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Home My WebLink AboutAGENDA REPORT 2016 0907 CCSA REG ITEM 10K ITEM 1O.K. CITY OF ie1Or)RRPARK.CALIFORNIA c unc,i1 Meeting of_ __ 9-7-. 4/L) MOORPARK CITY COUNCIL --�'"' '" •� %- AGENDA REPORT 8Y: TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director 51L— BY: Jennifer Mellon Recreation and Community Services Manager DATE: August 10, 2016 (CC Meeting of 09107116) SUBJECT: Consider Request from the California Department of Rehabilitation to Co-Sponsor a Job Fair at Arroyo Vista Recreation Center and Waive the City's Facility Rental Fee DISCUSSION The City has received a written request from the Thousand Oaks office of the California Department of Rehabilitation (DOR) for the use of the Sycamore Room at the Arroyo Vista Recreation Center to hold a public Job Fair in honor of the National Disability Awareness Month. The DOR is a State agency that has the goal of promoting employment, independence and equality in the state of California. The purpose of the event is to sponsor a Job Fair, where local businesses can meet with individuals in the community who are looking for employment. The DOR places special emphasis on promoting the Job Fair through local organizations, businesses, schools and other programs that provide services to individuals with disabilities. The DOR wishes to hold this event in Moorpark due to the central location to Cities they plan to target during this workshop; particularly, Moorpark, Simi Valley, Thousand Oaks and Camarillo. The DOR is requesting that the City co-sponsor the event and waive the rental fees for use of the Sycamore Room, including use of the chairs and tables. The DOR workshop is free and open to all individuals. Staff believes that there is a direct benefit to the residents of Moorpark. The Job Fair will be scheduled on Thursday, October 20, 2016, from 8:00 a.m. to 1:00 p.m. There will be some direct costs to the City for the set-up and takedown of the event which will be minimal. The DOR estimates that approximately 100 individuals will attend this workshop and staff estimates that it will take approximately 1.5 hours total to set-up, takedown and clean the facility. This will incur an additional cost of approximately $52.50 in staff time. Staff is recommending that the City Council waive the facility rental fees, and require that the DOR pay for the City's direct staff costs for event set-up and takedown. By waiving the rental fees for use of the facility, plus chairs and tables, the loss of revenue will total $392.50. 249 Honorable City Council Regular Meeting of September 7, 2016 Page 2 STAFF RECOMMENDATION Approve the co-sponsorship of DOR's Job Fair on October 20, 2016, waive the facility rental fees, and require that DOR pay City's direct staff costs for the job fair. Attachment: DOR's written request 250 � J .b .11+11.,74..._ a{. 141*44 i; Ikt YCity of Moorpark, Recreation Division :111r4.44k\,.07 AARROYO VISTA RECREATION CENTER litor FACILITY RESERVATION APPLICATION All areas of the application must be completed. Please print neatly. Applications must be received a minimum of 30 days prior to requested rental date. A $125 deposit is payable at time of application to hold reservations. Full payment is due 30 days prior to rental date to confirm reservation. Reservation dates on a Rental Permit may not span a time period of more than ninety(90)calendar days. If application is approved, a permit will be emailed or mailed to you. If application is not approved,you will be contacted by phone. THIS IS NOTA PERMIT. APPLICANT INFORMATION" " Last Name: vlfi� First Name: � 1►�t Date of Birth(MMDDYY): 740/0 I Driver's License#: C 1-0 era 3 SV Expires: 7/4-e ) I� Organization Name(if applicable): b aI rm F faktipN4/47vl L61'1 ❑Business Government agency ❑ For-profit organization ❑Non-profit organization: 501 (C)Number(required): Address: 1D1 l-Wen-cam,p 2)1,6-,VS City/Zip: rhas/(4?kJ' ,,n '70‘o e Phone: 5)3 7 115 j-74' Cell Phone: (g).r:)yv (3k7 E-mail Address: pluhro r,Cd �N RESERVATION INFORMATION Reservation Dates(s): ' ii¢..L tJc I`O4 a-O 16 Day(s)of the Week: (circle): M T W F S SU Start Time: $ /,1M PM End Time: AM fip• Set up and clean up times must be included in reservation. Rooms will not be unlocked until reservation start time. Is the activity: ❑A private function(invited guests only) -OR- 0 Open to the public(admission charged: Yes No) Type of Activity:0 Birthday Party 0 Baptismal Party 0 Fund Raiser 0 Meeting 0 Other: Estimated Total Attendance(including adults and children): I On Rooms Requested: NSycamore Room ['Jacaranda Room . NKitchen ['Gymnasium 0 Magnolia Conference Room Equipment Requested: Subject to approval;additional fees apply 0 NONE ❑Convection Oven ❑Stage Risers(number: ) 0 Other: Chairs: GO.70 ®Tables:60' Rounds I 6'Rectangle J5'30 Special Conditions: Subject to approval.Restrictions and certain requirements may apply,Including security deposits and Insurance. pia NONE 0 Disc Jockey/Band(s) ❑ Dance Floor/Stage 0 Concessions/Food Vendors ❑Caterer ❑ SalesNendors(describe): 0 Other(describe) Insurance Requirement: Insurance is required for all facility rentals. EI I will provide a Certificate of Liability Insurance and Endorsement through the organization's policy 0 I will purchase insurance through the City. (Required for organizations without general liability insurance and all individuals.) I certify that the above information is true and correct, and that all information regarding the above facility reservation has been disclosed. I further agree to immediately notify the Recreation Division if any of the above information changes. Signed: �'J/)'ta . i L1 Date: Print Name: vU J4ir t eqf" 56,11-r Title(if applicable): 61-4,(-E SPz c4 .s,/1148 alre.:T/p°f OF 12ektbittAdvA 2/23/'g251 • ,.,: ` FACILITY RENTAL AGREEMENT Right to Revoke or Deny a Permit: The City of Moorpark The City may revoke or deny a Rental Permit when it is determined ii by the Director or his/her authorized designee that the proposed use of the facility will not be in the best interest of the City. A :3. Rental Permit may be revoked or denied for violation of any rule or regulation contained herein by the Renter, Renter's guests, attendees, employees, or vendors. Rental Permits may be revoked or denied if the Renter is found to have falsified or omitted information on a Reservation Application. If the City revokes or denies a Rental Permit for any of these reasons, all fees and ,y1? deposits paid will be forfeited and the Renter may be suspended from future Rentals of any City facility. 'w Cahcellatlons: Rental cancellations are subject to the following: a. For cancellations received ninety (90) days or more in ' advarjce of the Rental date, the City will refund all fees (except non-refundable fees) paid less a $25 processing fee. b. For r Vi...r cancellations received between eighty-nine (89) and fifteen (15) days prior to the Rental date, the City will refund all fees paid t ,. ,��except non-refundable fees) less any costs incurred by the City, plus a $100 cancellation fee and a $25.00 processing fee. c. ,�, '( �,kc 3i '4' "'Cancellations received less than fifteen (15) days prior to the Rental date, the City will refund the security deposit only, less any costs incurred by the City plus a$25 processing fee. .7.':i '",,',7t.•'Fieiponsibility for Damages and Clean Up: AU or a portion of the security deposit may be retained for excessive clean up of ' ,;tithe facility, any damage to the premises, additional staff costs not included in the fees paid, or if the Renter fails to meet any ir;' ;,condition of the Rental. Should damage, cleanup or other expenses exceed the amount of the deposit, the Renter shall be billed '! .."' `for the difference. The Renter is responsible for moving all of their items at the end of their Rental. Items remaining behind will be disposed of and the staff time required to perform said task will be deducted from Renter's security deposit. Renter shall clear • • l'''.` ,all tables, remove all decorations, sweep the floor, and place all trash and debris in lined trash cans provided by City. Food and .. spills on the floors should be cleaned. If any,stains remain, costs incurred by the City for professional cleaning will be deducted from the security deposit. If the kitchen is used, the counter must be wiped down and cleaned. If cleanup exceeds one-hour, • additional labor time will'be deducted from the security deposit at a rate identified in the Facility Fee Resolution. Renter should • inspect the area with the assigned City staff person after the event to identify any damages or misuse resulting from the Rental activity.The Director shall make the final decision on what portion of the security deposit will be refunded;: Insurance: The Renter must purchase liability insurance coverage through the City's provider for their Rental with limits of bodily t injury and property damage of not less than $1,000,000. Businesses and nonprofit organizations may provide their own • insurance coverage in the same amount, with the City of Moorpark named as additionally insured. Insurance documentation including certificate of liability insurance and endorsement naming the City as additional insured, and in a format acceptable to the City, must be provided to the City thirty(30) days prior to Rental date. Terms of Use: Renter agrees to obey all City policies, rules and ordinances, and State and Federal laws, including, but not limited to Health and Safety Codes. The City of Moorpark reserves the right of full access to all facilities at any time. Facility will only be opened to the Renter with proof of identification. Facility will not be opened unless Renter is on the premises. The facility . will not be opened prior to the start time of the rental. ., Keys: Keys to the facility will not be issued under any circumstances. Staff will be available during Rentals to accommodate any I access needs by Renter. Opening and Closing Procedures: The City will be responsible for opening and closing rented facilities. City staff will conduct a walkthrough of the facility with the Renter to note any previous unusual damage prior to the use. Set Up: The City shall set up the facility for each Rental based on a diagram provided by the Renter. Set up diagrams shall be provided to the City no less than five (5) calendar days prior to the event. A fee shall be charged for equipment use and set up as specified in the Facility Fee Resolution. Decorations:All decorations must be approved by the City and comply with Section 13 - 143 of the Health and Safety Code of the State of California as to flame proofing. The City shall also pre-approve location and method of installation. The use of nails, tacks, scotch/duct tape or staples are not permitted. Decorations and/or any type of wire or cord may not be hung or draped on any light fixture inside/outside the facility. Time for decorating must be included in the Rental time. Vendors/Contractors: Renters must disclose any vendor, contractor, or subcontractor working their Rental including, but not . limited to caterer, disc jockey, and entertainer, in the appropriate space on the Reservation Application. Failure to provide the required information will be considered falsification of the Reservation Application and may lead to the revocation of the Rental Permit and the loss of all fees paid including the security deposit. The City reserves the right to require Renter's vendor, contractor, or subcontractor to provide insurance, name the City additionally insured, and to sign a Hold Harmless and Indemnification provision.Vendors and contractors must hold a current Moorpark Business Registration. Storage: Storage is not available with the exception of use of the refrigerator/freezer, limited to the hours of the permitted Rental. For use of the refrigerator/freezer, the kitchen must be rented and associated Rental fees paid. 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