Item #07 Request for Approval to Serve Alcoholic Beverages at a City Owned Facility During a Wedding Event on September 10, 2011 ire Center o f Good Li
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AGENDA ITEM COVER SHEET
Meeting Date: August 2, 2011
Item # 7
Reviewed By:
Contact Name: Jeffrey Hayes Department Director: U�
Contact Number: 407 - 905 -3180 City Manager: ' f i'1
Subject: Request for Approval to Serve Alcoholic Beverages at a City Owned Facility During a
Wedding Event on September 10, 2011.
Background Summary:
The Arsenault Family is using a City owned facility, the Community Center, to hold a wedding event on
September 10, 2011. The family is requesting permission to serve alcoholic beverages at this event. Past policy
excluded the use of alcohol in a city owned facility without specific approval of the city commission.
Issue:
Should the Mayor and commission grant approval for the serving of alcoholic beverages at the Ocoee
Community Center for the Arsenault Family Wedding event on September 10, 2011.
Recommendations
Staff recommends the Mayor and Commission consider approving the request of the Arsenault Family Wedding
event on September 10, 2011, with the following conditions:
1. Consumption of alcoholic beverages must remain in the building and not in the parking lot or other outside
areas.
Attachments:
Facility Use Permit
Financial Impact:
None.
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 Regular Agenda
Commission Approval
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
, Coate ofGo ` ' City of Ocoee, Florida center of Go �
Park and Facility Use Permit
.4; 4) Ocoee Parks & Recreation Department r
Florida 1820 A.D. Mims Rd., Ocoee, FL 34761 - s F,oaa. r -
407 - 905 -3180
APPLICANT NAM M ((4 2
(i � , n - s& iA ULT
Street Addrress.4 -! 1Q V a �. ,f erg r i -Y , I ([ �I � , I ✓6 City/State itch J £),4 Zip 3`�'7�OI
Phone: 4 1406 ' S 47 Cell: '�-( // ' 473- ' / 0 / r Q p Fax:
E -mail Address: A E / O _! t >47 /`�,�1 L, , n A- 1
NAME OF EVENT: ttlE .ID 1 !V C6
Date/s of Event: c5 EP IR ere--- (0 ( 4,2 D )
Park Requested: l ' t M � /j �-,, HAM GP Facility /Gazebo Requested: CO M U K.i t N I.J L�I� HA t2 P zef3()
Field Requested:
Hours of Event: From: am
m: - � To: 0 o p,Ig
Set up Time of Event: Break down Time:
Purpose of Event:
Estimated Attendance:
ORGANIZATION NAME:
•eet Address: City/State Zip
none: Cell: Fax:
E -mail Address:
Contact Name:
Street Address: City/State Zip
Phone: Cell: Fax:
E -mail Address:
TYPE OF EVENT:
❑ Picnic / Party XWedding / 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 hours (7:00 am. to 11:00 pm.). Yes ❑ Np'
The event will require exclusive use of the park. Yes ❑ No-er
The event will be open to the general public. Yes ❑ No-Er
Admission to the event will be charged. Yes ❑ No-
Temporary stage/s or structure/s will be used. Yes ❑ No.13
The event is a "sale" or display of products (rummage sale, tent sale, etc.). Yes ❑ N,o,❑
(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 ( I
Building Division.)
Event will be advertized. (Newspaper, Posters, Radio, TV, Etc.) Yes ❑ Nofa'
Sound amplification will be used. Y No ❑
Live performance (musical, theatre, circus group) will be part of the event. Yes ❑ N
Tents, canopies, or EZ -Ups will be used. Yes ❑ 1
Pyrotechnics (fireworks) will be used. Yes ❑ �
Propane gas (e.g. BBQ's) will be used for cooking/heating. Yes ❑ 1
Compressed gas cylinders (helium) will be used. Y ❑ N9,21
Open flames (e.g. candles, stern cans, fire pits, grills) will be used. Yes ❑ Noll
Bonfire or ceremonial type fire to be used. Yes ❑ ukaii
Electric power or generators will be required. Yes ❑ go
Additional tables, chairs, trash containers will be used. Yes ❑ Np -f'J"
Signs, banners, decorations, or special lighting will be used. Yesal No ❑
Vehicles will be parked on unpaved areas. Yes ❑ No.l'J'
Activity booths will be set up (bounce house, dunk tanks, rock climbing, etc.). Yes ❑ Nod]
A circus, carnival, or amusement rides are part of the event. Yes ❑ NgZI
Animals will be part of the event (petting zoo, pony rides, etc.). • Yes ❑ Nolte
Food will be cooked or prepared at the event (BBQ, chili- cook -oft etc.). Yes,Er No ❑
Food or beverages will be served or sold to the general public. Yes ❑ Net]
Alcohol will be served and/or sold at the event. Yes ❑ No)p
Helicopter or hot air balloon be part of the event. Yes ❑ N
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 : .y of its participants.
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Printed Name of Representative Sign : ture o Representative ' ate
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Departmental Use Only
( /
Deposit Payment Date: 1 / ' 1 / 1 if Rental Payment Date:
Amount Received: $ op Amount Received: $ : C
Staff Initial: Staff Initial:
Check # V Check #
M/O # M/O #
1
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 Ilst 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 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 said Policy has been given to me. and I have reviewed it.
These guidelines will serve to high) ght the responsibilities on the Dart 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.
( ,
1 Signature of presentative 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
❑ 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 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.
\ 41 A_L 11_111. Li)
ignature of Re re- entative Date
• l
Official Use Only
Special Event Permit Required Yes No
Department Approved: 1. ; , , ..01L
Security Deposit Refund Information:
Facility Inspected by:
Estimated Attendance:
Rental Details:
Refund Authorized: Date: Amount of Refund: $
Director's Approval