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HomeMy WebLinkAbout01-14-2016 Senior Center CommissionThe Center IOWA CITY/JOMNSON COUNTY SENIOR CENTER Agenda Thursday January 14, 2016 4 p.m. — 5:30 p.m. Room 205 Time 4 — 4:20 p.m. 1. Introductions/Welcome—Honohan 2. Minutes (November 19, 2015) 3. Public Discussion 4. Commission Assignments—Honohan ✓ Commission Visits Board of Supervisors—???? Call in advance to be placed on the agenda 1. Thursday, January 21 and 28; February 4 and 18 at 9 a.m. City Council—???? All meeting dates are tentative and should be checked prior to attending 1. Tuesday, January 19 and February 2 and 16 at 7 p.m.--???? 4:20 — 4:50 p.m. S. Alcohol Policy Review—Honohan 4:50 — 5 p.m. 6. FY17 Budget Update—Kopping 5-5:25 p.m. 7. Operational Overview—Kopping ✓ Strategic Fundraising and Marketing Plan Progress ✓ Future Use of Kitchen/Lobby/AR Update 5:25 — 5:30 p.m. 8. Commission Discussion—Honohan ✓ Board of Supervisors Report ✓ City Council Report Meeting Packets: 1. Agenda: Thursday January 14, 2016 2. Minutes: Senior Center Commission, Thursday November 19, 2015 3. Draft Alcohol Policy 4. Draft Assembly Room Rental Policy (operationalized the same time as the alcohol policy) Preliminary Minutes November 19, 2015 MINUTES SENIOR CENTER COMMISSION November 19, 2015 ASSEMBLY ROOM, IOWA CITY/JOHNSON COUNTY SENIOR CENTER Members Present: Chuck Felling, Margaret Reese, Jack Hobbs, Cheryl Clamon, Mark Holbrook, Kathy Mitchell Members Absent: Jay Honohan Staff Present: Linda Kopping, Kristin Kromray, Michelle Buhman Others Present: CALL TO ORDER: The meeting was called to order by Honohan at 4:00 PM. RECOMMENDATIONS TO COUNCIL: APPROVAL OF MINUTES FROM July 16, 2015 MEETING: Motion: To accept the minutes from the July 16, 2015 meeting. Motion carried on a vote of 6/0. Reese/Clamon APPROVAL OF MINUTES FROM October 15, 2015 MEETING: Motion: To accept the minutes from the October 15, 2015 meeting. Motion carried on a vote of 6/0. Reese/Clamon PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA: Kopping reported that she had met the new city council members at a meeting and suggested the commission invite them to tour the building and learn more about the Senior Center. Mitchell said she would send them an invite after the Thanksgiving holiday. 1 Preliminary Minutes November 19, 2015 COMMISSION ASSIGNMENTS: Kopping will attend a board of supervisors meeting. REVIEW, DISCUSSION AND ACCEPTANCE OF 1) MARKETING AND FUNDRASING ENVIRONMENTAL STUDY REPORT AND 2) IOWA CITY/JOHNSON COUNTY SENIOR CENTER FUNDRASING PLAN, BOTH BY M. LINDA WASTYN, PH.D.: Kopping noted that she had received the fundraising plan two days ago and that staff would be meeting with Wastyn to discuss it the week after Thanksgiving. She noted that the plan was extensive and she has some reservations regarding the extent to which volunteers are relied upon for fundraising within the plan. She reported that she requested a half time fundraising employee in the FY17 budget. Commissioners discussed the need for this employee and whole heartily agreed that this position is crucial for the overall success of the comprehensive fundraising plan. Clamon asked when a decision for this employee would be made. Kopping noted that final approval (or not) would be given when the operational budget is approved in March. The Center's FY17 budget proposal is reviewed by the city manager's office in November/December and then goes to the City Council for approval. In January Kopping attends a City Council meeting to give an FY17 budget proposal presentation and respond to questions. The Council finalizes the budget in March of 2016. Clamon noted that the decision on the fundraising position will determine the extent to which the staff, the Commission and Friends of the Center will be able to operationalize recommendations in the fundraising plan. Ultimately, she said, we will need to review the fundraising plan and make recommendations with two tracks in mind: one with an employee and one without. Reese noted that the report was very detailed and well done and supported Clamon's comments on the hiring of an employee. Reese discussed the steps in a successful fundraising plan. She stated that the most important first step was to create the mechanics involved with how money is received, recorded, reported, and recognition given to donors. Once the mechanics are in place then a larger effort to cultivate donors, fundraising efforts and stewardship can occur. She noted that volunteers are a very important part to the overall fundraising goal but that it is important that volunteers are good fit for their position. She noted that volunteers are helpful in all aspects including mailing thank you letters, making follow up phone calls, introductions to donors and donor cultivation and stewardship plans. However, she noted that organizing, training and maintaining these volunteers is a large job unto itself. Most importantly she stated that having a strong foundation of the mechanics is the key to the overall success of any fundraising plan. 2 Preliminary Minutes November 19, 2015 The commission discussed the history of Friends of the Center and the current status of the organization. Mitchell noted that with this plan Friends of the Center board members will need to take on a much larger role in the fundraising plan. Kopping agreed. Buhman noted the upcoming goal setting for 2016-2020 would be a good time for the Friends of the Center board and the Commission to meet and discuss the fundraising goals and ideas. Holbrook left the meeting. Motion: To accept the reports from Linda Wastyn. Motion carried on a vote of 5/0. Hobbs/Clamon. IOWA CITY PARKS AND RECREATION DEPARTMENT ALCOHOL POLICY: Felling asked how the meeting with the AvaCenter representative to look at the Senior Center's rent -ability had gone. Kopping reported that it had gone quite well. The AvaCenter representative had been very positive about the size of Assembly Room, the historic nature of the building, the downtown location and access to the parking ramp. He made some suggestions on ways to improve the assembly room and kitchen. Kopping reported working with City staff to come up with a plan for implementing these ideas. OPEARTIONAL OVERVIEW: Kopping reported she had asked for replacement tables and chairs for the 2"d floor classrooms in the FY17 budget. The tables would have smaller depth so that classrooms could accommodate more participants. Kopping reported she had submitted her grant application to Johnson County. She noted that 17% of current Senior Center members are non -Iowa City Johnson County residents. Based on the proposed FY17 expenses and revenue she has requested a grant amount of $120,985. Buhman noted the change in the program committee by laws. Buhman invited commissioners to the open house that will be occurring on January 7th to kick off the Senior Center's 35th anniversary. Kromray noted that the next newcomer's breakfast will be held on January 22"d Kopping mentioned that goal setting for the Senior Center may take place in January. The commission discussed various dates that might work for this. COMMISSION DISCUSSION: Preliminary Minutes November 19, 2015 None. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 5/0. Hobbs/Felling. 4 Preliminary Minutes November 19, 2015 Senior Center Commission Attendance Record Year2015 Name Term Expires 11/20 12/18 1/22/15 2/13/15 2/19 3/19/15 4/16 5/21 6/11 7/16 10/15 11/19 Cheryll Clamon 12/31/18 -- -- X O/E X O/E NM X X X X X Chuck Felling 12/31/15 X NM X X X X NM X X X X X Rose Hanson 12/31/14 X NM Jack Hobbs 12/31/16 X NM O/E X X X NM X X X X X Mark Holbrook 12/31/18 X NM X X X O/E NM X X X X X Jay Honohan 12/31/16 X NM X X X X NM X X X X O/E Kathy Mitchell 12/31/15 X NM X X X X NM X O/E X X X Margaret Reese 12/31/15 X NM X O/E X X NM X X X X X Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member Preliminary Minutes November 19, 2015 ADMINISTRATIVE REGULATIONS FORTH USE OF ALCOHOL at the Iowa City/Johnson County Senior Center (The Center). The following Administrative Rules regarding the use of alcohol are adopted pursuant to Iowa City Code 4-5-3, and approved by the Senior Center Coordinator and Commission, and the City Manager of Iowa City. The Center Coordinator, or designee, is authorized to issue written permission to a Permittee, via an addendum attached to an approved Facility Rental Permit, for the use of alcohol in the Assembly Room and First Floor Lobby of The Center pursuant to these administrative rules. The following rules apply: 1. The City will have a designee present for the duration of the event. Said designee is authorized to take action on behalf of the City. 2. A damage deposit shall be required for each event, as set by the City, or designee. The Permittee shall be personally responsible for any and all damages caused by Permittee or any guests, including those damages not covered by the damage deposit. 3. The Permittee must be 21 years of age or older, and provide proof thereof via a government -issued photo I.D. upon request. 4. No person under the legal drinking age may possessor consume alcoholic beverages at The Center. 5. All alcoholic beverages must be consumed in the building. No possession or consumption of alcohol is allowed anywhere else on City property. 6. The Center, or its designee, reserves the right to cut any guest off from further possession or consumption of alcohol, should their behavior, in the opinion of the City or designee, warrant it. Failure to act responsibly and maintain self-discipline may result in removal of the individual from the premises, legal intervention, or termination of the event. 7. No liquor shall be permitted. Permittees may bring their own wine or beer only if catering services are not utilized. If catering services are utilized, any and all wine and beer possessed or consumed must be provided by the caterer. 8. Only hosted wine and beer is permitted. No sales, cup sales, "suggested" or "free-will" donations, and/or tickets are allowed. If there is evidence that alcohol has been sold by anyone but the licensed and approved caterer, the event will be terminated immediately, and law enforcement will be notified. 9. Permittee agrees to provide evidence of insurance coverage in the amount of XXXX for the event. If the Permittee is unable to secure the necessary insurance policy, the applicant may apply for a "special event supplemental policy for tenant users with the City's insurance carrier. Draft12/3/2015 10. Permittee agrees to indemnify, defend, and hold harmless the City against any and all claims related in any way whatsoever to the Permittee or any of Permittee's guests consuming alcoholic beverages, or any behavior that arguably resulted from the Permittee or guest consuming alcoholic beverages. 11. The Center Coordinator or designee may place additional reasonable conditions on the use of alcohol in The Center Assembly Room or First Floor Lobby, which conditions shall be attached to the public rental permit along with the written permission. I HAVE CAREFULLY READ AND UNDERSTAND THIS DOCUMENT, AND AGREE TO ALL TERMS CONTAINED HEREIN. I AM SIGNING THIS FREELY AND WITHOUT RESERVATION OR CONDITION. Permit Applicant Printed Name Permit Applicant Signature, date Draft12/3/2015 Draft Modeled after TTRC 121712015 Please contact our Event Coordinator, A.J. Goldsmith with The Avacentre at 402-677-1821 or by email to EventFacilities@iowa-citv.orQ for more information about reserving the facility. Facility Description: The Assembly Room, lobby, and kitchen are located in a beautifully restored old Post Office Building located in Downtown Iowa City. Originally built in 1904 and added on to in 1932, it is listed on the National Register of Historic Places. For the past 35 years it has been home to the Iowa City/Johnson County Senior Center (The Center). The Assembly Room is a 2,515 square -foot venue available for rental with a maximum capacity of 364 occupants. Rental of the Assembly Room includes access to the first floor lobby of the facility. An adjacent kitchen with a stove, refrigerator, freezer, and microwave are available for rent with the Assembly Room and Lobby. The facility is ADA compliant. Amenities include tables, chairs, grand piano, and a comprehensive audiovisual sound system. Convenient building access is available through the skywalk, a connecting walkway between The Center's second floor and the Tower Place and Parking garage. Users may take advantage of the magnificent marble stairway that leads from the second floor to the lobby. Parking is available in the adjacent parking garage at the standard cost. Metered parking is available in areas surrounding the facility. Meters are enforced Monday through Saturday from 8 a.m. to 6 p.m. except for select holidays. The facility is available for rentals: Friday: 4 p.m.-12 p.m.; Saturday & Select Holidays: 7 a.m.-12 p.m.; Sunday, June through August: 7 a.m.-12 p.m.; and Sunday, September through May: 7 a.m.-1 p.m. Set up and tear down are not allowed any time before 7 a.m. or any time after midnight. The applicant, guests, and all staff (including catering staff) must exit the building by midnight. Wine and beer are allowed if the applicant obtains permission from the City. Kegs, hard liquor, and sale of alcohol are strictly prohibited. Additional deposit and insurance requirements apply. In the event that an applicant is unable to secure the necessary insurance policy, the applicant may apply for a "special event supplemental policy for tenant users" with the City's insurance carrier. Draft Modeled after TTRC 121712015 Reservations can be made up to 12 months in advance, with the exception of weddings/receptions which may be made up to 24 months in advance. Please contact our Event Service Coordinator, A.J. Goldsmith with The Avacentre at 402-677-1821 or by email to Event Facilities@iowa-citv.orQ for more information about reserving the facility. 6randStaUWW Draft Modeled after TTRC 121712015 Rental Permit Requirements and Procedures: Rental Fees Friday: 4 p.m: 12 p.m. Saturday & Select Holidays: 7 a.m.-12 p.m. Sunday June through August: 7 a.m: 12 p.m. Sunday September through May: 7 a.m.-1 p.m. Hourly rates available for up to 5 hours of use. TBD All day (over 5 hours) TBD Refundable Deposit Deposits must be made with a credit card, and are refundable in accordance with the Rental Procedures set forth below Deposit: TBD If serving alcohol: TBD 1. RENTAL TIME: You will be responsible for paying the rental fee listed above from the "start time" to the "end time" listed on your Rental Permit Application, regardless of whether you stay at the facility the entire time. No persons are allowed on the premises prior to or after the "start time" and "end time", so you must factor in your set-up and clean-up time when completing the application. The City charges the full hourly rate regardless of actual time the facility is used (i.e. the City will charge for a full 3 hours if an event is 2.5 hours). All decorations, special equipment, rental furniture, etc. shall be removed from the facility by the "end time." 2. RESERVATION CONFIRMATION: The facility is not considered reserved until the City has received a) a complete Rental Permit Application; 2) the full damage deposit, 3) a signed Administrative Rules for the Use of Alcohol; and 4) evidence of insurance for events with alcohol. 3. RENTAL FEE DUE: Rental fees must be paid no less than 60 days prior to the event. 4. Applicants must be 18 years or older. Proof of age may be required. 5. ALCOHOL: Wine and beer may be served only in accordance with the ADMINISTRATIVE REGULATIONS FOR THE USE OF ALCOHOL attached hereto and incorporated herein. 6. TOBACCO: Use of any and all tobacco products is strictly prohibited within The Center, including inside the facility, its grounds and the attached parking lot and skywalk. 7. ANIMALS: Only qualified service animals are permitted inside facility. 8. SPECIAL EQUIPMENT: No special equipment may be used without The Center Coordinator's approval. 9. PROPERTY DAMAGE: The rental permit holder is responsible to pay for all property damage to the facility resulting directly or indirectly from the conduct of any group member or invitees, including catering staff. Children must be supervised at all times. 10. SALE OF GOODS: No items or services may be sold without The Center's approval. 11. EVENT SUPERVISOR: The City has contracted with Avacentre, an event services coordinating company, to assist in the planning and supervision of events at the facility. Once a reservation is Draft Modeled after TTRC 121712015 confirmed, Avacentre will assist with all other services necessary leading up to and including the day of the event. A representative from the City or Avacentre will be present at all times during the event to monitor the event, and to inspect and secure the facility following the event. Please contact A.J. Goldsmith, Event Service Coordinator with The Avacentre at 402-677-1821 or by email to EventFacilities@iowa-city.org for further assistance. 12. SET-UP, DECORATIONS: No set-up is allowed prior to the "start time" listed on your Rental Permit Application. Freestanding decorations are permitted. Tape may be used EXCEPT on any of the painted walls. Candles are permitted with a sufficient barrier to catch melted wax. Floating candles are preferred. Nothing may be affixed to the ceiling, walls, doors, windows or floors. Use of the following items is strictly prohibited: Chinese lanterns; tacks, nails, and staples; rice; birdseed; glitter; silly string; dance wax; and real rose pedals. Evidence that any of these items have been used may result in a deduction from the rental deposit. All decorations must be removed from the facility upon completion of the event. 13. CLEAN-UP: A detailed cleaning checklist is attached hereto. The facility must be left in the same condition it was in priorto the event. All cleaning must be complete priorto the "end time" listed on your Rental Permit Application. You may clean the facility yourself or opt to hire Avacentre's cleaning service. Hiring a cleaning service does not relieve the rental permit holder from responsibility or liability for the facilities. 14. RENTAL DEPOSIT: Use and Refund o A damage deposit shall be required for each event in the amount set forth above. The rental permit holder (Permittee) shall be personally responsible for any and all damages, including those damages not covered by the damage deposit, caused by the rental permit holder or any guests or agents, all in accordance with this Rental Permit. o Where the Permittee has timely left the premises in a damage -free, clean condition, City shall return the full deposit to the Permittee within 30 days after the event. o Where the Permittee fails to complete the Final Checklist, the City reserves the right to retain all or a portion of the deposit to cover its costs in cleaning the facility to its satisfaction. The City shall refund any remaining deposit to Permittee within 30 days afterthe event, along with a detailed accounting of the amounts deducted from the deposit. o Where the cost to repair, replace, or clean the facility, equipment or other property lost or damaged during the event is greater than the deposit, the Permittee shall be responsible for paying the excess costs, as determined solely by the City, which will be charged to the Permittee's credit card. The City shall notify the Permittee of such expense prior to charging the credit card. o In the event that the Permittee fails to clean and exit the facility prior to the end time listed on the Rental Permit Application, the Permittee will be charged for the additional time at the full hourly rate, which shall be deducted from the rental deposit. 15. CANCELLATION POLICY: Cancellations should be made at the earliest possible date. The deposit will be forfeited if a rental is cancelled within 30 days of the event date. The deposit and rental fees will Draft Modeled after TTRC 121712015 be forfeited if a rental is cancelled within 7 days of the event date. In the event of unforeseen circumstances beyond the City's control, the City reserves the right to reschedule and/or cancel the building reservation. All deposits and payment made will be refunded in full to the applicant. 16. MAXIMUM ATTENDANCE: The maximum capacity for the Assembly Room, with auditorium seating with no staging, is 364 people. In the event that the City or its designee believes that the maximum capacity has been exceeded, guests may be asked to leave or may be refused entrance to the facility. Permittee shall be responsible for all guests on the premises and shall assist the City in enforcing this limitation. Final Clean-up Checklist The facility must be left in the same condition it was in prior to the event. Clean-up must be complete prior to the "end time" shown on the Rental Permit Application. In no case shall anyone remain on the premises past midnight. Failure to timely complete this checklist will result in a reduction in the rental deposit. Disinfect (yellow spray bottle) chairs and tables. Stack chairs on tables in increments of four chairs per stack. Windex (blue spray bottle) any smudges or handprints on the doors/windows. Sweep the window ledge. (broom & dust pan) Disinfect if needed. Dry mop (dust mop treatment) floors for dust or debris created from the event. Wet mop (blue concentrate) any soiled flooring, including the entry way, bathroom & hallways. Pick up any and all trash from the event and dispose it in the dumpster. Kitchen must be cleaned (mopped, sanitized, refrigerator/freezer emptied & trash removed). Bathrooms must be cleaned and trash taken to the dumpster. Removal and proper disposal of all decorations, including any tape. Removal of any and all special equipment brought on -site by the Rental Permit Holder, the caterer or any other third -party vendor. Draft Modeled after TTRC 121712015 ADMINISTRATIVE REGULATIONS FOR THE USE OF ALCOHOL at the Iowa City/Johnson County Senior Center (The Center). The following Administrative Rules regarding the use of alcohol are adopted pursuant to Iowa City Code 4-5-3, and approved by the Senior Center Coordinator and Commission, and the City Manager of Iowa City. The Center Coordinator, or designee, is authorized to issue written permission to a Permittee, via an addendum attached to an approved Facility Rental Permit, for the use of alcohol in the Assembly Room and First Floor Lobby of The Center pursuant to these administrative rules. The following rules apply: 1. The City will have a designee present for the duration of the event. Said designee is authorized to take action on behalf of the City. 2. A damage deposit shall be required for each event, as set by the City, or designee. The Permittee shall be personally responsible for any and all damages caused by Permittee or any guests, including those damages not covered by the damage deposit. 3. The Permittee must be 21 years of age or older, and provide proof thereof via a government - issued photo I.D. upon request. 4. No person under the legal drinking age may possessor consume alcoholic beverages at The Center. 5. All alcoholic beverages must be consumed in the building. No possession or consumption of alcohol is allowed anywhere else on City property. 6. The Center, or its designee, reserves the right to cut any guest off from further possession or consumption of alcohol, should their behavior, in the opinion of the City or designee, warrant it. Failure to act responsibly and maintain self-discipline may result in removal of the individual from the premises, legal intervention, or termination of the event. 7. No liquor shall be permitted. Permittees may bring their own wine or beer only if catering services are not utilized. If catering services are utilized, any and all wine and beer possessed or consumed must be provided by the caterer. 8. Only hosted wine and beer is permitted. No sales, cup sales, "suggested" or "free-will" donations, and/or tickets are allowed. If there is evidence that alcohol has been sold by anyone but the licensed and approved caterer, the event will be terminated immediately, and law enforcement will be notified. 9. Permittee agrees to provide evidence of insurance coverage in the amount of XXXX for the event. If the Permittee is unable to secure the necessary insurance policy, the applicant may apply for a "special event supplemental policy for tenant users with the City's insurance carrier. 10. Permittee agrees to indemnify, defend, and hold harmless the City against any and all claims related in any way whatsoever to the Permittee or any of Permittee's guests consuming alcoholic beverages, or any behavior that arguably resulted from the Permittee or guest consuming alcoholic beverages. Draft Modeled after TTRC 121712015 11. The Center Coordinator or designee may place additional reasonable conditions on the use of alcohol in The Center Assembly Room or First Floor Lobby, which conditions shall be attached to the public rental permit along with the written permission. I HAVE CAREFULLY READ AND UNDERSTAND THIS DOCUMENT, AND AGREE TO ALLTERMS CONTAINED HEREIN. I AM SIGNING THIS FREELY AND WITHOUT RESERVATION OR CONDITION. Permit Applicant Printed Name Permit Applicant Signature, date' 1 Approved by the City Manager XX/XX/XXXX Draft Modeled after TTRC 121712015 Return Application with Deposit to: (if by mail) Iowa City/Johnson County Senior Center, ATTN: Kristin Kromray 28 S. Linn St., Iowa City, IA 52240 or by email to our Event Service Coordinator, A.J. Goldsmith at EventFacilities@iowa-city.org Applicant Information Individual/Organization ("Permittee"): Contact Person: m: Home Phone: Work: Cell: Address: E-Mail Address: Event Information Type of Event: Date of Use: Start Time* _—am/pm End Time** _ am/pm *Include any time needed for set-up. No person may commence set-up prior to the start time listed above. **Include the time necessary for cleaning up after the event. No one may remain on the premises after the end time and in no event shall any person remain at the Facility past midnight. Once set-up begins, the Permittee will be charged rent until the end time. Permittees must pay the full hourly rate regardless of actual rental time. Maximum Attendance: Event Location: I would like to reserve the Assembly Room and First Floor Lobby ❑ 1 would like to reserve the Assembly Room, First Floor Lobby, and Kitchen — I would reserve audiovisual equipment available in the Assembly Room Draft Modeled after TTRC 121712015 Event Features Would you like permission to serve alcohol at the event? (Restrictions Apply. See Administrative Regulations for the use of Alcohol attached.) Yes No Will you be hiring a caterer for the event? Yes No Company: In the event that you receive permission to serve alcohol, will the caterer be providing the alcohol? Yes No (If yes, please provide a copy of the caterer's liquor license) Will you be renting furniture or equipment from a third party vendor? Yes No Company: Would you like to rent any of The Center's audiovisual equipment located in the Assembly Room? Please check all that apply. ❑ LCP (liquid crystal projector) ❑ Large projection screen ❑ Ceiling mounted sound system ❑ Lavaliere microphones(5) ❑ Cordless, handheld microphone that can be used in a stand ❑ Wired microphones(6) ❑ MP3 or laptop connections for sound ❑ VGA and HDMI inputs ❑ Blu-ray DVD player ❑ RCA connections for older technology ❑ Grand piano Would you like permission to sell items or services during your event? No Yes Explain: Additional Requests: The applicant and the applicant's group shall indemnify, defend and hold harmless the City, its elected and appointed officials, agents, employees and volunteers from all liabilities, claims, judgments, demands and costs arising out of or resulting from applicant, applicant's group or their invitees' use of the Assembly Room, First Floor Lobby, and Kitchen at the Iowa City/Johnson County Senior Center. I agree to be solely and completely responsible for the condition of the reserved facility and to leave it timely and in neat and clean condition without damage. I agree to promptly reimburse the City for all damages. Any permitted special uses, including sound amplification, may be revoked for cause with no reimbursement of fees. By signing below, I am acknowledging that I have read the Rental Permit Procedures and Application, and hereby agree to be bound by the terms stated therein. Applicant Signature: Date: Please return your completed application and payment to: (If by mail) Iowa City/Johnson County Senior Center Attn: Kristin Kromray Draft Modeled after TTRC 121712015 28 S. Linn St, Iowa City, IA 52240 Or by email to our Event Service Coordinator, A.J. Goldsmith with the Avacentre at EventFacilities@iowo-city.org THIS INFORMATION SHALL BE SHREDED IMMEDIATELY UPON FINAL RECONCILIATION OF DEPOSIT U1.1Q1hlU1JF7 Method of payment: Master Card/Visa/Discover/Am. Express CC Number Exp. Date: 3 digit authorization code: Draft Modeled after TTRC 121712015 FOR ADMINISTRATIVE USE ONLY: Application Reviewed and Approved: Signature, Title Date Rental Fee: $ Deposit: Received by: Date: Returned to Permittee by: Amount returned: $ Date: Deductions from Deposit, if any: Certificate of Insurance (required for alcohol events): Received by: Date: Signed Administrative Rules (required for alcohol events): Received by: Date: Caterer liquor license (required for alcohol events where caterer is providing the alcohol) Received by: Date: Special Requests: The following special requests shown on the Application are hereby granted: Use of alcohol Use of special equipment Sale of items or services Additional: O1/13/2016 14:27 (CITY OF IOWA CITY IP 1 KKromray YEAR TO DATE REPORT glytdbud FOR 2016 99 ORIGINAL APPROP TRANFRS/ ADJSTMTS REVISED BUDGET YTD EXPENDED JOURNAL DETAIL HNC/REQ 2016 1 TO AVAILABLE BUDGET 2016 PCT USED 12 10570100 Senior Center Administrations 336110 Johnson County -59,224 0 -59,224 -29,612.00 .00 -29,612.00 50.0% 346600 Membership Fees -57,354 0 -57,354 -32,230.00 .00 -25,124.00 56.2% 356200 Permit Parking -20,390 0 -20,390 -16,000.00 .00 -4,390.00 78.5% 362100 Contrib & Donations -46,911 0 -46,911 -7,957.00 .00 -38,954.00 17.0% 363910 Misc Sale of Merchandise -6,091 0 -6,091 -1,061.13 .00 -5,029.87 17.4% 369100 Reimb of Expenses -2,500 0 -2,500 -1,503.00 .00 -997.00 60.1% 369900 Miscellaneous Other Income 0 0 0 -24.42 .00 24.42 100.0% 382200 Building/Room Rental -532 0 -532 -120.00 .00 -412.00 22.6% 382400 Locker Rentals -1,603 0 -1,603 -856.00 .00 -747.00 53.4% 384200 Vending Machine Commission -264 0 -264 -123.59 .00 -140.41 46.8% TOTAL Senior Center Administrations -194,869 0 -194,869 -89,487.14 .00 -105,381.86 45.9% 10570220 Senior Ctr Classes 346400 Lessons -4,700 0 -4,700 -1,330.00 .00 -3,370.00 28.3% 348900 Charges for Services -11,171 0 -11,171 -11,767.65 .00 596.65 105.3% TOTAL Senior Ctr Classes -15,871 0 -15,871 -13,097.65 .00 -2,773.35 82.5% 10570250 Senior Center Chorus 346500 Entry Fees -4,000 0 -4,000 -2,075.00 .00 -1,925.00 51.9% 369100 Reimb of Expenses -400 0 -400 -270.00 .00 -130.00 67.5% TOTAL Senior Center Chorus -4,400 0 -4,400 -2,345.00 .00 -2,055.00 53.3% 10570260 Senior Center Special Events 346700 Special Events -3,000 0 -3,000 -1,364.75 .00 -1,635.25 45.5% 369100 Reimb of Expenses -6,000 0 -6,000 .00 .00 -6,000.00 .0% TOTAL Senior Center Special Events -9,000 0 -9,000 -1,364.75 .00 -7,635.25 15.2% 10570270 Senior Center Television 363910 Misc Sale of Merchandise -950 0 -950-703.00 .00-247.00 74.0% O1/13/2016 14:27 (CITY OF IOWA CITY IP 2 KKromray YEAR TO DATE REPORT glytdbud FOR 2016 99 JOURNAL DETAIL 2016 1 TO 2016 12 ORIGINAL TRANFRS/ REVISED AVAILABLE PCT 10570270 Senior Center Television APPROP ADJSTMTS BUDGET YTD EXPENDED HNC/REQ BUDGET USED TOTAL Senior Center Television -950 0 -950 -703.00 .00 -247.00 74.0% GRAND TOTAL -225,090 0 -225,090 -106,997.54 .00 -118,092.46 47.5% ** END OF REPORT - Generated by Kristin Kromray ** Senior Center membership as of 1-13-16 = 1624 Handed out at 1/14 mtg 10%VA CITY/JONNSON COUNTY SENIOR CENTER Memorandum To: Senior Center Commission From: Craig Duhman, Maintenance Worker III Re: Facility Report Date: 14 January 2016 The Senior Center chiller main disconnect has a broken breaker. It is necessary to have a functioning disconnect at mechanical equipment of this type. Estimates for a replacement breaker, labor not included, are in excess of $8,000. We are continuing to research this repair. One of the Center's boilers has a failed heat exchanger. A warranty prorated replacement exchanger has been ordered and shipped. An agreement has been reached with a mechanical contractor to provide labor for the heat exchanger replacement project. The work will be scheduled so as to coincide with a favorable weather forecast. On the 101h of January the Ecumenical Towers experienced a brief power interruption which caused a heating failure, Cold air migrated into interior spaces and eventually froze a sprinkler line. The expansion of water in the sprinkler line caused a rupture which resulted in flooding. The unchecked sprinkler water flowed into the Senior Center, flooding Room G13 and the adjacent hallway. The senior maintenance worker arrived on -site and mitigation work began in earnest. The hardwood floor was isolated, furnishing removed, walls exposed while the flooring was continuously extracted. A brief exchange with the ICFD revealed that we did not have a fire -related issue (patron safety) but the flooding was more extensive due to the inability to quickly locate and close the sprinkler supply valve. ServiceMaster was called with a request for dehumidification and ventilation equipment. The impacted areas were secured, ventilated and in the process of dehumidification by 6:00 PM. On the 13ih of January a brief walk-through was conducted with the agent representing the Ecumenical Towers insurance carrier. Repairs to the impacted space will be undertaken once liability is determined and financing has been awarded. Craig BUIN W1n, Maintenance Worker III 319-356-5227 © craig-buhman@iowa-cily.org 28 South Linn Street, Iowa City, Iowa 52240