HomeMy Public PortalAboutResolution #2015-14. A Resolution Revising The Policy For The Use Of The Community Room In City Hall RESOLUTION# 2015-14
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. 2008-39 on 2m1 of December
2008, adopting the Riverdale Community Room Facility Use Agreement and Terms and
Conditions (the "Existing Agreement"); and
WHEREAS, the Existing Agreement did not adequately cover costs to clean the Community
Room; 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 effect November 1, 2015.
PASSED, APPROVED AND ADOPTED THIS 15th day of September, 2015.
Ayes: Hupp, Seaberg & Halsey Nays: Absent: Channon& Littrel
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Sonya Paddock, Mayor Date
ATTEST:
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Paula McIntosh, City Clerk Date
CITY OF RIVERDALE COMMUNITY ROOM
FACILITY USE AGREEMENT
Today's date Renter's name Cell phone
Address,City,Zip Home phone
I. PROPOSED USE DETAILS
Use date Estimated attendance Begin time a.m./p.m. End time a.m./p.m.
Event description Key#
Request Council Approval for Alcohol?Yes or No, If yes,a copy of Homeowners Host Insurance policy must be attached
before being placed on Council agenda.Copy of Insurance attached Yes or No
II. 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 November 1, 2015. 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$30 per event.
The rental fee is waived for the following groups: Alcoa, all Riverdale City Government groups including volunteer committees,
boards,and Riverdale Firefighters Association.Nonprofit groups that regularly use the facility may apply for a reduced rate that will
take into consideration if food or drink is served and the number of regular attendees. Reduced Rate Applications and rate will be
considered at a regular scheduled Council meeting.
4. All Renters agree that he/she/they is/are responsible for clean-up and 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 cleaning/damage deposit of$30. Riverdale agrees to return
the full clean-up/damage deposit to Renter after the event, conditioned upon the immediate return of the Room key and satisfactory
inspection of the Room and equipment, according to the Riverdale Community Room Rules and Regulations. The clean-up/damage
deposit is waived for the following groups but they will remain responsible for damage replacement costs that occurred during their
rental:Alcoa, Scott Community College,the Pleasant Valley School District,regularly scheduled not for profit groups with approved
separate community room agreement.
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/THEY 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.
Page 1 of 3
Revised 9-15-2015
Authorized signature Date
Approved by Date
Revised 9/15/2015
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; 5) Riverdale Public Authorities. 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 may be denied future use of the
Room.
5. Hours of use. The Room is open for use from 6 a.m. to 11:55p.m. All events at the Room, including clean up, must end by
11:55p.m.
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. Proof of Host Alcohol Insurance Policy will be required for all rentals serving alcohol. Renters need to
check with their homeowners insurance for this.Proof must accompany any alcohol request for council approval.
8. Clean up. Renter is responsible for leaving the Room and equipment in the same condition it was in prior to the event. All
garbage cans in community room, kitchen and bathrooms should be emptied outside in the city dumpsters. 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$300,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 returned immediately following the event,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 at a Council Meeting any 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 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.
Page 2 of 3
Revised 9-15-2015
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 and Council approved nonprofit fundraisers.Renter may not charge admission to his
event and may not sell food,alcohol or other items without Council approval.Renter must limit use of the Room to the stated
purpose in the Facility Use Agreement.
14. Cleaning/Damage deposit and return. A $30 cleaning/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.
Page 3 of 3
Revised 9-15-2015
CITY OF RIVERDALE COMMUNITY ROOM
FACILITY USE AGREEMENT
Today's date Renter's name Cell phone
Address,City,Zip Home phone
I. PROPOSED USE DETAILS
Use date Estimated attendance Begin time a.m./p.m. End time a.m./p.m.
Event description Key#
Request Council Approval for Alcohol?Yes or No If yes,a copy of Commercial/Homeowners Host Insurance policy must be
attached before being placed on Council agenda. Copy of Insurance attached Yes or No
[I. 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 November 1, 2015. 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$30 per event.
The rental fee is waived for the following groups: Alcoa, all Riverdale City Government groups including volunteer committees,
boards, and Riverdale Firefighters Association. Nonprofit groups that regularly use the facility may apply for a reduced rate that will
take into consideration if food or drink is served and the number of regular attendees. Reduced Rate Applications and rate will be
considered at a regular scheduled Council meeting.
4. All Renters agree that he/she/they is/are responsible for clean-up and 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 cleaning/damage deposit of$30. Riverdale agrees to retum
the full clean-up/damage deposit to Renter after the event, conditioned upon the immediate return of the Room key and satisfactory
inspection of the Room and equipment, according to the Riverdale Community Room Rules and Regulations. The clean-up/damage
deposit is waived for the following groups but they will remain responsible for damage replacement costs that occurred during their
rental: Alcoa,Scott Community College, the Pleasant Valley School District,regularly scheduled not for profit groups with approved
separate community room agreement.
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/THEY 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
Page 1 of 2
Revised 11-17-2015