Discussion and Consideration of Tiffin Recreation Center Rental Rates & Agreement – Motion to Approve — K-2

AGENDA ITEM # K-2 Damage Deposit A $75 refundable damage deposit is proposed for all rentals, regardless of resident or non- resident status. The deposit may be retained in whole or in part for damage, excessive cleaning, missing equipment, unauthorized use, or additional rental time. The agreement also provides that the renter remains responsible for costs exceeding the deposit amount. This provides the City with a consistent mechanism to address damage or additional costs associated with facility rentals without requiring staff to establish a separate deposit for each type of rental. Cancelation Policy The proposed agreement establishes the following cancellation schedule: • 14 or more days before rental: Full rental-fee refund, less a $10 administrative fee • 7–13 days before rental: 50% rental-fee refund • Fewer than 7 days before rental: No rental-fee refund • City cancellation: Renter may reschedule or receive a refund The cancellation policy is intended to provide renters with flexibility while also giving the Recreation Center an opportunity to make the rental space available to other users when adequate notice is provided. Birthday Package The proposed Birthday Party Package provides a two-hour rental block that includes exclusive use of the Community Room and kitchenette, along with one hour of recreation activity time in one designated activity space. The standard package price covers up to 20 guests, with larger parties required to contact the Recreation Center for arrangements and pricing. Birthday Party Package reservations would be offered in fixed two-hour blocks on Saturdays and Sundays, subject to facility availability and operating hours. Rental Agreement & Facility Policy The proposed Rental Agreement requires the renter to be at least 18 years of age and responsible for the rental group and invited participants. Renters agree to comply with Recreation Center policies, posted rules, and staff direction and accept responsibility for damage, loss, excessive cleanup, and additional use charges. The second page of the agreement provides detailed Facility & Room Use Policies, including: • Reserved rental time includes setup, activity time, cleanup, and departure. • Renters may only use spaces and equipment included in their approved reservation. • Minors must be appropriately supervised. • Food and beverages are restricted to approved areas. • Smoking, vaping, tobacco products, illegal drugs, unauthorized controlled substances, and weapons are prohibited. • Renters are responsible for cleaning the space and removing decorations, food, and personal property. • Recreation Center equipment may not be moved or altered without staff approval. • Gym users must wear clean, non-marking athletic shoes. 2