HomeMy WebLinkAboutItem #09 Request from Rotary Club of Ocoee to hae the fees waived for use the Community Center and permission to serve alchoholic beverages at a fundraising event on June 22, 2012 tie Ce nter of Goo Li
011Dik
AGENDA ITEM COVER SHEET
Meeting Date: June 5, 2012
Item #
Reviewed By:
Contact Name: Jeffrey Hayes Department Director:
Contact Number: 407 - 877 -5803 City Manager: , '/
Subject: Request from the Rotary Club of Ocoee to have the fees waived for use t e
Community Center and permission to serve alcoholic beverages at a fundraising event on June
22, 2012.
Background Summary:
The City of Ocoee, Parks and Recreation Department, has received a Facility Use Permit application from the
Rotary Club of Ocoee requesting the use of the Community Center for a fundraising event taking place on June
22, 2012. The Rotary Club of Ocoee has requested to have the rental fees associated with the use of the
Community Center waived and is seeking permission to serve alcoholic beverages at this event. Proceeds from
the event will go towards providing assistance for Ocoee students.
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 based upon six (6 -1/2) hours totaling $420.00.
• Security Deposit Fee of $250.00, which is refundable.
In the past, the City Commission has waived the facility use fees for civic and community based organizations.
Issue:
Should the Honorable Mayor and City Commission approve waiving the fees associated with the use of the
Community Center and grant permission for the Rotary Club of Ocoee to serve alcoholic beverages at its
fundraising event to be held on June 22, 2012 at the Community Center?
Recommendations
Staff is seeking the City Commission's direction on this item.
Attachments:
Financial Impact:
Waiver of revenue totaling $420.00.
Type of Item: (please mark with an "x')
Public Hearing For Clerk's Dept Use:
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution V Regular Agenda
Commission Approval
X Discussion & Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by () N/A
2
CC
+���'"`cc` City of Ocoee, Florida �`�` ° " ` `' �'c� . 4 %.
r` " , �t Park and Facility Use Permit ,,6, - 2, - O c oee Parks & Recreation Department �' •
�
•
1820 A.D. Mims Rd., Ocoee, FL 34761 ` ,
407 -905 -3180
APPI.iCANT NArim: , M sip cA / '� //
Street Addres , l I/1 r ! 'W .. ity /State OcA Q L Zip �I !(1 /
Phone: " • - 7 d-',.` S Cell: a. 1 n ? 7 2 Fax:
E- mail Addre• : Mil ' r. C, . A' Ci LA
ii NAM OF EVENT' � _ h n ~ .42- g ZS' ! ' 4 ti MU . / i. 0 �'� ' ` .
Date /s of Event) 6 t 9•� i/ �' g , 44 et 0 M J 1 ^ h r I
. "� " , "•
Park Requested* _ ._,. _- �I,''' .$ ' Pavilion Requested:
Facility /Gazebo Requested:
Field Requested:
Hours of Event: From: 10 an►rf p.m. To: Ht;( la
r+rtp.m
Setup Time of Ev • J - ? Break dow ime: t,Yt t 9' 11 1 1 /i -, il Sp 1 11 e H
Purpose of Event: C a Pd t_L xR t + e 0 c 4'p `0 " i Le d-0
Estimated Attendance: O d'O
ORGANIZATION NAME ff .__C r c--1_ 6 f (-) t. e LP •
Street Address: C a l C‘ Cit /State e O `p FL Zip �`� 70 /
7
Phone: b ^'/K ., f " Cell: , �� 1 J got — 3 0 �� 7.2 Fax: E -mail Address: (,t) 11 (' e /v O ' L 1 1 C D l.--
Contact Name: —/"2 A/ 1' J Y k) ‘
A t/ /1..� / Ct V 0 c a e. / e_ Zip �7,s'
Street Address. � l � � j / ry � I �P •7� City /Stat / ( Zrp � /
Phone: ' 0 � oZ IQ S / ' Cell: 92( 33 j
— 3 `7e Fax:
E -mail Address: CA) i -f ENO C� l�rt 1' t W Y✓�
TYPE OF EVENT:
J 7'-t x4J' Wv l d � 1,, 1
K e r
❑ Picnic /Party ❑ Wedding / Reception ❑ Meeting / Seminar Tournament / Competition
❑ Exhibit / Show ❑ Carnival / Fair / Festival ❑ Fundraiser ❑ Other:
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 !tours (7:00 am. to 11:00 pnl.). Yes ❑ No
The event will require exclusive use of the park. Yes ❑ No 0
The event will be open to the general public, i No ■
Admission to the event will be charged. UV.- "o ■ -e`P 4l M / ,2
Temporary stage /s or structure/s will be used. • No '1 pp � b „/ �
�� Gay
The event is a "sale" or display of products (rummage sale, tent sale, etc.). Yes ❑ No ►1 f
(Continued an back) /
INt+ORMATION 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.) YesW No 0
Sound amplification will be used, Yes ❑ No
Live performance (musical, theatre, circus group) will be part of the event. Yes ❑ No
Tents, canopies, or EZ -Ups will be used. Yes 0 No
Pyrotechnics (fireworks) will be used. Yes ❑ No
Propane gas (e,g. BBQ's) will be used for cooking/heating. Yes ❑ No
Compressed gas cylinders - • 11 be used. Yes ❑ No
Open flames (e.g. candles, sterno cans fire pits, grills) will be used, Yes No
Bonfire or ceremonial type re to be used. Yes O No R
Electric power or generators will be required. Yes ❑ No
Additional tables, chairs, trash containers will be used. Yes ❑ No 1
Signs, banners, decorations, or special lighting will be used. • Yes No ❑
Vehicles will be parked on unpaved areas. Yes 1 No ii<
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
Animals will be part of the event (petting zoo, pony rides, etc.), Yes 0 No Food will be cooked or prepared at the event (BBQ, chili- cook -off, etc.). Yes ❑ No
Food or beverages will be served or sold to the general pub1i , Yes No 0
Alcohol will be served ere ersofdhat the event. f'J p 4.1^- j - . Yes No ❑
Helicopter or hot air balloon be part of the event. Yes No
HOLD HARMLESS AGREEMENT
i certify that I have read this application and that all information contained in this application is true and correct. By filing this
application, I, 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.
rr-e e k Wj l.S'JeN � S -2.3 1L
Printed Name of Representative ignf pres ative D a
....
.. L(`•e U ta ` -/ t� km " 'P e -e ,c --t • / A, l 1 clot J it ell
t
Departmental Use Only
Deposit Payment Date:
Amount Received:
Staff Initial:
/ / Rental Payment Date: / l
Amount Received:
Staff Initial:
Check # Check #
M/O # M/O #
•
General Rules a: 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, its 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 $10.00
We understand that repairs for damages may be taken from the deposit and any 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 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 renter's security deposit.
A
Si nature o Representative Date
In order to ensure a full reimbursement of the security deposit, the renter must meet the following criteria:
❑ Clean & fold all used tables
❑ Return all tables & chairs to their original place
❑ All trash bagged, removed and placed in the designated dumpster
❑ Remove all decorations, tape or adhesives
❑ Remove all signs and /or advertisements put up by your organization
0 All items must be removed by the end of your contracted rental time
❑ Floors are swept and mopped (if necessary), and restored to the same condition at the start of the event
❑ Kitchen 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 1 will be billed for loss which
exceeds my deposit.
1 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.
LA/1
ignature df Representative Date
9
0 0 0 0 0 0 0 0 0 0 0 m 0 4 o O o 0 0 0 o A O O o 0 0 0 0 m o o o■ o p o o o■ o 0 0 0 0 0 0 0 o O o 0 0 0 0 0 0 0 0 0 0 l o 0 0 0 0 0 0 0 o O o 0 0 0 0 0 0 0 o L o 0 0 0 0 0 0 0
Official Use Only
Special Event Permit Required Yes No
Department Approved:
0 o a o o D o 0 0 o D o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o Y o 0 0■ D G O o o O P D o 0 0 0 0 0 o O Y 0 o O O O P N o O m o o O■ o■ o 0 0 m o 0 0 0 0 0 o Y o■ o 0 0 0 0 0 0 0 0 o A o
Security Deposit Refund Information:
Facility Inspected by:.
Estimated Attendance:
Rental Details:
Refund Authorized :, Date: Amount of Refund: $
Director's Approval