HomeMy WebLinkAboutStephen Robertson-2012-23 GRAND TERRACE TOASTMASTERS
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. AU 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
Address/Area/Location of Facility: 22795 Barton Road, Grand Terrace
2. RENTER INFORMATION
Contact name: Stephen Robertson
Tel.: Home 909-264-1698 Work
Organization: _ Grand Terrace Toastmasters
Address: 22795 Barton Road
3. EVENT INFORMATION
Description of event: Toastmasters weekly meetings
Date(s) of event: every Friday, September 1, 2012 through August 31, 2013
Estimated attendance 20
Start time (incl. set up) 6:40 am End time (incl. clean up)_8:30 am
Open to the public? No Will minors be present? Yes L&Vb)
Admission fee charged? Yes Will there be music? Yes
Will food be served? Yes el Will food be sold? Yes -No
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.
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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.
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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
insureds 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 event time period. Renter shall be responsible for
arranging access during the time requested for entry and exit of the Facility.
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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.
a MAINTENANCE RESPONSIBILITES AND FEES
1. Exhibit "A" to this Agreement identifies additional maintenance responsibilities
of the Renter and organization the Renter represents, and responsibilities of
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the City. Any deviation must be approved in writing by the City Manager of
his/her designee before such deviation commences.
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.
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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, regulation con itions of use.
Signature
Print name -1k et) . 241•tr4-sat•-
Organization 6rC.�.d �d noc p` ('a&S *s*- 5 C/MI 2 9 0
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Telephone: Home rt T2 q(/Work
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CITY USE ONLY:
Rental fee None required
Approved by :
Title: Z/ iC."--C i-
Date: Se Z-/ /Z
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