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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 - - -n•-■A-- ., R.---0"-AtOt)■-( Sonya Paddock, Mayor Date ATTEST: r liii,A1 aZdid)3C c/ 7- 73- 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