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87-7277R51 RESOLUTION NO. 7277 CITY FACILITIES USE POLICY BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF RICHFIELD, MINNESOTA, as follows: That effective February 9, 1987, the following shall constitute the official City policy relating to use of the Richfield Community Center, Park facilities, Ice Arena, City Council Chambers, Golf .Course Clubhouse and Nature Center Building: I. General Statement All organizations, except the City Council, official City commissions and the City staff, must complete an application and have it approved before using the Community Center, Park facilities, Ice Arena, Council Chambers, Golf Course Clubhouse or Nature Center Building. Applications must be .submitted as far in advance as possible of the date for which the reservation is requested. II. Waiver of Liability All organizations agree that all activities undertaken as a part of this rental/use agreement is at the organization's sole risk and that the City of Richfield shall not be liable for any claim, demands, injuries, damages, actions or causes of action whatsoever to the organization or mine or its property, due to the passive or active negligence of the City of Richfield, its servants, agents, or employees, arising out of or connected with the organization's participation in activities related to this rental/use and that on behalf of the organization. The organization shall forever discharge the City of Richfield, its servants, agents or employees from all such claims, demands, injuries, damages, actions or cause of action whatsoever, and that I have read and will adhere to all rules and regulations governing the facility. III. Hours of Availability The Community Center and Council Chambers are available seven (7) days a week from 8:30 A.M. until 11:00 P.M. with the exception of national holidays. Hours of availability of the Golf Course Clubhouse and Nature Center Building are more limited and should be confirmed with City staff responsible for those facilities. Special permission may be granted by the City Manager or his duly authorized representative, however, for requested variations from this designated schedule. Groups whose members are under 18 years of age may use the facilities until 9:45 P.M. and must leave the premises by 10:00 P.M. IV. Who May Use the City Facilities -z- The described city facilitiles are available to all local community organizations whiich have a membership consisting of at least one-fourth (1/4) of Lichfield residents. Groups who have their own facilities shall~be allowed to use the City facilities provided two (2) conditions) are met: 1. The organization's own )facilities cannot be used. 2. The time requested doesl~,not conflict with a request made by a group which does not have i'~,ts own facilities. Organizations not having atlleast one-fourth (1/4) of its membership living inside th'e City of Richfield, private profit- making agencies, and fund r',aising events may use the facilities but are not allowed to reserve rooms on a monthly basis. The City Council, official city commissions, the city staff or any governmental or quasi governmental organization whose meetings are sponsored by the City Council, an official city commission or the city staff shall have priority on the use of the Council Chambers. Although efforts will be made to avoid potential conflicts, it may', be necessary on occasion to advise groups that have reserved the Council Chambers for a certain time and date that it will be necessary for them to relocate their meeting because of the needlto use the Council Chambers for purposes connected with municipal government. V. Rules and Regulations 1. The Community Center kitchen has Seen equipped with a stove, refrigerator, coffee maker, !,china, flatware and other items used in the preparation of food. Only these items may be used unless permission to use special equipment is obtained. No kitchen facilities are available at the Council Chambers, Golf Course Clubhouse or Nature Center. Groups using those facilities may provide their own coffee and light refreshments; however, no meals are allowed in the Council Chambers. 2. Beer or intoxicating beverages are forbidden in any City building, in the parking lot and surrounding park areas. 3. The custodian shall have complete supervisory control over the operation ~of the facilities. No equipment may be operated without his permission. 4. Users of the Community Center shall be responsible for cleaning the kitchen. Soapand cleaning materials will be provided by the City. Users, of any City facility shall be responsible for basic cleanup and pickup. 5. No banners, streamers or signs may be attached~to the walls of rooms or halls without pe',rmission of the City Manager or his duly authorized representati',ve. Any such attachments which are permitted must be removed by the group using the facility. -3- 6. Youth groups-shall be chaperoned on a ratio of one adult for each fifteen (15) or fewer youth under the age of 18. The number of youth attending and the names of the chaperones shall be submitted with the applications. If the general public is invited, the City Manager or his duly authorized representative and the signer of the application shall determine the number of chaperones needed. 7. -The City assumes no liability for loss, damage, injury or illness incurred by the users of the facilities. 8. The signer of the application shall be held personally responsible for any breakage, damage or loss of equipment. The signer of the application shall also indicate that he has read and understands the rules.. 9. Smoking shall be restricted to designated areas. 10. All damage must be reported to the City Manager or his duly authorized representative within twenty-four (24) hours. 11. Hours of use designated on the application must be adhered to. The facility shall be opened for the applicant at the time first indicated on the a lication. The facilit shall be closed and locked at the time last indicated on the appl cation. 12. Failure to meet these policies and rules will be cause for forfeiture of future privileges. 13. Groups cancelling out twice in a season will be given low priority in reserving future dates unless the City is notified seven (7) days prior to cancellation. 14. None of the City facilities may be reserved on a continuing basis for any or all of the weekdays Monday through Friday with the exception of local senior citizen or handicapped groups approved by the City Manager or his duly authorized representative. The general purpose room, conference room and kitchen located on the upper level of the Community Center may be reserved~by other groups between the hours of 9:00 A.M. to 4:00 P.M. or any portion thereof with the approval of the City Manager or his duly authorized representative. These groups will be subject to the fee schedule as stated in the regulations. Food service not readily accommodated by the kitchen on the upper level is not permitted; however, such food service may be provided on a reservation basis on the lower level. 15.~ Organizations or groups wishing to cancel a reservation and failing to do so shall be fined a fee which shall be charged based on the hourly rate equal to time actually worked by the City staff. 16. All areas of the CityjHall except the Council Chambers, entry corridor and restroo s are restricted from any use by the organization using the Cou~cil Chambers. VI. Procedure for Apolvin 1. Applications with a cover letter explaining the rules and regulations of the Communif,y Center will be sent to all previous season users on or about July 1 of each year. Previous year users will be given until August 1 to reserve meeting times, and then reservations will be ~',ade on a first come first served basis. Reservations for an',y other facility will be made on a first come first served basks. 2. Reservations will not bite official until the application is signed by the City Manager ~,or his duly authorized representative and the original form returlned to the applicant. Room reservations will not be ac'~cepted over the telephone. Applications should be submitted as early as passible and at least one week prior to the',meeting date. 3. Upon approval of an app',lication for use of the Community Center, room designation sh',all be made for the meeting or activity. The approved application shall bear such designation and only the room(s) design',ated may be used by the organization or group. However, circumstances may require reassignment of room designation at the time of the meeting activity. 4. Applicants not having at least one-fourth (1/4) of their membership living, inside of~Richfield city limits will not be allowed to reserve the facility on a monthly basis. 5. Group reservations for regularly scheduled meetings may be made after July 1 for a twelve (12) month period. VII. Fee Schedule The fee schedule shall encompass two areas: room rental and food service. 1. ROOM RENTAL The fee encompasses the following classifications of groups: Nonprofit Groups a) Groups will be charged an hourly rate of $4.00/hour. b) Food service charges will be additional. Youth Groups (Parents of youth groups, ex. coaches, auxiliaries, charged full price) -5- a) Youth groups will charged one-half (1/2) of the regular. room rate. b) Food service charges will be additional. Profit Making Organizations/Private Parties (These uses are not permitted in the Council Chambers. These are the rates that apply to the Golf Course and Nature Center) a) ~ Groups will be charged $20.00/hour. b) Food service charges will be additional. Fund Raisers/Churches and Church Groups a) Groups will be charged $6.50/hour. b) Food service charges will be additional. ALL CHARGES ARE BASED ON A PER ROOM BASIS. * GROUPS OVER 75 WILL BE CHARGED ONE ADDITIONAL HOUR FOR CLEANUP. 2. FOOD SERVICE In addition to room rental rates, the following rates shall be charged to food service which would be provided by tl~e club or organization. Snack and/or beve-rage For Community Center only: Lunch, dinner, potluck, etc., prepared outside the Community center (may use Center coffee pot only). Lunch, dinner, potluck, etc., prepared at or outside the Community Center (using full kitchen facilities). Breakfast, dinner, suppers, etc., sponsored by a community organization to which the general public is invited. $2.50 $5.00 $10.00 $25.00 Passed by the City council of the Cii~f Richfield, Minnesota this 9th da of Febr r ~ ATTEST: ernn hami~]~t~5n Thomas P. Ferber City Clerk `/ ayor