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HomeMy WebLinkAboutcocc_clsb_agenda_pkt_20230330CITY OF CAPE CANAVERAL CULTURE AND LEISURE SERVICES BOARD REGULAR MEETING City Hall Council Chambers 100 Polk Avenue, Cape Canaveral, Florida 32920 AGENDA March 30, 2023 5:30 P.M. CALL TO ORDER ROLL CALL PUBLIC PARTICIPATION: Any member of the public may address any items that do not appear on the agenda and any agenda item that is listed on the agenda for final official action by the City Council excluding public hearing items which are heard at the public hearing portion of the meeting, ministerial items (e.g. approval of agenda, minutes, informational items), and quasi- judicial or emergency items. Citizens will limit their comments to three (3) minutes. The City Council will not take any action under the "Public Participation" section of the agenda. The Council may schedule items not on the agenda as regular items and act upon them in the future. ACTIONS ITEMS 1 5:30 p.m. — 5:55 p.m. 1. Approve or amend the Agenda. 2. Approve minutes for the City of Cape Canaveral CLS Regular Board Meeting, January 26, 2023 3. Review and recommend updated Fee Schedules for Park Pavilions 4. Review and recommend differential rate structure for Non -Profit Facility Rentals based on new information provided by City Attorney STAFF REPORTS 1 5:55 p.m. — 6:10 p.m. 1. John Mayberry 2. Molly Thomas ADJOURNMENT Pursuant to Section 286-0105, Florida Statutes, the City hereby advises the public that: If a person decides to appeal any decision made by the Culture and Leisure Services Board with respect to any matter considered at this meeting, that person will need a record of the proceedings, and such purpose that person may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. This notice does not constitute consent by the City for the introduction or admission into evidence of otherwise inadmissible or irrelevant evidence, nor does it authorize challenges or appeals not otherwise allowed by law. In accordance with the Americans with Disabilities Act: all interested parties may attend this Public Meeting. The facility is accessible to the physically handicapped. Persons with disabilities needing assistance to participate in the proceedings should contact Samantha Berry, City of Cape Canaveral Leisure Services [(321) 868-1220 x222] 48 hours in advance of the meeting. CITY OF CAPE CANAVERAL CULTURAL AND LEISURE SERVICES BOARD REGULAR MEETING City Hall Council Chambers 100 Polk Avenue, Cape Canaveral, Florida 32920 January 26, 2023 5:30 p.m. MINUTES CALL TO ORDER A meeting of the Culture and Leisure Services Board was held on January 26, 2023, at Cape Canaveral City Hall, 100 Polk Avenue, Cape Canaveral, Florida. The meeting was called to order 5:30 p.m. by Chairperson Joel Fair. The Interim Board Secretary called the role. ROLL CALL Board Members Present: Joel Fair Chairperson Kathy Parks Vice Chairperson Angela Trulock Larry Holmes Betsy Ronk Others Present: John Mayberry Amy Moody Samantha Berry Parks, Recreation, + Community Affairs Deputy Director Interim Board Secretary Training Board Secretary Members Absent (Excused): Mary Mosquera PUBLIC PARTICIPATION Members heard from a local pastor, Jody Wells, and church members who currently use the Nancy Hanson Recreation Center as their meeting place. Mr. Wells advised that the ability to pay a discounted rate as a Non -Profit allows the church to serve the local community. ITEMS FOR ACTION 1. Approve or amend the Agenda. A motion was made by Betsy Ronk to approve the Agenda as written, seconded by Kathy Parks. The motion carried unanimously. 2. Approve minutes for the Culture and Leisure Services Board Special Meeting of October 20, 2022. A motion was made by Kathy Parks to approve the meeting minutes from October 20, 2022 as written, seconded by Angela Trulock. The motion carried unanimously Page 1 of 2 CITY OF CAPE CANAVERAL CULTURAL AND LEISURE SERVICES BOARD REGULAR MEETING City Hall Council Chambers 100 Polk Avenue, Cape Canaveral, Florida 32920 January 26, 2023 5:30 p.m. MINUTES 3. Review and recommend Differential Fee Structure for Non -Profit Facility Rentals. Proposal A offered a 25% fee reduction for non-profit usage of facilities and Proposal B offered a 50% fee reduction for non-profit usage of recreational facilities. The facilities in question do not include any facility where it is prohibited based on grants, such as Manatee Sanctuary and Banana River Park. Discussion ensued including suggestions for allowing anyone to use the facilities at a reduced rate if they used the facility regularly, the value of gathering additional data and the feasibility of workshops for future action items. Chairman Fair recused himself from voting, noting that he had a vested interest related to this matter, as his church organization frequently rents City facilities. A motion was made by Kathy Parks to approve the 50% reduction in fees (Proposal B) for facility usage by Non -Profit organizations, seconded by Angela Trulock. The motion carried unanimously, 5-0. STAFF REPORTS John Mayberry advised the board of the improvements that are being completed at the ball fields to enhance the playability of the field. Mr. Mayberry also provided information related to the Splash Pad and sidewalk repair at the Community Center. Mr. Mayberry also provided construction updates on the CAPE Center. ADJOURNMENT There being no further business, Chairman Joel Fair made a motion to adjourn the meeting, seconded by Angela Turlock and the adjourned at 6:35 p.m. Approved on this, the 30th day of March, 2023. Joel Fair, Vice Chairperson Samantha, Board Secretary Page 2of2 CITY OF CAPE CANAVERAL CULTURE AND LEISURE SERVICES (CLS) BOARD MARCH 30, 2023 REGULAR MEETING • ITEM # 3 Subject: Review proposed Fee Schedules for facility rentals of pavilions located at Manatee Sanctuary Park and Banana River Park, to make a recommendation for City Council, or ask Staff to revise proposals and bring back to Board for further review. Summary: At the request of City Council, Staff investigated the feasibility of charging differential rates for facility rentals at Manatee Sanctuary Park (MSP) and Banana River Park (BRP), based on residency status, as part of the larger department wide Fee Review. Upon further research it was determined that charging differential rates based on "age, sex, race other conditions or the political subdivision in which the user may reside" was not permitted per the provisions of the Florida Communities Trust and Florida Recreation Development Assistance Program (FRDAP) grants, used to construct the pavilions at both MSP and BRP (Attachments 1 & 2). The previous administration was unaware of this caveat when they began allowing a differential rate for Non -Profit facility use of these pavilions, an allowance that was immediately suspended upon discovery of this information, to avoid violating the terms of the grant. While these Grantor agencies will review requests for "special allowances," the request may have unintended consequences that could dictate how the differentiated income is used going forward. There is also the chance that we complete the full request process, only to be denied. For this reason, Staff is not proposing differential fee schedules for these two facilities in the proposals drafted for consideration. Three years of Facility Rental Revenues, generated via the pavilions at Banana River Park and Manatee Sanctuary Park, are attached as a point of reference. (Attachment 4) Attachments: (1) Florida Department of Environmental Protection Final Reimbursement Letter RE: FRDAP Project No. F01052 (2) Florida Department of Environmental Protection Final Reimbursement Letter RE: FRDAP Project No. A16088 (3) Proposed Fee Schedules for review (4) MSP Pavilion Rental Revenues & BRP Pavilion Rental Revenues FY19/20 - FY21/22 PRCA Staff recommends the Board take the following action: Review proposed Fee Schedules for facility rentals of pavilions located at Manatee Sanctuary Park and Banana River Park to make a recommendation for City Council or ask Staff to revise proposals and bring back to Board for further review. Approved by Director: Date: 2j --2 - 2 3 4 4. : FLORII A� feb Bush Governor Attachment 1 Department of Environmental Protection Ms. Nancy Hanson Director Parks and Recreation Department City of Cape Canaveral 7300 North Atlantic Avenue Post Office Box 326 Cape Canaveral, Florida 32920 Re: Manatee Park Boardwalk Project FRDAP Project No. F01052 Dear Ms. Hanson: Marjory Stoneman Douglas Building 3900 Commonwealth Boulevard Tallahassee, Florida 32399-3000 March 26, 2002 David B. Struhs Secretary Recently you received the final reimbursement payment, which terminates the development phase of this grant project. In operating the project area, please remember the following major grant requirements: 1. The project area and elements shall be operated and maintained for use by the general public for at least twenty-five (25) years. 2. The project site, if owned by the Grantee, shall be maintained in perpetuity as an outdoor recreation area for the use and benefit of the general public. 3. The area shall be open for public use at reasonable times, maintained in accordance with applicable health standards and kept reasonably safe for public use. Appropriate actions shall be taken to alleviate potentially hazardous situations (e.g., traffic congestion, storm damage, etc.) at the site, which might adversely effect the using public. 4. Changes in project sponsors shall be approved by this Department. If any part of the project area or developed facilities are converted to other than approved recreational uses, the area or facilities shall be replaced at your expense with an acceptable project of comparable or greater scope and quality adjacent, or in near proximity to, the original project site. This Department must approve all such conversions in advance. "More Protection, Less Process" Printed on recycled paper. Ms. Nancy Hanson Page Two March 26, 2002 5. A permanent information sign or plaque of appropriate size and location crediting the Florida Department of Environmental Protection and Florida Recreation Development Assistance Program as a funding source shall be maintained on the project site. 6. Non-compliance with any portion of the grant agreement or the administrative rules under which the grant was awarded may be cause for this Department to demand a return of grant funds disbursed for development of the project plus interest. 7. Should a user fee system be implemented for the project, it shall be imposed uniformly upon all users without regard to age, sex, race, other conditions or the political subdivision in which the user may reside. If requested, special allowances may be made by this Department for certain classes or groups of users. 8. This Department reserves the right to inspect the project site at any time. It has been a pleasure working with you on this worthwhile recreation project. If we can be of assistance in the future, please do not hesitate to contact us. Sincerely, ,d(0.4.e.....,-...._ A. Diane Langston Community Assistance Consultant Bureau of Design and Recreation Services Division of Recreation and Parks Mail Station #585 ADL/kd Attachment 2 Florida Department of Environmental Protection Marjory Stoneman Douglas Building 3900 Commonwealth Boulevard Tallahassee, Florida 32399-3000 February 16, 2018 Mr. Gustavo Vergara Leisure Services Director City of Cape Canaveral 105 Polk Avenue Cape Canaveral, Florida 32920 Re: Banana River Park Phase III FRDAP Project No. A16088 Dear Mr. Vergara: Rick Scott Governor Carlos Lopez-Cantera Lt. Governor Noah Valenstein Secretary Recently you received the final reimbursement, which terminates the development phase of this grant project. In operating the project area, please remember the following major grant requirements: 1. The project area and elements shall be operated and maintained for use by the general public for at least twenty-five (25) years. 2. The project site, if owned by the Grantee, shall be maintained in perpetuity as an a. outdoor recreation area for the use and benefit of the general public. 3. The area shall be open for public use at reasonable times, maintained in accordance with applicable health standards and kept reasonably safe for public use. Appropriate actions shall be taken to alleviate potentially hazardous situations (e.g., traffic congestion, storm damage, etc.) at the site, which might adversely affect the using public. 4. Changes in project sponsors shall be approved by this Department. If any part of the project area or developed facilities are converted to other than approved recreational uses, the area or facilities shall be replaced at your expense with an acceptable project of comparable or greater scope and quality adjacent, or in near proximity to, the original project site. This Department must approve all such conversions in advance. wwiv. rlep. state.fl. us Mr. Gustavo Vergara Page Two February 16, 2018 5. A permanent information sign or plaque of appropriate size and location crediting the Florida Department of Environmental Protection and Florida Recreation Development Assistance Program as a funding source shall be maintained on the project site. 6. Non-compliance with any portion of the grant agreement or the administrative rules under which the grant was awarded may be cause for this Department to demand a return of grant funds disbursed for development of the project plus interest. 7. Should a user fee system be implemented for the project, it shall be imposed uniformly upon all users without regard to age, sex, race, other conditions or the political subdivision in which the user may reside. If requested, special allowances may be made by this Department for certain classes or groups of users. 8. This Department reserves the right to inspect the project site at any time. It has been a pleasure working with you on this worthwhile recreation project. If we can be of assistance in the future, please do not hesitate to contact us at 850- 245-2501. Tamika Bass Community Assistance Consultant Office of Operations Land and Recreation Grants Section Mail Station #585 Tainika.bass@dep.state.fl.us Attachment 3 PARK FACILITY RENTALS - Proposed A Rate Category Daily Deposit RATES Manatee Sanctuary Park Pavilion $225.00 $150.00 Banana River Park Pavilion $125.00 $150.00 PARK FACILITY RENTALS (CURRENT) - Proposed B Rate Category Daily Deposit RATES Manatee Sanctuary Park Pavilion $250.00 $150.00 Banana River Park Pavilion $150.00 $150.00 PARK FACILITY RENTALS - Proposed C Rate Category Daily Deposit RATES Manatee Sanctuary Park Pavilion $275.00 $150.00 Banana River Park Pavilion $175.00 $150.00 PARK FACILITY RENTALS - Proposed D Rate Category Daily Deposit RATES Manatee Sanctuary Park Pavilion $300.00 $150.00 Banana River Park Pavilion $200.00 $150.00 Attachment 4 Pavilion Rental Revenues FY 2019/20 - FY 2021/22 FY19/20 FY 20/21 FY 21/22 BRP Pavilion $600 * $1,840.50 $1,740.00 MSP Pavilion $8,136.00 $11,815.00 $8,012.50 Totals $8,736.00 $13,655.50 $9,752.50 * Possible incomplete data due to conversion to Rec Desk software. CITY OF CAPE CANAVERAL CULTURE AND LEISURE SERVICES (CLS) BOARD MARCH 30, 2023 REGULAR MEETING • ITEM # 4 Subject: Review Proposed Differential Fee Structure specific to Non -Profit Organizations, at applicable City facilities and request staff either revise the previous recommendation to City Council or to move forward with previous recommendation without revision. Summary: At the last meeting of the Culture + Leisure Services Advisory Board (CLSB), the Board unanimously approved a 50% reduction in fees (Proposal B) for facility usage by Non -Profit organizations (Attachment 1). During legal review, the City Attorney suggested that the CLSB take into consideration a differential rate system for Non -Profit organizations, as utilized by the City of Cocoa (Attachment 2). It should be noted that the Non -Profit discounts proposed by Director Nancy Hanson, in 1985 differentiated between Cape Canaveral based organizations and those not based within the City (Attachment 3). Attachments: (1) Draft Minutes from the Culture & Leisure Services Advisory Board Regular Meeting on January 26, 2023 (2) City of Cocoa Master Fee Schedule For Facility Rentals, Special Events and Parades (3) Memo to Recreation Board dated September 17, 1985. PRCA Staff recommends the Board take the following action: Review Proposed Differential Fee Structure specific to Non -Profit Organizations, at applicable City facilities, and request staff to either revise the previous recommendation for City Council or to move forward with previous recommendation without revision. Approved by Director: Date: 3 -2 .- 2 CITY OF CAPE CANAVERAL CULTURAL AND LEISURE SERVICES BOARD REGULAR MEETING City Hall Council Chambers 100 Polk Avenue, Cape Canaveral, Florida 32920 January 26, 2023 5:30 p.m. MINUTES 3. Review and recommend Differential Fee Structure for Non -Profit Facility Rentals. Proposal A offered a 25% fee reduction for non-profit usage of facilities and Proposal B offered a 50% fee reduction for non-profit usage of recreational facilities. The facilities in question do not include any facility where it is prohibited based on grants, such as Manatee Sanctuary and Banana River Park. Discussion ensued including suggestions for allowing anyone to use the facilities at a reduced rate if they used the facility regularly, the value of gathering additional data and the feasibility of workshops for future action items. Chairman Fair recused himself from voting, noting that he had a vested interest related to this matter, as his church organization frequently rents City facilities. A motion was made by Kathy Parks to approve the 50% reduction.in fees (Proposal B) for facility usage by Non -Profit organizations, seconded by Angela Trulock. The motion carried unanimously, 5-0. STAFF REPORTS John Mayberry advised the board of the improvements that are being completed at the ball fields to enhance the playability of the field. Mr. Mayberry also provided information related to the Splash Pad and sidewalk repair at the Community Center. Mr. Mayberry also provided construction updates on the CAPE Center. ADJOURNMENT There being no further business, Chairman Joel Fair made a motion to adjourn the meeting, seconded by Angela Turlock and the adjourned at 6:35 p.m. Approved on this, the 30th day of March, 2023. Joel Fair, Vice Chairperson Samantha, Board Secretary Page 2 of 2 Attachment 2 CITY OF COCOA MASTER FEE SCHEDULE FOR CITY FACILITY RENTALS, SPECIAL EVENTS,AND PARADES SECTION 1.0. APPLICANT CATEGORIES AND APPLICABLE CITY FACILITY RENTAL FEES FOR FACILITY RENTALS. 1.1 APPLICANT CATEGORIES ESTABLISHED FOR CITY FACILITY RENTALS. Individuals/organizations applying for use permits shall be classified into four (4) categories for the purpose of use priority and charges. Proof of residence and organizational status required. The following categories are established for purposes of determining the fee or user charge imposed pursuant to Section 1.22 of this Master Fee Schedule: Category I: All "non-profit" leisure programs directly or indirectly sponsored/governed by the City of Cocoa; or all jointly sponsored programs between private organizations and the City of Cocoa; any personal use by a Cocoa resident; or any use by a school located in the City of Cocoa limits. Category II: All "non-profit" groups, organizations, corporations or programs which are registered under the provisions of 501(c)(3)and are registered or established in the City of Cocoa. Category III: All "non-profit" groups, organizations, corporations which are registered under the provisions of 501(c)(3) but not registered or established in Cocoa; and any other non-profit organizations; or any personal use by a non-resident of the City of Cocoa; or all other governmental agencies. Category IV: Any group, organization or corporation not a resident or established in the City of Cocoa;or any group,organization,or individual operating any"for-profit"activity; all other individual, organizations, groups or corporations not meeting the criteria of categories I, II, or III. 1.2 CITY FACILITY DEPOSITS,FEES,AND USER CHARGES. The following deposits, fees and user charges are hereby approved and required for the use of the City facilities as listed below. 1.21 City facility deposits and fees will be charged as follows: DEPOSIT FEE: All rental events require an immediate payment of a deposit equal to 25%of the total rental fee. The deposit fee will be deducted from the full rental amount. Full payment of fees is due thirty (30) days prior to the scheduled event. CANCELLATION POLICY: A 15% administrative fee will be deducted from the total amount due for the event for all written requests for refunds up to thirty City of Cocoa Resolution No.2022-022 Exhibit"A" Page 1 of 8 (30)days prior to the scheduled event. If an event is cancelled within thirty (30) days of scheduled date, no refund will be granted. Refund requests will not be honored if total rental fee is less than $50.00. All users MUST sign and agree to the Facility Use Application and Agreement at time of booking. DAMAGE & CLEAN-UP DEPOSIT: A $250.00 Damage & Clean-up deposit is required thirty (30) days prior to the scheduled event. If the cost of damages or additional clean-up exceed the Damage and Clean-up deposit amount, an invoice for such additional costs will be provided to the Applicant for immediate payment. FUNCTIONS SERVING FOOD: Functions serving food in the Ballroom or Porcher House will be charged an additional $150.00 plus applicable sales tax, payable thirty (30)days prior to the scheduled event.A copy of your caterer's state license and proof of insurance must be provided thirty (30) days prior to the scheduled event.All functions with more than 100 people in attendance are required to use a licensed and insured caterer. LONG-TERM RENTALS: A long-term facility lease agreement ("long-term lease") will consist of a term between six (6)months and one(1)year with at least one to two meetings or events per month in the rented facility during the period. Such long-term leases may be renewed each year on such terms as may be agreeable to both parties. Individuals or organizations wishing to enter into a long-term lease will receive a 10%discount off of the rental rate for their particular category. 1.22 City facility rental fees shall be charged as follows: CITY OF COCOA CIVIC CENTER: Ballroom: (700 Seating/1,200 Standing Capacity)** Category: Charee/Hour: Charge 5 Hrs.: *CharEe/Dav(8 Hrs.): I $ 50.00 $200.00 $300.00 II $ 60.00 $250.00 $400.00 III $ 75.00 $350.00 $500.00 IV $100.00 $450.00 $800.00 Wedding Ceremony Only: 2 Hours Maximum $300.00 Wedding Reception Only: 5 Hours Maximum $750.00 Wedding Ceremony&Reception: 5 Hours Max. (if in same bldg.) $850.00 City of Cocoa Resolution No.2022-022 Exhibit"A" Page 2 of 8 Conference Rooms#1,#2& Board Room: (160/64/32 Seating;290/138/66 Standing Capacity)** Category: Charge/Hour: Charge 5 Hrs.: *Charge/Day(8 Hrs.): I $20.00 $ 80.00 $120.00 II $30.00 $120.00 $180.00 III $40.00 $160.00 $240.00 IV $50.00 $200.00 $300.00 *Any additional hour is charged at the hourly rate. **There is a 3-hour minimum for Weekend Rentals. CITY OF COCOA PORCHER HOUSE: (84 Seating Capacity/125 Standing Capacity) Weekday Rentals: (M-T-W-Th) Category: Charge/Hour: Charge 5 Hrs.: *Charge/Dav(8 Hrs.1: I $40.00 $160.00 $240.00 II $50.00 $200.00 $300.00 III $60.00 $240.00 $360.00 IV $70.00 $280.00 $400.00 Weekend Rentals: (F-Sat-Sun) Category: Charge/Hour: Charge 5 Hrs.: *Charge/Day(8 Hrs.): I $ 50.00 $200.00 $300.00 Il $ 60.00 $250.00 $400.00 III $ 75.00 $350.00 $500.00 IV $100.00 $450.00 $800.00 *Any additional hour is charged at the hourly rate. Photography Session $50.00 per hour Wedding Ceremony Only: 2 Hours Maximum $350.00 Wedding Reception Only: 5 Hours Maximum $750.00 Wedding Ceremony&Reception: 5 Hours Max. (if in same bldg.) $850.00 Additional Fee for Exterior Back Patio of the Porcher House: $200.00 City of Cocoa Resolution No.2022-022 Exhibit"A" Page 3 of 8 CITY OF COCOA RIVERFRONT PARK: Amphitheater/Rotunda Greenspace: (1,500 Standing Capacity) Category: Charge/Hour: Charge 5 Hrs.: *Charge/Day(8 Hrs.): I $40.00 $160.00 $240.00 II $50.00 $200.00 $300.00 III $60.00 $240.00 $360.00 IV $70.00 $280.00 $400.00 Wedding Ceremony Only: 2 Hours Maximum $250.00 Wedding Reception Only: 5 Hours Maximum $550.00 Wedding Ceremony& Reception: 5 Hours Max. (if both held in park) $650.00 *Any additional hour is charged at the hourly rate. CITY OF COCOA PARK PAVILIONS / GAZEBOS*: Riverfront Park Pavilions,Myrt Tharpe Gazebo and Lee Wenner Park Pavilion: Category: Charge per Day(up to 4 Hrs.): *Charge per Da (5-8 Hrs.): I& II $35.00 $50.00 III&IV $45.00 $60.00 Permit holder should bring a copy of permit to pavilion site to show proof of purchase. *There is a five-hour minimum for Weekend Rentals. HEART OF COCOA COMMUNITY MEETING ROOM*: Maximum Room Occupancy Limits: Theater(30)Classroom (30)Standing(48) Parking is extremely limited at this location:One handicap accessible space and two general parking spaces only. The Heart of Cocoa Community Meeting Room is free for all residents residing in the "Heart of Cocoa Community" (the area located between State Road 520 and Rosa L. Jones Drive, and between Florida Avenue and US 1). Proof of such residency will be required upon reserving the facility. The following rates will apply to all others renting this facility: City of Cocoa Resolution No.2022-022 Exhibit"A" Page 4 of 8 Category: Charge/Hour: Charge 5 Hrs.: Charge/Dav** (8 Hrs.): I $20.00 $80.00 $120.00 II $30.00 $120.00 $180.00 III $40.00 $160.00 $240.00 IV $50.00 $200.00 $300.00 *There is a three-hour minimum for weekend rentals. **Any additional hour is charged at the hourly rate. Fee Schedule Discounts Discount applied toward facility rental rate only. Does not apply to food fees, rental items, Public Safety, or Special fees. Unable to combine discounts. Military—Must show valid Military ID(Active duty and Retiree). 25% City of Cocoa Schools—Schools located in the City of Cocoa limits. 50% All other Brevard County Schools—All other Brevard County Schools not in the 15% city limits. City of Cocoa Employee—Must show valid City of Cocoa employee badge at the 25% time of booking. Discount applies to employee and immediate family oniti. Mid-Week Facility Rental-Monday through Thursday(Excludes Special Events, 25% please see Special Event Fee Schedule Mid-Week Wedding Package Discount—Monday through Thursday 25% The City Manager or designee shall have the authority to waive City facility rental fees only. Only fundraising events conducted by non-profit(501(c)(3))organizations will be considered for rental fee waivers. SECTION 2.0 APPLICANT TIERS AND APPLICABLE SPECIAL EVENT FEES 2.1 APPLICANT TIERS ESTABLISHED. Individuals/organizations applying for use permits shall be organized into five (5) tiers for the purpose of use priority and charges. The following different tiers are established for purposes of determining the fees or user charges imposed pursuant to Section 2.22 of this Master Fee Schedule: Tier 1 Permit: A Special Event or Parade which the attendance is anticipated to be less than 1,000 Persons and is organized by either a Non-profit (501(c)(3)) Organization or a Cocoa Village Partnering Organization*, or, a Special Event or Parade which the attendance is anticipated to be less than 500 Persons and is organized by a for profit organization. City of Cocoa Resolution No.2022-022 Exhibit"A" Page 5 of 8 Tier 2 Permit: A Special Event or Parade which the attendance is anticipated to be between 500 and 1,000 Persons and is organized by a for profit organization. Tier 3 Permit: A Special Event or Parade which the attendance is anticipated to be in excess of 1,000 Persons and is organized by a Non-profit(501(c)(3)) Organization. Tier 4 Permit: A Special Event or Parade which the attendance is anticipated to be in excess of 1,000 Persons and is organized by a Cocoa Village Partnering Organization*. Tier 5 Permit: A Special Event or Parade which the attendance is anticipated to be in excess of 1,000 Persons and is organized by a for profit organization. *A Cocoa Village Partnering Organization is any not for profit organization that's sole purpose is to attract visitors to the Cocoa Village area or that promotes the Cocoa Village area as a destination. (Does not have to be a 501(c)(3) non-profit organization.) 2.2 DEPOSITS, FEES, AND USER CHARGES FOR SPECIAL EVENTS AND PARADES. The following deposits, fees and user charges as listed below are hereby approved and required for issuance of a special event permit. 2.21 Deposits and other fees will be charged by the City as follows: CANCELLATION POLICY: A 15% administrative fee will be deducted from the total amount due for the event for all written requests for refunds up to thirty (30) days prior to the scheduled event. If an event is cancelled within thirty (30) days of scheduled date, no refund will be granted. All users MUST sign and agree to the Special Events Permit Application and Agreement at time of booking. The City reserves the right to refund all monies paid and cancel all reservations and permits up to 72 hours prior to the reserved date. DAMAGE& CLEAN-UP DEPOSIT: A Damage&Clean-up deposit is required thirty (30) days prior to the scheduled event date. If no damage is done to the facilities or public property, all fees have been paid in full, and all rules and regulations have been followed,the Damage & Clean-up deposits will be returned to the applicant within thirty (30)business days following the scheduled event. PUBLIC SAFETY & SPECIAL FEES: In accordance with Chapter 2, Article XI, Special Events and Parades, of the City Code, a Public Safety and Facility Fee will be determined based upon necessity for each event. This fee will include the use of Firefighter/EMT's, Police Officers, V-Cops, Electricians, etc. and will be determined after the application has been filed with the Leisure Services Division. Public Safety& Special Fees are due no later than thirty(30)days prior to the start of the special event. City of Cocoa Resolution No.2022-022 Exhibit"A" Page 6 of 8 ** A $1M Commercial General Liability Insurance certificate is also required naming the City as an additional insured. 2.22 Special event fees,deposits and public safety and special fees shall be charged as follows: SPECIAL EVENT FEES: All special events or parades require full payment of all fees detailed herein,due thirty(30)days in advance of the scheduled event or parade. Tier: 1 $500.00 plus sales tax if applicable 2 $1,000.00 plus sales tax 3 $1,000.00 4 $1,500.00 plus sales tax 5 $3,000.00 plus sales tax DAMAGE & CLEAN-UP DEPOSIT Applicants/Events in Good Applicants/Events in Standing Conditional Standing $250.00 $1,000.00 City of Cocoa Resolution No.2022-022 Exhibit"A" Page 7 of 8 PUBLIC SAFETY AND SPECIAL FEES City Personnel including $50.00 per hour V-Cops $15.00 per hour per Police Officer/Fire-EMT Services/Public Works and per person person Electricians Fire and Police Department Command Staff $55.00 per hour per person Vendor Bollards $25.00/box/day Fountain Fee* $15.00 RFP Rotunda Utility Bollards $25.00/half day $50.00/full day Stage Electric(110 outlets) $25.00/half day $50.00/full day Water Usage $10.00/half day $20.00/full day Road Closure Fee $50.00 Full Stage Power $400.00/full day Half Day=Up to 4 hours,Full Day=Above 4 hours *Fountain Fee is to change the regular 10a-6p schedule of the Fountain in Riverfront Park. The City Manager or designee shall have the authority to waive City special event fees only. Only fundraising events conducted by non-profit (501c3) organizations will be considered for rental fee waivers. City of Cocoa Resolution No.2022-022 Exhibit"A" Page 8 of 8 Attachment 3 City of Cape Canaveral 105 POLK AVENUE . CAPE CANAVERAL. FLORIDA 32920 TELEPHONE 305 783-110O TO: RECREATION BOARD MEMBERS FROM: NAt'CY HANSON Sll9J: FACILITY RENTAL PROPOSAL DATE: SEPTEMBER 17, 1985 During the hours that the assembly room is not scheduled for a recreation activity I recommend the department rent out the facility. The lack of meeting space in the city and the central location of the Recreation Center makes this a desirable location for groups to meet. in the past, many city groups have used the facility for meetings and activities. These groups were not charged a fee as they were sharing the tax responsibility for the Complex, along with the other citizens in the community. Now that the city is no longer collecting the special tax, I feel the department is iustifieri in charging a rental fee to help defray expenses for the operation and upkeep of the building. The following is my recommendation: CATEGORY I Cape Canaveral Community Service and Recreation Department sponsored groups (i.e. Little League, Soccer League, Tennis, Shuffleboard and Softball Associations)MJ CHARGE CATEGORY II Cape Canaveral Non -Profit Organizations, Groups and Clubs. ;.7.50 + tax, per hour. Minimum fee „.i5.00 + tax. Janitorial fee, if needed. CATEGORY III ,all Others. :'a 5.00 + tax, per hour. Minimum fee 30.00 + tax. janitorial fee, if needed. ANY function where Food and/or beverage is to be served will require a refundable clean up deposit. Amount of deposit to be left to the Recreation Director's discretion.