19-ADOPTION OF POLICY REGARDING OLD DEPOT BUILDINGSubmittal Date:
11/OS/2012
Council Date:
11/12/2012
CITY COUNCIL AGENDA ITEM BRIEFING SHEET
Originating Department: � Ptesented By:
City Manager � John Godwin
RECOMMENDED MOTION:
ADOPTION OF POLICY
POLICY ISSUE�S�:
BACKGROUND:
Agenda Item No.:
19.
Since the Chamber of Commerce's lease of the old depot building expired in October, management of
the community room — including maintenance and upkeep, as well as rental reservations — has devolved
onto city staff. Denene Johnson in the city manager's office manages reservations, and the parks
department is now responsible for cleaning, paper goods, maintenance inside and out, locking and
unlocking the doors, etc. In order to help manage the reservations clearly and consistently, I have
drafted the attached Community Room Use Policy. It provides for reservations, deposits, fees, etc.,
including discounts for local non-profit groups and agencies. We also continue to allow the PEDC and
the Chamber board to meet in the Community Room each month free of charge.
BOARD�COMMISSION RECOMMENDATION:
EXHIBITS:
Use Policy
1�CTION:
❑ Financial Report � Minute Order
❑ Department Report ❑ Resolution
❑ Presentation ❑ Ordinance
❑ Public Hearing ❑ Other
FISCAL NOTES:
BUDGET INFO:
Budgeted Amt.
YTD Actual
Acct. Name
Acct. Number
$
$
$
City of Paris p L+ Revised 6/20/12
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USE OF COMMUNITY ROOM AT DEPOT BUILDING
Reservations are for exclusive use of the community room and restroom only.
Reservations shall be made only upon completion of a reservation form, confirmation of
residency (through a driver license or utility bill), and payment of a refundable deposit.
Reservations are for a minimum two-hour time period, which shall include setup and
breakdown.
Users shall pay $150 for each use, in advance, plus an additional $25 for each hour over two,
including setup and breakdown. Paris-based non-profit corporations may receive a 50%
discount off the base fee.
A refundable deposit of $150.00 shall be required, which shall be paid a minimum of ten days
prior to the date for which the reservation is requested.
Reservations are made on a first-come, first-served basis. No individual or group may reserve
the facility more than once in a single month, with the exception of the PEDC and the Lamar
County Chamber of Commerce.
Reservations shall not be made more than six months in advance of the date for which a
reservation is requested.
Users are responsible for the use and care of the room. With the exception of setting up tables
and chairs, which is the responsibility of the user, furniture and fixtures may not be moved. No
facility or portion thereof may be defaced in any way. Users shall not pin or nail any sign or
banner on any interior or exterior wall or the furnishings therein, or in any way make holes in or
write on any surface. Failure to follow all rules shall result in loss of the deposit.
The room must be left in a clean condition. Trash must be placed in provided trash container(s).
If containers provided on-site are unable to contain all trash, user shall remove or cause to be
removed from the site all excess trash or garbage. Failure to follow all rules shall result in loss
of the deposit.
Users may not park or drive in areas other than those specifically marked for said purposes.
Vehicles may not block access or park in any fire lane. Violators may be issued citations.
Users must comply with all City of Paris ordinances. No food or beverage shall be permitted
without the specific permission of the city manager or his/her designee. Alcohol and tobacco
shall not be permitted at any time.
Use by the city or PEDC for meetings, training, etc. shall have priority over all other uses.
�•
RESERVATION OF COMMUNITY ROOM
Date requested
Hours requested
Name
Address
Phone
I have read the above guidelines regarding reservation and use of a City of Paris facility,
and agree to abide by all requirements thereof, as well as with all city use regulations
and ordinances. I understand that I am responsible for the acts of my guests and that
failure to follow all guidelines shall result in the forfeiture of my deposit, and that if any
damages should be in excess of the amount of that deposit, I am liable for payment of
the costs of said damages plus an administrative fee of $100.00.
Signature
Name
Date
..