Agenda - Council - 08/08/2016 - Laserfiche WebLink

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CC Regular Session 4.5. Meeting Date: 08/08/2016 By: Nichole Wenberg,Administrative Services Information Title Approve Amended Facility Use&Rental Policy Purpose/Background: The purpose of this case is to approve the amended City of Ramsey Facility Use&Rental Policy. Council previously discussed the proposed updates at the Work Session on July 26, 2016. Attached to this case is the draft work session minutes, for reference. The amended Facility Use&Rental policy is attached to this case for review and approval,as well as the redline version of the policy which highlights the proposed changes. The amendments that are being proposed include: -Combining the Municipal Center Facility Use&Rental policy and the Park Facility Use&Rental Policy. For ease of use(on behalf of city staff and the customer), and consistency across policies, staff recommends combining these policies into one document. The proposed combined Facility Use&Rental Policy is also attached to this case. The content that was added to the Municipal Center Facility Use&Rental Policy from the Park Facility Use&Rental Policy,and any additional edits to the current content,have been indicated in red text. -Minor administrative updates. -Eliminating the AV equipment fee and absorbing it into the base rate for each room. Recent updates to AV equipment have made these features accessible to every user of the Lake Itasca and Alexander Ramsey Rooms,regardless of whether or not they request and pay for this feature in advance. To avoid unpaid AV Fees,and streamline the rental process for both staff and the customer, staff is proposing eliminating the separate AV fee and absorbing it into the base rate for each room; adjusting the rates based on the user and equipment available in each room. -Increasing the after-hours/weekend rate from$54 to$61 per hour. Staff is proposing this increase to reflect the Building Maintenance personnel's current overtime hourly rate. At the Work Session on July 26,2016, it was the consensus of the Council to approve the combined Municipal Facility Use&Rental Policy and Parks Facility Use&Rental Policy, along with the administrative updates. It was the consensus of the Council to approve the adjusted base rental fees for each user and facility; leaving the Non-Profit Minimum Maintenance Fee at$5 for Municipal Center conference rooms and matching that fee for park facilities. Council supported placing this case on the Consent Agenda for formal approval Observations/Alternatives: -Approve the amended policy and updated rates. -Pull this case from the Consent Agenda to discuss at a later meeting. -Pull this case from the Consent Agenda to discuss at the current Council meeting.