Fillable Rental Application For City Facilities And Parks (City of Seabrook)

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Rental Application For City Facilities And Parks (City of Seabrook)

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The Rental Application For City Facilities And Parks (City of Seabrook) form is 9 pages long and contains:

  • 3 signatures
  • 40 check-boxes
  • 117 other fields

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File type: PDF

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Special Event Coordinator: 281-291-5778 / Public Works Department: 281-291-5725 or 281-291-5600
For after hours assistance, please call 281-932-2047. Event Application Rev. 10-1-20
A. Applicant Information
(Applicant is required to be over 21 years of age)
Name:
Organization Name: Non-profit EIN#:
Individual or Organization’s Address:
City: State: ZIP Code:
Day Phone: Evening or Cell Phone:
Email Address:
B. Event Location / Rental Facilities: Full Day, Half Day, or Hourly if applicable. (Please select rental option)
Carothers (FD) (HD) (HR) Pool Cabana A (FD) (HD) Brummerhop Cabana (FD)
Community House (FD) Pool Cabana B (FD) (HD) Brummerhop Pavilion (FD)
Meador Park Pavilion (FD) Pool Party Room (FD) Baseball Field:
Miramar Park Pavilion (FD) Pine Gully Other:
C. Event Information. Date, time and locations is not guaranteed.
Date of Event: ZĞƐĞƌǀĂƚŝŽŶStartͬŶĚ TimeƐ: Event ^ƚĂƌƚͬEnd Time:
Type of Event:
❒
Social Event (i.e. Wedding, Birthday Party, etc.) ❒ Meeting (Business, Non-Profit, Organizational, etc.)
❒ * Parade, Organized Walk or Run, Sporting Event ❒ * Concert, Carnival, Fair, Festival, Public Show or Exhibition
*If any option listed with Parade or Concert was selected, please reference Special Event sections E, G &
H
Number of people attending: ❒1-25 ❒ 26-50 ❒ 51-75 ❒ 76-90 ❒ * 91-200 ❒ * 201 +
*If 91 or more was selected, please reference Special Event sections E, G &
H
Is this event open to the public? ❒ *Yes ❒ No
*If Yes was selected, please reference Special Event sections E, G &
H
Will food be sold or a mobile food provider be present at the event? ❒ *Yes ❒ No
*If Yes was selected, please reference Special Event section E, G &
H
Will alcohol be served? ❒ Yes ❒ No
If Yes was selected, an additional form must be completed. The Alcohol Security Agreement form is
required.
Will there be a party rental (i.e. bouncy house, rock wall, etc.) at the event? ❒ Yes ❒ No
If Yes was selected, an additional form must be completed. The Bouncy House Form and proof of Liability Insurance is
required.
D. Notes and Comments (optional):
E. Special Events, Part 1 of 3 (Skip sections E, G & H if your event does not qualify as a SPECIAL EVENT)
If any of your selections prompted you to the Special Events section, please complete Special Event section E , G, & H and contact Special
Event Coordinator at 281-291-5778. If your event is determined to be a Special Event, please submit items on the checklist.
Completed Checklist is due no less than 45 days before the event.
❒
Liability Insurance with the City of Seabrook listed as Certificate Holder
❒ Site Map- Please include on map: Description of where attendees will park, activities that will be set up, and a minimum of 3
Emergency Contacts from your organization/event.
❒ Completed Event Application
❒ Special Event Permit Fee ($50), Special Event Deposit Fee, and any other applicable fees
❒ Be available for a conference call or meeting with City staff to answer questions and clarify details of the event.
FOR OFFICE USE ONLY
Rental Classification
❒
Resident
❒
Resident, Non-profit/Local Group
❒
Non-Resident
❒
Special Event/City Co-Sponsored
Applicable Fees
❒
Rental Fee:
❒
Refundable Deposit:
❒ Security Administrative Fee ($30) ❒ Special Event Deposit:
❒ Custodial Fee ($250): ❒ Special Event Fee ($50):
Security Fee ($40 x 4hr. min): Paid At Event
❒ Lawn Maintenance Fee ($300):
TOTAL FEES DUE:
Event Application Date Submitted:
Special Event Coordinator: 281-291-5778 / Public Works Department: 281-291-5725 or 281-291-5600
For after hours assistance, please call 281-932-2047. Event Application Rev. 10/1/20
F. Terms and Conditions
Applicant represents and certifies that:
1.
All information provided in this application is true and correct to the best of my knowledge.
2.
Applicant and user will bear all cost of cleanup and damage; and for this purpose the City may retain
part or all of the deposit, and excess will be immediately paid to applicant upon request.
Applicants are required to remove all decorations, supplies, personal items, etc. from the facility and grounds on the same
day/evening of reservation and ensure all equipment has been returned/stacked and in good working order. Failure to clean
the building and grounds in accordance to Resolution for Updated Regulations For City Park Rental Facilities, will result in
loss of part or all of deposit.
3.
If applicant chooses to not opt for the Custodial Fee and if the facility is not returned to the same condition it was found, the
applicant’s deposit will be applied to a Custodial Fee and will be charged additional fees if the deposit is less than the
Custodial Fee.
4.
Custodial Fees are included when reserving Carothers Coastal Gardens for a full day.
5.
Deposits will not be refunded until property has been inspected by a City official and keys/gate clicker (if applicable) have
been returned and property inspected by a City official.
6.
All items left after midnight becomes the property of the City of Seabrook. Items may be returned upon request; however this
will be at the convenience of the City of Seabrook. There are no employees a
vailable to allow entry into the building after your
scheduled event has ended.
7.
Custodial services are restricted to returning tables and chairs to storage racks, cleaning counters, floors, restrooms and emptying
trash cans.
8.
App
licant understands that they must be in compliance with fire code safety restrictions specific to the City facility they are
renting. All people over the number approved by the Fire Marshall must remain outside.
9.
M
isrepresentation or erroneous information in this application constitutes grounds for denial of future applications and use.
10.
CANCELLATIONS submitted in writing 30 days prior to the event will qualify for all fees to be refunded. CANCELLATIONS
submitted less than 30 days prior to the event may result in a loss of the cost of the rental.
11. WAIVER OF LIABILITY:
a.
Applicant understands the City of Seabrook is not responsible for the loss or damage to any equipment or supplies of the
renter.
b. To th
e fullest extent permitted by law, RENTER, shall indemnify and hold harmle
ss the City of
Seabrook from and against claims, damages, losses, and expenses, including but not limited to,
attorney’s fees, which arise out of or in any way relate to any and all personal injury, death and/or property damage
in connection with rental by the City to the rental of the Facility (as defined above), and arising out of any act and/or omission by
the City and/or of any and all of the City’s agents, representatives, servants, and employees, including, but not limited to,
negligence, gross negligence, strict liability, breach of express or implied warranty, breach of fiduciary duty, breach of the duty of
good faith and fair dealing, fraud, conspiracy, conspiracy to defraud, deceptive trade practice allegations, misrepresentations, or
contribution, or any other claim, whether based on a tort, contract, or under any theory of recovery, under any state or federal
law, or whether for compensatory or punitive damages
(or any types of damages whatsoever). In no event will the City of Seabrook be liable for special indirect or consequential
damages arising out of, or in connection with, the rental of the Facility rendered under this Agreement.
Special Event Coordinator: 281-291-5778 / Public Works Department: 281-291-5725 or 281-291-5600
For after hours assistance, please call 281-932-2047. Event Application Rev. 10/1/20
12. Applicant has read the ru
les and regulations and understands the fee structure to which time they have chosen.
13. Applicant acknowledges applicable Ordinance/Resolution which can be found on the CityΖƐ website.
14. The City requires that the applicant provide adequate security protection at any function attended by
varying numbers of persons and has guidelines for the number of peace officers needed per volume
of attendants and the nature of the function (see Alcohol/Security Agreement). The contract for security services is
between the applicant and the individual peace officer(s), even when off duty Seabrook police officers are engaged. If
a City peace officer is working a party on City premises, off duty under private party contract, he or she is not acting
in his or her official capacity as a City employee and is an independent contractor in providing these services. The
applicant must make arrangements directly with the police officers to pay them at the time of the event.
15.
If alcohol will be served at the event, the completed Alcohol/Security Agreement form must be posted in clear view
during the event.
1
6. Items prohibited by Ci
ty Ordinance or other laws, not limited to, fireworks, helicopters, and weapons.
17.
Applicant understands that video drones are not allowed to fly over the City of Seabrook without first registering
the drone with the City.
18.
Applicant assumes cleaning responsiblities if entering a City Facility before noon. Applicant is allowed in the facility only during
the hours on the approved application.
G. Special Events, Part 2 of 3 ( if applicable):
1. Is organization recognized as a non-profit organization? ❒ Yes, EIN #
2. Estimate number of attendees: ❒1 - 90 ❒ 91 - 100 ❒ 101 - 200 ❒ 201+
3. Estimate number of workers:
❒ No
4. Will event activities take place in any parking areas? ❒
Yes:
Number
of spaces that will
be
used? ❒ No
5. Where will event attendees park?
6. How many parking spaces are you providing for the event?
If proposed parking area is on property other than City property, applicant will need to get permission from the property owner and
submit proof of permission.
7. Description of the event & Activities: ________________________________________________________________________________
________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________
8. Will admission be charged for this event? ❒ Yes ❒ No
9. Do you want to display temporary signs or banners to advertise this event? ❒** Yes ❒ No
**If using signs/banners, number of signed/banners that will be used:
Please complete the Sign Permit form attached to this packet. Please note that signs may only be displayed on private property, with
the property owners’ permission and with a City permit. Signs are not permitted in any street rights-of-way.
10. Is this event a Parade, Organized Walk or Run, Sporting Event? ❒No ❒ Yes (please answer the following additional questions):
Please provide proposed route (attach map):
Estimated number and kind of animals that will be present?
Estimated number of parade participants including, animals and riders, bicycle riders, animal-drawn vehicles, floats, motor vehicles,
motorized displays, and marching units or organizations, such as bands, color-guards, and drill teams: ________________________
19.
APPLICANT UNDERSTANDS THEY MUST BE AT LEAST 21 YEARS OF AGE TO SUBMIT FORM.
20.
Cancellations due to severe weather, natural causes or governmental intervention shall be determined by the City Manager or
designee
Special Event Coordinator: 281-291-5778 / Public Works Department: 281-291-5725 or 281-291-5600
For after hours assistance, please call 281-932-2047. Event Application Rev. 10/1/20
H. Special Event additional agreements, Part 3 of 3 (if applicable)
I have enclosed the following items as part of my application and have initialed each relevant item:
1. (initials) Completed application form including all items requested on the check list.
2. (initials) Special Event Permit fee of $50 (Non-profit organizations may also submit a letter of requesting
3.
4.
5.
6.
7.
8.
the City to waive the permit fee.), Special Event Deposit Fee (determined at Special Event meeting),
and any other applicable fees (Deposits are not waived)
(initials) A Certificate of Liability Insurance, naming the City of Seabrook as the Certificate Holder.
This insurance provides protection of not less than $100,000 against liability for damages to
property and protection of not less than $100,000 for protection of injury to the death of one person
and of not less than $300,000 for protection against injury to death of two or more persons in a
single accident or occurrence. (A sample certificate of insurance can be requested.)
(initials) Site map is attached as required by the Code of the City of Seabrook, Section 4.07 with:
a.) Description of where attendees will park. b.)Where activities will be set up. c.)Minimum of 3
Emergency Contacts’ information. d.)Route of Parade, Organized Walk or Run, Sporting Event’s (if
applicable). In addition, a security plan must be submitted for review and approval by Seabrook PD.
(initials) Sign Permit completed (if applicable)
(initials) Approval signatures on page 7: (Applicant/Organization representative, City Manager,
Police Department Representative)
(initials) As applicant, I certify that all information contained in this application is true and correct to the
best of my knowledge. I state that I am fully authorized to act and contract for any persons,
organizations, firms or corporations on whose behalf this application is made. As applicant for the
above organization, I do contract and agree that they will jointly and severally, indemnify and hold the
City of Seabrook harmless against liability for any and all claims for damage to property of injury to or
death of persons arising out of or resulting from the issuance of the permit or the conduct of the
participants. As applicant, I understand that I may be held liable as principal in place of the organization
for the cost of cleaning or repairing City property which may have sustained damage as a result of the
special event. I understand that a special events permit may be issued for no more than five
consecutive days. If the permit is granted, I, as representative, agree to adhere to all City ordinances
regarding the special event.
(initials) As applicant, I understand that this application and all accompanying documents and fees must be
submitted to the City at least 45 days prior to the event and that these documents are necessary for the
event committee to approve a Special Event Permit.
9.
(initials) As applicant, I understand the City has the right to deny the Special Event Permit and/or
revoke the permit if proper documentation has not been provided and/or if violations of the permit
occur. Continuing with an event after a permit has been denied and/or revoked is considered a
misdemeanor and the event holder may be charged a fine up to $500 per day.
Special Event Coordinator: 281-291-5778 / Public Works Department: 281-291-5725 or 281-291-5600
For after hours assistance, please call 281-932-2047. Event Application Rev 10/1/20
I. Alcohol/Security Agreement ( REQUIRED FORM FOR ALL RENTALS)
In accordance with the Resolution "Updated Regulations for City Park Facilities", security service is required for events using
City Facilities unless waived by the City Manager and when alcohol beverages are served.
App
li
cant
Name:
Organ
i
zat
i
on
Name:
Contact
number
dur
i
ng
the
event:
Reservat
i
on
Date:
Type
of
Event:
Number
of
Attendees:
Actua
l
Hours
w
i
th
guests:
FROM
TO
Actual
Hours
serv
i
ng
a
l
coho
l
:
FROM
TO
(YES)
(NO)
(YES)
(NO)
If YES is selected, please continue initialing the statements of acknowledgment.
If NO is selected for both statements, please continue to the next page and sign at the bottom.
Applicant is required to abide by the laws of the State of Texas, including those prohibiting consumption of alcohol by individuals
under 21 years of age.
The applicant must be at the facility the entire time alcohol is being consumed. It is the responsibility of the applicant to be fully
informed of all existing State and Local Laws.
Failure to abide by exiting State and Local laws anywhere on the premises may result in:
A. Ejections from the premises
B. Possible arrest(s)
C. Terminations of the event
Or
D. All of the above
THIS ALCOHOL/SECURITY AGREEMENT MUST BE
POSTED
DURING THE
EVENT
Signature of City Manager/Designee Date
Special Event Coordinator: 281-291-5778 / Public Works Department: 281-291-5725 or 281-291-5600
For after hours assistance, please call 281-932-2047. Event Application Rev. 10/1/20
Alcohol / Security Agreement - Continued
I acknowledge that a licensed peace officer(s) or licensed security company will
provide security for my scheduled event and must be present at all times
alcohol is being served.
I acknowledge that each peace officer(s) assigned will be paid in cash, at a rate of $40 per hour with
a four (4) hour minimum and shall be paid by me at the time of the scheduled event.
I acknowledge that no alcohol can be sold unless a copy of a TABC permit is provided.
I acknowledge that I, the applicant must be at the facility the entire time alcohol is being consumed. It is
the responsibility of the applicant to be fully informed of all existing State and Local Laws
I acknowledge that it is a violation to serve alcohol to minors, and I agree to take the
steps necessary to comply with this law.
I acknowledge that the number of officers assigned to my event is based on the number of
attendees.
Security Service
Number of Attendees Officers Required
1 to 50 1
51 - 100 2
101 - 300 3
301 to 400 4
401 to 500 5
501 and above Determined by Chief of Police
Applicant’s Signature Date
❏ CITY MANAGER/DESIGNEE WAIVES SECURITY SERVICES FOR THIS EVENT
click to sign
signature
click to edit
Special Event Coordinator: 281-291-5778 / Public Works Department: 281-291-5725 or 281-291-5600
For after hours assistance, please call 281-932-2047. Event Application Rev. 10/1/20
J. Signatures for Application
Signature of
Applicant:
Applicant’s Printed
name:
Date:
Signature of City
Manager/Designee:
City Representative’s Printed
name:
Date:
Signature of Police Department Representative (if
applicable)::
Police Representative’s Printed name (if
applicable)::
Date:
Signature of Fire Marshal Representative(if
applicable):
Police Representative’s Printed name (if
applicable):
Date:
Thank you for completing the application.
Ordinances and Resolutions referenced in this application,
which can be found on the City of Seabrook's website (seabrooktx.gov):
https://library.municode.com/tx/seabrook/codes/code_of_ordinances
•
Resolution "Updated Regulations for City Park Rental Facilities"
•
Ordinance "Special Events Recodification from Comp Code to Parks"
•
Ordinance "Updated Park Regulations"
•
Ordinance "Master Fee Schedule"
A printed copy available upon request.
FOR OFFICE USE ONLY
Rental Amount Due: Date Paid/Amount: Form of Payment: (Cash) ( CC) (Check)
Refundable Deposit Amount Due: Date Paid/Amount: Form of Payment: (Cash) ( CC) (Check)
Security/Alcohol Amount Due: Date Paid/Amount: Form of Payment: (Cash)
Custodial/Lawn Prep Amount Due: Date Paid/Amount: Form of Payment: (Cash) ( CC) (Check)
Special Event Permit Fee: Date Paid/Amount: Form of Payment: (Cash) ( CC) (Check)
Remaining Balance: Date Key/Gate Remote Provided: Date Key/Gate Remote Returned:
FOR OFFICE USE ONLY
Refundable Deposit Returned: Date Returned: Initials of Accountant:
Amount of Deposit Not Returned:
Explanation of Damage or Clean-Up Required:
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signature
click to edit
Attachment A
Resolution No. 2002-07
Rev
02/03
1
Site
Address
2
Sign
O
w
n
er
3
C
o
nt
rac
t
o
r/I
n
s
t
a
l
ler
4 Type of Sign
5 Describe Purpose of Sign
Sign
Permit for City of
S
e
a
b
r
oo
k
Applicant to complete all numbered
spaces.
Incomplete applications
will
not be
p
r
o
ces
s
e
d
Mail Address Zip
P
ho
ne
Mail Address Phone
License
No
.
The issuance of this permit
allows
for periodic on-site inspections during the time of construction until the time a
Certificate
of Occupancy is
iss
ue
d
.
DESCRIPTION OF
S
IGN
Total Height:
Total square feet of
faces
of one face:
Total square feet of all faces:
Minimum clearance beneath sign:
TYPE
OF SIGN (Check all that apply)
Freestanding Roof
mounted Building
m
o
unt
e
d
Shopping Center ID sign
Per
m
a
n
en
t
Tem
p
o
ra
r
y
C
on
v
e
nt
i
on
a
l
Spectacular
TYPE
OF LIGHTING
Internal Diffused
I
n
dir
ec
t
Neo
n
Directly Lighted
TYPE
OF
LI
GHTIN
G
Foundation Sign
Board
S
upp
o
r
t
S
t
r
uc
tur
e
Face
Material
*SIGNS
IN
RIGHT-OF-WAYS
AND
EASEMENTS ARE PROHIBITED
AND
WILL BE REMOVED
AT
O
WNER
’
S
EXPENSE.
**PLEASE
ATTACH DRAWINGS OF SIGN SPECIFICATIONS FOR PERMANENT
SIGNS**
I hereby
certify
that I have read and examined this application and know the same to be true and correct.
All
provisions of the
laws
governing this type
of work will be complied with whether
specified
herein or not. The granting of this permit does not presume to give authority to violate or cancel
t
h
e
provisions of any other state or local law regulating construction or the performance of
co
n
s
t
r
uc
t
ion.
NOTE:
REGARDING DISPUTES
CONCERNING THE
REGULATORY DISCRETION
OF THE CHIEF
BUILDING OFFICIAL (CBO);
THE
CITY
MAN-
AGER HAS NO AUTHORITY IN SUCH
MATTERS
TO
OVERULE
THE CBO ALTHOUGH THE CITY
MANAGER WELCOMES
THE PUBLIC TO
DISCUSS
THE
PROCESS
AND
AREAS
OF CONCERN
BY
THEM.
APPEALS
TO
OVERRIDE
THE
DECISION MADE
BY
THE
CBO ARE
GOVERNED
BY
ORDINANCE AND
ALL DISPUTES MUST BE
BROUGHT WITHIN 10
DAYS
OF THE
CB
O
’
S
DECISION. PLEASE RECOGNIZE
THAT THE CBO
WILL
HONOR DUE
PROCESS
AND PROTECT THE
RIGHTS
OF
ALL STAKE
HOLDERS.
Signature of Contractor or Authorized Agent Dat
e
Signature of Owner (if owner is builder)
Dat
e
click to sign
signature
click to edit
Attachment A
Resolution No. 2002-07
Rev
02/03
City of
S
e
a
br
oo
k
Community Development Dep
a
r
t
m
en
t
1700
First
S
t
r
e
et
Seabrook,
TX
77586
Phone (281)
291-5669
Fax:
(281)
291-5690
PLEASE LIST LOCATIONS
OF
ALL TEMPORARY
SIGNS
1.
7.
2.
8.
3.
9.
4.
10.
5.
11.
6.
12.
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Rental Application For City Facilities And Parks (City of Seabrook)

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Completed 13 October 2020

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