Resolution - 2024 - 24-14 - Senior Center Use Policy - 10/08/2024RESOLUTION NO. 24-14
A Resolution Of The City Of Eagle, Ada County, Idaho, Amending The Eagle Senior Center Facility
Use Policy; And Providing An Effective Date.
WHEREAS, the City Council recognizes the need for facility space in the community; and
WHEREAS, the City Council wishes to amend Resolution 24-09 policy and regulations for
the Eagle Senior Center facility usage.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF EAGLE, IDAHO as follows:
Section 1: That the City of Eagle hereby adopts the Eagle Senior Center Facility Use Policy,
which policy is attached hereto as Exhibit A and incorporated herein by reference as if set forth in
full.
Section 2: That this resolution shall be in full force and effect as of November 1, 2024.
ADOPTED by the Eagle City Council, Eagle, Idaho, this 8th day of October, 2024.
APPROVED:
Brad ` ike, Mayor
ATTEST:
Tracy E.
City Cl
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Eagle Senior Center
Facility Use Policy
Resolution 24-14
This policy pertains to the city owned building commonly referred to as the Eagle Senior Center,
located at 310 — 312 E. State Street Eagle, Idaho. The Eagle Senior Center is available for use by
the public subject to the following policy and regulations. Fees are applicable.
1. The Senior Center facility is available to rent for public use. The kitchen is not available for
public use or rental.
• Monday through Friday between the hours of 5:00 p.m. until 10:00 p.m.
• Saturday and Sunday between the hours of 8:00 a.m. until 10:00 p.m.
*The building must be completely vacated by 10:00 p.m.
Reserving party will be instructed by City Staff regarding building access and security prior to
their reservation date.
2. Priority Use:
Municipal meetings and City sponsored activities and programming have priority use of the
facility. In the case of a municipal meeting or event that unexpectedly requires the facility,
individuals having reservations shall be given a minimum of 24-hours' notice of the
cancellation of their reservation and all fees will be refunded.
3. Reservation Requirements:
Eagle Senior Center may be used for activities such as: parties, holiday gatherings, celebration
of life, various support groups and display shows. "For -profit" ventures, and other commercial
enterprises are not allowed.
• Reservations are contingent upon the completion of an application and submittal of fees.
Tentative holds without a completed reservation and remittance of fees are not allowed.
Fees may be waived occasionally for local government entities only.
• Reservations must be made a minimum of three (3) business days prior to the reservation
date.
• The service and consumption of alcohol is allowed within the facility, with the obtention of
a valid open container and catering permit. If alcohol is to be served/consumed, reservation
and alcohol related permits must be submitted five (5) business days prior to event.
• Food and beverage service is allowed; (The kitchen is not available for use.)
• Reservations will only be accepted from persons 18 years of age or older. An adult must
remain present throughout the meeting for organizations compromised of minors.
• Eagle residents and Eagle based organizations shall have priority for reservations.
4. Meeting Frequency and Opportunity for Annual Renewal:
a) Beginning January 1st of each year, reservations may be made up to twelve (12) months in
advance. No organization may book the facility for more than one event per week. The City
does allow recurring bookings (i.e., on the same day and time).
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b) "Grandfathered Users" Booking organizations that have had monthly reoccurring meetings
for consecutive twelve (12) months, that wish to reserve the facility for a subsequent twelve
(12) months, must indicate in writing their desire to do so by November 1st. Upon receipt,
City Staff will verify the organization is in good standing (i.e. compliance with use policy
and payment of fees). Should no conflicts with City meetings or programming exist at that
time for desired dates, City Staff will notify the organization and facilitate the reservation
for the following year by December 31 st
• The organization will be required to complete the reservation application and remit
payment to secure the booking for the upcoming calendar year.
• Grandfathered Users will receive a 25% room reservation fee discount if reservation
fees are paid in advance for the entire calendar year. Payments must be received no later
than January 15th.
• Grandfathered Users who pay quarterly (for re -occurring monthly meetings), will
receive a 6% per quarter discount if paid in advance. Payments must be received no later
than January 15th.
• There is no discount if paid on a monthly basis.
5. All items shall be removed from the property at the conclusion of the reservation. The Senior
Center facility may not be used to store, or maintain objects, items, materials, or personal effects
of the Users, regardless of reservation frequency.
6. Booking organizations not affiliated with the City are prohibited from issuing publicity for any
meeting that states or implies City sponsorship. Neither the name nor the address of Eagle City
Hall or Eagle Senior Center may be used as the official address/headquarters for any
organization.
7. In consideration for the use of the facilities, User agrees to:
a) Return facility to pre -event status. This includes, but is not limited to, wiping down tables,
picking up trash and returning tables and chairs to the pre -event layout. Facility must be
cleared of all items such as boxes, brochures, projectors, displays, garbage, etc., at the end of
reservation.
b) No materials or decorations may be tacked, glued, stapled, or taped to walls, doors, or
windows of the rooms. User shall not construct, erect or attach any fixture to the floor,
ceiling, or walls of the rooms or alter the rooms in any way whatsoever
c) Any costs associated with or incurred by a false or accidental discharge of the fire
suppression system will be the responsibility of the person named on the reservation as
"Contact."
d) Pay for all damages to any property of the City of Eagle resulting directly or indirectly from
the conduct of any member, officer, employee, agent, or guest of the group; Should facility
not be returned to pre -event status, User agrees to pay all direct costs including staff
compensation. Failure to pay will result in legal action for money damages and may include
forfeiture of future use for a specified period of time.
e) Indemnify and save and hold harmless the City of Eagle for any and all losses, claims,
actions, judgment for damages, or injury to persons or property and losses and expenses and
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other costs including litigation costs and attorney's fees, arising out of, resulting from, or
caused by the organization or any person connected with the meeting or event.
f) The Eagle Senior Center, furnishings, facilities, and preapproved equipment are the
responsibility of the person named on the reservation as "Contact."
8. The City Facility may make available the following items. Please make inquiries for further
information:
a) Access to the public wi-fi will be provided. A minimal selection of electronic equipment in
the facility may be made available if requested in the Facility Use Application. For details
regarding available equipment, contact City Staff. The applicant must schedule training
with City Staff a minimum of three (3) working days prior to the reservation date. Be
advised that the City may not possess the exact equipment you desire.
b) A limited number of tables and chairs may be available for use.
c) Event set up may be available for an additional fee.
9. The following are prohibited on premises: smoking including e-cigarettes, alcoholic beverages
(without appropriate permits), flammable, toxic, hazardous materials or illegal substances.
Failure by the booking organization or its individual members or participants to obey any city
employee or representative regarding issues of policy or public safety will result in the
suspension of all future booking privileges for a specified period of time.
10. The City of Eagle assumes no responsibility whatsoever for any property placed in or around
the facility in connection with the reservation; and the City of Eagle is hereby expressly released
and discharged from any and all liability for any loss, injury or damage to persons or property
which may be sustained by reason of a meeting or an event.
11. Refunds will be made only if the reservation is cancelled at least five (5) business days prior to
the scheduled use. Refunds requested less than five (5) days prior to the event, may be granted
on a case -by -case basis by Mayor or Department Supervisor only.
12. All Facility Use reservations may be immediately revoked by the Mayor, City Council,
Department Supervisor or designated representative upon a determination that an infraction of
any City rule or City, County, State, or Federal law occurred. Any person or organization guilty
of violating any of the above may be prohibited from all future use of the facility for a specified
period of time.
13. This policy is subject to amendment at any time by the Eagle City Council.
End of Policy
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