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Home My WebLink AboutRESOLUTION NO. 2019-54 RESOLUTION NO. 2019-54 A RESOLUTION TO APPROVE THE COMMUNITY ROOM POLICY WHEREAS, The City of Fairfax, Iowa has a community room that is available for rental; and WHEREAS, the City of Fairfax has established a Community 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 Community Room Policy and Rental Agreement Form; and Passed and approved this 8th day of October, 2019. AYES: Otto, Daly, Kell, Volk, and Wainwright NAYS: None Burnell G. Frieden, Mayor ATTEST: Qyl�i61�� a,'ea �61i'eyFg¢�R�a aha\ tl •� Vnthia Stimson, City Clerk/Treasurer a � spa °sa.,.,resEt.a@kMwha4 CITY OF FAIRFAX COMMUNITY ROOM POLICY OCTOBER 8, 2019 1. A reservation is required to use the city of Fairfax Community Room. Interested persons must contact the Fairfax City Hall staff to check availability and pricing. The community room will not be reserved for anyone until they have completed and signed a rental agreement form and made payment for the non-refundable rental fees. The rental agreement form is attached to and of 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-profit group from the City of Fairfax, Iowa free Non-profit group from somewhere else '/2 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. After one year from the original rental date, the lease agreement terminates with no refund. As of this adoption date of October 8, 2019, those renters who are on the City's current list to reschedule, have until April 30, 2020 or a year after their original date, whichever is later,to reschedule. If not rescheduled within this time frame, the lease agreement terminates with no refund. 3. The key for the facility must be picked up during 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 only. This deposit is to cover key return, cleaning, and damage. If the facility is left clean, undamaged, and the key is returned; then the deposit will be refunded within 14 days. If the key is not returned,the facility is not left clean, or is damaged; the $200.00 deposit will not be refunded. If the facility is damaged,the party who signed the rental agreement and the group using the building shall be responsible for any additional reasonable cost of repair. Book Calendar City of Fairfax, Sublessee Submit Laserfiche form CkStatisinLaserfiche Cedar Rapids Bank and Trust, Lessee Enter on Web Pg Enter inR/M Cedar Oma, LLC, Landlord Scan to R/M Hold Harmless/Indemnification Agreement This Agreement is made this today _, 20 By Name: Address City State Zip Phone Email: You have rented the Community Room for the following date(s) and time(s): ( ) 8:00 a.m. to Noon Fee: Date: ( ) 1:00 p.m. to 5:00 p.m. Fee: Fairfax Residents-$100 ( ) 6:00 p.m. to 10:00 p.m. Fee: Non-Fairfax Residents-$150 ( ) Electronic Sign $20 Fee: Total Due Today $ The term "City" means the City of Fairfax, Iowa, an Iowa Municipal Corporation. The term "CRBT" means Cedar Rapids Bank and Trust. The term "Landlord" means Cedar Oma, LLC, an Iowa Limited Liability Company. In Consideration for the use of the Community Room on the date listed above as permitted by the City of Fairfax,the undersigned, it is hereby agreed as follows: 1. Renter will not serve alcoholic beverages to any minor in violation of Iowa Law. Alcoholic beverages will not be served in conjunction with the use of the 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, CRBT, and Landlord,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, CRBT, and Landlord,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 its 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 Iowa Smokefree Air Act, this is a Non Smoking Facility. 5. Should it become necessary for the City, CRBRT, or Landlord 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, CRBT, and Landlord all costs and attorney fees hereby expended or for which liability is incurred. 6. All rentals 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. Initials 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. Initials 8. **The Renter further agrees to indemnify and reimburse the City, CRBT, and Landlord,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. Initials 9. **1 understand that I am not to hang any items on the walls, alter or damage the sprinklers, sprinkler system, or building in any way. Initials 10. **1 understand that I am renting only the time blocks designated above and may only occupy the building during the authorized 4-hour block. Initials 11. **1 understand that I need to pick up the key and pay a $200 deposit by cash or credit card hold during the week of the event. If someone must come to the facility to let me in, an additional fee of$50.00 will be applied. Intitials 12.The undersigned, signing on behalf of(organization), 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 this Agreement. Signature of Renter/Responsible Party Date Payment for the Room Rental can be by cash, credit card, or check • Date Rental Paid: Amount Paid: $ by CASH, CREDIT CARD FEE CHECK# • Date$200.00 Deposit Paid/Key Picked Up: Key# Payment form for Deposit: CASH or CREDIT CARD HOLD • Date Key Returned: Date Deposit Returned/Held: Amount Returned $ and how Amount Held $ and why Renter Signature for Cash Deposit Returned: Staff Initials Electronic Sign Message-