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7.2 sr 02-13-2023 Discussion Item To Item Number Multipurpose Facility Advisory Commission 7.2 Agenda Section Meeting Date Prepared by Discussion February 13, 2023 Tim Dalton, FTCENTER Superintendent Item Description Reviewed by Introduce Facility Policy for Future Review Reviewed by Background/Discussion The Multi-Purpose Facility Advisory Commission is charged with development of recommended facility policy to be forwarded to the City Council for review and approval. At this meeting we will begin the process of developing our detailed facility policy. A select section of very basic draft policy will be introduced at this meeting, with the intention that staff and Commissioners will review the draft section introduced between now and the next MPFAC meeting. Being ready to review, edit, and approve the draft section at that next meeting on April 10, 2023. This process will continue meeting to meeting until the policy is complete and ready to forward to the City Council. This month, we will introduce draft policy sections pertaining to hours of operation, general facility guidelines and reservation procedures. Financial Impact Good policy will ensure that appropriate measures are in place to protect the facility and charge appropriately for facility use, programs and services. Mission/Policy/Goal Incorporating sustainable practices Attachments 7.2 at1 Hours of Operation 7.2 at2 General Facility Guidelines 7.2 at3 Reservation Procedures The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Updated: August 2020 Furniture and Things Community Event Center SECTION 7 HOURS OF OPERATION 7.0 PURPOSE To establish operating hours that best meet the need to open the facility with the intent to meet the demands of various drop-in centers, scheduled programs, and events. To set hours that promote efficient use of the building and scheduling of staff to meet the financial expectations of the facility. 7.1 DEFINITIONS Peak Season Demand of the facility use is greater and is a typical programming period for the respective activity that is used in each facility area, typically referred to in the Ice Arena operation. Off Peak Season Overall demand and use of the facility area is typically less due to the time of year. Prime Time Most desirable time (period) to use a facility area (i.e. Ice Arena) Non-Prime Time Typically less desirable time (period) for use of that facility area. 7.2 GENERAL FACILITY HOURS The Furniture and Things Community Event Center general building hours are for all areas unless specified differently within this section. A. Regular Facility Hours Monday – Friday 8:00 a.m. to 8:00 p.m. Saturday 8:00 a.m. to 8:00 p.m. Sunday 8:00 a.m. to 8:00 p.m. Holiday Refer to holiday schedule B. Holiday Hours The facility will be open limited hours on the following holidays unless events/usage dictate the need for regular or extended hours. A request from regular rental groups (i.e. Church Group on Sundays) would be accommodated on days when limited hours are scheduled based upon projected attendance. Furniture and Things Community Event Center SECTION 7 HOURS OF OPERATION Holiday Schedule Holiday Day/Date Proposed Hours New Year’s Day January 1 12:00 p.m. – 6:00 p.m. rd Martin Luther King, Jr Day 3 Monday in January 6:00 a.m. – 10:00 p.m. rd Presidents Day 3 Monday in February 6:00 a.m. – 10:00 p.m. Easter Sunday Sunday in March or April Closed Memorial Weekend: Saturday in May 8:00 a.m. – 10:00 p.m. Sunday in May 12:00 p.m. – 6:00 p.m. Monday in May 12:00 p.m. – 6:00 p.m. Independence Day July 4 10:00 a.m. – 6:00 p.m. st Labor Day Weekend 1 Monday in September 12:00 p.m. – 6:00 p.m. nd Columbus Day 2 Monday in October Regular hours Veterans Day November 11 Regular hours th Thanksgiving 4 Thursday in November Closed Friday after Thanksgiving Regular hours 1 2 Christmas Eve December 24 ** 6:00 a.m. – 12:00 p.m. 1 Christmas Day December 25 * Closed 3 New Years Eve December 31 * 6:00 a.m. – 5:00 p.m. 1 *Room rentals may be scheduled on holidays if the size of the group justifies rental (i.e. wedding) and staffing is available. 2 *Limited hours may be scheduled (i.e. 12:00 p.m. – 6:00 p.m.) 3 *Hours are based on the annual Family New Year’s Eve event being scheduled from 6:00 p.m. to 10:00 p.m. Customers are subject to an after-hour fee when scheduling past “operating hours” with the exception when scheduling a “lock-in” as it pertains to Sections 7.3 thru 7.10. 7.3 ICE ARENA OPERATION HOURS Ice Arena Operation hours will be dependent upon use. Ice rentals can be scheduled outside the time periods listed below when approved by the Facility Superintendent. 7.4 FIELDHOUSE September – early June: Monday – Friday 6:00 a.m. – 9:30 p.m. Saturday 8:00 a.m. – 7:30 p.m. Sunday 10:00 a.m. – 6:30 p.m Furniture and Things Community Event Center SECTION 7 HOURS OF OPERATION Summer hours: Monday – Friday 6:00 a.m. – 9:30 p.m. Saturday 8:00 a.m. – 7:30 p.m. Sunday 10:00 a.m. – 5:30 p.m. All other times not specified under regular operating hours are available for rental opportunities. Rentals are scheduled during operating hours on a limited basis. 7.5 SENIOR CENTER Operating hours for the senior center shall be: Monday – Friday 8:30 a.m. – 4:00 p.m. Operating hours for weeknight and weekend hours may be approved by the Facilities Superintendent. 7.6 MEETING ROOMS Operating hours shall be: Monday – Saturday 6:00 a.m. – 10:00 p.m. Sunday 8:00 a.m. – 10:00 p.m. 7.7 FLEX SPACE Operating hours shall be: Monday – Saturday 6:00 a.m. – 10:00 p.m. Sunday 8:00 a.m. – 10:00 p.m. Furniture and Things Community Event Center SECTION 8 GENERAL FACILITY USE GUIDELINES 8.0 PURPOSE To establish procedures and policies applicable to all areas of the Furniture and Things Community Event Center. To establish guidelines to promote respectful behavior to other Users and to the building. To promote the use of activities that support the philosophy of this building being both community oriented and financially self-sufficient. 8.1 DEFINITIONS Facility User/User: The individual/group/organization reserving a facility area in the Furniture and Things Community Event Center. May be referenced as “Facility User”, “User”, “Renter”. This person is the main contact person during the reservation and permitting process. FTCEC: Furniture and Things Community Event Center Rental Coordinator: This position may be the Facility Superintendent, Assistant Facility Supervisor, or designee. 8.2 Red beverages are prohibited. This includes red wine, red punches, or red juices. Refer to section ? for additional cater/food and beverage guidelines. 8.3 Please, no gum chewing in the facility. 8.4 Food from outside vendors is not allowed in the concession seating area. Food from outside vendors is permissible in the Senior Center when adhering to 8.5. 8.5 Conducting group events or parties in the common lobby areas is prohibited. Users shall be asked to utilize the meeting rooms for the specified rates or consolidate items and store at the Customer Service desk until departure. 8.6 One-hour limit for table use in lounge areas. Staff members reserve the right to inspect coolers and large containers. Patrons are welcome to use the lobby for viewing or dining. 8.7 Children eight (8) years of age and younger must always be supervised by an adult/guardian in the facility/on Furniture and Things Community Event Center property. 8.8 Youth groups (participant’s ages 18 and younger) must be chaperoned on a ratio of one adult per ten (10) youth, or other ratio as Parks and Recreation staff deem necessary. Refer to section ? for additional supervision guidelines. 8.9 The FTCEC is a smoke free and tobacco free facility. This includes the facility grounds and parking lot. Please notify your guests about this policy to avoid any inconveniences as the city reserves the right to close or reject a user when in violation of the policy. 8.10 Smoking or using of tobacco is prohibited. 8.11 Minor consumption of alcohol, under the legal 21 years of age, is prohibited. (MN Statue 340A.503) 8.12 Comply with all city ordinance, Minnesota State statutes, and federal laws and establish building use laws for use, which apply to authorized use of the specific room to include room capacities as set forth by the fire code specifications. Violation of these rules may result in the denial of future use of the FTCEC. Denial of use does not exempt violators form possible prosecution under applicable City Ordinances, State or Federal laws. 8.13 Exits in all areas of the facility shall not be blocked or covered for any reason. 8.14 All aisles must be kept clear, clean, and free of obstruction. Maintain a minimum aisle width of 5 feet for rental groups, particularly craft sales or trade shows. 8.15 Fire Fighting and emergency equipment shall not be blocked or obstructed under any circumstances. 8.16 All electrical equipment must be U.L. (Underwriters Laboratories) approved. If not, it will be removed from the premises. 8.17 Facility Users/Vendors at trade show/expo engaged in the business of making retail sales at the FTCEC may require sales tax permits. Facility Users/Vendors are responsible for filing sales tax and must have a Minnesota Sales and Use Tax Permit on their person during the event. This includes, but is not limited to, silent auctions, craft shows, business seminars selling products, fundraisers, etc. 8.18 Animals are prohibited in the facility unless for special needs and/or pre-approved for an exhibit form. Facility User is responsible to clean up all defecation and provide proper cleaning supplies and chemicals for any animals on the property (interior or exterior). Facility User shall be billed for any clean up deemed necessary by FTCEC. 8.19 Operation of any heater, barbecue, heat producing or open flame device, candles, lanterns, torches, welding equipment, smoke emitting devices or material in the FTCEC but have written authorization by FTCEC Management. No fog machines allowed. 8.20 Materials used in the construction of displays, such as draping, table-coverings, banners, props, scenery, greenery, trees, and shrubs must be fire resistant. 8.21 Facility User is responsible to provide coverings to protect furnishings (i.e. table coverings for craft projects with paints, construction requiring adhesives, etc.). User will forfeit damage deposit and be billed for additional maintenance time. 8.22 Use of ladders is discouraged. If ladders are used the Facility User is required to have two people at a given time working with the ladder with one person stabilizing the ladder while the other person is on the ladder. Should FTCEC not feel use of ladder or height is appropriate, User will be denied use of a ladder and/or use of decoration/display and User will be requested to find an alternative solution. SECTION 9 RESERVATION PROCEDURES 9.0 PURPOSE To establish procedures and policies regarding the consistent scheduling of the Furniture and Things Community Event Center according to the priority scheduling policy as outlined in Section . To provide staff and FTCEC users with a guide to help ensure the efficient and accurate process of all room rental requests. 9.1 DEFINITIONS Facility User: The individual/group/organization authorized to use Furniture and Things Community Event Center as shown on the Facility Use Permit. Facility Use Permit: The written document showing rental facilities agreed upon by Furniture and Things Community Event Center staff and the facility user. Tentative: The status of a reservation prior to submitting a payment. Firm: The status of a reservation following a payment. 9.2 RESERVATION PROCEDURES AND GUIDELINES A. Permits are approved and issued by FTCEC staff based on policies and guidelines established by the Facilities Commission. B. Permit applicants must be 18 years of age or older. C. Residents may not reserve the facility for a non-resident. D. All groups using the FTCEC must have an approved permit, contract, or lease prior to facility use. One contact person must be designated to make all arrangement. Arrangements specific to the event shall be coordinated through and confirmed with the Rental Coordinator prior to the event date. Users are responsible to have their permit with them when using the facility for their event. E. Organizations with more than one division (i.e. youth athletics) will be required to identify one (1) contact person to schedule the meeting room facilities for each division or group within their organization. F. Facility Users requiring specific set-up instructions beyond general meeting use are required to meet with the Rental Coordinator upon placing the reservation as well as to meet two (2) weeks prior to their event to finalize room set-up, pay the final balance of rental fees, provide event schedule, delivery times, number of people in attendance, and/or other pertinent information necessary to complete the reservation process. G. The User agrees to pay the City of Elk River for rental for the listed facilities on the permit and will adhere to the required reservation timelines and guidelines. H. Basic operation for the audio visual and sound equipment is included and should be confirmed when placing the reservation. Free? Requests for additional equipment and/or will be an additional expense to the User. I. Fees cover the use of the facilities according to the hours indicated on the permit, contract, or rental agreement. This includes all set-up/clean up time by the caterer and/or customer. Occupancy of the reserved facility after the time indicated on the permit will result in additional rental fees and security guard fees, which will be deducted from the damage deposit and/or charged to the renter. J. If deemed necessary, the City reserves the right to substitute a meeting room other than that stated on the Rental Permit, to minimize conflicts of compatibility, space, and scheduling. K. No items are to be left overnight. Occupancy after the stated ending time may result in additional rental fees, which will be deducted from the damage deposit or charged to the Facility User. L. The City of Elk River reserves the right to establish a permit, contract or rental agreement based on specialized requirements and length of permit, such terms as mutually agreed upon by the City and User. 9.3 PRIORITY SCHEDULING A. Reservations are accepted as first-come first-served based on the priority classification outlined in Section of the Furniture and Things Community Event Center policies. B. Special Note: Due to the nature of the Furniture and Things Community Event Center operation, there will be a need to coordinate and schedule private, commercial/business or non-resident civic group in advance of the priority scheduling guidelines as outlined above. When staff feel consideration as been given to the previous year’s use of a particular area and/or programming needs, these requests will be processed (i.e. Community Room for a private event, conference, training, trade show, special event, etc.). 9.4 SPECIAL FEES/DAMAGE DEPOSITS A. A special use fee may be required in some events/activities. This fee will be applied to cover unusual, anticipated expenses, such as excessive clean-up, unusual set-up, excess electricity, or phone usage, and/or damages associated with the user’s program or events. The special user fee is payable at the time the reservation is made and will be held until it has been determined by the City if any or all the fee was used. Any unused balance will be returned to the user and/or invoiced. B. A damage deposit in addition to the rental fee required as per defined under Section , Damage Deposits. This fee shall be returned within two (2) weeks after the event if no deductions are necessary. Violation and/or failure to adhere to all guidelines may result in denial of future permits for the use of the facility and forfeiture of damage deposit. 9.5 CANCELLATIONS AND REFUNDS A. Cancellations B. Refunds will not be issued for no shows. C. Facility Reservations require a two (2) week processing period. A fifty percent (50%) non-refundable payment is due within two weeks of the even date for the Facility Permit. Full payments are required two (2) weeks prior to the event. NOTE: A tentative reservation may be taken over the phone and space will be held for two business weeks or 14 days prior to the permit issue. Issuance of permit requires a non-refundable payment of fifty percent (50%) of the rental fee. The user should confirm their reservation by making the following two payments:  Pay the rental total. This amount is shown on the Facility Use Permit. This payment may be made in the form of cash, check, or Visa/MasterCard. In all cases, checks may be made out to City of Elk River. Pay the damage deposit. A damage deposit is collected from all facility users and is returned 1 to 2 weeks after the rental event. This payment is returned provided no damages have occurred to the renter space and no tape or adhesives have been used in the room. Damage deposits may be made with a personal check. Cash is not accepted. To assist with the return of this payment we ask that the user pay the indicated damage deposit total separate from the rental total. Meeting Room and Fieldhouse Cancellations: The proposed meeting room and Fieldhouse rental cancellation policy states the following:  Room cancellations received within a 2 or more week (14-day notice) can receive a full refund.  Room cancellations received 1-2 weeks or 7-13 days in advance of the permit date can choose to reschedule. If the user does not reschedule, they do not receive a refund. They either forfeit the paid rental fees and/or are invoiced for the room rental.  Room cancellations received less than one week (6 days or less) do not receive a refund or option to reschedule. (TO BE WORKED ON) 9.6 PROCEDURES AND/OR POLICIES SPECIFIC TO FACILITY AREAS A. COMMUNITY ROOM/Guideline, Rules and Regulations 1. The room rental fee includes a staff on duty, dance floor, outdoor patio, standard table, and chair set up for a maximum of 250 people, tear down and clean up. 2. Basic operation for the Audio, Visual and Sound equipment is included and should be confirmed when placing the reservation. Requests for additional equipment and/or will be an additional expense to the User. 3. Linens, table skirts, chia, paper products, glassware, flatware nor decorations are provided. 4. To avoid an inconvenience to you and your guests, please indicated the facility is smoke and tobacco free to your guests. 5. Related Sections for Community Room Users:  Section Intoxicating Beverages  Section Catering/Food Service  Section Security  Section Damage Deposits 6. FIELDHOUSE/Guidelines, Rules and Regulations B. MEETING ROOM/Guidelines, Rules and Regulations. Refer to Sections . C. ARENA RENTAL/Guidelines, Rules and Regulations. Refer to Section . D. LOCK-INS/AFTER HOUR/Guidelines, Rules and Regulations. Refer to Section .