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HomeMy WebLinkAboutItem #09 Request for the Hispanic health Initiatives, Inc. to have fees waived for the use of the Community Center for a free community event SY, Center of Good Lt te.T.„ O is" 5 f AGENDA ITEM COVER SHEET Meeting Date: September 20, 2011 Item # q Reviewed By: Contact Name: Jeffrey Hayes Department Director: Contact Number: 407 - 877 -5803 City Manager: Subject: Request from the Hispanic Health Initiatives, Inc. to have fees waived for the use of the Community Center for a free community event. Background Summary: The City of Ocoee has received a request from the Hispanic Health Initiatives, Inc. of Casselberry, Florida, to waive the fees for the use of the Community Center for a free health screening event, which is open to city residents and residents of the surrounding area, and will take place on September 27 and 29, 2011. Staff has prepared a list of the fees associated with this permit, which are typically paid three weeks prior to the occurrence of the event; these fees include: • Facility Use Fee which based upon seven (7) hours of use per day, at $50 per hour, for a total of $700.00. • Security Deposit Fee of $250.00, which is refundable. Issue: Should the Honorable Mayor and City Commission approve waiving the fees associated with the use of the Community Center on September 27 and 29, 2011 by the Hispanic Health Initiatives, Inc.? Recommendations Staff is seeking direction from the City Commission on this item. Attachments: Park and Facility Use Permit. Financial Impact: Waiver of facility revenue totaling $700.00 and security deposit of $250.00. Type of Item: (please mark with an "x') Public Hearing For Cleric's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda Commission Approval X Discussion & Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. N/A Reviewed by () N/A 2 1`,e co lter of Good t /t , /ne City of Ocoee, Florida t en d � ter of Coo/w , , -- - r'�;r° C �� Park and Facility Use Permit �' = COE -� • -- Ocoee Parks & Recreation Department ti , � E fi - -- Florida 1820 A.D. Mims Rd., Ocoee, FL 34761 ��� Florida 1 /� 407- 905 -3180 7 APPLICANT NANIE: 6-4 ` `•' - A 15 1 ) (A Street Address: City/State Zip Phone: Cell: Fax: E -mail Address: NAME OF EVENT: �� L i ri ( of m 1- e,14- 1'Y U3 t( w . Date /s of Event: / 1 '� 4 , q 1 act Park Requested: / / Pavilion Requested: Facility /Gazebo Requested: �jn NI WI i ir Cell lei- - - /off ( ' e% 4 Oiee 2N0---. Field Requested: 1 �[ Hours of Event: From: / v• UD / D. m. To: / ' Ov a.m. (Q zz Set up Time of Event: 1 : 0 ° Break down Time: 3 • V O Purpose of Event: f)v t 1 f ' <_ SatatAru- 47.) OC� .� k- O Q t�i/i'� -(�� 1 9 Estimated Attendance: 1 !" ' l OR ' GANIZATION NAME: . 1 1 1 5 ea. v\ 1 ��Lrr (k 11 n Y\ -+' V,% .1 1` a -11v t S, TV 1C r 7 Street Address: 1 1 — .1 0 Oa F-.1 X51 ✓d City /State �SSC1 J FL Zip `3) / a [� ? Phone: (� 9) 331 " R°01 Cell: Fax: (T'" 4 331 1100 Q E -mail Address: V A . y tC ``� \ ?Al `h b1 ` 0 V' (j ? Contact Name: o I' iC • A `1 L I `. Street Address: l City /State Zip Phone: Cell: Fax: E -mail Address: TYPE OF EVENT: ❑ Picnic / Party ❑ Wedding / Reception ❑ Meeting / Seminar ❑ Tournament / Competition ❑ Exhibit / Show ❑ Carnival / Fair / Festival ❑ Fundraiser CV Other: 4 41- SU VA .1 INFORMATION ABOUT YOUR EVENT Please mark "yes" or "no" for each statement. ( If "yes" is checked you may be required to obtain a special event permit through the Build- ing Division.) The event will extend beyond normal park hours (7:00 am. to 11:00 pm.). Yes ❑ No ll/ The event will require exclusive use of the park. Yes ❑ No V The event will be open to the general public. Yes ID/ No ❑ Admission to the event will be charged. Yes ❑ No 1 Temporary stage /s or structure /s will be used. Yes ❑ No � I The event is a "sale" or display of products (rummage sale, tent sale, etc.). Yes ❑ No V (Continued on back) INFORMATION ABOUT YOUR EVENT - Continued Please mark "yes" or "no" for each statement. ( If "yes" is checked you may be required to obtain a special event permit through the Building Division.) Event will be advertized. (Newspaper, Posters, Radio, TV, Etc.) Yes ❑ No —�—/ Sound amplification will be used. Yes ❑ No [tY Live performance (musical, theatre, circus group) will be part of the event. Yes ❑ No f—B'/ Tents, canopies, or EZ -Ups will be used. Yes ❑ No I!d' Pyrotechnics (fireworks) will be used. Yes ❑ No V Propane gas (e.g. BBQ's) will be used for cooking/heating. Yes ❑ No [9' Compressed gas cylinders (helium) will be used. Yes ❑ No lid Open flames (e.g. candles, sterno cans, fire pits, grills) will be used. Yes ❑ No W Bonfire or ceremonial type fire to be used. Yes ❑ No [IV' Electric power or generators will be required. Yes ❑ No 111/' Additional tables, chairs, trash containers will be used. Yes ❑ No 11' Signs, banners, decorations, or special lighting will be used. Yes ❑ No 0 Vehicles will be parked on unpaved areas. Yes ❑ No li,Y Activity booths will be set up (bounce house, dunk tanks, rock climbing, etc.). Yes ❑ No A circus, carnival, or amusement rides are part of the event. Yes ❑ No I7" Animals will be part of the event (petting zoo, pony rides, etc.). Yes ❑ No Food will be cooked or prepared at the event (BBQ, chili- cook -off, etc.). Yes ❑ No 11I Food or beverages will be served or sold to the general public. Yes ❑ No lY Alcohol will be served and/or sold at the event. Yes ❑ No E• Helicopter or hot air balloon be part of the event. Yes ❑ No la"' HOLD HARMLESS AGREEMENT 1 certify that I have read this application and that all information contained in this application is true and correct. By tiling this application, [, and the organization on whose behalf I make this application, contract and agree that we will jointly and severally indemnify and hold the City of Ocoee, its officials, officers, and employees harmless against liability, including court costs and attorney's fees for trial and on appeal, for any and all claims for damage to property or injury to, or death of persons arising out of or resulting from the issuance of the permit or the conduct of the activity or any of its participants. 4.i____ Printed Name of u,"( r epresentative V Signature of R esentative Date Departmental Use Only Deposit Payment Date: / / Rental Payment Date: / / Amount Received: $ Amount Received: $ Staff Initial: Staff Initial: Check # Check # M/O # M/O # General Rules & Regulations 1, Applicant will pay a separate security deposit of $250.00 for each event if required. The security deposit is to be returned to applicant after the event, provided the facility is left in the same condition In which it was found i.e., paper items, cans, bottles, all decorations and floors damp mopped, chairs and tables wiped down, folded and returned to proper location; kitchen areas cleaned; equipment or personal belongings of applicant removed immediately following event. Premises will be inspected by City Employee immediately thereafter. 2. Applicant is solely responsible for damages for any and all accidents or injuries to persons or property resulting from applicant's use of the building. Applicant shall pay all costs resulting from said accidents or injuries. Applicant shall indemnify and hold harmless the City of Ocoee, it's employees, agents, officials and contractors, harmless from and against any and all claims, actions, causes of action, loss damage, injury, liability cost or expense, including without limitation, attorneys fees arising from the applicant's use of the facility. 3. Groups composed of minors will be approved only when adult requests such use and accepts the responsibility for supervising the minors throughout the period covered in the facility use application. There shall be one adult chaperone for each 15 minors. Chaperones shall remain on the premises until all minors have left the property. Renter and the chaperones shall bear the legal responsibility of the minors attending the event. At least two days prior to the use of the facilities, applicant shall provide the City a list of the chaperones by name, address, and telephone number. Failure to provide the list two days in advance shall constitute a breach of the rental application, and the application shall be revoked. Any and all fees paid by the applicant shall be forfeited by the applicant if this application has been breached by applicant or revoked for cause by the City of Ocoee. 4. Control of the lights, thermostats, and other equipment will be administered by an employee of the City of Ocoee. 5. At no time will applicant remove chairs, tables, or any other equipment from the facility. 6. The facility hours are from 8:00 a.m. until 12:00 a.m. All functions and clean -up must be complete within your scheduled rental time. 7. All applicants holding any outside activities must inquire at the building department as to whether a 'Special Event Permit' and/or 'Tent Permit' is required. 8. No Alcoholic Beverages are allowed on City Property. 9. Cancellation Fee for Facility Rental $25.00. 10. Cancellation Fee for Gazebo, Park Pavilion, Pool Party Pavilion and Field Rental $5.00. We understand that repairs for damages may be taken from the deposit and anv additional amounts will be invoiced to us by the City. My Organization /Group agrees to comply with the conditions set forth in the General Rules and Regulations Policy. A copy of said Policy has been given to me, and I have reviewed it. These guidelines will serve to highlight the responsibilities on the part of both the City of Ocoee Parks & Recreation Department staff and the renter. Staff The City of Ocoee does provide staffing for all events. the primary function of the staff is to open and secure the facility, and provide the tables and chairs needed for the event (staff is not responsible for any set -up or take down). A staff member will remain on the premises for the duration of the event. The staff member will provide the renter with guidance for the use and cleaning of the center. they will also provide any clean -up materials, such as brooms, mops, soap and trash bags needed to clean the center Renter The renter bears the responsibility of leaving the center in the same condition as it was found and complying with the criteria noted on the front of this form. The renter is responsible for vacating the premises by the time indicated on the recreation facility use application. failure to comply with the rules and regulations for the use of the center may lead to the forfeiture of part or all of the r-: security deposit. • ,�,C� �, 11,A.2 1 00111 gnature of Represen / tive Date In order to ensure a full reimbursement of the security deposit, the renter must meet the following criteria: Clean & fold all used tables Nt all tables & chairs to their original place 'AlI trash bagged, removed and placed in the designated dumpster Remove all decorations, tape or adhesives L� , Remove all signs and /or advertisements put up by your organization L'�d'All items must be removed by the end of your contracted rental time EFIoors are swept and mopped (if necessary), and restored to the same condition at the start of the event V <itchen area clean & cleared of any food or debris The undersigned has read and will observe rules stated above. I understand that any loss or damage to the center, or excessive cleaning as a result of this function will be deducted from my deposit, and that I will be billed for loss which exceeds my deposit. I further understand that the serving or consumption of alcoholic beverages at this event is prohibited and may result in a deduction from or forfeiture of my deposit. a //3//) Si• ature of Representativ Date Official Use Only Special Event Permit Required Yes No Department Approved: Security Deposit Refund Information: Facility Inspected by: Estimated Attendance: Rental Details: Refund Authorized: Date: Amount of Refund: $ Director's Approval HISPANIC Mail: P.O. Box 1925 Casselberry, FL 32718 -1925 Office: 201 Live Oaks Blvd, Casselberry, FL 32707 HEALTH Email: info @hhi2001.org Tel: 407 - 339 -2001 Web: HHI2001.org Fax: 407-339-1700 INITIATIVES ABRIENDO CAMINOS September 12, 2011 Robert Frank City Manager 150 N. Lakeshore Drive Ocoee, FL 34761 Via E -mail: rfrank @ci.ocoee.fl.us Re: 125 N. Lakeshore Community Center Sponsor Dear Mr. Frank: Hispanic Health Initiatives, Inc. (HHI) is a non -profit 501(c)3, volunteer driven and community based organization established in 2000, to address the health needs of medically underserved residents of Central Florida. HHI has emerged as a leader in "Opening Pathways between the health care providers, community organizations and the residents in need of free and low-cost medical services. "Cuidando Mi Salud/Taking Care of my Health" is a program where free screening for cholesterol, glucose, blood pressure, Body Mass Index and vision, along with an assessment of their results, is offered to the community at no cost. This program educates our participants to see if they are at high risk for developing a chronic disease and /or some types of cancer. We have been offering this service for the past year from our Casselberry office and the communities from surrounding counties participate. The goal now is to meet the community where they are by hosting this program in churches, community centers and apartment complexes. I am requesting your assistance with sponsoring our use of the Community Center at 125 N. Lakeshore Dr. in order to offer Ocoee and the surrounding communities a chance to have this assessment. I am requesting the space for Tuesday September 27 and Thursday September 29 from 9:OOam - 4:00 pm, if available. We welcome your collaboration in helping us meet the needs of the Orange County residents. Please feel free to contact the undersigned at the above number, looking forward to your favorable response. 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