~•~'~ COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND TEN (10) COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT MADE BY: Comm. Letz, Pct. 3 / Comm. Oehler, Pct 4 MEETING DATE: August 27, 2007 OFFICE: County Commissioner TIME PREFERRED: SUBJECT: Consider, discuss and take appropriate action to further discuss new policy and fee schedule for the Kerr County Exhibition Center (Ag Barn) and rescind all previous orders pertaining to such. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: Comm. Letz, Pct. 3 / Comm. Oehler, Pct. 4 ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter S51 and 552, Government Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY: THIS RQUEST RECEIVED ON: @ .M. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. 5:00 PM previous Tuesday Receiving and Receipt Procedure -Hill Country Youth Exhibit Center 1 Lessee calls to book the facility (at least 30 days in advance -unless authorized) 2 Booking agent utilizes Event Reservation form to capture event information and requirements (1 form) 3 Booking agent completes HCYEC Reservation Form to calculate costs 4 Booking agent reviews with lessee that they must go to the Treasurers office and sign the reservation form within five (5) working days or the date will not be held. 5 Booking agent reviews with lessee that 50% of the TOTAL balance must be paid when they sign the reservation form at the Treasurers office or the date will not be held. 6 Booking agent reviews with lessee that the balance must be paid twenty-one (21) calendar days before the event at the Treasurers office. 7 Booking agent reviews with lessee that proof of current Comprehensive Public Liability Insurance is required for all events scheduled at Kerr County Facilities. $1,000,000 Public Liability Insurance for bodily injury or death is mandatory. At least 10 days before an event, a copy of such proof of insurance including a copy of a paid receipt for premium showing the effective dates of coverage must be on file at the Facilities Use Department and Treasurers Office. 8 Regular reoccurring events may be paid for on an event basis within the first five (5) working days of the month to maintain a current payment schedule. The deposit may be rolled event to event, for example an event total cost is $1000. $500 is due at the time of booking with the remainder of $1000 due twenty-one (21) days prior to the event. The $500 deposit remains and rolls for the next event. 9 Booking agent emails reservation form and event information form to County Judge, County Commissioners, County Treasurer, and Maintenance within twenty-four (24) hours of the initial reservation request from customer. 10 Booking agent maintains logbook with current forms and is responsible for completing the reservation form within the procedural and leasing agreement guidelines. 11 Booking agent will not take any revenue. All revenues are to be collected by the County Treasurer when lessee comes and signs the reservation form at the Treasurers office. 12 Treasurer reconciles monthly bookings with monthly receipts and presents completed report to the County Judge, County Commissioners, and the County Auditor during the first five (5) days of the month, ie: January report due by February 5th. 13 All checks, money orders, bank cashiers checks should be made out to "Kerr County Treasurer". 14 There are no exceptions to the rates unless so ordered by Commissioners Court. Revised 06-15-07 Hill County Youth Exhibition Center Reservation Form GL 10-370-400 3805 State Hwy. 27 East, Kerrville, TX 78028 (830) 792-6262 GL 10-370-450.: EXAMPLE t7NLY ~e /Organization Name'Mindy Williams'' Date of Call 06/22/2007 Contact Person Mindy Williams Address 700 Main City Kerrville State Tx Zip 78021 Phone Number 792-2275 Ceil Number none'' Fax Number 257-9228 Secondary Contact Eva Hyde Address City State TX Zip Phone Number Cell Number Fax Number Commercial XX Educational 'Not-for-Profit Must have current IRS 501c(3) or (6) designation on file with Facilities Use Department EXAMPLE QNLY % Approved by Commissioners Court 75.00% Total Due HCDJLSA $124.99 Total Due Kerr County $250.01 Balance Due Kerr County Treasurer $375.00 (Applicable charges will be assessed if additional Kerr County property (furniture, fixtures, facilities, services etc.) are utilized. 4^.,• ~~~q~ . t Reservation Dates JuIY 3&4, Reservation Day(s) Monda Mark Days Client # Concession Needed Yes EXT./HCDJLSA Event Yes Event Times Start Decorating Time Start Expo Center Open Caterer Start DJ /Band Start Concession Start Security Reserved Start 6pm No XX No XX Finish 7;OO PM Finish Close Finish (include set up time) Finish (include set up time) Finish (include set up time) Finish Facilities Needed Quantity Fixed Cost Total Indoor Arena 1 2 3 da 1 $500.00 $500.00 $375.00 Mid until 0600 er hour 0 $100.00 $0.00 $0.00 Exhibit Halt 0 $350.00 $0.00 $0.00 Mid until 0600 er hour 0 $50.00 $0.00 $0.00 Concession Stand 0 $100.00 $0.00 $0.00 Mid until 0600 er hour 0 $25.00 $0.00 $0.00 Outdoor Arena 0 $250.00 $0.00 $0.00 Mid until 0600 er hour 0 $100.00 $0.00 $0.00 Mid until 0600 er hour 0 $50.00 $0.00 $0.00 Polo Field 0 $500.00 $0.00 $0.00 Mid until 0600 er hour 0 $50.00 $0.00 $0.00 Grounds 0 $200.00 $0.00 $0.00 Mid until 0600 er hour 0 $50.00 $0.00 $0.00 U stairs Meetin Room 0 $75.00 $0.00 $0.00 Mid until 0600 er hour 0 $25.00 $0.00 $0.00 Horse Stall (per stall day or night) 0 $10.00 $0.00 $0.00 Set-U /Take-Down Fee 0 $300.00 $0.00 $0.00 Tables 0 $4.00 $0.00 $0.00 Chairs 0 $0.75 $0.00 $0.00 Dama es cost +20% 0 $0.00 Electrical Hooku each `0 $15.00 $0.00 $0.00 Food Vendor Fee 0 $100.00 $0.00 $0.00 Co ies each D $0.20 $0.00 $0.00 Fax each 0 $2.00 $0.00 $0.00 Bar-B-Que Pit 0 $100.00 $0.00 $0.00 Clean U De osit `0 $200.00 $0.00 $0.00 P our 0 $15.00 $0.00 $0.00 P rs 0' $150.00 $0.00 $0.00 Water Decorations De osit 0 $100.00 $0.00 $0.00 Caterin De osit 0 $250.00 $0.00 $0.00 PAS stem 0 $150.00 $0.00 $0.00 1 Union Church 4 hrs - 0 $100.00 $0.00 $0.00 / Union Church 9 hrs 0 $150.00 $0.00 $0.00 Union Church 12 hrs 0 $250.00 $0.00 $0.00 Sub Total $500.00 $375.00 50% due at reservation $187.50 Total Due $375.00 :ommissioner's Court must approve ANY discount. pproved discounts use the following: discount -type in 100 5% discount -type in 75 50% discount -type in 50 75% discount -type in 25 100% discount -type in 0 4dditional Notes Section Jan HCDJL Show Order 29399 09-26-05 Feb Mar Apr May Texas State Arts & Crafts during Memorial Day Weekend Order 29399 Jun Jul Aug Sep HCDJL Fundraiser Order 29399 Oct Kerr County Fair Association Order 29399 Nov Dec Order 29399 09-26-05 Extension and 4-H events as scheduled by Kerr County Extension. Dates must be established in January by the KC Extension. Order 29399 09-26-05 Approved 100% Discount (Free Use) Events sponsored by the Hill Country District Livestock Show in January and September Extension and 4-H events scheduled by KC Extension (dates established in January each year) Kerr County Fair Association annual County Fair Legally specified County duty (ie Voting, condemnation, etc) Official Kerr County business as ordered by Commissioners Court Other events held by County Elected Officials or Departments requesting "free use" requires advance approval by Commissioners Court and may not be scheduled more than 45 days before the event with the exception of a lawfully scheduled election Order 27353 12-10-01 75% Discount awarded to Kerr County nonprofit organizations, defined as having 501 c (3) IRS exemption 50% Discount awarded to Non Kerr County nonprofit organizations, defined as having 501 c (3) exemption Organizations Event History (Order 27353) LC Heart of the Hills Goat Sale LC Hill Country Meat Goat Producers Sale LC HLRS Angora Goat Sale LC Original Team Roping Association LC Legends Lamb Sale LC Texas Gun and Knife Show LC Thousand Hills Cowboy Church Team Roping LC Rotary Club Fish Fry LC Cowboy and Indian Art Show LC Kerr County Swine Breeders Sale LC Chamber of Commerce Business Expo LC NBHA Barrel Race LC City of Kerrville Annual Meeting LC Hill Country Home Builders Association Show LC KRVL Dance LC Soil and Water Conservation Fish Sale LC Center Point High School Prom LC Hill County Agility Dog Show LC Summer's Best Goat Sale -- - - C Rambouillett Sheep Breeders Association Show C Diamond of the West Sale C Pipeline Group Convention C Shrine Circus C Central Texas Cutting Horse Association C San Antonio Area Miniature Horse Club C U.S. Team Penning C National Jr. Boer Goat Association Show C Lonestar Boer Goat Sale C Thunder in the Hills Motorcycle Rally C International Arabian Cutting Association C American Boer Goat Association C American Meat Goat Association C 4D Boer Goat Sale NP Hill County Community Service Garage Sale NP Hill Country District Jr. Livestock Fundraiser NP Law Enforcement Youth Awareness NP Fireman Appreciation Dinner NP Kerr County Fair NP Kerr County Fair Appreciation Dinner NP Hill Country Meat Goat Producers Gathering NP Mounted Peace Officers Wild Game Dinner NP Senior Games Banquet NP KISD Teacher Appreciation Banquet NP Family Outreach Garage Sale NP Sherriffs Department Police Academy Banquet ~~~~~ v KERR COUNTY FACILITIES BOOKING & RENTAL POLICY The Hill Country Youth Exhibit Center and the Union Church are public event facilities owned and managed by Kerr County. These facilities are made available on a first requested basis for any lawful event that meets acceptable community standards. Rules affecting rental of county property are herein stated. 1. A rental contract between Kerr County and lessee is a legal document issued on a "first request basis." It is valid only when signed by the lessee and the Kerr County Facilities Use Manager or authorized designee. A contract will not be validated by the Facilities Use Manager without proper deposit or payment in full within 5 days of reserving a facility, as noted in the contract. 2. Contracts will be issued on an "as need" basis. Contracts for local events or events requiring short term notice to participants may be issued up to one year in advance. Consecutive multiple-day events requiring long-term notice, such as conventions, livestock shows, horse, or cattle shows, trade shows, rodeos, or other events that may be sponsored by a national organization, may receive contracts up to three years in advance. 3. No date may be held without a contract and deposit. "Tenured" events, those events that have used the facilities for two or more years, are allowed to have first option on the same dates for the next year. Any conflict of dates caused by request of the lessee or by calendar, the Facilities Use Manager will mediate varying circumstances, and that decision will be final. 4. A`lessee utilizing the facility for more than two (2) events per y~ea~ma ~be offered a multiple date contract. This allows the lessee to hold two dates witC/i'a single deposit. The deposit will roll over after each event and be applied to the next reserved date. However, if the lessee drops one of the dates, Kerr County will apply the deposit to the cancelled date, and request deposits for any or all future dates. Illustration: 2 dates reserved, 1 deposit; 3 dates reserved, 2 deposits; 4 dates reserved, 2 deposits; 5 dates reserved, 3 deposits, etc. .~'~~i ~ LUG; 5. ~~posits are due with each eerriract. The amount due is an amount equal to one-half ~-~~/ `he day rental for the facility to be used. All other fees are collected within the dates ~,`~` `_ of the event as specified within the contract. The balance due for rental is payable not ~- ~,.~~~~ less th ~ 8'days before the event. Governmental entities may secure their 1~ s ~,~; reservations with a Purchase Order for payment and pay within their normal payment t\ ~~~ cycle. All other organizations must pay other fees due by the conclusion of their - event, or as otherwise might be specified in the contract. Change?: Booking agent reviews with lessee that 50% of the TOTAL balance must be paid when they sign the reservation form at the Treasurers office or the date will not be held. 6. Refunds will be given without question if the cancellation is six or more months from the event. To receive a refund of deposit within six months of the event, another lessee must rent the reserved date for an amount equal to or greater than the amount of the base~a~-l, which would have been generated by the cancelled event. c~c .,~~ 7. Annual dues for events of the following organizations are hereby established as "protected dates" by order of Kerr County Commissioners' Court: • Hill Country District Junior Livestock Show in January and fundraiser in the month of September. • 8. Texas State Arts and Crafts Fair during the Memorial Day weekend. Extension and 4-H events as scheduled by the Kerr County Extension Office. These dates must be established each year in January by the Kerr County Extension Office. • Kerr County Fair Association in the month of October. /~ qualify for the "Not-fti'r-Profit" rental rate, organiz~#ions with the Facilitie~~t;7se Departtn~nt a current Internal Re, ~,` or (6) designatj~Sn. All other'organizations p~ entities sha ~.,~'' "Commercial:" "EducaLitnal Events" axe''generally u~de '~; that are sponsored by'an educationa~,~ntity and ng~dmis ~~~ocial~vents" a~`e considered as Commercial" events. ~;,_. z ,~~ ~ 1 .~~ V V w ~('~ ...f. .~ 1 \9~ J ~~r :1Y v7 ,'V YYY •~, ~j~' «Not ~' ~' L',~'~ c. must pre t, or have on file ~, ~, ~enu ervice (IRS) SOIc(3) ~ ~~ ~~ e considered ~, stood to mean those events pion or entry fee is charged./~~ ,~ v 9. Rental rates may, from time to time, be adjusted by order of Kerr County Commissioners' Court. The current rate schedule is attached to this policy booklet, and is available at the Facilities Use Department. 10. Proof of current Comprehensive Public Liability Insurance is required for all events scheduled at Kerr County facilities. $1,000,000 Public Liability insurance for bodily injury or death is mandatory. At least 10 days before an event, a copy of such proof of insurance including a copy of a paid receipt for premium showing the effective dates of coverage must be on file at the Facilities Use Department. 11. For free use of a Kerr County Facility, the event must be: • An event(s) sponsored by the Hill Country District Livestock Show in the months of January and September; • Extension and 4-H events scheduled in January of each year by the Kerr County Extension Office; • Kerr County Fair Association annual County Fair; • A legally specified County duty, i.e., voting, condemnation, etc.; Official Kerr county business as ordered by Commissioners' Court; Other events held by County Elected Officials or Departments requesting free use requires advance approval of Commissioners' Court, and may not be scheduled more than 45 days before the event with the exception of a lawfully scheduled election. Exceptions to this policy will be allowed only if Commissioners' Court grants prior approval. 12. Prohibited Events are as follows: • Stand-alone dances billed as "open to the public." • Dances, parties, "mixers" and initiations held by social fraternity or sorority organizations. • Events not conforming to accepted community standards or any event that is scheduled that uses untrue or misleading information provided by the Lessee. 13. Alcohol Policy is as follows: Alcohol may be sold and/or served providing all Texas Alcohol and Beverage Control (TABC) laws and policies are adhered to, and the permit conspicuously posted. Additionally, the following rules also apply to the service of alcohol: • Alcohol must be served only from area(s) designated by the Facilities Use Department. • Bottled beer and/or wine coglers must be served in plastic or stryrofoam cups. he service of alcohol r quire’'the presence of peace officers this expense shall • be borne by the Lessee. ~; 14. Catering Deposits. All caterers (food and beverage) doing business at the HCYEC shall be required to have a $250 deposit on file at the Facilities Use Department Office not less thane days prior to the event which will be used to cover any required clean-up which the caterer fails to perform, or as partial satisfaction for any damages occurring. Any HCYEC space and/or property used by caterers and bartenders must be left in the condition it was found on arrival. Cooking on the premises is allowed only with prior approval of the Facilities use Department. 15. Equipment Rental. Tables, chairs, electrical hook-ups, and horse stalls are available ~.__.~ for rent only for on-premises us~.(which includes river Star Arts and Events Park), and rental rates are included in the current rental fee schedule. In the event Kerr ~j~ ~~ .. ~~ ~ ~` County does not have adequate equipment suitable to the proposed use or to meet the ry `~~ ,.~; ~ , needs of the Lessee, such equipment will be provided by the Lessee at their expense. ~% l~l~ ,~ Kerr County shall not be responsible in any manner for the care and keeping of ,- v'~ ~.-'' Lessee's equipment. ~'` ~"'' x 16. Set up and Take down fees. A fee of $~ _ )will be charged the Lessee for setting up or taking down the facility after the scheduled event. 17. Decorations. The Lessee is responsible for their own safety and the safety of others associated with their event during the installation, display and removal of all decorations. Other rules that apply are: • Decorations causing damage to floors, walls or other surfaces or structures are not permitted. This includes the application of tape, tacks, nails staples, etc. The Facilities Use Department will advise the type of tape that may be used. A decoration plan must be pre-approved by Facilities Use Department before decorations can begin. • Use of ceiling structures requires prior approval of the Facilities Use Department. • Use of water in decorations is allowed only by special arrangement and requires an additional $100 deposit. • Helium tanks must be secured to a load bearing structure upon arrival in the premises, and remain secured until removed. • Candles may be used for decoration, but must be secured in an appropriate container. • Glitter and/or confetti are not permitted for use at an event. 18. Available Hours for events. • Hill Country Youth Exhibit Center and Arena: 7 a.m. to 11 p.m., Sunday through Thursday; 7 a.m. to midnight, Friday and Saturday. • The Union Church: 8 a.m. to 11 p.m. Sunday through Saturday. • Any event that exceeds the established hours of rental for a single day will be charged at the hourly rate for such additional time used. NOTE: OTHER PROVISIONS GOVERN THE USE OF COUNTY FACILITIES. PLEASE READ CAREFULLY THE LEASE AGREEMENT, AS LESSEE WILL BE RESPONSIBLE FOR ADHERENCE TO THESE PROVISIONS. ADOPTED BY KERR COUNTY COMMISSIONERS' COURT, September 26, 2005. ~~ r. . .-. ~ ~ .~ ~U `~' ~r~ n r ~, J . ~-