for all indoor reservations. The City
will hold the deposit until the key is returned. Once the key is returned in the
appropriate amount of time, the deposit will be returned. Deposit checks for groups
with on-going reservations will be kept on file for one year and then exchanged for a
current check. Staff will notify organizations when it is time to update their checks.
B. Keys for the facilities may be picked up in the Recreation Services Office at the
Community Activities Center, 1175 S. Main, 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 may be returned in person the next business day to
the Recreation Services office or by placing the key inside a sealed envelope and
dropping it in the registration drop box found outside the front door of the Community
Activities Center.
If leaving the key in the drop slot, include the name of the person who made the
rental and the facility name on the envelope. Keys not returned within two working
days of the reservation will result in forfeiture of the key deposit. Staff being called
out after hours to open a facility due to a lost or forgotten key will also result in
4111111) forfeiture of the deposit.
C. Customers will be provided a Facility Inspection Form. This should be completed
and turned in when the key is returned.
D. 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.
E. 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).
F. Nails, thumb tacks, etc, must not be used to attach decoration to the walls or
ceilings. If tape is used to hold decorations, it must be completely removed from all
surfaces. The only authorized tape is masking tape (blue tape).
G. Smoking is not allowed in any indoor facility.
H. 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.
1. 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.
J. All lights must be turned off and the facility secure before leaving.
Last revised: 09\27\01
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