PARKS AND RECREATION COMMISSION CINDY SHELTON, RECREATION SUPERVISOR RICHARD LEAHY, ACTING DIRECTOR OF PARKS AND RECREATION

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1 Agenda Item No. 12(b) Staff Report TO: FROM: PARKS AND RECREATION COMMISSION CINDY SHELTON, RECREATION SUPERVISOR V THROUGH: SUBJECT: MEETING OF: RICHARD LEAHY, ACTING DIRECTOR OF PARKS AND RECREATION ANNUAL REVIEW OF FACILITY RENTAL POLICIES AND PROCEDURES DECEMBER 4, 2008 ISSUE: No issues or recommendations requested. STAFF RECOMMENDATION: Review facility rental policies and procedures. POLICY DECISIONS: Annual review of Resolution 360 is the responsibility of the Parks & Recreation Commission. This staff report summarizes current facility operations. POLICY CONTEXT: The Parks and Recreation Commission is advisory to City Council on parks and recreation needs. The Commission focus is on the development of broad-based policies, activities, programs, or services. BACKGROUND: The City staff uses four documents to guide rentals of City parks and facilities; Resolution 360 (Attachment A) and separate documents approved by Councilor City Manager (Attachments B, C, and D) which define facility rental priorities and operations. These documents provide the policy framework for operations by guiding the staff on issues such as access priorities, resident and non-resident fees, and field use. M:\P&R DEPTlAdmin\Commission\Draft Staff Reports\Facility Rental-annual review08.doc

2 Agenda Item No. 12(b) CURRENT OPERATIONS: Overview: The Carol Edwards Center has been attracting new rental customers since building o was remodeled and began renting in March of With an additional 3,000 square feet of space for rentals in building 0, the center is beginning to attract meeting planners, private individuals, and event planners. Rental volume has dramatically increased since September, as word of mouth and advertising begins to spread about the new rental facilities at Carol Edwards Center. Staffing resources are increasing with the addition of two new On-Call Facility Monitors by the end of the year to help meet this growing demand for rental services. Currently, marketing of the Carol Edwards Center has included advertising in the Woodinville Chamber of Commerce newsletter, the Quarterly Woodinville Recreation Guide, the monthly recreation e-news sent out to current customers over , the interactive facility rental and viewing site on the City web site, and the on site promotion for the Carol Edwards Center Rental Services at the recent Woodinville's Women's Show that catered to local businesses. An in-depth Marketing Plan is currently being developed for inclusion in the Business Plan and will include facility rental marketing strategies. Facilities: Current indoor facility rentals include: Meeting rooms, multi-purpose rooms, and gymnasium. Other outdoor facility rentals at the Community Center include CEC Courtyard, CEC covered basketball court and sport fields. The computer lab, B-10 (Alder Room) and the teen lounge areas are not offered for rentals. Teen Lounge is available for Birthday Party Package which includes a staff to monitor use of computer and gaming equipment. Staff is currently assessing the Alder Room as a possible future rental space. This space is approximately 3000 sq. ft and has close access to the Center's courtyard plaza as well as the large south parking lot. Churches have approached staff with interest in renting this space for their Sunday morning services. Park Facilities: Shelters at Wilmot Park, DeYoung Park, Rotary Community Park and Woodin Creek Park are rented to the public. As most shelters are usually open, few customers will rent shelters unless they are hosting a large (multi-shelter) evenuparty. Generally customers will just drop in to use shelters. This is especially true at Wilmot Gateway Park, where there is an abundance of shelters. The City also has tennis courts, horseshoe pit, and outdoor basketball court located at Woodin Creek Park. These are rarely rented as they are usually available on a first come, first serve basis. 2 M :\P&R DEP1\Admin\Commission\Draft Staff Reports\Facil ity Rental-annual review08.doc

3 Agenda Item No. 12{b) Fields: Field rental use remains steady as most all available (non-school time) timeslots are booked. Field rental customers are primarily block book users (Little Leagues and NYSA.) There continues to be interest by non-block users to obtain field timeslots throughout the year. The return rate of these non-block users is high if they are able to find an available timeslot during their playing season. These include adult softball; select baseball; softball youth teams; and company, church or family softball games. Year t 0 Y ear Companson 0 f F acllty Tt Renta I R evenue Type of Rental 2007 Projected 2008 Actual 2008 YTO* Field Rental Revenue $19,075 $15,000 $18,178 Facility (Indoor) Rentals $6,667 $24,000 $30,700 Park Shelter Rentals $2,107** Incl. in facility revenue $ *YTO Revenues as of **Revenue reflects large rental at Rotary Park for a Commercial film. Our Customers: New customer accounts are continuing to expand, as the word spreads about the new facilities available for rent at the Carol Edwards Center. Below is a table representing a summary of facility use and customer type seen at the Carol Edwards Center in 2008: Facility Usage Table Facility Space Hours Used Revenue* Rental function Madrona Room (BanqueU large meeting room) 183 hours $8,524 Wedding Receptions Holiday Parties Birthday parties Trainings/Seminars Graduation Tournaments Conferencesl Expo Customer Type Westhill Buildersl Waste Management! King Co. Policel Homeowner Assoc.l Private individualsl Event plannersl Women's Show Evergreen Room (meeting room) 285 hours $8,019 SeminarslTraining Birthday Parties Membership/HOA mtgs Meetings Winderemerel Parent Teacher Assoc.l Condo HOAI REmaxl Garden Clubsl Regence Blue Shieldl Woodinville Primary Carel Transport Engineersl Individuals Gym 109 hours $2, Sport functions Conferences Parties NEVACI Private Individualsl Women's Show 3 M:\P&R DEPlIAdmin\Commission\Draft Staff Reports\Facility Rental-annual review08.doc

4 Agenda Item No. 12(b) Willow Room (small meeting room) Dogwood Room (Conference roomoffered free to nonprofits) 23 hours $ Meetings Homeowners Groups/ Private individuals 94 hours $ Meetings Last Leaf Productions Wdvl Little League PACE Braewood Condos Law Offices- Depositions C4& 88 (Classrooms) 30 hours $ Birthday Parties Fitness/dance Practice Meeting Tai Chi Private Individuals.. Please see Year to Year comparison table for complete revenue numbers, as the Facility Use Table does not Include all equipment, staffing, kitchen, and processing fees. FACTS AND FINDINGS: 1. Field Revenues declined slightly due to field timeslots turned back by block users (leagues) and due to weather related cancellations. 2. Renters that serve alcohol at their events have adapted well to current policies. 3. Non-profits continue to book free meeting space and are grateful for this access. 4. Currently, 29 rentals are already booked for 2009, this compares to 6 rentals that were booked at this same time last year. 5. Adult groups continue to request field rental space, but typically gain access to fields in the summer. 6. Leagues have been grateful for the Sunday field timeslots to help offset the reduced field space when field #3 was removed due to south parking lot construction. STAFF RECOMMENDATIONS: That Commission reviews and forwards the Facility Rental Policies and Procedures to Council for review. RECOMMENDED MOTION: I move that the Parks and Recreation Commission forward the Facility Rental Policies and Procedures to Council for review. Attachments: A. Resolution No. 360 B. Policy No City Staff Facility Use Procedures C. Policy No Indoor Facility Rentals D. Policy No Outdoor Facility Rental Procedures 4 M:\P&R DEPTlAdmin\Commission\Draft Staff Reports\Facility Rental-annual review08.doc

5 RESOLUTION NO. 360 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODINVILLE, WASHINGTON AMENDING RESOLUTION NO. 354, CREATING POLICIES, PROCEDURES, AND PRIORITIES FOR RENTAL OF CITY FACILITIES. WHEREAS, the City of Woodinville has determined that public access to certain City owned facilities designated for public use is beneficial to the community, and WHEREAS, the City desires to protect and maintain those facilities for the public good,and WHEREAS, the demand for the use of City facilities has grown and is anticipated to grow with the community, and WHEREAS, the City Council desires to create a methodology to allow for residents to have the' benefit of access to the facilities that their tax dollars have purchased or built; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WOODINVILLE, WASHINGTON, DOES RESOLVE AS FOLLOWS: Section 1. The purpose of the Facility Rental Program shall be to: A. Make City-owned facilities available to the public for rental; B. Provide for the appropriate uses of City facilities and protection of the assets for future generations; C. Provide a mechanism for review and approval of potential rentals; and D. Establish priorities and fees for rentals. Section 2. Definitions A. City Facilities are defined as shelters, rooms, buildings, athletic fields, and spaces that are owned or operated by the City. B. A "Use Deposit" is a refundable amount that may be required for certain types of rentals to ensure that the City facility is kept in good condition or to pay for un-permitted rental time. Allor a portion of the use deposit may be retained by the City, if an inspection of the facility reveals that damage beyond normal wear and tear has occurred during tile permitted rental, or the renter has failed to vacate or continued usage of the facility beyond the permitted rental time. Section 3. Review, Approval, and Authority

6 A. The City Council shall regularly review and approve the Facility Rental Fee Schedule, including damage deposits. B. Facility and Field Rental Priorities shall be as indicated in Attachments A and B. C. The Parks and Recreation Commission shall regularly review the Facility Rental Policies and Procedures and make recommendations as necessary for Council review. D. The staff shall develop administrative procedures, forms, and public information to support the priorities and fees. E. New facilities shall be regularly added to the inventory of available spaces for rent with Council approval as shown in Attachment C. F. Fees and non-refunded deposits shall be used for the following purposes: i. repair, maintenance, or improvements to the rental facilities in the rental inventory ii. provide staffing to support rentals iii. purchase, repair, replace, and maintain rental equipment; or iv. purchase supplies necessary for rentals Section 4. The authority and process for reviewing rental applications shall be: A. The Parks and Recreation Director or designee shall be responsible for reviewing and approving rental of city facilities and determining that rentals are in compliance with applicable procedures, rules and regulations. Exceptions require City Manager review and approval. RESOLVED this 1 st ay f July AYOR ATTEST/AUTHENTICATED: ~.Pb-'i~ JE IFER lihn CITY CLERKlCMC

7 Resolution No. 360, Attachment A I II Order of Priority CITY BUSINESS PUBLIC SERVICE AGENCY FACILITIES RENTAL PRIORITIES Examples All City Business, Recreation classes offered by City, Staff Meetings, Recycling Events, Professional Meetings Hosted by Councilor City Staff Woodinville Water District, Coordinating meetings between NSSD and other agencies, Emergency Services Training, voting, blood drives, etc. 111 RESIDENTS & RESIDEI\JT NON PROFITS IV RESIDENT BUSINESSES Residents (non-commercial) and resident non-profits City Licensed businesses with operations within the city limits of Woodinville V NON-RESIDENTS & NON-RESIDENT NON-PROFITS Non-resident (non-commercial) and non-resident non-profits. VI NON-RESIDENT BUSINESSES Businesses without a city business license and operating outside of the city limits of Woodinville

8 Resolution No. 360, Attachment B FIELD RENTAL PRIORITIES I II III Order of Priority CITY BUSINESS LEAGUES, ORGANIZATIONS, AND CLUBS, WITH THE HIGHEST % OF PARTICIPATING TEAM MEMBERS WITH ADDRESSES IN THE CITY LIMITS OF WOODINVILLE. RESIDENT NON-LEAGUE GROUPS OR INDIVIDUALS Description All City Business, Recreation classes or events hosted by the City. Youth leagues are given block booking priority over adult leagues or general public rentals. Youth soccer leagues given priority from September 1st. Mid-November. Youth baseball/softball will have block booking priority from April 1sl Mid-June. Additional timeslots may be reserved outside of block time, but may only be reserved up to four weeks prior to usage. League priorities determined by address of team members as listed on team rosters: (1) Highest % of member's addresses within City limits of Woodinville; (2) highest % of member's addresses within zip code; (3) highest % of member's addresses within zip code; (4) highest % of member's addresses within NSSD boundaries Groups and individuals with addresses within the city limits of Woodinville. Rentals can be for games, practice, or special event. IV NON-RESIDENT NON LEAGUE GROUPS OR INDIVIDUALS Groups and individuals with addresses outside the city limits of Woodinville. Rentals can be for games, practice, or special events. V SPORT LEAGUES WITH ALL TEAM MEMBERS ADDRESSES OUTSIDE OF THE I\lSSD BOUNDARIES. Leagues (adult or youth) with team members living outside of the I\lorthshore School District Boundaries. Rentals can be for games, practice, or special events.

9 Resolution No. 360, Attachment C City of Woodinville Facility Rental List The City of Woodinville designates the following facility areas as available to the public for rental. Rental reservations are processed through the Woodinville Parks & Recreation office located at the Carol Edwards Center. Carol Edwards Center Meeting Rooms (1 Free Room for Non-Profit Use) Gymnasium Multi-purpose Rooms Sport Fields Outdoor/covered Basketball court Preschool Sport Field Courtyard Wilmot Gateway Park Shelters DeYoung Park Shelters Rotary Community Park Plaza Skate/BMX Woodin Creek Park Shelters Tennis Court Half-Court Basketball Court Horseshoe Pit

10 PROPERTY AND EQUIPMENT FACILITY USE PROCEDURES Policy Number: 7.10 Policy Title: City Staff Facility Use Procedures Effective Date: June 15, 2008 Purpose: To develop procedures for use of City Facilities by City Staff for City Business. Goal: To provide consistent facility use procedures to preserve smooth facility operations between city uses and public uses. Scope: The procedures apply to operational guidelines for City of Woodinville facilities, such as: Carol Edwards Center (CEC) and other indoor city facilities made available to the public by the City Council for rental. Policy: The City Council provides city facilities for city staff to conduct city business or offer programs and events to the public. Procedure: The Parks and Recreation Department will implement and supervise the rentals of city facilities, including facility space at the Carol Edwards Center (CEC), sport fields park shelters, and outdoor courts. City Hall meeting rooms will be scheduled directly by city staff using the city outlook system, and will be overseen by the Executive Department Secretary. For Facility Reservations thru the Parks & Recreation Department: 1. City staff will complete a Facility Use Form (found on the city web site) and submit this to the Facility Scheduler at the Carol Edwards Center. Facility Scheduler will contact city staff to clarify any needs or use issues. A firm permit will be created and provided to the city staff. 2. For facility use occurring outside of CEC operating hours, a Facility Monitor or Facilities staff will be provided to assist city staff in building security, operations, and equipment assistance. 3. Use of rental equipment (housed at the CEC) must be reserved thru the permitting process. Equipment use conditions on the permit will direct staff as to procedures for check in and check out of technology equipment and usage instructions. 4. City staff must assume responsibility for facility use time and any equipment used and is present during the rental period. Set up & Take down! Custodial: City staff is responsible for set up and take down of all equipment unless permit indicates assistance from facility monitor or facility staff is available. Cleaning of room (as expected by any renter) is also expected of the City Staff, this includes wiping down of tables, counters, chairs as needed and sweeping or wiping up any obvious dirt, spills. Garbage should be placed in provided receptacles. If kitchen (Madrona Room) is used, kitchen cleaning will be C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 10 Final City Staff Facility Use doc

11 required by staff and all equipment washed and placed on storage shelf. No food/ beverage left in refrigerator/freezer or on counters. Reservation Periods: Reservations can be taken up to 14 months in advance. Permitting process takes a minimum of 3 days. Alcohol:/Smoking: No smoking is permitted inside City facilities per state law. Smoking is permitted outside of City facilities. Alcohol is permitted only in designated City facilities as authorized by the Facility Permit. Admission Tax: Rentals which charge admission are subject to the City's Admission Tax as described in Ordinance No Renters collecting admission to their events held in city facilities will submit 5% of the admission ticket revenue to the City of Woodinville within 30 days of the event. Payment not received within 30 days will be sent to the Finance Department to be assessed late fees and begin collections process. Revenues from admissions will be placed in the Admission Tax Park Capital Fund ( ) City sponsored events and non-profit activities are exempt from Admission Tax. Rental Cancellation: City Staff should provide the maximum notification for cancellation as is possible in order to open up the facility space for other users and the public. Notification of cancellation should be sent to facility scheduler at the Carol Edwards Center via . Non-city staff rentals (public) will not be cancelled in order accommodate a city meeting/event not properly reserved. Renter may be bumped to another facility space if city use is essential and no other alternative space is available. "Bumping of permitted rentals" is strongly discouraged. City Staff Definition: City staff is defined as a person employed by City of Woodinville. Contracted Staff (paid thru contract vs. employee) may use city facilities for free for city business as directed in their contract scope. For uses that fall under the contracted agency general business, a "Waiver for Facility Use" will be required and signed by the Director of Parks & Recreation. For facility use that does not fall within the parameters included in "Waiver for Facility Use", rental, staffing, and equipment fees would apply as directed by Resolution 345. Insurance: The City may require insurance verification from facility users that fall under a "Waiver for Facility Use" agreement. This certificate will be kept on file for one year or until insurance expiration date. Authority of processing rental applications: The Parks & Recreation Director designates the Recreation Supervisor to oversee the review of rental applications, collections of fees, scheduling of rentals, and record keeping associated with these tasks in accordance with Resolution No Approved by: Title: Recreation Supervisor Date: Approved by: Title: Parks & Recreation Director Date Approved by: Date C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 10 Final City Staff Facility Use 6 16 Oa.doc

12 Title: City Manager C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 10 Final City Staff Facility Use 616 OB.doc

13 PROPERTY AND EQUIPMENT FACILITY RENTAL PROCEDURES Policy Number: 7.11 Policy Title: Indoor Facility Rentals Effective Date: June 15, 2008 Purpose: To develop procedures for implementation of Resolution Number 360. Goal: To provide consistent direction to staff in the implementation of Resolution 360. Scope: The procedures apply to operational guidelines for City of Woodinville facilities, such as: Carol Edwards Center (CEC) and other indoor city facilities made available to the public by the City Council for rental. Outdoor Facility Rental Administrative Procedures provide rental procedures for park shelter, outdoor sport facilities, and sport fields. Policy: Section 1: (Review) The City Council will receive recommendations from the Parks & Recreation Commission annually in order to review facility rental procedures. Facility & Field Rental fees are reviewed by City Council annually. The current fee resolution sets fees to be charged for rentals and services. New facilities will be added to the City rental inventory with Council approval. Fees will be used to offset operational and maintenance expenses. Section 2: (Definitions)The Facility Rental Program shall make City-owned facilities available to the public for rental; provide for the appropriate use of City facilities and protection of the assets for future generations; provide a mechanism for review and approval of potential rentals; and implement council approved priorities and fees for rentals. City Facilities are defined as rooms, gymnasiums, buildings, and spaces that are owned or operated by the City. Section 3: (Damage Deposits) A damage deposits will be charged on certain types of rentals and is refundable if the City facility is inspected after the rental and no damage is found and permitted requirements have been met. The City may retain all or a portion of the damage deposit, if an inspection of the facility reveals that damage is beyond normal wear and tear, or a renter has lingered beyond the permitted rental time. The City may bill renter for any damage over the deposit amount. Facility damage amounts are determined by the Facilities Department. Section 4: (Enforcement / Supervision) The Parks & Recreation Director or his/her designee shall enforce, or cause to have enforced, the provisions herein; and shall have the authority to deny use of any facility to an individual or group who refused to comply with the rules and regulations. The Parks & Recreation Director designates the Recreation Supervisor to oversee the review of rental applications, collections of fees, scheduling of rentals, and record keeping associated with these rentals in accordance with Resolution 360. Rental applications involving more than 200 participants where alcohol will be served and any event open to the public will require Department Director review and approval. For use by the public: A facility monitor shall be at the Carol Edwards Center and available to the renter at all times when a city facility is being rented by the public. The Facility monitor will enforce rules, regulations, and laws governing the use of the facilities. The City reserves the right to full access of the rented space during a rental to ensure rental rules and regulations are being followed. C:IDocuments and SeltingslbrendaelLocaf SeltingslTemporary Internet FileslOLKF Final facility rental procedures 6 160B.doc

14 Procedure: The Parks and Recreation Department will implement and supervise the rentals of city facilities. Rental applicants will complete a Facility Rental Application Form and return it to the Recreation Office in the Carol Edwards Center for processing. Guidelines for processing of rental applications are as follows: Reservationsl Access: City Facilities available for rent include the Carol Edwards Center (gymnasium, conference room, small meeting rooms, medium meeting rooms, large meeting rooms, Madrona Room, and Courtyard in conjunction with a rental room) and the City Hall Council Chambers. The Council Chambers is a restricted rental and only rented for meeting purposes if no other facility is available. Council Chambers rental requires rental permit approval from the Parks & Recreation Director or his/her designee. Rental reservations must include set up and take down time within permit. Minimum rental periods during operating hours are 1 hour; minimum rentals are 3 hours during non-operating hours. Minimum nonoperating hours do not apply if rental attaches to operating hours. Weekend rentals are defined as those rental permits that occur Friday 5pm thru Sunday 11 pm. Rental Application Process: Rental application is completed by the rental customer to start the reservation/inquiry process. Application is provided to the facility scheduler at the Carol Edwards Center, who works with customer to verify use and needs. Tentative permit with charges is sent to prospective renter. If renter accepts these fees and terms on the tentative permit, renter sends in payment to facility scheduler. Once payment is received, a "firm" permit is created. All fees (excluding deposit) are collected to create a firm permit. A tentative permit is only valid for 15 business days. If no payment is made by this time, tentative permit is revoked and reservation space opens to other customers. Reservation Periods are: Non-repeating Rentals: weekend rentals can be reserved up to 14 months in advance of rental date. Weekday (non-repeating) rentals can be reserved up to 9 months in advance of rental date. Repeating rentals can be reserved up to 6 months in advance, but not more than 10 uses per month on anyone permit. Sport League use of the gymnasium is granted reservation access up to 9 month in advance of rental date for repeating rentals. Leagues are exempt from the monthly repeating rentals limit of 10 per month. When facility reservation applications arrive throughout the year, a resident application will be given priority over a non-resident application if both applications are received at the same time. Non-residents will not be bumped if a resident rental requests arrives after a non-resident permit has been issued. Permits are valid unless a public safety issue (power outage, gas leak, etc) or unavoidable facility management issue occurs (lack of security or emergency staffing conflict). "Bumping of permitted rentals" is strongly discouraged. Deposits: Deposits on rentals of facilities will be charged as listed in the City's current Fee Resolution. Damage deposits are paid within 10 business days of the rental date. Deposits will be refunded to customer within 14 business days after the rental date, if a post rental facility check shows no damage. The City reserves the right to bill customers for facility damage, per the Facility Rental Application Form and section 3 of this document. The City Facility Scheduler will review all reports of damage, and report these to the Recreation Supervisor. The Facilities Department will determine costs to repair the damaged facility or hours needed to clean facility beyond typical normal rental use. The City Facility Scheduler will bill the rental customer for this damage. Payment is due within 15 days. If payment is not received within 15 days, the City Facility Scheduler will submit a Collections Request Form to Finance Director to begin the City collection procedures. Staff using recreation and C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 11 Final facility rental procedures 6 160B.doc

15 facility scheduling software will track "problem renters", and the City will reserve the right to deny this "problem renter" future use of a facility. Alcohol:/Smoking: No smoking is permitted inside City facilities per state law. The serving of alcohol is permitted only in designated City facilities and areas as authorized by the Facility Permit. City Facilities that permit alcohol are: City Hall Council Chambers and limited areas of the Carol Edwards Center (including designated areas of the Madrona Room and Courtyard, gymnasium, D building lobby, Evergreen Room, Alder room, and CEC Patio.) The sale, delivery, dispensing and service of alcohol is prohibited outside of designated areas. All applicants that wish to serve alcohol during their rental will be required to do the following: 1. Complete and submit an Alcohol Beverage Request Form (ABRF.) 2. Obtain a Washington State Banquet Permit and display this permit in the rental space during the rental. 3. Sell, deliver, dispense, give away, and serve alcohol only in designated areas as directed by facility permit and map. Service of alcohol refers to when the alcohol is delivered by one person to another for the purposes of consumption. Examples of alcohol service include pouring of wine from a bottle to a glass or other container, the delivery of a glass of champagne from one person to another and the delivery of a bottle of beer from one person to another, for the purpose of consumption. 4. Must ensure that the person serving the alcohol is 21 yrs or older and is able to enforce that no consumption of alcohol by persons under Age 21 is permitted. 5. Serve only bottled beer (no kegs), wine, or champagne. Liquor and drinks containing liquor is prohibited. 6. Remove all garbage, including bottles, from rental room and dispose of properly in the City dumpster or recycle bins. 7. Stop all alcohol service at least one hour before the designated end time of the rental. Damage deposits double for rentals that will be serving alcohol. Fees: Rental Fees are collected upon "firm" permit issuance. Fees may be paid in cash, check, or credit card (Visa or Mastercard.) Rentals that require a facility monitor or custodial fees also be collected at time permit is "firm." Facility Monitor fees will cover all time renter is permitted outside of CEC operating hours. Custodial Fees will be charged based on Level of impact of the rental. Other permitting documentation, insurance, or verification of security will be collected 30 days prior to the rental date (If rental date is within 30 days, insurance verification deadline extended by 7 days.) Failure to provide these required documentation or verification may result in the cancellation of the permit and loss of rental fees. Rental fees may include, but are not limited to: a non-refundable processing fee, rental space fee, facility monitor, custodial services, and equipment rentals. Admission Tax: Rentals which charge admission are subject to the City's Admission Tax as described in Ordinance No Renters collecting admission to their events held in city facilities will submit 5% of the admission ticket revenue to the City of Woodinville within 30 days of the event. Payment not received within 30 days will be sent to the Finance Department to be assessed late fees and begin collections process. Revenues from admissions will be placed in the Admission Tax Park Capital Fund ( ) City sponsored events and non-profit activities are exempt from Admission Tax. C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 11 Final facility rental procedures 6 160B.doc

16 Rental Cancellation: Refunds for rental cancellation of city facilities are as follows: Meeting Rooms/Gymnasium Rentals: 50% of rental fees (including rental space and staffing/custodial fees) will be charged for rental cancellations made less than 3 months prior to rental date. A $10 processing fee will also be charged. All notice of cancellations must be done in writing ( or fax is acceptable.) Madrona Room (Banquet Room): 50% of rental fees (including rental space and staffing/custodial fees) will be charged for rental cancellations less than 1 year prior to rental date. And a $10 processing fee will be charged. No refund is given for rental cancellations less than 6 months prior to the rental date. All notice of cancellations must be done in writing ( or fax is acceptable.) Waiver of Fees: No rental fees may be waived unless the City and the renter have signed a Memorandum of Understanding or a contract describing an exchange of services that represent a value equal to or greater than the rental fee. The City reserves the right to enter into any agreement describing such an arrangement. The agreement must be signed by the Director of Parks & Recreation. A copy of the Memorandum of Understanding must be on file with the Recreation Office and be current during any such rental period. City Staff that are contracted with the city (vs. paid as an employee of the city) will require Parks & Recreation Director or his/her designee for approval for free use of City facilities. A list of these "free" contracted staff users will be updated yearly and kept on file with the facility scheduler. Insurance: The City reserves the right to request proof of insurance and to have the City named as an additional insured. If required, the applicant agrees to procure and maintain insurance for the duration of the rental agreement against claims for injuries to persons or damage to property. Insurance will be required when: alcohol will be sold, delivered, dispensed or served at the event, the event will be serving food or beverages to the public, the event is a special event with attendance of 300 people or more, the event or rental will be using inflatable rides, or if the rental is on-going. If insurance is required for an event with alcohol, the applicant would be required to purchase not only general liability coverage, but also liquor liability coverage. The City reserves the right to waive the insurance requirement due to attendance, function of event, or a low risk alcohol event. If insurance is waived, the Director of Parks & Recreation must sign an insurance waiver form that will be filed with the facility rental permit. If insurance is required, it must be provided to the City no later than 30 days before use of the City facility. If rental date is within 30 days, insurance verification deadline extended by 7 days. Failure to submit appropriate insurance verification may result in a revoking of the rental permit and rental fees. The City can connect applicants with TULIP (an event insurance provider for WCIAI if rental applicants do not currently have insurance appropriate for the requested event function. Security: The City will determine if security will be required during a rental based on the presence of alcohol, estimated number in attendance, time of day, etc. The renter is responsible for additional security costs. Acceptable security services are defined by the following: an insured security services company or the King County Officers Guild. For events or rentals with minors: Security officer will be required for events/ parties with live or recorded music and 100 or more minors. Chaperons are required for events/dances that have minors. Adult chaperone (21 years or older) must be in attendance in the rental space during the entire rental period. One chaperone is required for 0-25 minors, with an additional chaperone required for every additional 15 minors attending the event. Chaperons must enforce the rules and regulations as identified on the permit. The Parks & Recreation Director or his/her designee reserves the right to request additional security or chaperones for other rentals if it is deemed necessary. C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 11 Final facility rental procedures 6 160B.doc

17 Building Operations: Facility rentals will be permitted during operating hours without additional staffing assignments, unless the size or type of the permit requires more than minimal city staff assistance (unlock, lock up, facility walk thru.). Rentals serving alcohol can be requested during the following times: Monday - Friday (Building Operating hrs) Friday Saturday and Sunday Consult Facility Scheduler 4pm - Midnight Noon- Midnight During non-operating hours or larger rentals that occur during facility operating hours, a trained Facility Monitor may be required. The Facility Monitor will provide the following assistance to rental customers: opening of the facility/room, assisting in providing support as noted in the permit, inspection for permit compliance, providing general facility security, conduct and document a walk thru inspection, light janitorial services, and securing the facility/room when rental customer has left. Approved by: Title: Recreation Supervisor Date: Approved by: Title: Parks & Recreation Director Date Approved by: Title: City Manager Date C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 11 Final facility rental procedures 6 160B.doc

18 Policy Number: 7.12 PROPERTY AND EQUIPMENT FACILITY RENTAL PROCEDURES Policy Title: Outdoor Facility Rental Procedures Effective Date: June 15 th, 2008 Purpose: To develop procedures for implementation of Resolution 360. Goal: To provide consistent direction to staff in the implementation of Resolution 360. The Facilities Rental Program shall make City-owned facilities available to the public for rental; provide for the appropriate use of City facilities and protection of the assets for future generations; provide a mechanism for review and approval of potential rentals; and implement council approved priorities and fees for rentals. Scope: The procedures apply to operational guidelines for City of Woodinville Outdoor Rental Facilities (Indoor Facilities have their own procedures). Outdoor City Facilities are defined as park shelters, sport fields, outdoor basketball courts, tennis courts, horseshoe pits and other outdoor spaces that are owned or operated by the City. Policy: 1. Review: The City Council will receive recommendations from the Parks & Recreation Commission annually in order to review facility rental procedures. Facility & Field Rental fees are reviewed by City Council annually. The current fee resolution sets fees to be charged for rentals and services. Fees will be used to offset operational and maintenance expenses. 2. Priorities: A. Facility rental priorities will be given in the following order: City uses, resident and resident non-profit uses, resident businesses, non-residents and non-resident non-profits, and non-resident businesses. B. For Block Booking of Sport fields a) Youth Sports (Fall sports, such as Soccer) Sept. 1 through the third week of November C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 12 Outdoor Facility Rental Procedures6 16 DB. doc

19 3. Damage Deposits: b) Youth Sports (Spring sports, such as softball & baseball) March 1 through the third week in June. c) Priority will be given in the following order: local sport leagues and organizations with the highest residency % of team members living within the city limits (youth given first priority and then adults), sport leagues or organizations with the highest residency % with team members living in the and zip code, sport leagues or organizations with the highest % of team members living within the Northshore School District's boundaries, to the highest resident % of team members in the league. d) Sport Leagues may be required to provide a league roster in order to verify residency, zip code, or school district boundary percentages. Staff will balance uses between local field resources available within the city, youth and adult leagues, and between different sport leagues to increase resident's access to city sport fields. e) New facilities will be added to the City rental inventory with Council approval. A damage deposit will be charged on certain types of rentals, and is refundable if the City facility has inspected after the rental, there is no damage found, and permitted requirements have been met. The City may retain all or a portion of the damage deposit, if an inspection of the facility reveals that damage is beyond normal wear and tear, or a renter has lingered beyond the permitted rental time. The City may bill renter for any damage over the deposit amount. Facility damage amounts are determined by the Park Maintenance Supervisor. 4. Enforcement / Supervision: The Director or his/her designee shall enforce, or cause to have enforced, the provisions herein; and shall have the authority to deny use of any facility to an individual or group who refused to comply with the rules and regulations. The City reserves the right to full access of the rented space during a rental to ensure rental rules and regulations are being followed. Procedures: The Parks and Recreation Department will implement and supervise the rentals of city facilities. Rental applicants will complete an Outdoor Rental Application Form and return it to the Recreation Office at the Carol Edwards Center for processing. Guidelines for processing of rental applications are as follows: C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 12 Outdoor Facility Rental Procedures6 16 OB.doc

20 A. Reservations & Access: a) The current outdoor facilities available for rent are: Woodinville Sports Fields, CEC Mini sport field, Park Shelters, Tennis Courts, Horseshoe Pits, and Outdoor Basketball Courts. b) Rental reservations must include set up and take down time within permit. Reservation periods are available year round, with the exception of the Woodinville Sport Fields, which are open only March 1- the third week in November. c) Non-residents will not be bumped if a resident rental requests arrives after a non-resident permit has been issued. Permits are valid unless a public safety issue (power outage, gas leak, etc) or unavoidable facility management issue occurs (lack of security or emergency staffing conflict). "Bumping of permitted rentals" is strongly discouraged d) Booking Schedule: a) Block booking for league uses are scheduled for two periods each year with submission for spring bookings starting on December 1 st and Fall bookings starting on June 1st. b) Rentals (non-block booking) can be reserved up to 6 months in advance of rental date occurring on a weekend, or 4 months in advance of rental date occurring on a weekday. c) When facility reservation applications arrive throughout the year, a resident application will be given priority over a non-resident application if both applications are received at the same time. 2. Rental Application Process A. Rental application is completed by the rental customer to start the reservation/inquiry process. B. Application is provided to the facility scheduler at the Carol Edwards Center (CEC), who works with customer to verify use and needs. C. A "tentative" permit with charges is sent to prospective renter for review. D. If renter accepts these fees and terms on the "tentative" permit, renter will submit payment to city and a "firm" permit is created and mailed out to the renter. A "tentative" permit is good for 15 business days. If payment not received within 15 business days, permit is revoked and facility space opened back up to the public. C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 12 Outdoor Facility Rental Procedures6 16 OB.doc

21 2. Deposits: Deposits on outdoor facility rentals will be charged as directed by the City's current Fee Resolution. A. Deposits are due within 10 business days of the rental date. B. Deposits will be refunded to customer within 14 business days after their rental, if facility shows no damage. C. The City reserves the right to bill customers for facility damage that goes beyond the damaged deposit. The City Facility Scheduler will review all reports of damage, and report these to the Recreation Supervisor. The Parks Maintenance Supervisor will determine costs to repair the damaged facility. The City Facility Scheduler will bill the rental customer for this damage, requiring payment within 15 business days. If payment is not received within 15 days, the City Facility Scheduler will submit a Collections Request Form to Finance Director to begin the City collection procedures. Staff using recreation and facility scheduling software will track "problem renters", and the City will reserve the right to deny this "problem renter" from future use of a city facility. 3. Fees: A. Fees are collected upon "firm" permit issuance and may be paid in cash, check, or credit card (Visa or Mastercard.) B. Other permitting documentation or insurance will be collected 30 days prior to the rental date (7 days prior to rental if rental permit firmed only 30 days prior to rental date.) Failure to provide these required documentation or verification may result in the cancellation of the permit and loss of rental fees. C. A non-refundable block time processing fee $10 will be charged to groups requesting block booking permits. D. Staffing fees for field prep or other outdoor facility prep will be charged $15/hr. E. If a rental customer plans to have concessions offered during their rental time, a concession fee of $1 DO/day will be charged. Non-profits agencies are exempt from this concession fee. 4. Admission Tax: Rentals which charge on site admission are subject to the City's Admission Tax as described in Ordinance 177. A. Renters collecting admission to their events held on city facilities will submit 5% of the admission ticket revenue to the City of Woodinville within 30 days of the event. C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 12 Outdoor Facility Rental Procedures6 16 D8.doc

22 B. Payment not received within 30 days will be sent to the Finance Department to be assessed late fees and to begin the collection process. C. Revenues from admissions will be placed in the Admission Tax Park Capital Fund ( ). D. City sponsored events and non-profit activities are exempt from Admission Tax. 5. Rental Cancellation: Refunds for rental cancellation of outdoor facilities: A. Park Shelters/Courts: A $10.00 cancellation fee will be charged for renters providing less than 10 days notice prior to their rental date. B. Sport Fields: A $10.00 cancellation fee will be charged for renters providing at least 10 business days notice prior to their rental date. Less than 10 business days notice will result in loss of full rental fee. C. Block Time Users: A $10 cancellation fee will be charged (per request) for renters providing less than 15 days notice prior to rental date. 6. Waiver of Fees: A. No rental fees may be waived unless the City and the renter have signed a "Waiver of Rental Fees Form" or a contracumemorandum of Understanding describing an exchange of services that represent a value equal to or greater than the rental fee. B. The City reserves the right to enter into any agreement describing such an arrangement and the form/agreement must be signed by the Director of Parks & Recreation. C. A copy of the qgreement must be on file with the Recreation Office and be current during any such rental period. 7. Insurance: A. The City reserves the right to request proof of insurance and to have the City named as an additional insured. B. If insurance is required, it must be provided to the City no later than 30 days before use of the City facility. C. If rental date is within 30 days, insurance verification deadline extended by 7 days. D. Failure to submit appropriate insurance verification may result in a revoking of the rental permit and rental fees. E. Insurance is required for repeating rentals, special events, and other higher risk field use activities. C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 12 Outdoor Facility Rental Procedures6 16 DB. doc

23 8. Security: The Parks & Recreation Director or his/her designee reserves the right to request additional security or chaperones for large rentals if it is deemed necessary. 9. Authority of processing rental applications: The Parks & Recreation Director designates the Recreation Supervisor to oversee the review of rental applications, collections of fees, scheduling of rentals, and record keeping associated with these tasks in accordance with Resolution No Approved by Recreation Supervisor Date Approved by Parks & Recreation Director Date Approved by City Manager Date C:\Documents and Settings\brendae\Local Settings\Temporary Internet Files\OLKF2\7 12 Outdoor Facility Rental Procedures6 16 D8.doc