Policies and Procedures of the Bauer Community Center
Patron Rules and Regulations
SECTION 1: DEFINITIONS
A. The Bauer Community Center of the City of Port Lavaca: Hereinafter called the Community Center, means any hall, meeting room, or other facility including grounds (includes all paved and unpaved areas) located at 2300 Highway 35 North, Port Lavaca, TX 77979 under jurisdiction of the City of Port Lavaca through the Bauer Community Center directives.
B. Lease: As used herein means the written Rental Agreement issued to an applicant by the Director of the Bauer Community Center or an authorized representative for use of the Community Center or any portion thereof under the authority and condition as herein provided, including any amendment or supplement to such an agreement.
C. Lessee: As used herein includes any person, association, public organization, partnership, company, or corporation that is granted a contract to use any part of the Community Center in accordance with these regulations. Person must be an adult (age 21). Minors must have a parent or guardian sign lease documents. Present a valid driver's license, which a copy will be kept with the lease agreement.
D. Lessee Fee Restrictions: Organizations, individuals, or businesses do not receive free use of the Community Center. The only provision for fee-waived use is a City authorized function or by authorization by the Center Director.
SECTION 2: RIGHT TO ALTER REGULATIONS AND RENTAL RATES
The City of Port Lavaca reserves the right to change, alter, amend, or cancel any or all of the regulations and rental rates contained herein at any time, along with any reservations conflicting with City events.
SECTION 3: AUTHORITY
These regulations and rental rates are adopted by action of the City Council of the City of Port Lavaca. Violations of these regulations and rental rates or any portion thereof will be considered a violation of the Ordinance. Violations will be subject to penalties as detailed in the Ordinance or other appropriate City Code.
The Director of the Bauer Community Center, hereinafter referred to as Director, shall have full responsibility for the operation of the Community Center and shall act on behalf of the City of Port Lavaca. The Director shall be authorized to enter into agreements subject to the rental schedule contained in these regulations and subject to Section 2 (above). The right is reserved by the Director or other duly authorized representative of the City of Port Lavaca to enter the Community Center and all parts thereof at all times.
The Center Director and the City of Port Lavaca have full authority to refuse the use of the Community Center to any person, group, or organization, who in their opinion and/or on the recommendation of Managing Entity, will or has previously misused or damaged the facility, refused to cooperate, or otherwise violated the Community Center’s rules and purposes.
The City Council reserves the right to cancel any reservation for the use of the Community Center due to local, state, or federal emergency needs, or for purposes of commercial need. A full refund will be given in this event.
In order to protect the safety, security, and privacy of the Bauer Community Center lessees, the Center reserves the right to restrict, by policy, the release of sensitive information pertinent to contract signing. Under the Texas Public Information Act, we are required to release certain information about all persons entering into a contract with the City of Port Lavaca and the Bauer Community Center. Personal information such as name, address, and telephone number will be redacted from public viewing unless a direct request from the Texas State Attorney General’s Office is received. A handling fee of $50 will be required for research, labor, and photocopying. Events open to the general public will be held as open record. Private events, not open to the general public, will have information available only in the redact form, with personal contact information withheld.
SECTION 4: RENTALS AND RENTAL AGREEMENT
All rentals of the Community Center facilities or grounds will require a signed rental agreement between the lessee and the City through its duly authorized representatives. No oral agreements for the use of the Community Center will be valid.
SECTION 5: RESERVATION INFORMATION
A. Reservations will be taken at the office of the Bauer Community Center Monday through Friday, except for official holidays, between the hours of 8:00 a.m. to 5:00 p.m. Correspondence or requests for information need to be mailed to the following address:
Bauer Community Center
2300 Highway 35 North
Port Lavaca, TX 77979
Information and rental agreement forms may be obtained by:
Phone (361) 552-1234
B. The Community Center will be rented on a first-come first served basis. Reservation request conflicts will be resolved by the Center Director or an authorized representative.
C. Reservation Confirmation: A reservation for the Community Center will be considered confirmed only upon the receipt in the Community Center office of a signed Rental Agreement accompanied by the prescribed deposits or other appropriate fee as described herein.
D. Reservation Time Limits and Conditions:
9 MONTHS PRIOR TO EVENT:
Reservation of the Community Center may be made up to nine (9) months in advance of a date. Nine months shall be interpreted to mean all of the 9 calendar months prior to the day on which a leased event is to occur.
A minimum of the security deposit is required as a confirmation of reservation at time of issuance of the rental agreement.
30 DAYS PRIOR TO EVENT:
Reservations made after this time must pay 100% of rental fee plus any required deposit. All fees on existing Rental Agreements must be paid in full at this time.
ONE WEEK PRIOR TO EVENT:
No reservations may be made later than one week prior to the requested date.
E. Reservation of the entire Community Center facilities (including grounds) for functions or events above will be eligible to charge admission fees (set by the lessee) for access to the parking areas with prior approval of the Director of the Community Center.
F. CANCELLATION TERMS AND CONDITIONS FOR THE COMMUNITY CENTER:
3 MONTHS PRIOR TO EVENT:
Latest possible time to cancel event without penalty. All monies paid by lessee will be refunded.
LESS THAN 3 MONTHS BUT GREATER THAN 30 DAYS PRIOR TO EVENT:
Voluntary cancellation by lessee during this time will result in forfeiture of deposit.
30 DAYS PRIOR TO EVENT:
Voluntary cancellation by lessee during the last 30 days will result in 100% forfeiture of total fee including any required deposit to City.
SECTION 6: RENTAL HOURS
A. The Community Center will be available for rental events between the hours of 8:00 a.m. and 12:00 a.m. Sunday through Friday, 8:00 a.m. and 1:00 a.m. Saturday the following morning (16 hours) which shall constitute a rental day.
B. The Community Center facilities will be leased on a daily basis.
C. All late night usage of facilities must end no later than 12:00 a.m. Sunday through Friday, 1:00 a.m. Saturday. Lessee, bands, caterers, and all occupants must vacate the facilities no later than 1:00 a.m. Sunday through Friday, 1:30a.m. Saturday. Failure to leave the premises within the grace period after mandatory closure of event will result in a late hours extension charge of $100.00 per 15 minutes being assessed and will be grounds for refusal of future facility leases to the lessee. All late night events require police security to remain on duty until facilities and grounds are completely vacated and the building can be closed and locked.
D. If you require an additional day for set up or decoration, you may reserve the Center for a $200 fee. This will allow entrance to the building the day prior to your event, 8a.m. to 5p.m. only. This day is available for use only if no prior reservations have been received.
SECTION 7: RENTAL RATES
RENTAL DEPOSIT
Entire Building
Weekend Rate
Fri, Sat, Sun $ 800.00 $ 400.00
Weekly Rate
Mon - Thurs $ 600.00 $ 400.00
Non-Profit Rate $400.00 $200.00
Mon – Thurs ONLY
Room 1 $ 100.00 $ 100.00
Room 2 $ 100.00 $ 100.00
Catering Kitchen $ 100.00 $ 100.00
Non Profit Rate $ 50.00 $ 100.00
Side Rooms
All required deposits will be included in the rental agreement total. Refunds of deposits will be made, minus reasonable deductions for excessive clean-up, late hour extension, accessory items or damages within thirty (30) days following event.
Additional fees will be charged for excessive cleaning required (to be determined by Center Director) such as, but not limited to: damage/smell associated with smoking on premises, trash/litter on the outside grounds and parking areas, damaged or stained flooring or walls, etc) or for damage and/or repair costs in excess of the deposit paid.
Damage: All damage done to the Bauer Community Center will be investigated by the Center Director and the Port Lavaca Police Department. Any damages done to the building will result in forfeiture of any deposit, with potential additional charges is damages exceed deposit amount.
A. CLEANING REQUIREMENTS
Lessee must clean up any and all trash, litter, or decorations and remove any equipment within the contract lease period; otherwise, additional fees may be charged or deducted from deposits for the additional time used. Lessee is responsible for cleanup of the facility similar to pre-event condition. This includes removal of trash, cleared tables, removal of decorations/possessions. Lessee is responsible for cleaning the catering kitchen after usage (clean countertops, refrigerator, freezer, warming ovens, and dispose of all trash from area into available receptacles). Failure to do so will result in forfeiture of deposit.
Absolutely no smoking is permitted in the Community Center. Full deposit will be forfeited for non-compliance, with additional charges for cleaning. Please notify all guests of this regulation as the Lessee is responsible for all attendees.
No personal coolers or glass bottles are allowed in the facility.
B. ACCESSORY ITEM FEES:
Portable staging (10 sections) $12.00 per 4x8 sections
Marquee advertising $20 per day
Audio System/Microphones $300 deposit-returned to Lessee upon inspection and return of equipment. Deposit will be returned along with security deposit within 30 days.
NOTE: The portable staging and marquee advertising must be scheduled 2 weeks prior to event for availability on day of lease. The marquee is used on a first-come first served basis.
The following accessory items are available with the rental of the Community Center facilities at no extra charge:
Projector Screen
TV/VCR
C. Setup and Teardown Time: Setup time can be scheduled the day prior from 8:00 a.m. to 4:00 p.m. Only upon availability and no prior reservations have been made for that day, along with a $200 rehearsal/decorating fee. If any time is required after 4:00 p.m. the facility must be leased for this additional day. No event activities can be a part of this setup period or facility must be leased for additional day, with maintenance and security required. An event would include guests outside of normal setup, food, or alcohol, and remaining after 4:00 p.m. A $200 rehearsal/decorating fee will be assessed to guarantee the use of the building for the day prior to event, or the building will remain available for lease to other clients. This setup time is not guaranteed without this fee being paid. Your lease starts at 8:00 a.m. on the day of the event, and does not include the prior day.
D. Recreational Vehicle Parking Fee: Recreational vehicles may not stay on the Bauer Community Center grounds. Lighthouse Beach RV Park is located directly across the street from the Bauer Community Center. They have their own fee schedule for overnight stays.
E. Storage Fee: $50.00 per day will be assessed to the lessee for materials and/or equipment remaining on the premises after a lease terminates.
F. Late Hours Extension Fee: For use beyond the contracted 1 hour grace period, assessed at the rate of $100.00 per one-quarter hour (15 minutes) or any portion of one-quarter hour. This charge will be deducted from the Lessees’ deposit.
G. PAYMENTS
The deposit is due with the signed rental agreement. All fees are due 45 days prior to the first day of the reservation.
A late payment fee of $25 will be assessed on existing contracts if balance is not paid by stated due date on the contract.
Payments within the 45-day limit will be accepted in the form of Bank Draft, Money Order, or Cash only.
Personal checks are acceptable only from the Lessee. Third party checks are not an acceptable means of payment.
RETURNED CHECKS/INSUFFICIENT FUNDS:
Any check returned for any reason unpaid from the bank will result in a $30 handling fee. Checks must be picked up and paid at City Hall by Bank Draft, Money Order, or Cash only. Such occurrences will result in future rental payments being accepted only by Bank Draft, Money Order, and Cash.
LATE PAY FEE: (Past Due Accounts) Lessee will be charged a late fee of $25 for failure to pay fees on time. This fee will be assessed to Lessee for failure to pay the balance owed 45 days before the first day of the reservation.