10-09-96 v UNOFFICIAL MINUTES OF THE MEETING OF COMMISSIONER MESERVE AND CITY
MANAGER JARBOE HELD IN CITY HALL 800 SEMINOLE ROAD, ATLANTIC BEACH,
AT 6:00 PM ON WEDNESDAY, OCTOBER 9, 1996.
The meeting which was held for the purpose of discussing and deciding on an agreement to be
used by all groups or individuals using city facilities, was called to order by Commissioner
Meserve. Present, in addition to Commissioner Meserve and City Manager Jarboe, were
Recreation Director Johnson and City Clerk King.
Commission Meserve explained the discussion would not focus on any one group but that the
object was to treat all groups who wished to use city facilities as fairly and equitably as possible.
He distributed draft long term/short term agreements which were discussed in detail. Three
clauses were included which would allow the City Manager to waive the fee for groups which
were non-profit, provide a public service, or did not charge an admission fee. Copies of the
agreements are attached hereto as exhibit A.
Questions were raised regarding the number of keys which would be issued and what course of
action should be taken if keys were lost; whether the city's insurance would cover anyone using
the facilities or whether additional insurance indemnifying the city should be required; requiring a
cleaning deposit, and how much; how long in advance the facilities could be reserved.
Discussion ensued regarding the $5.00 per day charge which Commissioner Meserve admitted
was small but indicated that had been his intent since he did not feel the fee should be so high as
to chase users away.
Discussion also ensued regarding insurance and it was pointed out that users were covered under
the city's insurance; however, it was felt that long term users should be required to provide
additional insurance which would protect the city.
Following a full discussion of the draft contracts, Commissioner Meserve indicated he would meet
again with city staff and come up with a final draft to be presented to the City Commission on
October 28, 1996.
There being no further discussion, the meeting was adjourned at 7:30 PM.
Maureen King
City Clerk
ATTACHMENT A - MINUTES
OCTOBER 9 , 1996
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACILITIES
SHORT TERM
AGREEMENT is made and entered into this day of by
and between the CITY OF ATLANTIC BEACH (City) and:
hereinafter called "Renter" .
WHEREAS Renter desires to use the following facility:
it is therefore agreed:
TERMS:
1. This agreement shall run from
2 . Renter, in exchange for use of the facility, shall pay to the
City a fee of $5. 00/day. Such fee may be waived at the discretion
of the City Manager if the "Renter" is an organization that
provides a public service available to all , is non-profit in
nature, and charges no user fees. City cleanup costs, if required
shall be agreed upon with the Parks and Recreation Director.
3 . Renter shall agree to the following conditions:
a. No fees or admission costs shall be charged to the public
unless approved in writing by the City Manager
b. No use of alcoholic beverages without permission in writing
by the City Manager
c. Should admission costs be authorized, provide the City
Manager with an event budget
d. Insure compliance with all city, state and federal laws
e. Maintain and provide proof of applicable insurance to the
City Manager
f. Allow no discrimination based on race, sex, age, religion,
national origin, disability or otherwise.
g. Shall make no alterations to the facilities, of a permanent
nature, without the express written consent of the City
Manager.
h. Acknowledge that its use of the facilities is not exclusive
outside of the dates and times as agreed to
i. Shall be responsible for its own furnishings/equipment and
shall maintain the facility in a clean and safe
condition.
j . Correct any discrepancies noted at the post event
inspection
k. Shall return all keys at the end of the event. One key
will be provided at no cost to renter, with additional keys
requiring a $10.00 deposit, $5 . 00 refundable upon key
return. Any lost keys shall be reported immediately to the
City Manager
SIGNATURE SIGNATURE
CITY RENTER
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACILITIES
LONG TERM
AGREEMENT is made and entered into this day of by
and between the CITY OF ATLANTIC BEACH (City) and:
hereinafter called "Renter" .
WHEREAS Renter desires to use the following facility:
it is therefore agreed:
TERMS :
1. This agreement shall run from
2 . Renter, in exchange for use of the facility, shall pay to the
City a fee of $5. 00/day. Such fee may be waived at the discretion
of the City Manager if the "Renter" is an organization that
provides a public service available to all, is non-profit in
nature, and charges no user or admission fees. Renter shall provide
the City with a copy of it's tax exempt form.
3 . Renter shall agree to the following conditions:
a. No fees or admission costs shall be charged to the public
unless approved in writing by the City Manager
b. No use of alcoholic beverages without permission in writing
by the City Manager
c. Provide to the City a copy of the annual financial
statement
d. Insure compliance with all City, State and Federal laws
e. Maintain and provide proof of applicable insurance to the
City Manager
f. Allow no discrimination based on race, sex, age, religion,
national origin, disability or otherwise.
g. Shall make no alterations to the facilities, of a permanent
nature, without the express written consent of the City
Manager.
h. Acknowledge that its use of the facilities is not exclusive
outside of the dates and times as agreed to below
i. Shall be responsible for its own furnishings/equipment and
shall maintain the facility in a clean and safe
condition.
j . Correct any discrepancies noted at a weekly inspection of
the facility conducted by the City. Should corrective
action be required by the City, such action shall be the
financial responsibility of the Renter
k. Shall provide a written monthly accounting of all keys to
the facility in possession of Renter. One key will be
provided at no cost to renter, with additional keys
requiring a $10. 00 deposit, $5 . 00 of which is refundable
upon key return. Any lost keys shall be reported
immediately to the City Manager
1 . Any exclusive use shall be as agreed to below. The use of
the facilities in addition to the exclusive use periods
shall be requested through the Parks and Recreation
Director under the general rules, i. e. , a facility may be
requested for short term use by applying for such use after
the 15th of each month for a day or time period within the
next month. For example any organization requesting the
short term use of a City facility in the month of February
could apply for such use after the 15th of January.
EXCLUSIVE USE AGREEMENT:
SIGNATURE
SIGNATURE
CITY
RENTER