137-99 Ordinance RECORD OF ORDINANCES.
o~
D on Le al Blank Co.
Ordinance No.......137-99 (Amended).......... Passed
AN ORDINANCE AMENDING ORDINANCE 104-99 TO REVISE THE
FEES IN APPENDIX A OF THE SCHEDULE OF FEES AND SERVICE
CHARGES FOR CITY OF DUBLIN SERVICES TO INCLUDE RENTAL
FEES FOR THE COMMUNITY HALL AND COMMUNITY THEATER IN
- PHASE II OF THE DUBLIN COMMUNITY RECREATION CENTER,
AND DECLARING AN EMERGENCY.
WHEREAS, the City of Dublin, Ohio has adopted Ordinance 104-99 on September
20, 1999, which established its policy as to the recovery of costs and, more
particularly, the percentage of full costs to be recovered from users of the City
services, and established a schedule of fees and charges for City services which
complied with the policy set forth in that Ordinance; and
WHEREAS, Ordinance 104-99 did not include rental rates for the various areas in
phase II of the Dublin Community Recreation Center; and
WHEREAS, it is necessary to establish rental rates for use of the community hall,
meeting rooms, and community theater being constructed as part of phase II of the
Dublin Community Recreation Center; and
WHEREAS, these rental rates are based on estimated cost of services using
methodology as defined in Ordinance 104-99; and
WHEREAS, a market analysis and review was completed as to the rental fees and
charges of similar facilities, and the rental rates set forth in this Ordinance appear to
' be reasonable and comparable in relationship to those reviewed; and
WHEREAS, the specific fees and percentages of cost recovery, to be charged for
City-provided services, must be adopted by the City Council.
NOW, THEREF BE IT ORDAINED by the Council of the City of Dublin,
State of Ohio, _~~members of the elected officials concurring:
Section 1. Appendix A of Ordinance 104-99 is hereby amended to read as follows:
APPENDIX A -SCHEDULE OF FEES AND SERVICE CHARGES
Regulation Product or Service
5-171 Community Hall and Meeting Room Rental Rates (per hour)
Percentage of
Customer Cost Recovery 1/3 Hall 2/3 Hall Hall
"Prime-Time" Rates Fri-Sun):
Resident 70% $25 $55 $80
School District Resident 100% $40 $75 $115
Non-Resident 200% $80 $150 $230
Co orate Resident 100% $40 $75 $115
~ Not For Profit Dublin A 70% $25 $55 $80
"Non-Prime Time" Rates Mon-Thurs):
Resident 65% $25 $50 $75
School District Resident 95% $40 $70 $110
Non-Resident 195% $80 $145 $225
Co orate Resident 95% $40 $70 $110
Not For Profit Dublin A 65% $25 $50 $75
(A) - As defined within current City policies (fees may be eligible to be waived).
Table and chair set-up is included in the rental fee. A warming kitchen is available to caterers only.
Podiums, a PA system, and other basic AV support are available upon request, and must be set up
by Dublin employees. A dance floor and risers (platforms) are available to rental groups at an
additional fee ($75 and $50, respectively) to cover costs of additional set-up and tear down time.
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RECORD OF ORDINANCES
°
Da on Le al Blank Co.
137-99 Amended
Ordinance No Passed
5-171 Community Hall and Meeting Room Rental Rates (per hour)
(continued)
Percentage of Meeting Meeting
Customer Cost Recovery Room 1 Room 2
"Prime-Time" Rates Fri-Sun):
Resident 70% $25 $25
r... School District Resident 100% $35 $35
Non-Resident 200% $70 $70
Co orate Resident 100% $35 $35
Not For Profit Dublin A 70% $25 $25
"Non-Prime Time" Rates (Mon-Tours):
Resident 65% $25 $25
School District Resident 95% $35 $35
Non-Resident 195% $70 $70
Co orate Resident 95% $35 $35
Not For Profit Dublin A 65% $25 $25
(A) - As defined within current City policies (fees may be eligible to be waived).
Deposit:
There will be a $200 deposit for renting any portion of the Community Hall, and a $50 deposit for
renting a meeting room. An additional damage deposit will be collected when the rental group is
serving alcohol (see "Alcohol" below). The deposit will hold the rental date, and assure the City that
funds are available should the event go past its scheduled rental time and additional rental fees are
levied. Groups renting the facilities are financially liable for any damage to the facility or
equipment caused by them during use. Payment in full of rental fees and rental deposit is due upon
receipt of rental contract. Deposits are non-refundable if the event is canceled.
Alcohol:
Rental groups are limited to serving beer and wine after 7:30 p.m. on Thursday, Friday, and Saturday
nights only. All other circumstances will require a waiver from City Council at its next regularly
scheduled meeting. Consumption is limited to the confines of the Community Hall, and must
comply with State of Ohio liquor laws. Additional proof of insurance will be required (see
"Insurance Coverage" below). The City of Dublin is not liable for any injuries to guests or
negligence where alcohol is involved. Special Duty Police Officer(s) must be contracted by the
rental group and are required on the premises throughout the entire event when alcohol is being
served. An additional $100 refundable damage deposit will be collected for rental groups serving
alcohol.
Catering:
A list of recommended caterers who have successfully worked in the past with the City of Dublin
may be provided to rental groups desiring catering service. Inclusion on any such list in no way
constitutes a formal endorsement or recommendation by the City of Dublin. All caterers are subject
to a facility maintenance fee of 12% of food and nonalcoholic beverage bill. Caterers will be asked
to provide a current professional caterer's license and proof of insurance, and will be asked to sign
a letter of agreement.
Insurance Coverage:
Depending on the risk classification of the event, the rental group may be required to obtain
appropriate insurance. If the City requires insurance for the event, the rental group will be asked to
provide proof of liability insurance satisfying the City's lease requirements, or purchase liability
insurance through the City's insurance administrator.
Rental Hours:
Rental hours will follow the existing hours of operation of the Dublin Community Recreation Center
(DCRC) for non-prime time rentals. Rental hours are extended to midnight (12:00 a.m.) for prime-
time rentals.
Rental Contract and Policies:
Each rental group will be required to sign a detailed facility rental contract and agree to abide by all
policies, procedures, rules and regulations governing the rental and operation of the facilities.
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RECORD OF ORDINANCES
Da on Le al Blank Co.
137-99 (Amended)..... Passed
Ordinance No
S-172 Community Theater Rental Rates
Percentage Fee Per Fee Per Hour Rehearsal Fee
of Cost 4 Hour (2 hour Per Hour (2
Customer Recovery Block minimum) hour minimum)
$585 $145 $80
Standard Rate 100%
Corporate Resident 85% $500 $125 $65
Not For Profit (Dublin) (A) 80% $470 $120 $60
Dublin Arts Council (DAC) * * * *
(A) - As defined within current City policies (fee may be eligible to be waived).
* -Fees will be waived for rental groups falling under the umbrella organization of the DAC. These
rental groups will be charged a fully burdened hourly rate for the Theater Technician's time during
technical rehearsals, performances requiring assistance and other times when requested by the rental
group. The Theater Technician will be charged at $45 per hour.
Fees include set-up and tear down of chairs. City employees (or City-contracted professional
service) are the only ones authorized to use/program the theater's technical equipment, lighting, and
any other theatrical appurtenances.
Rental Rates and Ticket Collection Fee:
Rental rates will be quoted to prospective rental groups in four-hour blocks. There maybe certain
times when a rental group will not need four hours for an event. In those situations, aper-hour rental
rate will be optional, with atwo-hour minimum. Should a rental group request the City of Dublin
to facilitate ticket sales and collections for its performance(s), the City of Dublin will charge a 12%
collection fee. This fee will be calculated based on total ticket sales, and the balance of ticket
collections will be remitted to the rental group.
- - Rehearsal Rates:
Rehearsal rates will be available for those rental groups renting the theater facility for their
performances. Rehearsal rates include "work lights" only. Rental groups desiring "technical"
rehearsals must pay regular rental rates.
Deposit:
A $200 deposit will be required from groups renting the theater. The deposit will hold the rental
date, and assure the City that funds are available should the event go past its scheduled rental time
and additional rental fees are levied. Groups renting the facilities are financially liable for any .
damage to the facility or equipment caused by them during use. Payment in full of rental fees and
rental deposit is due upon receipt of the rental contract. Deposits are non-refundable if the event is
canceled.
Rental Hours:
Rental hours will follow the existing hours of operation of the Dublin Community Recreation Center
(DCRC) for Sunday through Thursday rentals. Rental hours are extended to midnight (12:00 a.m.)
on Friday and Saturday.
Insurance Coverage:
Rental groups will be required to obtain appropriate insurance. The rental group will be asked to
provide proof of liability insurance which satisfies the City's lease requirements, or purchase
liability insurance through the City's insurance administrator.
Rental Contract and Policies:
Each rental group will be required to sign a detailed facility rental contract and agree to abide by all
policies, procedures, rules and regulations governing the rental and operation of the facilities.
Section 2. That the fee schedule identified in Section 1 be effective pursuant to the policies
and procedures identified in Ordinance 104-99.
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RECORD OF ORDINANCES
Form No 30043
D on Legal Blank Co
137-99 (Amended)...... Passed
Ordinance No
Section 3. EFFECTIVE DATE
This Ordinance is hereby declared to be an emergency measure necessary for the health,
safety and welfare of the City, and further to allow for the necessary public notification of
the fees and charges prior to the opening of phase II of the Community Recreation Center.
Therefore, the Ordinance shall take effect and be in force immediately upon passage.
Passed this ~fi~ day o r , 2000
Mayor -Presiding Officer
ATTEST:
Clerk of Council
hereby ten's#v that conis~s of thES Qr~`ndncelQesof~tion Mere posted in the
City of i?~b{`n n attotda~~te witFa~Sec;on 73,.5 of t6ta ~'~:~a €:evised Cede,
_ ~~~c~c~
t{e of Co~~r,el, ~uhln, Ohia
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Department of Finance
5200 Emerald Parkway • Dublin, Ohio 43017-1006
Phone: 614-761-6500 • Fax: 614-889-0740 Memo
CITY OF DUBLIN
To: Members of City Council
From: Timothy Hansley, City Manager
Date: February 7, 2000
RE: Ordinance 137=99 (Amended)
Initiated By: Marsha Grigsby, Director of Finance
Melody Kennedy, Financial Analyst
Please find attached amended Ordinance 137-99. The Ordinance has been amended
pursuant to the motions made by the Finance Committee of the Whole at its January 10,
2000 meeting. Amendments to the Ordinance include decreasing the rental fees for the
Community Hall and meeting rooms for residents and not for profits, and increasing the
fees for the non-residents, school district residents, and corporate residents. With regard
to the alcohol policy, it was agreed to allow rental groups to serve beer and wine in the
Community Hall with consumption restricted to hours past 7:30 p.m. on Thursday, Friday,
and Saturday nights. All other circumstances will require a waiver from City Council.
Rental fees for the Community Theater were also discussed. Amendments to the
Ordinance include a provision for rental groups under the umbrella organization of the
Dublin Arts Council (DAC) to have fees for theater rental waived for the first year. Due
to the technical nature of the theater equipment, the Theater Technician may be present
during working rehearsals, but the City will absorb the cost to ensure the protection and
' maintenance of its equipment. Rental groups under the umbrella organization of the DAC
will be charged a fee for the Theater Technician's time during technical rehearsals,
performances requiring assistance and other times when requested by the rental group. A
provision was also added to the Ordinance to charge a 12% collection fee when a rental
group requests the City to facilitate the sale and collection of its tickets. This fee will be
calculated based on total ticket sales with the balance of ticket collections being remitted
to the rental group. The collection fee does not cover supplies such as ticket stock or
ticketing software, which must be supplied by the rental group.
Upon request from the Director of Service, we have added emergency language to the
Ordinance. We are requesting the Ordinance be passed as an emergency measure so that
public notification can be made prior to the opening of the phase II facilities. Rental
groups can then begin scheduling their events.
For ease of your review, all additions to the Ordinance have been shaded, and deletions
have been stricken. Should you have any questions or concerns about the Ordinance,
please do not hesitate to contact the Department of Finance.
Page 1 02/02/00
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