3. Bottles of champagne may not be brought into the
Auditorium.
4. After “toasts” RENTER must remove all alcoholic drinks from the Auditorium.
F. SET UP / CLEAN UP / DECORATIONS
1. RENTER, caterers, bands, transportation of rental equipment, and related individuals and activities will not be permitted access to the FACILITY prior to or after the event time period. RENTER shall be responsible for arranging access during the time requested for entry and exit of the FACILITY.
2. On the date of the rental the designated “on site contact person” must check in with the Building Attendant for a walk-through of the facility. They will review facility conditions prior to the activity. Another walk-through will be conducted at the conclusion of the event to determine if facility conditions have changed as a result of the activity.
3. RENTER is responsible for notifying the Building Attendant of any maintenance issues, damaged equipment, or other situations that arise during the course of the event.
4. The RENTER and/or the on-site contact person will review facility conditions prior to and at the conclusion of the event to determine if facility conditions have changed as a result of the event.
5. RENTER shall not prepare or decorate the FACILITY prior to the event start time, unless RENTER provides rental fees, deposits, and insurance for the time of the preparation and/or decoration.
6. RENTER shall not drive or permit to be driven nails, hooks, tacks, screws, poles, stakes or other forms of fasteners into any part of the FACILITY and shall not make or allow to be made any alterations of any kind therein.
7. RENTER shall be responsible for all cleanup of the FACILITY, including adjacent grounds, at the end of the rental. RENTER shall pick up, bag, and remove all trash generated by all activity in any way connected with its use of the FACILITY, leaving the FACILITY clean and free of all trash and litter.
RENTER shall also leave all fixtures, if any, in good working condition.
8. RENTER shall not store any equipment or materials at the FACILITY or adjoining property without the prior written approval of the CITY OF GUADALUPE Manager or his/her designee.
9. RENTER shall be responsible for any and all damage to the FACILITY and/or its contents during use. In the event damage occurs or excessive cleaning is necessary, RENTER shall be charged for any and all janitorial and/or repair fees incurred by the CITY OF GUADALUPE as a result.
G. EQUIPMENT / ACCESSORIES
1. RENTER shall not remove, relocate, or take CITY OF GUADALUPE property outside of the FACILITY for any reason without the prior written approval of the CITY OF GUADALUPE Manager or his/her designee.
2. RENTER shall not use CITY OF GUADALUPE equipment, tools, or furnishings located in or about the FACILITY without the prior written approval of the CITY OF GUADALUPE Manager or his/her designee.
3. RENTER shall not drive motorized vehicles on field or green space.
4. The CITY OF GUADALUPE does not provide audio/visual systems, public address systems, spotlights, floodlights, or projectors. RENTER, at its own cost, may bring these systems into the FACILITY for their use.
5. RENTER shall secure the approval of the CITY OF GUADALUPE before using audio/visual systems, public address systems, and live or recorded amplified music. RENTER shall not record, televise, or broadcast the event or any portion thereof without prior written approval of the [CITY OF GUADALUPE] Manager or his/her designee.
H. MISCELLANEOUS
1. RENTER shall comply with all local, state, and federal laws and regulations related to the use of the FACILITY. The RENTER agrees to abide by all applicable federal and state accessibility standards and regulations.
2. RENTER shall not admit a larger number of individuals than can lawfully, safely, and freely move about the FACILITY.
3. Gambling of any kind is not permitted at the FACILITY.
4. Smoking is not permitted at the FACILITY.
5. No animals are permitted at the FACILITY, with the exception of service animals. Under the Americans with Disabilities Act, service animals are defined as dogs that are individually trained to do work or perform tasks for people with disabilities.
6. If RENTER violates any part of this AGREEMENT or reports false information to the CITY OF GUADALUPE, the CITY OF GUADALUPE may refuse RENTER further use of the FACILITY and RENTER shall forfeit a portion of or all of the rental fee and/or the deposit.
7. The CITY OF GUADALUPE may impose additional requirements as deemed necessary to protect the health, safety, and/or welfare of the community.
8. Any person aggrieved by the CITY OF GUADALUPE’s decision with respect to this AGREEMENT may appeal to the CITY OF GUADALUPE Manager or his/her designee in writing no later than five (5) days after the CITY OF GUADALUPE’s decision has been communicated to the aggrieved party.
9. If any provision of this AGREEMENT is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
IMPORTANT
I am an authorized agent of the organization submitting this agreement. The information provided in this agreement is true and correct. I have read and understand this agreement and agree to all of the aforementioned rules, regulations, and conditions of use.
___________________________________ __________________
Signature Date
___________________________________ ___________________________ Print Name Preferred Contact Phone Number
____________________________________ ______________________________ Organization Email Address
ATTACHMENT 2
City Hall Auditorium
Building Attendant Checklist
Event
____________________________________
Date _________________
Event Time _______ - ________
Building Attendant On Duty
______________________________
1st Check
The first check should be conducted with the renter upon their arrival. Pictures should be taken of any noted deficiencies. See attachment for checklist. Initial when first check is completed.
Building Attendant Initial ___________ Time__________
Notes:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 2nd Check
The second check should be conducted approximately one hour from the start of the event.
Building Attendant should check in with the lead security guard to note any disturbances/damages if any.
Within the first two hours of the event, a fire department representative should check in with the building attendant to address any capacity/fire issues. Initial when completed.
Fire Department Rep. Initial _________ Time ____________ Building Attendant Initial _________ Time ____________
Notes:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 3rd Check
The third check should be conducted approximately halfway through the event. Building Attendant should check in with the lead security guard to note any disturbances/damages if any.
Within a two-hour timeframe of the halfway point of the event, a police department representative should check in with the building attendant so that the building attendant may report any disturbances/damages if any. Initial when completed.
Police Department Rep. Initial _________ Time __________ Building Attendant Initial __________ Time __________
Notes:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 4th Check
The fourth check should be conducted 30 minutes prior to the end of the event time and beginning of clean up time. At this time the building attendant should check in with the renter and security to ensure that shut down and clean-up will take place on time.
Building Attendant Initial __________ Time __________
Notes:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Final Check
The final check should be conducted with the renter after the clean-up has been completed to ensure that the facilities have been left the way that they were prior to the event. See attachment for checklist. Initial when completed.
Building Attendant Initial __________ Time __________
Notes
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Item to be checked 1st
Check Deficiency Noted Final Check Deficiency Noted
A. Auditorium
Surface Damage
1. Floors
a) Gym floor
b) Stage floor
c) Walkway floor
2. Walls
3. Doors
4. Windows
Lights
1. Auditorium
2. Auditorium Walkway
Cleanliness
1. No trash lying around
2. Bins emptied (not full)
3. No spillages
4. Floors swept/mopped
B. Kitchen
Surface Damage
1. Floors
2. Walls
3. Doors
4. Windows
Lights
Kitchen Appliances
(i.e., refrigerator, stove,
deep fryer)
1. Functioning
2. Clean/Emptied
C. Courtyard
Damage
1. Walls
2. Canopy
Cleanliness
1. No trash lying around
D. Bathrooms
Damage
1. Floors
2. Walls
3. Doors
4. Windows
5. Fixtures
Lights
Cleanliness
1. No trash lying around
2. Bins emptied (not full)
3. No spillages
4. Floors swept/mopped
5. All fixtures clean
E. City Hall Hallway
Damage
1. Floors
2. Walls
3. Doors
4. Windows
5. Fixtures
Lights
Cleanliness
1. No trash lying around
2. Bins emptied (not full)
3. No spillages
4. Floors swept/mopped
RESOLUTION NO. 2022-32
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GUADALUPE APPROVING REVISIONS TO THE
AUDITORIUM USE APPLICATION/AGREEMENT
WHEREAS, the City Hall Auditorium was damaged due to a private event that had no monitoring of alcohol consumption; and
WHEREAS, the Facility Use Application/Agreement did not include adequate requirements regarding alcohol; and
WHEREAS, security for the event was hired by the renter, which did not allow city staff to direct security to respond to the situation accordingly; and
WHEREAS, the Recreation and Parks Commission has recommended revisions to the original Facility Use Application/Agreement to create new procedures for the use of the City Hall Auditorium; and WHEREAS, the revised Auditorium Use Application/Agreement would prohibit the consumption of alcohol within the Auditorium, and provide guidelines and procedures for consumption of alcohol outdoors; and
WHEREAS, the revised Auditorium Use Application/Agreement also requires a California Certified Bartender if the renter wishes to serve alcohol for any event and the bartender would be responsible for the monitoring of all alcohol consumption; and
WHEREAS, to further the goals of the revisions, the City would procure a security service to be used for all events and all fees related to security would be charged to the renter of the facility; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Guadalupe that the Facility Use Application/Agreement, attached to the staff report for this item as Attachment 1, is approved and adopted.
The City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the City Clerk shall consult with the City Administrator and City Attorney concerning any changes deemed necessary.
PASSED AND ADOPTED at the regular meeting on 26th day of April 2022, by the following vote:
MOTION:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTACHMENT 3
I, Amelia M. Villegas, City Clerk of the City of Guadalupe DO HEREBY CERTIFY that the foregoing Resolution, being Resolution No. 2022-32, has been duly signed by the Mayor and attested by the City Clerk, all at a regular meeting of the City Council, held April 26, 2022, and that same was approved and adopted.
ATTEST:
________________________________ ______________________________ Amelia M. Villegas, City Clerk Ariston Julian, Mayor
APPROVED AS TO FORM:
________________________________
Philip F. Sinco, City Attorney