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HomeMy WebLinkAbout2004 03 22 Reports Date: 032204 The following Document was handed to the City Clerk on 03/22/04 under Deputy Mayor Martinez's "Report" FROM :CINDY GENNELL FAX NO. :4075999430 Hug. 05 2002 11:59PM Pi Forwarded Message: Subj: Re: Great News! Pleuse read Date: 7/31.120027:04:27 PM Eastern Daylight Time From: vogilvie@eartbl1nk.net (Vie Ogilvie) ~~~ The building is the Winter Springs-Civie Cent8J.:, the address is correct. 011 7/30/02 6:35 PM, Shari Rosefelt at srosefclt@ctLrr.colllwrote: <dl><dd>To: Democrats Unite! membel's <dd>Plcase help me spread the word: Wayne Hogan, newly announced carldidate tor U.S. District 7, Mayor of Winter Springs, Paul Partyka, candidate tor re~election as M<1yOT of Winter Springs and Hnn'y Jacobs, candidate for U.S. District 24, or someone from his campaign, will be a~ldressiug the club this Thursday, August 1 at 7 p.m. at the Winter Park Civic Center at 400 N. Edgemon, <dd>Just tn remind you, Harry Jacobs is running against the dreaded TomFeelley and Wayne Hogan is r\llUling against the dreaded John Mica. <dd>Just picture the November ballot: a Gubernatorial candidate whowill take out Jeb Hush, Harry Jacobs who wi.l1 not let Tom Feeney getto Washington to continue his destructive path, WaYl1e Hogan who will get rid of John Mica and Eddie Diaz will put Ric Keller back where bebelongs. <dd>lnvite your family, friends and neighbors to attend this meeting with you, Tell Harry Jacobs and Wayne Hogan what issues are of COncern to you.Find out how you ean help them accomplish their goal to get to D.C. <dd>Although these 3 candidates d<> not have to run in the primary, there are only 95 days \.mtil the 2002 election, PleHs~ show your support fol' these candidates by attending this important I'neeting. There is no chul'geand refreshments will be served. <dd>Shari Rosefelt GQMMIJN-I-T-Y-'--SA.8E-D-QRGAN-I-ZNr-I-0N-GR~I-'F-ER~I-QN- -~ *Must be a non-profit group or have tax exempt status through the Internal Revenue Service. *Must serve, but is not limited to, the Citizens of Winter Springs. f *Must complete a "Community Organization Verification" least 30 days prior to initial requested use. Form at .'i/~ *Must complete a "MULTI-USE FACILITY AGREEMENT" no later ~. days prior to the actual date of requested usage. than 10 ~ *Must pay all insurance and any security deposits which may be ~ required prior to the Facility Use Contract being confirmed. ~~~1 g~oup~ de~linq w~ v/ or religious activities. Status. politic~l parties or causes, elections, - ~..... ---......----.........- ~ are not eligible for Community Based ----. .~ *Maximum time available is four hours per event unless special approval is granted by Management. *. Maximum contract time is three months. (continual basis use) *Existing contracts cannot be submitted for renewal prior to 30 days of their expiration date. *" *A $50.00 security and cleaning deposit is required. Please make checks payable to the City of Winter Springs. Your organization is required to set-up,'break-down and clean facility unless prior approved arrangements have been concluded with the management. User will be held responsible for all damages incurred during their use of the facility, except for normal wear and tear and acts of nature. Deposit is refundable at conclusion of agreement if area is left clean and there is no damage to furnishings or equipment. *All meetings, socials, events, etc. must be free and any admission/donations for special functions must be approved prior to the event. Approval must be received in writing from the Parks and Recreation Management or his designee 10 days prior to the event. - - ~ :tTEM@ -if- -- '. PAGE 2. COMMUNITY BASED ORGANIZATION CRITERION *Alcoholic beverages are prohibited on property. *Users are to remain in assigned area(s) and are responsible for supervising all participants in their program so as not to interfere with other possible on-going activities/programs within the area. *Permanent or temporary storage of any items before the event day or after the event, will not be provided. *Management will not be responsible for items stolen or left on premises. *The signee of this agreement or his/her designee is the sole liasion between the organization and center/facility management. *The.organization and participants are to honor all facility/City of Winter Springs rules and codes. *Failure to. adhere to immediate cancellation of the security deposit, and any these conditions may result the existing agreement, forfeiture future use of other City facilities.. in of JANUARY, 1994 CIVIC CENTER RULES AND REGULATIONS 400 North Edgemon Avenue Winter Springs, Florida 32708 The Civic Center, located at 400 North Edgemon Avenue, within Sunshine Park, is a public, City of Winter Springs owned and managed facility. The Center is operated and maintained through the Parks and Recreation department for use by the citizens of Winter Springs. The facility is at times programmed by the Parks and Recreation department and is also made available for rental for private and community functions. 1) The general use or rental of the Civic Center is to be considered the primary use/rental facility under the Parks and Recreation Department's management. This facility will be offered on a "first come/first served" basis for non,-city use prior to any other facility being scheduled for use/rental. The only exception being senior activities at the Senior Center facility. 2) Any individual, group, association wishing to legally obtain "exclusive use" of the center must obtain, complete and submit to the senior center manager a '''Multi-Use Facility Agreement" form not less .than ten (10) calendar days pr~or to the desired use date. All payments/deposits, along with any required insurance certificates are due with the completed '~Mult_i-U!Se _ Facility Agreement'~ form with checks payable to the city of Winter Springs. *Note-No "Multi-Use Facility Agreement" is considered valid unless the approval signature of the Parks and Recreation Director or his/her designee is executed on the form and the insurance certificate received. 3) Rentals- are scheduled on an hourly basis normally with an 8 hour maximum continued use. This includes set-up times also. Rentals/usage are limited to 12:00 midnight, excluding New Year's Eve and class reunions only. No rentals are permitted beyond 1:00am under any circumstances. 9 4) Use Intervals- only short term use/rental requests will be conside.r-ed-f-o-r-a-p-p.r-o-v-a-1-b~-t"he-~a-r:ks-a"nd-Rec-t:ea"t-i-oD Department. "Short term" defined as a single use/rental request for no more than once per week and no longer than a three calendar month period of use. This is necessary in order to make the facility available to others who may wis~ to utilize i~ and to assure that a continual exclusive use of the facility does not develop. 5) Rental Deposit- A $25.00 Deposit will be collected with ,the Multi-Use Facility Agreement submission prior to processing the request. This $25.00 Will be applied toward the rental fee balance. 6) Food and Drink Deposit- A $50.00 Refundable deposit will be applied on facility rentals where food and/or beverage is to be served. This deposit will be collected by separate receipt in the form of" a certified check or money order payable to "City of Winter Springs". The purpose of this deposit will be to cover the clean-up of the facility up and above the norm. This deposit will be returned at the conclusion of the rental if there are no discrepancies found which will be identified and explained by the assigned staff on si t e, if any. 7) Insurance Certificates- Must list the City of winter Springs as an additional insured and should be faxed to (407/327-0018) or mailed to the city of Winter Springs ~arks and Recreation Dep-~r~rn~nt. by the insuring company. 8) Staffinq Assiqnments- A Parks and Recreation employee will always be present at the facility when open. Use/rentals that require additional staff assignments will be itemized with hourly rates and documented on the Multi-Use Facility Agreement. Staff employees are on site for the purpose of maintaining and supervising the facility and the activities being conducted on or in the premises of the Center. Employees are not authorized to engage in the activities of the facility user or provide services relating to the activities being conducted. This includes and is not limited to the collection of tickets, passes, money, checks or fees/donations of 10 any sort. ' 9) Tax- 7% state sales tax will be levied on all rentals, costs/charges when applicable. 10) Tax Exemption- In order to obtain "tax exempt" facility rental status, an organization must complete and submit a "Blanket Certificate of Resale" card which lists the purpose of the tax exemption and the tax ex'emption number. See attachment-Item "I". 11) CancellatiQns- If formal (in writing and signed) cancellation notice is delivered or received no later than 14 calendar days prior to the requested use date, an administrative charge of $10.00 Will be applied and a refund processed within (7) calendar days. 12) Alcoholic Beveraqes- It shall be unlawful for any person or group to purchase, sell or offer for sale, have in his/their possession or consume any alcoholic beverages as defined by the laws of Florida, in or on any park, playground or recreation area, their public parking lots within the corporate limits of the city except as follows: The sale, possession and consumptiom, serving of alcoholic beverages shall be permitted when specifically requested in writing and authorized by the City Manager under such terms and conditions as he/she may impose for the protection of the health safety and welfare of the public. May require assignment of an off duty pol ice officer. ~XL _91 cobQ! ic.. beverage, wai Yer i? available for this purpose. See attachment Item "J". 13) Parkinq- Is provided on site for facility guests utilizing the facilities and its amenities. Use the specified marked parking spaces as provided. In the event that the parking lot is filled to capacity do not park, or allow your guests to park along the entrance/exit driveway. This is necessary to provide access for emergency vehicles. 14) storaqe- No storage of any type or form is provided at the facility for use. Refrigerator is available during use/rental hours only and all items placed in the 11 refrigerator or carried into the facility during use . h.o urs_a.Le_LQ...he~r_emo_v_ed_p.ri_o.r_t.o-Y_a.cat.ing_the premises. 15) Walls, Ceilinqs, Equip.- Facility guests are requested to refrain from using thumb tacks, glue, tape or staples to attach anything to the faci.lity during their use. The use of easels is recommended for displaying of items in the facility. 16) Bulletin Boards & Public Display- All bulletin boards and display areas are provided for placing of public and employee notices. Any item or notice appearing on these areas of display must first be reviewed and approved by (initialed and dated) the Civic and Senior Center. Manager. The Manager will be responsible for the placement of approved notice items. 17) Facility Entrance Keys- Only Parks and Recreation Department/City of Winter Springs employees will be issued keys to the facility. 18) Smokinq- All City of Winter Springs facilities are designated "non-smoking" facilities. As a courtesy to others, smoking is restricted to the exterior of the facilities. AUTHORIZATION: CITY COMMISSION MINUTES- ITEM# / / 12 SEN-I-QR~EN.!!'-ER-RU.LES~AN.D-REGULAT-I.ONS 400 North Edgemon Avenue Winter Springs, Florida 32708 7&~ o ~ k1 ?-/~ '1 ~ The Senior Center located at 400,North Edgemon Avenue, within Sunshine Park, is a public, City of Winter Springs owned and managed facility. The Center was constructed and developed for the purpose and use in providing senior services to the senior citizenry of the City of Winter Springs. The facility is programmed and scheduled by the Parks and Recreation Department and through cooperative senior programming with senior, civic and educational institutions and organizations. Senior programs and use, are first priority when considering facility scheduling and operation hours. During non-operational hours the Center may be offered for scheduling by any individual, group or association legally wishing to obtain "exclusive use" of the center. The center will only be made available for non-senior use during non-operational hours and when the civic Center has been previously scheduled/rented durinq the requested use hours. Any indivi}ual, g~ or association wishing t~ schedul~ ~ Senior Center must obtain, complete and submit to the Seniof -- ~ ------ ~. Center Manager-.a "Multi-Use Facility Aqreement..:' form not less. than ten (10) calendar days prior to the d~sired use datei AJLL required insurance ce~tificates, are due with the completed ...... 'q"... --- --- ----. ---- "Multi-Use Facility Agreement."- . -4 Note.: No "Mul ti-use Faci 1 i ty unless the approval signature.. Director or his/her designee is insurance certificate received. Agreement" is considered valid .of -the_.. .parks .andRecrea.ti on- __ executed on the form and the 1.1 SENIOR STATUS- In order to be recognized as a "Senior Participant" you must be fifty-five (55) years of age. 11 SENIOR PARTICIPANT- Only senior participants and invited guests may partake in the seniorOprograms, activities and events offered during the Senior Center operational hours. 3) OPERATIONAL HOURS- Normally the center operational hour will be from 8:00am un~il :OOpm, p us specia event and evening program hours. Operational hours are scheduled 13 on a "Program/Participant" needs basis arrd-ar~--subJect--to cnange By managemen~. .il. SCHEDULING- All programs uses are office of site. activities, special events, dinners, and any and all other facility scheduled and confirmed through the the Senior Cente~ Manager located on ~ CENTER REGISTRATION CARD- All Senior Center participants will obtain, complete and submit for filing a Senior Center Registration Card which will be maintained on file in the Manager's office. The card w~ll serve as a record of information in the event that an emergency, such as injury or patron incapacitation occurs. One time visiting guests will not be requested to complete a Registration Card. See attachment-Item "K". &l USES- Are scheduled on an hourly basis normally with an 8 hour maximum continued use. This includes set-up times also. Uses are limited to 12:00 midnight, excluding New Year's Eve and class reunions .only. No scheduling is permitted beyond 1:00am under any circumstances. n COMMUNITY BASED USE- Any community based Winter Springs . organiza~ion which is community service oriented in nature, formed for the purpose of producing ~r sponsoring community activities, can schedule and request use of the facility free. durinq normal scheduled-facility hours~ This use 0A~~ ~~ l g;'l/tI~ c4 14 would be contingent upon qualifying as "Community Based Organization" as established the Community Based Organizatlon criterion. '~he sen{or Manage~ for details. ' a in " See ~ INSURANCE CERTIFICATES- Must list the City of Winter Springs as an additional insured and should be faxed to (407/327-0018) or mailed to the city of Winter Springs Parks and Recreation Department by the insuring company. 21 10) USE INTERVALS- Only short term Use requests will be considered . for approval by the Parks and Recreation Department. "Short Term" defined as a single Use request for no more than once per week and no longer than a three calendar month period of use. This is necessary in order to make the facility available to others who may wish to utilize it and to assure that a continual exclusive use of the facility does not develop. The exception to this rule is that Senior activities, programs, events and general use are excluded. Applies to non-senior use of facility. STAFF ASSIGNMENTS- A Parks and Recreation employee will - . - always_ be preseQt ~t the facility when open. Staff employees are on site for the purpose of maintaining and supervising the facility and the activities being conducted on or in the premises of the center. Employees - -~:i'r'e' . not authorized to engage in the activities of the facility user or provide services relating to the activities being conducted. This includes and is not limited to the collection of tickets, passes, money, checks or fees/donations of any sort. 111 SMOKING- All City of Winter Springs facilities are designated "non-smoking" facilities. As a courtesy to others, smoking is restricted to the exterior of the facilities. 15 1-2-)-ALCOHO-L-I-C~BEV-ERAGE.S~I-t-sha-I-I~ae-u-n-I-a-w-f-u-I-f-0-r~a-n-y-pe-rs-on-o-r group to purchase, sell or offer for sale, have in his/her possession or 'consume any alcoholic beverages as defined by the laws of the state of Florida, in or on any park, playground or recreation area, their public parking lots within the corporate limits of the City except as follows: The sale, possession and consumption, serving of alcoholic beverages shall be permitted when specifically requested in writing and authorized by the City Manager under such terms and conditions as he/she may impose for the protection of the health, safety and welfare of the public. May require assignment of an off duty police officer. An alcoholic beverage waiver is available for this purpose. 13) STORAGE- No storage of any type or form is provided at the facility for use. Refrigerator is available during Use hours only and all items placed in the refrigerator or carried into the facility during use hours are to be removed prior to vacating the premises. In the rare instance that storage may be required to facilitate an ongoing activity, an organization may request permission to store an item by writing and requesting storage use via the Parks and Recreation Director to the City Manager. lil FACILITY ENTRANCE KEYS- Only Department employees will to the facility. Parks and Recreation be issued entrance keys ~ PARKING- Is provided on site for facility guests utilizing the facilties and its amenities. Use the specified marked parking spaces as provided. In the event that the parking area is filled to capacity, do not park, or allow your guests to park along the entrance/exit driveway. This is necessary to provide access for emergency vehicles. 16 1-6->-WA-LLS,-G-E-I-L-I-NGS~E0.U-I-P.--F-aei-l-i-tcy~gues-t-S-are~T eques t-e-d-t 0 refrain from using thumb tacks, glue, tape or staples to attach anything to the facility during their use. The use of easels is recommended for displaying of items in the facility. III TELEPHONE USE- Telephones are located in the following areas: Lobby/Reception Kitchen Card/Classroom Managers Office Exterior of Civic Center (Public Pay Phone) Manager's office phone is for City of Winter Springs business only-please do not request use of this phone. No long distance calls can be placed from the Center telephones. A "Pay Public Phone" is available on the exterior wall of the Civic Center located adjacent to the Senior Center. ~ BULLETIN BOARDS AND PUBLIC DISPLAY- All bulletin boards and display areas are provided for placing of public and employee notices. Any item or notice appearing on these areas of display must first be reviewed and approved (initialed and dated) by the Civic and Senior Center Manager. The Manager will be responsible for the pladement of approved notid~ items. AUTHORIZATION: CITY COMMISSION MINUTES- / / ITEM: 17 ). -rEM @ CITY OF WINTER SPRINGS PARKS AND RECREATION DEPARTMENT [UNITY ORGANIZATION VERIFICATION FORM OF FORM IF PHOOE : CITY: ZIP: Office Held Address Phone rICli ADmESS: 3ERS : L'H THE STATE OF FLORIDA? ClffiRTERlt_ ORGANIZATION? TAX I. D. # >Ii HAVE AN ESTABLI SHED BANK Aa:x:uNT? JillRESS : YEAR EST: ATION FCUNDED? M:Nm YEAR ~RGANlZATIC>N' S REVENUES DIRIVED? ATlOO I S 'lWO MAJOR ANNUAL E:XPmSES? VOLUN'I'EEES : PAGE 2 CCM1UNITY ORGANIZATION VERIFICATION FORM WHAT IS THE PURPOSE OF YOUR ORGANIZATION? (USE BACK OF FORM IF NECESSARY) : **FOR CITY OF WINTER SPRINGS USE ONLY** RE.VIEHED BY: DATE: A~l'lill DENIED REASON DENIED . .:; ~ ~. f CITY OF WINTER SPRINGS PARKS.AND RECREATION DEPARTMENT MULTI-USE FACILITY AGREEl\fENT :!- T EM (s) _/_/- ~LICANT/SPONSORNAHE: Phone: (w) (H) Address: Street City State lip F AC I L ITY REQUESTED : Date(s) Requested: ;~ ~ ': . Event Hours: From' To Facil ity Open: From To Estimated: Participants Vehicles Name of Event: Description of Event: How will program/event be advertised/promoted? Person Responsible for Program/Charges: Phone: (W) (H) Address :Street City State Zip List ALL special requests. Explain completely (concession. parking. rehearsal. lighting, equipment, sound system, tents. etc.) Fireworks/Pyrotechnics? Yes_ No_ Amusement Rides? Yes_ No_ Animal Rides? Yes_ No_ Will Admission Fee be Charged? Yes No_ If yes, explain revenue source/costs per person (tickets, donations, solicitations): Will food. goods or services be sold at event: Yes_ No If yes, explain: Will live/recorded music be used? Yes______ No ~ill facility be used for commercial filming or photography? Yes______ No_______ . If yes. explain: )oes your organization have current insurance for these activities? Yes_ No_ If yes, explain type of coverage, amount, carrier. md carrier phone: ;ommunfty Based Organization? Yes_____ No If yes, Approved Verification Date: Phone lame or Organizatfon lddress: [1. Street City State Zip ITEM CHARas (To be completed by Parks and Recreation Department) A. B. Senior Center-# Hours_____ Civic Center-' Hours______ ~itchen/Other Fee # of Additional Personnel_ n Hours $ Per Hour Sales TAX 7\ (unless Tax Exempt) Sub Total $ $ $ $ $ \, Insurance Policy Expires (Date) $ $ $ Tax Exempt II: Cash_ ChecK_ Check II Balance Due: (Date) Damage/Clean Up Deposit (Refundable) Make.checks payable. to: City of Winter Springs. Received By Date $ $ Balance due days prior to event.