HomeMy WebLinkAboutItem 11 - Modifications to the Facility Reservation PolicyITEM 0 /1
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MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER,i'/
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MEETING DATE: NOVEMBER 19, 2002
SUBJECT: MODIFICATIONS TO THE FACILITY RESERVATION POLICY,
THE WEDDING & RECEPTION POLICY AND THE WEDDING &
RECEPTION CONTRACT
RECOMMENDATION:
The Council Facilities Committee and staff recommend the approval of modifications to
the Facility Reservation Policy and the Wedding & Reception Policy. Copies of the
policies are attached for review.
BACKGROUND:
Staff met with the Council Facilities Committee on October 28th to discuss several
modifications to the Facility Reservation Policy and the Wedding & Reception Policy.
These modifications were suggested based on past experience with reservations at the
Bessie Mitchell Facility for meetings, reunions and weddings and at the Botanical
Gardens for weddings. The City Council approved the Wedding & Reception Policy at
the October 16, 2001 meeting. To date, there have been eight weddings at the
Botanical Gardens with seven reservations booked for future weddings.
The recommendations of the Council Facilities Committee and staff are listed below.
The changes are noted in bold.
Facility Reservation Policy
Section I: Increase the hourly fee for using the Bessie Mitchell Facility from $25/hr to
40/hr. The increase is recommended due to wear and tear on the use of
the facility and to cover the cost of staff at events when we feel their
presence is needed.
Increase the facility deposit for the Mitchell Facility from $50 to $100. (This
change occurs elsewhere in the policies.) This recommendation is based
on the big investment the City has in the Botanical Gardens and the
meeting facility. The $50 deposit does not adequately cover even minimal
damage done at the facility or gardens.
November 12, 2002 (4:58PM)
Change the wording of security/key deposit to facility deposit. (This
change occurs throughout the policies.)
Section II A: Add the following to describe the type of reservations prohibited at any
rental facility:
• Reservations for the purpose of directly or indirectly promoting a
commercial entity or private business interests
• Reservations consisting of an open-ended guest list or promoted as
open to the community or area at -large
• Reservations whereby a fee will be charged for attendance
• Reservations/meetings of a political nature
Add the following to inform customers of the additional options available to
them for hosting those types of reservations listed above: Customers may
contact the Grapevine Convention Center for booking reservations for the
purposes listed above.
Section II E. Change the wording to further clarify the use of the facility deposit funds
and specify the financial liability for damages the customer is responsible
for covering: If the cost of damages exceeds the facility deposit the
„uy customer will be expected to pay the difference
Section III A. Add the following to specify the circumstances the facility deposit will be
returned and to further protect park resources: ...and pending no report of
damage to the facility or surrounding area
Section III A. Change wording to further define when keys are due back to the
Department: Keys are due back to the Recreation Services office the next
business day following the rental e.g., Friday or Saturday event = Monday,
Monday event = Tuesday.
Section III B. Change working days to business days in reference to the return of a
facility key.
Add a 25 charge to the facility deposit if staff is required to go out to open
a door if the customer forgets the key.
Wedding & Reception PolicX
Section 3: Change Bessie Mitchell Facility rental fee for additional hours to 40/hr.
Section 4: Change wording of security deposit to facility deposit. (This change
November 12, 2002 (4:58PM)
occurs throughout the policy.)
Change the time frame for when the facility deposit is due from three
weeks prior to the wedding to 30 days prior.
Add a penalty for failing to pay the facility deposit on time. If the facility
deposit is not paid on or by the due date, the reservation will be cancelled
and all rental fees,.gaid to date will be forfeited.
Section 7: Add the following to clarify what is not included in a one-hour rehearsal:
Rehearsals do not include use of the Bessie Mitchell Fa
Wedding -& Reception Contract
Item 4: Change the wording of security deposit to facility deposit. (This change
occurs throughout the contract.)
Item 4: Change Bessie Mitchell rental fee for additional hours to 40/hr.
Item 12: Add 5:00 p.m. to further define time or the due date the facility deposit is
due into the Recreation Services office.
EM
Add a penalty for failing to pay the facility deposit on time: Failure to pay facility deposit on or by the due date will result in immediate
cancellation of the reservation. All rental fees paid to date will be forfeited.
November 12, 2002 (4:58PM)
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CITY OF GRAPEVINE
PARKS & RECREATION
FACILITY RESERVATION POLICY
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.
Indoor Facilities
*Bessie Mitchell Facility
*Merlot Community Room
1. FEESIDEPOSIT
Outdoor Facilities
*Dove Park North Pavilion
*Dove Park South Pavilion
*Park Place Pavilion
*Parr Park Pavilion
*Town Square Gazebo
Indoor Facilities
The maintenance fee for indoor facilities is $40/hr for the Bessie Mitchell Facility and
$25 per hour for the Merlot Room with a minimum usage time of two hours and a
maximum of six hours. The maintenance fees must be paid at the time the reservation
is made. A $100 facility deposit for the Mitchell Facility and a $50 seGuf4y4ey
facility deposit for the Merlot Room is required when the key is picked up. The deposit
will be returned when the key is returned and pending no reports of damage to the
facility or surrounding area. Also, when the person making the reservation picks up
the key for the facility, that person will be given a Facility Inspection Form to complete
and return with the key. All fees must be paid before the key is given for the facility.
Outdoor Facilities
All outdoor pavilions are on a first-come, first-served basis; no damage 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)
*Town Square Gazebo $25 per hour
II. CRITERiA/PROCEDURES (all 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 for the purpose of directly or indirectly promoting a
commercial entity or private business interests.
• Reservations consisting of an open-ended guest list or promoted as open
to the community at -large.
• Reservations whereby a fee will be charged for attendance.
• ReservationsImeetings of a political nature.
Customers may contact the Grapevine Convention 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 key 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 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.
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.
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 proposed event.
K
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
based on the sole judgement of the staff at the Parks & Recreation Department. No
refunds will be given.
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
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 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.
1111. 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 key 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
ti the Recreation Services office the next business day following the rental.
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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 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 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 reservation and the facility name on the envelope. Keys
not returned within two w9FkiR9 business days of the reservation will result in
forfeiture of the key 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. 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: 11/13/02
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CITY OF GRAPEVINE
BOTANICAL GARDENS
WEDDING & RECEPTION POLICY
1. General Information about Fa i,ty 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. Wedding ceremonies are allowed at the
Botanical Gardens on the 2nd 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 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
$2-5 $40 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 see-ufit-y facility deposit is due and payable t4Fea :•:ee is 30 days 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 seGufity facility deposit will be withheld to cover the
extension, if the facility deposit is not paid on or by the due date, the
reservation will be cancelled and the rental fees paid to date will be
forfeited.
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. e less than two weeks of the
* No refunds will be given for cancellations mad
event. Cancellation fees do not apply to the seGUFit facility 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. Rehearsals do not include use of the Bessie Mitchell Facility.
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. Liabilit
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 seeur-ity facility 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
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10/30/02
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used for decoration inside the Mitchell Facility only and must be properly
disposed of. Helium balloons may not be released.
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.
10/30/02
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CITY OF GRAPEVINE
BOTANICAL GARDENS/BESSIE
WEDDING AND RECEPTION CONTRACT I
Name:
(please print)
Event Day Contact
(please print)
Event Date: Time:
Please read each of the following conditions and initial as to acknowledge that you understand
and agree to each term. Failure to agree to each term will result in cancellation of this
reservation Failure to comply with each term will result in forfeiture in whole or in part of the
§. e-, facility deposit unless otherwise noted.
1. Attendance at this event will not exceed 60 guests.
2. All equipment utilized in the garden including chairs, archways, tables,
kneelers and runners must be pre -approved by the Director of Parks and
Recreation or his/her designee no later than three weeks prior to this event. No
furnishings will be removed from the Mitchell Facility for use in the garden.
3. No objects of any kind may be affixed to any structure, plant or tree in the
garden. Masking tape is the only acceptable material allowed in the Mitchell
House for attaching decorations to walls, doors or ceilings. All tape must be
removed immediately following the event.
4.
GaRGellatiGR ef this eveRt. GaRGellation fees Will apply to the FeRtal fee.
4. TheseGUFity facility deposit is refundable within 30 days subject to inspection of
the facilities for damage. If any activities, including set up and clean up, occur
outside the reservation time frame, a portion of the security deposit will be kept to
cover the extension at a rate of $100/hr for the garden area and $2,5 $40/hr for
the Mitchell Facility.
5. In the event of a cancellation, a maximum of 50% of the rental fees will be
refunded if cancelled prior to 8 weeks before the event. If cancelled within 2 to 8
weeks, 25% of the rental fees will be refunded. No refunds will be issued for
cancellations within 2 weeks of the event. Additionally, no refunds will be given
for the event if hampered by inclement weather. Cancellation fees do not apply
to the sect' facility deposit.
City Of Grapevine
Wedding and Rehearsal Contract
Page 2
6. Amplified sound is not allowed in the garden or Mitchell Facility without pre -
approval by the Director of Parks and Recreation or his/her designee. Violating
this provision will result in immediate removal from the grounds without a refund.
A written request is required no later than three weeks prior to the event.
7. 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. Repair costs in excess of the
sesuf#y facility deposit will be billed to the client. The city is not responsible for
personal or rented property left on the grounds by the client, guests or
independent contractors.
8. The following are prohibited in the garden and Bessie Mitchell Facility unless
otherwise noted:
Alcohol
Smoking
Animals in the Mitchell Facility except those assisting with mobility. Animals in
the garden must be on a leash.
Rice
„ Birdseed
Balloons — allowed in the Mitchell Facility only. Balloons must be disposed of
properly and not released outside
Streamers
Confetti
Candles with hurricane lamps are allowed in the Botanical Gardens only. No
other candles are permitted in the garden or Mitchell Facility.
10. The facility and grounds must be litter free at the end of the event.
11. No additional time is allotted for set up and clean up. All activities must occur
within the rental time.
12. At no time will the garden area be closed to the public. The city will place
"Wedding in Progress" on walkways leading to the garden.
13. A $400 security deposit is due to the Recreation Services Office no later than
, 5:00 p.m.. The Recreation Services Office
is open Monday — Friday, 8:00 a.m. — 5:00 p.m. Failure to pay the facility
deposit on or by the due date will result in immediate cancellation of the
reservation. Cancellation penalties will apply to the rental fees.
Customer Signature:
10/29/02