82-6599R.SU
RESOLUTION N0. 6599
CITY FACILITIES USE POLICY
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF RICHFIELD, MINNESOTA,
as follows:
That effective July_1, 1982 _~, the following shall constitute
the official City policy relating to use of the Richfield Community Center, 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, Council Chambers, Golf Course Clubhouse or Nature
Center Building. Applications must be submitted as far in advance as possible
of Che date for which the reservation is requested.
II. Hours of Availability
The Community Center and Counci 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 Gity 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.
III. Who MaywUse the Cif Facilities
The described city facilities are available to all local eom,nunity organizations
which have a membership consisting of at least one-fourth (1/4) of Richfield
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 does not conflict with a request made by a
group which does not have its own facilities.
Organizations not having at least one-fourth (Z/4) of its membership living
inside the City of Richfield, private profit-making agencies, and fund
raising 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 need to use
the Council Chambers for purposes connected with municipal government.
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IV. Rules and Regulations
1. The Community Center kit
coffee maker, china, fla
food. Only these items
equipment is obtained.
Chambers, Golf Course CL
facilities may provide t
no meals are allowed in
2. Beer or intoxicating b
the parking lot and su
hen has been equipped with a stove, refrigerator ,_
ware and other items used in the preparation of
ay be used unless permission to use special
o kitchen facilities are available at the Counci
bhouse or Nature Center. Groups using those
eir own coffee and light refreshments; however,
he Council Chambers.
ages are forbidden in any City building, in
riding park areas.
3. The custodian shall havecomplete 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. Soap and cleaning materials will be provided by the City.. Users
of any City facility shall be responsible for basic clean-up and pick-up.
5. No banners, streamers or' signs may be attached to the walls of rooms
or halls without permission of the City Manager or his duly authorized
representative. Any suc attachments which are permitted must be
removed by the group usi~;ng the facility.
6. Youth groups shall be ch~!laperoned on a ratio of one adult for each fifteen
(15} or fewer youth undelr 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 authorize<
representative and the signer of the application shall determine the
number of chaperones nee',ded.
7. The City assumes no liab~,ility for loss, damage, injury or illness
incurred by the users of~, the facilities.
8. The signer of the applic~~ation shall be held personally responsible for
any breakage, damage or',Ioss of equipment, The signer of the applica-t ion
shall also indicate that'he has read and understands the rules.
9. Smoking shall be restric',ted to designated areas.
10. .Ail damage must be reported to the City Manager or his duly authorized
.representative within twenty-font (24) hours.
11. Hours of use designated~i,on the application must be adhered to. The
facility shall be opened' for the applicant at the time first indicated
on the application. The facility shall be closed. and locked at the
time last indicated on t!he application.
12. I°ailure 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.
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14. None of the City facilities may be reserved on a continuing basis
for any or .all of the weekdays Monda~hrough Frday_with_the exception
of local senior citizen or handicapped~rou~approved by the City
Mana~er_or his duly,_authorized~re~resentative. 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 City Hall except the Council Chambers, entry corridor
and restrooms are restricted from any use by the organization using
the Council, Chambers.
V. Procedure for A~,plyin~
1. Applications with a cover letter explaining the rules and regulations
of the .Community 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 l to reserve meeting times, and then reservations will be made
on a first come first served basis. Reservations for any other facility
will be made on a first come first served basis.
2. Reservations wild not be official until the application is signed by
the City Manager or his duly authorized representative and the original
form returned to the application. Room reservations will not be
accepted over the telephone. Applications should be submitted as
early as possible and at least one week prior to the meeting date.
3. Upon approval of an application for use of the Community Center, room
designation shall be made for the meeting.or activity. The approved
application shall bear such designation and only the room(s) desig-
nated may be used by the organization or group. However, circumstances
may require reassignment of room designation. An information board
shall be available to classify room designation at the time of the
meeting activity.
4. Applicants not have 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.
VI. Fee Schedule
The fee schedule shall encompass two areas: room rental and food service.
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1.
2.
ROOM RENTAL
The fee encompasses the following classifications of groups;
Nonprofit Groups
a) Groups will be chargl~ed an hourly rate of $4.00./hour..
b) Food service chargeswill be additional.•
Youth Groups
a) Youth groups will be charged one~half (1/2) of the regular room
rate.
b) Food service
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 anld 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 CLEAN-UP.
FOOD SERVICE
In addition to room rental rates, the following-rates shall be charged
to food service which wduld be provided by the club or organization.
Snack and/or beverage ', $ 2.50
For Community Center only:
Lunch, dinner, potluck,'letc.,
prepared outside the Community
Center (may use Center coffee pot
only). ', 5.00
Lunch, dinner, potluck, ',etc.
prepared at or outside the Community
Center (using full kitchen 10.00
facilities).
Breakfast, dinner, suppers, etc.,
sponsored by a community
organization to which the
general public is invited. 25.00
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Passed by the City Council of the City of Richfield this 26th day of
April, 1982.
ATTEST:
Syly° K. Bergh City Cle