Loading...
CM-2015-687 - 2/20/2015City of Round Rock �iws ROOT Agenda Item Summary Agenda Number: Title: Consider executing an Austin Community College Facilities Use Request Form to conduct a public meeting regarding the Transit Master Plan. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 2/20/2015 Dept Director: Gary Hudder Cost: Indexes: Attachments: ACC Facility Use Form.pdf Department: Transportation Department Text of Legislative File CM -2015.887 City staff, in conjunction with Nelson Nygaard staff, will be conducting a public input meeting for higher education students on March 5, 2015, regarding students public transportation needs. This meeting is a part of the Transit Master Plan development. Staff desires to have the meeting on the ACC Round Rock Campus. ACC requires execution of their ACC Facilities Use Request prior to allowing use of the property. Staff recommends execution of the ACC Facilities Use Request. Lxy of Rountl Rock Pagel PtlMaJ onY 015 LEGAL DEPARTMENT APPROVAL FOR CITY COUNCIL/CITY MANAGER ACTION Required for Submission of ALL City Council and City Manager Items Department Name: Transportation Project Name: Transit Master Plan Project Mgr/Resource: Caren Lea ContractorNendor: Austin Community College Council Action: ORDINANCE RESOLUTION Fxx-lCily Manager Approval CMA Wording Consider a seculing an Auslin Community College Facilities Use Request Form to conduct a public meeting regarding the Transit Master Plan. Attorney T � Date '? —I "I - IS O:\wdoxlSCClnts\0127NI50ONMISCIO0329610.XLS Updated 6/3/08 "?) 460AusTIN COMMUNITY COLLEGE Campus Round Rock Campus Services ACC FACILITIES USE REQUEST Campus Manager ,_ENS and Insurance _Campus Police _Maintenance Director _Marketing Business Manager _VP, CSS/ISDR Note: Not all types of facilities listed above are available on all campuses NO RESERVE PARKING IS AVAILABLE Applicant (organization) City of Round Rock Use Group 4 Date(s) of Event March 4, tots Event Time: s AM/PM 1 AM/PM Setup Time 8:30 a.m. Arrival Time 8:30 a.m. Name of Name of Requestor: Caren Lee Phone:512-67i-286gCell Phone 512-626-5662 Address; 2008 Enterprise Drive, Round Rock, TX 76664 Ck"CA5— (161 Phone: 512-218-5536 E-mail clee@roundroddexas.gov CAMA.006.1007 Gym Laboratory -Sciences Lounge Computer Lab Board Room HBC Specialized RoomGrounds /Pa- Free Speech Area X tio/Porches Theatre Multi-purpose Room Library (Rio Grande Only) (Eastvlew Only) General Classroom Parking Lot Lecture Halls IVC Rooms(video Public Areas/Lobby/ Dance Studio conference) Foyers/Halls Note: Not all types of facilities listed above are available on all campuses NO RESERVE PARKING IS AVAILABLE Applicant (organization) City of Round Rock Use Group 4 Date(s) of Event March 4, tots Event Time: s AM/PM 1 AM/PM Setup Time 8:30 a.m. Arrival Time 8:30 a.m. Name of Name of Requestor: Caren Lee Phone:512-67i-286gCell Phone 512-626-5662 Address; 2008 Enterprise Drive, Round Rock, TX 76664 Ck"CA5— (161 Phone: 512-218-5536 E-mail clee@roundroddexas.gov CAMA.006.1007 Full Description / Purpose of Event: Please describe the program or activities being planned (include names of speakers, topics, films and attach program if available): The purpose of this event is to talk with students and staff regarding their thoughts on public transportation in the City of Round Rock. Setup Required (be specific): Table set-up Audience Type: EaEmployee Student OFaculty IIAll Campus Community Other (please specify) Estimated number of attendees: unknown Will food be served? ❑Yes [x­1Vo If yes, please provide name of catering / supplying organi- zation Certificate of Insurance provided for provider __Q Provide Texas Department of Health Services permittlicense Will alcohol be served? QYes uNoIf as, please fill out the alcohol use form. Will you make a profit from this activity? mYes _IINo Will you require set up services? IX ]Yes _No If yes, please describe: We will requim a table to be set-uin the ama. Will you require clean up services? Yes [xJ No If yes, please describe: Will you be bringing any chemicals onto ACC properly? Yes x No If yes, please list chemicals and provide Material Safety Data Sheets for each chemical. These will need to be approved through the Environmental Health Safety and Insurance Department prior to event. List chemicals Will electrical service be required? Yes Ix I No If yes, list equipment and specific requirements (type, voltage and current) for each piece of equipment. All electrical equipment brought on site must be UL approved. Will Campus Police / security services be required? Yes Ix INo [9:65G�Qrh�ipr71 (In cases of uncertainty, the Campus Manager Is authorized to determine the placement of a group) Group 1: Official College Activities / Official College Organizations Group 2: College Affiliated Groups Group 3: Community Non -Profit Organizations (ACC Service Area) Group 4: Community Individual Requests (ACC Service Area) Group 5: Community For Profit Groups (ACC Service Area) Group 6: Out Of Community Non -Profit Group. Group 7: Out -Of -District, For Profit Groups U Liability Proof Certificate: All organizations not covered under the college insurance policy must provide their own liability Insurance; a copy of the Certificate of Insurance must accompany this request. Certificate of Insurance must identifv ACC as an additional insured To support the request to rentlutilize property of Austin community College as set forth above, the requesting organization (and the undersigned officer, agent or representative thereof Individually and jointly and severally with the organization) or individual, agrees as follows: 1, To abide by the rules and regulations of the college governing the use of the college facilities and to see that such rules are obeyed by all members of this event 2. to assume full responsibility for and make restitution for any damage to the building, property, grounds or equipment caused by any participants in this event (damage or destruction deemed by the College to be beyond normal wear and tear from the intended use) 3. to pay for any loss or damages to person or property or claims therefor resulting to or arising from the negligent acts or omissions of the requesting organization during the use of college property or facilities by such organization or individual (and those granted access to the facility thereby) whether from an occurrence at the property or facility itself during such use, before or after such use, going to and from such use, in or about available parking areas, or otherwise, 4. and to indemnify and forever hold harmless the College and its officers, agents, and employees from any claims of any kind, nature or, description arising out of the use of any of the school facili ties, property, grounds or equipment, pursuant to this application or any modification to this ap plication thereof. 5. to pay any attorneys' fees and costs paid or incurred by Austin Community College to enforce any obligations imposed under this paragraph or otherwise in this application. WE REPRESENT THE ORGANIZATION REQUESTING USE AND UNDERSTAND THAT THE ENTITY FOR WHICH WE ARE THE AUTHORIZED AGENTS IS FINANCIALLY RESPONSIBLE FOR ANY PROPERTY DAMAGE OR PERSONAL INJURY ARISING OUT OF THE RENTAL I USAGE AS REQUESTED ABOVE IN THIS AGREEMENT. I understand and agree to guidelines on front and back of this form. I take full responsibility for any and all damages that may result from us"t the facilities which shall Include but is not limited to extra custodial charges and possible repaidr>dplocement coats. Signature of Authorized Agent(s): named insured, shall Include a Waiver of Subrogation for coverages, and shall include a len-day notice of cancellation clause. Contact EHS and Insurance Department for determination Special Insurance Certain events may require Special Events Liability Insurance. This will be determined by the EHS and Insurance Office. A separate sheet attached to Facility Use Request form detailing activities is required. For an additional fee, Requestor may purchase insurance coverage through ACC's EHS and Insurance Office from our contracted liability Insurance carrier. The Requestor may also purchase this coverage from a carrier of their selection and choice. Required coverage may be increased depending on proposed use. Consult with EHS and Insurance Office for guidance. WE REPRESENT THE ORGANIZATION REQUESTING USE AND UNDERSTAND THAT THE ENTITY FOR WHICH WE ARE THE AUTHORIZED AGENTS IS FINANCIALLY RESPONSIBLE FOR ANY PROPERTY DAMAGE OR PERSONAL INJURY ARISING OUT OF THE RENTAL / USAGE AS REQUESTED ABOVE IN THIS AGREEMENT. I understand and agree to guidelines on front and back of this form. I take full responsibility for any and all damages that may result from use of the facilities which shall include but is not limited to extra custodial charges and possible Fqpaidreplacement costs. Signature of Authorized Agent(s):ffauTd USE OF COLLEGE FACILITIES Request should be submitted at least ten (10) working days in advance of the date(s) requested. If approved, the requestor must contact the Campus Manager two (2) days before the scheduled event and make final arrangements concerning the use of facilities and equipment. Written notice of cancellation is required at least 48 hours in advance of the scheduled activity or as- signed costs will be assessed. Without regard to cancellation, applicants will be responsible for all actual costs Incurred by the College in connection with the scheduled activity. GENERAL PROVISIONS College facilities shall be used only in accordance with all federal, state and local laws and College policies. Use of the facilities shall be denied if they are not in accordance with these laws and poli- cies, or if circumstances are such that the proposed use would interfere with the orderly operation of the College's programs. 1. Responsibility for enforcement of all rules shall be with the organization using the facility. Ap proval may be canceled at any time there is evidence that college rules are being violated. 2. Payment of fees must be made five days in advance unless approval by the VP, CSS/ISDR is given. 3. Corridors, exits, and stairways must be free of obstructions at all times. Members of audiences or spectators must not stand or sit so that exits, aisles, or stairways are blocked. 4. Furniture or apparatus may not be removed or displaced except with the permission of the College. 5. Placement of signs or decorations or any materials brought in by the organization requires prior approval of the College, and must be removed immediately after the event. 8. No chemicals are to be brought in by the requestor without prior approval from the EHS and Insurance Office. 7. Seeing Eye and Hearing dogs are the only animals permitted in buildings, with the exception of animals that are used as part of an ACC educational program. 8. Children under the age of 12 must be accompanied by an adult who will assume responsibility for their welfare. 9. Drugs, firearms and gambling, in any form, are prohibited on campus. Persons found in viola tion are subject to arrest and event cancellation without possibility of a refund. 10. Alcoholic beverages, smoking, and flammable materials are prohibited and not permitted on College property. Pending EVC activities for Culinary 11. Any damage to the facilities and equipment shall be paid in full by the requesting organize tion. If facilities are not left in the condition in which they were found and special clean up or repairs are required, the organization will be billed appropriate labor and material costs. 12. ACC is committed to providing barrier free facilities. Any other auxiliary aids or accommoda tions requested by a participant are the responsibility of the event sponsor. 13. The parties agree to comply with all applicable state and federal laws, rules regulations and executive orders as to equal employment opportunity, nondiscrimination and affirmative action, including the Americans with Disabilities Act of 1990. 14. Buildings will be opened one-half hour before the scheduled program time and closed one-haft hour after the scheduled end of the program unless other times are requested and approved in advance. Meetings shall not extend beyond midnight on any occasion. 15. Advertising or marketing in any format for all events not sponsored by Austin Community Col lege must contain a disclaimer that the event Is not sponsored by Austin Community College. 18. Austin Community College, and its agents, shall not be responsible for injury, damage, or loss of nrnnArty unnn r1nllAnA nrA.mIRAR uuefainad by the Annlinnnt nr aftAnrlAna 17. Charges made for the use of College facilities are based on operating expenses such as ad ministrative and clerical services, custodial, maintenance, police services, and utilities. Fee Schedule ACC departments, groups directly affiliated with ACC, or groups certified by an ACC department director as meeting the College mission goals, are not charged for basic use of ACC facilities. Insurance Requirements This contract must be submitted with a copy of the Certificate of Insurance, and a deposit of at least 25% of the rental fee. The balance of rental fees and any additional fees must be paid at least Five days before the scheduled event unless special arrangements have been made. ACC Standard Insurance Requirements Insurance limits for contracts up to $100,000 (or lower risk uses of ACC facilities•) General Liability Insurance covering all duties, services or work to be performed (under the contract); insur- ance will provide limits of: • Policy aggregate $1,000,000 • Each occurrence $500,000 • Products/completed operations aggregate $500,000 • Personal injury liability $500,000 • Fire damage liability $50,000 • Medical payments $5,000 Professional Liability insurance limits $500,000 occurrence/aggregate (for consultants/services). Automobile Liability Insurance, Combined Single Limit $500,000 or as required by law. Worker's Compensation Insurance providing the statutory benefits for the State of Texas and Employer's Liability Insurance for all contracts in the amount of: • Bodily Injury by accident: $500,000 • Bodily Injury by Disease - each person: $500,000 • Bodily Injury by Disease - policy limit: $500,000 Insurance limits for contracts over $100,000 (or higher risk uses of ACC facilities•) General Liability Insurance covering all duties, services or work to be performed (under the contract); insur- ance will provide limits of: • Policy aggregate $2,000,000 • Each occurrence $1,000,000 • Producta/completed operations aggregate $1,000,000 • Personal Injury liability $1,000,000 • Fire damage liability $50,000 • Medical payments $5,000 Professional Liability Insurance limits $1,000,000 occurrence/aggregate (for consultants/services). Automobile Liability Insurance, Combined Single Limit $500,000 or as required by law. Worker's Compensation Insurance providing the statutory benefits for the Stale of Texas and Employer's Li- ability Insurance for all contracts in the amount of: • Bodily Injury by accident: $500,000 • Bodily Injury by Disease - each person: $500,000 • Bodily Injury by Disease - policy limit: $500,000 All construction projects will require Builders Risk Insurance coverage for the total amount of the contract awarded. The policy shall include an endorsement deleting the following statement from the Property Not Covered exclusion, "Existing building(s) or structure(s) to which alterations, additions, renovation or repairs, are being made." An Original Certificate of Insurance must be submitted from the insurer / agent prior to the issuance of the Notice to Proceed. The Certificate of Insurance must name Austin Community College as an additional