0223041.13 COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: William H. Williams OFFICE: Commissioner, Pct. 2 MEETING DATE: February 23, 2004 TIME PREFERRED: SUBJECT: (Please be specific) Consider, discuss, and take appropriate action on proposal for management of Union Church and proposed use fee schedule as prepared by Glenn Holekamp, Facilities Use & Maintenance Department. EXECUTIVE SESSION REQUESTED NAME OF PERSON(S) ADDRESSING THE COURT: Commissioner Williams, Glenn Holekamp. ESTIMATED LENGTH OF PRESENTATION: 10 Minutes IF PERSONNEL MATTER-NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court meetings. Your cooperation is appreciated and contributes toward your request being addressed at the earliest opportunity. See Agenda Request Rule adopted by Commissioners Court. MEMO Date: February 6, 2004 To: County Judge and Commissioners From: Glenn Holekamp -Facilities Use & Maintenance Subject: Management Proposal for Union Church This is our Management Proposal for the Union Church along with the original proposal done by the Historical Commission. Please compare and respond to this prior to placing on the agenda for Commissioner's Court. Thank You, Glenn Holekamp Facilities Use & Maintenance Kerr County Facilities Use & Maintenance Union Church Building ; ; 3805 State Hwy. 27 East 100 Travis St. Kerrville, TX 78028 Kerrville, TX 78028 ~I Jamie - 830-257-7393 Glenn - 830.896-9016 MANAGEMENT PROPOSAL 1. Kerr County Facilities Use and Maintenance Department will manage the Union Church Building at 100 Travis Sheet in the same manner that all Kerr County buildings are maintained. 2. This department manages the booking and maintenance of all Kerr County buildings used for outside mectings and functions. 3. Reservation for the buildings use would be booked through that office. Key control would also be through this office. 4. No additional tables, chairs or decorations will be allowed without prior approval of Kerr County Facilities Use & Maintenance Dept. representative. (Phis is to prevent excessive floor damage and paint to historical building.) 5. Routine maintenance such as electrical, plumbing, air conditioning/heating and yard work would be accomplished the same as the other county facilities. 6. Routine cleaning such as dusting, floor cleaning, general pick up of trash, restroom supply replacement, etc. will be done the same as the other Kerr County buildings. 7. The county will collect all fees and pay all cost to maintain and manage including utilities. 8. The Kerr County Historical Commission will meet regularly in the building on the third Monday of each month at 11:45 AM to 2:30 PM free of charge, being an arm of county government. 9. The friends of Kerr County Historical Commission will meet regularly in the building on the Monday before the Kerr County Historical Commission meets and any special fiord raising events, free of charge, being the fund raising arm of the Kerr County Historical Commission. Kerr County Facilities Use & Maintenance Dept. 3 805 State Hwy. 27 Kerrville, TX 78025 Jamie - 830.257-7393 Glenn - 830.896-9016 PROPOSED RENTAL SCHEDULE Union Church Building 100 Travis St. Kenrville, TX 78028 Half Day Rental $60.00 4 Hour Maximum Daily Rental $100.00 8:00 AM - 5:00 PM All Day $200.00 8:00 AM -10:00 PM Evening Hours Only $100.00 5:00 PM -10:00 PM ~ecial Users & Fee Non-Profit Organizations with 501(c)3 Certificate: '/s of above fees *This only applies to Daily Rental, All Day Rental, or Evening Hours only. Schreiner University pre-lease agreement Free County, Schools, Tours: Free Kerr County Historical Commission Free Deposit & Refunds Deposit of $100.00 is required to secure date on calendar. Deposit is refundable (less unpaid rental) after the event and when: 1. full rental has been paid 2. building is clean (all trash and decorations must be removed) 3. there is no damage 4. key is returned Full reservation fee is due 30 days before event (not including the deposit) and no refund after that date. If event is cancelled within 60 days before the event, a full refund of deposit will be made. After 60 there is no refund on deposit. THE LEASE AGREEMENT 1. Parties The parties to this Agreement are Kerr County, Lessor, and 2. Term of Agreement This Agreement shall begin on and expire on .Lessee shall be able to actually use the leased premises beginning 3. Premises to be Leased 7 (~~,.~ ~ o ,v C' 1~,.,, 2 ~ ~-- ;~~- - ,~ ~ ^~~ .,.~-~ The following azea oFr'e ° t-~'u C~,:::^; 4'~****n-'~ ~:`~~~ ~' ``~ shall be leased to Lessee: 4. Consideration In exchange of Lessor leasing said premises to Lessee, Lessee agrees to pay the sum of $ to Kerr County. J 5. Right to Entry til.,v % o,~r ~ k,~,ec ~- ,C~~, + ~c1 ~ .J~ Lessor retains the right to enter th at all times while Lessee is using the premises. 6. Insurance ssee shall provide to Lessor, within tw g ys prior to--' Lessee us remises, evi t Lessee has purchased comprehensive public insurance for bodily injury, death and property damage. This ' ce policy wi the amount of $ 1,000,000. This licy shall name Lessee and Lessor ed under the ~y. 7. Property Damsge Lessee shall be responsible for any and all property damage to the Exhibition Center caused by Lessee, Lessee's agents and successors or whomever Lessee allows to enter said leased premises. Lessee agrees to pay Lessor any and all cost of repair or replacement to said leased premises that is damaged by Lessee, Lessee's agents and successors or whomever Lessee allows to enter said premises. 8. Lessee's Personal Property Lessor shall not responsible for any of Lessee's personal property placed on " said leased premises. ~ Yr `'9~C~-T- / ible for payin taxes on all tickets Le s~ with any ev tit spots rs while leasing a xhibiti 10. Assignment /Sublease Lessee may not assign or sublease its interest to anyone. 11. Flammable Products & Fire Hazards lt,,~; Q~r Ckw~c ~.13,~ ~ (c~ ~ `~'~ Lessor prohibits Lessee or anyone else from using in the any flammable products such as, but not limited to, gasoline or other fuel, butane bottles, oil flashlights, or any other artificial lighting, or anything else that could possibly cause a fire hazard inside the .Lessee shall not bring or permit anyone else to bring into ~, ,~ . ~ c ~ ` ~ ~ ~ ~ ~ , .,... anything that will cause a fire hazard' "w ` 12. Fire Code Lessee is charged with knowing the local fire code and shall do all things necessary to ensure that the provisions of this fire code are met while Lessee is leasing said premises. ' 13. Local Ordinances Lessee is charged with knowing all local ordinances and shall do aU things necessary to ensure that the provisions of the local ordinances are met while Lessee is leasing said premises. 14. Observance of Other Laws Lessee is charged with knowing and complying with the laws of the United States and the State of Texas. 15. Indemnity Lessee agrees to indemnify, save and hold harmless from all and any claims or liability for damages to any person or persons for injuries to persons or personal injuries resulting in the death of any person or loss or damage to property occasioned by or in connection with the use of the said leased premises caused by any source whatsoever. Lessee hereby assumes full responsibility for the character ,acts, conduct and omissions of aU persons admitted to the said leased premises, nsent of cs>_nsent of Lessee-s-e~agla , 16. Choice of Law & Foram This Agreement shall be governed, construed and interpreted under the laws of the State of Texas. Kerr County, Texas shall be the proper forum for resolving any and all disputes arising from this Agreement. /d; 2 ~ % ~~ 17. Modification This Agreement may only be amended or modified by writing executed by Lessor and Lessee. 18. Entire Agreement This Agreement is the total and complete integration of any and ail agreements existing between Lessor and Lessee and it supersedes any prior oral or written agreements, promises or representations made by the parries. 19. Severability If any term, covenant or condition of this Agreement or the application thereof to any person or circumstance shall, to any extent, be found invalid or unenforceable, the remainder of this Agreement or application of such term, covenant or condition to persons or circumstances other than those as to which it is invalid or unenforceable, shall not be affected thereby, and each term, covenant or condition of this Agreement shall be valid and enforceable to the fullest extent permitted by law. 21. fee is tbfnsure that is pickup aid put voided ahcLretutfied back 22. Security money order and ' upon the ofl3cers' arriv 'lure to do so will result in immediate s erasion of the event with no refund. es in security rates by Kerr County Sheriff s Dept. will be passed onto the Less the ent is 30 days or less from occurring. Exception is given to New ear's, Christmas, Thanksgiving, and Easter when security will be paid double time. e event the Lessee agrees to haves security to maintain law and order, ~rotect all persons an erty. Security requires one guard per 100 participants, minim 2 guards. Such personnel will be Kerr County Sheriff's deputies, ed by the Lessor, and will be paid by the user at the cost of $20.00 our/per o .Payment must be made in cash or an ..\ er would o ' als tha ter uirem is for a Hook aps nsible fo g sure that in 'duF i outlet ' to co to the rand pa $1 ~~sa is n paid for, then each outlet will be to remind Lesse that Lessee is facility t eet wi current and bows. hand exhi 'tio~ left as cle __ _ they who off. for all 3 Prel' ary res n dates will b intent to reserve fo is not signed within this period the date will not be held. A dep of 50% of the balan a must be paid within 10 days of the receipt of the t or date will not be held. The ance due must be paid 20 working da efore event. Regular reoccurring events may 'd for on a monthly basis. EXECUTED this day of , 2003. Jamie McClintock (LESSOR) -Kerr County Reservation Agent (LESSEE) 4 ., ~ r. ~~ UNION CHURCH BUILDING 100 Travis Street Kerrville, Texas PROPOSED RENTAL SCHEDULE Hourly Rental $ 20.00 2 how minimum Half Day Rental 50.00 4 how maximum Daily Rental 100.00 8:00 AM - 5:00 PM All Day 200.00 8:00 AM -10:00 PM Evening Hours Only 100.00 5:00 PM - 10:00 PM Snecinl Users & Fee County, Schools, Tows: Free Schreiner University pre lease agreement Free Non Profit Organizations with 501(c)3 Certificate: %Z of above fees Deposit & Refunds Deposit of $100.00 is required to secwe date on calendar. Deposit is refundable (less unpaid rental) after the event and when: 1) full rental has been paid, 2) building is clean, 3) there is no damage, and 4) key is returned. Full reservation fee is due 30 days before event (not including the deposit) and no refund after that date. If event is cancelled within b0 days before the event, a full refund of deposit will be mar~P After 60 there is no refund on deposit. UNION CHURCH BUILDIlVG 100 Travis Street Kerrville, Texas MANAGEMENT PROPOSAL The Kerr County Historical Commission (KCHC) considered several options for the management of the Union Church Building. These being: Main Street Program, CVB, Schreiner University, KCHC and the County. 1. Main Street Program was the KCHC's first choice and was in original proposal made t4 the Commissioners' Court. This has been ruled out for several reasons: a) there would be funds issue with the city collecting money for a county building, b) the KCHC felt a county building should not be managed by a city department, and c) the director of the Main Street Program has taken on more duties as the director of a larger department. 2. CVB was willing to take on the renting and fee collection but not the day to day maintenance required. Then again CVB is a city directed program. 3. Schreiner University is willing to do the rental booking only. 4. The KCHC is not staffed to take on this task. The KCHC is funded by the county but i has no full time presence in order to take bookings, manage keys, collect money and dq refunds. 5. The UCB is a county owned building. The county now has some sort of booking j capability in place at the Ag Barn and has full time personnel available for daily contact purposes. KCHC felt the county or what ever entity the county uses to do such management would be best for the UCB. Therefore, the KCHC recommends that the Union Church Building be managed by the same that manages the HiII Country Youth Exhibition Center. Reservation for the buildings use would be booked through that office. Key control would be in that office. Routine maintenance such as electrical, plumbing, air conditioning/heating and yard work would accomplished the same as the courthouse is now being done. Routine cleaning such as dusting, floor cleaning, general pick up of trash, restroom supply replacement, etc. would be done the same as the courthouse and Ag Barn facilities. The county would collect all fees and pay all cost to maintain and manage including utilities. The KCHC will serve as an oversight committee to make recommendation to the Commissioners'! Court regarding needed repairs, routine maintenance, the fee schedule, etc. The KCHC will meet regularly in the building on the third Monday of each month at 11:45 AM to~ 2:30 PM free of charge, being an arm of county government. The Friends of the KCHC will meet regularly in the building on the Monday before KCHC meets and any special fund raising events, free of charge, being the fund raising arm of the KCHC. Union Church Schedule 1-20-04 anu 30 Republican Women's Club (Pat Dye 257-4913) $100.00 March 9 County Election Polling Place Qeannette 792-2255) Free 12 & 13 Burney Wedding $200.00 ~~ 4 Schreiner University (.Allen Boatwright 792-7206) Free 13 Run-off Election -County (Jeannette 792-2255) Free .LAY 29 Wedding -Denise Lemeilleur ' (830-997-3013) $200.00 October 24 Renewal of Vows -Dave Mata (896-5146) $ 50.00