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Consent

Brentwood City Commission Agenda

Meeting Date:	06/27/2022
Resolution 2022-59 - Approval of Updated Policies and Procedures for the Cool Springs House
Submitted by:	Deanna Lambert, Community Relations
Department:	Community Relations

Information

Subject

Resolution 2022-59 - Approval of Updated Policies and Procedures for the Cool Springs House

Background

Since 1994, the City of Brentwood has owned and operated the Cool Springs House located in Crockett Park as a rental space for weddings, social events, and business meetings. On average, there are about 95 events per year generating approximately $70,000 in annual revenue. For fiscal year 2021, there were 125 event rentals and $97,969 in revenue. When the City opened the home in 1994, it adopted policies and procedures to operate the facility. Those policies have been updated in 2013, 2017, 2019 and 2021. Staff recently reviewed and compared rates and general policies to other comparable venues in Middle Tennessee to ensure the City is operating the home in the most efficient and effective manner possible.

Staff proposes changes to the existing rental rates, which will increase all regular and seasonal discount rates. These changes are outlined below and include a proposed change to modify the Friday-Sunday rate structure consistent with that of Ravenswood Mansion.

The suggested rental price increases will allow the City to keep up with the market value of this venue. Staff recently reviewed and compared rates and general policies to other comparable venues in Middle Tennessee to ensure the City is market-competitive in its pricing.

Proposed policy changes include clarification on vendor rental items, alcohol consumption requirements, profane music restrictions, and wedding planner and event management specifications.

Price Change Proposal Overview

RATES	CURRENT	PROPOSED
Monday –Thursday: 9:00am – 5:00pm	$350	$450
Monday–Thursday: 5:00pm – 11:00pm	$500	$650
Friday, Saturday, or Sunday: 9:00am – 11:00pm	$950	Friday: 9:00am -11:00pm- $1,250.00 Saturday: 9:00am – 11:00pm- $1,750.00 Sunday: 9:00am -11:00pm-$1,250.00
SEASONAL DISCOUNT RATES – Available in December - March	CURRENT	PROPOSED
Monday –Thursday 8:00am – 5:00pm	$300	$350
Monday–Thursday 5:00pm – 11:00pm	$450	$500
Friday, Saturday, or Sunday 9:00am – 11:00pm	$850	Friday 9:00am-11:00pm $950.00 Saturday 9:00am-11:00pm $1,250.00 Sunday 9:00am – 11:00pm. $950.00

Policy Change Proposal Overview

Capacity: Decreased capacity inside from 150 to 100. Decreased capacity outside from 250 to 150.
Rental Items: Clarified rental item language and requirements for pickup.
Tents: Clarified timing for pickup.
Catering: Clarified that the kitchen should be used for warming only and not full cooking.
Alcohol: Clarified language on bartender requirements. Adding stronger language for requirements about clients saying they are not having alcohol then it is found. Added language to prohibit shots.
Power: Added language to remind them it’s their responsibility to ensure they have enough power.
Music: Adding a section about music that prohibits amplified music with profanity.
Cleaning: Clarified policies about clean up responsibilities and what the cleaning fee covers versus what the clients are required to do.
Other considerations: Increase cleaning fee – not currently on policy changes

All suggested edits are highlighted in red on the attachments to this resolution. Please contact the Community Relations Director with any questions.

Staff Recommendation

Staff recommends approval of the attached resolution adopting the updated Operating Policies and Procedures for the Cool Springs House.

Previous Commission Action

Resolutiton 2013-74 Approval of Operating Policies and Procedures for Ravenswood Mansion
Resolution 2019-96 - Approval of Updated Policies and Procedures for the Cool Springs House
Resolution 2021-05 - Approval of Updated Operating Policies and Procedures for the Cool Springs House

Fiscal Impact

Amount :
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Fiscal Impact:

The fiscal impact of these changes is expected to be positive, though elasticity of demand may result in fewer bookings. Prior rate changes have not resulted in lower demand.

Attachments
Resolution 2022-59
Exhibit A - Cool Springs House Policies and Procedures 2022
Proposed Changes - Redlined version
Event Venue Rental Market Comparison June 2022
Signed Resolution