Resolution No. 95-42 CITY OF TIGARD, OREGON
RESOLUTION NO. 95-47rrQ
A RESOLUTION OF THE TIGARD CITY COUNCIL ADOPTING POLICIES, PROCEDURES,
AND FEES FOR RESERVING THE TIGARD SENIOR CENTER, ESTABLISHING A DEPOSIT,
AND SETTING AN EFFECTIVE DATE
WHEREAS, the City of Tigard allows private, non-profit, and public us-a
of the Tigard Senior Certe�-; and
:4HEREAEt, use of the rooms is increasing :Halting clarification of room use,
policies and procedures necessary; and
WHEREAS, the effective date for the implementation of the updated
policies, procedures, fees, and deposits is November 1, 1995.
NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that:
Section 1: The Tigard Senior Center .Room Use Policies and Rental
Procedures, shown as "Exhibit A," which outlines meeting
room fees and deposits is adopted.
Section 2: This resolution shall be effective on and after the first
day of November, 1995.
PASSED: This aU1 day o / 1995.
mZ16 - City of Tigard
City Recorder, - City of Tigao
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RESOLUTION NO. 97,
"Exhibit A"
TIGARD SENIOR CENTER ROOMS USE POLICIES AND RENTAL PROCEDURES
Welcome to the Tigard Senior Center.
The Tigard Senior Center is located at 8815 SW O'Mara Street,Tigard. We hope this brochure
will be useful in answering your questions. If you would like additional information, please call
the Room Reservation Coordinator at 639-4171.
Making a Reservation
• All reservations require submission of a Senior Center Room Use application.
• Applications must be submitted at least seven (7)days prior to the desired reservation
date; room use fees are payable at the time of application.
• Cleaning/security deposits are due seven (7) days in advance of the rental date.
• Applicants must be 21 years of age or older.
Alcohol Use
Consumption of alcohol may be permitted with the written authorization of the City and in
accordance with state statutes and City guidelines. Authorization will be granted upon
completion of an additional application for use of alcohol. The"Application for Permit"must be
completed in its entirety. In addition, a$1,000,000 (one million) host liquor liability insurance
endorsement, naming the City of Tigard a -�di lo--
..�.-... ^uS �^ a•wiiivital insured, muni be submitted with the
application.
Rental Periods
The Tigard Senior Center is available for reservation:
Friday-5:30 p.m. to 10:00 p.m.
Saturday and Sunday -8:00 a.m.to 10:00 p.m.
The minimum reservation period is two (2) hours. In determining how long to reserve the
facility, please include enough time for both set-up and clean-up.
Kitchen Use
When the Upstairs Activity room is used,the ;toffee machine,refrigerator, and warming ovens
may be used. (User must supply the coffee.)
Coolldng is allowed if the kitchen is reserved and with prior approval from Senior Center
personnel. A regular trained Loaves&Fishes representative must be in attendance whenever
the kitchen facilities are used for cooking purposes. A minimum two (2) hour kitchen charge
will be assessed in addition to the rental fee.
Cancellations
Please submit cancellations, in writing, no less than 48 hours prior to the scheduled event. :A
$10.00 service charge will be retained for each cancellation. ,
Once reservations are approved, all efforts will be made to keep the room schedule intact;
however, "the City retains the right to cancel or relocate a function upon 24 hours notice.
Group Classifications
For the purpose of scheduling reservations and determining flees, groups will be classified as
shown below:
Class 1: Tigard Loaves and F=ishes
Advance Reservation Period: 1 year
Class 2: City Business&Governmental Agencies
Advance Reservation Period: 1 year
Class 3: Non-profit Organizations or Tigard Resident.
For purposes of determining group classification,those who reside,own property,
or whose business office is located within the city limits of Tigard are considered
residents. Examples of events falling under this category include: parties,
potlucks, receptions, and meetings that do not promote a for-profit business.
Advance Reservation Period: 6 months
Class A: Profit Events by Tigard Reside is
A profit event is defined as one tiiat promotes a for-profit business.
rdvance Reservation Period: 6 months
Class 6: General Public
Private and profit organizations based outside of Tigard.
Advance Reservation Period: 6 months
To allow many different groups an opportunity to use the facilities, repetitive room requests will
be reviewed on a monthly basis through the application process. Priority room use is given in
ascending order beginning with Class 1. Please see the Group Classifications listed above to
determine what class your function fits into.
Rental szfsvirr Rental i-Ge3:
The rates shown below are hourly rates. Please see"Group Classifications"to determine what
your rental fee is.
class s#of
Aree Capacity 1 and 2 Class 3 Class 4 Class 5 hours Fee
Upstairs Activity Room 180 No fee $10.00 $20.00 $25.00 $
Downstairs Activity 150 No fee $10.00 $20.00 $25.00 $
Room
Classroom(downsiairs) 30 No fee -$5.00 $10.00 $15.00 $
Craft Room(downstairs) 30 No Fee $5.00 $10.00 $15.00 $
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Cleaning/Security Deposit
A refundable cleaning/security deposit is required no less than seven (7) days in advance of
the reservation date. The amount of the cleaning/security deposit is based on whether food
and/or beverages will be served, and the size of the group. The cleanin5!security daposit is
as follows:
No food or beverage Food and/or beverage
Groups of 80 or less $ 50.00 $150.00
i Groups of more than 80 $100.00 $250.00
The cleaning/security deposit may be returned under the following conditions:
1. The facility is clean and in good condition and the following has been done:
a. linoleum covered floors swept and stains damp mopped;
b. carpeted areas vacuumed;
C. sinks and counter tops cleaned;
d. ail waste emptied into garbage containers; and
e. tables and chairs cleaned and returned to original set up.
(A checklist of items to be cleaned will be provided at the time the reservation is
confirmed.)
2. The facility is left undamaged;
3. The facility is vacated at the scheduled time and all doors to the facility are locked; and
4. The key and"Checklist for Meeting Room Users"are turned in at the Police Department.
The user may also be liable for:
1. Repair or replacement of equipment or facilities damaged due to neglect, vandalism,or
misuse.
2. Replacement of locks and keys, in the event keys are not returned.
3. Additional expenses incurred by the City to clean room(s)if not left in the same condition
as found. (May include shampooing carpets.)
The Administrative Sen;ices Manager will determine the amount of the cleaning/security deposit
to be refunded based on the User's report and input from Senior Center personnel. If any of
the deposit is kept by the City a listing of how the deposit was used will be provided to the user.
Deposits will be refunded within three weeks of the event or within three weeks of cleaning or
repairs being completed.
Miscellaneous Guidelines
1. The user shall designate an adult supervisor who will pick up the building key from the
Police Department, be present at the activity and responsible for the group's activities,
will complete the Room. Use Checklist for the Senior Center,and will return the checklist
and key to the Police Department.
2. Functions occurring in rooms must not violate City of Tigard ordinances or state statute.
3. Activities must not be disruptive to others present in the building or the neighboring "
homes.
4. Amplified sound systems are permitted,but at no time shall the decibel leve;exceed that
which can be heard beyond the room being used.
5. Smoking is prohibited in any location inside the building.
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6. Prepared refreshments are allowed with prior approval and the appropriate refundable
deposit being posted. Cooking is not allowed uniess the kitchen facilities are reserved.
7. Decorations may be attached to walls and fixtures with masking tape.
8. Use of the telephone, typewriter, copy machine, etc. is not allowed.
The application,room use fee, and cleaning/security deposit may be mailed or delivered to the.
City of Tigard, 13125 SW Hall Blvd., Tigard, OR 97223.
Thank you for your cooperation. If you have any questions, please contact the Room
Reservation Coordinator at 639-4171.
VECM4Y YAP
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