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Keystone staff proposes $50/hour, $150 daily cap for community use of council chambers
Summary
Council reviewed a facility-use policy that would let governmental groups use town chambers free, charge Keystone HOAs/nonprofits $50 an hour with a $150 daily max, and require pay-for-cleanup or staff reset time if users do not restore the room.
Keystone Town Manager presented a draft facility-use policy that would prioritize governmental users while charging local community groups and third-party organizations modest rental fees for the council chambers and related town facilities.
At a work session on June 17, the town manager told council the staff recommendation is to permit governmental and quasi-governmental organizations to use the space without a fee, to set a typical rate for Keystone organizations at about $50 an hour with a $150 daily maximum, and to apply the same $50/ $150 price point to other organizations whose proposed events provide civic, educational or community benefits to Keystone. "For something like this . . . they charge $50 an hour and most of the other communities have maxed out at you rent for the day we're charging you 150 bucks," the town manager said.
The policy would allow use of the town's audiovisual displays (the TVs and the "owl" system) but would not include microphones or the meeting camera as part of a standard rental because staff said providing and setting up that equipment requires additional staff time. Staff also recommended a $150-per-hour charge for staff time to reset or clean the room when users do not return the room to the required configuration.
Council members discussed options to encourage local use. Council member Carol Kerr said $50 an hour is a reasonable offer for an HOA meeting, noting typical HOA meetings run two to three hours. One council member suggested allowing each Keystone HOA one free annual meeting as an incentive; another council member favored keeping the fee simple so administrative burdens remain low.
Council asked staff to confirm insurance and liability coverage; the town manager said staff will check the town's CERSA insurance and whether event organizers should be required to show proof of coverage. Staff also said the town plans to install interior security gates to limit access past public areas and reduce the need for staff presence at after-hours events.
The work session provided direction but no formal vote; staff were asked to refine the exhibit language (noting the $150 daily max) and to return the policy for formal council action later in the evening.
