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HomeMy WebLinkAboutItem 04City of Lakeville Parks & Recreation .FNPSBOEVN To: Mayor, City Council & City Administrator From: Brett Altergott, Parks & Recreation Director Date: March 22, 2013 Subject: Lakeville Heritage Center Policies Attached for your review and consideration for approval is the Heritage Center use policies and fees. There are a few items staff would like to bring to your attention: 1.Rental Hours (pg. 3) – staff is recommending extended hours until 12:00 a.m. (midnight) on Fridays and Saturdays to accommodate special event rentals such as weddings and family reunions. 2.Conference Room (pg. 4 footnote 1) – staff is recommending Lakeville non-profit groups (i.e. Lions & Rotary) be granted use of the conference room at no charge for up to two (2) hours per month. 3.Heritage Room & Kitchen – staff is recommending the establishment of an all-day fee of $400 for Lakeville residents, businesses, non-profits, and $500 for all non-Lakeville residents and businesses. The all-day fee is necessary for certain types of events like weddings where the room will need to be decorated in advance of the actual event. If Council has any questions prior to the work session, please feel free to contact me. LA,KEVILLE ERITAGE NTER www.lakevillehehtagecenter.com A community partnership supported by Lakeville Senior Center, Lakeville Yellow Ribbon and the Lakeville Area Historical Society A recreation and resource building for our seniors A gathering and support center for our military veterans A space to preserve and honor our history BUILDING ADDRESS 20110 Holyoke Ave. MAILING ADDRESS 20195 Holyoke Ave. Lakeville, MN 55044 Rental Info 952 - 985 -4600 parksinfo@jakevillemn.gov Lakeville !Dsf bLjoh!! Cpn n voji !! u spvhi !! Cf pgrh -!Gbsl t!! ' !Gphsbn t WELCOME VIT L f Thank you for your interest in the Lakeville Heritage Center. This facility will serve the City's growing senior population with recreational and social opportunities. It will be a place to honor, serve and support our veterans as well as a place for individuals to preserve and participate in our community's history. As a multi - purpose community center, we strive to enrich the lives of all residents and to contribute to the quality of life and vitality of the entire community. Facility Reservations are handled by an application process. Organizations/ Individuals wishing to schedule use of the facility will be required to fill out an application with the details of the event and submit a deposit. The City of Lakeville reserves the right to schedule activities in the Heritage Center, as well as the right to negotiate with all Organizations /Individuals to make the best use of time available. There may be times when groups cannot be accommodated in the Heritage Center schedule. Organizations /Individuals seeking to schedule use of the facility must be as specific as possible when requesting rooms in the facility. The use of the scheduled rooms will be for the scheduled time only. Other groups will be scheduled around and in between reservations as space and time is available. LAKfVILLE HERITAGE CENTER Updated 3/21/2013 LA,KEV1LLE ERITAGE E NTER Use Policies and Fees www.lakevilleheritagecenter.com II 1 1 r ENIOR OFFICE o `o Roots GIFT SHOP LOUNGE COMPUTER LIBRARY FACILITY MAP F1F Ess Room 2 HISTORICAL DISPLAY AREA 2 HISTORICAL DISPLAY AREA 1 RENTAL INFORMATION Parks and Recreation 952 - 985 -4600 rental infonalakevillemn.gov BUSINESS HOURS Monday- Friday, 8am- 4:30pm HERITAGE CENTER BUILDING HOURS CLOSED for holidays New Year's Day (if day falls on weekend, observed on Fri. or Mon.) Monday Martin Luther King Monday President's Day Monday Memorial Day July 4 Independence Day (if day falls on weekend, observed on Fri. or Mon.) Monday Labor Day Veteran's Day (if day falls on weekend, observed on Fri. or Mon.) Thursday, Thanksgiving Friday, Day after Thanksgiving December 24 Christmas Eve Day (if day falls on weekend, observed on Fri. or Mon.) December 25 Christmas Day (if day falls on weekend, observed on Fri. or Mon.) RENTAL HOURS Monday- Thursday, 8am -10pm Friday, Saturday, 8am -12am (midnight) Sunday, 8am -6pm Holidays (listed above), may be available for rent, pending facility attendant availability BUILDING IS ACCESSIBLE TO YELLOW RIBBON, SENIOR CENTER, HISTORICAL SOCIETY (without a building attendant present) Monday- Friday, 8am -9pm Saturday, 8am -9pm Sunday, 8am -6pm 3 RENTAL INFORMATION Parks and Recreation 952- 985 -4600 rental infonalakevillemn,gov HERITAGE CENTER PRIORITY SCHEDULING USER (Group A) - Lakeville Seniors (SR), Historical Society (HIST) and Yellow Ribbon (YR) The following rooms are to be scheduled thru Parks and Recreation. User behind room name has priority in scheduling. Request for space by Yellow Ribbon and Historical Society in rooms designated for Senior Center (SR), will be scheduled thru Parks and Recreation upon review and approval of the Recreation Supervisor. Heritage Room (SR) Atrium (SR) Fairfield Room (SR) Argonne Room (SR) Art Room (SR) Kitchen (SR) Game Room (SR) Conference Room (HIST, SR, YR) The following rooms are to be scheduled thru Parks and Recreation for the purpose of "special events" by Group A user. This allows for the "special event" to appear on Parks and Recreations weekly facility schedule. It assists Parks and Recreation staff in assuring adequate facility attendant, cleaning, etc. Historical Display (HIST) Historical Office Area (HIST) Yellow Ribbon Area (YR) USER (Group B) - All others user request will be reviewed and scheduled based on availability. 4 RENTAL INFORMATION Parks and Recreation 952- 985 -4600 rental infonalakevillemn,gov LA,KEV1LLE ERITAGE E NTER Use Policies and Fees www.lakevilleheritagecenter.com 11 RESERVATION POLICY • Read through all the Facility Use Policies to insure the space requested will fit your needs. (Pages 8- • Email us at rental info@lakevillemn.gov to check if your date applicable: • date(s) and time • room(s) • approximate attendance • purpose of use • equipment needs 5 is available. • contact name • mailing address • cell number • organization /group • use of caterer Include the following if or complete Facility Rental Application form (page 13) and mail to Lakeville Parks and Recreation, 20195 Holyoke Avenue, Lakeville, MN 55044. • See page 6 for rental fee. Damage deposit for use of the facility is $200. If you are using the kitchen an additional $200 deposit is required. If no damages are incurred, the deposit will be returned within 30 days following the rental period. Form of payment accepted; credit card, check and cash. • If space is available, full rental fee and damage deposit is required at the time the reservation is made. If using a caterer, copies of food caterer's license and liability insurance naming the City of Lakeville as an additional insured is required. WE MUST HAVE PAYMENT TO SECURE YOUR DATE! RENTAL INFORMATION Parks and Recreation 952 - 985 -4600 rental infonalakevillemn.gov Room Fee - Ldl adqne Rd nin q Bd rrsd q +rrn m, o qn ets n of ' may' sill nr + Kj dutWd Cad rlsdms. At rhndrr Fee - Mn m, K j d u lidd Crl r It d ms. At r hnd r r Accommodates /Features Art Room 12'6 "x13' $25 /hr $35 /hr (2) 6'x30" banquet tables (8) chairs - plastic, armless, slider 12 "x16" stainless sink Conference ROOm1 $25 /hr $35 /hr (3) 3'6 "x6' tables, set up as 6'x10'6" (10) conference chairs Wall mount TV (Size ? ? ?) Fairfield Room $25 /hr, 2hr min $35 /hr, 2hr min (4) 3'x3' tables (16) chairs, fabric, arms 4'x6' white board Argonne Room $25 /hr, 2hr min $35 /hr, 2hr min 52" Poker table -8 sides (unavailable for rental), (1) 3'x3' table (7) chairs, fabric, arms, (4) chairs, plastic, armless Kitchen $50 /hr $60 /hr 4 burner gas cooktop, 22 "x12" griddle 26 "x26" gas oven Freezer - BeverageAir 23 Cubic Ft Fridge - BeverageAir 49 Cubic Ft Hobart dishwasher 8'x30" stainless island work surface 10'x30" counter with (2) 20 "x16" sinks wash, rinse, sanitize sink bay (2) 30 "x36" stainless work surface hand sink Heritage Room* $150/4hr, $25 addt' /hr $175/4hr, $35 addt' /hr (3) (20) 60" round table Wall mount TV (Size ? ? ?) (160)MityLite chairs, armless, mesh, stackable, black Baby Grand Piano (not to be moved) Heritage Room* & kitchen $200 /4hr, $40 addt' /hr $400 /all day $250/4hr, $50 addt' /hr $500 /all day See Heritage Room and Kitchen Atrium* $25 /hr, 4hr min $35 /hr, 4hr min (3) 36" square folding tables Wall mount TV (Size ? ? ?) (32) MityLite chairs, armless, mesh, stackable, black (18) chairs, grey, plastic, armless Pull down projector screen, 92 "wx68 "h Upright Piano (not to be moved) Atrium* & kitchen $40 /hr, 4hr min $50 /hr, 4hr min See Atrium and Kitchen * room set up /take down, tables & chairs (if different than standard room set up) $25 /set up $25 /take down $25 /set up $25 /take down LA,KEVILLE ERITAGE 1 Lakeville Non - Profit Groups - Conference room is available at no charge, up to 2hrs per month, Monday- Friday, 8am -9pm. 6 RENTAL INFORMATION Parks and Recreation 952- 985 -4600 rental info§alakevillemn,gov LAKEVILLE ERITAGE Use Policies and Fees www.lakevilleheritagecenter.com EXTRA SERVICES TABLES, CHAIRS AND OTHER EQUIPMENT The following items and equipment are available for use on a first come -first serve basis: Room comes equipped with furniture (see page 6) Additional furniture /equipment not listed in page 6 • (8) 8'x30" folding tables on wheels • (4) 8'x30" banquet folding table • (5) 8'x36" banquet folding table • (3) 6'x30" banquet folding table • (53) chairs - orange, plastic, armless, slider • (27) chairs - gray, plastic, armless, slider • 32" TV with DVD /VCR player on cart 37 "w x 28 "d x 41 "h • (2) 100 pot coffee urns (user must provide own coffee and cups) • (2) 30 cup coffee thermos (user must provide own coffee and cups) • (24) Coffee server (1 quart) • (21) Water Carafes • (2) Portable Coat Racks, Hooks only (120 coats) • Epson Portable Projector (inquire on rental fee) • Portable Fender Sound System, one cordless handheld mic COAT ROOM There is a small coat room located on the left side of the lobby. Organizations /Individuals using the facility are welcome to use the coat room at their own risk. The Lakeville Heritage Center is not responsible for lost or stolen articles. STORAG E There is no long -term storage available at the Lakeville Heritage Center. All items and materials must leave the building immediately following the end of the rental period. The City of Lakeville is not responsible for items left at the Heritage Center following your event. 7 RENTAL INFORMATION Parks and Recreation 952- 985 -4600 rental infonalakevillemn,gov FACILITY USE POLICIES CHARGES. The rental charge shall include use of the Lakeville Heritage Center as specified in the rates, page 5. DAMAGE DEPOSIT. The Lakeville Heritage Center requires a $200 damage deposit with all facility rentals. If damages are incurred, the Organization /Individual agrees to fully reimburse the City of Lakeville upon demand for any amount exceeding the original damage deposit. This includes any and all damages to, including the loss of, the building, furniture, equipment, fixtures, grounds or any other property, real or personal, owned, used or operated by the Lakeville Heritage Center, due to any act or omission of the members, representatives, employees, patrons, invitees or guests of the Organization /Individual using the facility. If no damages are incurred, the damage deposit will be returned within 30 days following the end of the rental period. PAYMENT. Full rental fee payment AND damage deposit is required at the time the reservation is made. LIABILITY INSURANCE. The Organization /Individual using the facility will sign a waiver of liability as a part of the Rental Agreement. Policies including, but not limited to, the Lakeville Heritage Center Alcohol Policy and Food Catering Policy may require the Organization /Individual to provide a copy of their Certificate of Insurance as proof of liability coverage, including host liquor liability insurance naming the City of Lakeville as additional insured, if applicable. CANCELLATION POLICY. The Renting Organization /Individual agrees and understands that in the event of a cancellation, ninety (90) days notice must be given in order for both the rental payment and damage deposit to be returned. If less than 90 days notice is given, the damage deposit will be returned, however, the Lakeville Heritage Center will retain the rental payment. NO SMOKING POLICY. The Lakeville Heritage Center is a smoke free facility. There is no smoking allowed anywhere in the building. PYROTECHNICS: The use of pyrotechnics, open flames or other combustible materials within the facility is strictly forbidden. LIQUOR. The Renting Organization /Individual using the facility shall not sell, serve or allow alcoholic beverages of any kind to be sold, brought into or served upon the premises except as permitted by the Lakeville Heritage Center Alcohol Policy (page 16) and in accordance with all City Ordinances and State laws. If utilizing a caterer, the caterer shall provide proof of licensure by the State of Minnesota. The caterer shall also provide liability insurance coverage with minimum limits as stated in City ordinance 3- 1 -9 -2A and also provide a Certificate of Insurance as proof of liability coverage, including host liquor liability insurance naming the City of Lakeville as additional insured. DECORATIONS. All decorations must be approved in writing two weeks in advance of any function. The following items are NOT ALLOWED: No confetti and /or glitter No candles with flame No nails, tacks, tape, glue, paint, etc. All decorations must be hung without defacing the building. The Lakeville Heritage Center does not provide ladders for decorating. All decorations must meet fire code regulations. No electrical circuits may be altered. SPECIAL SETUP. Special setup shall be done at the Renting Organization's /Individual's expense under the supervision of, and subject to, the approval of Lakeville Heritage Center Management, and shall be furnished and paid for by the Renting Organization /Individual. 8 RENTAL INFORMATION Parks and Recreation 952 - 985 -4600 rental infonalakevillemn,gov CLEANUP. The Renting Organization /Individual using the facility shall clear all areas after use unless otherwise approved by Lakeville Heritage Center Management. The Lakeville Heritage Center and the City of Lakeville are not responsible for any items left beyond the contracted rental period. The Renting Organization /Individual shall also leave all areas in a clean and orderly condition at the end of the term of this agreement. If areas are not cleared and/ or cleaned within the contracted time period, the Lakeville Heritage Center and the City of Lakeville will clean the facility and deduct the cleanup cost from the damage deposit. ADVERTISING. If using our name, please state our complete name, "Lakeville Heritage Center," when making references. CONDUCT. The Renting Organization /Individual is responsible for the conduct of its guests, representatives and workers while in the Lakeville Heritage Center. CITY, COUNTY, STATE AND FEDERAL LAWS. All Organizations /Individuals using the Heritage Center to conduct any performance, public or private meeting or in giving any lecture, concert, class or other event shall conform to, comply with and abide by all laws of the United States and the State of Minnesota, the rules and regulations of all Federal and State Boards and Bureaus, the ordinances of Dakota County, the City of Lakeville and the regulations of the Fire Department, Health Department and Police Department. INDEMNIFICATION, HOLD HARMLESS, DEFENSE. I understand that my use of the Lakeville Heritage Center is voluntary and that I am using it for my benefit only. I agree that my use of the Lakeville Heritage Center facility is undertaken at my own risk, and that the Lakeville Heritage Center and the City of Lakeville will not be liable for any claims, injuries or damages of whatever nature incurred by me, members of my organization, or guests of my event due to the negligence of members of my organization, guests of my event or the negligence of third parties. On behalf of myself and the organization that I represent, I expressly forever release and discharge the Lakeville Heritage Center, the City of Lakeville, its agents or employees from any such claims, injuries or damages. I also agree to defend, indemnify and hold harmless the Lakeville Heritage Center and the City of Lakeville from any claims, injuries or damages of whatever nature arising out of, or connected with, my use of the Lakeville Heritage Center. I also agree to reimburse the City of Lakeville for any damage, breakage, maintenance or theft of equipment beyond the damage deposit figure, if so warranted. SUBCONTRACTING. Renters may not subcontract any space in the Lakeville Heritage Center. LIGHT, HEAT, WATER, VENTILATION. The Lakeville Heritage Center shall furnish light, heat, water and ventilation, but any special lights or lighting fixtures other than those available shall be provided and paid for by the Renting Organization /Individual. FIRE CODES. The Renting Organization /Individual shall not transact or allow the transaction of any business on the premise, or keep thereon, anything which will increase the risk of fire or conflict with the provisions of the insurance policies on the building or any part thereof. The Organization /Individual understands and agrees that this Agreement is made subject to all rules and regulations of the Lakeville Heritage Center, and will conform to said rules and regulations and be bound thereby. No provisions of these rules and regulations will be waived, except with advance approval, in special cases and for good cause, and then only by written memorandum attached to the permit application and signed by an authorized representative of the City of Lakeville. 9 RENTAL INFORMATION Parks and Recreation 952 - 985 -4600 rental infonalakevillemn.gov 10 FOOD CATERING POLICY Food Caterers at activities and events held at the Lakeville Heritage Center according to the following guidelines: • If alcohol will be served at the event, refer to the Alcoholic Beverages Policy in addition to the Food Catering Policy. • Catering areas must be left in a clean condition following each event. All refuse must be removed and placed in the dumpster in the parking lot on the east end of the building (behind the Heritage Center). • Food and beverages must be kept in the rented room or space. • The caterer will pay a user's fee of $150 when catering an event where alcohol is being served. • Caterers are responsible for all table coverings. Caterers are also expected to provide all plates, silverware and glassware for tables. • Deliveries of supplies must be approved by, and arranged with, Heritage Center Management. • Supplies must be removed by the end of the rental period unless approved by, and arranged with, Heritage Center Management. • The Lakeville Heritage Center and the City of Lakeville are not responsible for articles left unattended or overnight. • All catering must be approved in writing 30 days prior to the event. The Lakeville Heritage Center reserves the right to coordinate and determine the number and placement of catering stations. • The Lakeville Heritage Center is a non - smoking facility. The caterer's employees must abide by this policy at all times. • The caterer shall comply with all laws and regulations related to the preparation and disposal of food, and shall procure at its own expense all permits and licenses required by law or regulation for the operation of catering services. The caterer will furnish the City of Lakeville with a copy of the applicable permits or licenses. • The caterer agrees that they will at all times, have and keep in force, at its expense, workers' compensation and employers' liability, automobile liability and professional liability insurance covering any injury caused by act or omission on the part of the caterer in the performance of, or with relation to, any of the work or services provided to be performed or furnished by the caterer. • The caterer will furnish the City of Lakeville with a copy of its Certificate of Liability Insurance naming the City of Lakeville as additional insured. • The caterer shall be deemed to be an independent contractor and not an employee of the Lakeville Heritage Center or the City of Lakeville. Any and all agents, servants or employees of the contractor or other persons, while engaged in the performance of any work or services required to be performed by the Lakeville Heritage Center, or the City of Lakeville, its agents, servants, employees or other persons, shall in no way be the obligation or responsibility of the Lakeville Heritage Center or the City of Lakeville. The contractor, its agents, servants or employees shall be entitled to none of the rights, privileges or benefits of the Lakeville Heritage Center or the City of Lakeville. • The caterer further agrees to defend and hold harmless the Lakeville Heritage Center and the City of Lakeville from any claims, demands, actions or causes, or action arising out of any performance of, or with relation to, the work or services provided to be performed or furnished by the caterer under the terms of this agreement. RENTAL INFORMATION Parks and Recreation 952 - 985 -4600 rental infonalakevillemn.gov LA,KEV1LLE ERITAGE E NTER Use Policies and Fees www.lakevilleheritagecenter.com HERITAGE CENTER ALCOHOLIC BEVERAGES POLICY Alcoholic beverages may be served at activities and events held at the Lakeville Heritage Center according to the following guidelines: • Except as otherwise specifically provided in this policy the sale, consumption and display of alcoholic beverages is prohibited at the Heritage Center. • Service Clubs renting space at the Heritage Center may allow club members to consume beer and wine. "Service Club" means: an incorporated organization organized under the laws of the state for civic, fraternal, social, or business purposes, for intellectual improvement, or for the promotion of sports, or a congressionally chartered veterans' organization, if: (1) 51% of its active members reside or work in Lakeville and (2) the Service Club has regular meetings or activities in Lakeville at least three times a year. • The holder of a caterer's permit may sell intoxicating liquor as an incidental part of a food service that serves prepared meals. • Lakeville Municipal Liquor may sponsor, host, conduct "tastings" for educational and fundraising activities. • All Renting Organizations /Individuals distributing and /or consuming alcohol in the Lakeville Heritage Center must comply with and abide by all Federal, State and Municipal laws and ordinances. • Alcoholic beverage service will end no later than 11:00 p.m. Alcohol must stay in a clearly defined rental space. The Renting Organization /Individual will be responsible for making sure its guests follow this policy. All containers used for consumption must also remain in the defined space. • Violation of the rules set forth in this policy may result in the denial of future rental requests, cancellation of future reserved space at the Lakeville Heritage Center and forfeiture of the damage deposit. 11 RENTAL INFORMATION Parks and Recreation 952 - 985 -4600 rental infonalakevillemn.gov Date(s) Day(s) of Week Room Requesting Start Time Approx. End Time Rental Rate LAKEVILLE ERITAGE E NTER Use Policies and Fees www.lakevilleheritagecenter.com Name of Applicant: Name of Organization: Address: City/State /Zip: Phone: Fax: E -mail: Event Name: Expected Attendance: +++++++++++++++++++++++++ + + + + + + + + + + + + + + + + + + + + + + + + + + + + + ++ Rental reservation fee Damage deposit, $200 Kitchen damage deposit, $200 TOTAL rental fee & deposit(s) FACILITY RENTAL APPLICATION 3 Damage deposit required by permit holder when hosting a catered event. $ Your reservation is notconfirmed until the reservation and damage deposit fees are received. 1 The Renting Organization /Individual agrees and understands that in the event of a cancellation, ninety (90) days notice must be given in order for both the rental payment and damage deposit to be returned. If less than 90 days notice is given, the damage deposit will be returned, however, the Lakeville Heritage Center will retain the rental payment . 2 Your damage deposit will be refunded to you within 30 days following your reservation date contingent upon city staff recommendation and policy, unless a request to hold the deposit for future reservations has been made. 13 RENTAL INFORMATION Parks and Recreation 952 - 985 -4600 rental infonalakevillemn.gov www.lakevilleheritagecenter.com gi 3T-3" 23-3 1/2" Heritage Room Room Setup If you are renting and require special room setup, please identify the number of tables and chairs needed for your event, and sketch out the table setup below: Standard Setup Tables /Chairs available: (20) 60" round - seats 6 -8 (160) chairs, armless, mesh, black Additional tables and chairs can be found on page 7 RENTAL INFORMATION Parks and Recreation 952- 985 -4600 rental infor 1/akevillemn,gov Music Room 23' -8' ATRIUM Room 17 O m in Atrium Room Setup If you are renting and require special room setup, please identify the number of tables and chairs needed for your event, and sketch out the table setup below: NOTE: Atrium Room can accommodate (10) 8' x30" tables and 80 chairs, however space will be snug. Standard Setup Tables /Chairs available: (8) 36" Square - seats 4 (32) chairs, armless, mesh, black Additional tables and chairs can be found on page 7 RENTAL INFORMATION Parks and Recreation 952- 985 -4600 rental info§alakevillemn,gov