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2001-095 Recreational Facilities Use Policy•
RESOLUTION 95-2001
A KESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
B]?ACH, FLORIDA, ADOPTING A POLICY FOR USE OF RECREATIONAL FACILITIES OF
7 Hfs VILLAGE OF NORTH PALM BEACH AND ESTABLISHING A FEE SCHEDULE FOR
RESIDENTS AND NON-RESIDENTS, WHICH POLICY AND FEE SCHEDULE IS ATTACHED
AS EXHIBIT "A", AND MADE PART OF THIS RESOLUTION; AND, PROVIDING FOR AN
EFFECTI V E DATE.
1311 IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. 1'he Village Council of the Village of North Palm Beach, Florida, does hereby adopt a
policy for use of recreational facilities of the Village of North Palm Beach and establishes a fee
schedule for residents and non-residents, which policy and fee schedule is attached as Exhibit "A"
and made part of this Resolution.
Section 2. This resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 8th DAY OF NOS/°'Rncn ~nni
(Vi;lage Seal)
ATTEST
VILLAGE CLERK
u
~~
Rental Guidelines
for
Village of North Palm Beach
Recreational Facilities
Qualified Applicants for Reservations/Permits:
a. Requests for use of Recreation facilities must be received in writing 30 days in advance. Approval for use
will be on a first come-first serve basis and depend upon space availability. Functions sponsored by the
Recreation Department have first priority in the utilization of rooms, buildings and facilities.
b. Proper identification must be made when paying, including a driver's license.
c. Approved functions include meetings, presentations, seminars, workshops and other recreational activities
cleared through the Recreation Department.
d. Individual applicants must provide proof of North Palm Beach residency in order to receive the resident
rate.
c. In order to receive the resident rate group applicants must provide proof that 66 2/3% of their membership
and executive board are North Palm Beach residents. The organization's by-laws must also indicate this
NPB resident membership percentage.
f Reservations for facility use can be made up to one year in advance. Groups meeting monthly will be
issued a permit through the end of the year of application. Monthly meeting groups must apply for renewal
of their permit in December for the following year.
What the North Palm Beach Recreation Department Provides:
a. Use of the specifically designated space and public areas.
h. Use of existing electrical and water utilities.
c. Use of specified chairs/tables available at a particular site.
d. A limited supply of trash bags, toilet paper and cleaning supplies will be available for your convenience. li
is recommended that you bring these items in the event of a shortage.
e. Use of audiovisual equipment that has been reserved.
f. Staff members on duty during the function are working in a Village capacity and will not be expected to be
utilized as wait staff and/or clean up.
What the Lessee is to provide:
a. At their expense, any additional equipment that is not provided by the Recreation Department.
b. At their expense, patrons must provide security personnel for all functions with more than 100 participants.
• This security personnel must be arranged through the NPB Public Safety Dept.
c. A detailed event outline/agenda and room set-up diagram 2 weeks prior to the function.
d. Decorations must meet Recreation staffapproval in advance.
e. Providing that a responsible agent is on site at all times during the function. All lessees are responsible for
the conduct of their participants, workers and guests.
f. E?xamine facility before your event to ensure that everything is in good condition. Report any problems
• error ro your function to staffon duty.
g. Post function -removal of all equipment and/or decoration from facility at the conclusion of the function.
Sufficient cleaning to leave facility in the same condition it was in upon group's arrival. Remove
trash/garbage from facility to appropriate outside receptacles. Decorating and cleanup times are to be
included in your total rental. No equipment is to be left behind.
h. 7'he group contact is required to remain on premises until all members have left and will walk through the
rental area with staff prior to leaving the facility.
Damage and Deposits:
a. Deposits are due for facility damage and audio/visual equipment use within 10 working days of
application approval to bind use agreement. Facility rental fees are due no later than 10 working days
prior to the event.
h. Your group will be responsible for the replacement or repair of any part of the building/contents/grounds
therein, which becomes broken, defaced or damaged by members of your group or their children.
c. Damage fees are assessed in the following situations or as deemed necessary by Recreation Staff:
I. Removal of carpet stains requiring more than standard extraction techniques.
2. Stains on walls.
3. Broken furniture and/or equipment.
4. Defacement of any part of the interior or exterior of the building.
5. Damage created by improper use of equipment ornon-compliance of facility rules.
6. Equipment found to be missing as a result of a group using building.
7. Damage fees are based on replacement or repair costs incurred by the Village, and may exceed deposit
amount, in which case lessee will be billed.
d. Apost-function walk through will be required. The Recreation staff will visually inspect the premises
immediately following the function with a member of the group, if one is available. Within 3 business
days, a member of the Recreation staff will contact the Group to discuss any damage noted during the
walk-through or additional damage found and what course of action will be taken.
e. The deposit will be returned within thirty days, less any amount withheld for damages.
Cancellation Policy and Fees:
a. Program cancellations must be received in writing.
b. Those received 30 days or more prior to the event date will receive a full refund of the security deposit and
the full rental fee refund. Those received less than 30 days prior to the event date will receive a full refund
of the security deposit and the rental fee refund less a 10% administration fee.
c. Recreation Department reserves the right to revoke or cancel any permit upon violation of any rules,
ordinance, condition or restriction under which the permit was issued.
Waiver of Rental Fees and Other Charges:
a. The Village Manager or his designee may waive any/sll rental fees and other charges for rentals of the
facilities by other government agencies or other agencies associated with government agencies.
b. The reason for which the facility is being rented must be for official government functions.
c. A waiver form must be prepared by the facility coordinator and submitted to the Recreation Director for
written approval.
d. When requesting the waiver, the facility coordinator must submit the rental application along with the
waiver form. The Village Manager or his designee must approve the waiver IS days prior to the proposed
function.
c. Any other waiver of rental fees or other charges is prohibited unless approved by the Village Manager or
his designee.
• llncontrollable Events:
a. The Village reserves the right to cancel or reschedule any event, at any time, due to circumstances over
which it has no control. An example of this would be damage to the building, which would render it
unusable for a particular event or function.
b. In the event of this occurring, a full refund, or a substitute date where one is reasonably available, will be
•
c. granted.
In the event the National Weather Service imposes a HURRICANE WARNING for our area within 24
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Facility Rules:
a. All Recreation facilities are non-smoking. Smoking is permitted outside the building in designated areas.
b. No alcoholic beverages are permitted.
c. Children must be supervised by an adult throughout the time they are on the premises.
d. Storage space is not available for groups using the facility.
e. No admission may be charged unless specified in writing at the time the permit is signed.
f. Recreation staff present for the function is the acting authority, represents the Village, and has the final say.
g. Groups that exceed contracted function times will be charged for additional hours.
f. Office phone and equipment is for use by Recreation Staffonly.
g. Lessees are expected to have respect and consideration for other parties in the building. The entrance,
lobby, restrooms and parking areas are to be shared by all parties.
h. Should a group provoke disturbances, create problems, defy rules, and/or act in an unrefined manner, the
Recreation Department reserves the right to cancel and void all contracts with the group.
Om issions:
a. In the case of any provisions not covered here, applicable Village, county, state or federal regulations will
apply.
b. In the event of conflicts between those regulations, the one deemed more strict will apply.
The Village of North Palm Beach takes great pride in the condition and cleanliness of our facilities. We are happy
to be able to provide these facilities for your functions, affairs end activities, and we hope that you enjoy your event
in a comfortable, clean, safe and pleasing surroundings. We ask, in return, that you leave the facilities in the same,
pristine conditions in which you found them. Please immediately report any defective equipment, unsafe conditions
or problem areas to the Recreation Department.
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