Highland Bayou Park Pavillion
1801 IH45 (Gulf Freeway)

City of La Marque

Community Room Policy

NOTICE

City sponsored functions have priority over non-City-sponsored functions. City officials may schedule the Community Room 30-days in advance, bumping a paid private function from the room. In this case, the City Clerk's Office staff will notify the responsible party no later than 15 days prior to the scheduled event so their deposit can be returned and they can make other arrangements.

The Community Room shall be available on equal terms to all groups in the community except for the following purposes:

a. As an on-going substitute for space by a commercial concern

b. As a regular meeting place for individual, group, or organization more than once per month.

The Community Room is available for all types of meetings, parties, and sales-promotion-related and partisan political purposes with advance payment of a non-refundable fee for each use. In addition there is a $200.00 refundable deposit which is required. Payment for both the fee and the deposit may be made by cash, check, cashier's check, or money order. If the rental occurs less than 30 days prior to the reservation date, the payment must be paid with cash or cashier's check.

Policies and General Information:

1. No Smoking, red punch, or candles are allowed at any time in the La Marque Public Meeting Room. No consumption of alcoholic beverages is allowed. No more than 50 people are allowed in the room.

2. An organization or citizen of La Marque wishing to use the Community Room must submit this application, rental fee, and deposit to the City Clerk's Office two weeks in advance of the proposed date to reserve the meeting room. The approval is necessary for any Community Room reservation. The room is strictly on a first come, first served basis. The room can only be reserved in advance for three (3) months at a time. The City is not responsible for casualties or thefts that may occur during the use of the room.

3. The person responsible will open and close the Community Room on Fridays after 11:30 a. m., Saturdays from 8:00 a.m. until 10:00 p.m., Sundays from 12:00 p.m. until 8:00 p.m., and after 5:30 p.m. Monday through Thursday. During the hours of 8:00 a.m. to 5:30 p.m. Monday through Thursday see the City Clerk's Office or the Building and Inspections Department.

4. The meeting room can be reserved for use between the hours of 8:00 a.m. and 10:00 p.m. Monday - Saturday, and 12:00 p.m. until 8:00 p.m. on Sunday.

5. A seven (7) day advanced notice must be given when a cancellation is made. Failure to cancel within seven (7) days will result in loss of the rental fee.

6. These policies are subject to periodic review and update.

THE FOLLOWING CONDITIONS MUST BE MET:

a. A checklist is provided to assist you in your inventory and cleaning of the Community Room. This Checklist must be initialed by the user and the City Official at the time of opening and at the closing of the Community Room in order for your deposit to be returned. Special attention will be paid to the cleanliness of the facility, trash emptied, and the inventory of the tables and chairs.

b. Containers (tanks) of compressed air, gas, or helium are prohibited in the Community Room. Use of any type of tape or pins on the walls is prohibited.

c. The kitchen must be left clean, with all dishes and kitchen equipment clean and in their former good order. The City of La Marque cannot furnish tableware or cookware. Food should not be left in the refrigerator, nor ice in the refrigerator-freezer compartment. Equipment is to be utilized only to reheat food, not for food preparation.

CLASSIFICATION

a. Resident - Applies to private individuals or groups that are residents within the city limits of the City of La Marque that are hosting functions that are not open to the general public. Weddings, family reunions, and private receptions would be included in this classification. Proof of residency will be required.

b. Non-Resident - Applies to private individuals or groups that are residents outside the city limits of the City of La Marque that are hosting functions that are not open to the public. Weddings, family reunions, and private receptions would be included in this classification.

c. Commercial - Applies to all "for profit" organizations such as business seminars and similar activities and hosting functions that are open to the general public, i.e. Tupperware, Mary Kay, etc.

d. Civic-Local - Applies only to local La Marque non-profit or public Service clubs, organization or groups. Non-profit fund raising activities, organizational meetings, commission meetings and the like will be considered civic activities.

e. Civic-Other - Applies to private groups or organizations outside the city limits of the City of La Marque that are open to the general public.

DEPOSIT

A damage deposit of two-hundred dollars ($200.00) will be required when the application for reservation is submitted. The deposit will be refunded to the person named on the application approximately two weeks after the event provided the facility has been inspected (the checklist has been turned in with ALL initials and signatures completed by the applicant and the City Official) and it has been determined that there were no damages to the facilities or equipment and no loss due to unauthorized removal of property. In case the room has sustained damage, or any condition above or in the checklist are not met, the deposit will be forfeited. If the cost is estimated to exceed the deposit amount, the user must present the City Manager's Office with a cashier's check, money order, or cash for the difference before further use of the room will be permitted. A person relinquishes the privilege to use the meeting room if any of the above policies are violated. When delinquent housekeeping, smoking, or alcoholic consumption is evident, the ENTIRE DEPOSIT WILL BE FORFEITED.

RATES

The following rates shall apply:

a. Resident - flat fee of $100.00

b. Non-Residents - $150.00 for the first 4 hours and an additional $25.00 per hour thereafter.

c. Commercial - $200.00 for the first 4 hours and an additional $25.00 per hour thereafter.

d. Civic-Local - No rental charge for Monday-Thursday (7:30 a.m. till 5:30 p.m.) and Friday (7:30 a.m. till 11:30 a.m.) There will be a $50.00 fee for Saturdays and Sundays for opening and closing.

e. Civic-Other - $100.00 for the first 4 hours and an additional $25.00 per hour thereafter.

FEES

The following fee shall apply:

a. If the responsible party is not present at the start time noted on the rental agreement a $25.00 cash call back fee will apply and must be paid at the time of opening.

b. If the responsible party is not present at the end time noted on the rental agreement the $200.00 deposit will be forfeited.

I HAVE READ, UNDERSTAND, AND HAVE BEEN FURNISHED A COPY OF THE COMMUNITY ROOM POLICY.

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Applicant Signature Date

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Printed Name

Highland Bayou Park Pavilion

RESERVATION INFORMATION

Highland Bayou Park Pavilion will be opened to the general public on a first come first serve basis. Reservation of the pavilion is permissible with the following conditions:

• Resident - Reservations will require a permit and application completed and returned to City Hall. There will be a $50.00 fee and $100.00 refundable deposit (a portion may be withheld for clean up or repairs for damages).

• Non-Resident - Reservations will require a permit and application completed and returned to City Hall. There will be a $100.00 fee and $150.00 refundable deposit (a portion may be withheld for clean up or repairs for damages).

• Commercial Group - Reservations will require a permit and application completed and returned to City Hall. There will be a flat rate of $500.00 per day fee.

• (Reservations made less than thirty (30) days prior to the scheduled event must be paid in cash or money order)

Reservations can be made up to 90 days in advance for La Marque citizens or groups whose make-up is a majority of La Marque residents. Groups whose make-up is not a majority of La Marque residents or individuals who are not La Marque residents may reserve the pavilion up to 60 days in advance of an event.

All applicants must sign a waiver of liability for loss of property or personal injury.

A driver's license or other form of identification will be required.

All requests must be done on an application form.

Each group or individual reserving the pavilion is responsible for cleaning the pavilion after its use. All or a portion of the refundable deposit will be withheld for damages and if it is necessary for the City to clean the pavilion. Each Group or individual will be provided with four (4) 30 gallon trash bags for clean up. All garbage will be bagged and placed into the dumpster located on the site.

It is the responsibility of the group or individual reserving the pavilion to note any damages to the pavilion prior to their use and bring it to the City's attention. However, the City will inspect the facilities regularly to note damages. The City will be required to do an inspection after each event before the deposit can be refunded. The group or individual reserving the pavilion is responsible for the actions and/or damages caused by their guests. This includes violations of any park rules. Failure to adhere to Park Rules will constitute a forfeiture of the deposit.

Non-profit organizations may have the $50.00 fee waived by the Parks Board. The Parks Board will consider exemptions on a case by case basis taking into account special circumstances such as the event being open to the entire community and providing a benefit to the entire community. Individuals or groups wishing to reserve the pavilion need to allow two (2) weeks for a decision from the Parks Board.

No group will occupy the entire pavilion unless a permit has been obtained.

Cancellations less than seven (7) days prior to scheduled activity will result in forfeiture of $50.00 reservation fee.

Park Hours: Dawn till Dusk (daylight hours only)