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i i damage to the building or grounds during delivery., installation, or removal. The City of Gem.Lake must be, �. notified in advance of the need for additional furniture and who .will be providing the service. The City I must give prior*apptpval: i b. Applications and Reservat;ons.; i. Applications to use Heritage Hall must be submitted at least A days: in advance of the proposed meeting or event -The application form is available at either Gem. Lake City offices at Heritage Hall 4200 Ott" Lake Road or at White Bear Townshipoffices. at 128:1 Hammond Road. Group users of regular monthly or quarterly meetings may apply for meeting dates for. the.. calendar year only. Renewals shall be.processed in the. same manner as the original application. ii. All fees should be paid at time of application. For. those groups having multiple events thmughout the year at Heritage Hall, a►7-angements may be made to pay fees for subsequent events two weeks.prior, to the event. iii. The damage deposit will be refunded to the applicant if no damage is found. iv. If there is damage .found, the group shall. reimburse. the City of Gem Lake for anyextraordinary expense the City. incurs, including but not limited to the following:. I. Damage to the building, the carpet; or damage to or loss -of furniture, or other propeity or equipment. 2. If the meeting hal l's carpet. must be cleaned, an additional. charge of $240 will assessed against the .group. e. AppIieation.Approval Process I J. The City-Df Gem Lake and White Bear Township.works*togethe.r.to provide.a staff presence for the group's use .or event. Tlv- staff presence .is necessary -in ordertg open the building.fgr the event, to monitor and trouble. shoot during the event. and. to wore tho building.at the end of the event. Staffing availability is i required before. an event can be authorized. ii. The, City of Gem Lake and White. Bear Township may require proof of a group's tax-exempt status; or volunteer.status, or community -service. status as part:oftheapplication process.. ' iii. The -City of Gem Lake. and White Bear Township decides onall.applications and will not discriminate against any applicant because ofrace, creed, religion, gender, sexual .or affectiongl orientation, .color;{ national origin, ancestry, familial status, age, disability, or marital status, or status with regard to public assistance:. E iv. The City. Council of Gem Lake may rescind authorization for a group.to use Heritage Hall if it is found that the. group cannot satisfy the .requirements of tile. policies .for the use. of Heritage Hall for meetings. and. events. d. Cvent Logistics,:Set:Up, and -.Clean Up. t. The group shall identify a responsible contact.person and. an alternate who will work.with City or Township staff on event details and logistics. The contact person .shaII.sign a statement acknowledging the .unde.rstanding and acceptance of the responsibilities. contained in the policies for the use of Heritage Hall for meetings and :events. ii. Set uptimes and. clean up times of the event. are included in the. scheduled event's.duration and billing, iii. The group Or their caterer or tiirniture..provider) is responsible.. for setting up the meeting,hall.furniture to. the design of their choice for the event. iv. The group (or their caterer-o> :furniture provider} :is responsible for returning the meeting hall furniture -to the Heritage :HaWs-original set up, with the tables. in the front and chairs in a normal.meeting.r.00m fashion. v. A[I refuse generated .by the. group shall. be collected and removed .from. Heritage Hall. The refuse / recyclables must be -taken offsite and cannot be left in the building's waste baskets or recyc.ling:or refuse containers. vi. If assistance is needed ai an event or meeting:. 1. Call 9-1-1 in: case of emergency and identify your location as Heritage Hall, 4206 Otter Lake Road,.White Bear Township Heritap*HWi Rental Application