HomeMy WebLinkAbout04/03/2007 Blue Sheet Mobile Stage Rental Fees and Agreement
AGENDA ITEM:
TOWN COUNCIL
MEETING
INFORMATION
MEETING DATE: April 3, 2007
TOWN OF MARANA
1.2
TO:
FROM:
SUBJECT:
Mayor and Council
Tom Ellis, Director, Parks and Recreation Department
Resolution No: 2007-48: Relating to Parks and Recreation;
establishing rental fees and agreement for public use of the Town
of Marana Parks and Recreation mobile stage.
DISCUSSION
In 2002, the Town of Marana Parks and Recreation Department purchased a Wenger Encore
Showmobile mobile stage for $85,779.80. The mobile stage was intended to be used by the
Town of Marana for its special events. Since the stage prominently bears the Town logo, use of
the stage by other entities both inside and outside the Town limits was allowed as a means of
promoting the Town. In December 2003 and February 2004, the Town Council considered
limiting the use of the stage by outside entities because of excessive wear and tear and concerns
about groups that may not share the Town's values having access to the stage and the Town's
logo. Action on this issue was never taken.
In FY 2005-2006, the mobile stage was used by various entities outside the Town limits 12
times. The stage was provided complimentary for these events costing 203 park maintenance
personnel hours, or approximately $4,000. While the $4,000 figure may not seem excessive, the
203 personnel hours and the 12 trips outside the Town limits affect maintenance scheduling and
undercut the possibilities for stage use within the Town.
Since the mobile stage was purchased, the Town of Marana under the leadership of the Mayor
and Council has placed itself among the top municipalities in the region. Using the mobile stage
as a "branding" element may not be as high a priority as it has been in the past.
For these reasons, staff prefers limiting the use of the Town of Marana mobile stage to within the
corporate limits of Marana and setting fees for use of the stage for entities other than the Town
and its partner, the Marana Unified School District.
ATTACHMENT
Town of Marana Parks and Recreation Department Mobile Stage Rental Application and
Agreement
RECOMMENDATION
Staff recommends adoption of Resolution No. 2007-48, approving and authorizing the Mayor to
execute the Town of Marana Parks and Recreation Department Mobile Stage Rental Application
and Agreement.
SUGGESTED MOTION
I move to approve Resolution 2007-48.
{00004360.DOC / 2}
MARANA RESOLUTION NO. 2007-48
RELATING TO PARKS AND RECREATION; ESTABLISHING RENTAL FEES AND
AGREEMENT FOR PUBLIC USE OF THE TOWN OF MARANA P ARKS AND
RECREATION MOBILE STAGE.
WHEREAS the Town of Marana owns a mobile stage that has been used by various
entities outside the Town limits numerous times in the last five years; and
WHEREAS this excessive use of the mobile stage by outside entities has caused wear and
tear and concerns about groups that may not share the Town's values having access to the stage
and the Town's logo; and
WHEREAS the mobile stage was provided complimentary for these events costing the
Town park maintenance personnel hours; and
WHEREAS trips outside the Town affect maintenance scheduling and undercut the
possibilities for stage use within the Town; and
WHEREAS the Mayor and Council now find that it is in the best interest of the Town to
limit the use of the mobile stage to inside the Town limits and to set fees for its use for entities
other than the Town and its partner, the Marana Unified School District.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE
TOWN OF MARANA, ARIZONA, that the Marana Parks and Recreation Department Mobile
Stage Rental Application and Agreement attached to and incorporated by this reference in this
resolution as Exhibit A is hereby approved.
BE IT FURTHER RESOLVED that the Town's Manager and staff are hereby directed
and authorized to undertake all other and further tasks required or beneficial to carry out the
terms, obligations, and objectives of the aforementioned agreement.
PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF
MARANA, ARIZONA, this 3rd day of April, 2007.
Mayor Ed Honea
ATTEST:
APPROVED AS TO FORM:
Jocelyn C. Bronson, Town Clerk
Frank Cassidy, Town Attorney
{00004364.DOC /}
FJC/cds 3/23/07
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MARANA
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TOWN OF MARANA
Town of Marana Parks and Recreation Department
Mobile Stage Rental Application and Agreement
The Mobile Stage may be reserved for use only within the corporate
boundaries of the Town of Marana
DATE: Application must be received 30 days prior to event.
NAME OF APPLICANT: HOME PHONE:
DATE(S) NEEDED:
HOURS: from
to_
ORGANIZATION:
WORK PHONE:
BILLING ADDRESS:
CITY:
STATE:
ZIP:
LOCATION OF EVENT:
NUMBER OF PEOPLE EXPECTED:
WILL YOU NEED ACCESS TO THE STAGE AFTER HOURS?
(Hours of operation are from 8:00 a.m. - 10:00 p.m.) Y N
IF SO PLEASE SPECIFY:
Daily Stage Rental $250.00 Personnel charge (must be present during operation)
$26.00Ihour
Two Day Rental $400.00 Insurance - Liability coverage by renter naming
Town of Marana $1,000,000.00
Generator Rental $175.00 Refundable Cleaning/Damage Deposit $500.00
Stage Extensions $105.00 Personnel cost (per mile) $0.50
FEE SCHEDULE
RENTAL AGREEMENT
This application shall constitute an indemnity to the Town from the applicant for any and all damages to the
stage and equipment by any person or persons attending the event and all liability and damage to any person or
persons for injuries, including death.
Town of Marana logos on the interior of the open stage must be exposed at all times. No nails, screws,
staples, paint, duct tape or masking tape or any other damaging material may be attached to the interior or
exterior surface ofthe mobile stage. The applicant does hereby agree to pay the Town within ten (10) days
from the date of such use for any and all loss, breakage or need for repair of any equipment or portion of
equipment. The burden of proof shall be upon the applicant to prove that any such damage was not caused by
his organization, adhering to the Town of Marana's use requirements.
{00004358.DOC / 2}
Parks and Recreation Department
13251 W. Lon Adams Road
Marana, AZ 85653
(520) 382-1950
The applicant agrees to pay the fees noted herein. The applicant further agrees to pay one-half the estimated
rental fees plus the Cleaning and Damage Deposit not later than two weeks prior to the event. Certificates of
insurance received must be provided to the Town at least two weeks prior to the event. All remaining fees shall
be paid within ten days after the event. Upon payment of all fees, and provided no cleaning or damages have
occurred, the applicant shall be refunded their cleaning and lor damage deposit. The Marana Parks and
Recreation Department reserves the right to cancel this reservation prior to scheduled use due to unforeseen
Town of Marana conflicts, etc. in which case applicant will be notified in advance and all pre-paid fees and
deposits will be refunded. Cancellation by the applicant must be made to the Parks and Recreation Events
Coordinator at least one week prior to the event to receive full refund of all deposits. Failure to notify Parks and
Recreation one week prior to the event results in forfeiture of cleaning/damage deposit. Fees for stage use are
non-refundable in the event of non-use or shorter duration. In the case that the event is cancelled due to
inclement weather prior to the noted start time, only personnel costs shall be assessed. The mobile stage cannot
be used in winds greater than 30 mph.
Placement and location of the stage on the event site is the decision of the Parks and Recreation staff and is
based on the physical and safety requirements of the mobile stage, spectators, and participants.
Applicant's signature signifies acceptance of all terms and conditions.
I have read, understand and agree to abide by the Town of Marana requirements for use.
Applicant's Signature
[Print Name]
Date:
FOR OFFICE USE ONLY
Fees and Charges
TOTAL FEES: $
TOTAL DEPOSITS: $
RECEIPT #:
TOTAL AMOUNT DUE AND PAYABLE TO THE TOWN OF MARANA: $
AMOUNT OF DEPOSIT RETURNED: $
DATE:
TOWN AGENT SIGNATURE:
DATE:
{00004358.DOC /2}
Parks and Recreation Department
13251 W. Lon Adams Road
Marana, AZ 85653
(520) 382-1950