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Res 12-10 Amending the Westlake Academy Civic Campus Facility Use Guidelines and PoliciesTOWN OF WESTLAKE RESOLUTION NO. 12-10 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AMENDING THE WESTLAKE ACADEMY / CIVIC CAMPUS FACILITY USE GUIDELINES AND POLICIES. WHEREAS, there is a need in the community for meeting / function space; and WHEREAS, Westlake Academy, a Town owned and operated facility, has been identified as a community asset, which includes a performance hall, cafeteria, sport fields and gym that can be utilized by Westlake residents on a limited basis. WHEREAS, Town staff and the Westlake Academy staff have identified uses and limited and conditional availability to the renting of the facilities; and WHEREAS, Westlake desires to engage its citizens; and WHEREAS, the Town Council finds that renting the facilities benefits the public and is in the best interest of the citizens of Westlake, and WHEREAS, rental fees will be collected and will offsest all operational and repair cost associated with the use of the facility. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: All matters stated in the Resolution above are found to be true and correct and are incorporated herein by reference as copied in their entirety. SECTION 2: The Town Council of the Town of Westlake hereby approves the amending of the rental of the Westlake Academy / Civic Campus Facilities Use Guidelines and Policies (Exhibit "A"). SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 12-10 Page 1 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 27th DAY OF FEBRUARY 2012. ATTEST: Kelly dward , Town Secretary Oai5rha Wheat, Mayor i7- ;z a ', I7 Nomas E. biyuad, i' wn afiager Resolution 12-10 Page 2 of 2 Westlake Academy/Civic Campus Facility Use Guidelines and Policies Facility Availability 1. The Performance Hall, Cafeteria area, Gym and Sport Fields of the Westlake Academy/Civic Campus is available for use on Monday through Friday for 5:00 p.m. to 10:00 p.m. and Saturday through Sunday between the hours of 6:00 a.m. and 10:00 p.m. after which a extended hours fee of $15.00 per hour will apply. NOTE: The Sport field may be used during day light hours only. Please contact the Facilities Department at 817-490-5730 for summer hours. 2. Availability is determined upon submission of an application and deposit, which may be obtained and remitted to the Town Hall offices at 3 Village Circle, Suite 202, Westlake, TX 76262. Application Process: 1. The application must be filled out at least 14 days prior to the requested reservation date. Application forms are available in the lobby of Town Hall or online at www.westlake-tx.org. 2. No verbal or tentative agreements will be accepted. 3. The applicant must be a resident of the Town of Westlake and is responsible for the adherence to the guidelines and policies of the Town for all individuals during the use of the facility. 4. The Facilities and Recreation Department reserves the right to terminate a reservation during the activity if the conditions so warrant (i.e., severe weather, etc.) Deposit 1. To be assessed according to the request and duration of reservation: a. $500 -- one day rental of Cafeteria, gym area or sport fields b. $1000 - one day rental of Cafeteria and Performance Hall c. $2000 - extended commitment rental for Cafeteria and Performance Hall 2. The deposit is refundable under the following conditions: a. Provided that no damage has occurred to the facility or fixtures (reviewed by the applicant and Town representative at the conclusion of the use period). b. Renter must have followed all facility use guidelines and policies and Town ordinances during the event. 3. The deposit will be returned within 14 days from the rental date and will be mailed to the applicant. Rev 02/27/12 Page 1 Resolution 12-10 Reservation Time & Fees 1. Facilities may be reserved for a minimum of three (3) hours and a maximum of six (6) hours. 2. The reservation period will include the time necessary to set up and clean the facility - no additional time will be allocated for these activities. 3. Fees to be assessed according to the request and duration of reservation: a. $350 -Three hour rental of Cafeteria area b. $475 -Three rental of Cafeteria and Performance Hall c. $100 -Each additional hour rental of Cafeteria area d. $150 -Each additional hour rental of Cafeteria and Performance Hall e. $150 -Three hour rental of Sport field f. $50 -Each additional hour rental Sport field g. $325 -Three hour rental of Gym h. $95 - Each additional hour rental of Gym Reservation Requirements, Availability and Limitations 1. Individuals and organizations utilizing the facility are required to follow all applicable Town ordinances, state laws and reservation policies. Failure to comply may result in the denial of future facility access and/or forfeiture of the facility deposit. 2. The Town does not provide eating utensils, tablecloths, office supplies, electronic equipment or any other type of products during the reservation period. The individual or organization reserving the facility must provide these types of items. 3. The room occupancy rate will be posted and explained to the applicant during the rental process. In accordance with fire codes, the occupancy rate may not exceed the maximum allowable number of individuals at any time during the rental period. 4. The Town and/or Westlake Academy reserves the right to alter the schedule or limit the use of the facility due to any town or school related events or conditions which pose a conflict with the requested rental period. Facility Access 1. The rental agreement will include provisions for a Town of Westlake representative to be present during the use of the facility. The representative will provide building access and work with the applicant to ensure the facility is secured at the conclusion of the rental. 2. In the event of an unforeseeable emergency, and the representative is detained or not available, the applicant may contact Troy J. Meyer, Director of Facilities at (817) 829-6974 to gain access to the building. 3. Please do not attempt to force open the doors or break a window to enter the facilities. Rev 02/27/12 _ Page 2 Resolution 12-10 Cancellation 1. In order to receive a full refund of all fees and deposits the reservation must be cancelled at least 14 days prior to the reservation date. If after 14 day period, the Department reserves the right to assess an $100 administrative fee to cover staffing costs. 2. No refunds of the rental fees will be given for notices within two (2) days of the reservation date or for a cancellation notice after the rental date. Damages 1. Individuals and organizations reserving the facility are responsible for the costs associated with repairing the building or replacing items that are damaged during the rental period. 2. Failure to remit the required repair/ replacement fees for the damages will result in the loss of future reservation privileges and any deposit. Chaperones 1. The resident who submits the reservation application must remain on premises at all times during the use of the facility. Failure to remain on site may result in the loss of future reservation privileges and the deposit. 2. Reservations for a youth event require a minimum of two (2) adult chaperones for 1 - 30 youth participants. One adult chaperone must be provided for each additional 15 participants. Youths are defined as anyone under 21 years of age. 3. The Town reserves the right to require the presence of a police officer during these types of events. The personnel cost for the off-duty assignment will be the responsibility of the applicant. Cleaning 1. The resident and/or organization is responsible for cleaning the facility at the conclusion of the rental. The reservation must include the necessary time for these activities. 2. The Town representative will provide access to the cleaning supplies and equipment for the resident or organization. 3. All furniture must be returned to the original configuration prior to vacating the premises. 4. All trash must be bagged and removed from the facility - outside trash receptacles (dumpster storage containers) are provided outside the Cafeteria area. 5. A checklist will be provided to the applicant and reviewed with the Town representative to ensure all the necessary tasks have been completed to clean and prepare the facility for further use. Rev 02/27/12 Page 3 Resolution 12-10 Food Drink 1. Refreshments are allowed in the Cafeteria area of the facility. Food and drink are not allowed in the Performance Hall and Gym. 2. Tables will be provided (upon prior request) for those individuals who are hosting a catered event. Decorations 1. Decorations may be used that do not cause damage to the walls, ceilings or any other part of the room, furniture or fixtures and must be removed at the end of the reservation period. 2. Items such as nails, thumbtacks and permanent tape may not be used. 3. Painters masking tape is the only approved method for decorating purposes and must be fully removed from the facility upon completion of the reservation, 4. All lights and facility doors must be secured at the conclusion of the reservation. 5. Plans for special activities including, but not limited to: bounce houses, dunking booths, amplified sound systems, etc must be reviewed and approved by the Facilities Director prior to their use. Tobacco and Alcohol Use and Pet Policy 1. No smoking, use of tobacco products or alcoholic beverages are allowed on any Town owned property. This includes the Westlake Civic Campus/Westlake Academy facilities. 2. No pets are to be in the facility during the rental period. The only exception would be service animals necessary to assist individuals with a disability. Insurance Requirements 1. Proof of insurance is required for all organized programs of athletic competition, including but not limited to basketball, soccer, softball and little league groups. 2. Insurance is not needed for individuals or groups of residents who use the athletic fields for a one -time -use basis. Liability: The user agrees to hold harmless the Town and its employees/representatives from and against any claims for damages to persons or property arising out of any use of the facility and its premises by the user. Users are responsible for their guests adherence to the policies herein described. PLEASE NOTE: The above information concerns general reservation policies and covers most reservation requirements. For specific concerns or those questions not answered above, it is the responsibility of the applicant to contact the Director of Facilities to ensure compliance with all policies. Rev 02/27/12 Page 4 Resolution 12-10