[R.O. 2013 § 150.103; Ord. No.
01-1-11 § 2, 1-18-2011]
As used in this Article, the following terms shall have these
prescribed meanings:
The equipment listed specifically on the pre-event inspection
checklist, which is provided by the City as a component of the use
of the Community Center; including, but not limited to, kitchen appliances,
serving- and tableware, chairs, and tables.
A Lawson area resident, who is twenty-one (21) years of age
or older, who will be the single point of contact for the City of
Lawson for the planning of, and for the duration of, an event held
at the Lawson Community Center.
For persons, means a person whose residence is within the
boundaries of the Lawson R-XIV School District; and for entities,
means an entity located within the City limits of Lawson. Sufficient
proof of residency shall include, but shall not be limited to, a tax
receipt showing payment of property taxes to the Lawson R-XIV School
District for the immediately preceding tax year.
[R.O. 2013 § 150.105; Ord. No.
01-1-11 § 2, 1-18-2011]
A.
Hours Of Operation. The hours of operation of the Lawson Community
Center are between 8:30 A.M. and 11:00 P.M., Sunday through Thursday,
and between 8:30 A.M. and 12:00 Midnight, Fridays and Saturdays.
B.
Dates And Times Unavailable.
1.
During regular meetings of the Lawson Board of Aldermen (after
5:00 P.M. on the third Monday of each month).
2.
During special meetings of the Lawson Board of Aldermen (as
called from time to time by the Board of Aldermen).
3.
During regularly scheduled sessions of the Lawson Municipal
Court.
4.
During regularly scheduled meetings of the Lawson Park Board,
Lawson Planning and Zoning Commission, and the Lawson Board of Adjustment.
C.
Emergency Cancellations. The City will not cancel an event unless
in the case of emergency, or the building is in a condition unsuitable
for public use, or if it is in the best interest of the community's
health, safety, or welfare.
[R.O. 2013 § 150.110; Ord. No.
01-1-11 § 2, 1-18-2011]
B.
Tentative Reservations.
1.
Tentative reservations may be made by the designated responsible
party in person or by telephone, provided that for any telephone reservations,
the designated responsible party must speak to a City employee; voicemail
messages are not sufficient to create a tentative reservation.
2.
Tentative reservations will be valid for one (1) full business
day after the date a tentative reservation is made (example: a tentative
reservation made at any time during regular business hours on Friday
will be valid until the end of the next business day, which is normally
Monday, or would be Tuesday if the following Monday is a holiday).
3.
Tentative reservations are designed to allow a designated responsible
party the opportunity to complete the information necessary to make
a formal reservation. If the tentative reservation expires before
a formal reservation is completed, the City will no longer hold the
time and date requested by the tentative reservation. In the event
that another applicant requests use of the Community Center for an
overlapping date and time during the pendency of a tentative reservation,
the latter applicant will be given the opportunity to formalize his/her
reservation upon the expiration of the immediately preceding tentative
reservation. In this circumstance, the prior applicant may request
a second tentative reservation, but availability of the Community
Center will be subject to whether the second applicant's tentative
reservation is formalized.
C.
Formal Reservations.
1.
Formal reservations for use of the Community Center must be made in person, or delivered in writing, at Lawson City Hall within one (1) business day after a tentative reservation has been made in accordance with Subsection B of this Section, if applicable.
2.
Formal reservations are subject to availability of the Community
Center and any pending, unexpired tentative reservations.
3.
Completion of a formal reservation requires the following:
a.
The designated responsible party must file a signed rental application
with City staff;
b.
The designated responsible party must pay the applicable security deposit, as set forth in Section 230.040; and
c.
The designated responsible party must submit a signed rental
agreement to the City staff within one (1) business day after filing
the rental application.
D.
Time For Making Reservations.
1.
Tentative or formal reservations must be made during regular
business hours at Lawson City Hall.
2.
Reservations may be made up to six (6) months in advance of
the date of the proposed event.
3.
Reservations shall be made not later than two (2) business days
prior to the date of the proposed event.
4.
The City Administrator, in his/her sole discretion, shall have
the authority to waive or modify the requirements of this Subsection.
E.
Recurring Reservations.
1.
The designated responsible party may make a recurring reservation
at the time the tentative and/or formal reservation is made.
2.
Recurring reservations may be made up to six (6) months in advance.
3.
Recurring reservations are subject to availability of the Community
Center in accordance with this Article.
4.
Persons or entities who use the Community Center free of charge in accordance with Section 230.040(G) may not reserve the Community Center for more than twelve (12) dates per year; however, this Section is not intended to prohibit such person or entity from using the Community Center if it is not otherwise being used by a person or entity who has paid for use of the Community Center on the desired date at the desired time.
F.
Cancellation Of Reservations.
1.
The designated responsible party requesting a cancellation of
reservation for use of the Community Center must do so at least twenty-four
(24) hours prior to the beginning of the scheduled event.
2.
The designated responsible party shall provide notice of the
cancellation by telephone or in person at City Hall. Cancellations
made by telephone must be made by speaking with a City employee working
at City Hall; voicemail cancellations will not be accepted. Cancellations
made in person must be communicated to a City employee working behind
the counter at City Hall.
3.
Cancellations made less than twenty-four (24) hours prior will
result in the forfeiture of the security deposit made in conjunction
with the event.
4.
The City Administrator, in his/her sole discretion, may make
exceptions to this policy on a case-by-case basis in the event of
very severe weather or other unusual or emergency situations.
[R.O. 2013 § 150.115; Ord. No.
01-1-11 § 2, 1-18-2011]
B.
Rates For Time In Excess Of Scheduled Event. The time of the event
as listed on the rental agreement shall be strictly enforced. If an
event exceeds the time provided in the rental agreement, the additional
time will be charged according to the applicable hourly rates for
use of the Community Center for the additional time. If an event exceeds
the time provided in the rental agreement and the additional time
overlaps the time of another renter's event, the additional time will
be charged at two (2) times the applicable first-hour rate for use
of the Community Center for the additional time. The rental agreement
shall provide for the designated responsible party's authorization
of these additional charges which, if incurred, shall be subtracted
from the security deposit, and any shortfall shall be billed to the
designated responsible party.
C.
No Fractional Hours. The hours of any event shall not be prorated (i.e., there shall be no fractional hours). If an event runs longer than planned, the additional time shall be billed for time rounded up to the next full hour, in addition to any penalty that may be applicable pursuant to Subsection (B) above.
D.
Form Of Payment. All payments made pursuant to this Section shall
be in the form of cash, cashier's check, money order, or personal
check; provided that positive identification is provided for each
personal check tendered.
E.
F.
Status Of Security Deposit. All security deposits collected to secure
Community Center rental reservations are normally deposited in City
bank accounts on the date received. Security deposits will not be
held separately for eventual return to the responsible party. Refunded
security deposits will always be in the form of a City check made
payable to the responsible party and will normally be made within
ten (10) business days following the rental period.
G.
Waiver Or Discount Of Rental Rate Or Security Deposit.
1.
Any requests for waiver or discount of the rental rate and/or
security deposit shall be made, in writing, to the Park Board not
less than two (2) days prior to the Park Board's regularly scheduled
meeting which precedes the proposed event by at least seven (7) calendar
days. Requests for waiver or discount shall be in the form of a request
for Park Board sponsorship of the proposed event.
2.
"Sponsorship" as used in the context of this Subsection (G) means support of a majority of a quorum of the Park Board present to consider the request for a waiver or discount of rental rate or security deposit, and shall not function as a pledge of funds for the proposed event.
3.
The designated responsible party shall appear in person before
the Park Board to present its request for waiver or discount of the
rental rate or security deposit.
5.
The Park Board shall use the following standards for determining
whether to approve, disapprove, or approve with conditions a request
for waiver or discount of rental rate and/or security deposit:
a.
It is in the best interest of the City to provide a place for
senior citizens to gather to participate in organized activities to
promote a healthy and active lifestyle and to recognize and honor
the lifelong contributions to the community of the City's senior citizens;
therefore, the Board of Aldermen encourages Park Board sponsorship
through the waiver or discount of rental rate and/or security deposit
for organized senior services activities.
b.
It is in the best interest of the City to provide a place for
events having the purpose of raising funds for community-based organizations
which foster the development of civic, service, and artistic character
for the youth of this community, which organizations include, but
are not limited to, Boy Scouts, Girl Scouts, 4-H, organized children's
sports teams, youth band and choir, and other similar organizations;
therefore, the Board of Aldermen encourages Park Board sponsorship
through the waiver or discount of rental rate and/or security deposit
for fund-raising events for community-based organizations as described
herein.
c.
It is in the best interest of the City to provide a place for
events having humanitarian purposes and that tend to promote community
closeness, such as fund-raising, increasing the awareness of, or providing
a forum for, the practice of such humanitarian acts, including, but
not limited to, blood drives, organ donor drives, marrow donor drives,
cancer awareness events or similar events; therefore, the Board of
Aldermen encourages Park Board sponsorship through the waiver or discount
of rental rate and/or security deposit for humanitarian events as
described herein.
d.
In the event that a party is aggrieved by the Park Board's decision
regarding a request for waiver or discount of rental rate and/or security
deposit, the designated responsible party (or, on behalf of the City,
the Mayor, an individual Alderman, or the City Administrator), may
appeal such decision to the Board of Aldermen at its next regularly
scheduled meeting. Such appeals must be filed in writing at City Hall
and shall be filed within three (3) business days after the day the
Park Board's decision was rendered. The Board of Aldermen's decision
upon such review shall be final. The appeal may be made after the
date of the proposed event; provided that the designated responsible
party paid the applicable fees under protest and held the event despite
the Park Board's disapproval of the request for waiver or discount
of rental rate and/or security deposit.
H.
Rates Subject To Increase By Board Of Aldermen. Income and expense
information for operation of the Community Center will be reviewed
annually during the budget preparation process to determine if adjustments
to the rental rates are necessary. In the event that the Board of
Aldermen legislatively changes the rental rates six (6) or more weeks
prior to the date of a formally reserved event, the City shall have
the option to apply the revised rates to the event.
[R.O. 2013 § 150.120; Ord. No.
01-1-11 § 2, 1-18-2011]
A.
Pre-Event Inspection Checklist. At the time the designated responsible
party is provided a key for access to the rental space, he/she will
be provided a pre-event inspection checklist for use in determining
the existing condition of the rental space and associated Community
Center equipment or fixtures. The pre-event inspection checklist shall
be completed by the designated responsible party, who shall note any
discrepancies in the material condition of the rental space, fixtures,
or Community Center equipment. A City representative will cosign the
pre-event inspection checklist to verify the existing conditions in
the rental space at the time of rental.
B.
Post-Event Inspection Checklist. At the conclusion of the event,
following all required cleanup, the designated responsible party will
reinspect the rental space jointly with a City representative to note
any new discrepancies in the material condition of the space, fixtures
or Community Center equipment. The responsible party will be required
to cosign the post-event inspection checklist and is accountable for
any new damage noted on this report. Direct and indirect costs for
additional cleaning or repairs will be deducted from the appropriate
security deposit. In the event that the cost of repairs and/or labor
charges for such repairs needed to put the facilities back to their
previous condition exceed the amount of the security deposit, the
difference (shortfall) will be billed to the designated responsible
party. The City Administrator, in his/her sole discretion, shall determine
deductions made from security deposits, if any.
[R.O. 2013 § 150.125; Ord. No.
01-1-11 § 2, 1-18-2011]
A.
The duration of the rental period for the event shall include both
setup and cleanup time.
B.
The designated responsible party shall be present at the Community
Center for the entire duration of the event, and shall make himself/herself
available by mobile phone or in person for any communication with
City employees deemed necessary by such City employees in the circumstances.
C.
The designated responsible party shall permit City employees, including
but not limited to, officers of the Lawson Police Department, to be
present in the facilities at all times for the duration of the event,
to the extent deemed necessary by such City employees in the circumstances.
[R.O. 2013 § 150.130; Ord. No.
01-1-11 § 2, 1-18-2011]
A.
The Community Center may be used for private parties, meetings, and other events, as well as activities open to the general public in accordance with the availability restrictions provided in Section 230.020.
B.
No smoking, use of tobacco, illegal substances, or alcoholic beverages
of any kind are permitted in the Community Center at any time.
C.
Storage of personal items pertaining to the event is not permitted.
Items left in the Community Center after the event has concluded will
be disposed of immediately.
D.
Use of the facility for the duration of the event shall not be denied
by the designated responsible party on the basis of race, religion,
color, or national origin.
E.
Decorations.
1.
Decorations are allowed on tables, chairs, floors, ceilings,
and windows.
2.
Decorations shall not be placed, mounted, or hung on the walls
unless approved by the City Administrator. No nails, screws, staples,
or tacks may be used to fasten decorations to the tables, chairs,
floors, ceiling, or windows.
3.
If attaching decorations to the ceiling, decorations may only
be attached to the metal ceiling tile frames and not to the ceiling
tiles. No tacks or staples shall be used in the ceiling tiles. The
designated responsible party shall provide his/her own ladder. Do
not stand on tables or chairs.
4.
Only masking tape can be used; all other tapes are prohibited.
5.
No open-flame candles are permitted, except candles lit for
five (5) minutes or less as decorations on a birthday cake are permitted.
Battery-powered lights designed to look like candles are permitted.
