Meeting Room Reservation
The Representative agrees:
To the fullest extent permitted by law, the Representative will be solely responsible for all injuries, damages, and claims to persons or property while using the District's facilities, except for any such claims arising out of the sole negligence or willful misconduct of the District or its directors, officers, employees, or authorized volunteers. The Representative will defend, hold harmless, and indemnify the District, its directors, officers, employees, or authorized volunteers against all such injuries, damages, and claims.
Where applicable, the Representative will provide the District with a certificate of insurance and additional insured endorsement (Insurance Services Office Form CG 2026, or equivalent) before scheduled use. Any insurance, self-insurance or other coverage maintained by the District, its Directors, officers, employees, or volunteers will not contribute to it. Coverage is to be placed with a carrier with an A.M. Best rating of no less than A-:VII, or equivalent, or as otherwise approved by the District. If the Representative is an uninsured party and the event indicated above is considered a Level A risk under ACWA/Joint Powers Insurance Authority Special Event Matrix, the Representative will agree to execute an appropriate risk transfer agreement.
General Rules for Use of the District's Meeting Room
- Use of the meeting room is by reservation only. Reservations must be made with the Board Secretary during business hours at least one week in advance of the date requested. Reservations for meetings less than a week in advance are at the discretion of the General Manager.
- The meeting room will only be used after normal business hours (Monday-Friday 8:00 a.m. – 5:00 p.m.). There are no outdoor events allowed except by a separate agreement.
- The representative who signed the application must be at least 21 years of age and will pick up the key on the day of the event.
- Reservations may be made for up to two months following the current month (e.g., If the current month is January, room may be reserved for February and March.) To accommodate different groups in the community, no group will be permitted to use the meeting room more than 12 times in a year.
- Use of the meeting room only for non-political, non-religious, non-solicitation purposes.
- The name or address of VVCSD as the official address or headquarters of an organization is prohibited unless approved by the General Manager.
- The representative will sign a Risk Transfer and Insurance Provision Facilities Use Agreement and if insured provide proof of general liability insurance.
- If additional cleaning is necessary as a result of the use of the meeting room, there will be a reasonable charge for this work.
- The District’s parking lot has 29 spaces, including two handicapped. Overflow parking is not permitted in the adjoining lots or on the street. Grounds and facilities must be left in good condition after use. Any cost of cleanup or damage will be the responsibility of the representative.
- Maximum occupancy is 45 people. This is a fire regulation.
- There is no gambling, food, alcohol, smoking, or narcotics in or around the building or premises. Drinks in covered containers are permitted. Firearms and hazardous materials are not allowed on District property. Violations will be sufficient cause for denying further use of the facility to the representative.
- VVCSD reserves the right to cancel a reservation if the room is needed for District business. Should this be necessary, every reasonable effort will be made to contact the representative.
- A person or group denied permission to use the meeting room may appeal such denial at the next regularly scheduled meeting of the board of Directors. The appeal must be submitted in writing to the Board Secretary five business days before the meeting.
- The General Manager has final authority on all matters and reserves the right to deny permission to use the meeting room.