Facility Use Policy: Rentals & Reservations
Introduction
The City and Borough of Wrangell (The CBW) Swimming Pool, Recreation Facility, Community Center and Park Shelters are operated by the Wrangell Parks and Recreation Department under the following policies and guidelines adopted by the Parks and Recreation Advisory Board and Borough Assembly in 2019. The City and Borough of Wrangell recognizes the value of these facilities being available to serve residents, civic and religious groups, businesses and visitors.
Purpose and Intent
The intent of this policy is to promote regular and active use of Parks and Rec facilities. It outlines scheduling procedures, rental classification, charges, and sets rules and regulations for use of the facilities. Charges and/or user fees are based on staffing, set-up, and maintenance costs, as well as market rates for similar facilities.
The City and Borough of Wrangell does not discriminate based on race, color, religion, national origin, gender, age, marital status, sexual orientation, status regarding public assistance, or disability in the admission or access to programs, services, activities, or employment.
Rental Classifications
It is the goal of Parks and Rec to have facilities used as much as possible. The following groups shall have priority for use of facilities in the following order. These priorities apply to the initial scheduling of events. Cancelling a reservation to provide a higher priority group access, requires the explicit permission of the Director. Custodial, technical and utility fees will be charged as required or necessary. All applicants in this category shall follow the established application process.
Category I Wrangell Parks and Recreation/The City and Borough of Wrangell
The CBW or P&R employee group representative must be directly engaged to coach, advise, or sponsor the activity, be on site at all times and maintain up-to-date contact information with the department administrators. Category I rental fees are waived.
Category II Youth Public Programs and Organizations
Public youth programs and organizations open to all school age children which provide youth activities in which school-age children are the primary beneficiaries (e.g. local swim club); and
profit groups whose primary participants for the rental activity are community related youth. Category II rental fees are based on the average hourly wage rate of a Parks and Rec employee. If there is cause for two or more staff the hourly rate will increase based on the total number of staff required for that activity.
Category Ill Non-Profit Groups/State/Local/Federal Government Groups
State, local and federal government groups; local nonprofit organizations; private not-for-profit groups; denominational groups. All nonprofit groups will need to provide the following documentation: IRS letter indicating nonprofit status and exemption from federal taxes and current board of directors' names, addresses, and current phone numbers. Category 111 rental fees are based on a discounted percentage of the hourly rate.
Category IV Private/For Profit/ Commercial Business Group
Private, for-profit, commercial businesses/groups; any activity where the gate receipts or donations are to be used for partisan political activities including political education; and sectarian groups. Category IV groups are required to pay the regular hourly rate for the facility in use.
Hours of Operation
The Recreation Facility and Swimming Pool hours vary depending on the season. Rental use beyond these hours requires approval from the Director.
The Community Center Gymnasium, Kitchen and Multi-Purpose Room do not have regular hours of operation. The facility is scheduled as needed.
Additional fees may be charged for custodial services, building supervision, set up and removal of chairs or bleachers.
Long-term rental agreements may be negotiated; contact the Department Director.
Application Procedure
The Facility Use Request must be completed 7-10 days prior to the date when facilities are to be used.
The request will be reviewed, then approved depending on facility and/or employee availability.
Once approved, user will be notified, fees collected, guidelines provided and agreed to, and event/activity scheduled.
General Information
Groups renting facilities shall comply with the Equal Opportunity Statutes, and not discriminate on the basis of race, color, religion, national origin, gender, age, marital status, sexual orientation, status with regard to public assistance or disability.
Rental of a facility area does not allow for exclusive access to other areas within that facility.
Parks and Recreation programs, activities, events and meetings have priority. All other rental scheduling will be on a first-come, first-serve basis; with preference given to youth user groups.
Non-resident groups are required to pay the full rental fee.
User groups are allowed to reserve facilities on a continuing basis with the approval of the Director.
P&R reserves the right to restrict the number of dates an individual or group may reserve. This is to ensure the availability of all facilities to all user groups.
Sponsoring organizations shall be directly responsible for adult supervision, post-event minor cleanup, and ensuring all doors are locked when leaving the facility. Department administrators are program supervisors and shall not be called upon to supervise activities of other groups.
No person who is under the age of 21 shall be allowed to rent a facility.
The applicant shall agree to assume the risk of liability for damages because of bodily injury or property damage to any person or entity arising out of the use of the premises, and to indemnify, defend, and hold the City and Borough of Wrangell harmless from any claims, demands, or suits by any person or entity arising out of that use, unless the liability is a result of the CBW's sole negligence.
Should P&R require a hold harmless agreement, the applicant shall agree to provide P&R with a certificate of insurance showing minimum General Liability limit of
$1,000,000 per occurrence and naming the CBW as an additional insured, unless the CBW waives this requirement in writing. Applicant shall be subject to all provisions of the administrative rules and regulations governing community use of P&R facilities.
Applicants shall supply any special supervision determined necessary by the building administrator.
Smoking of any substance, whether legal or illegal, is prohibited.
Use of tobacco or marijuana in any form is prohibited.
Alcoholic beverages/illegal or illicit drugs and people under the influence of said items are not permitted in the Swimming Pool, Recreation Facility and Community Center at any time.
Firearms or other deadly or defensive weapons, as defined in the P&R Weapons Policy are not permitted in facilities without advance approval from the Director.
Installation of equipment, alteration of existing building facilities, and the use of materials that affect the condition of floors, walls or other building parts may not be undertaken without specific approval of the Director.
Groups or organizations using the facilities shall assume all responsibility for the collection of admission fees, taxes, or other fees in connection with their programs unless prior arrangements have been made with the Director.
Rental agreements are not transferable.
Rental fees shall be determined in advance. Custodian or other service charges may be assessed at the conclusion of the activity according to the level of service provided.
Seating, other special equipment, is not provided.
Fire and safety regulations shall be observed.
Violation of these rules or regulations shall restrict subsequent facility use agreements.
Liability and Damage
P&R is not responsible for loss or damage to personal property by individuals or groups.
P&R shall require a hold harmless agreement (when appropriate) and certificates of insurance.
Damage Deposit
A damage deposit, in addition to the rental fee, may be required by Group Ill and Group IV. The damage deposit is required at the same time the rental fee check is submitted. This deposit shall be returned within one (1) week after the rental date if no deductions are necessary. A higher damage deposit may be required for special events.
No damage deposit is required for approved reoccurring rentals.
Failure to comply with this policy may result in loss of damage deposit.
Cancellation Policy
P&R reserves the right to cancel Facility Use Rentals. If such action is deemed necessary and in the best interest of the City. In the event of such revocation or cancellation, P&R will refund any advance payment made and there shall be no claim or right to damages or expenses on the part of the permittee.
The Director will approve all facility rental cancellations.
If a fee-paying applicant cancels, a cancellation fee shall be assessed.