HomeMy WebLinkAboutFebruary 23, 2012 Agenda Packet
AGENDA
Thursday, February 23, 2012
10:00 A.M.
BOARD OF COUNTY COMMISSIONERS WORKSHOP
FENN CENTER OPERATIONS AND RENTAL POLICIES
1. CALL TO ORDER -COMMISSIONER DZADOVSKY, CHAIRMAN BOARD OF COUNTY
COMMISSIONERS
2. PRESENTATION - HAVERT L. FENN CENTER, NEXT STEPS
-LEE ANN LOWERY, ASSISTANT COUNTY ADMINISTRATOR
3. BOARD DISCUSSION & DIRECTION
4. ADJOURNMENT
CONFERENCE ROOM #3
ROGER POITRAS ADMINISTRATION ANNEX
2300 VIRGINIA AVENUE, FORT PIERCE FLORIDA 34982
NOTICE: All Proceedings before this Board are electronically recorded, Any person who decides to appeal any action taken by the Board at these meetings will
need a record of the proceedings and for such purpose may need to ensure that a verbatim record of the proceedings is made. Upon the request of any party to
the proceedings, individuals testifying during a hearing will be sworn in. Any party to the proceedings will be granted the opportunity to cross-examine any
individual testifying during a hearing upon request. Anyone with a disability requiring accommodation to attend this meeting should contact the St, Lucie County
Risk & Benefits Manager at (772) 462-1404 or TDD (772) 462-1428 at least forty-eight (48) hours prior to the meeting.
2/15/2012
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HAVERT L. FENN CENTER
NEXT STEPS
February 23, 2012
St. Lucie County
Board of County Commissioners
Workshop
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1. Primary Purpose of the Fenn Center is as the
County's Special Needs Shelter (SNSI.
2. When not needed as a SNS. Develop the Fenn Center
as an Event Venue.
3. Continue emphasis on Local Socials and expand Event Venue
business to create economic impact.
4. Limit community programming to current programs.
5. Restructure positions to emphasize skills and experience in
event management and logistics, marketing and sales.
Emphasize required weekend and evening work.
6. Re-prioritize budget to focus on marketing, facility maintenance,
equipment and technology upgrades.
7. Develop procedures to focus on marketing, rental agreements,
contract negotiation parameters, competitive rates, etc.
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2/15/2012
PRESENTATION
• Procedures
and Forms
• Fees and CI
• Insurance
• Organizatio
Structure
• BOCC Direc
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New Process & Forms
1. Application (New) and Rules & Procedures (New)
2. Estimate of Fees (New) and Required Documents
Checklist (New)
3. Facility Lease Agreement (Revised)
• ExhibitA-Building Layout/Room numbers (New)
• Exhibit B -Reservation & Contract Fees (New)
4. Event Reconciliation (New)
Similar Processes and Forms have been completed for
Fairgrounds, South County Stadium, Stage and Bleachers
and athletic fields rentals.
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2/15/2012
EVENT RECONCILIATION
• Agreement revised and
updated based on agreements
from other venues and input
from managers and event
coordinators.
• Short-form agreement revised
and updated for "simple"
rentals.
• Event reconciliation required
even if no balance due.
• Event revenue and expense
review being implemented.
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FEES & .OTHER
n CHARGES
• Focused on Fenn Center
charges for
• Gymnasium (22,740 SF)
• 2100 SF Meeting Room
• 1200 SF Meeting Room
• Compared to
• Port St. Lucie Civic Center
• Charlotte Harbor Event &
Conference Center
• Lakeland Center
• Various Gymnasiums
(Fenn Center Gym is about
3x the size of most)
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2/15/2012
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• None of the venues generate revenues that cover expenses.
• Fenn Center hourly rates are comparable or lower. However,
all others have "block rates" at significant savings to
Lessee.
• All but one provide discount rates to 501(c)3s only .One
gives no discounts. Another only to specific 501(c)3s.
• Most increase rates for weekends. All have higher rates for
holidays IF open.
• All have an Exclusive Caterer.
• Load in/Load out by Lessee must be done during rental
period.
• Initial table/chair set-up is included in fee.
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• Staff -
/ All fees have been updated and "block rates" have been
established to provide discounts for longer rentals.
/ Include initial set-up of tables/chairs in fee.
/ Require Load inlLoad Out during :r -;~-~~ .~
rental period. ~ .~~ ~ ~~
• BOCC -
/Approve contract with exclusive tT
concessionaire and alcohol sales. '` M
/ Offer discount at Fenn Center and
Fairgrounds to 501(c)3s only.
/ Continue waiver requirements
approved in Interim Policy.
/ Allow rate negotiations by County Administrator or designee when
Event meets minimum threshold of 200 room nights and/or
$300,000 in economic impact.
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2/15/2012
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• Insurance requirements were not clearly understood.
• Name of user/business name, contract name and name on
insurance certificate must match.
• Requirements for caterers and serving alcohol clarified.
• Affordable event insurance now available through
Risk Management for organizations/individuals.
Recommendation to BOCC:
• Waive insurance requirements for "typical" personal/private
events with 40 attendees or less; caterer insurance still
required.
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• Fenn Center staffing is not adequate in type, number or
experience compared to venues of similar size/function.
• Positions and Job. Descriptions need to encompass duties, skills
and experience related to venue sales and marketing, contract
management, event logistics and supervision.
• Positions and work hours must be tailored to event times/days to
minimize staff size and overtime.
• One venue has third-party management company which oversees
all event operations and food and beverage.
• Have hired County staff.
• County budgets and funds all operational costs and staff (10-12) plus
$75,000 fee to management company.
• Company receives annual bonuses based on reducing shortfall.
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2/15/2012
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Consolidate Tourism. Havert L. Fenn Center and
Fairgrounds, two major St. Lucie County venues.
• Link venues with tourism efforts; link tourism with venue events.
• Coordinate major bookings with hoteliers.
• Develop marketing strategies for Fenn Center and Fairgrounds.
• Partner with Port St. Lucie Civic Center.
• Makes sales presentations and attend meeting. planner events,
etc. to present St. Lucie County and venues.
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BO . ~. -ION
Consider:
/Approval of contract with only respondent to
exclusive concessionaire and alcohol sales RFP.
/Approval of final Facility Use Policy consistent with
Interim Policy.
• Consolidate and update all related policies and resolutions.
• Include insurance waiver provision.
• Limit discount at Fenn Center & Fairgrounds to 501(c)3s.
/Consolidation of Tourism with Havert L. Fenn Center
and Fairgrounds, two major St. Lucie County venues.
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