HomeMy WebLinkAboutResolution No. 4312, Revision of Story Mansion Rental and Deposit Fees.pdf
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Carole Brennan, Ed. D., Recreation Superintendent
Ron Dingman, Parks and Recreation Director
REVIEWED BY: Chuck Winn, Assistant City Manager
SUBJECT: Revision of Story Mansion Rental and Deposit Fees
MEETING DATE: April 18, 2011
AGENDA ITEM TYPE: Action Item
RECOMMENDATION: Approve Resolution 4312 revising the Story Mansion Rental and
Deposit fees as recommended by staff.
BACKGROUND: On March 23, 2009 the City Commission adopted Resolution 4156 which
established rental and deposit fees for the Story Mansion and added a provision that rental fees
for the Mansion would be 50% of the established fees for the first year.
On January 1, 2011, rental fees were returned to the full rate as established in Resolution 4156.
Since that time, there has been a dramatic decrease in reservations for the Mansion. In January,
February and March of 2011 we had one paying rental of $237.50 compared to eight paying
rentals totaling $3,732.50 for January, February and March of 2011. To date far fewer spring and
summer reservations (April-August) have been booked as compared to this time last year.
Presently, the Story Mansion has only seven paid events scheduled between April and September
of 2011 totaling $2,582.50 in rental fees compared to $16,990.33 in 2010.
Below is a chart showing rental fees collected for the Story Mansion for 2010 (blue) and the
2011 (red).
Story Mansion Paid Rentals Fees
January, February and March of 2010 $3,732.50
January, February and March of 2011 $237.50
April through September of 2010 $16,990.33
April through September of 2011 $2,582.50
In speaking with potential renters, the feedback we’ve received is that rental of the Story
Mansion is cost prohibitive even for non-profits. We are renting at a rate commensurate with
other rental venues such as the Emerson Ballroom, Baxter Ballroom, Best Western and Holiday
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Inn. However, we do not offer set-up, flatware, linens, clean-up, breakdown or as much parking
as these other venues.
Emerson Ballroom $60.00 an hour or $900.00 for the day, tables, chairs, stage, bar area and
kitchen catering
Baxter Ballroom $850.00 Sun. – Thurs., $1500 Fri. and Sat, tables, chairs, prep area,
catering, and a bartender, $125.00 clean-up fee additionally required
Best Western $1,800.00 11am – midnight, tables, chairs, stage, dance floor, set-up,
clean-up, servers and a bartender
Holiday Inn $1,000 June, July and August, $500 all other months, set-up of tables and
chairs, linens, clean-up and a suite for the night are provided
The proposed rental fee revisions are approximately 20% higher than the introductory half price
rate and about 40% lower than the current full price. While higher than the original half price
rental fees, the increased fees would be more affordable for potential renters than the current full
rental fees and could potentially increase reservations and revenue.
In addition to this new rental rate, we are also recommending a revision to the adopted cleaning
and damage deposit fee for the Story Mansion. The deposit fee is currently set at one half the
rate of the rental, which could be as little as $7.50 for rental of the Library. We believe that
setting the proposed cleaning and damage deposit to a flat rate of $400.00, regardless of the type
of rental, would help reduce potential damage to the facility while at the same time encourage
users to properly clean the facility following their event. We do not believe this rate would be a
deterrent to renting the facility as we do not cash cleaning and damage deposit checks unless
there is damage or the venue was not properly cleaned.
Since opening the Story Mansion for rental on July 24, 2009, approximately 10% of the renters
have not cleaned the facility properly resulting in about 80 hours of additional cleaning by staff.
In addition to this, the Mansion has experienced approximately $3,500 in damage due to
negligence.
Below is a chart showing the current City of Bozeman Resident rental fees for the Story Mansion
(blue) and the proposed fees (red). Non Resident fees are currently 20% higher.
Area of Mansion Full Day
Fri.-Sat.-Sun.-
Holidays
Full Day
Mon.-Thurs.
1/2 Day
Fri.-Sat. Sun.-
Holidays
1/2 Day
Mon.-Thurs.
Entire First Floor with
kitchen and grounds
$1,700
$1,000
$850
$500
$850
$500
$425
$250
Entire First Floor
with kitchen only
$1,400
$840
$700
$420
$700
$420
$350
$210
Kitchen Only $300
$300
$150
$150
$150
$150
$75
$75
Library Only
$15 per hour
$25
$15 per hour
$25
$15 per hour
$25
$15 per hour
$25
50
Rental Times
• Full Day – 9am to 11pm
• Half Days – 9am to 4pm and 5pm to 11pm
• Holidays rates applied on the following holidays: New Years Eve, New Years Day,
Memorial Day, July 4, Labor Day, Halloween, Christmas Eve, and Christmas Day.
Rental Information
• Non-City of Bozeman Resident fees – additional 20%
• City of Bozeman and uses which have a direct benefit to Story Mansion and grounds- No
charge
• Government and Non-Profit Organizations – 50% discount
• The Library is only available for rent during daytime hours (9am-11pm) during the week
with a two hour minimum, if the rest of the building is not rented. The library can only
be rented 48 hours in advance.
• Facility clean up is the renter’s responsibility and must be completed at the conclusion of
their event.
FRIENDS OF THE STORY (FOS): We met with the FOS to discuss this rate structure in light
of their offer to reimburse the City for any difference between the operational costs of the
mansion and the rental income for that fiscal year up to a maximum of $5,000. They are in
agreement with the proposed rental and deposit fee revisions as outlined in this memorandum
and resolution.
FISCAL EFFECTS: These revised fees would increase the City’s ability to recover costs
associated with the rental of the Story Mansion.
ALTERNATIVES: As suggested by the City Commission.
Attachments:
· Resolution 4176
dated March 23, 2009
· Commission memo
dated June 8, 2009
Report compiled on 3/24/11
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Page 1 of 3
COMMISSION RESOLUTION NO. 4312
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
BOZEMAN, MONTANA, AMENDING THE FEE SCHEDULE FOR
RENTAL OF THE STORY MANSION.
WHEREAS, the Park and Recreation Director had submitted a recommendation
for establishment of Story Mansion rental fees; and
WHEREAS, the City Commission found that it is in the best interest of the City
to establish reasonable fees for use of the Story Mansion to offset a portion of the cost of
maintenance; and
WHEREAS , Resolution No. 4156, Establishing a Fee Schedule for the Rental of
the Story Mansion was approved by the City Commission at their Regular City
Commission on March 23, 2009; and
WHEREAS, the City Commission at their Regular City Commission Meeting on
Monday, June 8, 2009 made a motion to amend Resolution No. 4156, and made
Amendments to the Fee Schedule for the Rental of the Story Mansion; and
WHEREAS, the full rates that became effective on January 1, 2011 have had a
detrimental effect on the rental of the Story Mansion and City Staff has analyzed the rate
structure and recommended a revised rate structure in agreement with the Friends of The
Story;
NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City
of Bozeman, Montana:
Section 1
That the following fee schedule be adopted for the rental of the Story Mansion as
follows:
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Page 2 of 3
Rental Times
• Full Day – 9am to 11pm (all outdoor activities must cease by 9 p.m.)
• Half Days – 9am to 4pm and 5pm to 11pm (all outdoor activities must cease by 9
p.m.)
• Holidays rates applied on the following holidays: New Years Eve, New Years
Day, Memorial Day, July 4, Labor Day, Halloween, Christmas Eve, and
Christmas Day
Rental Information
· Cleaning and Damage Deposit is $400 and is due at the time of reservation.
Damages and cleaning will be deducted from deposit. Reservation cancelations
must be received a minimum of 60 days prior to event for full refund.
· Non-City Resident fees – additional 20%
· City of Bozeman and Uses Beneficial to Story Mansion and grounds- No charge
· Government and Non-Profit Organizations – 50% discount
· The Library is only available for rent during daytime hours (9am-11pm) during
the week with a two hour minimum, if the rest of the building is not rented. The
library can only be rented 48 hours in advance.
· No set up or staff provided. Clean up is the responsibility of renter and must be
completed at the conclusion of event.
· A Security Guard is required for events with 75 or more people and where alcohol
is served.
Area Full Day
Fri.-Sat.-Sun.-
Holidays
Full Day
Mon.-Thurs.
Half Day
Fri.-Sat.-Sun.-
Holidays
Half Day
Mon.-Thurs.
First Floor with
Kitchen &
Grounds
$1,000 $500 $500 $250
First Floor with
Kitchen
$840 $420 $420 $210
Kitchen only $300 $150 $150 $75
Library only $25 $25 $25 $25
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Page 3 of 3
· Only outdoor activities at the Mansion that may be considered for lasting beyond
9 p.m. are community events approved by the City Commission through a Special
Temporary Use Permit.
Section 2
The fee schedule shall be effective immediately upon passage of this resolution.
PASSED AND APPROVED by the City Commission of the City of Bozeman,
Montana, at a regular and stated session thereof held on the 18th day of April, 2011.
__
JEFFREY K. KRAUSS
Mayor
ATTEST:
STACY ULMEN, CMC
City Clerk
APPROVED AS TO FORM:
_____
GREG SULLIVAN
City Attorney
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COMMISSIONRESOLUTIONN04176ARESOLUTIONOFTHECITYCOMMISSIONOFTHECITYOFBOZEMANMONTANAAMENDINGTHEFEESCHEDULEFORRENTALOFTHESTORYMANSIONWHEREAStheParkandRecreationDirectorhadsubmittedarecommendationforestablishmentofStoryMansionrentalfeesandWHEREAStheCityCommissionfoundthatitisinthebestinterestoftheCitytoestablishreasonablefeesforuseoftheStoryMansiontooffsetaportionofthecostofmaintenanceandWHEREASResolutionNo4156EstablishingaFeeSchedulefortheRentaloftheStoryMansionwasapprovedbytheCityCommissionattheirRegularCityCommissiononMarch232009andWHEREAStheCityCommissionattheirRegularCityCommissionMeetingonMondayJune82009madeamotiontoamendResolutionNo4156andmadeAmendmentstotheFeeSchedulefortheRentaloftheStoryMansionNOWTHEREFOREBEITRESOLVEDbytheCityCommissionoftheCityofBozemanMontanaSection1ThatthefollowingfeeschedulebeamendedfortherentaloftheStoryMansionasfollowsAreaFullDayFullDayHalfDayHalfDayFriSatSunMonThursFriSatSunMonThursHolidasHolidasEntireFirst1700850850425FloorGroundsEntireFloor1400700700350woKitchenKitchenonly30015015075Libraryonly15perhour15perhour15perhour15perhourPage1of355
iRCleaningandDamageDepositis50oftherentalfeedueatthetimeofreservationDamagesandcleaningwillbedeductedfromdepositReservationcancelationsmustbereceivedaminimumof60dayspriortoeventforfullrefundFullDaygamto11pmAlloutdooractivitiesmustceaseby9pmHalfDaysgamto4pmandSpmtollpmAlloutdooractivitiesmustceaseby9pmHolidaysforcomputingratesareNewYearsEveNewYearsDayMemorialDayJuly4LaborDayHalloweenChristmasEveChristmasNonCityResidentfeesadditiona120CityofBozemanandUsesBeneficialtoStoryMansionandgroundsNochargeOtherGovernmentandNonProfitOrganizations50discountNosetuporstaffprovidedCleanupistheresponsibilityofrenterandmustbecompletedattheconclusionofeventASecurityGuardisrequiredforeventswith75ormorepeopleandwherealcoholisservedOnlyoutdooractivitiesattheMansionthatmaybeconsideredforlastingbeyond9pmarecommunityeventsapprovedbytheCityCommissionthroughaSpecialTemporaryUsePermitSection2ThefeescheduleshallbeeffectiveimmediatelyuponpassageofthisresolutionAllfeeswillbezofthepricelistedonthefeeschedulethroughJanuary12011excludingtheLibraryOnJanuary12011thefeeswillgotothefullpriceaslistedinthefeescheduleincorporatedhereinPASSEDANDADOPTEDbytheCityCommissionoftheCityofBozemanMontanaataregularandstatedsessionthereofheldonthe13hdayofJuly2009KAARENJACOBSMayorPage2of356
ATTESTSYLMECMCCityerAPPROVEDASTOFORMGSULIVANyAttorneyPage3of357
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Ron Dingman, Park and Recreation Director
Chuck Winn, Assistant City Manager
SUBJECT: Reconsideration of Story Mansion Rental Fees as requested by Mayor
Jacobson
MEETING DATE: June 8, 2009
RECOMMENDATION: Reconsider certain fees for the Story Mansion as requested by Mayor
Jacobson.
BACKGROUND: On March 23 the City Commission adopted Resolution 4156 which
established fees for the rental of the Story Mansion and added a provision that rental fees for the
Mansion will be 50% of the established fees for the first year. The established fee for rental of
the Library Room is $15 per hour. For the first year the fee will be $7.50 per hour which may
not be sufficient to cover maintenance and janitorial costs associated with rentals.
A copy of the adopted fee schedule for the Mansion is pasted below for your reference.
Area Full Day
Fri.-Sat.-Sun.-
Holidays
Full Day
Mon.-Thurs.
Half Day
Fri.-Sat.-Sun.-
Holidays
Half Day
Mon.-Thurs.
Entire First
Floor including
the grounds
$1,700 $850 $850 $425
Entire Floor
w/o Kitchen
$1,400 $700 $700 $350
Kitchen only $300 $150 $150 $75
Library only $15 per hour $15 per hour $15 per hour $15 per hour
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· Cleaning and Damage Deposit is 50% of the rental fee, due at the time of reservation.
Damages and cleaning will be deducted from deposit. Reservation cancelations must be
received a minimum of 60 days prior to event for full refund.
· Full Day – 9am to 11pm
· Half Days – 9am to 4pm and 5pm to 11pm
· Holidays for computing rates are; New Years Eve/ New Years Day/ Memorial Day/ July
4/ Labor Day/ Halloween/ Christmas Eve/ Christmas
· Non-City Resident fees – additional 20%
· City of Bozeman and Uses Beneficial to Story Mansion and grounds- No charge
· Other Government and Non-Profit Organizations – 50% discount
· No set up or staff provided. Clean up is the responsibility of renter and must be
completed at the conclusion of event.
· A Security Guard is required for events where alcohol is served to over 50 people.
Mayor Jacobson would like the commission to reconsider 2 items related to the rental of the
Story Mansion:
· Fees for rental of the Library
· Fees for weddings
FISCAL EFFECTS: N/A
ALTERNATIVES: As suggested by the City Commission.
Attachments:
· Gallatin Valley Wedding
Venue list
Report compiled on 6/03/09
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