MARION OAKS COMMUNITY CENTER 294 Marion Oaks Lane Ocala, Florida 34473 Phone: 352-438-2828 TABLE OF CONTENTS PAGE TABLE OF CONTENTS 1 STATEMENT OF PURPOSE 2 REGISTRATION 3 AVAILABILITY 3 ACCESSIBILITY 4 RESERVATIONS 4 POLICY STATEMENT 5,6,7,8 FEE SCHEDULE AND DAMAGE DEPOSIT 9 RESERVATION REQUEST FORMS 10,11 MARION OAKS COMMUNITY CENTER REGULATIONS 12 ATTACHMENTS 13-16 1
MARION OAKS COMMUNITY CENTER COMPLEX POLICY/PROCEDURES STATEMENT OF PURPOSE: To provide the highest quality recreational facilities and programs to the residents and property owners of Marion Oaks, that will enhance and facilitate their access to professional, educational, recreational, and cultural events and activities. The Marion Oaks Recreation Facilities are made available to the property owners of Marion Oaks through a millage rate based on the value of the property, less any exemptions currently in place, and located within the service area if the Marion Oaks Municipal Service Taxing Unit (MSTU) for Recreation Services and Facilities. The residents/property owners of Marion Oaks, by a public referendum, approved the MSTU. Recommendations to expend revenues collected in this manner are made by the five (5) member advisory board with oversight, management, and administration by the Board of County Commissioners appointed staff liaison. Because of these arrangements, residents and property owners of Marion Oaks are given first priority to have use of the Marion Oaks Recreation Services and Facilities. Non-Residents of Marion Oaks may apply for use of the facilities on a rental basis if date, time, and space are available. Residents and property owners of Marion Oaks are prohibited from making application to gain access to the facilities for a non-resident. The Marion Oaks Recreation Services and Facilities are administered and maintained by County staff assigned solely to the Marion Oaks Community Center Annex. Operating expenses, salaries, and wages are paid through the collection of the ad-valorem assessment revenues. The employees primary responsibility is to serve the needs of the Marion Oaks MSTU for Recreation Services and Facilities. All inquiries about the use of the facilities should be addressed to the Administrative Staff at the Marion Oaks Community Center Annex Office. Finally, to all who appear at these doors, we say WELCOME. 2
REGISTRATION It is the responsibility of each Marion Oaks Organization that plans to use the Marion Oaks Recreation Facilities on a regular basis, to complete an Organization Registration Form (Attachment #1). (This can be obtained through the Marion Oaks Community Center Office.) This entitles them to one (1 board and one (1) business meeting per month at no cost and two (2) free events per fiscal year. Reservation forms must be completed and clean up fees must be paid prior to the free events. An annual registration fee covers the fiscal year, from October 1 st through September 30 th. To be a formal organization, 51% of the membership must be residents of Marion Oaks. Any organization that does not use their reserved space for three (3) consecutive dates, without notifying the office, will forfeit their space for the remainder of the fiscal year. Non-Registered Marion Oaks groups that operate as an informal organization shall be charged a nominal fee upon approval of the MSTU Advisory Board. All waivers of fees must be approved by the MSTU Advisory Board. AVAILABILITY The following facilities are available for public use. Greater detail on the use of these facilities and any restrictions placed upon them may be obtained through the Administrative Staff of the Marion Oaks Community Center Annex Office. 1. Community Center Auditorium (Building A) 2. Kitchen (Building A) 3. Arts and Crafts Room no glue or other foreign substance is to be placed directly on the floor, tables, or countertops. Protective covering is required. Food and beverages are allowed. 4. Meeting Room Food and beverages are allowed. 5. Children s Playground 6. Pavilion Picnic Area 7. Basketball Courts 8. Tennis Courts 9. Shuffleboard Courts 10. Shelters #1, #2, and #3 11. Horseshoe Court 12. Volleyball Court 13. Walking Trail 14. Marion Oaks Community Ball Park 15. Annex Building The use of any facility can only be approved through the reservation process with the Administrative Staff of the Marion Oaks Community Center Annex Office. Such approval may be subject to final approval by the MSTU Advisory Board. 3
ACCESSIBILITY In order to gain access to the facilities, persons should contact the Administrative Staff in the Marion Oaks Community Center Annex Office Monday through Friday during normal working hours. The Administrative Staff will provide residents, non residents, and property owners with all pertinent information related to the application process. RESERVATIONS (See Page 13 for Restrictions) Completed and approved reservation forms are required to use the Marion Oaks Community Center Facilities. Reservations are made through the Administrative Staff of the Marion Oaks Community Center Annex Office by completing the appropriate forms with the name of the club or organization or the name of the individual making the reservation. A reservation for events or functions, other than meetings, is not firm until the Administrative Staff has signed the reservation application. ONLY THE ADMINISTRATIVE STAFF IS AUTHORIZED TO ACCEPT A RESERVATION FORM. Reservation requests for special functions that require long term commitment shall be accepted during normal business hours, but not more than one (1) year in advance. Other functions require thirty (30) days minimum notification. A 50% deposit is required at the time the reservation is made. Reservations are on a first come, first serve basis. In order to prevent the monopolization of the facilities, only one (1) organization can be registered per person. The reservation form for a function shall specify the room(s) to be used. An annual calendar schedule of events is maintained in the Administrative Office for all confirmed events. Commercial establishments or business organizations may reserve space in the Community Center Complex for information and/or educational purposes. An authorized Marion Oaks commercial or business establishment must have an actual place of business located in Marion Oaks. A Marion Oaks residential address or post office box is not considered a place of business. Space may also be reserved on an availability basis to organizations or individuals for informational seminars, recognized charitable causes, political meetings, governmental hearings, recreational events and similar functions of interest to the residents and property owners. 4
POLICY STATEMENT 1. All flags, photos, and other affixed items within the Marion Oaks Complex must not be disturbed or removed. 2. SMOKING is prohibited, except in designated areas. 3. ALCOHOLIC BEVERAGES are only allowed by Marion Oaks registered organizations and can not be advertised or sold. Alcoholic beverages are prohibited at all outdoor facilities including the Marion Oaks Community Ball Park. If alcohol is present, the event will be shut down and the responsible person will forfeit all rental fees including damage deposit. (SALE OF ALCOHOL IS PROHIBITED, NO EXCEPTIONS.) 4. No open food, hazardous, or toxic chemicals may be stored in any room or cabinet in the Community Center Complex. 5. TIME All functions shall end promptly at 11:30 pm. Ending time of 12:30 am on New Year s Eve is noted as normal time. 6. SET UP Only facility staff shall unlock the appropriate doors and lock up after the function. Staff will also set up microphones, sound systems, and adjust thermostats. Use and care of the electronic equipment must be discussed and supervised by designated staff. Abuse of equipment will result in loss of deposit and may result in additional fees and penalties. 7. FLAMMABLE fluid based lamps, lighted candles, or other flame based devices (such as room or table decorations) are strictly prohibited. 8. SUBSTANCES use of powders, waxes, or any other substances are prohibited on all floors. 9. REFRIGERATOR AND FREEZER The refrigerator, freezer, and the ice machine are available for functions only if lessee has reserved and paid for the kitchen use. The lessee requesting use of these appliances must check with the Administrative Staff before the function in order to obtain permission to store perishable items in the refrigerator or freezer. Food left in the kitchen will be discarded. 10. CLEAN UP All organizations using the Community Center Facilities are responsible for the cleanup of the facilities and must satisfy the established criteria for cleanup. 11. TRASH must be placed in the outdoor dumpsters. The function sponsor is responsible for removal of trash thrown on the grounds and around the buildings during time of the function. Monetary penalties and/or loss of privileges will be assessed for violations. 12. The dumpster and garbage cans are not intended for personal or household trash. Persons illegally dumping such items may be prosecuted. 5
13. EQUIPMENT OR SUPPLIES that are the property of a registered organization may be stored in the facility if space is available. The application for storage space must be completed and submitted to the Administrative Staff for consideration. The following apply to all storage space: A. NO OPEN FOOD MAY BE STORED IN THE CABINETS. CONDIMENTS MUST BE STORED IN SEALED CONTAINERS. B. THE ORGANIZATION THAT IS ASSIGNED A CABINET IS RESPONSIBLE FOR ITS CONTENTS. C. DAMAGE TO THE CABINETS MAY RESULT IN LOSS OF STORAGE PRIVILEGES. D. AUTHORIZED STAFF WILL MONITOR CONTENTS AND STORAGE USAGE. 14. PLACEMENT of chairs or tables MUST NOT BLOCK OR INHIBIT direct access to any emergency exit. Under no circumstances shall round tables be placed on stage or in the dressing rooms. Chairs and tables must be returned to the position in which they were found. TABLES, CHAIRS, OR OTHER EQUIPMENT MUST NOT BE REMOVED FROM THE COMMUNITY CENTER COMPLEX. 15. AIR CONDITIONING AND HEATING UNITS are under the strict supervision of facility staff. It is prohibited to change or alter these systems. 16. ROLLERBLADES, SKATE BOARDS, AND SNEAKER SKATES are prohibited at any time on the grounds of the Community Center Complex. At the discretion of the staff, bike riding may be permitted on the walking trail. Bikers must yield to pedestrians at all times. 17. MOTOR VEHICLES shall be parked in spaces provided in the Community Center Complex parking lots. Driving or parking on grass, walking trail, or in back of buildings on sidewalk areas is strictly prohibited except as authorized by Administrative Staff. ATV s and unauthorized golf carts are not allowed on grounds. No overnight or day trip parking unless authorized by Administrative Staff. Towing of vehicle will result at owner s expense. 18. BICYCLE RACKS are provided for those who visit the Community Center Complex on a bicycle. The use of the bicycle rack is mandatory. Locks are recommended. The Community Center is not responsible for lost or stolen bikes. 19. NO FIRE WORKS are allowed on grounds, including pyrotechnics. 20. PETS No dogs or other animals are allowed in the Community Center Complex or on the grounds other than service dogs. 21. PLAYGROUND because of safety concerns, persons over the age of 13 will not be allowed in playground area while younger children are present. (Unless parent, guardian, or attending as a family unit.) 22. COURT AREAS in poor weather conditions, courts will be closed for safety concerns. 23. NOISE LEVELS persons must keep noise levels at an acceptable level in consideration of others using facilities. Marion County code states that noise levels may not exceed 65 decibels. If the staff received a complaint about noise levels, they will notify the party and request that they 6
lower the noise level. If the party refuses, Code Enforcement will be notified. This may result in the party being asked to leave. 24. CODE OF CONDUCT The Marion Oaks Community Center Complex is intended to be a safe environment for all that use the facilities. Persons that participate in gang related activities, drug use and/or drug trafficking, fighting, hate crimes, or harmful threats against other patrons or staff will be issued a trespass and may be subject to arrest by Marion County Law Enforcement. (Trespasses can only be lifted by Administrative Staff members who are employed by the Marion County Board of County Commissioners.) 25. REVISIONS OF MARION OAKS COMMUNITY CENTER COMPLES RULES AND REGULATIONS In order to comply with the Florida Sunshine Law, revisions to this policy may only be accomplished through the MSTU Advisory Board in a scheduled an advertised workshop with assistance from the Marion County MSTU/Assessment Department staff, a minimum of two (2) residents, and a minimum of one (1) advisory board member. The proposed revisions will then be submitted to the Marion County Board of County Commissioners for adoption by the appointed Staff Liaison to the Marion Oaks MSTU for Recreation Services for adoption at a regular advertised meeting. In the case of a conflict, revised Policy Manuals for the Marion Oaks Community Center Complex will prevail over previous policy manuals. 26. VOLUNTEERS - all individuals that deal with children under the age of eighteen (18) years of age are now required to have a Florida State Level 2 Background Screening. Applicants must receive approval by the Human Resources Department before engaging with children. The fee for the background screenings will be the responsibility of the organizations. 27. GRANT RECIPIENTS Groups, organizations, or individuals providing services at the Community Center Complex must disclose grants or other funding sources. Failure to report such funding may result in loss of Community Center Complex usage. 7
ANNEX BUILDING (C) 1. Hours of operation Monday thru Friday 8:00 am 8:00pm and Saturday 8:00am to 2:00pm 2. Persons should consult with a doctor prior to participating in any of the physical programs. 3. Exercise Room under 13 years old must be accompanied by an adult and can not use equipment. Equipment must be cleaned after each use by participant. Staff demonstration of equipment is required prior to usage. 4. All persons must sign a waiver of liability prior to usage of exercise room. Liability waiver to be kept on file. (Required staff demonstration of equipment prior to usage.) 5. Youth Activity Room all persons must register with the staff prior to usage. Any persons found damaging equipment or being disruptive will be removed from the program. 6. Recreation equipment will be on a first come first serve basis. Staff reserves the right to place time limits if necessary. 7. Youth Activity Room is for children up to the age of 17. Children under the age of 10 years must be accompanied by a parent or legal guardian. (No exceptions) 8. No adults will be allowed in the Youth Activity Room unless they have a child participating, or approved volunteer or Marion Oaks Community Center Complex Staff. 9. Lunch Room persons are responsible for their own cleanup. 10. Food eating in any of the rooms with the exception of the Lunch Room and the Adult Activity Room is not permitted without Staff permission. 11. Computer Room access to inappropriate internet sites is not allowed, even if using a personal laptop. Persons will be removed if found using these sites. 12. Computer Room children under the age of 10 must be accompanied by a parent or legal guardian. 13. No unscheduled usage will be allowed in any of the rooms. 14. Annex Building C is a service oriented facility, not intended for private functions and solely for Marion Oaks residents. Membership cards must be obtained prior to usage of the Annex Building. Annual Cost for Annex Membership is as follows: Adults (18 & up) $15.00; Children (under 18) $5.00. There is a $10.00 charge for lost cards. 8
MARION OAKS FEE SCHEDULE AND DAMAGE DEPOSITS MARION OAKS RESIDENTS FEES DAMAGE DEPOSIT BUILDING A Private Parties $35.00 per hour $150.00 WEDDING RECEPTIONS $60.00 per hour $150.00 ARTS & CRAFTS ROOM $20.00 per hour $100.00 MEETING ROOM $20.00 per hour $100.00 M.O. REGISTERED CLUBS & $100.00 Annual Fee $150.00 ORGANIZATIONS (One Registered Organization Per Person) Annual Fee includes: 2 Special Functions, 1 Monthly Board Meeting, 1 Monthly Membership meeting Extra Functions for M.O. Clubs & Organizations $20.00 per hour Arts & Crafts Room $100.00 $20.00 per hour Meeting Room $100.00 $35.00 per hour Building A $150.00 WEEKLY REGISTERED CLUBS & $500.00 Annual Fee None ORGANIZATIONS Bingo, Duplicate Bridge NON-RESIDENTS OR COMMERCIAL BUILDING A $150.00 per hour $500.00 All Functions or Events (4 hour minimum) ARTS & CRAFTS ROOM $35.00 per hour $100.00 MEETING ROOM $35.00 per hour $100.00 OTHER CHARGES USE OF KITCHEN Registered Organizations $30.00 Residents $40.00 Non-Residents or Commercial $50.00 *KITCHEN CLEAN UP As Contracted Through MOCC *ROOM CLEANUP As Contracted Through MOCC * MANDATORY CLEANUP SERVICE REQUIRED As Contracted Through MOCC *4 HOURS SET UP TIME (IMMEDIATELY PRECEEDING THE START OF THE EVENT) IS INCLUDED IN THE RENTAL OF BUILDING A, ARTS & CRAFTS ROOM AND MEETING ROOM $50.00 PER HOUR FOR ADDITIONAL SET UP TIME FOR NON-RESIDENTS OR COMMERCIAL $25.00 PER HOUR ADDITIONAL SET UP TIME FOR RESIDENTS All fees are subject to change without notice. Rental fees must be paid with money order or cashier s check. Cash, personal checks, business checks, or credit cards will not be accepted. All damage deposit fees will be deposited upon receipt. After the function, and upon inspection by the Marion Oaks staff to determine no damage was incurred during the event, the deposit fee will be returned to the Lessee within forty five (45) days. The MSTU Advisory Board must approve all waivers or adjustments to rental fees of any kind. 9
DEPOSIT :$ Money Order or Cashier s Check only Payable to Marion County BOCC DATE OF FUNCTION: RESERVATION REQUEST Marion Oaks Community Center 294 Marion Oaks Lane Ocala, Florida 34473 (352) 438-2828 Organization or Individual: Requested By: Address: Phone: Type of Function: Day and Date: Start: AM/PM End: AM/PM ****END TIME MEANS THE PREMISES MUST BE VACATED NO LATER THAN THAT TIME**** Set Up Time: Number of Attendees Expected: (Maximum 4 hours set up time, immediately preceeding start of the event is included in the rental of Building A, Arts & Crafts Room & Meeting Room. Extra set up time will require an additional hourly rental fee.) RENTAL OF THE AUDITORIUM DOES NOT INCLUDE SET UP OF TABLES AND CHAIRS. PARTIES RENTING THE AUDITORIUM ARE RESPONSIBLE FOR THEIR OWN SET UP OF TABLES AND CHAIRS. Room(s) To Be Utilized: Auditorium Kitchen Stage Dressing Rooms Meeting Room Arts & Crafts Room Own Equipment Required: Microphones CD Player Other Equipment UNDER NO CIRCUMSTANCES CAN THE SOUND SYSTEM BE USED WITH PRIVATE SYSTEMS Food: On Site Preparation Catered Warm Up Snacks Only Beverages Person Taking Request: Date: Time: ALL DAMAGE DEPOSIT FEES WILL BE REFUNDED BY MARION COUNTY DIRECTLY TO THE LESSEE WITHIN 45 DAYS IF PREMISES FOUND TO BE IN GOOD CONDITION WITHOUT DAMAGE. I/We agree to accept and abide by all the rules and conditions established for use of the Marion Oaks Community Center Complex and, as applicable, for the reservation requested. Furthermore, I/We will abide by the conditions as set forth in the reservation request. PAID IN FULL Receipt# CC/MO# AMT$ DATE Computer Wall Calendar Blue Ribbon 10
Date of Function: Requested By: A. Basic Fees: 1. Rental: Rate/Hr. x# of Hrs $ 2. Additional Setup Time: Rate/Hr. x#of Hrs. 3. Kitchen Use: Clubs/Organizations $30.00 M.O. Residents $40.00; Non-Residential or Commercial $50.00 $ $ 4. Subtotal: (1+2) $ 5. Add 6.0% Sales Tax $ Tax Exempt# Subtotal (1+2+4) $ MINIMUM RENTAL TIME IS 3 HOURS B. Clean Up Fee: (If Applicable) 6. Room Clean Up Quoted Rate* $ 7. Kitchen Clean Up* $ *THIS IS MINIMUM CLEAN UP FLOORS/COUNTERS/GARBAGE EXCESSIVE CLEAN UP WILL RESULT IN ADDITIONAL FEES. Subtotal (5+6) $ C. Damage Deposit $ Subtotal (Damage Deposits) $ TOTAL RENTAL COST: (Subtotals of A, B and C $ NOTE: A 50% DEPOSIT IS REQUIRED AT THE TIME THIS RESERVATION IS MADE. Payment must be made by Cashier s Check or Money Order Payable to: MARION COUNTY BOARD OF COUNTY COMMISSIONERS (MARION COUNTY BOCC) Deposit Required to Hold Date $ Paid Date: Receipt# Balance of Total Fees Due $ (30 Days Prior to Event) Balance Due Date: Balance Paid in Full $ Paid Date: Receipt # Payment by Money Order or Cashier s Check Only. Cash, Credit Cards, or Personal Checks are not accepted. All fees are due and payable 30 days prior to event. 11
MARION OAKS COMMUNITY CENTER COMPLEX 1. Use of the Community Center facilities shall be permitted only with a reservation. The Reservation Request form (MOCC 001) for a function shall specify the room or rooms to be used. All other rooms are off limits. 2. Exceptions include the Children s Playground, Pavilions, and Picnic Areas, which may be used at any time, any day, between the hours of dawn to dusk. The Pavilion and Children s Ranch may be used by small groups (reservation recommended). Larger, organized groups require a reservation and such groups shall not be permitted on a regular basis. 3. No smoking is allowed in any of the Community Center Complex Buildings. 4. Vehicles shall not be driven onto the grass areas. 5. There are to be no fireworks displays in any facility or on the grounds. 6. No lit candles are allowed in any of the Community Center Complex Buildings. 7. No wax or other chemicals are to be used on floors or rugs. 8. Damaged or malfunctioning equipment (music and sound systems) must be reported as soon as possible to the Administrative Office/Staff or the Marion Oaks Community Center Annex. 9. All County, State, and Federal Laws are strictly enforced. 10. Seating capacity of the Auditorium, without tables, is 450; with 22 tables, the capacity is 220. Seating capacity of all other rooms is posted in the room. 11. Prevailing Florida State and Local Taxes will be added to all rentals. Damage deposits do not carry sales tax. 12. Placement of chairs and tables for functions must not block or inhibit direct access to any Emergency Exit. Under no circumstances are round tables to be moved onto the stage or into dressing rooms. 13. Individuals, clubs, or organizations using the Community Center Complex are responsible for any debts, damages, or breakage caused by themselves or anyone attending the function. 14. Clean up of the kitchen shall be done by the cleaning service contracted by the MSTU-Marion Oaks Community Center, whenever the kitchen is used for any purpose. 15. Spills on the wood floor are to be removed with dry toweling. (DO NOT USE WATER ON THE WOOD FLOORS.) Spills on the carpeted areas should be removed with a damp cloth or sponge. Staff will instruct you as to location of cleaning materials and equipment as needed. 16. The individual signing this form, or the Organization renting the facility, must make all payment for their event, also, any changes to the reservation form must be made in person in the office. In addition, they shall be responsible for any debts as a result of damage fees and penalties. Proper accident/damage report shall be filed with Marion County Risk Management. 17. Any monies paid shall be refunded in full if notice of cancellation is given more than thirty (30) days prior to the event date. If notice of cancellation is given 30 days or less, 50% of all monies paid shall be retained. (Revised 10/13) 18. (New Policy 05/10) If event is determined to have certain risk factors, such as, large crowds, lack of sufficient adult presence (Age 21) or any other high risk factors, Administration will require renters to contract with the local Sheriff s Department by Special Detail Agreement. The Contract must be in place prior to being placed on the event calendar SIGNATURE DATE WITNESS DATE (MOCC-001) (Revised 2013) 12
DECORATING GUIDELINES FOR BUILDING A The following Rules for Decorating in Building A MUST be followed, or monies will be withheld from the Damage Deposit. NOTE: IF YOU ARE RENTING ANY ITEMS FROM PLACES, SUCH AS PARTY TIME RENTALS, ETC., THESE ITEMS CANNOT BE LEFT IN THE BUILDING OVERNIGHT OR UNTIL MONDAY. YOU MUST REMOVE THEM THE SAME DAY AS THE EVENT. 1) No confetti or streamers are to be used in the Building. 2) Nothing is to be attached to walls with staples/nails. 3) No lit candles may be used in the Building. 4) Tablecloths may not be glued to the tables. 5. Decorations may not be glued to any surface. 6) if you are using balloons, they should be tied down to something (chair backs, tables, etc.) When left floating, they get into the air conditioning system and cause damage. By signing below, Applicant acknowledges receipt of a copy of the Decorating Guidelines for Building A. Signed Printed Name Date RENTAL OF THE AUDITORIUM DOES NOT INCLUDE SET UP. PARTIES RENTING THE AUDITORIUM ARE RESPONSIBLE FOR THEIR OWN SET UP. 13
DECORATING GUIDELINES FOR ARTS & CRAFTS ROOM/MEETING BUILDING B MARION OAKS COMMUNITY CENTER 1. Nothing is to be glued, taped, etc. to the cabinets or walls in the room. 2. No candles may be used in the room. 3. Balloons MUST be tied down to chairs, tables, etc. 4. If you are not paying for the use of the room, it is your responsibility to make sure any garbage is taken out to the dumpster, the tables are clean, and the floor is clean. If the room is left dirty, use privileges will be suspended. 5. If you are paying for the use of the room, it is your responsibility to place the garbage in the can provided, and the Cleaning Service will take it out to the dumpster. By signing below, Applicant acknowledges receipt of a copy of the Decorating Guidelines for the Arts & Crafts Room, Building B, Marion Oaks Community Center. Signed Printed Name Date 14