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Home My WebLink AboutRESOLUTION NO. 2024-06R�SOLUTION NO. 2024-06 A RESOLUTION TO APPROVE THE COMMUNITY ROOM POLICY WHEREAS, The City of Fairfax, Iowa has a coinmunity room tliat is available for rental; and WHEREAS, the City of Fairfax has established a Coinmunity Room Policy and developed a Rental Agreement Form for the rental process. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax, Fairfax, Iowa, that they adopt the attached Coininunity Room Policy and Rental A�eement Fonn; and Passed and approved this 16th day of January 2024. AYES: Nurre, Daly, Wozniak, Volk, and Wainwright NAYS: None �� iL�✓ '.��`" Jo Ann Beer, Mayor ATTEST: r ,� �� ,�� _ thia Stimson, City Clerk/Treasurer _ CITY OF FAIRFAX COMIVIUNITY ROOM POLICY January 9, 2024 A reseivation is required to use the City of Fairfax Cominunity Rooin. Interested persons must contact the Fairfax City Hall staff to checl< availability and pricing. The community room will not be reserved for anyone until they have completed and signed a rental agreement foi�rn and made pa}nnent for the non-refundable rental fees. The rental agreement foi�rn is attached and its provisions are part of this policy. Time Slots: 8:00 AM to Noon 1:00 PM to 5:00 PM 6:00 PM to 10:00 �PM 2. Non-refundable rental rate for each four hour time slot are as follows: Resident of the City of Fairfax, Iowa $100.00 Non-resident $150.00 Non-pro�t group from the City of Fairlax, Iowa fi�ee Non-profit group from somewhere else '/z price Non-profit status paperwork MUST be shown to qualify. Rescheduling: The City must receive notice that the renter will be unable to use the room on the original date and time before the scheduled rental date. Renters have one (1) year from the original scheduled rental date to reschedule the rental. Rescheduling is subject to available dates and times. After one year from the original rental date, the lease agreement terminates with no refund. 3. The key for the facility must be picl<ed up during regular Fairfax City Hall hom�s, the week of the rental. 4. A deposit of $200.00 will be required at the time the key is picked up, this can be made by cash or credit card hold only. This deposit is to cover key return, cleaning, and damage. If the facility is left clean, undamaged, and the lcey is returned; then the deposit will be refunded within seven (7) days. If the key is not returned, the facility is not left clean, or is damaged, part or all of the $200.00 deposit will not be refunded. If the facility is damaged beyond the deposit amount, the person who signed the rental agreement and the grou� using the building shall be responsible for� any additional reasonable cost of repair. 5. In case of any Public Health Emergency, the City of Fairfax will follow any current, relevant recommendations fi-om the CDC. The City of Fairfax asks that all persons in the building follow these recommendations. Book Calendar Submit Laserfiche Form Ck Staws in Laserfiche Enter on Web Page Enter in R/M Scan to R/M This Agreement is made this day and (Renter's Name) (Renter's Address) City Email City of Fairfax Hold Harmless / Indemnification Agreement 20 , between the City of Fairfax State , Zip code Phone You have rented the Community Room for the following date(s) and time(s): ( j 5:00 am to Noon Date: Fairfax Residents $100.00 Non-Fairfax Residents $150.00 ( )1:OOpmto5:00pm ( )6:OOpmto10:00pm Fee: Fee: Fee: ( ) Electronic Sign $20.00 Fee: Total Due Today: $_ Pavment for the Room Rental can be done bv cash, credit card, or check The term "City" means the City of Fairfax, lowa, an lowa Municipal Corporation. In consideration for the use of the Community Room on the date listed above, as permitted by the City of FairfaX, the undersigned is hereby agreeing with the following: 1. Renter will not serve alcoholic beverages to any minor in violation of lowa Law. Alcoholic beverages will not be served in conjunction with the use ofthe Community Room unless, and until, the Renter has provided the City with proof of liability insurance in the amount of no less than $300,000. No kegs will be allowed. 2. The Renter agrees to indemnify and hold harmless the City, their agents, and employees from any and all claims, damages, losses, and expenses, including reasonable attorney fees arising from, during or in conjunction with its use of the Community Room. 3. The Renter agrees to indemnify and hold harmless the City, their agents, and employees from any and all claims, damages, losses, judgements, and expenses, including attorney fees, arising from the Renters' service of alcoholic beverages on the Community Room premises during, or in conjunction with its use of the said Community Room. 4. The Renter agrees that their use of the Community Room property as contemplated in this Agreement will be in compliance with all applicable City Ordinances, and State and Federal laws and regulations. Pursuant to the lowa Smoke-Free Air Act, this is a Non-Smokin� Facilit . 5. Should it become necessary for the City, or someone on their behalf to incur costs and expenses to retain the services of an attorney to enforce this Agreement or any portion hereof, or to present a defense to claims arising from the situations identified above, the undersigned agrees to pay the City all costs and attorney fees hereby expended or for which liability is incurred. 6. Room rental fees are non-refundable, but all renters have the right to reschedule. The City must receive notice that the renter will be unable to use the room on the original date and time before the scheduled rental date. Renters have one (1) year from the original scheduled rental date to reschedule the rental. Rescheduling is subject to available dates. After one year from the original rental date, the lease agreement terminates with no refund. 7. The City reserves, and the Renter recognizes and accepts, the City's absolute right to terminate usage of the Community Room at any time if any violation of this Agreement or rules and / or procedures for such use are violated. 8. The Renter further agrees to indemnify and reimburse the City for any and all damages resulting to the Community Room Facilities from the Renter's use of the property, with the exception of normal wear and tear. 9. I understand that I am not to tape or hang any items on the walls, ceilings, alter or damage the sprinklers, sprinkler system, or building in any way. The City has provided six (6) panel boards to be used to post items using thumb tacks. 10. I understand that I am renting only the time blocks designated on the front of this form and may only occupy the building during the authorized 4-hour block(s). . 11. I understand that I need to pick up the key and pay a$200 deposit by cash or credit card hold during regular City Hall business hours the week of the event. If someone must come to the facility to let me in, an additional fee of $50 will be applied, plus call-in pay for the employee. 12. I understand if a staff inember has to be called in for any reason, I will be responsible for call-in pay for the employee; ex: elevator alarm going off, adjust room temperature, etc. 13. The City of Fairfax has security cameras on its premises. Please be aware that, pursuant to a public records request for such videos, the activity in the videos of such cameras is subject to review and publication by the public. 14. If rented by an Organization, the undersigned, is empowered by said entity and by the authority of its Board of Directors, if applicable, to bind said Renter to the terms and conditions of the Agreement. 15. Emergency #'s: Lynn Miller 319-310-6080 Cynthia Stimson 319-310-1978 I have read, understood, and hereby agree with terms 1 through 13 listed above. Signature of Renter / Responsible Party Date ➢ Date Rental Paid: Amount Paid: $ _ by CASH, CREDIT CARD (FEE ), CHECK # ➢ Date $200.00 Deposit Paid / Key Picked Up: Key # ➢ Date Key Returned: _ Amount Returned: $ Amount Held: $ Payment for Deposit: CASH OR CREDIT CARD HOLD Date Deposit Returned / Held: and how and why Renter Signature for Cash Deposit Returned: Initials Electronic Sign: