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COMMUNITY EVENTS: Centerville City Building Use Policy



 CENTERVILLE CITY
 COMMUNITY CENTER AND CITY HALL
 USE POLICY

I. POLICY

The Community Center and City Hall building was conceived to be a structure to house the administrative offices of the City and to provide facilities that could be used to accommodate various types of groups and meetings within the community.

Centerville City supports the general policy of making the Community Center and City Hall facilities available to the public for certain types of activities such as:  meetings, social gatherings, art displays, club meetings, wedding receptions, etc.
 
Any such use of the facilities must be in accordance with the requirements set forth herein and shall be subject to availability and at the discretion of the governing body.  For the purposes of this policy, the governing body shall be defined as follows: The governing body shall be a council composed of six members, one of whom shall be the mayor and the remaining five shall be council members. UCA 10-3-105.  Requested use must be in keeping with city concerns and may not conflict with any official City or governmental business.  The City shall not discriminate in the use of its facilities on the basis of race, creed, color, national origin, sex or disability.  Keys will be assigned and may not be provided to any unauthorized person.

II. BUILDING AREAS AVAILABLE FOR USE

The following areas of the Community Center and City Hall building may be available for use if approved in advance by the City Recorder's Office or designee:

 A. Second Floor

  1. The City Council Chambers
  2. The lobby
  3. The break room
  4. The kitchen

 B. First Floor

  1. The Justice Court/Police Training room

III. CLASSIFICATION OF ACTIVITY TYPES

 A. Centerville City Government:  Elected and appointed officials and employee meetings, official committees, boards and groups or City sponsored activities.

 B. Other Governmental Agencies:  Cities, counties, the State of Utah, regional governments, school districts and other similar organizations.

 C. Non-Government Entities: Centerville Non-profit organizations, family and neighborhood gatherings, churches, clubs, community organizations and other similar organizations. 
 
IV. RESERVATION PROCEDURES

 A. Application

  Any individual or group wishing to reserve an available area of the Community Center and City Hall building shall contact the City Recorder's Office or designee during regular business hours in advance of the proposed reservation date and complete a reservation application form (see attached copy).  The following information shall be provided.

  1. Name, address and phone number of individual or group making reservation.

  2. Group represented.

  3. Area to be reserved.

  4. Date or dates reservation is desired.

  5. Total hours to be reserved, including time to begin setting up, time activity is scheduled to begin, time activity is scheduled to end and time for completed cleanup.  All hours must run consecutively.

  6. Purpose of meeting or activity. 

  7. Number of people expected to attend the activity.

  8. Refreshments to be served.

  Payment of rental and security deposit fees are to be made at time of reservation.

 B. Use Eligibility

  Only Centerville residents are allowed to rent the building and must be in attendance the entire time of the activity. 
  
  Reservations for on-going meetings on a weekly or monthly basis will not be allowed unless approval is received from the governing body.

 C. Confirmation
 
  If the building is available on the date and times requested and the City determines that the proposed use is proper, the City Recorder's Office or designee may notify the applicant that the activity has been scheduled and make all the appropriate arrangements.

 D. Payment of Fees and Deposit

  Upon being notified that rental reservations have been confirmed, the applicant shall immediately make payment of all fees and deposits to the City Business Office.

 E. Deposit of Revenue

  All rental fees and deposits generated from the use of the Community Center and City Hall building shall be promptly deposited and placed in the appropriate revenue account in accordance with City rules and requirements.

 F. Security Deposit
 
  The use of any building areas within the Community Center and City Hall building will require a security deposit which is refundable (except for $50 for deep cleaning of the building for large events involving food) if the room or rooms are left in a clean and orderly fashion and no damage has been done. If damage or mistreatment has occurred, deductions will be made from the remaining deposit and, if insufficient, a charge will be assessed the individual and/or group. All deposits and refunds shall be coordinated through the City Business office.  At the time the deposit is made, the City Recorder or designee will issue a payment receipt provided by the City Treasurer indicating that the user has paid. Please allow 30 days for the remaining deposit to be returned after the event has taken place.

 G. Refunds for Cancellation

  A full refund of the fee and security deposit will be made if the reservation is canceled six (6) weeks prior to the scheduled event.  A refund of fifty percent (50%) of the fee and one hundred percent (100%) of the security deposit will be made if the reservation is canceled less than six (6) weeks prior to the event.

 H. Dispute Resolution

  The Mayor or the Mayor's designee will make a determination of allowable use, classification of activity types, or resolve questions regarding fees and deposits as requested by either the City Recorder or designee or the applicant.  If the applicant disagrees with the decision rendered, the applicant may appeal the decision to the governing body of the city.

V. USE REGULATIONS

 A. Conduct while in building

  1. Any individual or group using the Community Center and City Hall building shall always conduct themselves according to acceptable social standards.

  2. No foul or abusive language shall be used at any time.

  3. No one will be permitted to enter the building bare footed at any time.

  4. No smoking, drugs, or drinking of alcoholic beverages or possession of the same will be permitted at any time. 
 
  5. Areas not specifically reserved shall be off limits to the group or any of its individuals.

  6. No youth parties will be allowed.

  7. Open flames, lighted candles, glitter, rice, confetti, graphite, paint, hay, straw, corn stalks, grass, palm fronds, and other similar materials ARE NOT allowed in the building.

  8. Tables and chairs are provided in the building.  Heavy items are to be carried when moved to avoid damage to the floor.  Tables, chairs and other equipment are not to be taken from the building for any reason.

  9. Hallways, stairways, exits and other traffic areas are to remain free of tables, chairs, boxes and other items at all times.

 10. No nails or tacks may be used.

 11. Pictures, plaques, flags, blinds, light fixtures, furniture, etc. are not to be removed or rearranged.

 12. Participants and guests are to remain in the area of the building that has been reserved for the meeting or activity.  Playing in halls, restrooms, or elevators by children is prohibited.  Children attending meetings or activities in the building must be supervised at all times by a responsible adult who is present.  The party reserving the facility is responsible for the conduct of participants and guests.

 13. Meetings and activities shall end on time.  Sufficient time shall be scheduled for cleanup within the scheduled room at the conclusion of the activity.

 14. Lights should be turned off in the scheduled rooms at the conclusion of the activity.

 15. Pets or animals are not allowed in the buildings except for seeing eye dogs.

 16. Portable electric heaters are not allowed in the Council room.  Only one electrical appliance or lighting fixture is to be used on each outlet.  (20 AMP BREAKERS)

 17. Special lighting, sound, and other non-standard equipment will not be allowed in the building unless approved in advance by the City Recorder or designee. The chairs around the City Council dais are not to be moved.

 18. No items may be strung or attached to the walls of the building.

 19. No fees or tickets are to be sold in the building.

 20. Gambling in any form is prohibited.

 21. Any other rules or regulations pertinent to the effective and efficient operation and preservation of the building will be established by the governing body.  The policy will be enforced by the Mayor or the Mayor's designee.  In the event of an emergency policy decision, that decision is to be made by the building supervisor with the approval of the Mayor or in the case of the Mayor's absence, the Mayor Pro Tempore. If the building supervisor is unable to contact either the Mayor or the Mayor’s designee, the building supervisor will make the emergency decision which he or she deems to be in the best interest of the City, and then promptly thereafter give written notice of the decision to the Mayor with reasons for that decision.

 B. Breakage or damages to facilities

  1. Any damage to the building or any conduct which does not strictly adhere to the policies, rules, and regulations adopted for the Community Center and City Hall building shall be sufficient reason to refuse the use or to terminate actual use of the building to that individual or group.

 C. Preparing facilities for use

  1. The City Recorder's office or designee shall see that the reserved area is available for the applicant's use.  However, the individual or group using the facilities can make arrangements to organize the area they will be using with the City Recorder's office or designee.

  2. Set-up Time

   Set-up time for special occasions such as wedding receptions, or special demonstrations must be cleared at the time of scheduling.  Normally, set-up will not be allowed earlier than four (4) hours prior to the time of the event.   Please check with the City Recorder or designee for any special arrangements.  On Monday,  Thursday or Friday, set up can be no sooner than 3:00 p.m., with the event beginning no sooner than 5:00 p.m.

 D. Cleaning Responsibility

  1. It shall be the responsibility of the individual or group using the building to clean up the area assigned to them, including the parking lot, by removing all foreign matter, garbage and debris and depositing it in the appropriate receptacles (dumpsters in the parking lot).

  2. If the kitchen area is used, all cabinet tops, sinks, and floors must be cleaned to the satisfaction of the building supervisor.

  3. The City Hall custodian or City employee in charge of building rental will verify cleaning has been adequately performed.  To maintain longevity of the building, a minimum deep cleaning charge of $50.00 will be deducted from the security deposit after major functions.

 E. Serving Refreshments

  1. Light refreshments and light catered lunches are allowed.  Red and orange based punch, grape juice, or other strong colored liquids, sauces, toppings, or foods which would seriously stain carpets are not allowed (i.e., strawberry, raspberry, blueberry). Catered dinners and banquets are not permitted. 

  2. Chairs and/or tables need to be set up and taken down by the applicant making the reservations.  When food is served, it will be the responsibility of those renting the building to clean up. Vacuums, mops and brooms will be provided.

 F. Community Center and City Hall Building Hours

  1. The Community Center and City Hall building will generally be available for public use during the following times:

 City Council Chambers
 
 Monday  8:00 a.m.** -  11:00 p.m. Open Reservation
 Tuesday        CLOSED
 Wednesday  8:00 a.m.   -  4:00 p.m.  Open Reservation
 Thursday  8:00 a.m.** - 11:00 p.m.      Open Reservation
 Friday  8:00 a.m.** - 11:00 p.m.  Open Reservation
 Saturday  8:00 a.m.   - 11:00 p.m.  Open Reservation
 Sunday        CLOSED
 Official City holidays      CLOSED
   Holiday weekends - Rental conditioned upon availability of
   building supervisor and payment of $35.00/hr. charge

 Lobby, Break Room and Kitchen

 Monday  5:00 p.m.** - 11:00 p.m. Open Reservation
 Tuesday           CLOSED
 Wednesday  8:00 a.m.   -  4:00 p.m.     CLOSED
 Thursday  5:00 p.m.** - 11:00 p.m.       Open Reservation
 Friday  5:00 p.m.** - 11:00 p.m.       Open Reservation
 Saturday  8:00 a.m.   - 11:00 p.m.       Open Reservation
 Sunday           CLOSED
 Official City holidays                      CLOSED
   Holiday weekends - Rental conditioned upon availability of
   building supervisor and payment of $35.00/hr. charge

 Justice Court/Police Training Room

 Monday  8:00 a.m.   -  3:00 p.m.     Open Reservation
 Tuesday  8:00 a.m.   -  3:00 p.m     Open Reservation
 Wednesday  8:00 a.m.   - 11:00 p.m*     Open Reservation
 Thursday  8:00 a.m.   - 12:00 p.m.     Open Reservation
 Friday  8:00 a.m.*  - 11:00 p.m.     Open Reservation
 Saturday  8:00 a.m.   - 11:00 p.m.     Open Reservation
 Sunday           CLOSED
 Official City holidays                      CLOSED
   Holiday weekends - Rental conditioned upon availability of
   building supervisor and payment of $35.00/hr. charge

* Set up for parties or receptions can begin at 5:00 p.m.
** Set up for parties or receptions can begin at 3:00 p.m.

  2. Uses by City departments, committees, and boards shall have priority over all other uses.  If there is a scheduling conflict, the City group will have priority over another group for that use.  Approval for this change is to be given by the Mayor or in the case of his/her absence, by the Mayor’s designee.
  3. Large events accommodating more than 25 people cannot reserve the second floor of the building for actual use until after 5:00 p.m. on Monday,  Thursday or Friday unless otherwise approved by the governing body. Set up can begin as early as 3:00 p.m.

G. Access To the Building

 The building can only be used while a building supervisor and/or a City employee is present.  The building supervisor will unlock the building at the time specified on the reservation form as "Time to Begin Setting Up" and secure it after use. 

H. Simultaneous Uses

 If more than one group requests to use the Community Center and City Hall building at the same time, they shall indicate to the City Recorder or designee the areas of the building they wish to use and the time they estimate their function will end. 

I. Any other rules or regulations pertinent to the effective and efficient operation and preservation of the building will be established as necessary by the governing body and enforced by the Mayor or the Mayor's designee. 

J. The City’s governing body reserves the right to amend and terminate this Use Policy and related rules at any time when deemed necessary or desirable by the governing body.

 SECURITY DEPOSITS

The purpose of a deposit is to assure proper cleanup and care of the building. When the building is dirty or damaged, the City shall retain part or all of the deposit.

1. Use of building for small events not involving food - $30.00.

2. Use of building for small events involving snacks and beverages - $50.00, of which $20 is kept by the City for deep cleaning of the building.

3. Use of building for large events involving food - $200.00, $50 of which is kept by City for deep cleaning of building.

4. Deposits are required to be paid when reservation is made.  Deposit checks will be cashed.

5. If several reservations are made throughout the year, the deposit can be paid at the time of the first reservation and held for a period of one year.

6. If cleaning costs or repair of damage to the building or its contents exceeds the deposit, the party renting the building at the time damage was incurred must pay the total costs of such cleaning or repairs.

7. The deposit may be returned following review within 30 days following the scheduled event.

8. Deposit amounts are set by the City Council and are subject to change without advance notice.

 RENTAL FEES

1. Use of Council Chamber room - $30.00, plus $15.00 per hour
 ($35.00 per hour on holiday weekends--rented only if building supervisor is available).

2. Use of the lobby - $20.00.

3. Use of kitchen facilities - $20.00.

4. Use of Justice Court/Police Training Room - $20.00 plus $15.00 per hour($35.00 per hour on holiday weekends--rented only if building supervisor is available).

5. All rental fees are required to be paid before notice of confirmed reservation.

6. Refund of fees will be granted if reservation is canceled six weeks prior to the scheduled event.

7. Fees are set by the City Council and are subject to change without advance notice.

8. No fees shall be charged for Centerville City Government activities and use of the building. The governing body may discount or waive fees in certain cases where the user makes a significant contribution to the City and its programs. Fees may also be waived for use by other governmental agencies.

Adopted: 6/19/94 by Resolution No. 94-15
Amended: 8/10/94 by Resolution No. 94-21
Amended: 8/18/98 by Resolution No. 98-22
Amended: 5/15/01 by Resolution No. 2001-05
Amended: 3/28/06 by Resolution No. 2006-11
Amended: 7/17/07 by Resolution No. 2007-17

word\uspo07-17-07

 COMMUNITY CENTER AND CITY HALL BUILDING USE RESERVATION APPLICATION FORM
Name:                                                                                                                                                                             
Address:                                                                                                                                                                         
Phone:                                                                         Today's Date:                                                                           
Reservation Date:                                                                                                                                                          
Time To Begin Setting Up:                                               Actual Time Bldg. Unlocked                                        
Time Activity Scheduled To Begin:                                                                                                                             
Time Activity Scheduled To End:                                                                Actual Time:                                           
Time To Be Finished With Cleanup:                                                         Actual Time:                                           
Total Length of Time Reserved:                                                                 Actual Time:                                           
Purpose or Activity:                                                                                                                                                         
If Wedding Reception, Name of Bride and Groom:                                                                                                  
                                                                                                                                                                                            

Check Applicable Requirements:
               Councilroom
               Kitchen
               Lobby
                Break Room
               Justice Court/Police Training Room
                Round Tables (8 available for Council room use, each seats 8)
                How many needed:                   
                Chairs (         available)
               How many needed:                     
Refreshments to be Served: 
                                                                                                                                                                    If not known at this time, please inform office no later than 2 weeks prior to event).
Special Requirments or Comments:                                                                                                                        
                                                                                                                                                                                            

Please sign here to show that a copy of the building rules and requirements was received and read, and agreeing that if damage to the building or its contents exceeds the deposit paid you will pay the total cost of such cleaning or repairs, plus attorney fees should that become necessary.  Also, I am aware that an additional amount may be deducted from the security deposit if unapproved refreshments are served.

                                                                                           
Signature 
                                                                                                                                                                       
                                                                                                   Building Supervisor Signature

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Office Use Only:
Amount Paid for Reservation: $                                                                                                              
Deposit Paid: $                                                Date Paid:                                                                       
Receipt Number:                                                                                                                                       
Deposit Paid by: (if different):                                                                                                                  
Person Taking Reservation:                                                                                                                   
Person Authorizing Refund of Deposit:                                                                                                 
Refund Requested on                                                        by                                                                  
 *****************
Refund to be returned to:
Name:                                                                                                                                                          
Address:                                                                                                                                                      
Date Refund Mailed:                                                               by                                                               



 
 
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