HomeMy WebLinkAbout10-02-19-06/Acknowledging Mobile Stage Agreement; Carmel International Arts Festival RESOLUTION NO.BPW 10-02-19-06
RESOLUTION OF THE CITY OF CARMEL BOARD OF PUBLIC WORKS AND SAFETY
ACKNOWLEDGING MOBILE STAGE AGREEMENT
WHEREAS, pursuant to Indiana Code 36-1-4-7, the City of Carmel, Indiana ("City"), is authorized to
enter into contracts;and
WHEREAS,pursuant to Indiana Code 36-4-5-3,the City's mayor may enter into contracts on behalf of the
City; and
WHEREAS, pursuant to his authority under Indiana law, the City's mayor, the Honorable James C.
Brainard,has caused to be signed the City contract attached hereto as Exhibit A(the"Contract");and
WHEREAS, Mayor Brainard now wishes to present the contract to the City's Board of Public Works and
Safety for it to be publicly acknowledged,filed in the Clerk-Treasurer's Office,and made available to the public for
review.
NOW,THEREFORE, BE IT RESOLVED by the City of Carmel Board of Public Works and Safety as
follows:
1.The foregoing Recitals are incorporated herein by this reference.
2.The receipt of the Contract is hereby acknowledged.
3.The Contract shall be promptly filed in the office of the Clerk-Treasurer and thereafter made available to
the public for review.
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SO RESOLVED this (i day of 6C1C9 hi()C--' ,2019.
CITY OF CARMEL,INDIANA
By and through its Board of Public Works and Safety
BY:
1ames Brainard,Presiding Officer
Date: /(7 2 _'/r
k)& ±- Prep /—
Mary Ann Burke,Member
Date:
Lori S.Watso ember
Date: t e'/a /1 q
ATTEST:
Christine ey,Clerk-Treasurer.
Date: l Q f / 7'
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What time do you want the stage closed by the City of Carmel Street Department?
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I accept responsibility for the care of the rental equipment,and agree to pay for any damages to the
equipment during the rental period. I will adhere to all regulations and policies set forth herein,
including providing insurance coverage as necessary. I am responsible for reserving the location where
the mobile stage or cart(s)are to be placed,and I will meet City of Carmel staff to ensure the rental
equipment is properly placed. I understand that once the mobile stage is in place, it will not be moved
until the rental period expires and is taken back into custody by the City of Carmel. I also understand
and agree that the mobile stage may only be moved by City of Carmel staff.
As partial consideration of permitting me to rent equipment from the City of Carmel, I hereby take
action for myself,my executors,administrators, heirs, next of kin, successors,and assigns as follows:
I HEREBY INDEMNIFY, HOLD HARMLESS,AND PROMISE NOT TO SUE the City of Carmel and/or its
directors,officials,officers, employees,attorneys,volunteers, representatives, liability carriers and
agents from any and all liabilities or claims made or arising from my rental of the mobile stage or
platform stage,whether caused by the negligence of the released parties or otherwise.
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Signature of pp icant
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Date
Special Event Equipment Rental Prices All prices listed are per day
Rental fees may be adjusted to reflect special staffing or equipment needs presented by the nature of the
event and/or location.
Category I -Non-Profit Organizations(must provide proof of 501(c)3 status at time of rental):
Mobile Stage(24'x14') $750/day+ $350 Transportation/Setup+$250 Refundable Deposit
w/addt'l stage platforms $1000/day+$500 Transportation/Setup+$250 Refundable Deposit
Platform Stage Only(4 platforms,4'X 8'X 2') $250/day+$100 Transportation/Setup+$100
Refundable Deposit
Category II -For Profit Organizations:
Mobile Stage $1000/day+$350 Transportation/Setup+$250 Refundable Deposit
w/add'I stage platforms $1250/day+$500 Transportation/Setup+$250 Refundable Deposit
Platform Stage Only(4 platforms,4'X 8'X 2') $250/day+$100 Transportation/Setup+$100
Refundable Deposit
Mobile Stage Rental Policy
All organizations are required to pay for any and all damage to the equipment that occurs during the
rental period.Actual assessed damage may exceed the amount of the damage deposit.
The mobile stage may only be transported by City of Carmel personnel,and the stage may not be moved
once it is set in place. Transportation fees are included in total cost of the stage.
The Applicant is responsible for reserving the location where the equipment is to be placed. The
Applicant also agrees to meet City of Carmel staff at desired equipment placement location to ensure
the site is suitable for placement of the rental equipment.
No posters, banners,signs or other materials may be adhered to the stage without prior approval from
the City of Carmel. No tape,glue or adhesive material may be used on stage walls, floors,ceiling or any
other part of the stage. Failure to comply with this provision may result In the loss of Applicant's
security deposit and possible additional repair charges.
The City of Carmel will have the right to shut down the stage if it determines that adverse conditions
warrant shutting down the stage. Examples of reasons to shut down the stage include, but are not
limited to,winds over 25 mph,lightning,and inappropriate use of the stage. if the stage is closed for
reasons deemed necessary by the City of Carmel,a refund will not be issued.
Full payment(plus deposit) must be received thirty(30)days prior to rental date.
The Applicant shall carry a general liability insurance policy of$1 million per occurrence and$2 million
aggregate.The policy shall name the City of City of Carmel as an additional insured party. The Applicant
shall provide the City of Carmel Community Relations& Economic Development Department with a
certificate of insurance at least ten (10)days prior to the event.The Applicant shall notify the City of
Carmel within ten (10) days of any insurance cancellation.The individual or organization renting the
mobile stage agrees to release,hold harmless and indemnify the City of Carmel,its officers,employees,
agents,attorneys,and assigns from any and all claims that may arise as a result of the
individual/organization's use of the mobile stage.This includes, but is not limited to,claims for personal
injury and property damage,whether such claims may be brought by the renting
individual/organization,or by any third party.A copy of the certificate of insurance should be emailed to
insurance@carmel.in.gov.
This policy is only valid for a single day rental of the equipment. Multi-day rentals will be negotiable on a
case by case basis.
The mobile stage will be made available for rent by community, business or private organizations for
concerts, theater and other special events. All renters must have an approved reservation form to rent
the stage.A copy of the form is attached.
All reservations will be processed through City of Carmel and approval will be based on the availability of
the stage,transport staff and supervisory staff.
The mobile stage is only available for use within Carmel, IN.All stage set ups and locations must be
approved, in advance, by the City of Carmel. Please return the attached form along with the appropriate
payment, at least thirty(30)days prior to your event. If the full fee is not paid within thirty(30)days
prior to use,City of Carmel reserves the right to cancel the reservation.
The mobile stage will be transported,leveled and prepared for use by City of Carmel personnel only.
The mobile stage may not be moved once it is in place.The cost for transport and setup is included in
the overall cost of the stage.
If you must cancel your reservation of the stage,you must do so no less than ten (10)days prior to your
scheduled event to receive a full refund. If you cancel within ten (10)days of your event you will either
receive a 50%refund or the option to reschedule your reservation within one year.
Rental fees may be adjusted to reflect special staffing or equipment needs presented by the nature of
the event and/or location.
Applicant is strongly encouraged to inspect the mobile stage at the time of its delivery and communicate
any concerns or information about pre-existing damage to City of Carmel staff at that time.
The City of Carmel may request the use of an approved security officer(s).The cost of the security
officer(s)will be assumed by the Applicant.
The City of Carmel reserves the right to refuse any rental application.
Requirements for the electrical system of the stage and the Theater lighting package are listed below:
ELECTRICAL SYSTEM
The stage is equipped with a 125 Amp./120V/240V load center with three(3)20 Amp. breakers and 50'
10/3 W power entry cord with 15 Amp. U-ground plug connector.The stage also includes the following:
Main Breaker and ten (10)additional circuit breakers in panel.
Sixteen (16) receptacles mounted in canopy front over eight(8) circuits.
Two(2) Duplex receptacles mounted in canopy rear over two (2)circuits.
Power cord, upgrade to 50'6/4 W.
Under no circumstances are any of the cables provided to be disassembled for temporary conversion. It
is the renter's responsibility to ensure that electrical installations are done safely and to code.
All groups or organizations, regardless of affiliation with City of Carmel, are required to adhere to the
above policies.
Approved and Adopted this day of , 20 .
CITY OF CARMEL, INDIANA
By and through its Board of Public Works and Safety
BY:
James inard, Presiding Officer
Date:
Mary Ann Burke, Member
Date:
Lori S. Watson, Member
Date:
ATTEST:
Christine S. Pauley,Clerk-Treasurer
Date: