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HomeMy WebLinkAboutItem #07 Approval to Modify the Pricing Structure Used for Renting City-Owned Facilities Ocoee florida AGENDA ITEM COVER SHEET Meeting Date: April 5, 2016 Item # 7 Reviewed By: Contact Name: Mark Johnson Department Director: � . Contact Number: 407-554-7139 City Manager: /j / - Subject: Authorization to modify the pricing structure used for renting ci •wne• facilities. Background Summary: The new Community Center, which forms the central element of the Ocoee Lakeshore Center, was opened for use on February 6, 2014. As a new facility, aggressive pricing was adopted by the City Commission as a mechanism to increase market penetration. The then-stated intent of the City Commission was to revisit facility rental pricing after a period of experience had been achieved. Sufficient experience to do so is now available. Based on a 20-year life and an initial cost of$2.25 million, the annual capital cost recovery need is $112,500. We now have two full years of operational experience that demonstrate adjustments are needed in the pricing and packaging of the facility for events. In its second year of operation, calendar year 2015, the Community Center's utilization rate was about 28% for a total of 134 rental events. Of these, 108 (81%) were weddings, 10 were parties, 8 were bridal showers, and 8 were business meetings. Expenses directly related to these events were $207,000. The primary expense items were capital recovery ($112,500), labor ($74,000), and utilities ($20,500). With total rental income of about $183,000, there was a net loss of about $25,000. This loss does not include additional expenses related to conducting over 400 tours of the facility, marketing programs, technical support, repairs, and other overhead items, so the actual loss was greater. A detailed analysis of operations found that it took 43 hours of staff time to prepare for, conduct, and cleanup after each 8-hour wedding-related event, with 16 hours spent on tours, walk- throughs, contracts, event reviews, and other administrative tasks. With an average rental income of $1,450 per wedding, the variable (operating) cost of about $1,060 was covered, but the gross income left little revenue to recover the allocated facility capital cost of $1,345. Under the current rental fee structure, only business meetings manage to reach a break-even point due to their need for fewer administrative staff hours. Program participants report confusion regarding the complex rental options, while staff experience shows that most users make a consistent set of choices. Adjustments are required in the facility rental pricing structure to allow capital cost recovery, and in the administrative overhead associated with contracts and event arrangements to lower labor 1 costs. One significant labor cost reduction strategy is already being implemented with deployment of the RecTrac Facility Management software, which began last week for in-house staff. Rather than simply move the existing written contracts and rules and regulations as-is to the new system, staff worked to revise these documents to a new form that streamlines the rental process while still providing clear guidance to renters and protection to the city. In addition, staff is proposing to revise the current cafeteria-style pricing structure, where each component of the rental is separately priced, to a set of packages with few options that match the way the facility has actually been used over the first two years of operation. In addition, the Parks & Recreation Department has converted part-time positions assigned to the Lakeshore Center to full-time positions—a change that is expected to reduce labor costs through the use of more experienced personnel while also increasing customer satisfaction. These key changes are just the first of a series of market-based adjustments that need to be made over the next several months as we get feedback from renters, caterers, and other involved parties. For example, we expect to need to make similar adjustments across all rental facilities throughout the city before we move RecTrac to an online service later this summer. Additional process improvements being contemplated are simplified insurance arrangements and stronger caterer relationships that better protect the city. Physical improvements are also needed and should be examined as part of the Downtown Redevelopment Plan, such as parking management in the grass overflow lot located across Oakland Avenue from the Community Center. Issue: The city needs to adjust its pricing of facility rentals to insure full cost recovery, simplify the number of options available, and increase customer satisfaction. Recommendations Subsection 124-7.3.A of the Code of Ordinances of the City of Ocoee says, "The City is authorized to establish fees and charges for reserved use of parks, recreation facilities and community facilities and to offset the cost to the public for additional services provided by the City in connection with such use." Staff recommends that the City Commission authorize the fees for the Lakeshore Center to be established so as to include full capital cost recovery and better match revenues to facility operating costs, while simplifying the rental arrangements needed as a strategy to reduce administrative costs and increase customer satisfaction. Applying these same principles to other rental facilities, minor adjustments related to labor cost changes and rental packaging to simplify the process of using other city-owned facilities produced smaller changes in the rental fee structure for these venues. Discounts for residents and full-time employees are included in the proposal. The proposed prices are comparable to or lower than similar Central Florida facilities, which also generally offer a fewer number of options. Traditionally, facility rental fees have been established by City Commission resolution, although the City Code does not require such a practice. Due to the evolving nature of the facility rental market and local demand, staff recommends that the City Manager be authorized to make periodic adjustments to the fee structure for facility rentals of all types in accordance with the above policy guidance. In addition, staff should be able to explore and implement additional revenue-generating and cost-saving mechanisms with City Manager approval. Attachment: • Proposed city facility rental pricing structure 2 Financial Impact: The proposed changes should increase the revenues generated by facility rentals while reducing administrative costs, resulting in a net increase in rental income without imposing a significant burden on people using these facilities. Type of Item: (please mark with an "x") Public Hearing For Clerk's Dept Use: Ordinance First Reading j( Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda X Commission Approval Discussion&Direction Reviewed by City Clerk's Office N/A Reviewed by City Attorney N/A Reviewed by Finance Dept. p�' N/A '� 3 Facility Rental Rates 2016 In accordance with Section 124-7.3.A of the Code of Ordinances of the City of Ocoee, the following fees are proposed to be effective April 15, 2016, and will apply to all rental contracts signed on or after that date. Community Center Social Event Weekday Block Rate: $2,500 8-Hour Block Rental between 8:00 am and 12:00 midnight on Monday through Thursday Social Event Weekend Block Rate: $2,900 8-Hour Block Rental between 8:00 am and 12:00 midnight on Friday, Saturday, Sunday, and All Holidays Social Event Block Rentals Include: Use of all event spaces, portable bars, audiovisual equipment, Bride/Groom Rooms in the Withers-Maguire House, tables & chairs, dance floor, and one Outdoor Ceremony Site (based on availability); one hour rehearsal time; and City Alcohol Serving Permit. Use of the Kitchen is included in block rentals but only by city-registered caterers. Rental of individual spaces is not available for social events. Additional hours beyond the 8-hour block are $400 each. Corporate Block Rates: Monday—Thursday $800 6-Hour Block Rental between 8:00 am and 2:00 pm Corporate Hourly Rental Rates: Monday—Thursday Each Hour between 8:00 am and 2:00 pm in accordance with the following schedule: Grand Banquet Room $200 Banquet Room —A $150 Banquet Room—B $100 Meeting Room $75 Corporate Block Rentals Include: Use of all event spaces, audiovisual equipment, tables, and chairs. Use of the Kitchen can be added to any Corporate rental for up to six (6) hours for$300. Social event block rates will apply to any Corporate event that needs to extend past 4:00 pm or occur on weekends or holidays. Additional hours beyond the 6-hour block are $200 each. Security Deposits: The specified Security Deposit must be paid in full to guarantee use of the event space. The Security Deposit serves as the fee to reserve a facility. The Security Deposit will be returned if no damage to the center has occurred. If use exceeds the rented time, a portion or all of the security deposit will be applied to the added time of use. Security Deposits are: Friday,Saturday,Sunday,and All Holidays $700 Monday—Thursday $400 Payment Due Dates: • Reserve the Date—Payment of the Security Deposit is required to reserve an event date. Courtesy holds on a single date may be established for up to five calendar days before the Security Deposit must be paid. Courtesy holds will be canceled if payment is not timely received. • First Rental Payment—Payment of 50% of the total rental fee is due no later than 180 days prior to the event date. • Second Rental Payment—Payment of the balance due (50%of the total rental fee) is due no later than 30 days prior to the event date. • Alternative Payment Schedules—Progress payments using a different payment schedule, such as to pay an equal portion each month prior to the event date, may be permitted through prior arrangement. In no case may less than the full rental fee be paid at least 30 days prior to the scheduled event. Security Deposits are not eligible for alternative payment schedules. Rental Fee Changes: Should the amount of the rental fee change at any point following payment of the Security Deposit due to such things as modification of the length of rental time, any additional payment needed to bring the account up to date in accordance with the revised total fee must be paid within 10 days of the date the fee change occurred. Date Changes: One date change will be permitted for each original rental provided it is at least 180 days prior to the event at the time the date change is requested. Any subsequent date change or any date change requested later than 180 days prior to the original rental date will incur a penalty of 20%of the total rental fee. No date change is permitted closer than 30 days to the original rental date. Any such requested change will be treated as a cancellation and the rules applying thereto will be followed. Cancellations: Any cancellation occurring more than 180 calendar days prior to the original event date will incur an administrative fee of$100, which will be deducted from the Security Deposit. Any cancellation occurring between 180 and 30 days will result in a loss of 50% of the total rental fee;the Security Deposit may be refunded. Any cancellation occurring 30 or fewer days prior to the original rental date will result in a loss of the entire rental fee;the Security Deposit may be refunded. Bill Breeze Park Park Block Rate: $1,500 All-day Block Rental between 8:00 am and Sunset on all days Park Block Rentals Include: Use of the open space, lakeside pavilions, and electrical power (subject to availability). If the event will use park space on both sides of Lakeshore Drive, a Special Event Permit will be required to close Lakeshore Drive to traffic;this permit must be separately secured by the renter in accordance with City Code; please contact the Ocoee Building Division at 407-905-3104 for more information. Access may be granted for setup on the prior day subject to availability and prior arrangement. Ocoee Gazebo Block Rate: $100 2-Hour Block Rental between 8:00 am and Sunset on all days Hourly Rate: $75 Each Hour Payment Due Dates, Date Changes, and Cancellations: The full amount of the rental is due within five days of the time the rental reservation request is made. If the reservation request is made less than 30 days prior to the rental period,the full payment must be made at the time the rental reservation is requested. Late payments will not be accepted and the reservation will be cancelled. One date change is permitted for each original rental, provided the request is received at least 30 days in advance of the original rental date. Any request to change the rental date less than 30 days prior to the original event will be treated as a cancellation and a new rental. Cancellation of a rental will result in the city retaining 50%of the rental fee. Withers-Maguire House Weekday Block Rate: $400 6-Hour Block Rental Between 8:00 am and 12:00 midnight on Monday through Thursday Weekend Block Rate: $600 6-Hour Block Rental Between 8:00 am and 12:00 midnight on Friday, Saturday, Sunday, and All Holidays Weekday Hourly Rate: $100 Each Hour Weekend Hourly Rate: $150 Each Additional Hour Hourly rentals are not available for weekend days; weekend block rentals may be extended. All Block and Hourly Rentals Include: Use of the lawn, porch, all event spaces on the first floor,the kitchen, the Bride's Room on the first floor, and the Groom's Room on the second floor. Access to the second floor museum is possible only with special arrangements. Rental of the Withers-Maguire House may be precluded on a given date as a result of events held at the Community Center. Security Deposit: A reservation for the Withers-Maguire House requires payment of a Security Deposit in the amount of$350. The Security Deposit serves as the fee to reserve the facility. The Security Deposit will be returned if no damage to the center has occurred. If use exceeds the rented time, a portion or all of the security deposit will be applied to the added time of use. Alcohol Serving Permit: A city alcohol serving permit must be purchased for any rental during which alcoholic beverages will be served. The cost of this permit is $125. The serving of alcohol during an event where the required permit has not been acquired will result in loss of the Security Deposit. Payment Due Dates: • Reserve the Date–Payment of the Security Deposit is required to reserve an event date. Courtesy holds on a single date may be established for up to five calendar days before the Security Deposit must be paid. Courtesy holds will be canceled if payment is not timely received. • First Rental Payment—Payment of 50%of the total rental fee is due no later than 180 days prior to the event date. • Second Rental Payment—Payment of the balance due (50%of the total rental fee) is due no later than 30 days prior to the event date. Rental Fee Changes: Should the amount of the rental fee change at any point following payment of the Security Deposit due to such things as modification of the length of rental time, any additional payment needed to bring the account up to date in accordance with the revised total fee must be paid within 10 days of the date the fee change occurred. Date Changes: One date change will be permitted for each original rental provided it is at least 180 days prior to the event at the time the date change is requested. Any subsequent date change or any date change requested later than 180 days prior to the original rental date will incur a penalty of 20%of the total rental fee. No date change is permitted closer than 30 days to the original rental date. Any such requested change will be treated as a cancellation and the rules applying thereto will be followed. Cancellations: Any cancellation occurring more than 180 calendar days prior to the original event date will incur an administrative fee of$100, which will be deducted from the Security Deposit. Any cancellation occurring between 180 and 30 days will result in a loss of 50%of the total rental fee;the Security Deposit may be refunded. Any cancellation occurring 30 or fewer days prior to the original rental date will result in a loss of the entire rental fee; the Security Deposit may be refunded. Jim Beech Recreation Center Weekend Block Rate: $875 8-Hour Block Rental between 8:00 am and 12:00 midnight on Friday, Saturday, Sunday, and All Holidays Hourly Rate: $125 Each Hour Minimum rental period of two hours except on weekends, when the minimum rental period is an 8-hour block All Rentals Include: Use of the full court gymnasium and locker rooms. No kitchen facilities are available. Weekend block rentals may be extended at the above-quoted hourly rate. Facility availability will be affected by city programs. Security Deposit: A reservation for the Jim Beech Center requires payment of a Security Deposit in the amount of$350. The Security Deposit serves as the fee to reserve the facility. The Security Deposit will be returned if no damage to the center has occurred. If use exceeds the rented time, a portion or all of the security deposit will be applied to the added time of use. Alcohol Serving Permit: A city alcohol serving permit must be purchased for any rental during which alcoholic beverages will be served. The cost of this permit is $125. The serving of alcohol during an event where the required permit has not been acquired will result in loss of the Security Deposit. Payment Due Dates, Date Changes, and Cancellations: The full amount of the rental is due within five days of the time the rental reservation request is made. If the reservation request is made less than 30 days prior to the rental period,the full payment must be made at the time the rental reservation is requested. Late payments will not be accepted and the reservation will be cancelled. One date change is permitted for each original rental, provided the request is received at least 30 days in advance of the original rental date. Any request to change the rental date less than 30 days prior to the original event will be treated as a cancellation and a new rental. Cancellation of a rental will result in the city retaining 50%of the rental fee. Vignetti Recreation Center Weekend Block Rate: $525 8-Hour Block Rental between 8:00 am and 12:00 midnight on Friday, Saturday, Sunday, and All Holidays Hourly Rate: $75 Each Hour Minimum rental period of two hours except on weekends, when the minimum rental period is an 8-hour block All Rentals Include: Use of the main room. No kitchen facilities are available. Weekend block rentals may be extended at the above-quoted hourly rate. Facility availability will be affected by city programs. Security Deposit: A reservation for the Vignetti Center requires payment of a Security Deposit in the amount of$350. The Security Deposit serves as the fee to reserve the facility. The Security Deposit will be returned if no damage to the center has occurred. If use exceeds the rented time, a portion or all of the security deposit will be applied to the added time of use. Alcohol Serving Permit: A city alcohol serving permit must be purchased for any rental during which alcoholic beverages will be served. The cost of this permit is $125. The serving of alcohol during an event where the required permit has not been acquired will result in loss of the Security Deposit. Payment Due Dates, Date Changes, and Cancellations: The full amount of the rental is due within five days of the time the rental reservation request is made. If the reservation request is made less than 30 days prior to the rental period,the full payment must be made at the time the rental reservation is requested. Late payments will not be accepted and the reservation will be cancelled. One date change is permitted for each original rental, provided the request is received at least 30 days in advance of the original rental date. Any request to change the rental date less than 30 days prior to the original event will be treated as a cancellation and a new rental. Cancellation of a rental will result in the city retaining 50%of the rental fee. Tom Ison Senior & Veterans Center Weekend Block Rate: $700 8-Hour Block Rental between 8:00 am and 12:00 midnight on Friday, Saturday, Sunday, and All Holidays Hourly Rate: • Full Building--$100 Each Hour • Larger Room--$65 Each Hour • Smaller Room--$35 Each Hour Minimum rental period of two hours except on weekends, when the minimum rental period is an 8-hour block All Block and Full Building Rentals Include: Use of the larger and smaller rooms. No kitchen facilities are available. Weekend block rentals may be extended at the above-quoted hourly rate. Facility availability will be affected by city programs. Security Deposit: A reservation for the Tom Ison Center requires payment of a Security Deposit in the amount of$350. The Security Deposit serves as the fee to reserve the facility. The Security Deposit will be returned if no damage to the center has occurred. If use exceeds the rented time, a portion or all of the security deposit will be applied to the added time of use. Alcohol Serving Permit: A city alcohol serving permit must be purchased for any rental during which alcoholic beverages will be served. The cost of this permit is $125. The serving of alcohol during an event where the required permit has not been acquired will result in loss of the Security Deposit. Payment Due Dates, Date Changes, and Cancellations: The full amount of the rental is due within five days of the time the rental reservation request is made. If the reservation request is made less than 30 days prior to the rental period,the full payment must be made at the time the rental reservation is requested. Late payments will not be accepted and the reservation will be cancelled. One date change is permitted for each original rental, provided the request is received at least 30 days in advance of the original rental date. Any request to change the rental date less than 30 days prior to the original event will be treated as a cancellation and a new rental. Cancellation of a rental will result in the city retaining 50% of the rental fee. Athletic Fields Hourly Rental Fee(7 Days): • Baseball, Softball, and Soccer Field: $40 Each Field • Football Field: $100 Rental between 8:00 am and 10:00 pm All Rentals Include: Use of a single field (or as many fields at a single facility as are rented for the event during a single time period). Field lighting is included (subject to availability). Baseball and softball fields include use of the dugout (subject to availability) and bases. Field lining may be provided for an additional fee; see below. Field Lining Fee: • Baseball, Softball, and Soccer Fields: $25 Each Field • Football Field: $100 Payment Due Dates, Date Changes, and Cancellations: The full amount of the rental is due within five days of the time the rental reservation request is made. If the reservation request is made less than 30 days prior to the rental period,the full payment must be made at the time the rental reservation is requested. Late payments will not be accepted and the reservation will be cancelled. One date change is permitted for each original rental, provided the request is received at least 30 days in advance of the original rental date. Any request to change the rental date less than 30 days prior to the original event will be treated as a cancellation and a new rental. Cancellation of a rental will result in the city retaining 50% of the rental fee. Pavilion Rentals All-day Pavilion Block Rate: $75 8:00 am to Sunset on all days Half-day Pavilion Block Rate: $50 8:00 am to 2:00 pm or 2:00 pm to Sunset on all days Pavilion Block Rentals Include: Pavilion, picnic table, grill, and electric power (subject to availability). Payment Due Dates, Date Changes, and Cancellations: The full amount of the pavilion rental fee is due within five days of the time the rental reservation is made. If a pavilion reservation request is made less than 30 days prior to the rental period, the full payment must be made at the time the rental reservation is requested. Late payments will not be accepted and the reservation will be cancelled. One date change is permitted for each original rental, provided the request is received at least 30 days in advance of the original rental date. Any request to change the rental date less than 30 days prior to the original event will be treated as a cancellation and a new rental. Cancellation of a park or pavilion block rate rental will result in the city retaining 50%of the rental fee. All Venues Holidays Include: New Year's Eve, New Year's Day, M.L. King,Jr. Day, Memorial Day, Independence Day, Veterans' Day, Labor Day, Thanksgiving Day,the Friday after Thanksgiving, Christmas Eve, and Christmas Day. Resident Discount:A 10 percent discount will apply to block and hourly rental rates for individuals who reside within the city limits, and for full-time city employees. There will be no discount applied to security deposits, field lining fees, alcohol service permits, or other non-facility costs. Facilities funded in part by State FRDAP grants do not have a higher base rate for non-residents, so no resident or employee discount is possible. Rate Changes: The Parks and Recreation Director or his/her designee is authorized the negotiate rates other than those listed above as deemed necessary and appropriate, and in the best interest of the city to secure the favorable use of the facilities, with the approval of the City Manager. For example, negotiated rates may be reasonable when a single event uses multiple facilities. Only the City Commission has the authority to waive all of the fees imposed for an event. Late Payments: Payments must be made by 5:00 pm on the due date. A payment will be considered to be late after that time. A 10%surcharge on the amount owed will be levied on any late payment up to 10 days after the due date. Any payment not made within the 10-day grace period will be treated as a cancellation and the rules applying thereto will be followed. For the final rental fee payment,the late payment grace period is five days. Any final rental fee payment not made within five days of the due date will be treated as a cancellation and the full amount paid to date, including the Security Deposit, will be retained. Damages: If the amount of repair or replacement, as required, exceeds the amount of the Security Deposit, the renter will be billed for the additional amount owed. Subsequent rentals by that party will not be permitted until the additional damage cost has been paid. Caterers: Access to facility kitchens in all venues may be limited to caterers registered with the city. To become registered, caterers must pay an annual fee of$25 and present all required licenses and insurance coverage. Liability Insurance: Many city rental agreements will require renters and caterers to provide general liability insurance coverage during events. All insurance certificates must list the City of Ocoee as an additional insured. Liquor liability insurance will also be required as a condition of receiving a city alcohol service permit. Rules and Regulations: The Parks and Recreation Director shall develop rules, regulations, and an access schedule to ensure that facility safe capacity limits are upheld and to ensure that all paying visitors have a reasonable opportunity to use the facilities. The Parks and Recreation Director shall also determine the hours of operation for the all rental facilities and the fee for reserved use. All rules, regulations, schedules, and fees are subject to review by the City Manager. UPDATED Agenda Item 7 Attachment Page 1 Facility Rental Rates 2016 In accordance with Section 124-7.3.A of the Code of Ordinances of the City of Ocoee, the following fees are proposed to be effective April 15, 2016, and will apply to all rental contracts signed on or after that date. Community Center Social Event Weekday Block Rate: $2,500 8-Hour Block Rental between 8:00 am and 12:00 midnight on Monday through Thursday Social Event Weekend Block Rate: $2,900 8-Hour Block Rental between 8:00 am and 12:00 midnight on Friday, Saturday, Sunday, and All Holidays Social Event Block Rentals Include: Use of all event spaces, portable bars, audiovisual equipment, Bride/Groom Rooms,tables &chairs, dance floor, and one Outdoor Ceremony Site (based on availability); one hour rehearsal time; and City Alcohol Serving Permit. Use of the Kitchen is included in block rentals but only by city-registered caterers. Rental of individual spaces is not available for social events. Additional hours beyond the 8-hour block are $400 each. Corporate Block Rates: Monday—Thursday $800 6-Hour Block Rental between 8:00 am and 2:00 pm Corporate Hourly Rental Rates: Monday—Thursday Each Hour between 8:00 am and 2:00 pm in accordance with the following schedule: Grand Banquet Room $200 Banquet Room —A $150 Banquet Room —B $100 Meeting Room $75 Corporate Block Rentals Include: Use of all event spaces, audiovisual equipment,tables, and chairs. Use of the Kitchen can be added to any Corporate rental for up to six (6) hours for$300. Social event block rates will apply to any Corporate event that needs to extend past 4:00 pm or occur on weekends or holidays. Additional hours beyond the 6-hour block are$200 each. Security Deposits: The specified Security Deposit must be paid in full to guarantee use of the event space. The Security Deposit serves as the fee to reserve a facility. The Security Deposit will be returned if no damage to the center has occurred. If use exceeds the rented time, a portion or all of the security deposit will be applied to the added time of use. Security Deposits are: Friday,Saturday,Sunday,and All Holidays $700 Monday—Thursday $400 Payment Due Dates: • Reserve the Date—Payment of the Security Deposit is required to reserve an event date. Courtesy holds on a single date may be established for up to seven calendar days before the Security Deposit must be paid. Courtesy holds will be canceled if payment is not timely received. UPDATED Agenda Item 7 Attachment Page 2 • First Rental Payment—Payment of 50%of the total rental fee is due no later than 180 days prior to the event date. • Second Rental Payment—Payment of the balance due (50%of the total rental fee) is due no later than 30 days prior to the event date. • Alternative Payment Schedules—Progress payments using a different payment schedule, such as to pay an equal portion each month prior to the event date, may be permitted through prior arrangement. In no case may less than the full rental fee be paid at least 30 days prior to the scheduled event. Security Deposits are not eligible for alternative payment schedules. Rental Fee Changes: Should the amount of the rental fee change at any point following payment of the Security Deposit due to such things as modification of the length of rental time, any additional payment needed to bring the account up to date in accordance with the revised total fee must be paid within 10 days of the date the fee change occurred. Date Changes: One date change will be permitted for each original rental provided it is at least 180 days prior to the event at the time the date change is requested. Any subsequent date change or any date change requested later than 180 days prior to the original rental date will incur a penalty of 20%of the total rental fee. No date change is permitted closer than 30 days to the original rental date. Any such requested change will be treated as a cancellation and the rules applying thereto will be followed. Cancellations: Any cancellation occurring more than 180 calendar days prior to the original event date will incur an administrative fee of$100, which will be deducted from the Security Deposit. Any cancellation occurring between 180 and 30 days will result in a loss of 50%of the total rental fee;the Security Deposit may be refunded. Any cancellation occurring 30 or fewer days prior to the original rental date will result in a loss of the entire rental fee;the Security Deposit may be refunded. Bill Breeze Park Park Block Rate: $1,500 All-day Block Rental between 8:00 am and Sunset on all days; use of this park is by special arrangement only Park Block Rentals Include: Use of the open space, lakeside pavilions, and electrical power (subject to availability). If the event will use park space on both sides of Lakeshore Drive, a Special Event Permit will be required to close Lakeshore Drive to traffic;this permit must be separately secured by the renter in accordance with City Code; please contact the Ocoee Building Division at 407-905-3104 for more information. Access may be granted for setup on the prior day subject to availability and prior arrangement. Ocoee Gazebo Hourly Rate: $75 Each Hour Payment Due Dates, Date Changes, and Cancellations: The full amount of the rental is due at the time the rental reservation request is made. One date change is permitted for each original rental, provided the request is received at least 30 days in advance of the original rental date. Any request to change the rental date less than 30 days prior to the original event will be treated as a cancellation and a new rental. Cancellation of a rental will result in the city retaining 50% of the rental fee. • UPDATED Agenda Item 7 Attachment Page 3 Withers-Maguire House Weekday Block Rate: $400 6-Hour Block Rental 9:00 am to 3:00 pm and 5:00 pm to 11:00 pm on Monday through Thursday Weekend Block Rate: $600 6-Hour Block Rental Between 8:00 am and 12:00 midnight on Friday, Saturday, Sunday, and All Holidays Weekday Hourly Rate: $100 Each Hour Weekend Hourly Rate: $150 Each Additional Hour Hourly rentals are not available for weekend days; weekend block rentals may only be extended at this rate. All Block and Hourly Rentals Include: Use of the lawn, porch, all event spaces on the first floor, and the kitchen. Access to the second floor museum is possible only with special arrangements. Rental of the Withers-Maguire House may be precluded on a given date as a result of events held at the Community Center. Bride and Groom Rooms in the House are part of the facilities available for Community Center events and are not included in rentals of the Withers-Maguire House. Security Deposit: A reservation for the Withers-Maguire House requires payment of a Security Deposit in the amount of$350. The Security Deposit serves as the fee to reserve the facility. The Security Deposit will be returned if no damage to the center has occurred. If use exceeds the rented time, a portion or all of the security deposit will be applied to the added time of use Alcohol Serving Permit: A city alcohol serving permit must be purchased for any rental during which alcoholic beverages will be served. The cost of this permit is$125. The serving of alcohol during an event where the required permit has not been acquired will result in loss of the Security Deposit. Payment Due Dates: • Reserve the Date–Payment of the Security Deposit is required to reserve an event date. Courtesy holds on a single date may be established for up to seven calendar days before the Security Deposit must be paid. Courtesy holds will be canceled if payment is not timely received. • First Rental Payment—Payment of 50%of the total rental fee is due no later than 180 days prior to the event date. • Second Rental Payment—Payment of the balance due (50%of the total rental fee) is due no later than 30 days prior to the event date. Rental Fee Changes: Should the amount of the rental fee change at any point following payment of the Security Deposit due to such things as modification of the length of rental time, any additional payment needed to bring the account up to date in accordance with the revised total fee must be paid within 10 days of the date the fee change occurred. Date Changes: One date change will be permitted for each original rental provided it is at least 180 days prior to the event at the time the date change is requested. Any subsequent date change or any date change requested later than 180 days prior to the original rental date will incur a penalty of 20%of the total rental • UPDATED Agenda Item 7 Attachment Page 4 fee. No date change is permitted closer than 30 days to the original rental date. Any such requested change will be treated as a cancellation and the rules applying thereto will be followed. Cancellations: Any cancellation occurring more than 180 calendar days prior to the original event date will incur an administrative fee of$100, which will be deducted from the Security Deposit. Any cancellation occurring between 180 and 30 days will result in a loss of 50%of the total rental fee;the Security Deposit may be refunded. Any cancellation occurring 30 or fewer days prior to the original rental date will result in a loss of the entire rental fee;the Security Deposit may be refunded. Jim Beech Recreation Center Weekend Block Rate: $875 8-Hour Block Rental between 8:00 am and 12:00 midnight on Friday, Saturday, Sunday, and All Holidays Hourly Rate: $125 Each Hour Minimum rental period of two hours except on weekends, when the minimum rental period is an 8-hour block All Rentals Include: Use of the full court gymnasium. No kitchen facilities are available. Weekend block rentals may be extended at the above-quoted hourly rate. Facility availability will be affected by city programs. Security Deposit: A reservation for the Jim Beech Center requires payment of a Security Deposit in the amount of$350. The Security Deposit serves as the fee to reserve the facility. The Security Deposit will be returned if no damage to the center has occurred. If use exceeds the rented time, a portion or all of the security deposit will be applied to the added time of use. Alcohol Serving Permit: A city alcohol serving permit must be purchased for any rental during which alcoholic beverages will be served. The cost of this permit is$125. The serving of alcohol during an event where the required permit has not been acquired will result in loss of the Security Deposit. Payment Due Dates: • Reserve the Date–Payment of the Security Deposit is required to reserve an event date. Courtesy holds on a single date may be established for up to seven calendar days before the Security Deposit must be paid. Courtesy holds will be canceled if payment is not timely received. • First Rental Payment—Payment of 50%of the total rental fee is due no later than 180 days prior to the event date. • Second Rental Payment—Payment of the balance due (50%of the total rental fee) is due no later than 30 days prior to the event date. Rental Fee Changes: Should the.amount of the rental fee change at any point following payment of the Security Deposit due to such things as modification of the length of rental time, any additional payment needed to bring the account up to date in accordance with the revised total fee must be paid within 10 days of the date the fee change occurred. Date Changes: One date change will be permitted for each original rental provided it is at least 180 days prior to the event at the time the date change is requested. Any subsequent date change or any date change • UPDATED Agenda Item 7 Attachment Page 5 requested later than 180 days prior to the original rental date will incur a penalty of 20%of the total rental fee. No date change is permitted closer than 30 days to the original rental date. Any such requested change will be treated as a cancellation and the rules applying thereto will be followed. Cancellations: Any cancellation occurring more than 180 calendar days prior to the original event date will incur an administrative fee of$100,which will be deducted from the Security Deposit. Any cancellation occurring between 180 and 30 days will result in a loss of 50% of the total rental fee;the Security Deposit may be refunded. Any cancellation occurring 30 or fewer days prior to the original rental date will result in a loss of the entire rental fee;the Security Deposit may be refunded. Vignetti Recreation Center Weekend Block Rate: $525 8-Hour Block Rental between 8:00 am and 12:00 midnight on Friday, Saturday, Sunday, and All Holidays Hourly Rate: $75 Each Hour Minimum rental period of two hours except on weekends, when the minimum rental period is an 8-hour block All Rentals Include: Use of the main room. No kitchen facilities are available. Weekend block rentals may be extended at the above-quoted hourly rate. Facility availability will be affected by city programs. Security Deposit: A reservation for the Vignetti Center requires payment of a Security Deposit in the amount of$350. The Security Deposit serves as the fee to reserve the facility. The Security Deposit will be returned if no damage to the center has occurred. If use exceeds the rented time, a portion or all of the security deposit will be applied to the added time of use Alcohol Serving Permit: A city alcohol serving permit must be purchased for any rental during which alcoholic beverages will be served. The cost of this permit is $125. The serving of alcohol during an event where the required permit has not been acquired will result in loss of the Security Deposit. Payment Due Dates: • Reserve the Date–Payment of the Security Deposit is required to reserve an event date. Courtesy holds on a single date may be established for up to seven calendar days before the Security Deposit must be paid. Courtesy holds will be canceled if payment is not timely received. • First Rental Payment—Payment of 50% of the total rental fee is due no later than 180 days prior to the event date. • Second Rental Payment—Payment of the balance due (50%of the total rental fee) is due no later than 30 days prior to the event date. Rental Fee Changes: Should the amount of the rental fee change at any point following payment of the Security Deposit due to such things as modification of the length of rental time, any additional payment needed to bring the account up to date in accordance with the revised total fee must be paid within 10 days of the date the fee change occurred. Date Changes: One date change will be permitted for each original rental provided it is at least 180 days prior to the event at the time the date change is requested. Any subsequent date change or any date change UPDATED Agenda Item 7 Attachment Page 6 requested later than 180 days prior to the original rental date will incur a penalty of 20%of the total rental fee. No date change is permitted closer than 30 days to the original rental date. Any such requested change will be treated as a cancellation and the rules applying thereto will be followed. Cancellations: Any cancellation occurring more than 180 calendar days prior to the original event date will incur an administrative fee of$100, which will be deducted from the Security Deposit. Any cancellation occurring between 180 and 30 days will result in a loss of 50%of the total rental fee;the Security Deposit may be refunded. Any cancellation occurring 30 or fewer days prior to the original rental date will result in a loss of the entire rental fee;the Security Deposit may be refunded. Tom Ison Senior & Veterans Center Weekend Block Rate: $700 8-Hour Block Rental between 8:00 am and 12:00 midnight on Friday, Saturday, Sunday, and All Holidays Hourly Rate: • Full Building--$100 Each Hour • Larger Room--$65 Each Hour • Smaller Room--$35 Each Hour Minimum rental period of two hours except on weekends, when the minimum rental period is an 8-hour block All Block and Full Building Rentals Include: Use of the larger and smaller rooms. No kitchen facilities are available. Weekend block rentals may be extended at the above-quoted hourly rate. Facility availability will be affected by city programs. Security Deposit: A reservation for the Tom Ison Center requires payment of a Security Deposit in the amount of$350. The Security Deposit serves as the fee to reserve the facility. The Security Deposit will be returned if no damage to the center has occurred. If use exceeds the rented time, a portion or all of the security deposit will be applied to the added time of use. Alcohol Serving Permit: A city alcohol serving permit must be purchased for any rental during which alcoholic beverages will be served. The cost of this permit is $125. The serving of alcohol during an event where the required permit has not been acquired will result in loss of the Security Deposit. Payment Due Dates: • Reserve the Date–Payment of the Security Deposit is required to reserve an event date. Courtesy holds on a single date may be established for up to seven calendar days before the Security Deposit must be paid. Courtesy holds will be canceled if payment is not timely received. • First Rental Payment—Payment of 50% of the total rental fee is due no later than 180 days prior to the event date. • Second Rental Payment—Payment of the balance due (50%of the total rental fee) is due no later than 30 days prior to the event date. Rental Fee Changes: Should the amount of the rental fee change at any point following payment of the Security Deposit due to such things as modification of the length of rental time, any additional payment UPDATED Agenda Item 7 Attachment Page 7 needed to bring the account up to date in accordance with the revised total fee must be paid within 10 days of the date the fee change occurred. Date Changes: One date change will be permitted for each original rental provided it is at least 180 days prior to the event at the time the date change is requested. Any subsequent date change or any date change requested later than 180 days prior to the original rental date will incur a penalty of 20%of the total rental fee. No date change is permitted closer than 30 days to the original rental date. Any such requested change will be treated as a cancellation and the rules applying thereto will be followed. Cancellations: Any cancellation occurring more than 180 calendar days prior to the original event date will incur an administrative fee of$100,which will be deducted from the Security Deposit. Any cancellation occurring between 180 and 30 days will result in a loss of 50%of the total rental fee;the Security Deposit may be refunded. Any cancellation occurring 30 or fewer days prior to the original rental date will result in a loss of the entire rental fee;the Security Deposit may be refunded. Athletic Fields Hourly Rental Fee (7 Days): • Baseball, Softball, and Soccer Field: $40 Each Field • Football Field: $100 Rental between 8:00 am and 10:00 pm All Rentals Include: Use of a single field (or as many fields at a single facility as are rented for the event during a single time period). Field lighting is included (subject to availability). Baseball and softball fields include use of the dugout (subject to availability) and bases. Field lining may be provided for an additional fee; see below. Field Lining Fee: • Baseball, Softball, and Soccer Fields: $25 Each Field • Football Field: $100 Payment Due Dates, Date Changes, and Cancellations: The full amount of the rental is due at the time the rental reservation request is made. One date change is permitted for each original rental, provided the request is received at least 30 days in advance of the original rental date. Any request to change the rental date less than 30 days prior to the original event will be treated as a cancellation and a new rental. Cancellation of a rental will result in the city retaining 50%of the rental fee. Pavilion Rentals All-day Pavilion Block Rate: $75 8:00 am to Sunset on all days Half-day Pavilion Block Rate: $50 8:00 am to 2:00 pm or 2:00 pm to Sunset on all days Pavilion Block Rentals Include: Pavilion, picnic table, grill, and electric power (subject to availability). UPDATED Agenda Item 7 Attachment Page 8 Payment Due Dates, Date Changes, and Cancellations: The full amount of the pavilion rental fee is due within five days of the time the rental reservation is made. One date change is permitted for each original rental, provided the request is received at least 30 days in advance of the original rental date. Any request to change the rental date less than 30 days prior to the original event will be treated as a cancellation and a new rental. Cancellation of a pavilion rental will result in the city retaining 50% of the rental fee. All Venues Holidays Include: New Year's Eve, New Year's Day, M.L. King,Jr. Day, Memorial Day, Independence Day, Veterans' Day, Labor Day,Thanksgiving Day,the Friday after Thanksgiving, Christmas Eve, and Christmas Day. Resident Discount:A 10 percent discount will apply to block and hourly rental rates for individuals who reside within the city limits, and for full-time city employees. There will be no discount applied to security deposits, field lining fees, alcohol service permits, or other non-facility costs. Rate Changes: The Parks and Recreation Director or his/her designee is authorized the negotiate rates other than those listed above as deemed necessary and appropriate, and in the best interest of the city to secure the favorable use of the facilities, with the approval of the City Manager. For example, negotiated rates may be reasonable when a single event uses multiple facilities. Only the City Commission has the authority to waive all of the fees imposed for an event. Late Payments: Payments must be made by 5:00 pm on the due date. A payment will be considered to be late after that time. A 10%surcharge on the amount owed will be levied on any late payment up to 10 days after the due date. Any payment not made within the 10-day grace period will be treated as a cancellation and the rules applying thereto will be followed. For the final rental fee payment, the late payment grace period is five days. Any final rental fee payment not made within five days of the due date will be treated as a g' cancellation and the full amount paid to date, including the Security Deposit, will be retained. Damages: If the amount of repair or replacement, as required, exceeds the amount of the Security Deposit, the renter will be billed for the additional amount owed. Subsequent rentals by that party will not be permitted until the additional damage cost has been paid. Caterers: Access to facility kitchens in all venues may be limited to caterers registered with the city. To become registered, caterers must pay an annual fee of$25 and present all required licenses and insurance coverage. Liability Insurance: Many city rental agreements will require renters and caterers to provide general liability insurance coverage during events. All insurance certificates must list the City of Ocoee as an additional insured. Liquor liability insurance will also be required as a condition of receiving a city alcohol service permit. Rules and Regulations: The Parks and Recreation Director shall develop rules, regulations, and an access schedule to ensure that facility safe capacity limits are upheld and to ensure that all paying visitors have a reasonable opportunity to use the facilities. The Parks and Recreation Director shall also determine the hours of operation for the all rental facilities and the fee for reserved use. All rules, regulations, schedules, and fees are subject to review by the City Manager.