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HomeMy WebLinkAboutResolution No. 04-73 CITY OF THE COLONY, TEXAS RESOLUTION NO. 04-1 A RESOLUTION OF THE CITY OF THE COLONY, TEXAS, ADOPTING THE POLICY AND PROCEDURE MANUAL FOR THE COLONY SENIOR CENTER; PROVIDING AN EFFECTIVE DATE. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS: Section 1. That the City Council of the City of The Colony, Texas, hereby approves and adopts the Senior Center Policy and Procedure Manual for the purpose establishing facility use guidelines, hours of operation, general roles of conduct for users, travel policy for participants, transportation (PARD bus) guidelines, and rental fees of the facility. Section 2. That a true and correct copy of the policy and procedure manual is attached hereto and incorporated herein. Section 3. That this resolution shall take effect immediately from and after its passage. PASSED AND APPROVED by the City Council of the City of The Colony, Texas, this 13th day of September, 2004. ATTEST: ~Sristie Wilson~ TRMC, City Secretary TABLE OF CONTENTS THE COLONY SENIOR CENTER POLICY ANDPROCEDURE MANUAL 1. General Guidelines .......................................... page 2 · Mission Statement · Code of Conduct 2. Facility Operations ........................................... page 3 · Hours of Operation · Facility Maintenance · Health and Safety · Computer Lab/Internet Usage · Game Room Usage 3. Transportation Guidelines ................................. page 5 · Criteria for Bus Usage · General Rules · Participants needing Assistance 4. Travel Guidelines .............................................. page 7 · Registration Information · Cancellations and Refunds · Staff Requirements · Administrative Charges 5. Attachment A ................................................. page 9 · Rental Policy · Rental Agreement 6. Attachment B ................................................. page 12 · Information Systems Policy THE COLONY SENIOR CENTER GENERAL GUIDELINES Purpose The purpose of this policy is to define membership guidelines and standards for The Colony Senior Center. Policy The Colony Senior Center is available to all seniors age 50 and older and their spouses. There is no membership fee, however there are costs associated with overnight trips, daily excursions, and some services provided by outside vendors. Mission Statement: The Colony Senior Center is a gathering place where adults age 50 and older come together for services and activities that reflect their expertise and skills, respond to the diverse needs and interests, enhance their dignity, support their independence and encourage their involvement in and with the Senior Center and community. Code of Conduct: All persons entering The Colony Senior Center are to act in a respectable manner while engaging in activities at The Colony Senior Center or on sponsored events. Each person should avoid personal attacks, religious slurs, and profanity. Harassment is unacceptable and includes threats or verbal abuse directed toward another, including verbal assaults, derogatory, racial, sexist or homophobic remarks, defamation of character or any other type of behavior that knowingly puts another person in a state of fear or anxiety. All participants will abide by the rules of conduct and in a manner in which they are not disruptive or have a negative impact on other participant's enjoyment of activities and facilities. Any person violating the established code of conduct will be asked to refrain from such behavior or asked to leave the premises. Law enforcement will be called at any time deemed necessary by Senior Center staff. All such actions are at the sole discretion of the Senior Center staff. THE COLONY SENIOR CENTER FACILITY OPERATIONS POLICY AND PROCEDURES Purpose The purpose of this policy is to establish guidelines for the operations and maintenance of The Colony Senior Center, Policy The Colony Senior Center is to be used primarily by the members of the senior center. The Colony Senior Center is also available for rental for private functions during non-operating hours as well as other miscellaneous Parks and Recreation Department (PARD) activities. A rental agreement must be executed prior to any rental See attachment A. The Colony Senior Center Hours of Operation Monday 8:00am-3:OOpm Tuesday 8:00am-3:OOpm 6:00pm-lO:OOpm Wednesday 8:00am-3:OOpm 6:45pm-9:OOpm (3rd Wed. of month) Thursday 8:00am-3:OOpm Friday 8:00am-3:OOpm 6:00pm-9:OOpm (2nd and 4th Fri. of month) Saturday 11 :OOam-4:OOpm The Colony Senior Center will observe all official City of The Colony holidays. Any adjustments to the hours of operation will be at the discretion of the PARD staff and posted accordingly. Facility Operations Paid City of The Colony employees or their representatives will staff the Senior Center during hours of operation. Paid employees or their representatives will also be required to monitor the facility during all periods facility is rented. Keys will only be distributed to paid employees or their designated representative. The building and all equipment will be secured and properly maintained at all times~ Health and Safety The Senior Center is dedicated to ensure the health and safety of all the members. Proper hygiene is required at all times. Hand washing is required prior to any food handling or serving. For the safety and protection of all guests of the Senior Center, we ask any person with a contagious or communicable disease to refrain from entering the facility. The PARD staff reserves the right to require a physician's statement of health from anyone suspected of having a contagious or communicable disease. The Senior Center does not provide: 1. Medical care 2. Medication distribution 3. Daycare services of any kind 4. Personal care or bathroom assistance 5. Feeding or nutritional assistance Computer Lab and Internet Usage The computer lab is available for usage during hours of operation. Internet connections are provided. Computers and related equipment are for adult use only unless being used for organized instruction. No food or drink is allowed in the Computer Lab. All users must sign the Information Systems Policy Agreement before using any computer. See attachment B. Game Room Usage The game room is available for usage during hours of operation. All games and equipment is for adult use only. Users must play fairly and abide by the accepted rules of each game. All users must adhere to the Code of Conduct. 4 TRANSPORTATION POLICY AND PROCEDURE Purpose The purpose of this policy is to establish guidelines for usage of the 28- passenger bus operated by The Colony PARD. Policy The bus is to be used by the PARD, to include activities sponsored by the Senior Center as well as other activities offered through the department. During specific times of the year, such as school holidays, summer break, fall break, spring break, and any other times deemed necessary, the bus will be used primarily for activities offered through the Kidz Kamp program. Senior Center activities will be scheduled around these events or have the ability to hire a transport company for their activity. All other times of the year, the bus is primarily available for Senior Center activities. Criteria for Bus Usage A minimum and maximum number of participants is required for usage of the bus for daily excursions. Criteria for overnight trips may have different standards to accommodate for luggage, extra room, wheelchairs, etc. Minimum and maximum participation criteria for all trips will be posted on informational flyers as well as the sign-up sheet. The PARD may also use the bus for departmental functions as deemed necessary. General Rules 1. No standing or moving around 2. Conversation to the bus driver must be kept to a minimum 3. No smoking 4. No glass containers $. No alcohol Participant's Needing Assistance on Trips When a participant is known to have memory or mobility problems and wants to participate on daily excursions or overnight trips, the Senior Center Coordinator will determine if it is safe for the participant. Talking with the caregiver and observing the participant will determine these issues. After these discussions and observations the decision is made whether the participant will need a caregiver to accompany them on any activity away from the senior center. If so, the caregiver is requested to go on any trip/excursion with the participant to insure their safety and will be required to pay the same price other participants must pay. TRAVEL POLICY AND PROCEDURE Purpose The purpose of this policy is to establish guidelines for overnight trips and daily excursion trips for members and participants of The Colony Senior Center. Policy All trips require a minimum and maximum number of participants. This information, along with the participant's financial obligation, will be posted on the informational flyer and sign-up sheet along with all administrative costs associated with the trip. If the criteria for participation are not met, the trip will be cancelled. The Senior Center staffwill set the criteria for each trip and post accordingly. Every accommodation will be made to plan and present specific trips at the request of members. It is at the discretion of staff to determine the viability and general membership interest of each request. Registration Information: 1. All trips will be posted in the Senior Center through an informational flyer, and sign-up sheet available at the front desk. 2. Registration must be made at the Senior Center. No telephone requests for sign-up will be honored. 3. It is the participant's responsibility to make timely deposits (if required) and final payments to Senior Center staff. 4. Registration is on a first-pay, first-served basis. When the maximum number of participants has made payment, the trip is closed. A waiting list may be started and members will be notified in the order in which their name is listed. Cancellations/Refund Information: Participants are asked to plan schedules carefully as no refunds will be issued unless staff is able to find a replacement or the trip is cancelled from lack of participation. If the trip is cancelled, it is the responsibility of each participant to retrieve his/her payment during operating hours. Staff: City staff will escort participants on all trips. Senior Center staff will determine how many staff members are necessary to provide for a safe, successful trip. 7 Administrative Charges: The Colony Senior Center offers a wide variety of trips. All associated costs (except hourly pay rate) of the staff member(s) participation will be absorbed in the cost of the trip and shared equally by each participant. A breakdown of all associated costs is available within 2 weeks after the completion of each trip. Attachment A Policies for Rental of The Colony Senior Center 1. Preference will be given to requests that in some way benefit residents of The Colony. AFl requests will be handled on an individual basis. Reservations are not secured until full payment is received. 2. Approval of all requests will be contingent of PARD staffing availability. A PARD employee will be scheduled to be on duty during all activities. Depending on the size and nature of the event, more than one building supervisor may be required at an additional fee. 3. The fees for the use of The Colony Senior Center shall be as follows: Large Activity Room with Kitchen (200 people maximum) Resident Rate Non-Resident Rate $50/Hour for first 3 hours 65/Hour for first 3 hours $30/Hour each additional hour $40/Hour each additional hour Large Activity Room without Kitchen (200 people maximum) Resident Rate Non-Resident Rate $40/Hour for first 3 hours $50/Hour for first 3 hours $30/Hour each additional hour $40/Hour each additional hour Activity Room ('112 of large room) with Kitchen(t 00 people maximum) Resident Rate Non-Resident Rate $35/Hour for first 3 hours $45/Hour for first 3 hours $25/Hour each additional hour $35/Hour each additional hour Activity Room (112 of large room) without Kitchen ('100 people maximum) Resident Rate Non-Resident Rate $30/Hour for first 3 hours $40/Hour for first 3 hours $20/Hour each additional hour $30/Hour additional hour Small Meeting Room (20 people maximum) Resident Rate Non-Resident Rate $10 per hour $10 per hour 4. Depending on the nature of the event, the PARD reserves the right to require an off duty police officer be present and be paid by the renting party. 5. Depending on the nature of the event, the PARD reserves the right to require liability insurance covering the event and naming the City of The Colony as additional insured. 9 6. Youth oriented events will require adult chaperones at the ratio of one adult for every 15 children participating. A chaperone list must be provided including names, addresses and telephone numbers. 7. Any food preparation on site will require a Health Permit be obtained from the Inspections Department at the expense of the renting party. 8. There will be a $200 maintenance deposit required for all groups/organizations renting The Colony Senior Center. The deposit must be paid at the time of the reservation, and will not be refunded until one week following the event. The money will only be deposited by the City for the repair of any damages, misuse or neglect of the facility dudng that organization's usage. If damages exceed the amount of the deposit, it is the responsibility of the renting party to pay the additional cost of repairs. 9. Clean up of the facility is the responsibility of the renting party. 10. Reservations are not secured until full payment has been received. Failure to pay will result in rental cancellation. 11. Damages must be reported to the PARD building supervisor immediately, whether they are caused by accident, mischief, vandalism, or an act of nature. 12. The City of The Colony will not be responsible for items left in the building by groups using it. 13. No alcoholic beverages or smoking allowed on the premises. 14. The facility will only be available for use during hours that will not conflict with The Colony Senior Center scheduled programs and activities. 15. Equipment may not be removed from the facility. l0 RENTAL AGREEMENT THE COLONY SENIOR CENTER By signing the agreement below, you accept responsibility on behalf of yourself and the members of your organization to abide by the rules and conditions set forth for the use of The Colony Senior Center (TCSC). 1. We shall pay all of our rental fees and maintenance deposits as required, in a timely manner. 2. We understand that until all rental fees and deposits are paid, the reservation is not confirmed. 3. We shall be financially responsible for any damages, misuse, or neglect for the facility that occur during our rental of the building. 4. We shall properly clean the facility at the conclusion of our rental (including floors, tables and chairs, restreoms, etc.) 5. We agree to limit our activities to our scheduled time periods. 6. We shall return tables and chairs to their proper locations at the conclusion of the event. 7. We will report any problems or damages that occur dudng our usage to the building supervisor immediately upon discovery. 8. We agree to exercise care and concern at all times when using the facility, and will not disturb er utilize items or equipment without prior consent. 9. We understand the City of The Colony accepts no liability for any damage to persons arising from use to TCSC, and any persons or organizations using said facility must agree herewith. 10. We will not allow alcohol or smoking in the facility at any time during our utilization. 11. We have received, read, and fully understand the policies and guidelines for rental of TCSC, and agree to abide by those rules. Signed Date Organization Title Approved by Date Date of Rental Time of Rental Area of Rental Cost of Rental Deposit Amount Check Number ]! Attachment B INFORMATION SYSTEMS POLICY The use of the computers and Internet accessibility at the Senior Center is available to all seniors free of charge. The City of The Colony has specific guidelines governing the use of all computers within the Senior Center. You may not access email or websites that may have content that may reasonably be considered offensive to any person. Offensive content includes, but is not limited to, sexual comments or images, or any comments that would offend someone on the basis of race, age, gender, sexual orientation, religion, political beliefs, national origin, or disability. It is also unacceptable to print any such material. Anyone caught viewing and/or printing such material will lose all privileges of the computer lab and Internet access. I have read and understand the City of The Colony's Information Systems Policies. I agree to abide by the policies set forth by the City of The Colony. Signature Date