08 - EVENT CENTER BUILDINGItem No. 8
memorandum
TO: Mayor & City Council
FROM: John Godwin, City Manager
SUBJECT: EVENT CENTER BUILDING
DATE: October 15, 2015
BACKGROUND: Consistent with council direction, we are making plans to take over the Event
Center located at 1875 Fitzhugh Street from the Red River Valley Fair Association. The
association was able to pay off all debt on the building, so we are prepared to take over operation
and maintenance of the facility effective November 1, pending release of all liens from financial
institutions.
STATUS OF ISSUE: In order to operate the building in a proper and consistent manner, we
have prepared the attached building use policy. This policy generally reflects the one approved
by the council and in use at the Community Room of the old depot for the last couple of years.
One of the major differences is that alcohol may be both consumed and sold at this facility, and
there is a functioning kitchen. Another difference is that we allow the PEDC and genealogical
library to use the community room for free, and renters must be city residents. This operation
will be more commercial in nature, with all users paying specified fees, regardless of location or
affiliation.
BUDGET: Unknown.
RECOMMENDATION: Approve attached policy.
USE OF EVENT CENTER AT 1875 FITZHUGH STREET
Reservations are for exclusive use of the Event Center and parking lot 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 three -hour time period, which shall include setup and
breakdown.
Users shall pay a minimum of $150 for each use, in advance, plus an additional $50 for each
hour over three, including setup and breakdown. As an alternative, the facility may be rented by
the day for $500; a day shall be defined as 9:00 a.m. to 12:00 midnight.
If the kitchen is used, an additional $50 per use shall be required to be paid.
A refundable deposit of $150.00 ($250.00 if alcohol is served) shall be required, which shall be
paid a minimum of ten days prior to the date for which the reservation is requested. The facility
is not considered rented until the deposit has been paid.
Reservations are made on a first -come, first - served basis.
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, and for setting up tables and chairs. No
other furniture or fixtures may 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. Tobacco shall not be permitted at any time.
If alcohol is served, renters must contact and coordinate with the Paris Police Department for
required security, and comply with all Texas Alcoholic Beverage Commission regulations. The
cost of security is not included in the rental fee.
The facility is open at all times for reasonable inspection by city employees.
Renter must furnish city copies of any public advertising, if any is used.
Date requested
Type of use
Will alcohol be consumed?
Name
Address
Phone
RESERVATION OF EVENT CENTER
Hours requested
Number anticipated attending
Will alcohol be sold?
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 all said
damages plus an administrative fee of $100.00.
Signature
Name
Date