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Home My Public Portal About09-7956 Rent Out the Commission Meeting Space Sponsored by: City Manager RESOLUTION NO. 0 9-7 9 5 6 A RESOLUTION OF THE CITY COMISSION OF THE CITY OF OPA LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO RENT OUT THE CITY COMMISSION MEETING SPACE LOCATED ON THE 2ND FLOOR OF TOWN CENTER ONE FOR MEETINGS AND SOCIAL FUNCTIONS ON A FEE PER USE BASIS WHEREAS, the City of Opa-locka ("City") has leased meeting space for the City Commission located on the 2nd floor of the Town Center One building; and WHEREAS,the City has received inquiries from interested person to rent/sub-lease the 2"d floor meeting space for meetings and social functions, when not in use by the City; and WHEREAS, the City Manager has proposed that it would be advantageous for the City to rent/sub-lease the 2nd floor meeting space for meetings and social functions; and WHEREAS, the City Commission of the City of Opa-locka ("City Commission") has determined that the rental or sub-lease of the 2nd floor City Commission meeting to third parties for meetings and social functions is in the best interests of the City and its residents. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA,FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby authorizes the City Manager to rent/sub-lease the City Commission meeting space located on the 2"d floor of the Town Center One building to third parties for meetings and social functions on a fee per use basis. Section 3. The City Commission of the City of Opa-locka hereby authorizes the City Manager to take any and all necessary action to effectuate the intent of this Resolution and to Resolution No. 09-7956 Section 3. The City Commission of the City of Opa-locka hereby authorizes the City Manager to take any and all necessary action to effectuate the intent of this Resolution. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 28 day of OCTOBER , 2009. JOSE ' L. LLEY AYOR Attest: Approved as to form and legal su :iciency: Deborah S. Irby Burnadette Norris-Weeks City Clerk City Attorney Moved by: JOHNSON Seconded by: TAYLOR Commission Vote: 5-0 Commissioner Holmes: YES Commissioner Johnson: YES Commissioner Tydus: YES Vice-Mayor Taylor: YES Mayor Kelley: YES y, lOEka �//,,,„ 0.,, ,, .„ J cna .,. ,.. ,. =-, &Rai:ice:A', .. ,› - ...4.--tka,..../: gaviii. ,,._ _.„, O.„,. Memorandum TO: Mayor Joseph Kelley Vice-Mayor yra L. Taylor Commissioner Dorothy Johnson Commissioner Timothy Holmes Commissioner Rose Tydus FROM: Bryan K. F 1 .Interim City Manager DATE: Octobe 71 6 ' RE: RE■e ' OF 2 ND FLOOR COMMISSION CHAMBERS Request: APPROVAL OF RESOLUTION AUTHORIZING THE CITY MANAGER TO RENT THE 2ND FLOOR COMMISSION CHAMBERS AS A BANQUET FACILITY TO INTERESTED PARTIES FOR A FEE. Description: The City currently leases space on the second floor of Town Center One. This space is to be used as the City's Commission Chambers. The City has received inquiries from interested persons to sub-lease the space, when not in the use by the City, for meetings and social functions. Financial Impact: Four(4)hour rental fee(no alcohol) _ $1,000.00 Four(4)hour rental fee(with alcohol) $1,250.00 Implementation Timeline: Within 30 days of approval. Legislative History: None Recommendation(s): Staff recommends approval. Analysis: The initial start up costs total $7,000 and the estimated cost to the City for each rental is $820.00. We estimate all costs will be recouped within one year. Attachments: Cost Estimate and Suggested Rental Fee PREPARED BY: Ezekiel Orji,PhD RENTAL COSTS FOR 2ND FLOOR Expenses to the City associated with each four (4) hour rental. Electricity $ 20.00 Lease amount for room $200.00 Clean—up fee $150.00 6 hours x $25.00 per hour Security—downstairs $150.00 6 hours x $25.00 per hour Janitorial Staff $150.00 6 hours x $25.00 per hour Sound system $150.00 6 hours x $25.00 per hour COST INCURRED FOR EACH RENTAL $ 820.00 Several rental halls in the areas were contacted. The average price for the rental of a hall for 100 people, 10 round tables and 100 chairs is $2,000.00 per 4 hours on a Saturday night. SUGGESTED RENTAL FEE Hall Rental $ 1,000.00 Six (4)hours of rental (non-alcoholic) $ 1,250.00 Six (4)hours of rental (alcohol being served) $ 250.00 for each additional hour Included in the rental fee is : Security- downstairs Janitorial staff—upstairs Clean-up Sound System 100 chairs 12 round tables 8 long tables 50% (non-refundable)deposit due at time of booking to secure date SOME BASIC RULES FOR RENTAL 1. A non-refundable 50% deposit and a signed rental agreement are required to reserve the room. 2. Full payment due 10 days before the scheduled date. A 50%refund is available up to 48 hours before scheduled event. No refunds are provided within 48 hours of cancellation. Cancellation requests must be in writing. 3. Event rental is for a 4 hour time period and must not exceed midnight. 4. Immediately following the event, the Lessee shall be required to leave the room in an orderly condition, free of any food,beverages, equipment, etc. All trash is to be disposed of in the containers provided. 5. Clean-up must be done within the contracted rental time period. 6. Catering and beverage arrangements are entirely up to the Lessee. 7. Lessee must not use decorations which will deface the walls, ceilings or floors or any of the City property. 8. No smoking is permitted in the building. 9. The Lessee agrees to indemnify and hold harmless the Lessor or his agents from any claim or loss by reason of the Lessee's use or misuse of the premises and from any claim or loss by reason of any accident or damage to any person or property happening on the premises as a result of the Lessee's failure to comply with the terms of this agreement 10. Alcoholic beverages shall be dispensed only by the Lessee or their designee. The Lessee has the right to refuse to dispense alcoholic beverages to any individual under the influence of alcohol or refuse to dispense alcoholic beverages to any individual appearing to be under the legal age to consume such beverages. 11. The City shall not be liable for theft, loss, or for any damages to property brought to the premises. 12. Lessee is responsible for the conduct of their guests. 13. Any Lessee refusing to vacate the premises at the appointed hour shall be evicted. 14. The padded elevator must be used for any deliveries; i.e. caterers, equipment rental, etc.