i PS /22/ /09/2017

Transcription

1 June), September) March),, CTY or SHAWNEE 5 )z/,<z;()/4/ff POLCY STATEMENT SUBJECT POLCY EFFECTE RES N0 DATE DATE ON of5 Facilities i PS30 02/22/993 0/09/20 PURPOSE The City of Shawnee has wonderful public facilities in the Civic Centre and Town Hall facilities and makes these available for rent by the public, and especially for Shawnee residents, businesses and organizations in order to ensure equitable availability and use, this policy sets forth the policy and fees for rental of those facilities DEFNTONS Civic: An organization with an office located within the City limits of Shawnee meeting the internal Revenue Sen/ice qualifications for 50 (c)(3) status Resident/Bus/ness: A person with a primary living domicile in City limits A business with an office in the City limits (for nonbusiness activity) Nonbusiness related activity by nonresident of a Shawnee business does not qualify under this category NonResident: An individual whose primary living domicile is outside the City limits of Shawnee Commercial: When a fee will be charged by the renter to others to use the facility, either by an admission charge at the door, or registration fees; or when company business will be conducted POLCY l Room Rental Policy A Rooms are available for rent by an individual adult, 2 years of age or older Rates are based on whether the individual is a Shawnee resident/business owner, or represents a 50 (c)3 civic organization that is based in the City of Shawnee or if the facility will be used for commercial use The room rental agreement must be in the individuals name and signed by the individual A Shawnee resident may reserve a room for a nonshawnee resident The individual signing the room rental agreement is considered the responsible party and is liable for the actions of their guests, damages and payment Once the room rental agreement is signed, the rental may not be transferred to another person B Reservations may be made up to one () year in advance at the Shawnee Civic Centre and up to 8 months in advance at Town Hall Reservations will be accepted from all renters on the first business day of each month C CC CENTRE ONLY Reservations for ongoing rentals may be made up to four months in advance Reservations will be accepted on or after November 5 (January February 5 (April May 5 (July and August 5 (October December)

2 in ' POLCY STATEMENT POLCY EFFECTE RESON NO DATE DATE Facilities PS30 03/22/993 0/09/20 2 of 5 D Damage Deposit A $200 preauthorization will be placed on a credit card the last business day prior to a rental (f a credit card is not available the $200 damage deposit must be paid in cash) n the event that damage to the facility or its equipment should exceed the $200 damage deposit, additional charges may be assessed by the Parks and Recreation Director Providing there is no damage, the hold will be released on the first business day after the rental ll Room rentals for which the total rental fee willbe less than $00 shall be paid in full at the time the rental agreement is submitted For rental fees over $00, 50% of the total rental fee (a minimum of $00) must be paid as a rental deposit The remaining balance of the total rental fee is due ten (0) weeks (Civic Centre) or 6 weeks (Shawnee Town) in advance of the event CC CENTRE ONLY n order to receive a full refund, cancellations must be made no later than ten (0) weeks prior to the rental Refunds will be processed based on the following schedule: f Reservation is Cancelled: 0 weeks from the event 9 weeks from the event 8 weeks from the event weeks from the event 6 weeks from the event 5 weeks from the event 4 weeks and fewer from the event Renter Receives: 90% refund of rental issued 80% refund of rental issued 0% refund of rental issued 60% refund of rental issued 50% refund of rental issued 40% refund of rental issued No Refund issued G SHAWNEE TOWN HALL ONLY order to receive a full refund, cancellations must be made no later than sixteen (6) weeks prior to the rental Refunds will be processed based on the following schedule: H f Reservation is Cancelled: 6 weeks from the event 5 weeks from the event 4 weeks from the event 3 weeks from the event 2 weeks from the event weeks from the event 0 and fewer weeks from the event Renter Receives: 90% refund of rental issued 80% refund of rental issued 0% refund of rental issued 60% refund of rental issued 50% refund of rental issued 40% refund of rental issued No Refund issued As facilities of public accommodation, the City is sensitive to those with special needs and complies in all respects with the Americans with Disabilities Act (ADA), and the relevant regulations All renters of the facilities are expected to comply with provisions of the ADA also Rules and Regulations A The Parks and Recreation Director will establish rules and regulations regarding use of the facilities and his/her or his/her designee s decision will be final in the case of any issues not specifically addressed in written rules and regulations, and in situations needing to be addressed immediately The serving or consumption of alcohol or cereal malt beverages on the premises is allowed under Section of the Shawnee Municipal Code Those using the facility must comply with City, County, and State laws and ordinances

3 500 Shawnee) POLCY STATEMENT Facilities POLCY EFFECTE PS3O RESON NO DATE DATE 03/22/993 0/09/20 30f5 C An event with alcohol or cereal malt beverages must be approved in advance by the Parks and Recreation Director A rental that includes alcohol or cereal malt beverages is required to provide security from an off duty Shawnee Police Officer under the following conditions: a) rentals for persons is required to provide a minimum of one () security officer; and b) rentals for 24 persons is required to provide a minimum of two (2) security officers The security officer(s) must be present from the time the alcohol is served until the end of the rental The cost of the security officers is at the renter s expense Based on the type of event, the Parks and Recreation Director may require additional officers Compliance with the nternational Fire Code is required at all times The Parks and Recreation Director may require separate review by the Fire Marshal for use of any type of flammable or combustible material Use is subject to final approval by the Fire Marshal CC CENTRE ONLY Reservations in the Gym, with live amplified music will require that the renter reserve the entire building Security must be present, at the renter s expense, during the event Any person violating the established Rules and Regulations, or constituting a nuisance, may be requested to leave the facility Misuse of facilities will be sufficient reason for terminating agreement lll Facility Rental Rates A Civic Centre Rates CivicCentrejHourlyRates,?3>Room q Civic Non " (Capacity) Organization9 Resident/Business Resident e C mmerc'a Gym (500) $2 $90 $20 $49 Gym/Kitchen (500) $92 $5 $53 $9 room $2 $5 $20 $25 One me(: tli)r)g Two rooms mee;6)g $24 $30 $40 $50 $32 $40 $53 $66 LittleTheatre (65) $32 $40 $53 $66 Senior Room (5) $32 $40 $53 $66 % Senior Room (40) $6 $20 $2 $33 Large Kitchen/ NA $20 $25 $33 $42 Small Kitchen/ NA 0 $5 $ $8 Senior Room/Three meeting rooms/ $68 $85 $3 $4 Kitchen/ (50) Full Building Rental $92 $240 $39 $398 Saturday rentals will incur a 20% Premium upcharge

4 5 5 Shawnee Resident/Business Non POLCY STATEMENT Facm?es POLCY EFFECTE RESON NO DATE DATE PS30 03/22/993 0/09/20 4 of 5 B Civic Centre Equipment Rental Rates _EcLu_ipment Rental Easel $0 Extension Cord $5 Microphone $0 Podium $0 Screen $5 Portable LCD Projector $5 Stage (Gym Only) $25 Theatre A Equipment $35 Civic Centre Coffee Service $0 C Shawnee Town Rates Town HourlyRates Room Civic Shawnee (Capacity) Organization Town Hall Sunday Thursday $80 $00 $25 $50 (240) Town Hall Friday & Saturday $96 $20 $50 $80 Gazebo $40 $60 $80 $00 D Shawnee Town Equipment Rental Rates Equipment Rental Easel $0 Extension Cord $5 Microphone $0 Podium $0 Screen $5 LCD Projector $35 Resident Commetmlw

5 POLCYSTATEMENT POLCY EFFECTE RESON NO DATE DATE Facilities PS30 03/22/993 0/09/20 5 of 5 MPLEMENTATON This policy shall remain in force until officially changed by the majority of the Council Members present and voting; where the number of the favorable votes is one () less than required, the Mayor shall have the power to cast the deciding vote in favor of the action CTY COUNCL APPROAL AND RESON DATES March 22, 993; April 28, 2003; February 3, 2006; August 3, 200; December 8, 2008; June 4, 200, April, 20; November 25, 203; December 2, 206; January 9, 20 OTHER REFERENCEJQOMMTTEE MEETNGS) March 6, 993: Public Works and Safety Committee, Agenda tem No 5 April 22, 2003: Public Works & Safety Committee, Agenda tem No 5 November 8, 2008: Public Works and Safety Committee, Agenda item No 3 April 20, 200: Public Works and Safety Committee, Agenda tem No 3 May 8, 200: Public Works and Safety Committee, Agenda tem No March 22, 20: Public Works and Safety, Agenda tem No 2 Michelle Distler, Mayor Stephen E Powell, City Clerk