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HomeMy WebLinkAbout2001-09-24 01-381 ORDERCOUNCIL ACTION Item No.01- 61 Date: 9-24-01 item/Subject: Order, Authorizing City Sponsorship for Student Aspirmon Day and Reduced Civic Center Rental Responsible Department City Council Commentary: In accordance with our Bass Park Rate Policy, the Finance Committee has recently reviewed a request from Eastem Maine Healthcare that the City co-sponsor the Female Student Aspiration Program planned for October 17. Cast year but prior W adopting the new policy, such co- sponsorship was approved and only direct costs incurred by Bass Park were charged for rental of the Civic Center. The Committee has recommended that the Council consider such cosponsorship and has recommended a similar arrangement for the coming year under which the event would pay only for direct charges. The Committee reviewed the factors outlined in Section 5 of the Rate Policy, a copy of which Is attached for your review. In addition, the Committee took into amount the Audborium rental associated with this event over the past two years as a result of a concert promote] as a portion of the overall Women's Week events designed to dehey portions of the total costs. Please note that a similar concert is not planned for this year due to the unavailability of touring talent. I understand that event organizers are hopeful of spdnsodng such concerts again in the future, and, should they do so, concert revenue can be a major oftsetting factor to the Bass Park Complex. Given our new policy, a small amount ($1,500) was budgeted In the City Councils budget far the purpose of funding sponsorship discounts at the Bass Park Complex. This would be the second event so sponsored, the First being the Camp Bangor Camp Fair this spring. JEiX3rUT1enL "can Manager's Comments: In accordance with the Rate Policy, the full Council must ad to provide Me required funding for this sponsorship. it. City Manager Associated Information: lEtter of Request, Rale Policy, Estimate of Charges r" Finance — Legal Approval: Gty So ror Introduced for A Passage _ First Reading Page_ 0 Referral nssignMroCmnciim Palmer September 74. 1001 CITY OF BANGOR (TITLE.) Order, Authorizing City Sponsorship for Student Aspiration Day and Reduced Civic Center Rental By the Oly Co l of the Oty ofBangd.- ORDERED, That the City of Bangor become a sponsor of Student Aspiration Day and provide a $1,000 reduction in Civic Center Rental for this event, such funds to be provided from the Oty Council budget, account number 1001-7610M. IN CITY COUNCIL Seppmber 24. 200E Motion Mede am secoaaed for Passage Council Established Conflict for Comcilor Crowley Councilor Crowley Abstained free, Discussion and Vote Jerry Illulev, E.M.E. urged Passage Of chis Order Passed c � ccEQ p 01-381 ORDER (TITLE,) AutForitia¢ City SooaaoraFin Eor gtudeot Aepiratlaa Day and Seduced Civic Center Rental Assigned b Councllow WhAg OPENING books EASTERN MAINE HEALTHCARE �21nn r Septernbe14,00 Etl Barrett, City Manager RECelveo City of Bangor n Harlow u SEP 1 8 18 B3ngOr, ME 09901 01 CIIYMANAGEWg Dear En: OFFICE As we discussed, this letter Is a request Or once again have the CIN be a co-sponsor of the Female Student Aspirations Program, this year planned for October 17. As In the ` •;_ q. East two years, this is a cunteerpiece event, designed just for middle and high school aged EY1. gitls, on the overall Women's Week series. Each year it has grown in popularity, drawing approximately 800 students fran school districts throughout the region. They, bar the unique opportunity to learn from about 90 adult women panelists who tlewibe how they achieved their anent careers by pursuing goals set early in life. TEN IFEMpml ilea kskdiwl Cki Women's Weak overall k sponsors by Wi NewsCenter 2, the Bangor Daily ami., n dm NUnwdl Year, News, the YWCA, Eastern Maine Healihwre, and new this Clear Channel Radice a Ixalns Hone Ratlons. We do not charge for the Rudent Aspiradorss Program, ark receive no otlwr I.bbH� sponsorship dollars. All speakers volunteer their dme, and the printed materials for Me �u,lik..;a ruakorr evert are donffied01' EMH. ai rkosiwR srem. iGlbcrvwsloc We are all mmmittetl rothis even[berauea of the Importance RmaM1oltl for the Affl,y aplwmm nmlmroia young women each year. We hope the City stays committed as well. Last year, your uplq� iobTawy Iw NM1wea rarewa morweship meant that ENE only perk expanses Por the use of the Civic Cents, e°�� v',Ed_rw,, F.approximatelY$31D. Tho was a very beneficial di Mount from the normal $1000 fee. EMH Owl Eii N ,,, d EmP,n Mn ne I look fonvartl to your feedback. rx,�w.. raga Sorw, ,> iw,,r w.Hortm,rveounkwlry rvommw�es.m.mc ro ,.11 cuvare /MG'Iy� M6P i��rhGn *M^CE Cwiwmim nuns a: Lee WbrcesMr, Bangor School Department aLe Hill Mnv�olHmi cul Naar HaPml BASS PARK RATE POLICY 1.0 PURPOSE The purpose of this policy is to establish a standard fee schedule for the use of the Bangor Auditorium, Civic Center, and other grounds and facilities located at Bass Park. 2.0 POLICY The City of Bangor has established the Bass Park Complex as a separate enterprise fund. As such, the Complex is intended N support all or a substantial percentage of its costs through user fees and revenues. At the same time, the City recognizes that this Complex plays a vital role in the economic and social well being of the CBy of Bangor. This policy adopts a standard rate schedule for the Complex and outlines conditions and circumstances where the Director of Bass Park is authorized to adjust or deviate from them. 3.0 ADOPTION OF RATE SCHEDULE The Rate Schedule appended to this policy as attachment A is hereby adopted as the standard schedule of rates for the Complex. The Director of Bass Park Is authorized to establish additional reasonable fees far items not covered under this schedule. 4.0 DEVIATIONS FROM FEE SCHEDULE The Director of Bass Park is authorized to deviated from the standard rate schedule under the following circumstances: 4.1 to successfully book an event at the complex where there is competition from other facilities or venues; 4.2 to provide assistance to first time or start-up events where, in the opinion of the Director, event success will lead to scheduling future such events at the Complex; 4.3 to attract entertainment events where failure to adjust rates might result in the event not occurring; 4.4 where the event in question is likely to produce significant economic henefit to the region based on the length of the event and the number of attendees; 4.5 volume discounts far heavy or repeated users. 01-381 5.0 NON-PROFIT USERS From time to time, requests are received from non-profit organizations for reduced fees in support of events designed to assist the organization in meeting its mission to provide services or support to those in need. Fee dismounts are not authorized for this purpose. However, non -profits may request City sponsorship or co-sponsorship for such events in the form of General Fund payment of any requested discount or rate reduction. Such requests will first be considered by the Finance Committee of the City Council. 5.1 Requests for non-profit discounts must be forwarded to the Finance Committee of the City Council for its consideration. Such requests must be made as far in advance as possible, and will not be considered unless received a minimum of one month prior to the date of the event. Requests must include: 5.1.1 A brief description of the purpose and nature of the event; 5.1.2 Information on the public benefit which will result from the event; 5.1.3 The extent of the discount requested; 5.1.4 The revenues and expenses associated with the event, either based on the previous history of the event or on projections if the event has not been held previously; 5.1.5 The use to which any net revenues from the event will be put; 5.1.6 The extent to which the event is sponsored by any other organization or agency as well as any other requests for support which have been made. 5.2 The Finance Committee will evaluate the request based on the information provided. In determining whether the City will sponsor the event, the Committee shall take into account the extent to which such sponsorship is necessary to allow the event to take place, the benefits which the City or its residents will receive from the event or the net proceeds of the event, and the exterd to which the event will further the goals, objectives, and priorities of the City. Generally, the City will consider such sponsorship only where it determines that it is necessary for the event to take place or the benefits to be realized and where the event supports or is directly related to a significant governmental interest. 5.3 Should the Finance Committee vote ro support City sponsorship of the event, an dem will be placed on the Council Agenda to provide the necessary funding for the event which, when matched with any amounts the organization will pay, will allow the Bass Park Complex to receive the amount rolled for on the approved Rate Schedule. The Council action shall also designate the source from which the City support will come. 01-391 5.4 The final decision on sponsorship will be made by the full City Council at the point where it approves or disapproves of the necessary funding. 5.5 This policy shall also apply to events of other Departments and agencies of the City of Bangor which are held at the complex. 5.6 After -the -fact requests will not be considered. 6.0 PRE-EXISTING NON-PROFCr RATE REDUCTIONS. A number of non-profit users of the Complex have traditionally received reduced rates for annual or reoccurring events. 6.1 The Director of Bass Park is authorized to continue to provide such reductions for one year from the effective data of this policy; 6.2 The Director of Bass Park shall notify all such non-profit users of this revised policy sufficiently in advance to allow, the user to plan for this change or to request City sponsorship in accordance with section 5.0 above. 7.0 RESPONSIBILITY FOR REVIEW The Director of Bass Park shall review this policy at least annually and recommend such changes and adjustments as may be necessary. 01-381 myreLn 61111 TO: Members of Me Finance Commitlee,Bangpr City Courcn FROM: Mike Oyer, Ban Park RE: Day" Coate DATE: Sept 18,2001 Pursuant to Me 04 Manager's memo to you,dated September 17th, here are the probable cask associated with Me presentation of "Student Aspiration Day" MMe Bangor Civc Carter. Basad on the cunent rete schedule, Eastern Maine Healthcare'( or a sponsor) could expect to iw.vr the follosing charges: RENT $1100000 TABLESvdsldrting $0200 TABLE COVERS $21 W FODIA wnrtra $110.00 BEVERAGE SERVICE $30.00 CUSTODIAL $15000 ENERGY SURCHARGE $80.00 TOTAL $1.433.00 These charge are based on usage for lardyear (2000). Thearkrgy surcharge is 8% of Me base mrataet year we were only compensated for'real" cords for a tokl of $310 W. The breaktlunn on Mese oharyes follows Set up B tear down $200.00 Clean up E80.00 Wafer service(rdoa&) $10.00 Total $310.00 Tata evert hes leen a relatively easy ¢sent to host and ends at about 2pm. However, unlike past years, the Civic Curter scledoe is full the week of October 15-20. Hosling this event mill necessitate an "ovemigM'set up and same day tear danl art up for an evert on Thursday October I M (coincidentally an EMMC cpMerence). Given this timing we do not believe Mat lard yea s a"Nermera of reimbursement of "hard costs" is appropriate or adepuak.However, m do urge the committee b give full aM clue comlclerahcn to the mpum before it as bus program has proven to ce very well received by many hundreds of young nen over the past two years.