Agenda - 05-17-2011- 8f - Laserfiche WebLink

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2 Hours of Availability o Based on availability, reservations are accepted during hours of operation at the Main Library, Central Orange Senior Center, the Seymour Senior Center, and Animal Services Center. o After-hours reservations are accepted for the Southern Human Services Center, Solid Waste Training Room and the West Campus Office Building; however these facilities may be subject to additional fees for on-site personnel who may not otherwise be on duty. Making a Reservation: o The online process: ^ RecTrac is a program previously used for reserving Recreation and Parks as well as Department on Aging facilities. It is a comprehensive program that offers excellent tracking of reservations and fees and interfaces with the County's financial software thereby providing a high degree of fiscal integrity. ^ The County is in the process of upgrading to the Web component of the program, Web Trac, which will allow on-line reservations and payment by credit card. All departments handling facility reservations will use this software. The public will enter through a single portal for making reservations. Regardless of which department is responsible for processing the reservation, the appearance to the public will be consistent. o The walk in process: ^ Reservations may also be made in person by visiting the offices of the responsible Department. ^ Fees may be paid via cash, check or credit card for walk in reservations. Fees: o Facilities are classified by activity type allowed (see Attachment 1 to Facilities Use Policy). Reservations are accepted for Classifications 1, 5 and 6; although exceptions may be made for other classifications based on the written approval of either the Manager or department head responsible for the meeting room site. The fee proposed for meeting room usage is $10 per hour of reserved time, with 30 minutes provided free for set up and break down of the meeting space. This fee helps offset the administrative time needed to manage reservations, as well as to offset building operational costs and acknowledge wear and tear on facilities and furniture. Facility fees will be isolated for potential use in future furniture replacements as may be needed. o Classifications 5 and 6 allow recreational and social activities to be held at an increased use fee. o Classification 6 covers reservations by non-County affiliated groups for non-public purpose events (such as wedding receptions, birthday parties, anniversary parties, etc.). Classification 6, with a proposed rental rate of $125 per hour, attempts to cover total costs of operation, including on site staff and wear and tear on facilities and fixtures. o Classification 5 covers social/recreational events (retirement events, employee appreciation events, etc) held by County affiliates. The hourly fee is discounted to $50/hour in acknowledgement that the user is aCounty-affiliate, while recognizing the extraordinary wear and tear activities of this type brings to the facilities. o Recreation and Park fees remain as published annually and approved by the Board of Commissioners.