Loading...
HomeMy WebLinkAbout05-07-13 Presentation/Action Request from Rotary Club to Waive Fees for Use of Tom Ison CenterSrc Centex of G0 d Gi g AGENDA ITEM COVER SHEET Meeting Date: May 7, 2013 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 the Tom Ison Seniors and Veterans Center for a Texas Hold'em fundraising event on May 10, 2013. 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 Tom [son Seniors & Veterans Center for a fundraising event to take place on Friday, May 10, 2013. The Rotary Club of Ocoee has requested to have the rental fees associated with the use of the Tom Ison Seniors & Veterans Center be waived for this event. 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) hours totaling $560.00. • 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 Tom Ison Seniors & Veterans Center for the Rotary Club of Ocoee to conduct a fundraising event on May 10, 2013? Recommendations Staff is seeking the City Commission's direction on this item. Attachments: Facility Use Permit Application Financial Impact: Waiver of revenue totaling $560.00. Type of Item: (please mark with an 'k') Public Hearing Ordinance First Reading Ordinance Second Reading Resolution Commission Approval X Discussion & Direction For Clerk's Dept Use: Consent Agenda Public Hearing Regular Agenda Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by Q N/A N/A N/A 2 w Cr Cr it" nruo) APPLICANT N;tarc: Street Address: City /Slate ,� i�c >�cl •rti�� Cod} Zip Phone: _ ....�_ _ _ _ Cell: -- .._..� Fox: E-mail Address: T�1AnrsoFLvFNT� / t°�/V DntelsofBvent.' Parl: Requested: Povllion Requested: Facility C:¢ebo Requested: - -- -- Field Requested; ]� - --- -- klou s of Event: From' qo Set up Time of Event: Break down Time: – Purpose of Cvent: Pstimnted Attendance;_ J — ORGANIZATION NA�a _ - -._ -- /•- 711 ell S,'cet Address; �v City/state —Zip ` Phone,: Ce]I: B -mail Address: C�/i/ CA 4 e{ i Contact. Street Ae Phone: E -mail A TYPE 'OIL' EVENT: ❑ Picnic /Party ❑ Exhibit/Show . ❑ Wedding / Reception ❑ Carnival/ Fair/ Festival INFORR1'IATION ABOUT VOTjR EVPNT [I lbleetinB / Seminar Fundraiser ❑ Tournament / Competition ❑ Othcr: 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 110111 (7:00 am, to 11;00 pm,), Yes ❑ No � The event will require exclusive use of the park. Yes ❑ Yes 1�'° No ❑ The event will be open to the general public, Yes No ❑ Admission to the event will be charged. Temporary stage /s or structure /s will be used. Yes 1J e sale, tent sale, etc,). The event is a "sale" or display of products (rummage Yes 1 No /� (Continued on back) C'iiy qj Ocoee, Florida Park and Facility Use Permit Ocoee Parl<s I f \ccreation Dep i - Imen't 1820 A, D. Mims Rd., Ocoee, FL 34761 407 -905 -3180 If h +ORitl� #TIf1i 1 Al3illl'I' �'4�I1? G�'l;i'dT- Cnntinucd Please mark `yes" or "no" for each statement, (if "yes" is checked you may be required to obtain a special event permit thIough the Building Division.) Event will be adver(ized. (Newspaper, Pos(et's, Radio, TV, Etc.) Yes No ❑ Sound amplification will be used, Yes El Ngx,, Live performance (musical, theatre, circus group) will be part of file event. Yes ❑ Novi Tents, canoples, or EZ -Ups will be used, Yes ❑ No,lii� Pyrotechnics (fireworks) will be used. Yes ❑ Nom Propane gas (e.g. BBQ's) will be used for cooking(heating, Yes C7 No Compressed gas cylinders (helium) will be used, Yes ❑ No Open flames (e,g, candles, sterno cans, fire pits, grills) will be used, Yes ❑ No Bonfire or ceremonial type fire to be used. Yes ❑ No Electric power or generators will be required, Yes 11 ❑ No No Additional tables, chairs, trash containers will be used, Yes Signs, banners, decorations, or special lighting will be used. Yesx ❑ No 111 No Vehicles will be parked on unpaved areas. Yes Activity booths will be set up (bounce house, dunk links, rock climbing, etc.), Yes rl NoK A circus, carnival, or amusement rides are part of the evenf, Yes ❑ NoPe Animals will be part of the event (petting zoo, pony rides, etc.), Yes ❑ No:K Food will be cooked or prepared at the event (BBQ, chili -cook -off, etc.), Yes ❑ NoX� K Food or beverages will be served or sold to the general public, Yes ❑ No Alcohol will be served and /or sold at (lie event. Yes; No ❑ helicopter or hot air balloon be part of the event, Yes ❑ No HOLD i[JARML zSS A(sldhFKEDIT i certify that I have read this application and that all Information contained in jh]s application is true and correct. By tiling this application, T, and the organization on whose behalf I make this application, contract and aarea that we w]]I jointly and severally indemnify and hold the City of Ocoee, its officials, officers, and employees harmless against liability, including com't 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 a"sfrtg out of or resulting Gom the issuance of the permit or the conduct oft activity or any of its )articipauts. -eq ___ Printed Nance of Representative Signature of Represcutative Date Depar'rmental Use Only Deposit Payment Date: �/ ! � � Rental Payment Date: Amount Received: $ Amount Received: h Staff Initial' 0 ,44 _ Staff Initial: Check # Check ft M/O ,Y M/O 4 __ (,aetleral Rules 8: Regula'tlol s •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 dawn, 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, officials and contractors, harmless from agents, and against any and all claims, actions, causes of action, loss damage, injury, liability cost at expense, including wi limital ►on, 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. prior Renter and the chaperones shall beat' the legal responsibility of the minors attending the event. At least two day s I p 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 appl been breach be b re voke d, app licant t and all fe for c d se by th City of Ocoee b e forfeited by the applicant if this application Y 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. eny other equipment from the facility 6. The facility hours are from 8 :00 2,1 until 12:00 a.m. All functions and clean - up must be c omplete within our 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 WP understand that repai a n rs for d may be taken from the deposit d anV Eidditional amounts will be invoiced to LJS bV the City. MV Organ►ationlGr zoup agrees to com Pl with the conditions s et forth in the General Rule te_ s and Regulations Policy. A co py ofsaid-PolloV has been g ive n to me, and I have revie it , These guidelines Will serve to highlight the responsibllltles 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 blean the center Renter with the The renter bears the responsibility of leaving the center in the same condition as It was found and complying d oil the criteria noted on the e ont of thi Failure to enter is with the and regulations on fomthesusetafethe cente may lead to recreation facility us the forfeiture of part or all of the renter's security deposit, - !u��� � Dale Sign ure of Representative In order to ensure a full reimbursement of the security deposit, the renter must meet the following criteria: , [Y'Clean & fold all used tables L all tables & chairs to their original place L_ All trash bagged, removed and placed In the designated dumpster 04 Remove all decorations, tape or adhesives Remove all signs and /or advertisements put up by your organization 14AII Items must be removed by the end of your contracted rental time Floors are swept aid 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 I will be billed for loss whlch 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 forfelture of my deposif. 4 Signature of Representative Date ngeggoq qqp ❑ppggpqqpqtlp..p. q q q. q ppgUtlp pq q p q ❑q q q.. p p g q q q U. 0 0 O n pn a A p p. q p p. q p p. p p ppppC ❑ppq Official Use Only Special Event Permit Required Yes No Department Approved: l/ — p ppC pppp ❑❑ ADO❑ pp❑ qp❑ gtlppCpgpqqqpp❑❑ ppp ❑pggppp ❑ ❑pgpgq ❑ggqqqqq...... gppgpq ❑pggppqp ❑q........ Security Deposit Refund Information: Facility Inspected by: Estimated Attendance: Rental Details: Refund Authorized: Gate: Amount of Refund: Director's Approve!