HomeMy WebLinkAboutFee Waiver - Leadership of Coachella Valley - CC Council Chamber 10/16/09 CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: Request for Waiver of Fees Associated with the Leadership
Coachella Valley Class on Government, Judicial Process and Law
Enforcement on October 16, 2009
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
APPLICANT: Leadership Coachella Valley
DATE: September 10, 2009
CONTENTS: Applications for use of Civic Center Facilities
Request from Leadership Coachella Valley
RECOMMENDATION:
By Minute Motion, waive fees associated with the Leadership Coachella Valley
class on "Government, Judicial Process and Law EnforcemenY' to be held on
October 16, 2009, befinreen 8:00 a.m. and 4:30 p.m. in the Council Chambers
located at the Palm Desert Civic Center.
BACKGROUND:
Once a month from September through June, Leadership Coachella Valley (LCV)
presents to a selected group of participants, an all day seminar on important community
issues. This fiscal year 2009/2010 LCV, a not-for-profit corporation submitted an
application to hold the October class in the Council Chambers at the Palm Desert Civic
Center. The City of Palm Desert has always supported the LCV efforts to provide
knowledge and prospective on valley wide needs and concerns. The program is
designed to, "identify, motivate and develop future community leaders." In FY 06/07 and
FY 07/08 the City was a Gold Sponsor and a Silver Sponsor in FY 08/09. The City of
Palm Desert is sponsoring two employees in the current year and has six employees
who are alumni of this program.
DISCUSSION:
LCV is requesting that the required fees be waived, which include appropriate
reservation fee for the Council Chambers ($100), and the rate of $40 per hour for the
use of the facility ($340).
Staff Report
Waive fees for LCV use of facilities
Page 2 of 3
September 9, 2009
SUMMARY:
Staff recommends approval of this request to waive fees in the amount of $440.00
associated with the Leadership Coachella Valley class on "Government, Judicial
Process and Law Enforcement" to be held on October 16, 2009, befinreen 8:00 a.m. and
4:30 p.m. in the Council Chambers.
Prepared By: Depa n Head:
�����Q�
Alana Townsend Mark Gre wood, P.E.
Senior Management Analyst Director of Public Works
Approval:
I . Gibson Jo n . Wohlmuth
Director of Finance ' y Manager
CITY CCIUNCILACTION
AI'PROVF.D � DF,NiF,D
RF,CEIVF.D OTHER
MEF,7'ING DATE - U��;j ,
AY[?�: � � f -� : �n�
N��4: N`�nc�
Ai3SF.NT: /V'ty'l P
ABS'�'AIN: ''�
VEI2irI!?D I3Y•
OrAginal on F'ile with City C{erk s Office
�� APPLlCATiON FOR USE OF THE
CIVIC GENTER FACILITIES
. City of Palm Desert
73-510 Fred Waring Drive
Pafm Desert, CA 92260
Tel: (76�) 346-0811 Fax: (76�) 779-'f 044
www.citvofpafmdesert.arQ
Date �!1-'�" � Guae.4,�,�1.��-.'w�'��
Name of Organization `�P Name of Gbntact �t�a�-��'�`��
Mailing Address�'2-55q �cv�,4 1'll City/State2ip �c�.1nr��r.s�'�� C�' ��0�
Phone �-4�—�te'8'_3'�-k Fax��— �1 ��1Q� Email,C.✓.a�.tcrY-�t,v��c.,�g�,r�-.�t�-i,
Emergency Phone Number During the Event(i.e. mobile phone) �,��{.�8 3�t�4-
Room Requested:
❑Adminis#rative Canference Room ❑ Community Services Conference Room Councif Chamber
o Council Chamber Conference Room o North Wing Conference Roam
Day/0ate Requested �� �1 b#�q Anticipated Attendance���'C'�
Hours of Reservation: From�`•3Q�lpm To S �00 amf�_(Include set up&clean up time)
Description of Activity l s�-�"�--y►.,����.��f�k..fl���' �.�c�S � ��.�1��lu�w�
�n � --��-- �
Wi!!Admissian Fees be Charged? aYes� Will Contributions be Sfllicited? oYes [�f�o
ls Renting Organization Non-Prafit? �'�es oNo � Will Goods or Services be So1d? ❑Yss�
If"Yes,"the net receipts are to be expended for:
❑General Benefit of the Public aCharitable Purposes aSupport of the Organization
oOther(specify)
.��
The undersigned hereby agrees to abide by the .rules and regulations of the City of Palm Desert --
relating to the use of facilities. -
Signature of Applicant/Designated Official� ' �
Title Date �zz-��
Note: 1"he p�rson i ning the applica#ion and the statement of information must be an officer of the � �
sponsoring organization. 1f the person is not an afficer of the organization for which application is J �
made, he/she must present written authorization from the group to sign. J �
Official City business vc meetings take precedence over room reservations. AIt efforts wilt 6e �
made to keep approved room reservatians intact, however,the City retains the right to refocate � �
or cancel a function if necessary.
Page 1 of 2
snaoa
For City Use Only: •
Application Accepted By Date
Request: ❑Approved oDisapproved Date
�Charged ❑No Charge Manager Approval
Certificate of lnsurance Needed: ❑Yes ❑ No
Notified:
Applicant Bldg. Maint. Receptianist
Emplayee Assigned Processed By
Rentai Fees:
Totat Hours x$ per Hour $
Refundable Damage/Cleaning Depasit$ $
Additiona(charges for City Staff to be present
after business hours, if necessary and approved:
Hourly�vertime Wage Rate$ x Hour(s) �
Total Paid �
Certificate of lnsurance and Endorsement of Additional lnsured Attached ❑Yes ❑No
�� --
Receipt of Fees:
Reservation Charge/Cleaning and Damage Deposit $
Treasurer's Receipt No.
Accepted By Date
Refund af Deposit, if applicable:
Damage and Cleaning �eposit $
Less Deducfions �� �
Tota! Refund �
Notes: � � - - .
Payable To:
Processed By Date
. Page 2 of 2
912008
CfTY O� PALM DESERT
USE OF THE CIVlC CENTER FACILITIES AGREEMENT
It is the City of Palm Desert's desire that all patrons who periodically use a City of Pafm
Deserf building, room, land, auditorium, gymnasium, arena, stadium, field, area, or other
City af Palm Desert property (the "Facil�ty") are able to enjoy the Faciiity. This
agreement has been set in place to achieve that goa(.
The person signing this agreement and the arganization on whose behalf the Facility
rental is being made (colfectively the "Renter") are responsible for compliance with this
agreement. All Renters are required to read and sign the Facility Use Agreement as
part of the rental and before the facility can be used by the Renter. �Pleas� read
caref�lly, fi11 ouk Facility, Renter, and ever[t sections, ini#ial at the bottom of each page,
and sign in#he signature page at the end af this document.
1. FACILITY INFORMATION
Name of�aci[iry_C'�u�c`��� ����e.�
2. RENTER INFORMATION
Contact Name ��S�� ���``n�`" � � �
Telephone �_� �' �a�C,"�^3��
Organization l.-�-d.��+�".�ri.-,�C.octc.�.�.�e�,.�'�,-�
T'
Address�'7��� �)7"����y} Gl 1
City/State/Zip Pat v�-�`���J�s�.G�C' pi,N�a
3. DESCRiPT10N �F EVENT �
.���an..a�C�occ.l�-d.l�ta.. 'V`�. �k.�.t
��
S`.t�.c. rr� C7-s.r�a,✓�r.�.r.�rn� �e --_
,��uia.�1. �i-9 n,�cC . LNvV 'E�c��d '�"�e� - .
Date of Event ��1 �b � ��
����d$ Page 1 of 6 lnitials��`'
4. CQNDITIONS OF USE
A. Reservations:
1. A Facility is no# considered rented until (1} Renter cielivers to #he City of
Palm Desert, or its authorized agent, the Facility Use Agreement, rental
fee, deposit, certificate of insurance approved by the City Risk Manager,
written evidence of permits and licenses, and any other items deemed
necessary by the Ciijr of Pafm Desert; and (2) the City of Paim Desert, in
i#s sole discretion, approves such rental in writing.
2. A person who is at least eighteen (18) years of age must sign this
agree,ment. The person who signs #his agreement on behalf of a
corporation, non-prafrt, or any other organization must be legally ✓
authnrized to bind the organization in a contractual agreement.
3. Renfier shall provide to the City of Palm Desert City Manager or �
designated r�presentative an official single contact who is to serve as the
represen#ative to the City for Renter's activities.
4. Renter shall be responsibfe for securing all required permits and licenses.
_ �
5. The facili#y shall be used far the purpose sta#ed in this agreement and no
other use will be permitted.
6. Renter shall not usE the City of Palm Desert's name to suggest
endarsement or sponsorship of the e�ent or activity without prior written
a�proval of the City of Patm Desert City Manager. Renter's publicity of#he
event shall clearfy and accurately iden#ify #he name of the sponsoring
organization or individual. .
7. Renter shat! permit any City of Palm Desert officers, employees, or agents
to visit the �vent or activities described in this agreement_
8. Renfer shall be responsible for pickir�g up the keys to the Facility, if any,
fr�m the City of Pafm �esert, or its agent, prior to the e�ent. Renter sha11 M
return keys immediately following the event to #he City of Palm Desert, or
its agent, or at another time agreed to by the City in writing. �
9. Under no circumstances shalE Renter sublease or allow any ather
organization or individuaf to use the Facility for the period for which Renter
has cantracted. Renter is an independent contractor and not the agent or
employee of the City of Palm Dese�t.
B. Fees:
'{. The City of Palm Desert may require a rental fee and/or a deposit from
Renter, which may be colleefed by the City or its agent.
srzoo$ Page 2 of 6 lnitial�""'�, t
2. Any person or agency holding a reservation for the use of Gity of Palm
Desert facilities and desiring to cancel such reservation may be subject to
the wi#hhalding of a portion af or the entire rerttaf fee for the Facility.
3. The City of Pa(m Desert may charge an additional amount for any event
continuing past the ending time stated in this agreement.
4. Renter is responsible for any fast keys, and any costs that the City of Palm
Desert might incur fo replace and/or re-key the Facility.
5. In the event the Facility is damaged, Renter shall be charged for any and
a!I janitoriaf and/or repair fees, and costs including time and materials,
€ncurred by the City of Palm Desert as a result of same and these fees and
costs si�al! be bi[led"ta Renter.
6. The City af Palm Desert may, af its sole discretion, require a damage
deposit from #he Renter at#he time af reservation, which would be returned
in full after the event is completed and no damage to City facilities has
occurred.
C. Indemnificatian and Insurance:
�� 1. Renter shall indemnify, defend, and hold harmless the City of Palm Desert,
r its officers, employees, and agents from any and all losses, costs,
�� 7 expenses, claims, liabilities, actions, or damages, including liability for
��.,,�L.�.� C, injuriss to any person or �ersons or damag� to property arising at any
time during and/or arising out of or in any way connected with Ren#er's
use or occupancy of the Facility and adjoining property, unless solely
caused by the gross negligence ar wilfful misconduct of the City of Palm
Desert, its afficers, employees, or agents.
2. Renter shall procure and maintain general liabili�y insurance against any
and all losses, costs, expenses, claims, liabifities, actions, or damages,
including liability #or injuries to any person ar persons or damage to
property ar[sing a#� any t�me during and/or arising out of or in any way
connected with Renter's use or occupancy of the City of Pa1m Dese�t's
facilities and adjoining property in the amount of $1,QQD,OQO (one million
do[Ears} per occurrence. Such insurance shall name the City of Palm _
Desert, tts officers, employees, and agents as addi#iartal insureds prior ta
fihe rental date of #he Facility, and such insurance shaEl be in force �
continuously throughaut the entire time the Renter uses the Facility.
Renter sha[I file certificates of s�ac� insurance with the City of Palm Desert,
wF�ich sha!! be endorsed to pravide thirEy (30) days notice to the City of
Palm Desert of cancellation or any change of coverage or iimits. If a copy
af the insura�ce certificafe is not approved by the City Ris[c Manager and
on file p�ior t� the event, the City of Palm Desert may, at its discretion,
deny access to the Facility: The City, at it sole discretion, may waive the
insurance requirement, � and may require a cash deposit in lieu of
insurance.
9/2008 Page 3 of 6 � Initials�"�C
3. Renter shall promptly report any persona! injuries or property damage
arising at any time during and/or arising out of or in any way connected
with Rertter's use or occupancy of the City of Palm Dese�t's facilities,
incfuding spectators ta a� event or activity, and adjoining property to the
City of Palm Deser# Risk Manager or his/her designee, in writing and as
soort as practicable.
4. Renter waives any right of recovery against the Citjr of Palm Desert, its
o�cers, employees, and ager�ts far fires, floods, earthquakes, civil
disturbances, regulation of any public authority, and other causes beyond
its control. Renter shall not charge results of "acts of God" to the City of
Palm Desert, its officers, empfoyees, or agents.
5. Renter wai�es any right of'recovery against the City of Palm Desert, its
officers, employees, or agents for indemnifca#ion, eontribution, or
declaratory relief arising out of or in any way connected with Renter's use
or accupancy of the Facility and adjoin+ng praperty, even if the City of
Palm Desert, ifs o�cers, employees, or agents seek recovery against
Renter.
D. Security:
1. The City of Palm Desert, at its sole discretion, may require a certain
number of security officers, or City employees or agents of the City for the
purpose of monitoring the event. Renter shall be responsibfe for procuring
and paying far any required event monitoring.
2. Renter is sole4y respansible for supervising al! individuals at the Facility
and adjoining property during the event. The Cify of Palm Dese�t is not
res�onsibfe for providing this supervision. Hawever, the City of Pa1m
Deser� ar its Police Force may evict individuals from the Faci(ity during the
event if their conduc� is not in the best interest of the public or is deemed
to be detrimental in any way.
E. Set Up/Clean Up/Decorations
1_ Renters, caterers, bands, transportation of rental equipment, anci related
individuals and activities will not be permitted access to the Facitity ri_� or to �
or after the event time period. Renter shall be responsble for arrangmg -_
g e t�me request�d for entry and exit of the Facility.
2. Renter shall not prepare or decarate the Facility prior to the event start
time, unJess Renter provides rental fees, deposits, and insurance for the
time of the preparafion and/or decaration.
3. Renfer shafl not drive or permit to be drivan nails, hooks, tacks, screws,
poles, stakes or ather farms of fasfeners into any part of the Facility and
shaii not make or alfow to be made any alteratians of any kind therein.
Renter sha11 not use duc#tape or permanent markers on walls or floors of
the Facility.
9l2008 Page 4 of 6 Initial���
4. Renter shal! be responsibie for all clean up of the Facility, including
- adjacent graunds, at the er�d of the rental. Renter shall pic[c up, bag, and
remove a!I trash generated by afl activi#y in any way cannected with its use
of the Facility, feaving the Facility clean and free of all trash and iitter.
Renter shall also leave fixtures, if any, in good working condition.
5. Renter shaU not store any-equipment or materials at the Facility or
adjoiniRg properiy without #he prior written approval of the City of Palm
Desert City Manager or designated representative.
6. Renter shall be responsible for any ar�d a#I damage to the Facility andlor
its contents during use. In the event damage occurs or excessive cleaning
is �ecessary, Renter shall be charged for any and all janitorial and/or
repair fees incurred by the City of Palm Desert as a result of damage or
excessive cleaning, and if a damage deposit has been taken by the City,
these fees will be deducted from the deposit.
�. Equipment and Accessories:
1. Renter shall not remove, relocate, or take City of Pafm Desert property
outside of#he Facility for any reason without the prior written approval of
fhe City of Paim Desert City Manager or designated representative.
2. Renter shall not use City of Palm Desert equipment, tools, or furnishings
located in or about the facility withaut the prior written approval of the City
of Palm Deser�City Manager or designated representative.
3. Renter shall not drive motorized vehicles on green space.
4. T�e City of Palm Desert does not provide audio/visual systems, public
address systems, spotlights, floodlights, or projectors. Renter, at its own
cost, may bring these systems in the Facility for fheir use.
5. Renter shall secure the app�oval of the City of Palm Desert before using
audio/visual systems, public address systems, and live or recorded �
amplifed music. Renter shall not recard, televise, or broadcast the event �
or any portion thereaf without prior written approval of the City of Pa[m
Desert City Manager or desigrsa#ed representative. �
6. Depending on the event, the City of Palm Desert may, at its sale
discretion, require the Renter to provide certain equipment, supplies, or
services. These requirements will be listed in an addendum attached to
this agreement. .
G. Miscellaneous:
1. Renter shall comply with all local, state, and federal laws and regulafions
related to the use of the Facility. This includes Americans lMth Disabilities
Act (ADA) compliance, if the Renter is providing facilities for the public, or
9/2008 Page 5 of 6 f nitiaf��
modifying existing City facilities (such as, but not limited to parking,
sidewalks, or spectator seafiing, etc.)
2. Renter shail not admit a larger number of individuals than can lawfulty,
safely, and freely about the Facifity. The City of Palm Desert, or its Police
Departmenf shall, at its discretion, make fhe determination regarding
safety of the individuals participating at the facility.
3. Gambling of any kind is not p�rmitted at the Facility.
4. Smoking is not permitted a#the Faciiity.
�� i
��� 5. No animals are permitted at the Facility, with the exception ofi guide dogs. �
(This does not apply fia City parks and ather City locations where pets are
permifted on leash}.
6. !f Renter violates any part of this agreement or reports false information to
the City of Palm Desert, the City of Palm Desert may refuse Renter further
use of the Faciiity �and Renter shall forfeit a portian of or ali of the rental
fee and/or the deposit.
7. The City of Palrn Dese�# may impase additional requirements as deemed
necessary to protect the health, safety, and/ar weifare ot fhe community.
8. Any person aggrieved by the City of Palm Desert's decision with respect
to this agreement may appeal to fhe City af Palm Desert City Manager or
designa#ed representative in writing no later than five (5} days after the
City of Palm Desert's decision has been communicated to tF�e agg�ieved
party.
9. If any provisian of this agreement is he[d to be invalid or unenfarceable,
#he remaining provisions shaff remain in full force and effect.
I am an authorized agent of the organization submitting this agreement The
information provided in this agreement is true and correc� ! have read and
understand fhis agreemenf and agree fo all of the aforemenfion�d rules,
regulafions, and cunditions of use. --
Signafure • --f
Print Name Sv�a.� 1�1. �v�,�
Date_ �Z�%d�
9�20�8 Page 6 of 6 Initia(��''�' "
From: Susan Ausman [mailto:swausman@yahoo.com]
Sent: Monday, August 24, 2009 11:12 AM
To: Greenwood, Mark
Subject: RE: Leadership Coachella Valley- Use of Palm Desert Facilities
Mark,
i can get you the certificate of insurance coverage on Thursday. Will that be enaugh time?
Tha n ks,
Susan
From: Susan Ausman [mailto:swausman@yahoo.com]
Sent: Saturday, August 22, 2009 2:43 PM
Mark,
I'm so embarrassed—I knew your name sounded very familiar and after I sent the email I realized it was because you
were in my LCV class! !'m so sorryi!
Picnic tables in the atrium would be terrifici Is the area big enough to accommodate tables for the buffet and tables for
classmates? Is it also possible that they can eat outside?
Attached is the completed application. We would iike ta request a waiver of the fees—is there another document you
would like us to fill out for that? Alsa,would it be possible to use the City's AV equipment for PowerPoint and videos?
Many thanks for al!yaur help.
Best Regards,
Susan
From: Susan Ausman [mailto:swausman@yahoo.com]
Sent: Wednesday,August 19, 2009 4:02 PM
Mark,
Frankie Riddle gave me your name. The City of Palm Desert has been very gracious in allowing Leadership Coachella
Valley to hold one of its classes at its facilities. We would be thrilled if we could once again use your facilities on October
16, 2009 from 8-4:30. If we could use the City Council meeting room for most of the day and part of the grounds for the
K-9 demonstration, we would be most appreciative.
Feel free to email or call me with any questions. We would be happy to fill out any paperwork necessary.
Best Regards,
Susan Ausman
Secretary
Leadership Coachella Valley