HomeMy WebLinkAbout05-07-13 Presentiation/Action Request for Waiver of Fees for Access Life EventCeti ter of Good Ling
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 Doug Goddard with Access Life to have the fe6s aived for us L—Bill
Breeze Park and Lakefront Park for an event on November 15 and 16, 2013.
Background Summary:
The City of Ocoee, Parks and Recreation Department, has received a request from Doug Goddard representing
the Access Life organization, which is a community outreach program for people with disabilities, to host an
event on November 15 and 16, 2013 in Bill Breeze and Lakefront Parks. Mr. Goddard has requested to have
the rental fees associated with the use of Bill Breeze Park and Lakefront Park be waived for this event. The
event in previous years has included boat rides, kayaking, bank fishing, archery, arts and crafts.
Staff has prepared a list of the fees associated with this request, which are typically paid four (4) weeks prior to
the occurrence of the event; these fees include:
• Rental of Bill Breeze Park, for the exclusive use of the park - $400 per day
• Rental of Lakefront Park, for the exclusive use of the park - $200 per day
• Security Deposit Fee of $250.00, which is refundable.
The total fees associated with this event would be $1,200 for the exclusive use of the two parks and the $250
security deposit.
In the past, the City Commission has waived the fees for the Access Life event.
Issue:
Should the Honorable Mayor and City Commission approve waiving the fees associated with the exclusive use
of Bill Breeze Park and Lakefront Park on November 15 and 16, 2013 for the Access Life event?
Recommendations
Staff is seeking the City Commission's direction on this item.
Attachments:
Facility Use Permit Application
Financial Impact:
Waiver of revenue totaling $1,200.
Type of Item: (please mark with an 'Y)
Public Hearing For Clerk's Dept Use:
Ordinance First Reading Consent Agenda
Ordinance Second Reading
Resolution
Commission Approval
X Discussion & Direction
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
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City Of Ocoee Florida G 1,11,
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Park and Paciliiy Me Permit
Owee Parks & Recreation Department „+
9820 A.D. Mime, lid., Ocoee, Fl- 34769
407- 905 -3980
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Phone: Cell:
F. -mail Address:
TYPE OP MENT:
Q Picnic / Party O Wedhig / Recepfion ❑ Meet] rg / somInnr
fJ 'I'aurnament! Conlpatitiotl
❑ Exhibit /Show 13 CurnMll /Fair /Fesllval ❑ Fundralser
Other:
MORMATION ABOUT YOUR EVENT
Please mark "yes" or ono" for Inch Ontetucnt, (1f y&' is checketl you tiny ba requb'erl to obtain a special evput permitlhrough the Build -
Ing Divislon,)
The event wilt extend beyond normal park hours (7:00 am, to 11.00 p it ).
Yes ❑ No l�l
The event will eequird cxolusivc use ofdhe perk,
Yes W No 0
The event will be open to the general public,
Yes a No ❑
Admission to the event +vlll be charged.
Yes 9 No fx
Tenlpornry stage /s or structure /s will ba rased. L'fG410
Yes lz No 0
The event is a "sale" or display of pl•odims (runimagesilo, tent solo, etc.),
Yes ❑ No pf
(Continued nu baclo
!I 44 NIA
INFORMATION ABOUT YOUR UVENT. Coutlnited
Please Inmk "yes" or "uo" for each statement, ( If "yes" is eheckedyou may bo required to obtain a special event permil through the
Building Olvislon.)
Evept will be ndvertizetl,.(Newspaper, Posters, Rodio, TV, Eto.)
Yes t9 .
No C1
Sound mnplifieadrin will be used,
Yes 0
No 9
Live porfonnnnce (ipusical, IheRire, elmus group) will be part of the oven(,
Yes p
No JK
Tents, cnaoples, or EZ -tips will bo used.
Yes 0
No Q
Pyrotechnics (fireworks) evil) be tised,
yes 11
No 1A
Propane gas (e.g, E13Q's) will be used for cookingAteating.
Yes 19-
No
Compressed gas cylinders (helium) will be used,
Yes Vk
No Q
Open flames (e,g. candles, Ntemp calls, faro pits, grills) ivill be used.
Yes D
Nolio
Aoufire or cerctnorlial type fire to be user!,
Yes 0
No 9
Elechiopowerorgenerators will heroquh'ed•
Yes h
No D
Additional tables, chairs, trash eoutainers will bo used,
YesA
Non
Sigils, banners, decorations, or special lighting twill be used.
Yes 0
No D
Vehicles twill be pnriccd on tmpaved nreas.
Yes a
No Q
Activity booths will bo set up (beWice house, dunk Imilo, rock climbing, etc,).
YesR
No 0
A circus, vi ntivni, or anrttsement rides are part of tho event,
Yes D
NodSl
Animals will be part of the event (petting zoo, pony rides, etc,).
Ycs M
No 0
hoed be cooked or propared at the event (BBO, chili - cook -off, etc,),
YesS .
No Q
Food or beverages will be servod or sold to the general public,
Yes M
No 0
Alcohol will be served and /or sold a1 the event.
Yes Q
Nov
l lelieoptcr or hot nir balloon be pm9 of lire event.
Yes Q
MOM
HOLD IW21Y LESS AGRT:l MTENT
i certify dial I hove rent) this appliention and flint all htformatinn contained In this npplicafion is true find correct, By Ming this
nppf icallon, I, and file on twhosc beholf I nuke this applicntiou, contract and agree that wo wIll Jointly and severally
indemnify and )told flit City of Ococe, its officials, officers, and employees harmless agnitist liability, including court costs and
attorney's fees for hial and en appeal, for eny and nil vlainis for doningc to properly or bgmy to, or dooth of persons nosing out
of or resulthrg 6•om the issuance of tho permit or (lie com act Ire aotivily or nny of ifs participants.
Printed NnmoofRepres oitivo ignatrircof` eprescrtttitive Date
Departmental Uso Only
Deposit Payrnont Date: ! / _ Rental Payntenf Date: / !
Amount Received: $
Staff Initial:
Check i1
M/0 V
Amount Received: $
Staff initial:
Check:
M/0 f/
General Rules 8 flegula•tions
1. Applicant wilf pay a separate security deposit of $256.00 for each event if requlrcd. 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,o., paper
Items, cans, botiies, all decorations arid floors damp mopped, chairs and fables wlpad 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 daniage, Injury, liability cast or expense, including
without Ilinitation, attorneys fees arising from the applicant's use of the WIRY
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 tine facility use application. There shall be one adult
chaperone for each 16 minors. Chaperones shall remain on the premises until all minors have left the property.
Rentor and the chaperones shall bear fhe legal responsibility of the minors attending the event, At least two days prior
to the use of Ilia facilities, applicant shall provide tine 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
oppiication shall be revoked. Any and ail fees paid by the applicant shall be forfelted by tine applicant if this application
has been breached by aptiicant or revoked for cause by the City of Ocoee,
A. Control of the lights, thermostats, and other equipment will be administered by an onnpioyea of the City of Ocoee.
5. At no erne will appiicant remove chaps, 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 avid clean up m be complete within your ,scheduled rental time.
7. All applicants holding any outside activities mast inquire at the building department as to whether a
'Special Event Penult' and /or'Tent Penult' Is reitulred.
8, No Alcoholic Beverages are allowed on City Property.
9, .Cancellation Fee for raclilly Rental $25.00.
10. Cancellation Fee for Gazebo, Park Pavilion, Pool Party Pavilion and Field Rental $10.00
These guidelines will serve to highlight the responsibilities on the part of both the city of Ocoee Parks L$ 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 tine premises For the duration of the event. The staff member will provide the. renter with
gtddance 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 foam. The renter Is responsible for vacating the promises by the time Indicated on the
recreation facility use application, (=allure 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.
g 1 re of Representative Date
In order to ensure a full reimbursement of the seco ily deposit, the renter must meet the following crlterla;
O'Clean & fold all used tables
Return all tables & chairs to their original place
'Ail trash bagged, romoved and placed In the designated dumpster
Remove all decorations, tape or adhesives
Remove all signs and /or advertisements put up by your organization
l Jc All Items must be removed by the end of your confmcled rental time
0 Floors are swept and moppod (if necessary), and restored to the same condition at tho start of the event
1' Kitchen area clean R< clearest of any food or debris
The undersigned has read and will observe rules stated above. I understand Ihat any loss of damage to the center, or
excessive cleaning as a result Uf this runctlon will bo deducted from my deposit, and that 1 will be billed for loss which
exceeds my deposit.
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.
i ri r of Represent Ive bate
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Official Use Only
Special Event Permit Required Yes No_
Department Approved:
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Security Deposit Refund information:
Facility Inspeoted by;
Estimated Attendance;
Rental Detalls:._
Refund Authorized; Date; Amount of Refund;
Dlrocfai'e Approval