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HomeMy Public PortalAboutCommunity Room Rental Agreement City of Riverdale, Iowa 110 Manor Drive, Riverdale, Iowa 52722  (563) 355-2511  www.riverdaleia.org COMMUNITY ROOM RENTAL AGREEMENT Today's Date: Renter Name: Phone Number: Address: I. PROPOSED USE DETAILS Use Date: Estimated Attendance: Start Time: End Time: Event Description: Request to Serve Alcohol: ☐ yes ☐ no II. TERMS AND CONDITIONS This Room Rental Agreement is made as of the date listed below between the City of Riverdale, Iowa (city) and the undersigned renter (renter). In consideration of the mutual covenants and promises contained herein, the city agrees to allow the renter to use the city's 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 rules and regulations of room rental, a copy of which has been provided to renter. 2. Renter agrees to use the room for legal purposes only and in compliance with local, state and federal law. Any illegal activity will be reported to the Sheriff and will result in the renter being barred from future rentals with the city. 3. Renter agrees to pay a $30 rental feel for each event. The fee is waived for non-profit and governmental agencies acting in an official capacity for their employer. City of Riverdale, Iowa 110 Manor Drive, Riverdale, Iowa 52722  (563) 355-2511  www.riverdaleia.org Additionally, the rental fee is waived for City employees and officers if the cumulative free use is valued at less than $2,500 per fiscal year. If the cumulative free use totals $2,500 in any given fiscal year, the City employee or officer shall pay a $30 rental fee for each event (Iowa Code § 362.5(3)(k)) thereafter. Further, Riverdale Fire Department volunteers shall be exempt from the $2,500 limitation and shall not be charged rental fees for any event at any time (Iowa Code § 362.5(3)(h)). 4. Renter agrees to pay a refundable $30 deposit per event. The deposit is waived for non-profit and governmental agencies acting in an official capacity for their employer. The deposit is waived for City employees and officers if the cumulative free use is valued at less than $2,500 per fiscal year. If the cumulative free use totals $2,500 in any given fiscal year, the City employee or officer shall pay a $30 refundable deposit for each event (Iowa Code § 362.5(3)(k)) thereafter. Riverdale Fire Department volunteers are exempt from the $2,500 limitation and shall not be charged deposits for any event at any time (Iowa Code § 362.5(3)(h)). All renters agree that they are responsible for clean-up and for any damage to the facility and equipment that may result from use by renter and/or their guests. The city agrees to return the full deposit to renter after the event, conditioned upon the immediate return of the security card and satisfactory inspection of the room and equipment, according to the rules and regulations. 5. Renter is responsible for the conduct of his/her guests. Renter must ensure all people in attendance abide by the room rules and these terms and conditions. 6. In consideration of the use of the room, renter agrees that they will use the room equipment and facilities at renter’s sole risk. Renter further agrees that the city 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. 7. Renter agrees to indemnify and hold the city harmless for any and all loss, damage, injury, or costs renter or renter’s guests may sustain before, during, or after their presence in the room and/or participation in the event. Renter agrees to indemnify and hold the city harmless 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 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 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 by this business to enter into this agreement. City of Riverdale, Iowa 110 Manor Drive, Riverdale, Iowa 52722  (563) 355-2511  www.riverdaleia.org III. SIGNATURE AND APPROVAL Applicant Signature: Date: Approved By: Date: Security Card #: Rental Fee Collected: ☐ yes ☐ no ☐ waived Deposit Collected: ☐ yes ☐ no ☐ waived City of Riverdale, Iowa 110 Manor Drive, Riverdale, Iowa 52722  (563) 355-2511  www.riverdaleia.org CITY OF RIVERDALE CITY HALL ROOM RENTAL RULES AND REGULATIONS 1. Qualified Renters. The room may be rented only by adults aged 18 years and older. 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 the rental agreement and full rental fee and deposit (unless waived) to secure the reservation. 3. Reservation policy. One-time reservations are generally accepted on a first-come, first served basis; however, recurring reservations are permissible. Note that recurring reservations may be bumped at the city's discretion, upon at least two weeks’ notice if another qualified renter has requested a rental date that conflicts with a recurring reservation and the other qualified renter cannot use an alternate date. A recurring reservation 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 recurring reservation renter of a bumped reservation by phone or mail. 4. Cancellation policy. If renter decides to cancel the reservation, a 48-hour courtesy notification is appreciated. If the renter fails to notify the city in a timely manner, the city may choose, at its sole discretion, not to refund the deposit and may consider denial of future room use. 5. Hours of use. The room is open for use from 6 a.m. to 12:00 a.m. All events in the room, including clean up, must end by 12:00 a.m. 6. Maximum capacity. The community room has a maximum capacity of 124; council chambers has a maximum capacity of 71. Renters may not host more than this number of people in the room. 7. Insurance. At its sole discretion, the city may require the renter to obtain and show evidence of insurance for an event before approval of a reservation. Proof of insurance coverage is required for all rentals serving alcohol. Evidence of insurance must accompany any request to allow consumption of alcohol. The city shall be named as the insured (not as a certificate holder). Such insurance shall provide coverage in the sum of at least $1,000,000 per occurrence. Event insurance can be purchased through eventhelper.com, which offers general event insurance coverage, as well as host alcohol insurance coverage. 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 the room, kitchen (if applicable), and bathrooms should be emptied outside in the city dumpster. If a room is left in unacceptable condition, based on staff or janitorial inspection and evaluation, renter will forfeit all of the 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. City of Riverdale, Iowa 110 Manor Drive, Riverdale, Iowa 52722  (563) 355-2511  www.riverdaleia.org 9. Damage and keys. Renter is responsible for timely return of the security card 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 deposit to the extent of the damage or missing property. Renter should inspect the room immediately upon entering and report any existing damage to the city. If no damage is reported within 15 minutes of renter’s rental period, all damage existing at the end of renter's rental period will be assessed to renter. If the damage exceeds the amount of the deposit, renter is fully liable for the complete cost of replacement. The city 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 security card is not returned immediately following the event, the deposit will be forfeited and renter will be responsible for any charges incurred by the city with regard to the security card, including replacement of the security card. 10. Alcohol policy. City council must approve any alcohol use in advance of renter’s event. The city reserves the sole right to deny the use of alcohol at any event for any reason. If the city grants renter permission to have alcohol at the event, it may assess an additional deposit. Renter must provide proof of event insurance specific to the date(s) of the event. The City of Riverdale must be noted as the named insured. The policy must cover at least $1,000,000 in coverage. The City recommends www.eventhelper.com; the average price for event insurance is approximately $85. Renter must ensure any and all availability and consumption of alcohol is in compliance with local, state, and federal laws. Renter is responsible for the behavior and well-being of their guests. As expressed in the room rental agreement, renter acknowledges and agrees that the city 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. Only beer and wine may be served. No hard liquor or kegs are allowed. The sale (directly or indirectly) of alcohol is expressly prohibited. 11. Smoking. No smoking is allowed in the room, the building, or on the grounds of City Hall. 12. No commercial or profit-making activities. The room is not available for for-profit events, except that a school may operate classes in the room, and Council-approved nonprofit fundraisers. Renter may not charge admission to an 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 Room Rental Agreement. 13. Cleaning/damage deposit and return. A deposit (unless waived) is due when renter submits the Room Rental Agreement. The city will return the deposit via check sent United States Postal Service after the event if renter fully complies with these rules and regulations and the terms and conditions set forth in these documents.