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HomeMy WebLinkAboutAgenda Report - March 4, 1998 (47)AGENDA TITLE: Establish Rental Fees at Hutchins Street Square MEETING DATE: MARCH 4, 1998 PREPARED BY: Charlene J. Lange, Community Center Director RECOMMENDED ACTION: That the City Council approve new rental rates ( Exhibit A ) for the facilities at Hutchins Street Square. BACKGROUND INFORMATION: Rental rates at Hutchins Street Square have historically been reviewed with the addition and completion of each new building. The last time rates were reviewed by the Council was in 1990 with the addition of the Senior Center. Fees and charges for Kirst Hall were raised 7% from previous rental rates; the pool weekend charge remains constant. The other fees are newly assigned with the construction creating venues for public and private use. Rates of comparable facilities in Lodi and surrounding communities have been reviewed to establish the recommended fee schedule. All proceeds from the rentals are automatically deposited into the City's general fund. Our past history of renting the Kirst Hall has been a 90% occupancy rate on weekends, and we expect to step up our marketing efforts and insure a maximum use of the facilities once construction is complete. ATTACHMENTS: Exhibit A FUNDING: None Required Charlene J. Lange&ornmulyCenter Director Vicky McAthie, F ance Director APPROVED: H. DIXON LYNN, CITY A ER Ysf S'i'r YT � ti 31 Cr®C"a CL � Cr©Cs�� � � � •1 ,Ll L I`: i ,fir i. I i 1�' RESOLUTION NO. 98-37 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE ESTABLISHMENT OF RENTAL FEES FOR HUTCHINS STREET SQUARE BE IT RESOLVED, that the Lodi City Council does hereby approve the establishment of rental fees for use of facilities at Hutchins Street Square as shown on the attached Exhibit A as made a part of this Resolution. Dated: March 4, 1998 I hereby certify that Resolution No. 98-37 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 4, 1998 by the following vote: AYES: Council Members — Johnson, Land, Mann, Pennino and Sieglock (Mayor) NOES: Council Members - None ABSENT: Council Members - None ABSTAIN: Council Members - None ALICE M. REWCHE City Clerk 98-37 HUTCHINS STREET SQUARE RENTAL FACILITIES 125 South Hutchins Street, Lodi, California 95240 ` (209) 333-6782 Fee Schedule - Fees listed are based on a 12 hour rental (unless noted) A theatre technician will be assigned for an additional 550.00 per hour for production or performance time to operate the light and sound equipment. iNotes: 501(C)(3): Any group incorporated as a charitable organization with non-profit tax -exemption status with the IRS. Set-ups requiring unusually difficult formats will be assessed and additional maintenance fees applied. Rental of facilities is subject to availability. The Center reserves the right to deem an event inappropriate for either space or content based on technical requirements and projected audience size. The Center observes all official City holidays. Holiday rental requests are reviewed on an individual basis and added costs will apply. 4S1,000 THEATRE' Permanent 789 S 500 S 500 S 250 S 500 S 500 Seating KIRST HALL. Lecture 700 S 800 S 400 S 400 S 200 S 400 S 400 j I Banquet 400 MULTIPURPOSE Lecture 500 S 500 S 250 S 250 S 125 S 250 S 250 Banquet 200 MULTIPURPOSE S 150 S 75 S 75 S s0 S 75 S 75 KITCHEN FINE ARTS THEATRE Lecture 100 S 300 S 150 S 150 S 75 S ISO S 150 Banquet 100 AMPHITHEATRE Outdoor 250 _ S 50 S 50 Theatre 2 hr min. i COTTAGE ROOM Lecture S 200 S 100 S 100 S s0 S 100 S 100 (chairs only) 75 (tables/chairs) 35 CONFERENCE - B Lecture S 200 S 100 S 100 S s0 S 100 S 100 1 (chairs only) 75 (tables/chairs) 35 COTTAGE/ Lecture S 400 S 200 S 200 S 100 S 200 S 200 CONFERENCE - B (chairs only) 150 ROOMS (combined) (tables/chairs) 75 CATERING KITCHEN (off Cottage Room) S 50 S 25 S 50 S 25 S 25 S 25 ROTUNDA (available Reception (no 100 S 400 S 200 S 200 S 100 S 200 S 200 only when no other tables/chairs) facility is rented) No Food,'Drinks i0 I S100 S 100 SWIMMING POOL 2 hr min. A theatre technician will be assigned for an additional 550.00 per hour for production or performance time to operate the light and sound equipment. iNotes: 501(C)(3): Any group incorporated as a charitable organization with non-profit tax -exemption status with the IRS. Set-ups requiring unusually difficult formats will be assessed and additional maintenance fees applied. Rental of facilities is subject to availability. The Center reserves the right to deem an event inappropriate for either space or content based on technical requirements and projected audience size. The Center observes all official City holidays. Holiday rental requests are reviewed on an individual basis and added costs will apply. HUTCHINS STREET SQUARE MISCELLANEOUS RENTAL RATES White Banners (Kirst Hall only - 12 available 5'x 9'/:') 5250 per day Black Back=drop (Panels-8pc. 3' x 9', 4pc. 3' x 12') 5100 Canopies (yellow/white stripe, 10'x10', 15 available) S30 each - on site use only Lobbies - South area (in conjunction with North Hall or Conference Room rentals, upon availability) S30 per hour Overhead Projector S30 per day Flip Chart for Conference Use S25 per day Piano - Baby Grand (Kirst Hall) S75 per day Portable Lectern S25 per day Portable Stages, 6'x8', 24" high S25 each Projector Screens (4' and 5' available) S5 per day TV/VCR S30 per day a:'rentie:�s.wpd RENTAL RULES AND REGULATIONS ** HUTCHINS STREET SQUARE 125 S. Hutchins CStreet, Lodi, •�"a{ �i N'!��usl RESERVATION PROCEDURE • Reservations will be accepted a maximum of one year in advance. • Cleaning/security deposit must be paid before date is confirmed (see Rental Rates for deposit amounts). Check should be made payable to: City of Lodi. NO EXCEPTIONS. DEPOSIT FEE IS ADDITIONAL TO THE RENTAL FEE. • The entire rental fee must be paid one month prior to date of event. If not, event will be canceled and deposit forfeited. Check should be made payable to: City of Lodi. • Extra cleaning will be deducted from your deposit. You will be billed for any damages not covered by your deposit. Deposits (if applicable) will be mailed to you three to four weeks after your event. Reservations are one day only (7:00 a.m. to 1:00 a.m., including cleanup). Maintenance staff will unlock at your designated time with the building remaining unlocked until closing. YOU WILL BE RESPONSIBLE FOR THE BUILDING SECURITY UNTIL THE MAINTENANCE MAN RETURNS TO LOCK UP. DO NOT LEAVE THE BUILDING UNATTENDED. THE CITY OF LODI OR HUTCHINS STREET SQUARE IS NOT RESPONSIBLE FOR ITEMS LEFT IN THE BUILDING OR MISSING DURING OR AFTER YOUR EVENT. 2. FEES AND CHARGES FEES AND CHARGES ARE ESTABLISHED BY THE CITY COUNCIL. THE DIRECTOR DOES MACNTAIN RESPONSIBILITY FOR REVIEW OF SPECIAL CIRCUMSTANCES AND ESTABLISHMENT OF LONG TERM CONTRACT PRICING ON BEHALF OF THE CITY. 3. CANCELATIONS Deposits are returned by mail if cancelations are made more than two (2) weeks prior to the date of event. Less than two (2) weeks. the deposit and half of the rental fee are forfeited. :t_ NO SMOKING All City buildings are no -smoking facilities, Ordinance 'Ml t88. Rooms are posted and renters are expected to insist their guests comply. Ignoring this voter -approved regulation will result in forfeiture of the rental deposit. �. SERVICES PROYMED • A maintenance man will be on site to open and close the facility, and available by phone only in case of emergency. • Tables and chairs will be provided and set up to your specifications. No labor is provided the day of event for set up, re -arranging or assisting with loading or unloading. Cars may use sidewalk areas and fire lane to unload temporarily but MUST park in parking lot. If you do not comply, vehicles will be towed at owners expense. • You will only be allowed to use the items you have requested in advancepn your rental agreement. • Barbecues will = be allowed on patio or concrete area. Arrangements must be made in the office prior to rental and listed on setup. The maintenance staff will check the condition of the facility after your event to determine if any additional damage, cleaning or overtime has occurred. You will be notified the week after your rental if any of your deposit is required to pay for cleanup or damage. • Coffee urns are available at no extra cost. 6. YOUR CLEANLNG RESPONSIBILITIES • Tables, chairs and kitchen facilities used must be cleaned and wiped down. • Food, beverage and all spills must be cleaned up from floors and/or walls. • All decorations must be removed at the close of event. • It is your responsibility to inform your caterer of their cleaning responsibilities (see Caterer's Responsibilities). Garbage must be picked up and placed in bins located in the North service area. CATERER'S RESPONSIBILITIES • clean all equipment used in kitchen(s) including freezers, refrigerators, ovens, stoves, warming ovens, coffee urns. • clean all counters and work tables - floors must be cleared of any food and any spills mopped up. car age needs to be hauled out to dumpsters in the North and South parking lots. all disheslutensils used must be run through dishwasher if not being picked up the night of event. 8. KITCHEN FACILITIES The Kirst Hall catering kitchen is supplied with the following equipment: • refrigerator • freezer • dishwasher • warming ovens • two Amana microwaves • two built-in coffee urns NOTE: There is no electric or gas stove available with this kitchen. It is the renter's responsibility to inform your caterer of what the kitchen is equipped with and of their cleaning responsibilities. The Multipurpose kitchen is supplied with the following equipment: • refrigerator freezer two ovens • six stovetop bumers one griddle • prep table The Cottage catering kitchen is supplied with a dishwasher. 9. DECORATIONS • Decorations are limited to table centerpieces or free-standing items only. NO EXCEPTIONS. NO items may be hung on walls or from ceilings. NO tape, nails, tacks, pins or staples may be used on walls, ceilings, floors, or on pillars, signs or walls outside of facilities. • If you are using candles or if there are questions regarding decorations that may be flammable, please contact the Lodi Fire Marshall directly at 333-6735. 10. SECURITY Licensed security euards must be hired by sponsoring group or organization whenever a public function is held. All private parties (this includes weddings receptions, birthday parties, anniversaries, etc.) must hire a licensed security guard(s). A minimum of one guard per 100 people is required. Guards must be present when guests begin arriving and remain until all guests are gone. The name of your security company and a copy of your security contract must be given to the rental office no later than one week prior to your event. All activities must conclude by 1700 a -m. If persons leasing the building refuse to leave at that time, the maintenance staff will contact the Police Department and have them removed. If this occurs, the deposit will not be returned. 11. INLS URANCE I) Insurance may be provided by the City of Lodi, with additional fee determined by the City at the time of rental. Coverage does not include liquor liability. Insurance for your rental is provided under a master policy issued to the City of Lodi. This policy provides liability coverage with limits of 51, 000,000 Each Occurrencelrlggregote and will name the Lessee/Tenant as an Additional Insured. This policy contains exclusions and restrictions found in normal general liability policies. It does SOT cover Liquor Liability. The Assistant City Manager has the actual policy which is available for review. 0R 2) Under the appropriate circumstances, the City of Lodi may accept personal insurance provided the renter lists the City of Lodi as additional insured. Proof of insurance must be in the Hutchins Street Square office one month prior to your event. If not received by two (2) weeks prior, you will be required to purchase the City's insurance. 12. ALCOHOLIC BEVERAGES Wine and beer are permitted; other alcoholic beverages require approval of the Community Center Director. A permit to seE alcoholic beverages must be obtained from the State of Alcoholic Beverage Control Department, 31 E. Channel Street, Stockton. A license fee will be charged by the State. Only a cashier's check, money order or cash will be accepted by the ABC office. AN APPROVAL LETTER SIGNED BY THE CITY OF LODI CITY MANAGER :MUST BE REQUESTED FROM THE RENTAL OFFICE A MINIMUM OF TWO (2) WEEKS PRIOR TO EVENT BEFORE A LICENSE CAN BE ISSUED. 13. CONSIDERATION OF NEIGHBORS Renters of the Square's facilities need to be aware of the City's Noise Ordinance �, 14,19, and sensitive to the fact that Hutchins Street Square is located in an urban setting. Use of excessive noise (i.e., bands, disc jockeys, musical instruments, demonstrations, etc.) can lead to the cancellation of said event. U, V:2i23i99