CCP 08-23-2004 - Laserfiche WebLink

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~ ~~HILLS , CITY HALL MEETING ROOM RENTAL AND RELATED FEES POLICY Effective January 28, 2002 Room Reservations . Any group or individual must complete a room use application and pay the applicable fees in advance. . No long-term reservations. No group or individual would be able to reserve a space on a consecutive basis for more than one quarter (3 months) during the calendar year without an opportunity for any other individual or group to have access to that space. . No more than four consecutive uses of a space without that space being made available for others. For example: If an individual wanted to reserve a room for four Tuesdays in March 2002, they would be able to reserve those four Tuesdays, but the first date after the fourth Tuesday the room would become available on a first come, first served basis for reservation. If another group wanted to reserve a room for use on the first Monday of each month they would be able to use it on tbree consecutive Mondays for a quarter based upon the above mentioned long.term reservation policy. After the third, 1st Monday of the quarter, the space would become available on a fjrsl come, first served basis. In this way no group or individual would be able to reserve a space for more Ihan either four consecutive uses or three months. Other Policv Considerations . Any group or individual must pay the actual cost for any lost security system card. . Any group or individual has to pay any false alarm fees if their failure to activate! deactivate the alarm system results in a false alann fee to the City of Arden Hi]]s. . 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 wi]] use the front door access only. . Any group or individual requesting tables and chairs needs to indicate so in the use form application, and is responsible for their own set up and clean up. Room must be returned to the original condition. If room is not returned to original condition, and cA staff must clean the room, a $50 cleanup fee wil" deducted from your damage deposit. . Any group using the facility must be under competent adult leadership. The organization or user group shall assume full responsibility for the groups' conduct and for any damage to the building or equipmenl. The City reserves the right 10 assign supervisory staff or maintenance personnel at an additional cost to the user if it is deemed necessary. Any damages to facilities or equipment must be reported immcdiatcly to the staff. Groups are asked to keep noise to a minimum during City Hall hours. . Use of equipment belonging to an organization must be approved at the time an application is made to reserve the room. Any equipment must be removed immediately after the mecting or activity. No decorations or alterations to the room are allowed. NO TAPE ON WALLS. . Rooms and areas must be cleaned and left in an A orderly condition. If additional effort bcyond o~ norn1al cleaning is required, a fee for personnel costs associated with the cleaning will be added and deducted from your deposit. . Fund raising activities, gambling, alcoholic beverages, and smoking, arc strictly prohibited. . Food and non-alcoholic bev~'Tages must be approved by the facility. No beverage or food containing red dye will be approved for use. NO KITCHEN USE AVAILABLE. . Violation of these policies may result in the denial of future use of the meeting rooms. . Damage deposit will be refunded within 30 days upon approval by staff . AIJ groups or individuals must be properly insured or provide proof of proper insurance, or be willing to sign a use waiver fonn. e