ORDER NO. 30396 POLICY AND FEE SCHEDULE FOR KERB COUNTY EXHIBITION CENTER Came to be heard this the 23rd day of July, 2007, with a motion made by Commissioner Letz, seconded by Commissioner Oehler. The Court unanimously approved by vote of 4-0-0 to: Set a workshop on the Policy and Fee Schedule for the Kerr County Exhibition Center, to include the booking procedures and staffing, for August 1, 2007 at 2:00 p.m. ~, ~ ~ MADE BY: Comm. Letz, Pct. 3 / Comm. Oehler, Pct 4 COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND TEN (10) COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWEWD BY THE COURT MEETING DATE: July 23, 2007 SUBJECT: Consider, discuss and take appropriate action to adopt a 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: OFFICE: County Commissioner TIME PREFERRED: ~ 0 3 °l (o 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 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 PM previous Tuesday 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. MAY-~3-007 R1SEa PM E}{TENSION_OFFIGE 830257Ea5?3 P. 01 iV~n - !, ~`i~.w ~!~ ~E.b, h- lQbrr ~a~tty }~, - p ~;~ hag: ~ ~0'~~ ~ e n alai be ©n the a~prarad Ike r b~ ~ ~bmtr~~'"s Curt h~r•-1 {'f~llr~ rr. bra ~ ar ~ -1 Q0~94 d+o+o~ In rs, ~g oA ~ by ~. r ~ (~~~i Claa~fAKr~orea 1F~~r ~ ~-~ ~ ~ r ~ In rya ~ - ~~ !n rahe ~ - (- rltd~d~a ~ rsNrs 4' ~ 4i iet In rafiei I ~ ~ . ~ .6 ~ ~ 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 Contact Person Mindy Williams Address 700 Main City Kerrville State Tx Zip _ Phone Number 792-2275 Cell 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 fle with Facilities Use Department 780281 Reservation Dates Jul y 384, 2007 Reservation Day(s) Monda Tuesda Wednesda Thursda Frida Sat Mark Days XX XX Client # 1 Concession Needed Yes No XX EXT.lHCDJLSA Event Yes No XX Event Times Start 6pm Finish 7:00 PM Decorating Time Start Finish Expo Center Open Close Caterer Start Finish (include set up time) DJ /Band Start Finish {include set up time) Concession Start Finish (include set up time) Security Reserved Start Finish Facilities Needed Quantity Fized Cost Total Indoor Arena 1 2 3da 2 $600.00 $1,200.00 $1,200.00 Mid until 0600 er hour 0 $100.00 $0.00 $ 0.00 Exhibit Hall D $400.00 $0.00 $ 0.00 Mid until 0600 per hour 0 $50.00 $0.00 $ 0.00 Concession Stand 0 $100.00 $0.00 $ 0.00 Mid until 0600 per hour 0 $25.00 $0.00 $ 0.00 Outdoor Arena 0 $300.00 $0.00 $ 0.00 Mid until 0600 per hour 0 $100.00 $0.00 $ 0.00 Shed Rental 0 $200.00 $0.00 $ 0.00 Mid until 0600 per hour 0 $50.00 $ 0.00 $ 0.00 Polo Field 0 $600.00 $ 0.00 $ 0.00 Mid until 0600 per hour D $50.00 $ 0.00 $ 0.00 Grounds 0 $400.00 $ 0.00 $ 0.00 Mid until 0600 per hour 0 $50.00 $ 0.00 $ 0.00 Upstairs Meetin Room 0 .$75.00 $ 0.00 $ 0.00 Mid until 0600 per hour 0 $25.00 $ 0.00 $ 0.00 Horse Slall (per stall day or night) 0 $15.00 $ 0.00 $ 0.00 Set-Up /Take-Down Fee 1 $300.00 $300.00 $300.00 Tables each 0 $4.00 $0.00 $0.00 Chairs each 0 $0.75 $0.00 $0.00 Dama es cost +20% 0 $0.00 Electrical Hookup each 0 $15.00 $0.00 $0.00 Copies each 0 $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 Up De osit 1 $300.00 $300.00 $300.00 Practice Ride per hour 0 $30.00 $0.00 $0.00 Practice Rope per 4 hrs 0 $150.00 $0.00 $0.00 Water Decorations Deposit 0 $100.00 $0.00 $0.00 Caterin Deposit 0 $250.00 $0.00 $0.00 PA System 0 $150.00 $0.00 $0.00 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 D $250.00 $0.00 $0.00 Sub Total $1,800.00 $1,800.00 50% due at reservation $900.00 Total Due $1,800.00 CLEANED. AREAS NOT CLEANED WILL REDUCE DEPOSIT RETURN BASED UPON HRS AND PERSONNEL NEEDED TO CLEAN UP THE AREAS. Damages will be charged at cost + 20% Commissioner's Court must approve ANY discount. Approved discounts use the following: 0% discount -type in 100 25% discount -type in 75 50% discount -type in 50 75% discount -type in 25 100% discount -type in 0 Approved by Commissioners Court 100..00% Total Due HCDJLSA $399.96 Court Order Total Due Kerr County $1,400.04 Court Date Balance Due Kerr County Treasurer $1,800.00 Applicable charges will be assessed if additional Kerr County property (furniture, fixtures, facilities, services etc.) are utilized. Signature) I Datel I Event #I Additional Notes Section 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. 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 month to month, 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 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-OS 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 IawFully 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 W ild Game Dinner NP Senior Games Banquet NP KISD Teacher Appreciation Banquet NP Family Outreach Garage Sale NP Sherriffs Department Police Academy Banquet