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2011-077-1470 - Facility Usage Policy for BTF Rec Complex for City Staff and Council City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 11, 2011 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: N/A Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communcation Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) N/A X Sponsor Name Mayor Shirley Gibson Department: City Council Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA ADOPTING A FACILITY USAGE POLICY FOR CITY STAFF AND MEMBERS OF THE CITY COUNCIL AT THE BETTY T. FERGUSON RECREATIONAL COMPLEX; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary: Background Since the opening of the new Betty T. Ferguson Recreational Complex in late September, there has been growing demand for use of the various rental spaces within the center by both the public and by City staff. The Center has an operating budget of $1.5M for FY‐10‐11. While it cannot be reasonably expected that the Center’s operation will be self‐sufficient, it is critical that the City maximize the financial opportunities available to curtail any operating deficit. ITEM K-1) CONSENT AGENDA RESOLUTION BTF Recreational Complex Facility Usage policy by Staff and Council 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 The City does not have another recreational facility of this size and type. As a result, Staff had no rental demand history to review in order to make projections of anticipated rental use of the Recreational Complex. The rental history over the first six (6) months has been reviewed in order to establish appropriate policies regarding City staff usage. Current Situation Shortly after the opening of the facility, an informal policy was established for occasional departmental use in order to appropriately manage expectations by City staff. This policy allowed each department to host six (6) meetings per year at the Recreational Complex. This would also provide meeting participants exposure to the facility in hopes that memberships could be gleaned as a result of visual tours of the facility. Additionally, there have also been a number of requests for space rental by Council Members. There is currently no policy for such use; however, due to an increasing demand for usage by the residents, Staff believes that City Council should address the issue and establish such a policy. Attached is a summary of the city held meetings and events at the Recreational Complex since its opening. Types of Usage There are generally two types of uses that the Complex can host. The first is as a meeting venue. In this scenario, the set up of tables and chairs is typically provided by the staff. If light snacks are provided, or if special decorations are required, it is the responsibility of the host department to purchase these items and bring them to the venue. Additionally, the host department is responsible for general clean‐up of the space used to bring it back to the condition in which it was found. The second type of usage is of an event nature. With this usage, Staff is heavily involved. It usually involves Staff setting up and breaking down tables and chairs and performing after‐use clean‐up. It also involves coordinating with outside vendors (food, services, entertainment, etc). These types of events require intensive coordination and planning and constitute a major commitment of time and effort. It should be noted that over the past six (6) months, there has been very little scheduling conflict between meeting venue usage and paying requests for the use of meeting rooms. Conversely, for event usage, Staff has observed that a modest stream of rental revenue has been lost as a result of bookings of the auditorium space by City Staff. Because of what hasbeen learned about the facility usage and public demand, Staff recommends the following revised policy: • Each department will be allowed up to 4 meetings per year with departmental staff providing their own labor for clean‐up • Each department will also be permitted to have 1 event per year where Center Staff will provide support (such as a professional luncheon, departmental get‐together/event, or public‐oriented event). While Center Staff will provide additional labor and coordination, the individual department will be responsible to fund the cost of the event (room rental fee will not be charged) 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 As before, if the event is sponsored (paid for) by an outside agency, group or individual, the event will not be counted against the department’s allotment of free usage. Weekend demand by the general paying public is high and growing. All weekend usage must be “sponsored” and paid for by an outside source and will compete with the general public’s demand on a first‐come, first‐serve basis. Exceptions must be approved by the City Manager for good cause and for City business. Proposed Council Policy Staff recommends that following policy for use of the Recreational Complex by Council: • Each Council member will be permitted to have up to 4 meetings per year (set up and tear down of tables and chairs will need to be coordinated through Staff and use Center resources) • Each Council member will be permitted to have 3 events per year (staff will provide support, however funding for food and other necessities would still come from individual Council expense accounts) It is noted that the while the Betty T. Ferguson Recreation Complex schedule is being adjusted to be open 6 days per week, the rental of the meeting and event space is available every day of the year (365 days). The proposed City Staff usage policy (which includes City Council), will amount to a maximum of 84 meeting dates and 35 event dates available for City sponsored functions. Proposed Action: That the City Council approve the resolution that outlines the policy governing the use of the Betty T. Ferguson Recreational Complex by City Staff and Council. Attachment: Attachment: Summary of City held meetings & events Date Time Department Contact Room Event Rental Fee # of Hours Total 10/26/2010 9a-12 Public Works Mike Gambino BoP -F Public Works Forum $100.00 3 $300.00 11/9/2010 8a-4p City Clerk Ronetta Taylor BoP -A Passport Training $50.00 8 $400.00 11/10/2010 8a-4p City Clerk Ronetta Taylor BoP -A Passport Training $50.00 8 $400.00 11/16/2010 9a-1p Community Out. Lillie Odom Gymnasium Community Safety Forum $60.00 4 $240.00 11/16/2010 8a-12 Council Julie-Ann Smith BoP -F Council Meeting/Breakfast $100.00 4 $400.00 11/19/2010 9a-2p Public Works Tom Ruiz Auditorium Pulic Works Forum $90.00 5 $450.00 12/2/2010 8a-2p General Services Administration Antranette Pierre Auditorium GSA Small Business Event $90.00 6 $540.00 1/10/2011 3p-8p City Manager Vernita Nelson Auditorium City Mng Town Hall Mtg $150.00 5 $750.00 1/13/2011 3p-9p Events/Media Stephanie Seaz Auditorium Poetry Contest $150.00 6 $900.00 1/22/2011 10a-12 Council Renee Critchon Auditorium Gilbert Town Hall on Water $90.00 2 $180.00 1/25/2011 12-2p Council TyShek Auditorium A Williams Silver Sneakers Event $150.00 2 $300.00 2/10/2011 830a-6p PRD Kara Petty Auditorium FRPA Southeast Region $75.00 8 $600.00 2/10/2011 830a-6p PRD Kara Petty Hibiscus FRPA Southeast Region $30.00 8 $240.00 2/10/2011 830a-6p PRD Kara Petty BoP FRPA Southeast Region $85.00 8 $680.00 2/10/2011 830a-6p PRD Kara Petty Gardenia FRPA Southeast Region $20.00 8 $160.00 2/14/2011 12-2p Council TyShek Auditorium Valentines Day Luncheon $95.00 1.5 $142.50 2/25/2011 12-3p Community Out. Lillie Odom Gymnasium Annual Heritage Luncheon $65.00 3 $195.00 3/2/2011 8a-12n Procurement D Rosemond Auditorium Small Business Expo $95.00 4 $380.00 3/17/2011 3p-9p Council Shaneika Harvey Auditorium Bid Whist Tourn. $155.00 6 $930.00 3/24/2011 5p-9p City Clerk Ronetta Taylor Auditorium Citizen Workshop $155.00 4 $620.00 3/25/2011 5p-9p Code Octavia Taylor Auditorium Property Maintenance Expo-Setup $155.00 4 $620.00 3/26/2011 9a-1p Code Octavia Taylor Auditorium Property Maintenance Expo $155.00 4 $620.00 3/29/2011 2011 8a-4p Council Oliver Gilbert Auditorium Job Fair $95.00 8 $760.00 4/2 -12/3 9a-12n Council Oliver Gilbert Hibiscus 100 Black Men Mtg $45.00 27 $1,215.00 4/8/2011 8a-5p City Clerk Ronetta Taylor Auditorium SE City Clerk Mini Academy $95.00 9 $855.00 4/9/2011 9a-4p Council TaShek Auditorium Andre Williams Event $155.00 7 $1,085.00 4/18/2011 4p-10p Events/Media Stephanie Seaz Auditorium Miss CMG Pageant $155.00 6 $930.00 4/19/2011 930a-12n Planning Yoder BoP -Full Consolidated Plan -CD $95.00 2.5 $237.50 4/22/2011 6p-12a Events/Media T Mullings Auditorium Game Night -Fundraiser $155.00 6 $930.00 4/29/2011 6p-8a Events/Media T. Mullings Track Relay-4-Life Walk $45.00 14 $630.00 5/5/2011 1p-8p Public Works Claudelle Joseph Auditorium Trashion Show $95.00 7 $665.00 5/6/2011 9a-1p Council Hilary Auditorium Jr Council Forum $95.00 4 $380.00 5/19/2011 830a-230 Community Dev. Antranette Pierre Auditorium Kids of KAPOW $95.00 6 $570.00 5/28/2011 5p-8p Council TaShek Auditorium Fair Housing Event $155.00 3 $465.00 465.00 5/30/2011 7a-12p Council Ula Zucker Auditorium Mayors Breakfast $155.00 5 $775.00 6/5/2011 5p-8p Community Out. Lillie Odom Auditorium Elderly Affairs Fashion Show $155.00 3 $465.00 11/22/2011 12-4p Council TaShek Auditorium Williams Event $155.00 4 $620.00 Grand Total $20,630.00 City Held Meetings & Events