3C, 2011 Fee Schedule Discussion

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CITY HALL MEETING ROOM RENTAL AND RELATED FEES POL�CY Effecfive Novenaber 29, 2004 Room Reservations • Any group or individual must compiete a room use application and pay the applicable fe�s in advance. The room is not considered reserved until aII fees are paid and alI forms are signed. Meeting rooms can be reserved for �zp to one year. After ane year, the applicant must reapply. The City of Arden Hills reserves the right to cancel a reservation at atry time due to City sponsored building ac�ivities. The City will do its besi to give a one monti� notice of such changes whenever possible. Other Policv Cansiderations decoratians or alterations to the room are allowed. NO TAPE QN WALLS. • Rooms and areas must be cleaned and left in an orderIy condition. If additionai effort beyond our normal cleaning is required, a fee for personnel costs associated with the cleaning could be added. • Fund raising activities, gambling, alcoholic beverages, and smoking, are stric#Iy prohibited. •�ood and non-alcoholic beverages must be appro�ed by the facility. No beverage or food containing red dye will be approved for use. Kitchen use is limited and mav be available upon special request. • All groups or individuals need to be properly insured or provide proof of proper insurance, or be willing to sign a use waiver form. • All groups or individuals wiil use ihe front door access only. ��cheduling of a room after r�gular City hall hours �s contingent upon the presence of a City employee scheduled to staff the building. In the event staffing is not availahle, the City reserves the right to deny application for use of City Ha11 facilities. � Any goup or individual requesting tables and chairs needs to indicate so on application %rm, and is responsible for their own set up and clean up. Roorn must be returned to the original condition. If the room is not returned to its original condition, and City staff rnust clean the room, the $i00.00 da3nage deposit will be forfeited. Any group using the faciIity must be under competent ad�lt supervision. Individuals under I8 years of age must have one adutt present for every ten people using the conference room. All groups oi people that are under the age of 18 must be accompanied by a supervisar when using the rest rooms or vending machines at City Hali. The organization or user group shall assume full responsibility far the group's conduct and far any damage to the building ar equipment. The City reserves the right to assign supervisory staff or maintenance personnel at an additional cost to the user if it is deemed necessary. Any damage to facilities or equipment must be reported itnmediately to City staff. Groups are asked to keep noise to a minimum during City Hall hours. + Use of equipment belonging to an orgar�ization must be approved ai the time an application is made Lo reserve t3�e room. Any equipment must be reznoved immediately after the meeting or activity. No � Users of the nneeting rooms are asked to remember, when using the facility, to be considerate of other meeting and business that may be occurring and to conduct themselves in a professional and respectfut manner. • Violatian of these policies may result in the denial of fuiure use of the meeting raoms. • Damage deposit will be refunded within 30 days upon approval by staff • The City Administratog is authorized to act in any case that is not covered by the rules and regulations of the City Hall meeting room poiicy. • Groups may cancel up to 48 hours before a scheduled reservation. In case of severe weather, a 12 hour notice is r�quired. If the City does not recaive proper notification, the applicant's user fees will not be refunded. The damage deposit will be returned. Liabili The group, individual or organization using the conference room/community roorn shall agree ta compensate the City of Arden Hills for all damages to fa�ilities, equipment or other property owned by the City and to assume all liability for any personal injuries, including death caused by participants in the scheduled events. The permrt holder will be responsi6le for reimbursement of damage, ineluding those in excess of the deposit. Applicant Signature Date 1lMetro-rnel.usl�rdenHillsl�tlminlForms4Crty HaTI Meeting Room 12ental Approved 09.doc