HomeMy WebLinkAboutSally McGuire, Virginia Castillo-2012-21 GRAND TERRACE CHAMBER OF COMMERCE
Facility Use Agreement
It is desire of the City of Grand Terrace ("City") that all patrons who periodically use a City
building, room, land, park, area, or other City property (the "Facility") are able to enjoy the
Facility. This agreement has been set in place to achieve that goal.
The person signing this agreement and the organization on whose behalf the Facility rental
is being made (collectively the "Renter") are responsible for compliance with this agreement.
All Renters are required to read and sign the Facility Use Agreement as part of the rental.
Please read carefully, fill out Facility, Renter, and event sections, initial at the bottom of each
page, and sign in the signature page at the end of this document.
1. FACILITY INFORMATION
Name of Facility: Civic Center Community Room & Chamber Conference Room
Address/Area/Location of Facility: 22795 Barton Road, Grand Terrace
2. RENTER INFORMATION
Contact name: Sally McGuire, Virginia Castillo
Tel.: Work: 909-783-35881 Fax: 909-825-1810
Organization: Chamber of Commerce
Address: 22365 Barton Road, Grand Terrace Ca 92313
3. EVENT INFORMATION
Description of event: Monthly Business/Community Luncheons (Community Room)
Monthly Board of Directors meetings (Chamber Conference Room)
Date(s) of event: Every third Tuesday of the month for luncheons (10-2 pm}
and every second Monday for Board meetings, (8:30 -10:00 am)
September 1, 2012 through August 31, 2013
Estimated attendance 35-40 (Luncheon) 10 (Board Meeting)
Start time (incl. set up) End time (incl. clean up)
Open to the public? Yes No Will minors be present? Yes (sometimes) No
Admission fee charged? Yes No Will there be music? Yes No
Will food be served? Yes No Will food be sold? Yes No
1
4. CONDITIONS OF USE
A. RESERVATIONS
1. Renters desirous of a Facility should make reservations well in advance of the
intended date of use because demand for facilities is high and dates fill quickly.
2. A Facility is not considered rented until (1) Renter delivers to the City the Facility Use
Agreement, rental fee, deposit, certificate of insurance, written evidence of permits
and licenses, and any other items deemed necessary by the City; and (2) the City, in
its sole discretion, approves such rental in writing.
3. A person who is at least eighteen (18) years of age must sign this agreement.
4. Renter shall provide the City Manager or his/her designee with a single contact who
is to serve as the representative for Renter's activities.
5. Renter shall be responsible for securing all required permits and licenses.
6. The facility shall be used for the purpose stated in this agreement and no other use
will be permitted.
7. Renter shall not use the City's name to suggest endorsement or sponsorship of the
event without prior written approval of the City Manager or his/her designee. Renter's
publicity of the event shall clearly and accurately identify the name of the sponsoring
organization or individual.
8. Renter shall permit any City officers, employees, or agents to visit the event
described in this agreement.
9. Under no circumstances shall Renter sublease or allow any other organization or
individual to use the Facility for the period for which Renter has contracted. Renter is
an independent contractor and not the agent or employee of the City.
B. FEES
1. The City may require a rental fee and/or a deposit from Renter. Fees charged shall
be in accordance with the City's Facility Use Policy. All fees due from a prior year(s)
shall be paid in full before a new Facility Use Agreement will be approved by the
Renter Applicant.
C. INDEMNIFICATION AND INSURANCE
1. Renter shall indemnify, defend, and hold harmless, its officers, employees, and
agents from any and all losses, costs, expenses, claims, liabilities, actions, or
damages, including liability for injuries to any person or persons or damage to
property arising at any time during and/or arising out of or in any way connected with
Renter's use or occupancy of the Facility and adjoining property, unless solely
caused by the gross negligence or willful misconduct of City, its officers, employees,
or agents.
2
2. Renter shall procure and maintain general liability insurance against any and all
losses, costs, expenses, claims, liabilities, actions, or damages, including liability for
injuries to any person or persons or damage to property arising at any time during
and/or arising out of or in any way connected with Renter's use or occupancy of
City's facilities and adjoining property in the amount of $1,000,000 (one million
dollars) per occurrence. Such insurance shall name the City of Grand Terrace, its
officers, employees, and agents as additional insured's prior to the rental date of the
Facility. Renter shall file certificates of such insurance with the City, which shall be
endorsed to provide thirty (30) days notice to the City of cancellation or any change of
coverage or limits. If a copy of the insurance certificate is not on file prior to the
event, the City may deny access to the Facility. This requirement shall not apply for
meetings only involving discussion and verbal presentations, with an attendance of
15 persons or less.
3. Renter shall report any personal injuries or property damage arising at any time
during and/or arising out of or in any way connected with Renter's use or occupancy
of the City's facilities and adjoining property to the City Manager or his/her designee,
in writing and as soon as practicable.
4. Renter waives any right of recovery against the City, its officers, employees, and
agents for fires, floods, earthquakes, civil disturbances, regulation of any public
authority, and other causes beyond the their control. Renter shall not charge results
of"acts of God" to the City, its officers, employees, or agents.
5. Renter waives any right of recovery against the City, its officers, employees, and
agents for indemnification, contribution, or declaratory relief arising out of or in any
way connected with Renter's use or occupancy of the Facility and adjoining property,
even if the City, its officers, employees, or agents seek recovery against Renter.
D. SECURITY
1. The City, at its sole discretion, may require a certain number of security officers for
the event. Renter shall be responsible for procuring and paying for security officers
through the City or a private security agency.
2. Renter is solely responsible for supervising all individuals at the Facility and adjoining
property during the event. The City is not responsible for providing this supervision.
However, the City may evict individuals from the Facility during the event if their
conduct is not in the best interest of the public or is deemed to be detrimental in any
way.
E. SET UP/CLEAN UP
1. Renter, caterers, bands, transportation of rental equipment, and related individuals
and activities will not be permitted access to the Facility prior to or after the reserved
3
event time period. Renter shall be responsible for arranging access during the time
requested for entry and exit of the Facility.
2. Renter shall not drive or permit to be driven nails, hooks, tacks, screws, poles, stakes
or other forms of fasteners into any part of the Facility and shall not make or allow to
be made any alterations of any kind therein.
3. Renter shall be responsible for all clean up of the Facility, including adjacent grounds,
at the end of the rental. Renter shall pick up, bag, and remove all trash generated by
all activity in any way connected with its use of the Facility, leaving the Facility clean
and free of all trash and litter. Renter shall also leave all fixtures, if any, in good
working condition.
4. Renter shall not store any equipment or materials at the Facility or adjoining property
without the prior written approval of the City Manager or his/her designee.
5. Renter shall be responsible for any and all damage to the Facility and/or its contents
during use. In the event damage occurs or excessive cleaning is necessary, Renter
shall be charged for any and all janitorial, park maintenance and/or repair fees
incurred by the City as a result.
F. EQUIPMENT/ACCESSORIES
1. Renter shall not remove, relocate, or take City property outside of the Facility for any
reason without the prior written approval of the City Manager or his/her designee.
2. Renter shall not use City equipment, tools, or furnishings located in or about the
Facility without the prior written approval of the City Manager or his/her designee.
3. Renter shall not drive motorized vehicles on field or green space.
4. Renter shall not use privately owned tools and equipment at the facility except as
provided herein.
5. Renter shall not under any circumstances modify the Facility without written
authorization from the City Manager or his/her designee.
6. The City does not provide audio/visual systems, public address systems, spotlights,
floodlights, or projectors. Renter, at its own cost, may bring these systems into the
Facility for their use.
7. This Agreement does not authorize the use of temporary or portable field lighting.
The use of temporary field lighting requires a more in-depth review of the safety,
illumination capacity, and operation of the equipment.
G. MAINTENANCE RESPONSIBILITES AND FEES
1. The Chamber of Commerce will not be charged facility use fees for the two daytime
regular events. The Chamber shall set up and break down the Community Rooms
for each event, and leave the Community Rooms in clean condition. Any deviation
4
must be approved in writing by the City Manager or his/her designee before such
deviation commences. Any amplified sound shall not disturb other operations
occurring within the Civic Center.
H. MISCELLANEOUS
1. Renter shall comply with all local, state, and federal laws and regulations related to
the use of the Facility.
2. Renter shall not admit a larger number of individuals than can lawfully, safely, and
freely move about the Facility.
3. Gambling of any kind is not permitted at the Facility.
4. Alcohol consumption is not permitted at the Facility.
5. Smoking is not permitted at the Facility.
6. No animals are permitted at the Facility, with the exception of service animals,
including guide dogs.
7. If Renter violates any part of this agreement or reports false information to the City,
the City may refuse Renter further use of the Facility and Renter shall forfeit a portion
of or all of the rental fee and/or the deposit.
8. The City shall document any misuse of the Facility by Renter in writing and submit to
Renter within three business days of confirmation of the misuse. Such misuse may
result in cancellation of Facility use by the Renter and the organization represented
by Renter.
9. The City may impose additional requirements as deemed necessary to protect the
health, safety, and/or welfare of the community.
10.Any person aggrieved by the City's decision with respect to this agreement may
appeal to the City Manager or his/her designee in writing no later than five (5) days
after the City's decision has been communicated to the aggrieved party.
11.If any provision of this agreement is held to be invalid or unenforceable, the
remaining provisions shall remain in full force and effect.
Emergency Procedures
In the event of an emergency, Renter is required to call the City of Grand Terrace on-call
maintenance services at 1-800-426-6689, enter pager#6205, and leave a call back number.
All required repairs shall be completed by the City of Grand Terrace and are not to be made
by Renter.
5
I am an authorized agent of the organization submitting this agreement. The information
provided in this Agreement is true and correct. I have read and understand this
Agreement and the Facility Use Policy and agree to all of the rules, regulations, and
conditions of uses. n
Signature C7 Le fA- —D
Print name: Sally A. McGuire, Chamber President
Organization: Grand Terrace Chamber of Commerce
Address: 22365 Barton Road #101, Grand Terrace, Ca 92313
Telephone: Home Work: 909-783-3581
CITY USE ONLY:
Rental fee None required
Approved by: dit:P.,': ��>\a
Title: ✓ ���
Date: -v-/-Z
6