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HomeMy WebLinkAboutItem #06 - Discussion Item-MM ME MM • MM • ,r TC• CITY OF A41AMI. FLORIDA INTEP-OrrICE" MEMOFANn UM Joseph R. Grassie City Manager Robert C. totna l; DATE September 22, 1978 sun.jrci Proposed Revised Policy Concerning Fee Waivers fot Rental of City Facilities t '.GLo`.,UPT Recently the City Commission expressed a desire to modify existing City policy concerning the waiving of rental fees for the use of City facilities and equipment. It was suggested that, rather than permitting free use of City facilities by certain groups and organi- zations, a "minimum fee" be established. This implies that no rental fees would be waived but that a "minimum fee" might be granted under certain specified criteria -- along the lines of those criteria al- ready established for fee waivers. Therefore, at your direction, I have drafted a revised City Commission Policy concerning requests for fee waivers. The criteria for granting the application of a "minimum fee" are basically the same as currently used for granting fee waivers. The policy also includes the most re- cently added provision that financial reports be provided, showing disposition of funds raised at those events for which fee waivers have been granted. The policy also includes confirmation of the long-standing unwritten policy that charges for labor, utilities, insurance, etc., that are directly attributable to the event must be paid by the sponsoring organization. • c C'St OF MIAMt •OMMisstON POLICY A policy concerning requests for waiver of fee§ for its of dity of Miami facilities and equipment, PURPOSE: To uniformly administer the numerous requests for waiver of fees, to assist the City in conforming to existing laws, to encourage activi- ties which benefit the community, and to ensure that City facilities generate sufficient user revenue to offset the cost of maintaining those facilities and to provide sufficient revenue to amortize the City's capital investment in those facilities. POLICY: It is the policy of the Miami City Commission that all users of City facilities and equipment for which rental fees are normally charged shall pay the currently scheduled rates, except under certain cir- cumstances where a minimum fee shall be charged. The "minimum fee" shall be one-half the regularly scheduled fee, and shall be applicable 1. Where the project, event or activity serves a public purpose or will have significant positive impact upon the cultural and/or economic well being of the City and where either a. No admission is to be charged patrons of the event, project or activity; or b. The entire income (after event costs) is donated to a charitable organization recognized as such by the City Manager or the City Commission. :Where the request for the application of a "minimum fee" originates from an agency or instrumentality of the United States Government, the State of Florida, Dade County or any municipality in Dade County and the event, project or acti- vity is not a part of the normal or routine operations of such agency or instrumentality. :The City Manager will handle requests for the application of a minimum fee and is authorized to grant these requests if, in his opinion, they meet the above criteria. Where these requests for fee waivers or application of a minimum fee do not meet the above criteria, the City Commission may grant the application of a minimum fee where there is determined to be a public purpose. It is the policy of the Commission that no waiver of fees will be granted. • • • • • ••,, 000,00 Ali overtime labor charges, utilities costs, insurance; security de= ibsits and other costs related to events held in City facilities or ih conjunction with City equipment must be paid in full by the user, It is the policy of the City Commission that these charges will not be waived or reduced. This represents a formal statement of a previi ously unwritten policy. When the City permits the application of a minimum fee to a requesting organization for a project, event or activity that involves the raising of funds, the granting of the minimum fee carries with it the require- ment that a detailed accounting of funds received and disbursed must be submitted to the City Manager within thirty days of the conclusion of such event. This financial accounting must also include a state- ment of how net profits (income after event costs) are distributed and in what amounts. It is also the policy of the City Commission that all organizations granted the minimum fee be required to follow the same application and investigation procedures as all other applicants de- siring to use City facilities.