CCP 11-29-2004 - Laserfiche WebLink

Home Browse Search

, CITY HALL MEETING ROOM RENTAL AND RELATED FEES POLICY Effective November 29, 2004 ~eservalions . Any group or individual must complete a room use application and pay thc applicable fees in advancc. The room is not considered rcscrved until all fees are paid and all forms arc signcd, o Mecting rooms can be reserved for up to onc year. Aftcr onc year, the applicant must reapply. The City of Arden Hills rcscrvcs the right to canccl a reservation at any time due to City sponsorcd building activitics. Thc City will do its bcst to give a one month notice of such changcs whcnevcr possible, Other Poliev Considerations . All groups or individuals nccd to bc properly insurcd or provide proof of pro pcI' insurancc, or bc willing to sign a use waiver form. . All groups or individuals will use the front door acccss only, . Scheduling of a room aftcr rcgular City hall hours is contingcnt upon thc presence of a City employee scheduled to stafI the building. In the event staffing is Dot available. a City reserves the right to deny application for use of ., Hall facilities, o Any group or individual requesting tables and chairs needs to indicate so on application form, and is responsible for their own set up and clean up. Room must be returned to the original condition. If the room is not returned to its original condition, and City staff must clean the room, the $100,00 damage deposit will be forfeited. o Any group using the facility must be under competent adult supervision. Individuals under 18 years of age must have one adult present for every ten people using the conference room. All groups of people that are under the age of 18 must be accompanied by a supervisor when using the rest rooms or vending machines at City Hall. o The organization or user group shall assume full responsibility for the group's conduct and for any damage to the building or equipment. The City reserves thc right to assign supervisory staff or maintenance personnel at an additional cost to thc user if it is decmed necessary, Any damage to facilities or equipment must be reported immcdiately to City staff. Groups are askcd to keep noise to a minimum during City Hall hours. 0" of equipment belonging to an organization must be Woved at the time an application is made to reserve the room. Any equipment must be removed immediately after the mceting or activity. No decorations or altcrations to the room are allowed. NO TAPE ON WALLS. . Rooms and areas must be cleaned and left in an orderly condition. If additional effort beyond our normal cleaning is required, a fee for personnel costs associated with the clcaning could be added, o Fund raising activities, gambling, alcoholic beverages, and smoking, arc strictly prohibited. o Food and non-alcoholic beverages must be approved 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. o Users of the mceting 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 respectful manner. . Violation of these policies may result in the denial of future use of thc meeting rooms, o Damage deposit will bc rcfunded within 30 days upon approval by staff . The City Administrator is authorized to act in any case that is not covered by the rules and regulations of the City Hall meeting room policy. o Groups may cancel up until to 48 hours before a scheduled reservation, In case of severe weather, a 12 hour notice is required, If the City does not receive proper notification, the applicant's user fees will not be refunded. The damage deposit will be retumed, Liabilitv The group, individual or organization using the conference room/community room shall agree to compensate the City of Arden Hills for all damages to facilities, 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 permit holder will be responsible for reimbursement of damage, including those in excess of the deposit. Applicant Signature Date