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to perform the majority of this work through our staff. This is for several reasons including: <br />a. Less potential damage to tables, chairs, etc. Outside parties may not take the same <br />level of care with the City’s equipment, or may damage a piece of equipment and put <br />it in a storage area where it may not be discovered for several weeks, at which time it <br />may no longer be possible to identify who caused the damage. <br />b. Less potential for loss of equipment. There are several storage areas for tables, chairs <br />& equipment. It would not be practical to inventory all items after an event to insure <br />that nothing is missing after an event. <br />c. Less liability exposure. Liability could arise in several areas. If non-city personnel <br />perform set up the facility, they would be lifting tables that are heavy, and moving <br />high stacks of chairs. If they were to get hurt during this, they may pursue a claim <br />against the City. Also, if they were to set up damaged tables or chairs and someone <br />was to get hurt, it is likely that a claim would be filed against the City. While the City <br />would be subject to the same types of claims if the work was performed by City <br />employees, the City should be able to exercise greater control over its employees to <br />minimize its exposure. <br /> <br />IV. Minimize the cost to users. <br /> <br />Most users would like a high level of service at no fee or as low of a fee as possible. This is in <br />direct conflict with the City’s goal of maximizing revenues. As such, the goal of the facility has <br />been to set prices and fees at levels that are competitive with similar facilities in the area. As <br />previously noted, the contract with Innovative Images (Images) was established with this in mind <br />– the greater the revenue at the facility, the higher the compensation for the banquet center <br />manager. If the fees at the facility are too high, users will use other facilities, thereby lowering <br />the revenue generated and the fees paid to Images. Likewise, if the fees are to low, the facility <br />will be used more but revenue will not be maximized and therefore the fees to Images will not be <br />as high as they could have been. <br /> <br />If users are allowed to perform set ups, take downs, cleaning, etc., it would first appear that the <br />fee that they would need to pay the City would be lower. However, as noted above, the City <br />would have higher liability exposure. In addition, the possibility of damage to City property will <br />be greater and our ability to find the responsible party will take staff time and we may ultimately <br />not be able to get reimbursed for such damage. Relating to cleaning, we would not want users to <br />bring in their own chemicals (chemicals & cleaning supplies could damage property), nor may <br />not want them to use our chemicals and supplies (Federal right to know regulations, liability <br />issues, theft of supplies, equipment, etc.) <br /> <br />The contract with Images does not include the level of monitoring that would be needed for users <br />performing various tasks themselves. In addition, there is a higher probability of damage that the <br />City would not be recoverable. To recoup these costs, the City may have to charge a fee to all <br />users. <br /> <br />V. Minimizing operating costs. <br /> <br />The contract with Images requires Images to market the facility, take reservations, collect fees, <br />schedule City staff for set ups and take downs, and be available at the beginning and ending of an <br />event. With a limited number of outside vendors (caterers), this level of supervision should be