The purpose of this policy is to serve as a guideline for the
management and scheduling of the city’s “Old Bee Cave
School House” (hereinafter the facility) and to balance the
requirements necessary to conduct public business with the needs of
citizen and community-based access and use of the facility.
(Ordinance 371 adopted 2/13/18)
Use of the Old Bee Cave School House owned by the city shall
be for the primary purpose of conducting official public business
on behalf of the city. Meetings of the city council, city committees,
city-appointed boards and commissions, and city departments shall
take precedence over other community uses of this facility.
(Ordinance 371 adopted 2/13/18)
(a)
Approval authority.
The city manager, or designee, may approve requests from members of the public to use the facility for prescheduled events as described in section 16.02.007.
(b)
Review.
The city manager, or designee, will review and
approve or deny the use request based upon criteria including, but
not limited to, the following:
(2)
The facility is not intended to be used for commercial purposes or
the promotion or sale of products;
(3)
The event will not cause a detrimental impact to the city staff and
available resources, or the physical capacity of the facility to host
the event, including, but not limited to:
(A)
The availability of city staff to accommodate requests for reservations
during nonbusiness hours.
(B)
The parking capacity and the potential impact on the facility, or
on other city-owned facility, or on other requested or planned events.
(C)
The number of planned participants and the traffic impact upon the
location.
(D)
Other scheduled events at adjacent city facility or locations.
(c)
Appeal of designee’s decision.
If the event does
not meet the stipulated criteria or the application is not approved,
the requestor may, in writing and within three (3) business days after
the date of the decision (if the decision was made by a designee of
the city manager), petition the city manager for review and approval
or denial. The city manager’s decision shall be final.
(Ordinance 371 adopted 2/13/18)
(a)
Reservation procedure.
Reservations are on a first-come,
first-served basis and may be made in person or by phone, and must
be confirmed with the submission of a completed reservation application.
Reservation applications shall be submitted to the city manager, or
designee, office for review. All reservations must be made between
the hours of 8:00 a.m. and 5:00 p.m. Monday through Friday, exclusive
of holidays. Requests for community uses of the facility must be received
within at least ten (10) business days, but no more than thirty (30)
calendar days, prior to the requested time. Requests by local scout
troop and youth organizations associated with LTISD and have a 501(c)3
exemption for use of the Old Bee Cave Schoolhouse facility located
at 13333-A Highway 71 West must be received within ten (10) business
days, but not more than 180 calendar days prior to the requested time.
(b)
Damage deposit and rental fee.
All reservations shall
require a damage deposit and rental fee which must be paid in full
upon approval of the application. Failure to tender the required damage
deposit and rental fee shall result in the cancellation of the reservation.
(c)
Damage deposit refunds.
Will be issued after the event
if the facility is cleaned and left in the same or better condition
as it was prior to the event, as determined at the sole discretion
of the city manager or designee.
(d)
Rental time periods.
All rental time periods must be
in consecutive hours. No permittee will be allowed to split a rental
into multiple time periods for the purpose of decorating or any other
purpose. No overnight functions will be allowed, and all functions
must conclude by 9:00 p.m.
(e)
Notice of cancellation.
The city requires written notice
of any cancellations at least seventy-two (72) hours prior to the
scheduled event. Failure to comply will be grounds for the city’s
denial of the privilege of reserving the facility in the future and
will result in the forfeiture of any deposit.
(f)
Requests for multiple dates.
(1)
In order to maximize the availability of the facility for community
use, consideration of requests for multiple dates will be denied.
No single activity or group shall be permitted to monopolize the facility.
Groups may only use the facility one day each week with a 4 hour maximum.
(2)
Local scout troops and youth organizations associated with LTISD
and have a 501(c)3 exemption may reserve the schoolhouse facility
and schedule meetings up to six (6) months in advance. Scout troops
may only use the schoolhouse facility one day per week with a 2-hour
maximum time limit.
(g)
Reservation overrides.
The city shall have the authority
to schedule priority functions that may necessitate the removal of
community use activities previously scheduled. If such change is required,
the city manager shall notify the contact person identified on the
submitted request form as soon as possible. If the city cancels an
event, the city shall give a full refund of the reservations and damage
deposit to the permittee. Overriding previously scheduled events shall
not subject the city to any liability whatsoever.
(h)
Blackout dates.
The facility will not be available for
reservation on the following holidays: New Year’s Day, Martin
Luther King, Jr. Day, Good Friday, Memorial Day, Independence Day,
Labor Day, Thanksgiving and the day after Thanksgiving, Christmas
Eve and Christmas Day or such other dates that the city may designate.
If the holiday falls on a Saturday or Sunday, the facility may not
be available the Friday prior or the Monday after the holiday in accordance
with the city’s holiday schedule.
(Ordinance 371 adopted 2/13/18)
(a)
Required staff support.
Business hours for the city
are from 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding
city holidays. For reservation requests approved for events to be
held during business hours, the city manager will designate a city
staff member to assist the individual and/or organization during the
reservation period.
(b)
Access during nonbusiness hours.
A member of the city
staff may be required to be present for community uses of the facility
during nonbusiness hours. If city staff presence is required during
a reserved community use, the individual and/or organization submitting
the meeting request must pay the cost for the city staff to be present
during the event. Two-hour minimum compensation for city staff is
required, payable at the applicable overtime rate. Approval of requests
for events that are to occur during nonbusiness hours is also subject
to the availability of a police officer to be present at that time.
Four-hour minimum compensation for a police officer is required, payable
at the applicable overtime rate.
(c)
Catering and food service.
Any caterer hired by the
permittee must be licensed by the county health department and must
have a current city food service permit.
(1)
The permittee and guests may bring food and beverages for the event.
The permittee and attendees may not prepare or cook food in the facility.
(2)
There is no grease trap in the facility. Therefore, anyone serving
any product resulting in grease residue or production will be required
to remove that grease from the facility at the end of the event. Any
grease spills must be completely cleaned up at the end of the event,
or the permittee or caterer must pay for any such cleanup.
(3)
The permittee must furnish its own cleaning supplies, such as extra
garbage bags. The city may furnish a vacuum cleaner, mop and broom
for the permittee’s use.
(d)
Restrictions.
The following restrictions shall apply
to reservations in the facility:
(1)
Decorations.
Decorations may not be taped, nailed, tacked,
screwed, or otherwise physically attached to any walls, furniture,
ceilings or floors in city-owned facility. Confetti and/or glitter
are prohibited. No fog machines, rice, sand or sawdust are permitted
on the premises.
(2)
Tobacco use and alcoholic beverages.
The facility and
city-owned property is tobacco and alcohol-free.
(3)
Firearms or explosive devices.
No firearms or explosive
devices are allowed in the facility or on city-owned property.
(e)
Objectionable conduct.
(1)
Any person whose conduct is disorderly or disruptive may be subject
to removal from the premises. Examples of disorderly or disruptive
conduct include, but are not limited to, the following:
(A)
Intoxication or any liquor violations (minor consumption, minor possession,
etc.).
(B)
Use of abusive, indecent, profane, or vulgar language.
(C)
Making offensive gestures or displays.
(D)
Abusing or threatening another person in an obviously offensive manner.
(E)
Making unreasonably loud noise.
(F)
Fighting with another person.
(G)
Vandalism.
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If the city’s authorized representative, security personnel,
or any peace officer deems any such conduct inappropriate, the person
engaged in such conduct will be subject to removal from the premises.
If the city’s authorized representative, security personnel,
or any peace officer deems it necessary, the event at which such conduct
has occurred may be terminated.
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(2)
The permittee of the event at which any such ejection occurs shall
hold harmless, indemnify and defend the city and its officers, agents,
and employees against any claim related to such termination and ejection.
(3)
Any of the above conduct may result in loss of the permittee’s
deposit.
(f)
General information.
(1)
By agreeing to this policy, the permittee hereby agrees to indemnify,
save, and hold harmless the city and its officers, employees, agents,
and licensees against any and all liability, damage, loss, claims,
causes of action, expenses or demands (collectively “costs”)
of any nature whatsoever, on account of personal injury (including,
without limitation, workers’ compensation and death claims),
or property loss or damage of any kind whatsoever, which arises or
is claimed to arise out of or is claimed to be in any manner connected
with construction, installation, existence, operation, use, maintenance,
repair, restoration, or removal of the city-owned facility pursuant
to this policy. The permittee must, at its own expense, investigate
all those claims and demands, attend to their settlement or other
disposition, defend all actions based thereon using counsel satisfactory
to the city attorney, and pay all other costs and expenses of any
kind arising from any of the aforesaid claims, demands or causes of
action. The permittee must notify the city manager, or designee immediately
in the event of any injury to any persons or damage to any property.
(2)
Animals of any kind are not permitted in facility with the exception
of assist dogs trained and in service to a physically impaired or
challenged person, except in conjunction with an approved exhibit,
display or performance legitimately requiring use of animals.
(3)
The city shall assume no responsibility for any property placed on
or in its facility and/or grounds and is released from any [and] all
liability for loss, injury, or damage to persons or property that
may be sustained by the use or occupancy of facility.
(4)
The city is not responsible for any personal property left on the
premises. All property of the permittee needs to be removed by the
end of the reservation period. Any property remaining on the facility’s
premises is deemed abandoned by the permittee and will be disposed
of.
(5)
The permittee assumes all responsibility for all damages to facility,
property, furniture, and/or equipment provided by the city to the
permittee, as determined at the sole discretion of the city manager’s
office or designee. Damage incurred during an event will result in
the loss of all or part of the permittee’s reservation and damage
deposit, and could result in additional charges depending on amount
of damage. The amount deducted or charged will be equal to the cost
to the city to repair the damage. Damage may jeopardize the permittee’s
ability to reserve any of the city’s facility in the future.
The permittee must notify the city manager or designated representative
on duty immediately if the reserved facility was damaged prior to
the permittee’s entry. Failure to do so shall result in the
presumption that any damage found at the end of the reservation period
resulted from the permittee’s use of facility.
(6)
All groups or individuals using facility shall comply with all laws,
including federal, state and local laws. These laws shall include
all city ordinances and all regulations of the city and its departments
which may in any way affect the reservation or use of the facility.
(7)
The use of open flames, flammable liquid, or material under high
pressure is prohibited.
(8)
The permittee shall not operate, manage or conduct any activities
or events or operate the facility in a manner that would discriminate
against any person on the basis of race, age, religion, disability,
national origin, gender or residence or that would otherwise violate
title VI of the Civil Rights Act of 1964. The permittee will not conduct
any activities or events or operate the facility in a manner that
would cause the city to be in violation of any federal, state, or
local law or ordinance, or to be in violation of any deed restrictions,
covenants or easements in effect for the facility.
(9)
No groups or individuals may schedule or hold an event having larger
attendance than the established occupancy limit of the facility.
(10)
All facility equipment must be set up and taken down by authorized
city staff. No equipment shall be removed from the facility at any
time.
(11)
Any person entering the facility improperly attired may be required
to leave by staff.
(12)
No portion of the sidewalk, entries, plaza walkway, passages, doors,
aisles, vestibules, or other ways of access to the public utilities
on facility premises are permitted to be obstructed, nor can any windows,
ventilators or lighting fixtures be obscured.
(13)
No permittee may solicit or collect donations at the facility without
prior approval of the city.
(14)
Unless expressly stated to the contrary in these policies, a violation
of these policies shall result in the forfeiture of any deposit or
fee paid for the facility reservation and jeopardize the permittee’s
ability to reserve the facility in the future. Furthermore, nothing
contained in these policies shall be construed to limit the city’s
remedies to recover damages for violations of the policy.
(15)
The city may enter the facility without giving notice and without
incurring any obligation to the permittee and remove any alterations
in or additions or improvements, installations of any equipment, or
placement of signs on the facility. Such removal will occur only if
the city manager or designee deems it necessary:
(Ordinance 371 adopted 2/13/18)
(a)
Rental fees.
The basic rental includes the facility
space, set-up/take-down of tables and chairs, electric power, lights,
heating, air conditioning, water, tables, chairs, and custodial services.
City shall not be liable to permittee for failure to provide any of
these due to circumstances beyond the control of the city.
(b)
Damage deposit.
(1)
The following damage deposits are to be assessed for community use
of the facility. Upon approval of a reservation, the applicable fees
are to be remitted to the city manager, or designees. The fees will
be returned to the permittee no later than 30 days from the conclusion
of the reservation period following staff review of the facility if
the city determines that the permittee left the facility in as good
or better condition than the condition of the facility immediately
prior to the event for which the permittee reserved it. The city reserves
the right to keep the fees if it determines that the facility was
not left in good condition, or that damages beyond normal wear and
tear exist.
(2)
Local scout troops and youth organizations associated with LTISD
and have a 501(c)3 exemption will not be required to pay a deposit,
however, any damages that occur during troop reservations may result
in loss of future reserved use.
(c)
Responsibility for damages.
Individuals or groups making
reservations are responsible for any damage to the facility during
the reservation period. The city reserves the right to assess additional
charges for damages as warranted, and individuals and/or groups are
subject to applicable criminal and/or civil penalties as a result
of damaging the facility. The costs to repair or replace damaged items
and other charges in excess of the damage deposit are due fifteen
(15) days after the event. Payments received after the fifteen (15)
days will be assessed a late fee of $10.00 per day. Failure to comply
will be grounds for the city’s denial of the privilege of reserving
facility in the future.
(Ordinance 371 adopted 2/13/18)
(a)
Old Bee Cave School House.
This facility can accommodate
7 tables which will comfortably seat 50 people. Without tables, the
occupancy for this facility is 75. A small kitchen area is also available
for set up of food and beverages. Events are limited to:
(b)
Private parties.
Reservations for this facility will
not be allowed for private parties, including but not limited to wedding
receptions, birthday parties, etc.
(Ordinance 371 adopted 2/13/18)
