HomeMy WebLinkAbout20203146.tiffRESOLUTION
RE: APPROVE RENTAL CONTRACT FOR ISLAND GROVE REGIONAL PARK
EXHIBITION HALL AND AUTHORIZE DIRECTOR OF THE DEPARTMENT OF HUMAN
SERVICES TO SIGN - CITY OF GREELEY
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Rental Contract for the Island Grove
Regional Park Exhibition Hall for 2020 Foster and Kinship Holiday Events between the County of
Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on
behalf of the Department of Human Services, and the City of Greeley, commencing December 7,
2020, and ending December 11, 2020, with further terms and conditions being as stated in said
rental contract, and
WHEREAS, after review, the Board deems it advisable to approve said rental contract, a
copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Rental Contract for the Island Grove Regional Park Exhibition Hall for
2020 Foster and Kinship Holiday Events between the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County, on behalf of the Department of
Human Services, and the City of Greeley, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Director of the Department of Human
Services be, and hereby is, authorized to sign said rental contract.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 21st day of October, A.D., 2020.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: dit440) jeido;gok,
Weld County Clerk to the Board
BY:
APP
ounty A : rney
Date of signature: Io/2c1/2o
Mike Freeman, Freeman, Chair
Steve Mpreno, Pro-Tem
Scot f `1(. James
Kevin D. Ross
CC: I -IS O
II/o3/2O
2020-3146
HR0092
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PRIVJLEGF.D AND CONFIDENTIAL
MEMORANDUM
DATE: October 6, 2020
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Request Approval for a Lease Agreement with the
City of Greeley for Use of the Island Grove
Exhibition Hall for the 2020 Foster and Kinship
Holiday appreciation Events
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval of the Department's Lease Agreement with the City of Greeley
for Use of the Island Grove Exhibition Hall for the 2020 Foster and Kinship Holiday
Appreciation Events. The Department's Child Welfare Division is hosting its annual holiday
appreciation events December 8, 2020 through December 11, 2020 and is requesting to reserve
the Island Grove Exhibition Hall for this event. This location is free of charge but does require a
formal agreement to secure the reservation.
1 do not recommend a Work Session, I recommend approval of this Agreement and approve the
Director to sign.
Approve
Recommendation
Mike Freeman, Chair
Scott James
Barbara Kirkmeyer
Steve Moreno, Pro-Tem
Kevin Ross
Schedule
Work Session
Pass -Around Memorandum; October 6, 2020 - CMS 4154
Other/Comments:
2020-3146
to/1
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Customer
Scheduling Office
Island Grove Regional Park
501 N. 14th Ave.
Greeley CO 80631
(970) 350-9392 / (970) 353-8881
Contract
Hannah Wiley
Weld County Child Welfare
822 7th Street, Suite 150
Greeley, CO 80632
Reservation: 9801
Event Name:
Status:
Phone:
Event Type:
Event Coordinator:
Foster and Kinship Holiday
Party
Definite
970-397-9843
Private Party
Rochelle Peth
Bookings / Details Quantity Price Amount
For deposits, please refer to the corresponding fee schedule for the facility you are renting. All returned deposits are
processed through the City of Greeley finance department and usually take 15 business days.
1. If charging admission or entry fees and price is $6 or less you must pay the City $.50 per admission/entry/participant
if you are charging admission or entry fees and price is over $6 you must pay the City $1.50 per
admission/entry/participant.
2. If charging Booth Fees you must pay $10 per booth.
3. A 15% Food and Beverage tax must be paid on total sales. Total Food & Beverages Sales minus 4.11% sales tax x
15%.
4. If you are charging for parking Island Grove receives $1 per charge.
5. All events must follow all Colorado Department of Health and Environment applicable published guidelines for indoor
and outdoor events.
Your contract must be paid in full two (2) weeks prior to your event.
This Contract serves as your Invoice
Please make checks payable to:
City of Greeley
Attention: Scheduling Office
1229 D. Street
Greeley, CO 80631
970-350-9392 - Office
970-350-9339 - Office
970-371-1210- Cell Phone- Scheduling Emergency Only
We accept Visa, Master Card and Discover
Monday, December 7, 2020
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Kitchen ((none))
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Rm 1 ((none))
Equipment Rentals:
8 x 2.5 Plastic Table 50
House Sound System 1
10/14/2020 7:17 AM RP
Page 1 of 4
020020 — 3
Scheduling Office
Bookings / Details
Reservation: 9801 Definite
Quantity
Price Amount
Microphones
Notes:
we are looking to do 2 walk in sessions for foster families and two walk in sessions
for kinship families. Our plan is to have tables set up, with the required distancing,
and have families walk by each table to pick up their presents, treats etc. We will
have volunteers at each table to assist them and keep them moving along. We
believe we will easily be able to stay within the 100 person limit with this type of
arrangement. If things need to change due to an outbreak or different rules, we
will be able to do a drive up situation in which families stay in their cars.
1
The set up will look totally different and we will not need all the tables, chairs or
stage. We will just need a bunch of long tables scattered around the hall. We will
most likely be doing some minimal decorating too, such as some trees etc.
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Rm 2 ((none))
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Rm 3 ((none))
Tuesday, December 8, 2020
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Kitchen ((none))
See Diagram for 300
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Rm 1 ((none))
See Diagram for 300
Equipment Rentals:
8 x 2.5 Plastic Table
House Sound System
Microphones
Notes:
we are looking to do 2 walk in sessions for foster families and two walk in sessions
for kinship families. Our plan is to have tables set up, with the required distancing,
and have families walk by each table to pick up their presents, treats etc. We will
have volunteers at each table to assist them and keep them moving along. We
believe we will easily be able to stay within the 100 person limit with this type of
arrangement. If things need to change due to an outbreak or different rules, we
will be able to do a drive up situation in which families stay in their cars.
50
1
1
The set up will look totally different and we will not need all the tables, chairs or
stage. We will just need a bunch of long tables scattered around the hall. We will
most likely be doing some minimal decorating too, such as some trees etc.
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Rm 2 ((none))
See Diagram for 300
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Rm 3 ((none))
See Diagram for 300
Wednesday, December 9, 2020
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Kitchen ((none))
See Diagram for 300
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Rm 1 ((none))
See Diagram for 300
Equipment Rentals:
8 x 2.5 Plastic Table 50
House Sound System 1
Microphones 1
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Rm 2 ((none))
See Diagram for 300
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Rm 3 ((none))
See Diagram for 300
Thursday, December 10, 2020
10:00 AM - 10:00 PM Foster and Kinship Holiday Party (Definite) EX EX Kitchen ((none))
10/14/2020 7:17 AM RP Page 2 of 4
Scheduling Office
Bookings / Details
Reservation:
9801
Quantity
Definite
Price Amount
See Diagram for 300
10:00 AM - 10:00 PM Foster and
See Diagram for 300
Equipment Rentals:
8 x 2.5 Plastic Table
House Sound System
Microphones
10:00 AM - 10:00 PM Foster and
See Diagram for 300
10:00 AM - 10:00 PM Foster and
See Diagram for 300
Friday, December 11, 2020
10:00 AM - 10:00 PM Foster and
See Diagram for 300
Equipment Rentals:
8 x 2.5 Plastic Table
House Sound System
Microphones
10:00 AM - 10:00 PM Foster and
See Diagram for 300
10:00 AM - 10:00 PM Foster and
See Diagram for 300
10:00 AM - 10:00 PM Foster and
See Diagram for 300
Kinship Holiday Party (Definite) EX EX Rm 1 ((none))
50
1
1
Kinship Holiday Party (Definite) EX EX Rm 2 ((none))
Kinship Holiday Party (Definite) EX EX Rm 3 ((none))
Kinship Holiday Party (Definite) EX EX Kitchen ((none))
Kinship Holiday Party (Definite) EX EX
Kinship Holiday Party (Definite) EX EX
Kinship Holiday Party (Definite) EX EX
Rm 1 ((none))
Rm 2 ((none))
Rm 3 ((none))
50
1
Equipment Rentals
Subtotal
Grand Total
Payment Schedule:
A down payment of $600 is required to hold rental facilities
All rental, labor, and equipment fees are due no later than two weeks before your event.
All fees for participants/entry's and RV's are due no later than two weeks after the show end date.
The Lessee can make payments of any amount that can be made after the contract is definite.
Cancellation Policy:
If canceled 90 days before the event: Refund all but $50 of monies paid
If canceled 15 to 89 days before the event: Refund all but $100 of monies paid
If canceled 0 to 14 days before the event: NO REFUND
$0.00
$0.00
$0.00
It is the Lessee's responsibility to clean up all trash, food, and decorations. It is the Lessor's responsibility for picking up
all Equipment in the facility.
This Rental Agreement made with the City of Greeley, hereafter referred to as Lessor and the above customer hereafter
referred to as Lessee.
Purpose
Space and Equipment are let for the expressed purpose of the customer mentioned earlier.
Lessor is responsible for all applicable estimates, fees and charges as stated above and in no way constitute a final
invoice or binding assessment of the financial obligations on the part of the Lessor.
Lessee agrees to adhere to the policy rules itemized in the Island Grove policy manual available in the Scheduling
Office located at 1229 D. St. Greeley, CO 80631.
This Agreement, and the privileges granted herein or any part thereof, cannot be assigned, sublet, or otherwise
10/14/2020 7:17 AM RP Page 3 of 4
Scheduling Office
Booking; t Details
Reservation:
9801 Definite
Quantity Price Amount
disposed of Lessee, without the prior written consent of Lessor.
It is hereby acknowledged that I have read the rules and regulations governing this contract and agree to all items of the
rental policy.
Lessor,
lslan'Gro
Less
Date
Lessee
Date
o the stand Grove
e RepresenT
OCT 2 12020
I am aware of Policies and Information Handbook that is available to me in the Scheduling Office and
online at greeleygov,com
I have received and reviewed the Island Grove Policy, and Information Handbook provided to me in the Scheduling
Office and online at g eleygov.com. I assume all risks and danger of personal injury arising from or related in any way
to use the Island G e - ditties. I agree to be bound by and comply with this Agreement's terms and all terms outlined
in the Island Grov = Poli i y and Informati • n Han . oo;
Lessee Signature
Lessee Name:
A
JT ie Ulrich
lessee Title: D ector, Weld County Human Services
OCT 2 12020
Date
10/140020 717 AM RP
Page4of4
Contract Form
New Contract Request
Entity Information
Entity Name*
CITY OF GREELEY
Entity ID*
Ld0001551
❑ New Entity?
Contract Name* Contract ID
CITY OF GREELEY - ISLAND GROVE REGIONAL PARK RENTAL 4154
AGREEMENT
Contract Status
CTB REVIEW
Contract Lead*
CULLINTA
Contract Lead Email
cullinta@co.weld.co.us;cobb
xxlk@co.weld.co.us
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description*
CITY OF GREELEY - ISLAND GROVE REGIONAL PARK RENTAL AGREEMENT FOR USE OF THE EXHIBITION HALL FOR THE 2020
FOSTER AND KINSHIP HOLIDAY PARTY. PA ROUTED FOR SIGNATURES 1016/2020
Contract Description 2
Contract Type*
AGREEMENT
Amount*
$0.00
Renewable*
NO
Automatic Renewal
Grant
Department
HUMAN SERVICES
Department Email
CM-
HumanServices@weldgov.co
rn
Department Head Email
CM-HumanServices-
DeptHeadPweldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY WELDG
OV.COM
Requested BOCC Agenda
Date*
10/28!2020
Due Date
10/24/2020
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be included?
If this is a renewal enter previous Contract ID
If this is part of a PISA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in
On Base
Contract Dates
Effective Date
Review Date*
11(11/2020
Renewal Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Committed Delivery Date
Expiration Date*
12/11/2020
Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing Approver Purchasing Approved Date
Approval Process
Department Head
JAMIE ULRICH
DH Approved Date
10,` 12!2020
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
10,21.'2020
Originator
COBBXXLK
Finance Approver
BARB CONNOLLY
Legal Counsel
GABE KALOUSEK
Finance Approved Date Legal Counsel Approved Date
10/13,/2020 10;14/2020
Tyler Ref #
AG 102120
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