Resolution No. 03-18 CITY OF TIGARD, OREGON
RESOLUTION NO. 03--a
A RESOLUTION OF THE TIGARD CITY COUNCIL UPDATING POLICIES, PROCEDURES AND
FEES FOR RESERVING THE TIGARD SENIOR CENTER, CITY HALL AND WATER BUILDING
CONFERENCE ROOMS.
WHEREAS, the City of Tigard allows public use of the Tigard Senior Center, City Hall conference rooms
and Water Building conference rooms; and
WHEREAS, it is necessary to establish clear policies and procedures to facilitate the reserving of rooms,
and
WHEREAS, these uses of the Senior Center and the conference rooms result in additional costs to the City;
and
WHEREAS,the City desires the program to cover these costs; and
WHEREAS, the policies,proccdures,rcntal fccs and dcposits have nut bccn updated since 1995.
NOW, THEREFORE,BE IT RESOLVED by the Tigard City Council that:
SECTION:I The Tigard Senior Center Room Use Policies and Rental Procedures, shown as Exhibit
A, is adopted.
SECTION:2 The City of Tigard Meeting Room Use Policies and Rental Procedures, shown as
Exhibit B, is adopted.
SECTION 3: This resolution shall be effective on and after the first day of July, 2003.
PASSED: This day of 2003.
yor- ity of T d
ATTEST:
City Rec rder- City of igard
RESOLUTION NO. 03 -
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E_xh; b, A .
Tigard Senior Center Room Use
8815 SW O'Mara Street, Tigard
Policies and Rental Procedures
The Tigard Senior Center is available for reservation...
Friday: 5:30 p.m. to 10:00 p.m. and Saturday/Sunday: 8:00 a.m. to 10:00 p.m.
The minimum reservation period is two hours. Include time in your reservation request for both set-up and clean-up.
iMakin• a Reservation:
• All reservations require submission of a Tigard Senior Center Room Use Application.
• To meet deposit and rental fee guidelines all reservations must be made at least ten (10) business days prior to
the event.
• Reservation requests will be"tentatively" held for ten (10) business days from the date of the room use request.
After the ten (10)day period, tentative reservations will be released and the room made available to others.
• To complete the reservation process, the application and rental fee must be submitted to the City within the ten
(10)day tentative reservation period.
• A$100.00 refundable security deposit is due ten(10) business days in advance of the rental date.
• Applicants must be 21 years of age or older.
iRoom Rental Fees: —
The rental rates shown are hourly rates. Fees charged will be based on ''/2 hour increments. Please see the"Group
Classifications"below to determine which fee category is applicable.
Capacity •
Upstairs Activity Room 120 $15.00 $20.00 $25.00
Duwnstairs Activity Room 75 $10.00 $15.00 $20.00
Classroom(downstairs) 30 $5.00 $10.00 $15.00
Craft Ruum,(downstairs) 30 $5.00 $10.00 $15.00
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Tigard Loaves and Fishes, City business and governmental agencies have priority room use. For the purpose of
scheduling all other events and determining fees, groups will be classified as shown below:
Group 1: Tigard Residents and Non-profit Organizations
For purposes of determining group classification, a resident is defined as:
• An individual who resides or owns property within the city limits of Tigard;
• A business whose office is located within the city limits of Tigard and the business has paid their current
business tax. Individuals who are employees of a business located within the city limits of Tigard, but do not
reside or own property within the city limits, are not considered Tigard residents.
Group 2: Profit Events by Tigard Residents
A profit event is defined as one that promotes a for-profit business. A profit event may include an event in
which an entrance fee is charged; or where merchandise is offered for sale; or where future business will be
solicited by a speaker or through literature available at the meeting.
Group 3: General Public
Individuals and profit organizations located outside of the city limits of Tigard.
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The City's goal is to allow as many different groups as possible an opportunity to use the facilities. One time room
use may be reserved up to six months in advance of a function. Recurring room use may be reserved up to one
month in advance.
Security - • .
A refundable security deposit of$100.00 is required for all reservations. The deposit is due a minimum often (10)
business days in advance of the rental date.
The security deposit may be refunded under the following conditions:
1. The security alarm system is de-activated and re-activated as indicated in the directions the City provides.
2. 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. all waste emptied into garbage containers; and
e. tables and chairs cleaned and returned to the original set up.
The City is unable to furnish cleaning supplies, mops, brooms or vacuum cleaners. Please plan to bring your
own.
3. The facility is left undamaged.
4. The building is secured and the key and Checklist for Meeting Room Users are turned in to the Police
Department by the ending time indicated on the room user's room use application.
The room user may also be liable for:
1. Repair or replacement of equipment or facilities damaged due to neglect, vandalism, or misuse.
2. Replacement of lucks 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 Services Manager will determine the amount of the security deposit to be refunded based on the
applicant's checklist, input from the City's maintenance department and input from Senior Center personnel. If any of
the deposit is kept by the City, a listing of how the deposit was applied will be provided to the room user DPpnsits will
be refunded within three weeks of the event or within three weeks of cleaning or repairs being completed.
'Security Alarm Fee:
The City will provide directions on how to disarm the alarm system when entering the building and how to reset
the alarm when exiting the building. If the security alarm is activated by a room user, and a city employee is
required to respond to the alarm, the following sanctions will be imposed:
• First time call-out: $50.00 charge.
• Second call-out within a one-year period: $75.00 charge.
• Third call-out within a one-year period: $75.00 charge and suspension of room use privileges for three
months.
1. The person signing the room use application is required to be present at the event and is responsible for the
group's activities. The City requests that a second adult also be authorized, in the room use application, to pick-
up the building key from the Police Department.
2. Functions 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 can the decibel level exceed that which can be heard
beyond the room being used.
5. Smoking is prohibited in the Senior Center.
6. Decorations may be attached to walls and fixtures with masking tape.
7. Use of the telephone,typewriter, copy machine, or any Senior Center equipment is not allowed.
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Prepared refreshments are allowed. When the Upstairs Activity room is reserved, the warming oven in the kitchen
may be used. However, because of liability issues, the stove/oven may not be used for cooking. The coffee
machine and refrigerator located in the Upstairs Activity room may also be used when you reserve the Upstairs
Activity room. If you choose to use the coffee machine you must provide the coffee and all other needed supplies.
Alcohol:
Alcohol may be permitted at an event with the written authorization of the City and in accordance with state
statutes and City guidelines. To request authorization, submit the City's Application forA/cohol Permit. The City
requires a$1,000,000(one million)host liquor liability insurance endorsement, naming the City of Tigard as an
additional insured, be submitted with the application.
City Liability:
All groups or individuals using City meeting rooms agree to take appropriate measures to protect, indemnify, and
defend the City, its elected and appointed officials and all employees against any and all claims as a result of
persons attending any function at the facility. This provision includes any expenses incurred by the City defending
any such claim. The city, its elected and appointed officials and all employees will not be held responsible for any
lost or stolen articles as a result of persons attending any function in the building.
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.
All efforts will be made to keep the room schedule intact; however, the City retains the right to cancel or relocate a
function upon fourteen days notice.
Submitting . .
The application, room rental fee, and security deposit may be mailed or delivered to the City of Tigard, 13125 SW Hall
Blvd., Tigard, OR 97223. Payment of the rental fee and security deposit may be made by cash, check,Visa or
MasterCard. Visa and MasterCard payments are accepted at the City Hall counter or in writing by submitting the
City's Credit Card Authorization form.
If you have any questions,please contact the Room Reservation Coordinator at 503-639-4171,
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City of Tigard Meeting Room Use
Policies and Rental Procedures
Conference rooms in the Tigard City Hall and the Water Building are available for reservation Monday through
Sunday, 8:00 a.m. to 10:00 p.m. Please contact the Room Reservation Coordinator at 503-639-4171 to check room
availability.
'Making a Reservation:
• All reservations require submission of a City of Tigard Room Use Application.
• To meet deposit and rental fee guidelines all reservations must be made at least ten (10) business days prior to
the event.
Reservation requests will be"tentatively"held for ten(10)business days from the date of the room use request.
After the ten(10)day period, tentative reservations will be released and the room made available to others.
• To complete the reservation process, the application and rental fee must be submitted to the City within the ten
(10)day tentative reservation period.
• If required,the$100.00 refundable security deposit is due ten (10)business days in advance of the rental date.
• Applicants must be 21 years of age or older.
Room Fees:
The rental rates shown are hourly rates. Fees charged will be based on '/2 hour increments. The minimum
reservation period is two hours. Include time in your reservation request for both set-up and clean-up. Please see the
"Group Classifications"below to determine which fee category is applicable.
Area Capacity Group 1 Group 2 Group 3
Town Hall Room 90 $10.00 $15.00 $20.00
Red Rock Creek Conference Room 20 $5.00 $10.00 $15.00
Richard M. (Dick)Brown 150 $12.00 $17.00 $22.00
Auditorium
Water Conference Room 12 $5.00 $10.00 $15.00
;Gr• • Classifications
City business and other governmental agencies have priority room use. For the purpose of scheduling all other
events and determining fees, groups will be classified as shown below:
Group ?: Tigard Residents and Non-profit Organizations
For purposes of determining group classification, a resident is defined as:
• An individual who resides or owns property within the city limits of Tigard;
• A business whose office is located within the city limits of Tigard and the business has paid their current
business tax. Individuals who are employees of a business located within the city limits of Tigard, but do not
reside or own property within the city limits,are not considered Tigard residents.
• Resident status is extended to those served by the Tigard Water Department for the purposes of reserving
the Richard M. (Dick) Brown Auditorium and the Water Conference Room.
Group 2: Profit Events by Tigard Residents
A profit event is defined as one that promotes a for-profit business. A profit event may include an event in
which an entrance fee is charged; or where merchandise is offered for sale; or where future business will be
solicited by a speaker or through literature available at the meeting.
Group 3: General Public
Individuals and profit organizations located outside of the city limits of Tigard.
The City's goal is to allow as many different groups as possible an opportunity to use the facilities. One time room
use may be reserved up to six months in advance of a function. Recurring room use may be reserved up to one
month in advance.
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Deposit:
A refundable security deposit of$100.00 is required for parties, receptions and potlucks. The deposit is not
required when light refreshments will be served at a meeting. The deposit is due a minimum of ten (10) business
days in advance of the rental date.
The security deposit may be refunded under the following conditions:
1. The room, including carpet or linoleum, is left clean and the furniture is in the original configuration;
2. The room is left undamaged;
3. The room is vacated at the scheduled time and all doors to the room are locked; and
4. The key and "Checklist for Meeting Room Users"are turned in at the Police Department.
The City is unable to furnish cleaning supplies, mops, brooms or vacuum cleaners;therefore, you will need to
bring your own. Trash that does not fit in the cans provided will need to be taken with you.
The room 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
The Administrative Services Manager will determine the amount of the security deposit to be refunded based on the
applicant's checklist and input from the City's maintenance department. If any of the deposit is kept by the City, a
listing of how the deposit was applied will be provided to the room user. Deposits will be refunded within three weeks
of the event or within three weeks of cleaning or repairs being completed.
General Information:
1. Activities must not be disruptive to others present in the building. City staff cannot provide supplies or
office support. Office equipment and supplies, including telephones, copy machines, typewriters, coffee makers,
and supplies, are not available to room users.
2 The room key must be picked up at the Police Records window. Puliue Staff can release the Key no more than
15 minutes prior to the reservation time. The key must be returned no later than the reservation end time.
3. The reservation is only for the approved room. This does not include additional areas, i.e. lobby, parking lot,
adjoining rooms, etc.
4. Parking is allowed only in designated parking areas. If additional parking is needed please use the parking lot
located at the corner of Hall Blvd. and Burnham Road. The lot is accessible from Burnham Road.
5. Tables and chairs are supplied. A public telephone is located in the Police Department lobby.
6. The person responsible for the group should make the reservation and be in attendance at the function.
7. Functions occurring in rooms must not violate any City of Tigard ordinances or state statutes.
8. Smoking is prohibited in any location inside the huilding.
9. Alcohol is not permitted in or on the premises of the City buildings.
10. Failure to follow these Policies and Procedures may result in room use privileges being suspended.
!City Liability:
All groups or individuals using City meeting rooms agree to take appropriate measures to protect, indemnify, and
defend the City, its elected and appointed officials and all employees against any and all claims as a result of
persons attending any function at the facility. This provision includes any expenses incurred by the City defending
any such claim. The City, its elected and appointed officials and all employees will not be held responsible for any
lost or stolen articles as a result of persons attending any function in the building.
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.
All efforts will be made to keep approved room reservations intact; however, the City retains the right to relocate or
cancel a function if necessary.
M. =
The application, room rental fee, and security deposit may be mailed or delivered to the City of Tigard, 13125 SW Hall
Blvd.,Tigard, OR 97223. Payment of the rental fee and security deposit may be made by cash, check, Visa or
MasterCard. Visa and MasterCard payments are accepted at the City Hall counter or in writing by submitting the
City's Credit Card Authorization form. If you have any quebtions, please contact the Room Reservation Coordinator
at 503-639-4171.
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