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HomeMy WebLinkAbout7934RESOLUTION NO 7934 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS AUTHORIZING THE CHIEF OF POLICE OR HIS OR HER DESIGNEE, AND THE CITY MANAGER, OR HIS OR HER DESIGNEE, TO EXECUTE FACILITY RENTAL AGREEMENTS BETWEEN THE CITY OF REDLANDS AND THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT FOR THE USE OF THE ALL-RISK TRAINING CENTER WHEREAS, the City's Chief of Police will frequently receive requests from members of the Redlands Police Department to rent the Rancho Cucamonga Fire Protection District All -Risk Training Center for necessary training events, and WHEREAS, for purposes of efficiency and economy of City operations, it is the recommendation of the Chief of Police and the City Manager that the City Council authorize the Chief of Pohce or his or her designee, and the City Manager, to execute Police Department training facility rental agreements between the City of Redlands and the Rancho Cucamonga Fire Protection District for the use of the All -Risk Training Center, for example, m the form attached hereto as Exhibit "A," on behalf of the City, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS as follows Section 1 The City Council of the City of Redlands hereby authorizes the Chief of Police, and the City Manager, or his or her designee in the event of the absence or unavailability of the chief of Police, to execute Police Department training facility rental agreements between the City of Redlands and the Rancho Cucamonga Fire Protection District for the use of the All - Risk Training Center Section 2 Notwithstanding Section 1 hereof, the City Manager and/or Chief of Pohce shall have the discretion to submit any such agreement to the City Council for review and approval Section 3 This Resolution shall take effect upon the date of its adoption ADOPTED, SIGNED AND APPROVED THIS 19TH DAY OF FEBRUARY, 2019 ATTEST Trine Donaldson, City Clerk 1 T 1Resolutions\Res 7900-7999\7934 All -Risk Training Center docx aul W Foster, Mayor I, Jeanne Donaldson, City Clerk of the City of Redlands, do hereby certify that the foregoing Resolution was duly adopted by the City Council at a regular meeting thereof held on the 19th day of February, 2019 by the following vote AYES Councilrnembers Barich, Tejeda, Momberger, Davis, Mayor Foster NOES None ASTAIN None ABSENT None 2 I 1Resolutnons\Res 7900-7999\7934 All -Risk Training Center docx _.,41.4--r- Donaldson, Donaldson, City Clerk Rancho Cucamonga Fire Protection District Agreement FACILITY RENTAL AGREEMENT Please print legibly in ink This Facility Rental Agreement should be submitted to the Rancho Cucamonga Fire Protection District (RCFPD) 14 calendar days prior to the date requested to ensure adequate review and approval time This is a binding agreement for the rental of the RCFPD All Risk Training Ce nter facility located at 11285 JerseyBlvd Rancho Cucamonga CA 91730 By signing this agreement, you have agreed to the Facility Rental Rules and Re gulations s et forth herein Security and Liability Insurance are required unless otherw ise agreed upon Do not advertise your event until a signed Permit Contract has been ap proved Please initial that you have read and understand the information in the Facility Rental Agreement (Please Initial) PART 1: CONTACT. INFORMATION Organization Non -Profit# Applicant Name Street Address Primary Phone City Secondary Phone Email Alternate Contact Name Alternate Phone PART 2: FACILITY, . DATES & TIME REQUESTED . . Facility Room(s) Time AM PfY1 To Aly L kl Single Use Day of the Week Month Date Year Recurring Use Day of the Week Time I41 PM To IAM PM Entrance Time I11M FM Exit Time IA;€I PM Beginning Date Month Date Year Ending Date Month Date Year Check One [Maly ❑Weekly ❑Monthly EOther Comments PART 3: EVENT INFORMATION Event Title/Type Attendance How manyguests (Over 21 yrs Old) 1 Is this event for a minor? ❑Yes ❑No (16 — 20 yrs Old) 2 Is event open to the public? ❑Yes ❑No 6 Will there be dancing? ❑Yes ❑No (under 15 yrs Old) 3 Admission charge? ©Yes DNo 7 Is this a catered event? CIYes ❑No Total 4 Will anything be delivered? DYes ❑No 8 Will there be entertainment? (DJ/Band) ❑Yes ❑No 5 How will you be advertising? 0 Flyers 0 Invitations 0 Word of Mouth 0 Internet 0 Other If you answered yes to any of the above questions please e q lain Acknowledgment I hereby state the information above is correct to the bestof my knowledge Applicant Signature FIRE DISTRICT USE ONLY Rental Deposit Fee Received $ ❑Cash ❑Check ❑Credit Card (Last four#) ❑Other ResidencyVerified ❑Yes ❑No Over Age 25 OYES ❑No Group 1 2 3 4 Staff Signature Date 1 1 Time Aat., PPvt (Staff signature onlyacknowledges that request and deposit were received — it does not guarantee approval) INTERNAL APPROVAL ROUTING S.R Security Required I R Insurance Required P D S R ❑ Yes ❑ No Type Deputies E Private ❑ # Required Admin Assistant Supervisor Deputy Chief S R ❑ Yes R ❑ Yes ❑ Approved Date / ❑ ■ • / No No Denied S R ❑ Yes ❑ No I R ❑ Yes ❑ No E Approved E Denied Date. / 1 S R ❑ Yes ❑ No 1 R ❑ Yes ❑ No D Approved 0 Denied Date 1 1 0 Approved 0 Denied Date. 1 1 PERMIT CONTRA CM Final Approval 1 1 (Signature) (PrintName/Title) (Date) REQUIREMENTS AND PAYMENT INFORMATION Rancho Cucamonga Fire Protection District FACILITY RENTAL RULES & REGULATIONS 1) Authorization for use will be issued to persons over 25 years of age only fie person signing the Focilsty Rental Agreement and Permit Contract must be present at the event Fire District staff w ill be assigned to w ork during all rentals fie number of staff needed to supervise the event w ill be determined by the Fire District taking into consideration expected attendance and the type of event Applicant w ill be responsible for all staff costs incurred 2) A Rental Deposit is required at the time the Facility Rental Agreement is submitted and is not applied to the balance due Rancho Cucamonga Fre Protection District (RCFPD) reserves the right to cancel the group's facility rental agreement if it is determined that the applicant hos withheld information pertaining to the rental detoils If the facility is left in good condition the applicant w ill receive the refundable Rental Deposit If additional stall damage or service costs are incurred the costs w dl be deducted from the deposit or biliedtothe applicant The Rental Deposit w be issued to the individual/organization listed under Part 1 of the Contact Information The refund will be issued as follows w ith check or cash allow (4) weeks for the refund to be rece€ve° in the mail 11 the deposit was pale using a credit card the rentaldeposit w dl be returned to that cardw ithin (7) business days atter the event 3) All tees must be paid (30) days in advance If all required lees are not received by the given deadline then the facility rental agreement w dl be canceled No personal checks wilt be accepted within (30) days of the rental Any fees paid prior to cancellation may be forfeited Recurring rentals are subject to payment schedules if approved INSURANCE REQUIREMENTS 4) Applicant shall maintain and require its agents vendors and exhibitors to maintain the Insurance listed as follow s PCFPD reserves the right to review any and all el the required insurance policies and/or endorsements but has no obligation to do so Failure to demand evidence of lull compliance w ith the insurance requirements set forth in this agreement or failure to identify any ins urance deficiency shall not relieve Applicant from nor be construed or deemed a w aver of its obligation to mainta€n the required insurance at all times during the performance of this agreement General Liability Insurance • Commercial General Liability Insurance no cess broad than Insurance Services Office (€30) form CG 0001 • Minimum Limits $1 000 000 per Occurrence $2 000 000 General Aggregate $2,000 000 Products/Completed Operations Aggregate The required limits may be provided by a combination of General Liability Insurance and Commercial Excess or Umbrella Liability Insurance li Applicant maintains higher limits than the specified minimum limits RCFPD requires and shall be entitled to coverage for the higher limits mainl ained by Licensee/Permittee/Applicant • Any deductible or sell insured retention shall be shown on the Certificate of Insurance 11 the deductible or self insured retention exceeds $25,00011 must be approved in advance by RCFPD Applicant is responsible for any deductible or self insured retention and shall fund it upon RCFPD s w ritten request regardless of whether Applicant hos a claim against the insurance oris named as a party in any action involving RCFPD RCFPD shall be endorsed as an additional insured for liability arising out of operations performed by or on behalf of the Applicant for w hich a permit has been issued (either ISO endorsement CG 20 12 or CG 20 26, or their equivalents) The insurance provided to the additional insureds shall be primary to and non-contributory with any insurance or sell insurance program maintained by them • The policy shall cover inter insured suits and include a separation of Insureds or severability clausew hich treats each insured separately • Required Evidence of Coverage 1 Copy of the additional insured endorsement or policy language granting additional insured status, 2 Copy of the endorsement or policy language indicating that coverage applicable to RCFPD is primary and non contributory and 3 Properly completed Certificate of Insurance Automobile Liability Insurance. • Minimum Lirrlt $1,000 000 combined single limit per accident • Coverage must apply io all ow ned hired and non ow ned vehicles • RCFPD shall qualify as an insured • Required Evidence of Coverage 1 Copy of the endorsement or policy language indicating that RCFPD is an insured and 2 Properly completed Certificate of Insurance W orkers Compensation and Employers Liability Insurance. Required if Applicant/Licensee/Permittee has employees • W orkers Compensation insurance w ith statutory limits as required by the Labor Code of the State of California • Employers Liability w ith limits of $1 000,000 per Accident $1 000 000 Disease per employee $1 000 000 Disease per policy • Required Evidence of Coverage Properly completed Certificate of Insurance Standards for Insurance Companies • Insurers other than the California State Compensation Insurance Fund shall have an A M Best's rating of at least A VII Documentation • The Certificate of Insurance shall include the fallow ing reference Verizon Commercial Shoot ns Tuesday August 28 2018 The name and address for Additional Insured endorsements and Certificates of Insurance is RCFPD All Risk Training Center 11285 Jersey Blvd Rancho Cucamonga CA 91730 • Current Evidence of Coverage shall be provided for the entire term of this agreement • U pon w ntten request certified copies of required insurance policies shall be provided w ithin thirty (30) days 5) Sheriffs or other City of Rancho Cucamonga approved security may be required depending on the type of activity and the number of attendees 6) In the event the renter requests a cancellation of their rental event after 7 calendar days from the time of application a cancellation fee is withheld from any fees paid and/or the rental deposit as follow s • $25 for small classroom rentals • $50 for large classroom rentals $75 for full classroomrentals • $100 for Training Tower or House rental • $200 for both Training Tower and House rental Cancellation or rescheduling of any approved rental must be made at least (30) working days prior to the scheduled event The follow ing are the cancellation/rescheduling guidelines • 30 or more calendar day notice -full refund of ail fees {less the Cancellation Fee) 15 29 days notice - 100% refund of all fees 0% of deposit (less the Cancellation Fee) • 2 to 14 days notice -50% refund of all fees 0% of deposit' (less the Cancellation Fee) • Less than 2 days notice- No Refund *if deposit exceeds estimated amount of rental fees then 100% of rental fees w ill be forfeited and the balance w i11 be refunded APPLICATION FEE. A non-refundable application lee of $25.00 w ill be applied to every facility rental agreement This fee is collected in addition to the facility rental deposit and w ill be retained upon return of deposit SETUP PRIOR TO THE EVENT 7) Applicant w iii not be allowed into the site prior to the indicated time on the contract Applicant w il! not be refunded for any time not used 8) The applicant is responsible for a pre w alk through' of the facility w rth the staff person on duty upon arrival at the site The same individual is responsible fora post wolk through of the facility with staff upon departure The applicant and staff are responsible to complete the pre and post walk through and a corresponding Facility Rental Checklist to ensure proper care and use of the facility and equipment 9) Tables and chairs are included in the rental fee and subject to availability Applicant may bring in additional tables and chairs at their ow n ex pense 10) Decorations and visual aids must be freestanding and may not be nailed stapled or tacked to the wails ceilings or fixtures Removal of facility decorations or furniture is not allow ed 11) Candles any type of fire devices or smoke/tog machines are not allow ed at any Fire District facility This includes barbeques deep fryers and outdoor ovens Floating candles are allow ed with precut horization RESPONSIBILITIES DURING THE EVENT 12) The useol Expanded Polystyrene (Styrofoam) products is banned from all Are District facilities 13) Smoking is prohibited and unlawful at any Fire District facility parking lot and trail 14) The maximum number of patrons allowed in the facility must be strictly adhered to The staff on duty w it limit additional attendance into the event once that maximum number is reached If the Applicant is not compliant on limiting the attendance RCFPD reserves the right to end the rental 15) All children must be adequately supervised by one or more adults in all areas of the facility Children may not ploy in lobby creels) 1 adult to every 6 children (ages 1 5) 1 adult to every 14 children (ages 6 12) and 1 adult to every 20 children (€ 2 17) is required Chaperones must be 25 years of age or older The applicant e responsible for supervising all actions of event attendees 16) Signs rnoy not be placed outside the facility Interior signage is permitted but must be pre -approved by RCFPD 17) No foreign substances (oil powder etc.) may be spread on the floor or any surface for dancing or any other activity 1$) The Fre District reserves the right to cancel a function at any time if the people involved in the function are not conducting themselves in an appropriate ono law ful manner and/or damaging any Fire District equipment or property The applicant a responsible for the supervision and actions of those in attendance CLEAN UP AFTER THE EVENT 19) Storage of personal property or deliveries before contract time wilt not be allowed at any facility RCFPD is not responsible or liable for rental equipment 20) For rentals that go over in time from their rental contract a fee w ill be assessed equal to staff cost plus rental fee to be calculated at a rate of time and -a half 21) Applicant is responsible for all clean up of the facility Applicant wi€€ be supplied w ith cleaning supplies by Department staff Clean-up w ill consist of the follow ing . All trash must be placed in the trash receptacles staff w it provide additional trash bags if needed All decorations and personal property must be removed at the time the contract concludes Floors must be swept and counter tops wiped clean (Supplies provided) 22) Applicant is responsible for notifying staff upon departure from the premises Facility must be completely cleaned up and applicant must be vacated from the prerruses by the completion time as stated on the contract Each RCFPD Facility may have rules 8 regulations that pertain only to that facility Refer to Fee and Charges Schedule for additional amenities & service fees Applicant/Pennitleeshall be bound by all rules and regulations and all applicableordnances cif the City of Rancho Cucamonga The violahonof any of the a bove Rules and Regulations or 1atsityng any of the pro\tens of the apptcation shall constitute grounds for imrnediaterevocaron of permission to use FireDistrict fa c i ties and shallconsfilutegroundsforrefusalof1utureperrnitstouseFireDisirbffacifties The Applicant /Permitteeshallbeliable forloss;damageorinjury sustained byiheFire Disirotor any person w hatsoeva by reasonof negligence of the persons towhosuch permit is issued 1 the undersigned on behalf of the above mentioned organization do hereby certify that I hove read and agree to abide by the policies governing the uses of the requested facility listed above as Building Rental Rules and Regulations Except for the Rancho Cucamonga Fire Protection District's sole negligence or willful misconduct Applicant/Permittee shall waive release defend indemnify and hold harmless RCFPD from and against any and all claims which actually or allegedly arise out o1 or are related to Applicant/PerrnUtee use or occupancy of the Premises or which actually or allegedly arise out of or are related to the conduct of Applicant/Permiflee s business or which actually or allegedly arise out of or are related to any activity work or things done ar permrtted by Applicant/Permittee or its employees contractors or agents in ar about the Premises and shall further indemnify and hold harmless RCPD from and against all costs attorney's lees expenses and liabilities incurred in the defense of any such claim or any action or proceeding brought thereon RCFPD shalt not be liable to Renter/Applicant for any damage to Applicant/Permittee s property from any cause and Applicant/Permittee waives all claims against RCFPD for damage to person or property arising for any reason Applicant Signature Date Panted Name