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HomeMy WebLinkAboutResolution #3534,~,~ ~~ r RESOLUTION NO. 3534 A RESOLUTION APPROVING A CONTRACT FOR THE USE OF THE HISTORIC DEPOT AND MEETING ROOM POLICY WHEREAS, the Canton City Council has approved the concept of the use of the Historic Depot by Canton residents and organizations which maintain their registered office or address as Canton, IL and others at the discretion of the Community Development Coordinator; and WHEREAS, the Canton City Council intends to have regulations in place to insure the availability of the Historic Depot in a fair manner for proper and reasonable use by responsible groups and individuals while at the same time preventing abuses of property, improper conduct or inconsistency in administration, Canton taxpayers and residents.. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CANTON, Fulton County, Illinois as follows: 1. That the attached City of Canton Historic Depot Meeting Room Policy be accepted. 2. That the attached City of Canton Contract for Use of the Historic Depot be accepted. 3. That this Resolution shall be in full force and effect immediately upon its passage by the City Council of the City of Canton, Illinois 5~ASSED b~thet ity eTUncil of the City of Canton, Fulton County, Illinois at a regulaz meeting this day of ep emb , 2000- upon a roll call vote as follows: AYES: ~~~ MaY, Shores, Meade, Nidiffer, Phillips, Sarff, Hartford, Molleck, NAYS: None . ABSENT: None . OVED: Donald E. Edwazds, Mayor ATTEST: ancy White ,City Clerk -~ , ~~ The (Name of Organization) requests and contracts the use of the Historic Depot on the (Date of Meeting) for the purpose of Other dates: Key Deposit (Refundable) User Fee: Date Key Deposit Refunded: by: Terms of Agreement In return for the usage of the City of Canton's Historic Depot, the using organization shall: hereby o'clock 1. Assume responsibility for payment of the fees as outlined above as well as for any damage or injury to the Historic Depot (beyond ordinary weaz and teaz) during its use. 2. Maintain order and obey all regulations and conditions of usage as described in the Historic Depot Meeting Room Policy. A copy of said policy is provided. 3. Assume sole responsibility for any and all accidents or injuries to persons or properties while the said premises are used. The organization further agrees to defend, indemnify, and hold the City of Canton harmless from any liability or alleged liability in regazd thereto. 4. Understand that the City reserves the right to cancel events at the Historic Depot if it conflicts with a City sponsored event. The undersigned represents that he/she is authorized to act on this request for the organization named above and understand that the granting of this request does not constitute recognition of such organization as a City connected group and agrees that such organization will not represent itself or any of its activities as City connected in any way. Signed this day of , 2000. (Authorized representative of the using Organization) Name, Address and Phone of the contact person: I have read the contract and policy. I understand them and agree with their terms. City of Canton Contract for Use of Historic Depot from o'clock until from o'clock until o'clock. from o'clock until o'clock. from o'clock until o'clock. $ 25.00 Signature ,~ ~ .~ ~~3 ~3 y City of Canton Historic Depot Meeting Room Policy Adopted by Canton City Council 9/5/00 The historic depot operated by the City of Canton is available for use by Canton residents and organizations, which maintain their registered office or address as Canton,lL, or others at the discretion of the Community Development Coordinator, under the following guidelines. The policy is designed to favor Canton taxpayers and residents. Political meetings of a partisan nature are not permitted; religious gatherings of a denominational or sectarian nature are not allowed. The use of the meeting area by a particular organization does not constitute an endorsement by the City of the group's beliefs, policies or programs and the City does not endorse or advocate any position taken by that group. It is intended that the following regulations insure the availability of the Historic Depot in a fair manner for proper and reasonable use by responsible groups and individuals while at the same time preventing abuses of property, improper conduct or inconsistency in administration. A City sponsored meeting or program will take precedence over all other uses. The City reserves the right to use the meeting room on a full-time basis and to pre-empt previously scheduled meetings by other groups in case of emergency. The City reserves the right to cancel events if they conflict with a City sponsored event. The proper contract form shall be completed and filed with the Public Relations Coordinator. 2. Definitions of categories for use and fees: A. Other taxing bodies in the City of Canton such as Park district, schools and other tax supported bodies within the City of Canton may use the Historic Depot at no charge. A $25 deposit will be required and will be returned when the building is returned to the City. B. Canton Users (1) All not-for-profit organizations which maintain their registered office or address as Canton, II,, shall be assessed a user fee of $25.00. A $25.00 deposit will be required and will be returned when the building is returned to the City. (2) All Canton residents who use the Historic Depot for activities or programs which charge no admission andlor do not raise funds through activities at the Historic Depot shall be charged a user fee of $50.00. A $25.00 deposit will be required and will be returned when the building is returned to the City. (3) Canton for profit users which maintain their registered office or address as Canton, IL., shall be charged a user fee of $100.00. A $25.00 ;j ~~~ J deposit will be required and will be returned when the building is returned to the City. C. Non Residents (1) Individuals and not-for-profit organizations maintaining residences or addresses other than Canton, IL, who use the Historic Depot for activities which have no admission fee or do not raise funds shall be chazged a user fee of $200.00. A $25.00 deposit will be required and will be returned when the building is returned to the City. (2) Individuals and for profit organizations maintaining residences or addresses other than Canton, IL,, who use the Historic Depot for activities which chazge admission and/or raise funds through activities at the Historic Depot shall be charged a user fee of $300.00. A $25.00 deposit will be required and will be returned when the building is returned to the City. The City shall require a hold harmless indemnification of all groups or individuals. 3. Organizations must complete and submit the contract form to the Public Relations Coordinator for approval at least fourteen days in advance of the program. The Public Relations Coordinator should be advised of: 1) the purpose for which the property is to be used; 2) the character of the program or activities; 3) the materials to be brought into or near the building; 4) the arrangement of the rooms or furniture, including decorations; 5) any other information requested. 4. Children and youth groups must have an adult age 21 or older present at all times who will be responsible for the group. 5. The City will apply the deposit for any damage. However, groups using the facility assume responsibility for reimbursing the City for total costs of damage that may occur to the building, furniture, carpeting or equipment, etc. The facility must be returned to the same condition in which is was found before deposit is returned. 6. All users must comply with the regulations of the Americans with Disability Act (ADA), and aze responsible for the provision of qualified interpreters or auxiliary aids upon prior 48 hour request by a member of the public wishing to attend. 7. The City assumes no responsibility for lost or damaged personal belongings. 8. The use of tobacco, alcoholic beverages or controlled substances are NOT allowed. Food is permitted at the facility but must be prepazed outside of the facility. Left over food must be removed from premises. Coffee makers and serving items must be brought in and removed by the group. 9. Decorations must not be nailed or thumb tacked to woodwork, walls, etc., no tape shall be applied to any surface. All trash is to be placed in appropriate containers. 10. The City reserves the right to refuse the use of the Historic Depot. 11. The City reserves the right to revoke permission to use the facility as a result of disorderly or inappropriate behavior, any violation of the City's regulations or a .. `s~_ - change in the hours of the facility. It is the responsibility of the organization or individual to enforce all regulations. Violators will be denied future use of the Historic Depot. 12. Non-City affiliated organizations or individuals using the facility shall be liable for any and all claims, demands and causes of action which may at any time be made or instituted against the City arising out of or in connection with their occupancy of any part of the facility. The organization or individual shall be fully responsible for and shall indemnify the City against damage to City property occasioned by or occurring during the organizations' or individual's use of the property. 13. All users will be for contracted times and specific areas. The user organization or individual shall be responsible for assuring that unauthorized use does not occur. Contracted use must include thirty minute in advance of starting time. 14. The City shall require a "hold harmless" indemnification of all groups or individuals who use the Historic Depot. Where the nature and scope of the activity warrant, the Public Relations Coordinator shall require a liability insurance policy with a responsible insurer acceptable to the City. If so, proof of insurance with a minimum of $500,000 combined single limit bodily injury/property damage must be on file in the appropriate administrative office prior to facility utilization. 15. All users will comply with all fire codes. Maximum occupancy by order of Fire Chief: North room: 49 South room: 49