Chapter 2.36
HAL HOLMES CENTER AND OTHER MEETING FACILITIES RATES AND FEES
Sections:
2.36.020 Administration of facilities.
2.36.040 Classifications of activities.
2.36.080 Fees and charges.
2.36.100 Incremental annual fee increases.
2.36.120 Business license required.
2.36.020 Administration of facilities.
A. The city manager, in consultation with the library director, shall be responsible for promulgating all policies and procedures relating to the management and operation of the facilities covered by this chapter.
B. Hal Holmes Center staff shall have primary responsibility for room scheduling, arranging contracts, collecting fees, and serving customer needs at the facilities governed by this chapter. [Ord. 4425 § 1, 2005.]
2.36.040 Classifications of activities.
The following categories of activities for renting space in the Hal Holmes Center, city council chambers, and fire station conference room are hereby established:
A. Category 1. Activities of business/commercial entities; provided, however, when selling a product or service the city council chambers are not available for Category 1 uses unless approved by the city manager.
B. Category 2. Activities of state, federal and other government agencies; educational institutions other than kindergarten through 12.
C. Category 3. Nonprofit organizations, foundations, associations, and clubs; nonbusiness activities of private citizens not affiliated with a group or organization.
D. Category 4. Activities of Kittitas County government and kindergarten through 12 schools; provided, however, there shall be no charge for facility use for disaster relief functions conducted under the auspices of Kittitas County. Disaster relief shall be given priority status by the Hal Holmes Center’s scheduling staff.
E. Category 5. Library-sponsored activities and activities of the city of Ellensburg. Library-sponsored activities must be approved by the library director or the city manager, and any advertising must include the library logo and state, “Sponsored by the Ellensburg Public Library.” [Ord. 4476 § 1, 2007; Ord. 4425 § 1, 2005; Ord. 4406, 2005; Ord. 4381, 2004; Ord. 4186, 1999; Ord. 4070 § 1, 1996; Ord. 3877 § 1, 1993.]
2.36.080 Fees and charges.
A. Hourly Rates for the Hal Holmes Center.
|
Facility/Service |
Cat. 1 |
Cat. 2 |
Cat. 3 |
Cat. 4 |
Cat. 5 |
|
Kittitas Room |
$18.00 |
$14.00 |
$10.00 |
$6.00 |
NC |
|
Ellensburg Room |
$18.00 |
$14.00 |
$10.00 |
$6.00 |
NC |
|
Teanaway Room |
$18.00 |
$14.00 |
$10.00 |
$6.00 |
NC |
|
Ridge Room |
$13.00 |
$10.00 |
$7.00 |
$4.00 |
NC |
|
Mt. Stuart Room |
$13.00 |
$10.00 |
$7.00 |
$4.00 |
NC |
|
Equipment Setup/Tear Down |
See subsection (D)(3) of this section |
See subsection (D)(3) of this section |
See subsection (D)(3) of this section |
See subsection (D)(3) of this section |
See subsection (D)(3) of this section |
|
Grand Piano Use |
$10.00 |
$5.00 |
$5.00 |
$5.00 |
NC |
|
Note: Loud events must rent the Ellensburg, Kittitas and Teanaway Rooms combined since the sound will pervade the entire facility. |
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Note: The sum of the hourly room fees incurred during a day shall not exceed the appropriate hourly room rate multiplied by 10. |
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B. Hourly Rates for the City Council Chambers and Fire Station Conference Room.
|
Facility/Service |
Cat. 1 |
Cat. 2 |
Cat. 3 |
Cat. 4 |
Cat. 5 |
|
City Council Chambers |
$25.00 |
$20.00 |
$15.00 |
$6.00 |
NC |
|
Fire Station Conference Room |
$18.00 |
$14.00 |
$10.00 |
$6.00 |
NC |
|
Equipment Setup/Tear Down |
See subsection (D)(3) of this section |
See subsection (D)(3) of this section |
See subsection (D)(3) of this section |
See subsection (D)(3) of this section |
See subsection (D)(3) of this section |
C. Nonhourly Fees – All Categories.
1. Coffee/Tea.
a. Option 1: Holmes Center provides access to coffee/hot-water urns (makes 16 cups each). The customer provides their own coffee, cups, creamer, sugar, etc. (this option incurs the beverage/snack fee set forth below).
b. Option 2: When ordered in advance (two days minimum) the Holmes Center will provide a specific requested number of 2-2/3-liter air-pots of regular coffee, decaffeinated coffee, or hot water for tea. For prices, see Category A. When requested less than two days in advance, see Category B.
c. Option 3: When ordered in advance (two days minimum) the Holmes Center will provide access to its “air-pot” coffee maker to brew coffee and hot water by the customer as needed. A minimum cost of three air-pots of coffee per day will be charged. The Holmes Center will also provide instructions for use, as well as access to regular coffee and decaffeinated coffee. For prices see Category A. When requested less than two days in advance, see Category B.
d. Option 4: When ordered in advance (two days minimum) the Holmes Center will provide 2-2/3-liter air-pots of regular coffee, decaffeinated coffee, or hot water for tea as needed. A minimum cost of three air-pots of coffee per day will be charged. For prices see Category B. When requested less than two days in advance see Category C.
e. Regular Coffee, Decaffeinated Coffee and Hot Water Prices. A minimum cost of three air-pots of coffee per day will be charged.
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Category A: |
|
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For each single air-pot: Regular |
$10.00 |
|
For each single air-pot: Decaffeinated |
$10.00 |
|
For each single air-pot: Hot water |
$5.00 |
|
Category B: |
|
|
For each single air-pot: Regular |
$15.00 |
|
For each single air-pot: Decaffeinated |
$15.00 |
|
For each single air-pot: Hot water |
$5.00 |
|
Category C: |
|
|
For each single air-pot: Regular |
$20.00 |
|
For each single air-pot: Decaffeinated |
$20.00 |
|
For each single air-pot: Hot water |
$10.00 |
|
Note: With each air-pot of coffee, 10 cups, creamer, sugar, stirrers and artificial sweeteners are provided. |
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Note: With each air-pot of hot water, 10 cups, assorted teas, cocoa mix, stirrers, sugar and artificial sweeteners are provided. |
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Food Use |
|
|
Beverage/snack – Customer serves light food and/or drink |
$5.00 |
|
Meal served – Customer brings in a meal |
$10.00 |
|
Meal cooked – Customer cooks a meal in the kitchen |
$15.00 |
|
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|
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Cleaning fee for staff to do cleanup |
$50.00 |
|
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|
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Security/damage refundable deposit required for higher risk events |
$200.00 |
|
Re-key fine for lost key |
$100.00 |
|
Guest keys must be returned at the end of an event. Failure to do so will result in this fine. |
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Note: Higher risk events include, but are not limited to, parties, dances and concerts where the majority of hours the event is conducted occur after 9:00 p.m. |
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D. Equipment Use.
1. All other center equipment and furnishings are available for client use in the Holmes Center, city council chambers or the fire station without additional charge. Equipment is not loaned to persons or groups using other facilities.
2. City of Ellensburg employees may obtain short-term loans of equipment for use in other department facilities and programs when items are not scheduled for use in the center.
3. Charges for use of the audio-visual equipment are part of the setup fee and are based upon the average hourly wages of the Hal Holmes Center staff determined in January of each year, with a minimum charge equivalent to one quarter-hour’s wages rounded to the nearest $0.04. The minimum charge will apply to all events for which an hourly rate is charged.
E. Scheduling Conflict Policy. If scheduling conflicts occur, Holmes Center staff and the library director shall try to resolve these problems through rescheduling or referral to other facilities. If this does not resolve the problem, a decision will be made based on the following: which event was booked first, appropriateness to the primary and secondary uses of the center, number of users, and amount of revenue generated. Primary uses are those which achieve the purposes of the funding sources, i.e., the Holmes Trust and the city general fund. Secondary uses are those which are permissible according to the Holmes Trust and this chapter.
F. Cancellation/Rescheduling Policy. Any reduction, cancellation or rescheduling of rented days, hours, rooms, goods or services may be subject to additional charges. Each date scheduled through the Holmes Center office is treated individually when calculating additional charges. Additional charges may be incurred when the total monetary value of room rental, goods and services, for any one date, decreases in any way. These additional charges are a percentage of the amount reduced.
1. Cancellation. If notice of cancellation is given within five days of the invoice date or 25 days or more prior to the event date, there is no cancellation charge.
If notice of cancellation is given on the day of the event, 100 percent of the charges remain due; this charge shall be reduced by four percent for each day prior to the event date that notice of cancellation is given.
2. Rescheduling. The Hal Holmes Center treats any rescheduling of an event as though it was cancelled and then a new reservation was made. In such an instance the charges for cancellation are discounted as follows:
If a new reservation is made for the same day that notice of cancellation is given, 100 percent of the payment for the cancellation charge will be credited towards the new reservation. This credit shall be reduced by four percent for each day that passes after the day such notice of cancellation is given and before which the rescheduled event occurs. [Ord. 4476 § 2, 2007; Ord. 4425 § 1, 2005; Ord. 4406, 2005; Ord. 4381, 2004; Ord. 4186, 1999; Ord. 4070 § 2, 1996; Ord. 3877 § 1, 1993.]
2.36.100 Incremental annual fee increases.
On January 1, 2008, the rates and fees set forth in ECC 2.36.080 shall automatically increase by five percent, and thereafter on the first day of January of each successive year said rates and fees shall automatically increase by five percent over the prior year’s nonrounded rates and fees; provided, however, any such increases shall be rounded to the nearest $1.00. The library director shall annually publish the rates and fees for the facilities covered by this chapter. The applicable rates and fees for an event shall be those rates and fees in effect at the time the event is conducted. [Ord. 4476 § 3, 2007; Ord. 4430 § 1, 2006; Ord. 4425 § 1, 2005.]
2.36.120 Business license required.
City business license requirements shall apply for any event in Category 1, in which a product or service is being sold. In addition, out-of-state businesses need to obtain a license to do business in Washington State. [Ord. 4476 § 4, 2007; Ord. 4425 § 1, 2005; Ord. 4406, 2005; Ord. 4070 § 3, 1996; Ord. 3877 § 1, 1993.]