(a) There will be a building attendant present for any functions held
at the Fletcher Warren Civic Center. The building attendant fee is
built into the hourly rental fee.
(b) Smoking is prohibited in all areas of the building including restrooms,
foyer, kitchen, ballroom and meeting rooms.
(c) All food and beverages are to remain inside the buildings. The serving,
consumption, possession, storage, and/or sale of alcoholic beverages
must be in compliance with all state and local laws, including the
Texas Alcohol and Beverage Code governed by the state alcoholic beverage
commission (TABC). It is the applicant’s responsibility to assure
compliance with these regulations.
(d) Excessively loud music is not permitted and volume must be reduced after 10:00 p.m. in accordance with section
14.04.004 of this code. The noise abatement ordinance will be enforced by the city police department.
(e) Following the use of the premises, all furniture must be left clean.
All cabinet and table surfaces in the kitchen must be cleaned. The
dishes and utensils must be cleaned, dried and put away. All trash
should be taken outside the building to the dumpster and the building
should be vacated by 1:00 a.m. In the event that the persons and/or
organization renting the building do not completely perform such functions,
an hourly rate shall be forfeited from the deposit.
(f) The use of nails, thumbtacks, staples, confetti or glue for decorations
is not allowed. Masking tape and Scotch tape are allowed. Any decorations
which will be hung from the ceiling must be preapproved by the city.
(g) The person signing the rental agreement shall be responsible for
any damage to the building, furniture, or fixtures to the surrounding
area. In the event of damages, there will be reasonable charges for
repair or replacement deducted from the deposit. Any balance will
be billed to the responsible party.
(h) The deposit schedule for the civic center can be found in section A16.08.001 of the fee schedule in appendix
A to this code.
(i) Applicants must be twenty-one (21) years of age or older.
(j) Reservations are on a first-come, first-served basis. To reserve
the facilities, the rental application must be accompanied by the
appropriate deposit. The security deposit will be forfeited if the
applicant cancels without a ten-day notice, does not show up, or does
not comply with facility use policies.
(k) Rental fees are due no later than seventy-two (72) hours prior to
the scheduled functions.
(l) The city reserves the right to refuse service or increase fees of
deposit based on applicant’s past rental history.
(m) All changes and additions must be made seventy-two (72) hours prior
to the scheduled functions without exception.
(n) Requested hours for use must include the time it will take to set
up, hold the function and clean up. Applicants are solely liable for
the building and its equipment at all times during the reserved time.
All property missing during this time will be charged against the
reserving party. Applicant must be present during function.
(o) Applicants renting the facility are limited to the hours specified
on their application.
(p) The city provides only the equipment that is listed in the policy.
Any other equipment or supplies must be furnished by the applicant.
The city will not be responsible for any equipment during reserved
usage.
(q) Applicants are not allowed to store equipment or supplies in the
facility other than the hours that are specified on the application.
A storage fee will be assessed if equipment remains in the building
after the scheduled function. The city is not responsible for lost
or stolen articles. Items left are kept for one (1) week only.
(r) If the facility is clean and no damage done, the deposit will be
refunded approximately ten (10) to fourteen (14) working days following
the functions.
(s) Youth functions, defined as persons eighteen (18) years of age or
younger, must have at least one (1) adult chaperon for each ten (10)
guests. Chaperons must be present through the duration of the functions,
setup and cleanup time included.
(t) Regularly scheduled or continuous events shall be permitted for a
period not to exceed six-weeks. A deposit shall be required for each
separate rental date during such regularly scheduled or continuous
event.
(u) The center is a multiuse facility and the city will make every effort
to schedule activities that do not conflict.
(v) The restrictions set forth in subsections
(h),
(j),
(q) and
(t) shall not apply to civic organizations, and such organizations shall be permitted to rent the facility for regularly scheduled or continuous events for a fee as provided in section A16.08.001 of the fee schedule in appendix
A to this code. Regularly scheduled or continuous events shall be defined as use of the facility at a predetermined recurring time, on a predetermined recurring day of the week, for not less than thirty-six (36) weeks in a calendar year. Such organizations will be permitted to provide a storage locker for the storage of equipment or supplies. The kitchen fee, as provided in section A16.08.001 of the fee schedule in appendix
A to this code, shall be waived for civic organizations that rent the facility for regularly scheduled or continuous events. Any civic organization that intends to rent the civic center for a regularly scheduled or continuous event shall enter into an agreement with the city concerning the terms and conditions of such rental. The ability of a civic organization to schedule use of the facilities is subject to rental of the facility by another organization for a one-day, eight (8) hours or longer, period. Reservation of the facility for the longer period, made at least three weeks in advance of the scheduled event, will preempt a civic organization’s use of the facility for a regularly scheduled or continuous event.
(w) Applicant/user shall comply with all laws, statutes, ordinances and
regulations of the United States, the state, and lessor. Applicant/user
shall obtain and pay for all required permits and licenses. Applicant/user
shall not permit or suffer the commission of a violation of any law,
statute, ordinance or regulation.
(x) Any and all such events taking place on the premises of the Fletcher
Warren Civic Center, of which the consumption or serving of alcohol
is a part, shall have two licensed peace officers on duty for corresponding
hours of said event. Said peace officers shall be current officers
of the city police department. The city police department will schedule
an officer to be in attendance for all hours of scheduled event.
(y) Cancelling a reservation less than 14 days in advance will result
in a $50.00 cancellation fee. Cancelling a reservation less than 7
days in advance will result in a $100.00 cancellation fee.
(Ordinance 20-066 adopted 9/8/20; Ordinance
22-075 adopted 9/13/2022)
(a) Any person using or enjoying any portion of the Fletcher Warren Civic
Center or any facility thereof thereby asserts and manifests the consent
and agreement of any such person to save and hold harmless the city
from all claims for loss or damage, of whatever kind or nature, suffered
or asserted to have been suffered, by or to the person or any property
of any person whomsoever growing out of or resulting from or in any
way connected with the exercise of the privilege, right and license
on the part of any such person to so use and enjoy the same.
(b) Any person causing any such damage or loss shall forthwith report
the same and all details and circumstances surrounding the occasioning
of such damage and loss to the golf course manager or director of
parks and recreation.
(Ordinance 20-066 adopted 9/8/20)
The director of administrative services or any employee or other
person under the direct supervision of any of them, shall have the
power and authority to and shall compel any person coming into the
Fletcher Warren Civic Center to obey each and all of the provisions
and requirements as set forth and contained in this division; and,
in the event of a failure of any such persons to comply therewith,
said officers and employees, or any such person under their direct
supervision, as well as the chief of the police department and any
employee or other person under the direct supervision of any of them,
shall have the power and authority to give notice to any such person
coming into said park to depart therefrom, within the meaning of the
criminal trespass provisions of the Penal Code of the state.
(Ordinance 20-066 adopted 9/8/20)