Agenda 09/08/2015 Item #16D 5Recommendation to approve three revised standard Collier County Parks and Recreation facility
rental agreements to be used as form agreements and authorize the County Manager or his
designee to enter into these agreements.
OBJECTIVE: To provide patrons of park facility rentals a standard rental agreement with applicable
terms and conditions.
CONSIDERATIONS: The Parks and Recreation Division (Division) provides County facilities for the
public to rent. The Division has historically reserved approximately 2,700 rentals a year generating
revenue to subsidize operating expenses. Fees are governed by the Board - approved Fee Policy No. 2015-
117.
A variety of entities including non - profit and private groups may rent park facilities such as meeting
rooms, shelters (picnic areas), beaches and athletic fields throughout Collier County. These facilities are
generally utilized for conferences, meetings, birthday parties, athletic programs and corporate events
among others and subject to standard terms and conditions. The Division has also established a standard
rental agreement for Conservation Collier/Pepper Ranch campgrounds with standard rules and
regulations.
On April 23, 2013, the Board approved two rental agreements; one for governmental agencies and
another for private /non - profit. The rental agreement provides a method to convey the conditions of the
rental and terms to hold the County harmless of any liability under the terms agreed upon by both parties.
After further evaluation and discussion with the County Attorney's Office, the rental agreements were
revised to incorporate a standard termination clause. This clause allows the County to end the agreement
for cause or convenience at any time.
FISCAL IMPACT: The fiscal impact will depend on the demand for rental facilities; however, the
estimated annual revenue in the amount of $338,600 has been budgeted in General Fund (001), MSTD
General Fund (111) and Golden Gate Community Center Fund (130).
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact resulting from this
action.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires
majority vote for approval. — CMG
RECOMMENDATION: That the Board of County Commissioners approves three (3) standard Collier
County Parks and Recreation facility rental agreements as revised to be used as form agreements together
with the applicable rules and regulations, and authorize the County Manager or his designee to enter into
these agreements.
Prepared by: Natali Betancur, Operations Analyst, Parks and Recreation Division
Attachments: 1) Facility Rental Agreements, 2) Facility Rental and Beach Rules 3) Campground Rules
Packet Page -1S62-
9/8/2015 16.D.5.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.D.16.D.5.
Item Summary: Recommendation to approve three revised standard Collier County Parks
and Recreation facility rental agreements to be used as form agreements and authorize the
County Manager or his designee to enter into these agreements.
Meeting Date: 9/8/2015
Prepared By
Name: BetancurNatali
Title: Operations Analyst, Public Services Department
8/7/2015 9:49:14 AM
Approved By
Name: Washbumllonka
Title: Manager - Park Operations, Public Services Department
Date: 8/7/2015 10:43:46 AM
Name: McPhersonJeanine
Title: Assistant Division Director - P & Rec, Public Services Department
Date: 8/17/2015 11:24:06 AM
Name: TownsendAmanda
Title: Division Director - Operations Support, Public Services Department
Date: 8/17/2015 2:14:06 PM
Name: AlonsoHailey
Title: Operations Analyst, Public Services Department
Date: 8/18/2015 2:31:33 PM
Name: AlonsoHailey
Title: Operations Analyst, Public Services Department
Date: 8/24/2015 8:37:54 AM
Name: CarnellSteve
Title: Department Head - Public Services, Public Services Department
Date: 8/24/2015 9:30:48 AM
Packet Page -1563-
Name: GreeneColleen
9/8/2015 16.D.5.
Title: Assistant County Attorney, CAO General Services
Date: 8/25/2015 10:50:40 AM
Name: FinnEd
Title: Management/Budget Analyst, Senior, Office of Management & Budget
Date: 8/25/2015 11:32:46 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 8/25/2015 11:43:13 AM
Name: Casa] anguidaNick
Title: Deputy County Manager, County Managers Office
Date: 8/25/2015 3:22:48 PM
Packet Page -1564-
11fat•, t oomrel6"dA reovrr
Rental Contract / Permit - Non- Governme.9�8�2y15,16 D.S.
Printed: 21 Jul 2015, 01:31 PM
User. shannonmcvauch
Contract #: 39536 User: maryannfaratzis
Date. 14 Apr 2015 Status: Firm
Collier County Parks & Recreation, 15000 Livingston Road, Naples, FL 34109 hereby grants
(hereinafter called the "Licensee') represented by permission to use the Facilities as outlined,
subject to the Terms and Conditions of this Agreement contained herein and attached hereto all of which form part of
this Agreement.
I) Purpose of Use NCRP Cat II - Tax 1 -29 people
birthday party
ii) Conditims of Use Rules may vary per faciky. Please refer to attachment (if applicable) for deMiis.
III) Date(s) and Timels) of Use
# of Booldngs: t
Starting: Sat 16 May 15 02:00 PM
Expected: 29
Ending: Sat 16 May 15 05:00 PM
FacilitytEquipment
Day
Start Date
Start Time End Date End Time Fee
XFee Tax Total
NCRP - North Collier
Sat
16 May 2015
02:00 PM 16 May 2015 05:00 PM 660.00
$0.00 53.60 $63.60
Pavilions - Pavilion I
iv) Additional Fees
v) Payment Method
Rental Fees
Extra Fees
Tax
Rental Total Damage Deposit Total Applied
Balance Current
$60.00
$0.00
$3.60
$63.60 $0.00 56160
$0.00 $0.00
Balance
of rental due
and payable immediately_
Payment Type Reference
Check Rental
VISA Rental
Amount Date Receipt Number
$42.40 14 Apr 2015 1964918
$21.20 17 Apr 2015 1965735
vi) Other Information
vii) Additional Notes/Location
Pavilion 1 - NCRP - North Collier Pavilions
—All iten -s must be removed from the park at conclusion of rental,"`"
viii) Termination
The County may terminate this agreement/permit for cause or convenience at any firne. Should this agreement be for a period of 30 days or
longer, the County will provide 15 day notice for termination for c anvenience. The County has the sole discretion to determine grounds for
termination including violation of any County policy, Ordinance or public use of facility required.
Packet Page -1565-
Page: 1
6
Printed: 21 Jul 2015, 01 :31 PM
User. shannonmcvauch
Rental Contract / Permit - Non-Govemr. 9/8/201�5.16 D.5.
Contract #: 39836 User: maryannfaratzis
Date: 14 Apr 21015
Status: Firm
The undersigned has read and on behalf of the Licensee agrees to be bound by this Permit/License and the Terms and Conditions
contained herein and attached hereto, and hereby warrants and represents that he /she executes this Permit /License on behalf of the
Licensee and has sufficient power, authority and capacity to bind the Licensee with his /her signature.
The Licensee agrees to indemnify and hold harmless Collier County, the Parks and Recreation Department and any employee of Collier
County against any and all claims by or on behalf of any person or legal entity arising from the Applicant's use of premises and /or
participation in this program, and will further indemnify and hold harmless the County, its Departments and Employees against
performance of any agreements arising from any act of negligence of the Applicant, or any of the Applicant's agents, contractors,
employees, or licensees, and from and against all costs, attorney's fees, expenses, and liabilities incurred in or about any claim or
proceeding brought thereon, all to the extent of the County's liability under general taw. The County's liability Is subject to the limits of
Florida Statute 768.28. The County Parks and Recreation Department reserves the right to deny registration, and to charge fees where
applicable. The Applicant must adhere to all County Ordinances, and Parks and Recreation Rules and Regulations. All aspects of the above
apply equally to field trips.
*Fees are governed by the Board approved Fee Policy found in Resolution No. 2013 -29, as amended.
X:
Date:
X:
Name:
Title:
Collier County Parks & Recreation
Hate:
Page: 2
Packet Page -1566- 0
GQ'
rI
lYey. f_niviwew i�, I)Aeuvrr
9/8/2015 16.D.5.
Rental Contract - Governmellliai r►yrwncieb
Printed: 21 Jul 2015. 01:25 PM
User. shannonmcvaugh
Contract #: 39836 User: maryannfaratzis
Date: 14 Apr 2015 Status: Firm
Collier County Parks & Recreation, 15000 Livingston Road, Naples, FL 34109 hereby grants - (hereinafter
called the "Licensee ") represented by . parmission to use the Facilities as outlined, subject to the Terms and
Conditions of this Agreement contained herein and attached hereto all of which form part of this Agreement.
i) Purpose of Use birthday party
11) Conditions of Use Rules may vary per facility. Please refer to attachment (if applicable) for details.
IN) Daft(s) and Time(s) of Use
# of Bookings:1
Starting: Sat 16 May 15 02:00 PM
Expected: 29
Ending: Sat 16 May 15 05 :00 PM
Facility/Equipment
Day
Start Date
Start Time End Date End Time Fee
XFee Tax Total
NCRP - North Collier
Sat
16 May 2015
02:00 PM 16 May 2015 05:00 PM 560.00
$0.00 $3.60 563.60
Pavilions - Pavilion 1
Iv) Additional Fees
v) Payment Method
Rental Fees
Extra Fees
Tax
Rental Total Damage Deposit Total Applied
Balance Current
$60.00
$0.00
$3.60
$63.60 50.00 $63.60
$0.00 $0.00
Balance of rental due and payable immediately.
Payment Type Reference Amount Date Receipt Number
Check Rental $42.40 14 Apr 2015 1964918
VISA Rental $21.20 17 Apr 2015 1985735
vQ Other Information
vii) Additional Notes/Location
Pavilion 1 - NCRP - North Collier Pavilions
'All items must be removed from the park at conclusion of rental."'
vfll) Termination
The County may terminate this agreemenVpermk for cause or convenience at any time. Should this agreement be for a period of 30 days or longer,
the County will provide 15 day notice for termination for convenience. The County has the sole discretion to determine grounds for termination
including violation of any County policy, Ordinance or public use of facility required.
Page: 1
Packet Page -1567 -
GP
Rental Contract - Governn.9 -J' 8 15 16.D.5.
Contract tt:
39836
User:
maryannfaratzis
Date:
14 Apr 2015
Status:
Firrn
The undersigned has read and on behalf of the License agrees to be bound by this Permit/License and the Terms and
Conditions contained herein and attached hereto, and hereby warrants and represents that he/she executes this Permit/License
on behalf of the Licensee and has sufficient power, authority and capacity to bind the Licensee with his/her signature.
Each party shall be liable for Its own actions and negligence and, to the extent permitted by law, the - - shall
Indemnify, defend and hold harmless Collier County against any actions, claims or damages arising out of -
negligence in connection with this Agreement, and Collier County shall indemnify, defend and hold harmless the
against any actions, claims, or damages arising out of Collier County's negligence in connection with this
Agreement. The foregoing indemnification shall not constitute a waiver of sovereign immunity beyond the limits set forth in
Florida Statutes, Section 768.28, nor shall the same be construed: to constitute agreement by either party to indemnify the other
party for such other party's negligent, willful or intentional acts or omissions.
`Fees are governed by the Board approved Fee Policy found in Resolution No. 2013 -29, as amended.
0
Date:
X:
Name:
Title:
Collier County Parks & Recreation
Date:
Page: 2
Packet Page -1568 -
�P
9/8/2015 16.D.5.
: er Rental Contract 1 Permit - Pepper Ranch %,ampgrouno
Printed: 21 Jul 2015. 02:08 PM
e e' �.;. User. shannonmcvaugh
�,1�4.'��ir
tYarr G tznu.re X c 1 r rak•,: to
Contract #: 36996 User: teithrausertom
Date: 05 Sep 2014 Status: Firm
Collier County Parks & Recreation, 15000 Livingston Road, Naples, FL 34109 hereby grants " -
(hereinafter called the "Licensee') represented by permission to use the Facilities as outlined,
subject to the Terms and Conditions of this Agreement contained herein and attached hereto all of which form part of
this Agreement.
I) Purpose of Use Cat II - 1 -29 people
camping trip
ii) Conditions of Use Rules may vary by facility. Please refer to attachment (if applicable) for details,
"Check -in time is from 3 :00 p.m. - 5:00 p.m. If you are going to be arriving after 5:00 p.m., you need to call
239 - 252-4000 (Monday - Friday) OR 239457 -1999 (Saturday) before 5:00p.m. to get the gate code. Check -out
time is 12:00 p.m.
Ill) Date(s) and Timets) of Use # of Bookings: 2 Starting: Fri 27 Mar 15 03:00 PM Expelled: 0
Ending: Sun 29 Mar 15 12 :00 PM
Facility/Equipment Day Start Date Start Time End Date End Time Fee XFee Tax Total
Pepper Ranch - Campsite Fri 27 Mar 2015 03:00 PM 28 Mar 2015 12:DO PM $18.00 $0.00 $1.08 $19.08
#10
Pepper Ranch - Campsite Sat 28 Mar 2015 03:00 PM 29 Mar 2015 12:00 PM $18.00 $0.00 $1.08 $19.08
#10
Iv) Additional Fees
v) Payment Method
Rental Fees Extra Fees Tax Rental Total Damage Deposit Total Applied Balance Current
$35.00 $0.00 $2.16 $38.16 $0 -00 $38.16 $0.00 $0.00
Balance of rental due and payable immediately.
Payment Type Reference
Master Card Rental
Amount Date Receipt Number
$38.16 05 Sep 2014 1895231
vi) Other Information
vii) Additional Notes /Location:
from Main Street 8 Immokalee Rd: Travel north approximately 3 miles on 15th St N /Main Street/SR 29 to Lake Trafford
Road. Turn west on Lake Trafford Road and travel approximately 3 miles to Pepper Road. Make a right onto Pepper Road
and travel 1 mile to the Pepper Ranch Preserve main gate on your left.
Will Termination
The County may terminate this agreement/permit for cause or convenience at any time. Should this agreement be for a period of 30 days or longer,
the County wilt provide 15 day notice for termination for convenience. The County has the sole discretion to determine grounds for termination
including violation of any County policy, Ordinance or public use of facility required.
Packet Page -1569 -
�P
Printed: 21 Jul 2015. 02:08 PM
User., shannonmcvauch
Rental Contract / Pern* - Pepper Rang =2 015 16: D . 5 .
Contract M 36996 user: teithausertom
Date: 06 Sep 2014 Status: Firm
The undersigned has read and an behalf of the Licensee agrees to be bound by this Perndt/Ucenseand the Terms and Conditions contained herein and attached
hereto, and hereby warrants and rep ants that he /she executes this Perrnit/Ucense on behaN of" Licensee and has sufficient power, authority and capacity
to bind the Ucensee with his /her signature.
The Ucensee agrees to indemnify and hold harmless Collier County, the Parks and Recreation Department and any employee of Collier County against any and all
claims by or on behalf of any person or legal entity arising from the Applicant's use of premises and/or participation in this program, and will further indemnify
and hold harmless the County, its Departments and Employees against performance of any agreements arising from anyact of negligence of the Applicant, or any
of the Applicant's agents, contractors, employees, or licensees, and from and against all costs, attorney's fees, expenses, and liabilities Incurred in or about any
claim or proceeding brought thereon, all to the extent of the County's liability under general law. The County's liability is subject to the limits of Florida Statute
768.28. The County Parks and Recreation Department reserves the right to deny registration, and to charge fees where applicable. The Applicant must adhere to
all County Ordinances, and Parks and Recreation Rules and Regulations. All aspects of the above apply equally to field trips.
X:
*Fees are governed by the Board approved Fee Policy found in Resolution No. 2013 -29, as amended.
X:
Name:
Title:
Collier County Parks & Recreation
Date: Date:
Packet Page -1570 -
CA
9/8/2015 16.D.5.
CO r C014 tt
y
Public Services Department
Parks & Recreation Division
Rules for Facility Rentals
4. Possession of a permit is required while using indoor and outdoor facilities. Failure to supply a
permit when requested by the Collier County Parks and Recreation Director, or his /her designee,
may result in expulsion from the area.
4. ALL Collier County Ordinances and Parks and Recreation rules must be adhered to at all times
while using indoor and outdoor facilities.
o Fires in undesignated areas, animals, alcoholic beverages or intoxicants, solicitors, signs
or advertisements and any act of behavior that may interfere with the public's enjoyment
of an indoor or outdoor park facility is prohibited.
o Noise levels must be reasonable. When using an indoor facility doors should be closed to
keep noise levels down. Beach facility permit holders — NO audio device, such as
loudspeakers, television, radio, compact disc, tape, record player, or musical instrument
exceeding a noise level of 60 decibels (dBA) measured on the A- weighted scale at 25
feet from the sound source is permitted, per Section 146 of the Collier County Code of
Laws and Ordinances, Conduct on the beach.
o Smoking is prohibited in indoor facilities.
4. Facility or outdoor area must be left in clean condition as determined by the Collier County Parks
and Recreation Director, or his /her designee, or deposit will be partially or fully forfeited. Please
include adequate time for set -up and clean up when reserving your facility or outdoor space. Fees
for rental begin at the time set -up begins and ends when the facility is clean.
o ALL decorations, including tape, must be removed. Please use artist tape to secure
decorations. Use of staples, tacks, safety pins, straight pins, nails, scotch tape and
duct/electrical tape to hang up decorations is prohibited.
o Balloons of any kind are prohibited at any park facilities with preserve lands.
o Indoor facilities must be vacuumed, floors swept, spills cleaned up, tables and chairs
wiped down and trash removed to the dumpster.
o ALL equipment and other property (including food, drink, decorations, etc.) not owned by
Collier County Parks and Recreation, must be removed upon departure. NO ITEMS MAY
BE LEFT OVERNIGHT.
o When renting an indoor facility, please remember that hallways and other common areas
are not part of your rental. No exclusive use of common areas.
4. No food or drinks are allowed in gallery or exhibition areas of North Collier Regional Park's
Exhibit Hall. Proper attire and footwear are required. NO wet bathing suits.
�4 Children under twelve (12) must be supervised at all times. Children under twelve (12) are not
allowed in park facilities' kitchen at any time. NO exceptions.
4- The Collier County Parks and Recreation Director, or his /her designee, has the authority to
revoke any valid permit for violation of rules, county ordinances, county need, or other valid
cause.
coo cow
rr Fw,
Packet Page -1571 -
Paris and Recreation • 15000 Livmoston Road • Naples, Florida 34109.235- 252-4001,}
FAX 230 - 514 -8657 - www.coiiieroarks.com
9/8/2015 16.D.5.
Co -ter County
Public Services Department
Parks & Recreation Division
Rules for Beach Weddings
,-- No animals of any kind to include, birds and butterflies
4- No balloons
k No open fires to include tiki torches and grills
1. No glass
- No alcoholic beverages
4- No amplified music
4. Use of nails, staples, fasteners on trees is prohibited
Roping off of specific areas is prohibited
4- The beach is a public area. You may not interfere with the public enjoyment of the beach. You
may not impede public access in any way, or request the public to move or relocate.
4- No posting of signs or advertisement.
1 Areas must be cleaned and trash deposited in receptacles.
4. Guest parking and guest behavior is the responsibility of the wedding permit holder.
ALL parking regulations, park rules and regulations and Collier County ordinances are strictly
enforced.
`oyEa co�,�
Packet Page -1572 -
Faw and Rec eescn • 15000 Livrnasion Roac • Naples. Florida 34109 - 235 -25� -4000 • FAX 239 - 514 -305 - wojw.coliiemarks.com
°'
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9/8/2015
16.D.5.
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