Title
A Resolution to Approve Use of the Foley Event Center by the Baldwin County Board of Education and to Set the Fee Schedule for Multiple Graduations.
Summary
The Baldwin County Board of Education (BCBE) has requested use of the Foley Event Center for 5 graduations in 2024. This request is to approve the 4 additional graduation requests other than Foley High School, which we provide at no cost to the school or the school board. Multiple Baldwin County High Schools are receiving synthetic turf at their stadium in the off-season which will limit their ability to host a graduation next year. BCBE would like to request graduations for:
May 13th, 1 pm and 7 pm Elberta, Spanish Fort
May 14th, 1 pm and 7 pm Baldwin Virtual, Daphne
May 15th, 7 pm Foley
Sports Tourism will be hosting a large Soccer Event the weekend prior and will not schedule the Event Center to allow extra time for setup prior to the first Monday Graduation.
The setup would remain the same for all schools and diploma pickup would be the next day and not after graduation. BCBE plans to ticket based on the number of graduates to make sure the occupancy stays in line, using 4,000 as max occupancy. This would allow approximately 8-10 tickets per graduate after removing faculty, staff, dignitaries, band, and graduates.
BCBE will work with Foley Sports Tourism to put together a SOP package for each school/principal. BCBE/Schools will have numerous communications that go out to the parents and students to verify all participants and attendees know the details. BCBE is also requested to contract with Medstar to provide a med unit for standby.
City of Foley has determine an estimated breakdown of cost for the 4 non-Foley High School graduations...
Sports Tourism
$7,000 Daily rate for $3,500 per day for usage. This includes labor for chair setup, LED Board, and Carpet preparation & removal.
Fire
$1,224 2 Firefighters for all ceremonies
Police
Option A
$5,450 Police - 8 Officers, who will be there prior to and after graduation. This includes two Over-Watch Officers. This amount is based
on the expectation that BCBE will provide 6 additional officers (SROs or Sheriff's) for crowd control within the building.
Option B
$8,175 Police - 12 Officers to fully handle all graduation ceremonies including Over-Watch and crowd control within the building.
Body
WHEREAS, the Baldwin County Board of Education is requesting to rent the Foley Event Center for multiple high school graduations on May 13-14, 2024;
WHEREAS, the City of Foley has determined an estimated cost for non-Foley High School Graduations;
WHEREAS, the Baldwin County Board of Education will work with Foley Sports Tourism to finalize a Memorandum of Understanding regarding the fees and support required for the events.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Foley, Alabama, as follows:
SECTION 1: Approves the request made by the Baldwin County Board of Education to rent the Foley Event Center for the following graduations:
May 13th, 1 pm and 7 pm Elberta, Spanish Fort
May 14th, 1 pm and 7 pm Baldwin Virtual, Daphne;
SECTION 2: Sets the fee schedule for these events as follows:
Option A = $13,674
Sports Tourism
$7,000 Daily rental of $3,500 per day for usage. This includes labor for chair setup, LED Board, and Carpet preparation & removal.
Fire
$1,224 2 Firefighters for all ceremonies
Police
$5,450 Police - 8 Officers, who will be there prior to and after graduation. This includes two Over-Watch Officers. This amount is based
$13,674
or
Option B = $16,399
Sports Tourism
$7,000 Daily rental of $3,500 per day for usage. This includes labor for chair setup, LED Board, and Carpet preparation & removal.
Fire
$1,224 2 Firefighters for all ceremonies
Police
$8,175 Police - 12 Officers to fully handle all graduation ceremonies including Over-Watch and crowd control within the building.
$16,399
SECTION 3: This Resolution shall become effective immediately upon its adoption as required by law.