HomeMy WebLinkAboutCouncil Chambers Rental FormCITY OF CENTERVILLE
City Hall Meeting Room/Council Chambers Use
Policy
City-owned buildings are in fact owned by the citizens of the community in trust to the City
Council and City Staff. Therefore, citizens should be permitted and encouraged to use these
facilities to assure that rooms are available in an orderly fashion and neat condition. The
following policies and regulations are hereby officially known:
General Conditions
Groups
Users of the facilities are classified into the following three categories:
1. City Council and other official boards and commissions of the City of Centerville, Anoka
County groups and the Anoka County Library System.
2. Quasi-public groups which exist primarily to serve abroad community interest.
Examples of such groups include, but are not limited to:
X Political Parties
X Chamber of Commerce
X Hockey Association
X Rice Creek Trails
X Boy Scouts & Girl Scouts or affiliates.
3. Private, profit making organizations and those non-profit making organizations whose
activities nevertheless generate monies for the financial enrichment of members.
In those cases where it is not clear under which category a group falls, the City Administrator
shall make the determination.
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Facilities Available
X City Council Chambers
Procedures
A. Scheduling
Scheduling (reservation) of the rooms will be done by the Administrative Secretary
using the forms provided. A preliminary reservation can be taken over the phone, but
the reservation is to be confirmed only when the signed agreement form is received.
Reservations will be accepted up to sixty days in advance. Users are required to sign
an agreement and waiver form for the room at least one day prior to the scheduled
meeting, including payment of fee.
B. Pass Card/Security Card
A Pass Card/Security Card will be signed out to the group representative.
Arrangements must be made to learn the security system and receive the card prior to
your meeting. The card must be returned following the meeting.
C. Maintenance
It is expected that the City will provide normal routine clean-up and other
maintenance services. However, there may be times when one group will be meeting
immediately after another when maintenance employees are not available. Therefore,
each group will be responsible for seeing that the facility is in approximately the same
condition when leaving as when entering.
Any damage to the facility or equipment should be reported to the City Administrator
at the first opportunity.
D. Restrictions
X Alcoholic beverages are not permitted.
X No smoking is allowed in any of the meeting rooms.
X No cooking is permitted. Food and beverages are limited to coffee, similar drinks
and light refreshments.
X Activities inappropriate to the location or capacity of a facility will not be
permitted. The City Administrator retains discretion to make such decisions.
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E. Priorities
Generally, reservations are made on afirst-come/first serve basis. However, it is recognized that
all groups do not schedule their meetings as far in advance as others, and unforeseen events will
often require special meetings.
Therefore, Group 1 organizations will have a priority over all others, and Group 2 priority over
Group 3. Within classification groups, an organization with regularly established meeting times
will have priority over those who do not meet on a regular schedule.
F. Room Fees
Group 1 Organizations
Group 2 Organizations
No fees
A voluntary donation
of $15 per meeting is
requested
Group 3 Organizations
G. Security Deposit
$30 per hour with a
two hour minimum
A $150.00 security deposit will be required upon receipt of a pass card/security card. The
deposit/check will be held (not cashed) and will be returned at such time as the renter ceases to
utilize the room and the appearance of the room has been restored to that as it was prior to their
usage. If carpet, wall cleaning, etc. is needed, you will not receive your deposit back and it will
be used to offset damages/cleaning services.
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Application/Agreement
for use of
Centerville City Hall Council Chambers
Purpose for which facility will be used
Hours of use from: to:
Date:
Organization
Mailing Address
City
Phone
Contact Person
Zip Code
Contact Person Home Phone: Business Phone:
The above applicant, its agents, employees and members:
1. Agree to indemnify, defend and hold the City harmless from and against any
damage, liability or claim of any person or entity for injury to person or property or
death arising in any way out of the use of the facility by the applicant, his or its
officers, directors, guests, members, employees, agents or assignees.
2. Agree the City shall not be liable for damage to the property of any person or entity
participating in the activities applied for herein, nor shall it be liable for the death
or injury of any such person or entity occurring as a result of the use of the facilities
as applied for herein.
3. Agree to pay for all damages to City property or equipment over and above normal
wear and tear.
4. Assumes full responsibility for the conduct of the group during the time this facility
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is being used.
5. Understands that the City of Centerville reserves the right to exercise the
supervisory authority and to prevent unauthorized or illegal activities on City
property.
6. Agrees not serve alcoholic beverages on City property.
7. Agrees to leave the premises in substantially the same condition as they were upon
arrival.
8. Understands the City Centerville reserves the right to cancel this agreement in the
event of emergency or of conflicting use.
I (we) have reviewed the fees, ordinances, rules, regulations, and policies, in particular the
"City Hall Meeting Room Use Policy", which pertain to and govern the use for which this
application is made.
Applicant:
Date:
Date Received:
FOR OFFICE USE ONL Y
Usage Fee: Received Not Applicable
Damage Deposit Fee: Received,
Card Number
Security Code
Application approved:
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