HomeMy WebLinkAbout2014-016 Veterans Service Office CITY OF ATASCADERO
ORGANIZATION USE
AGREEMENT
By and between the City of Atascadero and the San Luis Obispo County Veterans Service
Office.
In light of the history of Atascadero's Historic City Hall having at one time been known in the
community as the "Veterans Memorial Building," it is the wish and intent of the City of
Atascadero (City) and the San Luis Obispo County Veterans Service Office (Organization)
to come to an Agreement wherein the Organization is allowed regular, one day per week
access to one meeting/conference room in Historic City Hall (Facility) without charge to
the Organization.
The person signing this Agreement and the Organization on whose behalf the Agreement is
being made are responsible for compliance with this Agreement.
1. FACILITY INFORMATION
Atascadero's Historic City Hall, (also known as the Veterans Memorial Building and
Atascadero's Administration building), located at 6500 Palma Avenue,Atascadero CA.
2. ORGANIZATION INFORMATION
Organization name: San Luis Obispo County Veterans Service Office
Contact name: Dana M. Cummings, Veterans Service Officer
Telephone: 805-781-5769
Email: dcummings@co.slo.ca.us
Address: Veterans Memorial Building
801 Grand Avenue
San Luis Obispo, CA 93408
3. FACILITY USE INFORMATION
The Organization will be allowed full use of Conference Room 104 on the first floor of
Atascadero's City Hall, one day each week for up to eight- hours per day, on a day and time
mutually agreed upon by and between the City Manager, his/her designee, and the
Organization, at no charge to the Organization. Changes to the agreed upon day or time
must be requested in advance and approved by the City Manager or his/her designee.
4. CONDITIONS OF USE
1. A certificate of insurance is required.
2. The Organization shall be used for the purpose stated in this agreement and
no other use will be permitted.
3. The Organization shall not use the City's name to suggest endorsement or
sponsorship of the Organization's use of the Facility without prior written
approval of the City Manager or his/her designee. The Organization's
publicity of its use of the Facility shall clearly and accurately identify the name
of the sponsoring organization or individual.
4. The Organization shall permit City staff to visit the Facility during the
Organization's use as described in this agreement.
5. Under no circumstances shall the Organization sublease or allow any other
organization or individual to use the Facility for the period for which Organization
has contracted. The Organization is an independent agent and is not the agent
or employee of the City of Atascadero.
6. The Organization is responsible for setting up the room in their desired
configuration. The Organization shall also be responsible for general cleanup of
the room after use.
7. There has previously been established an Agreement by and between the City of
Atascadero and the Atascadero Historical Society wherein the public display
cases in the public meeting rooms are under the control of the Atascadero
Historical Society. If the Organization wishes to make use of the display case in
Conference Room 104, it will be necessary for the Organization to obtain
permission of the City and the Atascadero Historical Society in order to do so.
B. FEES
1. Regardless of the City's previously established Facility Use and Rental policy, the
Organization shall be allowed use of Conference Room 104 as specified above
at no charge to the Organization. An exception is being made to the City's
Facility Use and Rental policy in this instance for this Organization only.
2. In the event the Facility is left damaged by the Organization's use of the Facility,
the Organization shall be charged for any and all janitorial and/or repair fees
incurred by the City as a result of same and these fees shall be billed to the
Organization.
C. INDEMNIFICATION AND INSURANCE
1. The Organization shall indemnify, defend, and hold harmless the City of
Atascadero, its officers, employees, and agents from any and all losses, costs,
expenses, claims, liabilities, actions, or damages, including liability for injuries to
any person or persons or damage to property arising at any time during and/or
arising out of or in any way connected with Organization's use or occupancy
of the Facility and adjoining property, unless solely caused by the gross
negligence or willful misconduct of the City, its officers, employees, or agents.
2. The Organization shall procure and maintain general liability insurance against
any and all losses, costs, expenses, claims, liabilities, actions, or damages,
including liability for injuries to any person or persons or damage to property
arising at any time during and/or arising out of or in any way connected with its
use or occupancy of the City's facilities and adjoining property in the amount of
$1,000,000 (one million dollars) per occurrence. Such insurance shall name the
City of Atascadero, its officers, employees, and agents as additional insureds,
and shall be delivered to the City prior to the implementation of this Agreement. If
a copy of the insurance certificate is not on file with the City, the City may deny
access to the Facility.
3. The Organization shall report any personal injuries or property damage.arising at
any time during and/or arising out of or in any way connected with its use or
occupancy of the Facility and adjoining property to the City Manager or
his/her designee, in writing and as soon as practicable.
4. The Organization waives any right of recovery against the City, its officers,
employees, and agents for fires, floods, earthquakes, civil disturbances,
regulation of any public authority, and other causes beyond their control.
5. The Organization waives any right of recovery against the City, its officers,
employees, and agents for indemnification, contribution, or declaratory relief
arising out of or in any way connected with the Organization's use or occupancy
of the Facility and adjoining property.
D. SECURITY
1. The Organization is solely responsible for supervising all individuals at the Facility
and adjoining property during its use of the Facility. The City is not responsible
for providing this supervision.
2. The City may evict individuals from the Facility if their conduct is not in the best
interest of the public or is deemed to be detrimental in anyway.
E. SET UP/ CLEAN UP/DECORATIONS
1. The Organization shall not drive or permit to be driven nails, hooks, tacks, screws,
poles, stakes or other forms of fasteners into any part of the Facility and shall not
make or allow to be made any alterations of any kind therein.
2. The Organization shall not store any equipment or materials at the Facility or
adjoining property without the prior written approval of the City Manager or his/her
designee.
3. The Organization shall be responsible for any and all damage to the Facility
and/or its contents during use. In the event damage occurs or excessive cleaning
is necessary, the Organization shall be charged for any and all janitorial and/or
repairfees incurred by the City as a result.
F. EQUIPMENT/ACCESSORIES
1. The Organization shall not remove, relocate, or take City property outside of the
Facility for any reason without the prior written approval of the City Manager or
his/her designee.
2. The Organization shall not use the City's equipment, to or furnishings located
outside of the designated Conference Room (Room 104) in or about the Facility
without the prior written approval of the City Manager or his/her designee.
3. The City does not provide audio/visual systems, public address systems,
spotlights, floodlights, or projectors. The Organization, at its own cost, may bring
these systems into the Facility for their use.
4. The Organization shall secure the approval of the City before using audio/visual
systems, public address systems, and live or recorded amplified music.
G. MISCELLANEOUS
1. The Organization shall comply with all local, state, and federal laws and
regulations related to the use of the Facility.
2. The Organization shall not admit a larger number of individuals than can lawfully,
safely, and freely move about the specified Conference Room (Room 104) and
the Facility.
3. Gambling of any kind is not permitted at the Facility.
4. Smoking is not permitted at the Facility.
5. No animals are permitted at the Facility, with the exception of guide dogs.
6. The City may impose additional requirements as deemed necessary to protect
the health, safety, and/orwelfare of the community.
7. If any provision of this agreement is held to be invalid or unenforceable, the
remaining provisions shall remain in full force and effect.
am an,auth rized agent of the Organization submitting this agreement. 1 have read
and Wders nd this agreement and agree to all of the aforementioned conditions of
use/
igned Date
San Luis Obispo County Veterans Service Office
Printed Name of Signer above
ar'UL QrA l
City of Atascadero Date
City Manager Rachelle Rickard