3 Rec Center Rental PoliciesCITY OF
MEMORANDUM
TO:
FROM:
DATE:
Todd Hoffman, Park & Recreation Director
Patty Dexter, Recreation Supervisor~_~
September 30, 1996
SUB J:
Rental Policies, Chanhassen Recreation Center
As you are aware, the Chanhassen Recreation Center rental policy was presented to the Park &
Recreation Commission on September 24, 1996. I have taken their input and modified the policies
accordingly. Changes include:
Schedule, Liability and Damage Deposit: The third bullet will be amended to read, "Groups II, III
and Government may schedule any room(s) up to one year in advance. Group I may schedule up to
two months in advance for all rooms excluding the gymnasium, which may be scheduled up to six
months in advance."
Reservations, Special User Fee, and Damage Deposit: The second bullet will be amended to read,
"A $200 damage deposit shall be made by Groups I, II, and III if the rental involves food, beverages,
or gym equipment. This fee shall be returned within one week after the event if no deductions are
necessary."
3. Priority Rental Classifications: Omit "Chanhassen Recreation Center free of charge for sixteen
hours per month" from the first bullet entitled Group I.
4. Rental Fee Schedule: Modify Group I reservations to include a minimum of 15 people when
reserving a community room and a minimum of 8 people when reserving the conference room.
5. Rental Fee Schedule: Eliminate a set up charge for the basketball courts.
RECOMMENDATION
Staff recommends that the Park & Recreation Commission approve the attached Chanhassen Recreation
Center Rental Policy as revised.
ATTACHMENT
1. Chanhassen Recreation Center Rental Policy.
g:\park~rec\policies.e
CHANHASSEN RECREATION CENTER
POLICY STATEMENT
The intent of this policy is to promote regular and active use of the facility. It outlines scheduling
procedures, group classifications, rental charges, and sets rules and regulations for use of the
facility. Rental charges are based on the staffing, set-up and maintenance costs, as well as the
market rates for similar facilities.
The rental facility includes community meeting rooms, conference room, and gymnasium. The
Recreation Center is handicapped accessible.
REGULATIONS OF THE CHANHASSEN RECREATION CENTER RENTAL
FACILITIES--SCHEDULE, LIABILITY AND DAMAGE DEPOSIT
· Groups or individuals wishing to use the Recreation Center facilities shall make
arrangements through the Chanhassen Recreation Center front desk.
Scheduling will be on a first-come first-served basis following the priority classification
outlined in this policy. The minimum age to rent facilities is eighteen (18). A minimum
notice of 24 hours is required.
Groups II, III and Government may schedule any room(s) up to 1 year in advance. Group I
may schedule up to 2 months in advance for all rooms excluding the gymnasium, which may
be scheduled up to 6 months in advance.
Rental hours shall be figured from the time the renter enters the space to the time of
departure.
Residents may not reserve any rooms for a non-resident and/or business. The city reserves
the right to restrict the number of dates an individual or group may reserve. This is to ensure
that one group does not dominate use of a particular room or facility.
If deemed necessary, the city reserves the right to substitute a meeting room other than that
stated on the building permit, in order to minimize conflicts of compatibility, space, and
scheduling.
RESERVATIONS, SPECIAL USER FEE, AND DAMAGE DEPOSIT
· The reservation fee is required for all chargeable rentals. This fee can be paid prior to the day
of the rental or your group may be billed.
A $200 damage deposit shall be made by Groups I, II & III if the rental involves food,
beverages, or gym equipment. This fee shall be returned within one (1) week after the event
if no deductions are necessary.
CANCELLATION POLICY
· A set up fee will be billed to the user if a cancellation notice is received less than 48 hours in
advance of the scheduled event.
· In the event of an emergency, the city reserves the right to cancel activities. Reservation fees
will be returned accordingly.
LIABILITY AND DAMAGE
· All organizations, groups, or individuals using the Recreation Center will be required to sign
a waiver of liability.
· The city will not assume liability for loss or damages to property belonging to an organization
or group.
Any organization, group, or individual reserving space shall be fully responsible for any
damage to that space or equipment and any unlawful acts associated with the user's program
or event. Any damage to facilities or equipment must be reported immediately to staff on
duty. The city reserves the right to cancel future reservations.
ROOM REGULATIONS, SUPERVISION AND SECURITY
· General hours of operation are: Monday through Friday--6 a.m. to 10 p.m.; Saturday--
8 a.m. to 10 p.m.; and Sunday--10 a.m. to 8 p.m.
· Summer (Memorial Day through Labor Day) hours of operation are: Monday through
Friday--6 a.m. to 9:00 p.m.; Saturday--8 a.m. to 8 p.m.; and Sunday--10 a.m. to 6 p.m.
· The Chanhassen Recreation Center is a tobacco and alcohol free building and grounds. The
city reserves the right to close or reject a user in the case of regulation abuse.
Every user of the facility must be under competent adult leadership. The user shall assume
full responsibility for the group's conduct and for any damage to the building or equipment.
Children must be kept under direct supervision of adults at all times and kept confined to the
reserved area of the user group. The city will not assume liability for unsupervised children.
The city will be paid for any damages or additional cleaning costs incurred as a result of
unsupervised youth.
If deemed necessary because of the type of function or activity, the city reserves the right to
assign a room attendant and/or licensed police officer for a user group and the cost will be
paid by the user.
· Meetings and activities must be confined to the areas reserved for their use.
· Disorderly conduct shall be grounds for immediate termination of the activity/event without a
refund. This will be determined by city staff.
Rented space and common areas must be left in an orderly condition. If additional time
beyond normal cleaning is required, an additional charge for personnel and cleaning supplies
will be made.
FOOD AND BEVERAGE SERVICE
· Arrangements for catering services shall be made directly between the renter and Chanhassen
Recreation Center list of catering services or the users own caterer.
ALCOHOLIC BEVERAGES
· No alcoholic beverages are allowed on the premises.
DECORATIONS
· A decoration plan and installation methods must be pre-approved.
· The Chanhassen Recreation Center reserves the right to remove all decorations which do not
meet a pre-approved plan. Decoration time must be included in the rental hours.
· Drafting tape only shall be used on flat painted walls. No tape shall be used on the ceiling.
· Any other tables, chairs, staging, dance floor, or other props brought in from other sources
may not be stored in the Chanhassen Recreation Center facility, shall be brought in during
rental hours, and must be removed from the facility at the end of the rental time or at the
beginning of the first business day following the event.
· Labor and tools are not available to assist putting up decorations, extra set-up, and props.
· Only candles secured within a chimney to ensure no open flame are permitted.
· The user is required to clean up all decorations.
· Neglect of these requests can require an additional fee for damages and clean up done by city
personnel and may negate any future use of the Chanhassen Recreation Center facility.
PRIORITY RENTAL CLASSIFICATIONS
· Government: Any activity related to the operations of Chanhassen City government,
including, but not limited to city council, board and commission meetings, city programs and
events, and city sponsored public meetings. This group will not be charged.
Group I: Public agencies, school districts, civic organizations, non-profit professional
groups with city representation and Chanhassen based groups which contribute to the well
being and betterment of the community may use the Recreation Center free of charge.
· Group II: Chanhassen residents and businesses.
· Group III: Non-residents, community groups from other cities, commercial/businesses from
other communities, and non-profit organizations.
Rental Fee Schedule
Group III
Group I Group II Non-Resident
Public Agencies, Chanhassen Residents and Individual and
Room Room Information Non-Profit and Businesses Businesses
Civic Org. Weekday Weekend Weekday Weekend
Community Room Limited set up. No charge2
(one-hal0 Maximum Capacity: 40 Minimum 15 people $10/hr 2 $15/hr 2 $20/hr 2 $25/hr 2
Community Room with Limited set up No charge2
kitchenette (one-hal0 Maximum Capacity: 40 Minimum 15 people $12.50/hr 2 $17.50/hr 2 $25/hr 2 $30/hr 2
Conference Room Standard Conference No charge~
Maximum Capacity: 16 Minimum 8 people $10/hr ~ $15/hr i $20/hr ~ $25/hr ~
Gymnasium Absolutely no chairs, food,
or beverages allowed in No charge3 $35/hr 4 $35/hr 4 $45/hr 4 $45/hr ~
~ym
$15 set up charge for classroom, banquet, or special room arrangement.
$25 set up charge for classroom, banquet, or special room arrangement.
$25 set up charge for 1 or 2 regulation size volleyball courts.
$15 set up charge for 1 or 2 regulation size volleyball courts.
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EQUIPMENT
Dry Erase Board with markers (3.5 ft. x 5 ft)
Coffee Pot (24 cup)
Coffee Pot (55 cup)
Coffee Pot (100 cup)
USER CHARGE
$5
$10
$15
$25
$3
Fax (per fax)
Flip Chart $ 5
Overhead Projector $10
Photocopies (Maximum 100 copies/user group)
Podium with Microphone
Portable Screen
10 cents/copy
$5
$5
Slide Projector $10
TV/Video Monitor $15
Easel $ 5
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