HomeMy WebLinkAbout2016-04-12 PACKET 04.02.(MCottage
a Grove
Fconomic oe,1eloprnent
To: Economic Development Authority Members
Charlene Stevens, City Administrator
From: Christine Costello, Economic Development Director
Date: April 12, 2016
Subject: Consideration of implementing a room rental policy for the Business
Enterprise Center (BEC) at 7516 80th Street South
Introduction & Discussion
In order for the conference rooms at the Business Enterprise Center (BEC) to be rented
to the public for use, a new policy must be adopted by the EDA. The new policy outlines
building use guidelines, the procedure for room rental, the rental rate structure, and the
fees associated with room rental.
Staff has developed the rental policy for the EDA's consideration after significant research
into other cities' policies and rental rates. The proposed rental fees and other charges are
competitive with other surrounding cities. More importantly, the fees do not create com-
petition with the City's other rental facilities, such as City Hall.
The rental rates and other charges are necessary in order for the EDA to cover costs
incurred from rentals such as wear and tear, utility costs, equipment use, cleaning, and
staff time. Once the policy has been implemented, and if it is determined necessary, the
policy and fees can be adjusted to accommodate room users if it is found that the policy
is too onerous.
Action Requested
Approve the room rental policy for the Business Enterprise Center (BEC) at 7516 80th
Street South.
BEC
T
BUSINESS
ENTERPRISE CENTER
73
COTTAGE GROVE BUSINESS ENTERPRISE CENTER (BEC)
ROOM RENTAL POLICIES & GUIDELINES
1. INTRODUCTION
The Cottage Grove Business Enterprise Center (BEC) is operated by the City of Cottage Grove
Economic Development Authority (EDA). The facility contains three public meeting rooms for
use on a rental basis by local civic, resident, non-resident, and for-profit groups.
2. PRIORITIES FOR USE
Meetings related to the administration and operation of city government, including tenants of the
BEC, have first priority for the use of the facility. The EDA reserves the right to preempt a non -
city or non -BEC related use, when necessary, to conduct essential City, EDA, and BEC
business.
3. RENTAL FACILITIES
Training Room (Room 124)* (Large-sized conference room) Seats up to 60 for meetings,
training, and lecture. Food is allowed, subject to Section 4.
Conference Room A (Room 122)* (Medium-sized conference room) Seats up to 12 for meetings
only. Food is allowed, subject to Section 4.
Video Conference Room (Room 123)* (Small conference room) One table that seats up to 7.
Food is not allowed in this room.
Wi-fi is available throughout the BEC.
* Audio/visual equipment available for extra charge. Renters must supply their own laptop. A designated individual
for the renter must have received training on the operation of the A/V equipment prior to the day of the
meeting/event. Training also ensures compatibility of the equipment.
4. FEE CLASSIFICATIONS AND OTHER CHARGES
The EDA establishes the following fee classifications for the purpose of setting fees. Specific fee
charges are dependent on the type of group, requested meeting room, and staff time and/or
equipment needed with consideration to the market place and other such factors as may be
deemed relevant.
Cottage Grove Business Enterprise Center (BEC)
Room Rental Policies & Guidelines
Priority Levels of Rental Users (see detailed definitions in Section 11)
Page 2 of 6
Level 1A: Meetings, events & training conducted and/or sponsored by the City of Cottage Grove
and its boards and commissions, and quasi -city groups.
Level 1 B: BEC tenants and their associated members.
Level 2: Independent School District #833 and local civic and non-profit groups and other
governmental agencies.
Level 3: Cottage Grove resident groups (a majority of the members must be Cottage Grove
residents).
Level 4: Non-resident groups and other groups.
Rental Fees & Charges:
Fee Classification
Conference
Training Room
VIDEO Conference
Room A
Room
Up to 4 Hours
Up to 4 hours
Up to 4 Hours
Level 4 users
$50 per hour
$100 per hour
$30 per hour
(2 hour minimum)
(2 hour minimum)
(2 hour minimum)
Level 3 users
$30 per hour
$50 per hour
$25 per hour
(2 hour minimum)
(2 hour minimum)
(2 hour minimum)
Level 2 users
$30 per hour
$50 per hour
$25 per hour
(2 hour minimum)
(2 hour minimum)
(2 hour minimum)
Level 1A & 1 B users
No charge
Other Charges:
Requested or required on-site city staff services = 133% of staff member's salary/hour (minimum
2 hours)*
*For all rental groups with the exception of Level 1
If a fee question arises, the Economic Development Director shall make all final determinations.
5. DAMAGE DEPOSIT AND PAYMENT
Damage Deposit:
• A $200 damage deposit in the form of a cashier's check to cover damages and/or
extraordinary cleaning costs is required at the time of reservation for all rental groups, with the
exception of Level 1 renters.
• The damage deposit will be refunded within 21 days after the reservation date if no
deductions are necessary. Any damage or extraordinary cleaning that exceeds the amount of
the damage deposit will be charged to the party responsible for the rental.
Cottage Grove Business Enterprise Center (BEC) Page 3 of 6
Room Rental Policies & Guidelines
Payment:
• The City must receive full payment after approval of room application but no later than 10
days before the rental date to prevent cancellation of your reservation.
• The City will charge a $30 service fee for any dishonored checks.
• Checks should be made payable to the City of Cottage Grove and mailed to: City of Cottage
Grove, Attn: Economic Development, 12800 Ravine Parkway, Cottage Grove, MN 55016.
6. RESERVATION PROCEDURES
The Municipal Center facilities are available for rental on the following days and times:
Level 2, 3, and 4 users:
• Mondays through Friday, 8:00 p.m. to 4:00 p.m.
Level 1 A & 1 B users:
• Mondays through Friday, 8:00 a.m. to 4:30 p.m.
• Saturdays 8:00 a.m. to 12:00 p.m.
The Municipal Center is closed to rentals on Sundays and legal holidays.
• A Room Reservation Application must be submitted to the Economic Development
Assistant at least 14 days prior to the event, but no more than 45 days in advance of the
requested reservation. Applications may be obtained at City Hall or on the City's website at
www.cottage-grove.org. Applications are reviewed and the rooms scheduled by the Economic
Development office.
• All groups using the BEC must have a City -approved room reservation application prior to
facility use. One contact person must be designated to make all arrangements with Economic
Development staff. The exception includes Level 1 users and their associated members. They
can continue to schedule room(s) as they have done to date.
• Once an application has been approved, the holder cannot assign, transfer, or sublet to
another party the use of the facility they reserved.
• The hours stated on the room reservation application must be adhered to, as the facility will
be opened for the applicant and closed at the times stated on the form. This includes any
necessary set-up time by the renter. Occupancy of the reserved facility after the time indicated
on the agreement will result in an additional rental fee which will be deducted from the damage
deposit or charged to the renter.
7. CANCELLATION POLICY
Facility renters are eligible to receive a refund of the full amount of the rental fee when canceling
a reservation at least 10 days before the rental date. The City will refund fifty percent of the rental
fee if the reservation is cancelled nine or fewer days prior to the rental date.
Cottage Grove Business Enterprise Center (BEC) Page 4 of 6
Room Rental Policies & Guidelines
8. BUILDING USE RULES
• Violation of these rules can result in refusal of any future use of this facility.
• The following types of activities may not be held in the BEC:
Commercial, for-profit events such as sales solicitations or seminars for the purpose
of selling products or services;
Religious services, prayer meetings, or religious ceremonies;
Social events or private parties, including wedding ceremonies, birthday parties, family
reunions, and receptions;
Events where exterior signage or displays are required;
Political party and/or political candidate meetings or fund raisers.
• If a room has been rearranged by the user, it must be returned to its original condition. All
trash and recycling must be picked up and put into receptacles. It is the responsibility of the user
to leave the room in the condition in which it was provided.
• Any damage to the facilities or equipment must be reported immediately to the Economic
Development Assistant. The rental group will be responsible for the costs of any damages
incurred or extra cleaning required.
• Smoking is prohibited throughout the building, outside of the building, and in the parking lot.
• The consumption of alcoholic beverages at the BEC, grounds, and parking lot is a criminal
offense. If alcohol is found on the premises, the event will be stopped immediately and rental
fees and damage deposit will be forfeited. Violators will be charged and prosecuted.
• Every group using the facility must be under competent adult (21+) supervision. The
organizing user or group will assume full responsibility for the group's conduct and any damage
to the building or equipment. Children must be attended by adults at all times and contained in
the room rented.
• Users take full responsibility for their group's conduct and for any loss, breakage, or damage
to the rooms, equipment, or other BEC property. The City of Cottage Grove reserves the right to
assign supervisory staff or maintenance personnel, at an additional cost to the users, if deemed
necessary by the particular function or activity.
• The BEC does not discriminate against or harass any applicant because of race, color,
religion, national origin, sex, disability, age, marital status, or status with regard to public
assistance.
• The BEC is not liable for any loss, damage, injury, or illness by the users of the facilities.
Neither the City of Cottage Grove nor its employees can be held responsible for any items that
are left at the facility by the renter or contracted service.
• No decorations, banners, or signs can be taped, pinned, or affixed to the walls, ceilings, or
windows.
Cottage Grove Business Enterprise Center (BEC)
Room Rental Policies & Guidelines
• Signs may not be posted outside of the BEC regarding a rental event.
• The BEC does not provide linens or table skirts.
• Candles are not allowed.
9. FOOD & BEVERAGE RULES
Page 5 of 6
• Food is allowed in the Training Room and Conference Room A, but not allowed in the Video
Conference Room.
• The only food that is allowed in conference rooms is prepackaged food and drinks (i.e. boxed
lunches, donuts, coffee, etc.). No food prep or catering is allowed at the BEC.
• Orange and/or red color beverages are prohibited.
• Groups must provide their own serving ware, utensils, coffee, and condiments.
• Garbage and recycling must be put in the proper containers.
• Floor must be swept/cleaned of any food.
• No coffee pots are allowed; coffee must be brought into the facility already brewed.
10. PARKING RULES
• Because of limited parking, rental groups with more than 20 expected attendees are highly
recommended to car pool. Rental use will be denied if, in the City's assessment, there will be
inadequate parking on the rental date to accommodate the event.
• This facility cannot accommodate oversized vehicles in the parking lot.
11. DEFINITIONS
City Programs, Services, or Activities
Includes the programs and services administered by the City of Cottage Grove and its boards
and commissions.
Quasi -City Groups
City -affiliated or City -supported groups such as the Cottage Grove Strawberry Fest Committee,
Cottage Grove Area Chamber of Commerce, Holiday Train Committee (as well as other groups
that have a Councilmember or staff as a liaison).
Cottage Grove Business Enterprise Center (BEC)
Room Rental Policies & Guidelines
Page 6 of 6
Local Civic and Non -Profit Groups
Includes civic organizations, churches, athletic associations, fraternal groups, charitable
organizations, or character building organizations and which possess current Minnesota non-
profit exempt status and are devoted to social, educational, recreational, and civic development
or other like purposes.
Resident
Any person who resides primarily in the City of Cottage Grove.
Governmental Agencies
Includes county, state, and federal agencies.
School District #833
Includes directly -related school activities as well as community education, curricular, co -
curricular, and extra -curricular activities.
Other groups
Any group not covered by one of the other definitions in this section.
TRAINING ROOM (ROOM 124)
This room has a projector and screen. Room can be set
up for meeting, training, or lecture.
Meeting Training
IS_
Lecture
Box and pre-packaged food is allowed in the training
room
VIDEO CONFERENCE ROOM (ROOM 123)
This room has teleconference system. This room has a
conference style table, and no other setup options
available
*Food is not allowed in this room.
Conference
Seats 7
CONFERENCE ROOM A (ROOM 122)
This room has a monitor and laptop. This room has a
conference style table, and no other setup options are
available.
Conference
Seats 12
JWL
Business Enterprise Center (BEC) Room Reservation Application
Mail completed application & fee to:
City of Cottage Grove
EC Attn: Economic Development
12800 Ravine Parkway
Cottage Grove, MN 55106
651-458-0000 1 www.cottage-grove.org
PLEASE MAKE CHECKS PAYABLE• THE CITY OF COTTAGE••
Access to the Business Enterprise Center (BEC) facility may be denied without this signed form on file for Level 2, 3, and 4 users.
Payment of all rental fees are due upon approval of application and prior to room use.
The BEC is open for business Monday through Friday, 8 a.m. to 4:00 p.m.
If a conference room is needed for Saturdays, at least 30 day notice must be given and extra staff fees may be applicable.
Organization:
Person in charge/facility user:
Street address:
City: State: ZIP Code:
Phone: Fax: Email:
Activity/Purpose:
Dates:
ROOMS (SEE
Conference Room A
Room use times (includes your setup and cleanup time): Estimated attendance:
Start: End:
POLICY FOR ROOM SETUP DIAGRAMS AND USER LEVEL DESCRIPTIONS)
Training Room A/V Conference Room
Lecture (seats 12)
A/V equipment
(demonstration required)
ng (seats 60)
re (seats 60)
TAquipment
(demonstration required)
A/V equipment
(demonstration required)
Food is not allowed
2 Level 3
Food served? Yes No
Food served? I Yes I I No
If yes, what type?
If yes, what type?
Level 4
Room Rental/Service
Levels 1A & 1B
PRICING
Level
Conference Room A
(up to 4 hours)
No charge
$30/hour
(2 hour minimum)
$30/hour
(2 hour minimum)
$50
(4 hour block)
Training Room
(up to 4 hours)
No charge
$50/hour
(2 hour minimum)
$50/hour
(2 hour minimum)
$100
(4 hour block)
A/V Conference Room
(up to 4 hours)
No charge
$25/hour
(2 hour minimum)
$25/hour
(2 hour minimum)
$30/hour
(2 hour minimum)
Damage Deposit
$200 cashier's check
for all rental groups with
the exception of Levels 1A &1B
Audio/Visual Use
$50 per use for all rental groups with the exception of Levels 1A &1B
Staff Services (optional)
133% of staff person's salary/hour (minimum of 2 hours)
The Applicant agrees and understands that the use of this City property is conditioned upon compliance with all of the terms and regulations
set forth in the Facility Use Regulations, the City's policies prohibiting sexual harassment firearms, unlawful discrimination and smoking,
as well as all other reasonable City rules and policies regulating the behavior of persons on City property. The Applicant agrees to require
each of his or her agents, guests and employees to abide by these rules, regulations and policies while present on the property and
understands that a violation thereof will result in the immediate termination of the activity or event without refund.
1 have received, read and understood the policies, rules and regulations associated with renting a room at the City of Cottage Grove's
Business Enterprise Center, hereinafter referred to as 'BEC". 1 agree to abide by these policies, rules and regulations. 1 may not use the City
of Cottage Grove's name in promoting my organization's or any specific company's products or services. In consideration for the use of City
property for the event described above, , hereinafter referred to as 'facility user," agrees to indemnify and hold
harmless the City of Cottage Grove and its officials, agents and employees from and against all claims, damages, losses, expenses or
personal injury arising out of or resulting from the use of the BEC by the organization, including its employees, agents, volunteers and
participants. This agreement includes any injuries or other claims that may result from the condition of the BEC property. 1 agree to pay in
advance to the City of Cottage Grove the agreed amount for rooms rented at the BEC as specified herein. 1 also agree to assume full
financial responsibility for any City of Cottage Grove property that is lost stolen, damaged or destroyed while renting facility space at the
BEC facility.
Signature: Date:
OFFICE USE ONLY
Room Rental Fee $
Damage Deposit $ F (cashier's check only)
A/V Equipment Fee $
Staff Time Fee $
TOTAL COST $
$200 cashier's check for all rental groups with the exception of Levels 1A &1B
Check for full rental fee
Requested Audio/Visual Demonstration
ED Staff Date
Facilities
Maintenance Date
Building Maintenance:
Damage deposit may be returned
Deposit may be returned, less $ , which will be retained for the following reasons:
Building Technician Date Applicant Initials