HomeMy Public PortalAboutResolution #2008-39, A Resolution Revising The Policy For The Use Of The Community Room In City Hall RESOLUTION# 2008-39
A RESOLUTION REVISING THE POLICY FOR THE USE OF THE COMMUNITY
ROOM IN CITY HALL
WHEREAS,the City of Riverdale ("Riverdale")recognizes that the Community Room in the
Riverdale City Hall should continue to be available for use by certain individuals and businesses
connected with Riverdale; and
WHEREAS, Riverdale finds that it is in the best interests of the community to impose certain
terms and conditions upon rental of the Community Room to ensure the safety of the renter and
the renter's guests and protect Riverdale's property from damage; and
WHEREAS,the Riverdale City Council adopted Resolution No. 2008-18 on June 17,2008,
adopting the Riverdale Community Room Facility Use Agreement and Terms and Conditions
(the"Existing Agreement"); and
WHEREAS, the Existing Agreement did not adequately protect Riverdale's property in that it
did not require renters to inspect or report existing damage to the Community Room upon entry;
and
WHEREAS, upon further review and consideration, Riverdale wishes to revoke the Existing
Agreement and adopt the revised Riverdale Community Room Facility Use Agreement and
Rules and Regulations attached to this Resolution.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Riverdale, Iowa,
that the revised Riverdale Community Room Facility Use Agreement and Rules and Regulations
is adopted and shall be used in conjunction with all future rentals of the Community Room, and
the attached Agreement revokes and replaces the Existing Agreement.
This Resolution shall take immediate effect.
PASSED, APPROVED AND ADOPTED THIS 2nd day of December, 2008.
Ayes: Nays:
Franklin
Channon
Hupp
Littrel
Halsey
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ATTEST:
CA)reel/.
Mary ances Blevins, Asst. City Clerk
CITY OF RIVERDALE COMMUNITY ROOM
FACILITY USE AGREEMENT
Renter's name Today's date
Address City Zip
Home phone Pager/cell
I. PROPOSED USE DETAILS
Use date ,200_ Estimated attendance
Begin time a.m./p.m. End time a.m./p.m.
Event description
H. TERMS AND CONDITIONS
This Facility Use Agreement("Agreement")is made as of the date listed below between the City of Riverdale,Iowa("Riverdale")and the
undersigned renter(the"Renter"). This agreement shall take effect immediately. In consideration of the mutual covenants and promises
contained herein, Riverdale agrees to allow Renter to use the City of Riverdale Community Room (the"Room"), located at 110 Manor
Drive, Riverdale, Iowa, at the date and time specified above and on the terms and conditions contained herein. The parties agree as
follows:
1. Renter agrees to comply with the Riverdale Community Room Rules and Regulations,a copy of which has been provided to Renter.
2. Renter agrees to use the Room in compliance with local,state and federal law. The Room shall not be used for any illegal purpose.
3. Renter agrees to pay rent for use of the Room at a rate of$25 per event. The rental fee is waived for the following groups: Alcoa,
Scott Community College,the Pleasant Valley School District,the Fly Fishing group,and all City groups.
4. Renter agrees that he/she/it is responsible for any damage to the facility and equipment that may result from use by Renter,his/her/its
family and guests.Renter agrees to pay a damage deposit of$25.Riverdale agrees to return the full damage deposit to Renter after the
event, conditioned upon timely return of the Room key and satisfactory inspection of the Room and equipment, according to the
Riverdale Community Room Rules and Regulations. The damage deposit is waived for the following groups: Alcoa, Scott
Community College,the Pleasant Valley School District,the Fly Fishing group,and all City groups.
5. Renter is responsible for the behavior of his/her guests. Renter must ensure all people in attendance abide by the Riverdale
Community Room Rules and these Terms and Conditions.
6. IN CONSIDERATION FOR USE OF THE ROOM, RENTER AGREES THAT HE/SHE/IT WILL USE THE ROOM
EQUIPMENT AND FACILITIES AT RENTER'S SOLE RISK.RENTER FURTHER AGREES THAT RIVERDALE WILL
NOT BE RESPONSIBLE FOR ANY OR ALL INJURY,ILLNESS,LOSS,THEFT OR DAMAGE TO RENTER,RENTER'S
PROPERTY,OR RENTER'S GUESTS BEFORE,DURING OR AFTER THE EVENT WHILE ON THE PREMISES.
7. RENTER AGREES TO INDEMNIFY AND HOLD HARMLESS RIVERDALE FOR ANY AND ALL LOSS, DAMAGE,
INJURY OR COSTS RENTER OR RENTER'S GUESTS MAY SUSTAIN DURING OR AFTER THEIR PRESENCE AT
THE ROOM AND/OR PARTICIPATION IN THE EVENT. RENTER AGREES TO INDEMNIFY AND HOLDS
HARMLESS RIVERDALE FROM AND AGAINST ANY LOSS,DAMAGE,INJURY OR COSTS CAUSED BY RENTER'S
ACTS OR OMISSIONS, NEGLIGENCE, OR OTHERWISE, INCLUDING ANY COSTS AND ATTORNEY FEES
INCURRED THEREBY, ARISING OUT OF RENTER'S PRESENCE IN THE ROOM OR PARTICIPATION IN THE
EVENT. RENTER AGREES THAT THE FOREGOING RELEASE, WAIVER AND INDEMNITY AGREEMENT IS
INTENDED TO BE AS BROAD AND INCLUSIVE AS IS PERMITTED BY THE LAW OF IOWA AND THAT IF ANY
PORTION THEREOF IS HELD INVALID, IT IS AGREED THAT THE BALANCE SHALL, NOTWITHSTANDING,
CONTINUE IN FULL LEGAL FORCE AND EFFECT.
8. I have read this Facility Use Agreement and the Rules and Regulations, fully understand and agree to its terms and have
signed it freely and voluntarily. If Renter is a business, I acknowledge that I am duly authorized to sign this Agreement on
behalf of Renter.
Authorized signature Date
Approved by Date
Revised 12/2008
.f
RIVERDALE COMMUNITY ROOM—RULES AND REGULATIONS
1. Qualified Renters. The Room may be rented only by the following parties: (1)an adult resident of Riverdale;(2)a business
operated in Riverdale, if an adult person is designated to act on behalf of that business with Riverdale; (3) any member of the
Riverdale Fire Department; or (4) any employee of Riverdale. Any person or group who has previously caused damage to City
property shall not be a qualified renter.
2. Advance booking and deposit. Renter must submit Facility Use Agreement for city review and approval at least two days
before event. The full rental fee and damage deposit is due when Renter submits the Agreement. The City Clerk or the Assistant
City Clerk may be contacted by telephone at 563-355-2511, email at riverdale @mchsi.com, or in person at City Hall for
reservations.
3. Reservation policy. One-time reservations are generally accepted on a first-come, first served basis. However, a recurring
"Multiple" reservation may be bumped at Riverdale's discretion, upon at least two weeks' notice if another qualified Renter has
requested a rental date that conflicts with a Multiple reservation and the other qualified Renter cannot use an alternate date. A
"Multiple" is a standing reservation at intervals of twice monthly or greater frequency made by the same Renter for the same
purpose. Riverdale will notify the Multiple of a bumped reservation by phone or mail.
4. Cancellation policy.If Renter decides to cancel the event,Renter must notify Riverdale at least 48 hours before the scheduled
event. If Renter fails to timely notify Riverdale of cancellation, Renter will forfeit the rental fee and damage deposit and may be
denied future use of the Room.
5. Hours of use The Room is open for use from 6 a.m.to 12 midnight.All events at the Room,including clean up,must end by
midnight.
6. Maximum capacity.The Room has a maximum capacity of 80. Renters may not host more than this number of people in the
Room.
7. Insurance. At its sole discretion, Riverdale may require Renter to obtain and show proof of insurance for an event before
approval of a reservation.
8. Clean up. Renter is responsible for leaving the Room and equipment in the same condition it was in prior to the event. If a
room is left in unacceptable condition,based on staff inspection and evaluation,Renter will forfeit all or part of the damage deposit.
If the cost of cleaning exceeds the amount of the deposit,Renter is fully liable for the complete actual cost of cleaning, including
carpet cleaning. The estimated cost of carpet cleaning for the Room is $175, although the actual cost may exceed this
estimate.
9. Damage and keys. Renter is responsible for timely return of the Room key and any damage to the Room or equipment
incurred during the event. If the facility or equipment is damaged during Renter's use of the Room, or if any property is stolen or
missing from the Room, Renter will forfeit the damage deposit to the extent of the damage or missing property. Renter must
inspect the Room immediately upon entering and report any existing damage to the Riverdale City Clerk by leaving a
message on the Clerk's answering machine. If no damage is reported within 15 minutes of Renter's event starting time,all
damage existing at the end of Renter's event will be assessed to Renter.If the damage exceeds the amount of the deposit,Renter
is fully liable for the complete cost of replacement. Riverdale is under no obligation to tender any claim for damage to its insurance
carrier,though it may do so at its own discretion. If the key is not timely returned,the damage deposit will be forfeited and Renter
will be responsible for any charges incurred by the City with regard to the lost key,including replacement of the key pad,change of
locks,and re-issuance of keys.
10. Alcohol policy.Riverdale must approve any and all alcohol use in advance of Renter's event.Riverdale reserves the sole right
to deny the use of alcohol at any event for any reason. If Riverdale grants Renter permission to have alcohol at the event, it may
assess an additional damage deposit.Renter must ensure any and all availability and consumption of alcohol is in compliance with
• local,state and federal laws.In particular,Renter is personally responsible for ensuring there is no underage drinking.RENTER IS
RESPONSIBLE FOR THE BEHAVIOR AND WELL-BEING OF HIS GUESTS.As expressed in the Facility Use Agreement,
Renter acknowledges and agrees that Riverdale is NOT responsible for any injury or illness to Renter, or Renter's property or
guests. The consumption of alcohol is limited to the Room. No alcohol may be taken into common areas of the Premises.
PURSUANT TO IOWA LAW,ONLY BEER AND WINE MAY BE SERVED.No hard liquor or kegs are allowed.The beer or
wine must be served in plastic cups or aluminum cans, unless Renter obtains prior written approval from Riverdale. The sale of
alcohol is absolutely prohibited.State law prohibits the sale of alcohol without license.
11. Smoking.No smoking is allowed in the Room,or on the grounds of City Hall.
12. No commercial or profit-making activities.The Community Room is not available for for-profit events,except that a school
may operate classes in the Community Room.Renter may not charge admission to his event and may not sell food,alcohol or other
items.Renter must limit use of the Room to the stated purpose in the Facility Use Agreement.
14. Damage deposit and return.A$25 damage deposit is due when Renter submits the Facility Use Agreement.Riverdale will
return the deposit after the event if Renter fully complies with these Rules and Regulations and the Terms and Conditions set forth
in the Facility Use Agreement.
Revised 12/2008