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R-11-47 RESOLUTION NO. R -11 -47 BLENHEIM USE POLICYFOR PRIVATE RENTALS WHEREAS, the City Council approved the Blenheim Use Policy in 2009 in conjunction with the opening of the Civil War Interpretive Center; and WHEREAS, on October 11, 2011 Mayor and Council requested staff amend the policy thereby allowing greater opportunities for Blenheim to be utilized for rentals. NOW, THEREFORE, BE IT RESOLVED that the attached amended Blenheim Use Policy for Private Rentals is hereby adopted in its entirety and shall supersede the former Blenheim use Policy approved February 10, 2009. BE IT FURTHER RESOLVED that the revised Blenheim Use Policy for Private Rentals shall be effective as of November 1, 2011, and BE IT FURTHER RESOLVED that the administration of the policy will be directed by the City of Parks and Recreation Department. Adopted this 25 day of October, 2011. Mayor ATTEST: / ,'/ /dr / ,mod City Cler The vote on the motion to approve was recorded as follows: VOTE: Councilman Drummond Aye Councilman Greenfield Aye Councilman Meyer Aye Councilmember Schmidt Aye Councilman Silverthorne Aye Councilman Stombres Aye City of Fairfax, Virginia t _, •Vil 4 BLEHEIM USE POLICY FOR PRIVATE RENTALS Initial adoption 2/10/09 (Updated 10 /25/11) Location: Civil War Interpretive Center at Historic Blenheim 3610 Old Lee Highway, Fairfax, VA 22030 Blenheim is a suitable location for wedding receptions, outdoor weddings, bridal showers, anniversaries, corporate dinners, rehearsal dinners, business meetings, and other formal events. The beautiful 12 -acre site is listed on the National Register of Historic Places and includes the famous c.1859 brick house with Civil War soldier inscriptions. A new Civil War Interpretive Center, designed by award - winning architects Glave & Holmes, was completed on the site in November 2008. The site's primary purpose is educational as a Civil War site, and it is open to the public free of charge Tuesday - Saturday from Noon -4pm with 1pm site tours daily. Designed in a modernistic rural style, the Interpretive Center features a glass- roofed atrium lobby, multipurpose assembly room with historic heart pine flooring, and glass walls throughout offering extensive vistas of the historic house and grounds. A Pergola Terrace and covered Veranda Porch offer options for outdoor cafe seating, and the grounds adjacent to the Interpretive Center are suitable for outdoor tented functions. Rental Hours and Rates (appropriate security deposit required) Year Round except closed Christmas Day and Thanksgiving Day 4pm -11pm Tuesday, Wednesday, Thursday, Friday *8:30am — 4pm, subject to room availability 3pm -1 1pm Saturday Sam -1 1pm Sunday and Monday Rentals (Rental time must include set up and clean up) $ 50 per hour Monday to Friday (except Christmas Eve, New Years Eve, New Years Day) $ 60 per hour Saturday and Sunday and City observed holidays Security Deposit $200 1 City residents and City businesses receive a 10% discount off an hourly rental Civic Associations, City Service Groups, City Boards and Commissions Receive a 20% discount off an hourly rental Discounts do not apply to A la Carte items Historic tours of the site are available to rental users for an additional fee of $25. A la Carte pricing Set up in Atrium Lobby $25 per hour Use of Pergola area for additional set up $25 per hour Use of porch/deck for additional set up $25 per hour Use of lawn area for Tent $75 per hour Staff for Set up $15 Staff for Breakdown $15 Staff for set -up and breakdown $25 Portable Projector $175 Portable Screen $50 Projector and screen $200 DVD Player $45 60" Plasma monitor $25 Amplified Podium $75 Easels $10 Tablecloth rental (white) $12.00 per cloth Coffee Urns $25.00 per urn Caterer's Corner $50 Interpretive Center Capacity and Outdoor Site Capacity Standing (e.g standup cocktail reception) *(More than 102 requires Auxiliary Parking and Traffic Plan) 102 -120* Seated with everyone served at same time 90 Seated auditorium style, no tables 90 Outdoor Pergola Terrace 80 Outdoor Veranda Porch 80 Outdoor Site Capacity (Requires Aux. Parking Plan) 190 Parking Capacity 17 paved parking spaces including 2 ADA/handicapped 17 overflow parking spaces on reinforced grass turf No parking is allowed on Old Lee Highway or in surrounding residential neighborhoods. On -site parking can accommodate events up to 102 persons (measured at 3 persons per car); for events larger than 102 persons an Auxiliary Off -Site Parking and Traffic Plan 2 (form will be provided in Reservation materials) will be required where the User indicates where cars will be parked at the rate of 3 persons per car (for example, an event for 120 persons would require an Off -Site parking plan for 6 cars, and an event for 150 people would require an Off -Site plan for 16 cars), and if event ending time coincides with church traffic on Old Lee Highway a Traffic Plan will be required. Users may contact nearby schools, churches, or other facilities to explore Off -Site parking availability. Tent Usage and Requirements A tent may be rented and erected in the designated location on the north side of the Interpretive Center, an hourly space rental fee will be charged. Tents over 30x30 feet require a permit from the City of Fairfax Code Administration office (City Hall, Room 208, 703- 385 - 7830), and must comply with all inspections regarding safety, lighting, and electrical. The User is responsible for contracting tent rental; tents can be erected one day prior to an event and must be take down no later than one day after the event. Procedures and Restrictions • Modification: City reserves right to modify procedures, restrictions, and related guidelines as circumstances dictate. • Reservations: Reservations will be accepted on a first -come basis; applications will be reviewed and the City reserves the right to cancel reservations if reservation agreement circumstances change or for reasonable cause. • Personnel: The City will provide one staff person to monitor each rental event. • Access: The exhibit gallery in the Interpretive Center and the Blenheim House will be closed during rentals but can be shown during site tours available for an additional fee. • Alcohol: Alcohol may be served under the following conditions: 1) a private affair (by invitation only and no cash bar) — no permit required; 2) if open to the public or cash bar, permit must be procured through the regional Virginia Alcoholic Beverage Control Board office, 500 Montgomery Street, Alexandria, by calling the ABC office at 703 518 -8090 or by visiting the ABC website at www.abc.state.va.us. (Permit processing usually requires a minimum of two weeks). • Restroom Facilities: The Interpretive Center has ADA compliant restrooms. • Open Flames: User must seek approval prior to the event for the use of burning candles, chaffing dishes and other similar open flame sources. Sparklers and other types of fireworks are not permitted. • Electricity/Utilities: Electricity is provided for outdoor tented events via exterior outlets on Interpretive Center; User must coordinate electrical needs during application process. • Noise: As the site is adjacent a residential area, User must comply with City's regulations pertaining to noise in all cases. • Smoking: Smoking is not permitted inside the Interpretive Center but is permitted outside the building and on the grounds; User will use ash urns provided on the site. • Decorations: No decorations or other items may be tacked, taped, or affixed in any way to the walls of any building. Rice and confetti are not permitted: 3 birdseed and grass seed are permitted outdoors subject to clean -up requirements specified in the Reservation Agreement. • Catering Requirements: The Interpretive Center has a full warming kitchen with refrigerator, stove, sink, and counter space, available for a fee. Cooking of food in the kitchen is not allowed. The Interpretive Center has nine five -foot round tables and will provide chairs for seating up to 90 persons; six six -foot rectangular tables are also available. User must provide all other equipment including dishes, tableware, linens, other accessories and service personnel. All catering deliveries, setup, cleanup and equipment removal must occur during the rental period. All catering deliveries should occur through the rear door. Caterers are responsible for cleaning up after themselves. • Clean -up: If the user chooses to add on breakdown for their rental, they are still responsible for removing all of their belongings from the building, including decorations, rentals items, gifts, etc. If the user chooses to breakdown, all tables and chairs need to be wiped down and stored away. All trash and debris is to be taken to the designated dumpster area. Cleaning supplies will be provided. • Damages: User is responsible for all damages to the property. The City and the User will review the buildings and grounds prior to and after use to determine conditions and any potential damage charges. Damages will be deducted from the security deposit. • Ground Disturbance: The Blenheim property is archaeologically sensitive. Subsurface ground disturbance (other than tent stakes) is not permitted; tent location will be approved during the application process. • Liability /Injuries: User is responsible for all injuries to guests. The City reserves the right to require the User to furnish a "Certificate of Insurance for Public Liability Insurance" in the limit of $500,000 with coverage to cover the sale or serving of alcoholic beverages. The User will save harmless the City of Fairfax, the lessor and the City's and lessor's officers, employees and agents on any and all claims whatsoever arising out of the use of Blenheim, including any liability for death, personal injury or property damage, where incurred by the lessor, lessee (or member if lessee is an organization or group) or any and all third parties. • Violation of Law: Violation of any laws prevailing in the City of Fairfax by any person while in attendance will be sufficient grounds for immediate termination of the event, with forfeiture of fee and security deposit. • Policies: The City reserves the right to amend the policies with the City Manager's approval. • Failure to Comply: Failure to comply with these policies and conditions will result in immediate termination of the event, with forfeiture of fee and security deposit. 4