3 Rec Center Rental PoliciesCITY OF ----
MEMORANDUM
TO:
FROM:
Todd Hoffman, Park & Recreation Director
Pat ty Dexter, Recre at ion Sup er vis o~r~/~
DATE:
September 13, 1996
SUB J:
Rental Policies, Recreation Center
Since the opening of the Recreation Center, several questions regarding fees and policies have arisen.
Although many of these issues were discussed at previous meetings and seemingly settled, additional
questions have been brought forth that still need clarification.
One area that has generated a lot of discussion is the Priority Rental Classifications, specifically
Government and Group I. Any meeting or gathering that falls under the stipulations outlined under
government will not be charged. Any meeting or gathering that falls under the stipulations outlined
under Group I may use the Recreation Center free of charge for sixteen (16) hours per month. After the
allotted time, this group shall pay the same rental rate as Group II. The number of rooms used during a
rental will not factor into the sixteen (16) hour time allotment. Groups I, II, & III will also be charged a
set up fee. I believe that by allowing 16 free hours per month for Group I we will be better able to serve
the needs of all users in Group I. I feel that most users will find that 16 free hours per month will more
than meet their needs.
The attached Chanhassen Recreation Center Rental Policy has been developed to define all the policies
and fees associated with a rental. I believe this document will clarify questions received in the past as
well try to anticipate future questions.
RECOMMENDATION
Staff recommends that the Park & Recreation Commission approve the attached Chanhassen Recreation
Center Rental Policy.
ATTACHMENT
I. Chanhassen Recreation Center Rental Policy
g:\park\pattyXrecctrpolicies.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, aerobics/dance room,
and gynmasium. 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.
· All rooms may be scheduled up to four (4) 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 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 gym
equipment° This fee shall be returned within one (1) week after the event if no deductions are
necessary~
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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--10 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.
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· 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 thc renter and Chanhassen
Recreation Center list of catering services or thc users own caterer.
ALCOHOLIC BEVERAGES
· No alcoholic beverages arc allowed on the premises.
DECORATIONS
· A decoration plan and installation methods must be prc-approvcd~
· Thc Chanhassen Recreation Center reserves thc right to remove all decorations which do not
meet a pre-approved plan. Decoration time must bc included in thc rental hours.
· Drafting tape only shall bc used on fiat painted walls. No tape shall bc used on thc ceiling.
· Any other tables, chairs, staging, dance floor, or other props brought in from other sources
may not bc stored in the Chanhasscn Recreation Center facility, shall bc brought in during
rental hours, and must bc removed from the facility at the end of thc rental time or at thc
beginning of thc first business day following thc 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 arc pcrmittcdo
· Thc 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 usc of thc Chanhassen Recreation Center facility.
PRIORITY RENTAL CLASSIFICATIONS
Government: Any activity related to the operations of Chanhasscn 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.
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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 for
sixteen (16) hours per month. After the allotted time, this group shall pay the same rental rate
as Group II.
· 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 Individual and
Room Room Information Non-Profit and and Businesses Businesses
Civic Org. Weekday Weekend Weekday Weekend
Community Room Limited set up.
(one-half) Maximum Capacity: 40 No charge2 $1 O/hr 2 $15/hr 2 $20/hr 2 $25/hr 2
Community Room with Limited set up
kitchenette (one-half) Maximum Capacity: 40 No charge2 $12.50/hr 2 $17.50/hr 2 $25/hr 2 $30/hr 2
Conference Room Standard Conference
Maximum Capacity: 16 No chargeI $10/hr l $15/hr ~ $20/hr l $25/hr l
Gymnasium Absolutely no chairs,
food, or beverages No charge3 $35/hr 4 $35/hr 4 $45/hr 4 $45/hr 4
allowed in gym
~$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 full size basketball court or 2 youth basketball courts or 2 regulation size volleyball courts.
$15 set up charge for 1 full size basketball court or 2 youth basketball courts or 2 regulation size volleyball courts.
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EQUIPMENT
Dry Erase Board with markers (3.5 fl. x 5 ~)
Coffee Pot (24 cup)
Coffee Pot (55 cup)
Coffee Pot (100 cup)
Fax (per fax)
Flip Chart
Overhead Projector
USER CHARGE
$5
$10
$15
$25
$3
$5
$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
g:\parkXrec\policymanual
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