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HomeMy WebLinkAbout*Other - Public WorksGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: PUBLIC WORKS REQUEST SUBMITTED BY:Victoria Seim CONTACT PERSON ATTENDING ROUNDTABLE: JOIICI Bt"ISS@y CONFIDENTIAL INFORMATION: ❑YES X NO DATE:O4.OZ.ZOZF) PHONE: 509-754-6082 V -a-0ug III :JIM1,111 M I I -1-**;u I ❑Agreement / Contract __ - ❑AP Vouchers --= ❑Appointment / Reappointment - ----- ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code ❑Emergency Purchase El Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑ Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations ORequest for Purchase ❑ Resolution © Recommendation ❑ Professional Serv/Consultant El Support Letter ❑Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB ------------------- Request for approval of Public Meeting Room Application to helpGrant County Public Works to minimize liability, offset costs, and ensure compliance in regard to non -Grant County government groups hosting meetings in the Public Meeting If necessary, was this document reviewed by accounting? ❑ YES ❑ NO W N/A If necessary, was this document reviewed by legal? 0 YES ❑ NO ❑ N/A -- aria, a "O t DATE OF ACTION: //_7 /2Z_4e APPROVE: DENIED ABSTAIN D1: D2- D3: DEFERRED OR CONTINUED TO: WITHDRAWN: 4/2 3/24 GRANT COUNTY W A S H I N G T O N Grant County Public Works Application for Use of Meeting Room PuBuc WoRKs DEP,,,&RTmi[Nr 124 ENTERPRISE STREET SE EPHRATA, WA 98823 Group/Agency (if any): Mailing Address: Contact Person/Name of Applicant: City: State: Zip: Contact Phone: Requested Date: Contact email: Start Time: End Time: Explain Public Purpose: Room is available for public purposes only; fund-raising activities, events, or any other use are strictly prohibited. Explain how the purpose is one that confers a benefit on a significant part of the public: Application does not guarantee a reservation. Reservations are not made unless and until Public Works has informed you that your application has been approved and the space has been reserved. By signing below, the applicant hereby agrees as follows: they have fully read and agree to the terms incorporated by reference and attached as follows: Exhibit A: Advisements, Exhibit B: Terms and Conditions for Use of Meeting Room, and Exhibit C: Parking Map. Printed Name of Applicant: Date: Signature of Applicant: ❖ Completed. applications should be emailed to ublicworks rat-.tco-Lin ova. ov. For any questions, please call 1-509- 754-6082. Do not write below this line For Public Works Use Only Received By: Date: Time: Reviewed By: Approved Rejected SiLmature: Circle one Notes: Exhibit A Advisements Room Available for Public Purposes Only: The Public Works Meeting Room is only available for public purposes. A public purpose is an action of expenditure that confers a benefit to a significant part of the public. Fund-raising activities or events are prohibited. t Reservations: Reservations must be made in advance with Grant County Public Works, subject to approval. Reservations will be accepted no earlier than 90 days in advance of your meeting and will be considered on a first - come first served basis, subject to County needs. Standing reservations are unavailable. Viewing in Advanced: Public Works recommends that any applicant make an appointment to view the room and facilities to ensure what is available will meet your needs. Hours of Use: The meeting room is available for meetings Monday through Friday between the hours of 7:00 am and 5:00 pm, excluding holidays. Reserved time must include set up and breakdown time. Meeting Room Stats: Maximum Capacity 248 141 Tables approx. 2.5' x 5' 7 Folding Tables approx. 2.5' x 8' 1 Table 2.5' x 3.4' 55 High -Back Chairs w/cushions 1 Podium with iPad Controls 1 Drop -Down 10'x 5.4'Screen 2 TV's approx. 1-75'-& 1-55 3 Dry Erase Boards 5 Waste Receptacles 1 Aluminum Recycling Container WiFi — GC -GUEST — No password Technology Availability: Internet access is regularly available through a Grant County Wireless Network (GC - GUEST), there is no password required. There will NOT be any hardware other than the drop -down screen and 2 large screen tv's. These are controlled from an iPad on the podium. Any other technology your meeting requires must be provided by the applicant. In the event of a Wifi outage, the County is not responsible for arentee's detrimental reliance on such availability. Technical assistance is not available. Cancelation: The County reserves the right to cancel reservations at any time if a conflicting County need arises. Emergency: In the event of an emergency, dial 8 on a county phone before dialing 911. Exhibit B Terms and Conditions for Use of Meeting Room This contract governs the use of the Public Works Meeting Room. Rentee means the person or organization identified on the Application for Use of Meeting Room. The County means Grant County and its departments to include Public Works. Application for Use of Meeting Room, Exhibit A: Advisements, Exhibit C: Parking Map, are incorporated by reference. Public Purpose: The Public Works Meeting Room is only available for public purposes. A public purpose is an action of C)p expenditure that confers a benefit to a significant part of the public. Fund-raising activities or events are prohibited. Use of the -tented space for any other purpose is breech of this agreement. Rented Spaces: Use of Public Works Meeting Room and facilities are limited to the following areas: Meeting Room, Parking Lot, Public Areas., and Restrooms. Rentee is not permitted to use the kitchen or any appliances whether they are in the rented areas. Use of Other Spaces Prohibited: Rentee is not permitted to enter employee -only designated areas or to use any other area in or on the Public Works building or property without express permission from Public Works or other Public Works staff or designee. Failure to comply may result in immediate termination of this agreement and ejection from the premises. Point of Contact: The contact information listed on the application serves as the point of contact for the rentee. Rentee agrees to keep the name and contact information for the point of contact current, and to provide updates as soon as possible to Public Works. Service: Rentee agrees that legal service of process as may be required will be complete upon mailing to the address listed on the Application for Use of Meeting Room via LISPS regular mail. Hold Harmless: Rentee shall hold Grant County, its officers, officials, employees, and volunteers, harmless from all loss., claim., injury, damage, liability or expense that may arise during or be caused in any way by such use of occupancy of the meeting room. Responsibility for Damages: In the event the County determines property loss, damage or the need for extra cleaning occurs resulting from the use of the meeting room or its facilities to include the bathroom and parking lot, the named applicant assumes full responsibility for reimbursing the county for all such costs. A bill for all costs will be mailed to the address listed on the application, and is due upon receipt, unless other arrangements are made with the point of contact listed on the bill. Failure to Pay: Failure to pay for damages may result in consequences including but not limited to a ban on use of Public Works facilities in Public Works sole discretion in perpetuity, and/or legal action against you by the County. Hours of Use: Rentee understands and agrees that it will not have access to the Meeting Room until the time approved by Public Works, and to vacate the Meeting Room and facilities by the conclusion of their approved reservation time. Rentee understands that they are responsible for any set up and dean up within their rental period. Costs: Room fees are charged daily, regardless of total time promised or used, at the following rate: No Admission Fee Charged by Rentee: $250 per day Admission Fee Charged by Rentee: $500 per day Emergency Exit: The two (2) east side exits are for EMERGENCIES ONLY and are clearly marked. Propping open the doors., or the use of these doors for any other purpose is prohibited. Food and Beverage: Light refreshments such as coffee, soft drinks, pastries or brown bag lunches may be served by utilizing disposable tableware only. Open flames, chafing dishes, ceramics, and/or catering are prohibited. Clean Up: Rentee is responsible for clean-up of all personal items, trash and other debris caused by rentee or their invitees in all rented spaces to include the restroom. Clean up includes utilizing the trash receptacles available in the rented spaces, and/or removal of said items entirely from the County premises to another legally permissible receptacle. Do not over fill the receptacles with heavy garbage Rentee is further responsible for ensuring the lights of the rented areas are off, the exterior doors of the rented areas are completely shut and locked, and that the toilets in the restroom are flushed. Phone for Emergency Use Only: Rentee agrees to use the phone outside the meeting room in the staff break area exclusively in the event of an emergency. Use of County Supplies Prohibited: Supplies, including but not limited to paper, writing implements, and other office sundries must be supplied by the rentee. Public Works will NOT supply copying services. Use of County supplies that may appear in the rented spaces is prohibited unless expressly permitted by Public Works. Discrimination: Rentee agrees to comply with all State and Federal law -regarding discrimination against any individual, and will not discriminate against any person or group with regard to to race, color, religion, sex, age national origin or disability. Alcohol and Drugs: Alcohol and drugs are not permitted on county property, to include Public Works property and the rented spaces at any time. Smoke -Free: The use of cigarettes, e- cigarettes, chewing tobacco vaping devices, and/or the burning or smoldering of any incense, foliage, herbs, or grass are strictly prohibited on Public Works property. Service Animals: All animals are prohibited, apart from service animals. Service animals must always be supervised and in full control of their handler. Animals not confined to a carrier or on a lead must be in full verbal command control of their handler. Service animal handlers are responsible for the proper removal and disposal of the animal's waste. Criminal Activity: The County -reserves the right to terminate this agreement and eject rentee and their invitees at any time if rentee or their invitees is suspected to be engaging in criminal activity on county property in the sole discretion of the County. Verbal Abuse: The County reserves the right to terminate this agreement and eject rentee and their invitees at any time if rentee or their invitees engage in the verbal abuse of any County employee before or during the rental period in the sole discretion of the County. Such verbal abuse may further result in a permanent ban on use of the Meeting Room. Parking: Parking is permitted only where designated on the map incorporated by reference as Exhibit C., attached. Parking in prohibited locations may result in the vehicle being towed at the vehicle owner's expense. Violation of Agreement and Termination: The County and its designees reserve the right to terminate use of the Meeting Room and its facilities at any time, if the County, in its sole discretion, determines this agreement has been violated. Public Works reserves the right to cancel any upcoming reservations and to deny future applications for use accordingly. Rentee may terminate agreement up to — 7 days in advance and receive a full refund. Cancelations after this date will not be refunded., barring extenuating circumstances at the discretion of Public Works. Choice of Law and Venue: The performance and interpretation of the Contract shall be governed and interpreted in accordance with the laws of the State of Washington. Any litigation arising out of or in connection with this Contract shall be conducted in Grant County, Washington. Entire Agreement: This agreement, and those incorporated by reference within it, are the sole and entire agreement between the parties. All other agreements, oral or written, are hereby merged into and superseded by this agreement. There are no other agreements which modify or affect the terms hereof. No amendment hereto shall be binding unless the terms thereof are in writing signed by both parties. No verbal or other agreements modify or 'affect the Contract. Exhibit C Parking Map Be advised that vehicles parked in unauthorized areas, as shown on this map, may be towed at the vehicle owner's expense. Green: Event Parking Red: Front -Counter Customer Parking Yellow: Employee Parking