Loading...
9.h) Staff Report-Special Hall Rate for Unexpected Company c� , 2 � .� � � SCANDIA StaffRenort Date of Meeting: March 19, 2013 To: City Council From: Kristina Handt, City Administrator Re: Special hall Rate for Unexpected Company Agenda Item#: 9.h) Background: Some of you may have received a letter from Lynnette Welsch, Director, Unexpected Company, requesting a rate of$100 for their organization when renting the community center hall. She based this request off of the fact that the Duck Soup Players receive as stated in the rental agreement. A copy of her letter and the current rental agreement are included in your packet. The rental agreement was last updated in December 2008. Rates for private events were increased to cover the costs of contractual cleaning and equipment maintenance and be more in line with surrounding communities. The fee for the set up the prior day was added. There was no change in the rates for community or non-profit groups. The new rental policy was first adopted in March 2007. The policy provided better guidance on rates for various groups, responsibilities for cleaning and language regarding serving liquor. It was noted at that time that various rates had been approved by the Town Board but past practices didn't always require Board approval. For example, the Duck Soup Players have been charged a special rate but previous staff could not determine whether or not this was ever approved by the Board. However, it remained in the written policy. Issue: Should the Council approve a special rate for Unexpected Company to rent the community center hall? Proposal Details: As mentioned above, Lynnette Welsch is requesting the special $100 rate for Unexpected Company. Staff would recommend the policy be amended to remove the special rate for Duck Soup Players and retain the other rates for non-profit groups. This would leave the $150/$300 rates in place for w non-profit community groups. Staff has contacted a rep for the Duck Soup Players about their spring show and they have indicated there will not be one this year and possibly in the future. Staff feels this is a more fair way of charging goups, rather than singling out a couple to receive a reduced rate. Fiscal Impact: If a reduced rate of$100 is approved for Unexpected Company,revenues from hall rental would decrease by$150 (based upon assumption of three days per year). Last year there were approximately 6 small community groups that paid $150 to rent the community center hall. A reduction of$50 for each of them would have meant a decrease in hall rental of 300$? The 2013 budget estimated $8,400 in hall rental for the year. Options: 1) Approve special rate of$100 for Unexpected Company 2) Remove special rate for Duck Soup Players from rental policy 3) Lower the rate to $100 for all community groups when there are less than 150 guests. Recommendation: Option 2. . �� � J' � � . , � UnfXPfCTfD COM Pfl n Y A community based chorus March 8, 2013 Honorable Mayor and City Council Scandia, Minnesota Dear Mayor and Council Members, I am the Director for a community chorus called Unexpected Company. We are a chorus of over 40 members through Community Education in Lindstrom, Minnesota. Unexpected Company is a class of adult students from Scandia, Forest Lake, Lindstrom,Chisago City, and other communities. One of our largest sponsors is the Scandia/Marine Lions organization and because of the generosity of the Lions,we have begun to do performances in the Scandia Community Center twice a year. Currently, we pay$150 to rent the Community Center for each performance. In reviewing the Scandia Community Center Rental Policy, I noticed a special rate given to certain groups when renting the facility. One in particular is the Duck Soup Players who pay only$100 for each performance. I would like to ask for a special rate of$100 each performance for Unexpected Company to rent the facility. This would include the use of the facilities and the kitchen the same as the Duck Soup Players rate. Currently,we have the Community Center reserved for two upcoming performances—May 10`n and 11`h for a Dinner Theater. Dinner will be served at 6:00 p.m. by the Scandia Cafe,followed by the performance at 7:00 p.m. I am therefore requesting a rate of$100 per day for Unexpected Company to be included in the Scandia Community Center Rental Policy, adopted by the City Council, December 16,2008. Thank you for your consideration. Lynnette Welsch Director, Unexpected Company 651-433-2444 scandial@vahoo.com UNEXPECTED COMPANY is a mixed adult chorus which has delighted audiences with show tunes,pop music, classical,jazz and holiday concerts. Performances take place at the Chisago Lakes Performing Arts Center,along with other venues.The chorus is always looking for new voices.Some previous singing experience is helpful. Chisago Lakes Community Education Office 13289 St. Croix Avenue Lindstrom,MN 55045 City of Scandia Community Senior Center �� . Rental Policy ��� �` !�,� �, Adopted by the City Council � ,� �T�� December 16, 2008 1"�Iv The City of Scandia makes the facilities at the Scandia Community Senior Center available to a wide variety of organizations, community groups and residents. This policy shall govern the priority for and fees for use of the facility. Any variation from this policy shall require approval by the City Council. Priority for Use: Public meetings and functions of the City of Scandia and its various committees shall take priority over other uses of the facility. Community-wide events such as Taco Daze shall also take precedence over other uses. Rental/ Reservation Agreement: All users shall sign a rental/ reservation agreement. A "Liquor Addendum" shall also be signed if any alcoholic beverages will be served at the event. Waiver of Rental Fees: Rental fees will be waived for use of the facility for the following purposes and/or to the following groups at no charge: • Meetings conducted or sponsored by the city or other units of local government (such as Washington County, watershed districts, etc.) • Firemen's Ball • Taco Daze community festival • All Scandia Marine Lion's Club functions (in recognition of the in-kind services provided and the contribution of the kitchen and equipment to the facility) • Senior Citizen's Groups and Activities • 4H Club, Boy/Girl Scout regular meetings, pinewood derby & Eagle Scout ceremonies (not requiring kitchen use) • Meetings of homeowner/ resident associations, special interest clubs (car club, horse and carriage, pony club, etc.) and similar community groups (not requiring kitchen use or serving alcohol) Special Rates for Community Groups: Special rates are established for non-profit groups (such as churches, schools, scouts and other charitable and/or service organizations) serving Scandia, as follows: • Events for small groups (less than 150 guests): $150.00 • Events for large groups: $300.00 • Duck Soup Players: $100.00 per night 1 Special Rates for Funerals: The rental rate for funerals, including use of the hall and kitchen, shall be $100.00 for residents and $150.00 for non-residents. All Other Users: Unless a reduced or special rate has been established, all other users of the facility shall be charged a rental fee as follows: Room Rental: Resident Non-Resident Hall $200 $475 Hall, Set-Up Day Prior to Event $100 $150 Heritage Room $75 $100 Kitchen Use: $300 $300 Resident Rates: Resident rates are available to residents of the City of Scandia only. Residency will be verified at the time the rental agreement is signed. Reservations: Reservations may be made up to one year in advance. All rental fees are due when the facility is reserved. Rental fees are payable by cash or check to the City of Scandia. Cancellations: Rental fees are fully refundable if a written cancellation is received 60 days in advance of the event. Refunds will be issued if a written cancellation is received from 30 to 59 days prior to the event, if the facility is booked for another event for the time reserved. No refunds will be issued if the reservation is cancelled less than 30 days prior to the event Cleaning/ Damage Deposits: Users of the facility are responsible for cleaning up the facility and restoring the tables and chairs and any other equipment used to their original location and condition. Cleaning and damage deposits must be made in cash prior to picking up the key for the event. Cash deposits will be refunded in full upon return of the key, less any amount for cleaning required exceeding one hour, at the rate of$50.00 per hour, or for any damage to furnishings or equipment. Cash deposits required shall be as follows: • Community events and other non-profit groups: $100.00 • All others utilizing kitchen: $300.00 Waiver of Cleaning/ Damage Deposits: Cash deposits shall be waived for groups and events qualifying for waiver of rental fees. However, if the facility is not cleaned properly they will be charged for the necessary cleaning, and in the future will be charged a deposit. Kitchen Use: Small functions serving only coffee or light refreshments not requiring use of the major kitchen appliances (stove/ ovens/dishwasher) may utilize the kitchen for their events without an extra charge for kitchen use. All use of the kitchen facilities must be in accordance with the requirements of the licensing authority (Washington County.) 2 City Attendant: At any event where alcohol will be served, an attendant provided by the City must be on duty at all times. Users shall pay an additional $135 fee for this service. The attendant is authorized to ask anyone who is obviously intoxicated or behaving in a disorderly manner to leave the premises. The attendant will assist with maintenance or facility needs during the event, and provide direction and assist with clean-up after the event. 3