Donald W. Reynolds Community Non-Profit Center Room Use Grant Agreement 2018

Transcription

1 Donald W. Reynolds Community Non-Profit Center Room Use Grant Agreement 2018 This agreement, commencing on the January 1, 2018, and ending on Decemer 31, 2018, between the Parasol Tahoe Community Foundation, hereinafter called the COMMUNITY FOUNDATION and, hereinafter called GRANTEE. This agreement is for the use of meeting rooms and/or kitchen space within the Donald W. Reynolds Community Non-Profit Center (DWR Center). Both parties agree that GRANTEE may use DWR Center meeting rooms, subject to availability, at the will of the COMMUNITY FOUNDATION. Grantee Contact Name Phone The Donald W. Reynolds Community Non-Profit Center (DWR Center) was built through a generous grant from the Donald W. Reynolds Foundation. The DWR Center is operated by the Parasol Tahoe Community Foundation and is located on land leased from the Incline Village General Improvement District. The purpose of the DWR Center is to provide an economical and collaborative environment for non-profit organizations serving the Incline Village/Crystal Bay/Kings Beach community. DWR Center Use Use of premises: Grantee shall use the premises for the purpose of conducting meetings, seminars, workshops, lectures, and events in pursuit of its mission. Grantee shall not use the premises, or any part thereof, for any other purpose or purposes, without the express prior written consent of the Community Foundation. Grantee shall not use the premises in any manner that will constitute waste, nuisance, or unreasonable annoyance to owner, neighbors, or government entities. The Community Foundation reserves the sole right to determine Grantee Organizations allowed to use the DWR Center. All DWR Center Grantee Organizations must be contracted by a DWR Center Room Use Grant Agreement between the Grantee Organization and the Community Foundation. The DWR Center may be used only for the Grantee Organization s pursuit of its mission as evidenced by its organizational charter. Description of Use: (check one) The Grantee is granted the use of DWR Center meeting rooms and/or kitchen space at various times throughout calendar year 2018, starting on the date of this agreement. OR The Grantee is granted the use of the DWR Center meeting room(s) for their event,. The event shall commence on, 2018 at am/pm and end on, 2018 at am/pm. 1

2 Grantee Responsibility Grantee is responsible for the actions of its staff, board, agents, clients, invitees, guests, subcontractors and/or any other persons brought onto the premises by the Grantee. All children must be under adult supervision at all times. 1. After Hours Access: Normal DWR Center business hours are from 8am to 5pm, Monday to Friday (closed on holidays). Grantee is responsible for securing the DWR Center when leaving the premises. (See Building Access and Alarm Procedures #5) 2. Alcohol Policy: The sale of alcohol is prohibited anywhere on DWR Center property. The Community Foundation neither supplies nor serves alcoholic beverages. Grantee or its retained caterer may supply and serve alcoholic beverages to adult guests of legal age within the DWR Center and on the patio area, but not in parking lot or surrounding areas. Grantee s attendees may not bring alcohol onto the property of the DWR Center. Caterers serving alcoholic beverages must agree to the terms of this Grant Agreement and the Community Foundation s rules and regulations for alcoholic beverage consumption. In addition to complying with all applicable State and County ordinances, the Grantee must ensure that: Any person serving an alcoholic beverage will first check the photo identification of the person being served to confirm they are at least 21 years of age. No alcoholic beverages are to be served to under-age persons. No alcoholic beverages are to be served to an intoxicated person. No kegs, honor bars or self-service bars are permitted. No open bottles are placed for self-service of alcohol. The Community Foundation reserves the right to limit alcohol service to prescribed times and/or terminate the serving and consumption of alcohol at any time without notice. 3. Animals: Animals are restricted from the premises, with the exception of service animals. 4. AV Equipment: There is a variety of equipment available to facilitate your meetings and events including wireless internet, conference phone, projectors, and a sound system. There are a number of important things you need to know before showing a presentation using the DWR Center AV system. Please remember to reserve the AV equipment when you book the room(s). Please arrive at least half an hour before your meeting/presentation to test all equipment, and make sure your room reservation covers this additional setup time. If your presentation is after hours or on the weekend, please schedule an appointment with Parasol Staff for training and/or to test all equipment (Monday-Friday, 9am-4pm). The Community Foundation does not have IT technicians on site. You are responsible for scheduling training and for testing equipment prior to your presentation. Instructions on how to use the equipment are located next to the ipad in the Board Room, Meiling Room and Trepp Room. The best way to project your presentation is to use the Community Foundation s equipment and bring your presentation on a USB drive. The sound systems should not be used in a manor that constitutes a nuisance or unreasonable annoyance to the Community Foundation, Resident Organizations or other DWR Center users. Equipment must be properly locked in the designated AV cabinet when you are finished. Equipment may not be taken out of the building. If equipment is lost or damaged, you will be charged the replacement value. 2

3 Please note: We cannot guarantee your equipment will be compatible with the DWR Center AV system. 5. Building Access and Alarm Procedures: Keeping the DWR Center secure requires the assistance of everyone accessing the building. Please be considerate of each other and lock up the building if you are the last one leaving. Keys: Key card access may be required after hours. All access cards are recorded for security purposes. Do not write the DWR Center or Parasol on your key card. Do not give your key card to another person for access. You will be accountable for each entry into the DWR Center using your key card. If your organization requires a key card, please contact Parasol Staff to request a Building Access Form. Alarm: An alarm code maybe assigned to Granteesrequiring after-hours access by submitting a Building Access Form to Parasol Staff. To assure that we do not have false alarms, please follow these steps carefully and explain them to your staff. False alarms incur charges to the Parasol Tahoe Community Foundation and in turn charges will be billed to thegrantee. 1. ENTERING THE BUILDING To disarm the alarm as you enter the building, Confirm the alarm is on by listening for a series of beeps or by checking the display on the Alarm Pad; if the alarm is on it will read Armed to Away. Push the OFF button and WAIT for voice command or display to state Enter Code. Enter your code. 2. BEFORE EXITING THE BUILDING Before exiting the DWR Center, please make certain the following procedures have been followed: a. DOORS Please confirm that all entrance/exit doors are closed tightly. All glass doors (i.e. front and side entries)have locking push bars; If bars are depressed, a pen or similar object can be inserted underneath bar to the left in a small round opening pushing up releases the latch to lock door. A similar process can be used to unlock doors by keeping bar depressed inserting the pen and releasing the pin. 3. EXITING THE BUILDING Have all your belongings with you along with your staff. All should meet at Exit Door together. To arm the alarm as you exit the building: a. Press AWAY. b. Wait until voice command or display states Enter Code. c. Enter your code. d. Wait until the alarm voice command or display states Armed to Away. e. You now have 30 seconds to Exit the DWR Center. f. Confirm that the door you exit through is closed and secured. For security reasons and your safety, do not leave doors unlocked, propped open or unattendedat any time. If for any reason a false alarm sounds, DO NOT LEAVE THE DWR CENTER. Contact the DWR Center Building Manager at (775) If the DWR Center Building Manager is unavailable, please contact Burgarello Alarm Company at (775) and the Sheriff s substation at (775)

4 6. Catering: Grantee is responsible for outside catering, transportation, and any extra equipment needed. The Grantee may reserve the DWR Center Kitchen for catering or food preparation. If the Grantee engages the services of a caterer, the Grantee is required to have the caterer provide the Community Foundation with a certificate of liability insurance in the minimum amount of $1,000,000 naming the Community Foundation as an additional insured. The caterer s insurance must be through an insurance company qualified to do business in the state of Nevada. The insurance will be for the length of the event and it will be at no cost to the Community Foundation. Please contact Parasol Staff for preferred caterer information. The Grantee is responsible for any losses, damages and/or cleaning required as the result of the caterer s activities. 7. Collaboration: Collaboration is a founding principle of the Parasol Tahoe Community Foundation and we are committed to advancing the collaborative process. Active collaboration on the part of the Grantee is a requirement of this agreement. 8. Damage to Property: The DWR Center must be left in a clean and undamaged condition. It is the responsibility of the Grantee to leave the DWR Center in the same condition in which it was found. Cleaning, damage and/or repairs to the property, and the work and expense to undertake same, shall be solely determined by the Community Foundation at the conclusion of use and the expense for same shall be at the sole cost to the Grantee. 9. Decorations, Signs and Displays: All decorations, signs, and displays are subject to the Community Foundation s approval. All signs must be printed in a professional manner. Affixing anything to the walls, floors or ceilings in a manner that causes damage is prohibited. Under no circumstances should Grantee use tacks, nails or regular tape to hang items in the meeting room or common areas. Masking tape or blue painters tape may be used. Decorations with an open flame, confetti/glitter and/or smoke/fog machines are NOT allowed at any time. 10. Deposits: The Grantee is required to pay a deposit of $100 for meeting room use. An additional deposit of $100 will be required for kitchen use. Deposits, in the form of a check payable to the Parasol Tahoe Community Foundation, are due seven business days prior to DWR Center use. Refunds of Deposits: Upon written request, the Community Foundation shall return to the Grantee the full amount of deposits, less any expense for losses, replacement, damages, repairs and/or cleaning charges. The Community Foundation shall have sole discretion in determining charges for replacements, cleaning, damages and/or repairs. For Single Event Use: At the conclusion of the event, any assessed fees for damages shall be the sole responsibility of the Grantee. If the event is cancelled, upon written request, the Grantee s deposit will be refunded in full. 11. Drug & Smoke Free Facility: No illegal drugs are allowed in the DWR Center or on the grounds at any time. The DWR Center is a smoke-free workplace. Smoking is only allowed on the patio with the proper use of receptacles required. Cannabis consumption is not allowed in the DWR Center or on the grounds at any time. 12. In Case of Emergency: All building alarm pads are equipped with a panic button as well as buttons to dispatch the Police and Fire Departments. To dispatch the Police, press A and 1 at the same time. To dispatch the Fire Department, press C and 7 at the same time. 4

5 Fire The DWR Center is equipped with a fire alarm system and fire extinguishers. When an alarm sounds, everyone must immediately leave the building by the nearest exit and assemble at the Incline Middle School parking lot. Please take keys and/or purses with you as you may not be allowed back into the building. If you see a fire and an alarm has not sounded, you should pull the alarm in the reception area as you leave the building. Medical Emergency In the case of a medical emergency: Remain calm Call 911 and provide the following information: o Your name and the name of your organization o The building address: 948 Incline Way, Incline Village, NV o The nature of the problem Designate a person to meet the ambulance if necessary. Emergency Contacts Emergency 911 Sheriff s substation (775) Fire Department (775) Hospital (775) Burgarello Alarm Company (775) DWR Center Building Manager (775) Indemnification: Grantee shall indemnify, defend and hold harmless the Community Foundation, its officers, directors, employees, affiliates, any related predecessor or successor and insurance companies, from any and all controversies, causes of action, rights of actions, demands, costs, expenses, attorney s fees, damages and any other liabilities of any kind whatsoever resulting from any actions on the part of the Grantee, its staff, board, agents, clients, invitees, guests, subcontractors and/or any other persons brought onto the premises by the 5

6 Grantee in connection with the meeting or event for performance or non-performance under this Room Use Grant Agreement or the event. 14. Insurance: Prior to using the DWR Center, the Grantee shall supply the Community Foundation with a certificate of liability insurance in the minimum amount of $1,000,000 naming the Community Foundation as an additional insured as follows: Parasol Tahoe Community Foundation 948 Incline Way Incline Village, NV The Grantee s insurance must be through an insurance company qualified to do business in the state of Nevada. The insurance will be for the length of the agreement, and it will be at the Grantee s sole cost and expense. Grantee shall not do, bring, or keep anything in or about the premises that will cause a cancellation of any insurance, or increase an insurance covering the premises; including but not limited to gas and charcoal grills and any item with an open flame. 15. Internet Access: Wifi service is available to all users, guests and volunteers for the purpose of furthering the mission of the organization. 16. Kitchen Use: The following is a list of kitchen policies and procedures, including use of walk-in refrigerator and walk-in freezer. Please see Parasol Staff for the Catering Kitchen Inventory and Cleanup Checklist and a list of preferred caterers. Use of the kitchen and facilities by professional caterers will require prior permission and scheduling. Grantee will be responsible for kitchen equipment use. After each use: o All items must be removed from the double door refrigerator. o The kitchen floor must be swept and mopped. o All countertops and sinks must be wiped down. o The Sanitizer counters must be squeegeed off and all particles must be removed from the drain. o All appliances must be cleaned and turned off. o Failure to do so may result in forfeiture of future use. The cost of cleaning, repairing or replacing any item in the kitchen will bethe responsibility of the Grantee. Any additional fees will be billed tothe Grantee. The walk-in refrigerator and freezer may be used for events only. Please label all stored items with the organization name, contact person and date of intended use. Any item without a label or past its intended use date will be thrown away. First aid kit is available in the kitchen. The kitchen is NOT for personal use. 17. Leave No Trace: We rely on all DWR Center users to clean up the room(s)/kitchen after use. This includes, but is not limited to, putting tables and chairs back in their original place, straightening the chairs, wiping down tables, taking out the trash and putting away any cords or equipment used. Cleaning supplies are provided in each room. Vacuums are available on request. 18. Meeting Room Policies: The Community Foundation reserves the right to inspect and control all functions being held on the premises. The Community Foundation reserves the right to refuse any organization considered to be inconsistent with the purpose and reputation of the Community Foundation. The Community Foundation is not responsible for items left unattended. 6

7 The Community Foundation is not responsible for unsecured rooms or areas. Rooms may not be reserved for personal use. At the completion of the meeting or event, all meeting room lights must be turned off and, if after hours, the building secured. Should your meeting room needs change due to increased or decreased attendance, the Community Foundation reserves the right to assign a different room from that originally assigned to meet the needs of the Granteeand other DWR Center users. Granteesare responsible for confirming their event with the Community Foundation a minimum of two (2) days prior to the contracted date. 19. Parking Lot Use: Limited parking is available to guests, residents and clients. Parking is not allowed on the loading dock. Vehicles should not be left in the parking lot overnight without the permission of Parasol Staff. Unauthorized vehicles left overnight may be towed at the owners expense. The Community Foundation is not liable for any damage done to vehicles in the parking lot or for lost or stolen contents left in vehicles. (Parking is NOT allowed in the Incline Middle School parking lot.) Events, meetings, etc. are not allowed in the parking lot or surrounding areas. 20. Personal Property: The Community Foundation is not responsible for any damages or loss of Grantee s or their staff, board, agents, clients, invitees, guests, and/or subcontractors personal property or equipment. 21. Photography: To protect the privacy of clients, no filming or still photography is allowed inside or outside the DWR Center unless prior approval is received from the Community Foundation. 22. Reserving Rooms/Kitchen: Meeting rooms must be reserved in advance. To reserve a meeting room, please contact Parasol Staff. Room assignments are made on a first come, first served basis. A Room Use Grant Agreement must be on file before a room will be reserved. Below is a list of available rooms and their capacity. Lower Level Occupancy Trepp Family Meeting Room Tables - Eight 72 inch rounds of 8; 175-theatre seating 107 Work Room 8 plus work area 106 Meeting Room 8 at table 105 Meeting Room 8 at table Upper Level Occupancy Meiling Training Room 40 training spaces; Plus table of 10 Prim Founders Boardroom 10 at table 204 Meeting Room 10 at a table 209 Meeting Room 2 tables, 6 at a table Please note any special arrangement or equipment needs with Parasol Staff at time of booking. 23. Room Arrangement: Should the Grantee require that furniture be reconfigured, arrangements need to be made with Parasol Staff, at minimum, seven business days in advance of event to schedule this service. A separate fee may be charged for this service. 24. Special Event/Temorary License: All special events will be scheduled and approved by Parasol Staff. If you require special arrangements or equipment, please see Parasol Staff at least 7 days prior to the event. 7

8 As per Washoe County, Nevada code, Grantees hosting events that are open to the public and involve fundraising activities must procure a Special Event/Temporary License issued by Washoe County, Nevada. Applications to the county must be made, at minimum, 30 days in advance of the event. 25. Tax Exempt Status: The Grantee will provide the Community Foundation with evidence of their tax exempt status, such as an IRS tax exemption letter or equivalent. The Grantee must have a charitable component to its mission and/or programs to access the DWR Center. 26. Use of Property: This Room Use Grant Agreement obligates any Grantee using the DWR Center, their staff, board, agents, clients, invitees, guests, subcontractors and/or any other persons brought onto the premises by the Grantee, to use the DWR Center property in a clean, careful, safe, and proper manner and to comply with all applicable laws, ordinances, orders, rules, and regulations of all governmental bodies (state, federal, IVGID, and municipal). 27. Weapon-Free Workplace: The Community Foundation prohibits entry to the DWR Center of any person who is carrying a firearm or other weapon, including a licensed concealed handgun, except authorized law enforcement officials. Failure to Comply Failure to comply with the above rules and procedures may result in additional charges assessed to the Grantee, as well as immediate eviction and/or the forfeiture of future use of the DWR Center. Grantee Organization I understand and agree to the foregoing terms and conditions of this 2018 Donald W. Reynolds Community Non-Profit Center Room Use Grant Agreement, and hereby certify my authority to execute this agreement on behalf of the Grantee. Grantee Authorized Signature Printed Name Date Print Grantee Organization Name Parasol Tahoe Community Foundation Authorized Signature Printed Name Date 8