HomeMy WebLinkAbout#05 - Community Room Rental STAFF REPORT
DATE: 6-11-2024
REGULAR
TO: Lake Elmo City Council
FROM: Clark Schroeder
AGENDA ITEM: City Hall room rental policy
REVIEWED BY: Nicole Miller
BACKGROUND:
At a workshop on May 14th the council directed staff to come back to another workshop with a draft
policy and samples of policies from other local cities for use of city rooms.
ISSUE BEFORE COUNCIL: Review draft policy and offer feedback to staff to bring back to a regular
city council meeting for adopting.
PROPOSAL DETAILS/ANALYSIS: Attached is a draft policy for review. Staff have looked at other
cities and feel this is in line with them. I’ve also included other policies for your consideration. You will
see that some cities charge for use of their facilities and have a fee schedule to support that. Other cities I
talked to consider it part of being a resident and found that the management of the deposits, and room rental
fees to be more problems than it is worth. The council will be asked if they would like to charge for either
the old city hall, or the city center community room or neither. It is my recommendation to start off by not
charging and see if we have problems with overuse, or room damage. If a room is damaged, we will need
to go back to the responsible party to seek redress.
FISCAL IMPACT: Minimal staff time to coordinate room use.
OPTIONS: Direct staff to bring back policy to future council meeting, or table for further discussion.
RECOMMENDATION:
No motion needed
ATTACHMENTS: Draft policy, draft request form and other cities policies.
Rental Policy
LAKE ELMO Community Room in the 3880 City Center Building and Meeting Room “old
council chambers” in the 3800 Building.
1. To the extent the Community Room in the City Center and Meeting Room in the 3800
Building may be unoccupied, the City will make such rooms available for use by the
public. However, in all situations non-city meetings shall always remain subordinate
to the use of any and all spaces required for use by the City Council, its Commissions,
Subcommittees or use by City staff.
2. The rooms are intended for regional civic/non-profit groups whose efforts directly
affect the welfare of betterment of the city of Lake Elmo. The rooms may NOT be
utilized by firms, commercial activities, for religious groups, individuals/organizations
that are “for-profit” in nature, for sales of goods or services, or for private celebrations
or parties.
3. Any party wishing to utilize the Community Room or Meeting Room for a meeting shall
first contact and coordinate with the Deputy City Clerk to discuss availability and
permissions not less than 24 hours in advance of the proposed meeting to determine
availability. Unless special arrangements are pre-approved by the Deputy City Clerk
no meetings may begin prior to 8:00 am and shall cease, with all participants leaving
the City Hall by 9:00 pm.
4. At no time may any meetings interfere with the business to be carried out by the City
and as determined solely by the City. Should this occur, the City may terminate the
use of a meeting room by an outside party immediately and for any reason.
5. Food or refreshments may be brought in, but the group is solely responsible for clean-
up of all materials and dispose of any garbage or recyclables including their removal
from the building. No food or refreshments may be brought in that could disturb the
proper functioning of the City.
6. The City does not provide any coffee makers, cups, dishes, utensils, phones or
computers/tablets, cords, printing, copying, etc. for use; each group must supply all
their own materials. Any and all items in the closets, hallways, cupboards, drawers, or
refrigerator belong to the City. These items are not available for public use and cannot
leave the building.
7. Any chairs, tables, podiums and remotes that are moved shall be relocated to their
original position prior to the party’s use.
8. The Individual/group will be held liable for damages should any occur as a result of
their use. Failure to comply with facility use rules may result in suspension of future
facility use privileges.
Rental Policy
Facility use rules.
1. The applicant must be at least 18 years of age.
2. The applicant must complete and sign the application form provided by the City
in order to request a facility reservation. Reservations must be approved by the
City Clerk or Deputy City Clerk.
3. The applicant agrees to use the facility at their own risk and hold the City
harmless.
4. Facilities cannot be reserved more than one year in advance.
5. For reservations outside normal business hours (Monday through Thursday, 8:00
a.m. through 4:30p.m., and Fridays 8:00a.m. through noon), a keycard/key will
be issued allowing entrance to the building. It is the facility user’s responsibility to
pick up and return this keycard/key. The facility user will have to monitor the
entrance to allow individuals access to the building. Doors cannot be blocked
open or left unsupervised.
6. Alcoholic beverages, tobacco, and THC products are prohibited in city buildings
and on city grounds.
7. Animals are prohibited, with the exception of trained service dogs recognized by
the ADA.
8. No outside equipment shall be brought into the facility without prior approval.
9. No equipment or electronics shall be used without being requested on the
application.
10. No furniture or equipment may be removed from the building.
11. The facility must be returned to its original condition following an event. Any cost
incurred by the City to return the facility to its original condition will be billed to the
facility user. Damage or cleanliness issues discovered prior to using the facility
must be reported to the Deputy Clerk during regular business hours or by
voicemail at (651) 747-3904 after hours.
12. Keycards/keys must be dropped in the envelope depository drop box at the 3880
City Center Building immediately following the event.
LAKE ELMO ROOM RENTAL REQUEST FORM
Organization requesting room. ______________________________________________
Room being requested City center community room Old city hall chamber room
Purpose: _____________________________________________________________________
______________________________________________________________________________
Number of people expected _________
What specific activities will the group be involved in while using the room?
_____________________________________________________________________________
______________________________________________________________________________
Requested meeting times.
Date _________
Times __________________________________
One time use? Recurring meeting
Frequency of Meetings ______________________________________________________________
Leader/responsible party, must be a Lake Elmo resident.
Name ___________________________________________________________________________
Phone ______________________ email address _______________________________________________
Address___________________________________________________________________________________
Date ________ Signature__________________________________________________________________
On behalf of myself and/or the organization identified above, I understand the terms/rules, and
agree to comply with the laws and local ordinances. I further agree to release the City of Lake Elmo,
its elected and appointed officials and employees from any and all liability for personal injury or
property damage arising out of or related to the foregoing use of city facilities.
Email back to rebecca.mcguire@lakeelmo.org
CITY OF OAK PARK HEIGHTS
POLICY ON CITY HALL USE
1. To the extent meeting rooms adjacent to the City Hall entrance rotunda may be
unoccupied the City will make such rooms available for use by the public. However,
in all situations Non-city meetings shall always remain subordinate to the use of any
and all spaces being required for use the City Council, its Commissions,
Subcommittees or use by City staff.
2. Meeting rooms may NOT be utilized by firms, individuals or organizations that are
“for-profit” in nature, for sales of goods or services or for private celebrations or
parties. Use of rooms shall be for the sole purposes of conducting a meeting. Use of
rooms, by political parties, condominium organizations, religious organizations or
other non-profit entities may use a meeting room. No party may use the room more
than once quarterly, subject to availability.
3. The maximum group size is limited to 12 total persons.
4. Any party wishing to utilize the City Hall for a meeting shall first contact the City
Deputy Clerk to discuss availability and permissions. Please coordinate with the
Deputy Clerk not less than 24 hours in advance of the proposed meeting to determine
availability. Unless special arrangements are pre-approved by the Deputy Clerk no
meetings may begin prior to 9:00 am and shall cease, with all participants leaving the
City Hall by 4:00 pm.
5. During evening and specific time periods when there is a regularly scheduled City
Park Board Meeting or a Planning Commission meeting, (excluding City Council
meetings) a group may utilize an available meeting room. However, such use shall be
subject to the conditions found in this policy and shall cease, with all participants
leaving the City Hall premises at the closure of the City function.
6. At no time may any meetings interfere with the business to be carried out by the City
and as determined solely by the City. Should this occur, the City may terminate the
use of a meeting room by an outside party immediately and for any reason.
7. Food or refreshments may be brought in, but the group is solely responsible to clean-
up all materials and dispose of any garbage or recyclables including their removal
from the building. No food or refreshments may be brought in that could disturb the
proper functioning of the City.
8. The City does not provide sinks, coffee makers, cups, dishes, utensils, phones,
printing, copying, etc. for use; each group must supply all their own materials.
9. Any chairs and tables that are moved shall be relocated to their original position prior
to the party’s use.
10. The Party will be held liable for damages should any occur as a result of their use.
CITY HALL FACILITY USE POLICY
12800 RAVINE PARKWAY SOUTH
ELIGIBILITY
City Hall facilities may only be used by:
1. City of Cottage Grove government entities.
2. Federal, state or other local government entities.
3. Cottage Grove or regional civic/non‐profit groups whose efforts directly affect the welfare or
betterment of the community.
4. Cottage Grove based business associations, homeowner associations, or neighborhood
associations.
NON‐ELIGIBILE ACTIVITIES
1. Commercial activities or the solicitation of funds.
2. Politically partisan meetings or campaign activities. The prohibition does not apply to the
following:
a. Precinct caucuses and legislative district or county conventions in accordance with
Minnesota Statute, Section §202A.192.
b. Non‐partisan candidate forums sponsored by an independent, non‐partisan
organization such as the League of Woman Voters or Chamber of Commerce and that
are available on an equal basis to all candidates for a specified office.
c. “Town Hall” meetings sponsored by an elected official for the purpose of informing
constituents in Cottage Grove about programs, decisions, and other matters related to
the official business and duties of the public official, provided:
1. That the official does not solicit political support, votes or financial assistance
during the meeting; and that
2. Such meetings will not be scheduled for any elected official during the campaign
season for the elected official’s office. Any meeting that does not meet the
criteria in the preceding sentence is considered to involve campaign activity and
is prohibited. For purposes of this paragraph, the campaign season for an office
is deemed to be the period beginning with the opening of the filing period for
candidacy for an office and ending with Election Day.
3. Personal use such as birthday parties, showers, etc.
4. Religious activities or use by religious organizations.
5. Any applicant or event deemed contrary to the best interests of the City of Cottage Grove or its
residents.
AVAILABILITY
The following facilities are available to eligible parties on a first‐come/first‐served basis from 8:00 a.m.
to 10:00 p.m.
Cannon Room (Capacity: 4)
Mississippi Room (Capacity: 8)
St. Croix Room (Capacity: 20)
Training Room (Capacity: 69)
Training Room and Kitchen Facilities (Capacity: 69)
Amphitheater and Outdoor Patio Area (with Restroom Access)
PREEMPTION AND CANCELLATION
The City Council, Emergency Operation Center, and City Administrator have the authority to preempt or
cancel any previously scheduled meetings.
RULES
Failure to comply with facility use rules may result in suspension of future facility use privileges.
1. The applicant must be 18 years of age.
2. The applicant must complete and sign the application form provided by the City in order to request
a facility reservation. Reservations must be approved by the City Administrator or designee.
3. The applicant agrees to use the facility at their own risk and hold the City harmless.
4. Facilities cannot be reserved more than one year in advance.
5. For reservations outside normal business hours (Monday through Friday, 8:00 a.m. through 4:30
p.m.), a keycard will be issued allowing entrance to the building. It is the facility user’s responsibility
to pick up and return this keycard. The facility user will have to monitor the entrance to allow
individuals access to the building. Doors cannot be blocked open. Amphitheater users will be issued
a keycard and a designated keycard holder will need to be available to allow patrons of the event
access to the training hall and restrooms when requested.
6. Alcoholic beverages and tobacco products are prohibited.
7. Animals are prohibited, with the exception of service animals.
8. No outside equipment shall be brought into the facility without prior approval.
9. No equipment or electronics shall be used without being requested on the application.
10. No furniture or equipment may be moved or removed from the building without prior approval.
11. No food is allowed outside the Training Room and Kitchen Facilities.
12. The facility must be returned to its original condition following an event. Any cost incurred by the
City to return the facility to its original condition will be billed to the facility user. Damage or
cleanliness issues discovered prior to using the facility must be reported to the Information Desk
during regular business hours or to the City’s General Office voicemail at (651) 458‐2800 after hours.
13. Keycards must be dropped in the Utility Bill drop box in the City Hall turnaround area immediately
following the event.
FACILITY RENTAL FEES
Effective and Approved December 19, 2022
NON-PROFIT RATES
Rice Lake Centre (RLC) $ - Free
Oneka Room, Hanifl Gathering Room $20.00 up to 4 hours
RESIDENT RATES
Oneka Room, RLC, Hanifl Gathering Room $100.00 up to 4 hours
Oneka Room, RLC, Hanifl Gathering Room $150.00 more than 4 hours
Pedersen Pavilion Gathering Room $200.00 up to 4 hours
Pedersen Pavilion Gathering Room $400.00 more than 4 hours
Pedersen Pavilion Gathering Room w/ Servery $250.00 up to 4 hours
Pedersen Pavilion Gathering Room w/ Servery $450.00 more than 4 hours
Pedersen Pavilion Entire Building $300.00 up to 4 hours
Pedersen Pavilion Entire Building $600.00 more than 4 hours
Pedersen Pavilion Conference Room $20.00 for 2 hours
Pedersen Pavilion Picnic Shelter $100.00 for 2 hours
NON-RESIDENT RATES
Oneka Room, RLC, Hanifl Gathering Room $200.00 up to 4 hours
Oneka Room, RLC, Hanifl Gathering Room $300.00 more than 4 hours
Pedersen Pavilion Gathering Room $400.00 up to 4 hours
Pedersen Pavilion Gathering Room $800.00 more than 4 hours
Pedersen Pavilion Gathering Room w/ Servery $450.00 up to 4 hours
Pedersen Pavilion Gathering Room w/ Servery $850.00 more than 4 hours
Pedersen Pavilion Entire Building $500.00 up to 4 hours
Pedersen Pavilion Entire Building $1,100.00 more than 4 hours
Pedersen Pavilion Conference Room $20.00 for 2 hours
Pedersen Pavilion Picnic Shelter $200.00 for 2 hours
DEPOSITS
A $500 deposit is required if alcohol is served.
POLICY REGULATING THE USE OF
THE CITY OF HUGO PUBLIC FACILITIES
Effective and Approved May 2, 2011
Updated July 18, 2022
GENERAL
The City has public facilities (City Hall Oneka Room, Rice Lake Centre, Hanifl Shelter Gathering Room,
Peder Pedersen Pavilion) which are intended to serve the public where possible by providing a facility
conducive to the conduct of public business. Since public funds made these facilities possible, the public
is encouraged to use them. The following policy is designed to promote orderly and appropriate use of
these public facilities. Failure to conform to this policy for use of the facility shall be cause for forfeiture
of future use privileges.
WHO MAY USE THE PUBLIC BUILDINGS
The public facilities shall be generally available for use by area civic, charitable or non-profit
organizations and for public and private meetings. They may also be used, subject to availability, for
other private events. They shall not be used for private profit-making activities or any other activity not
consistent with the general purpose of the building or these policies. Routine use (weekly or bi-weekly)
or use by political groups shall occur only with specific approval of the City’s rental coordinator.
AVAILABILITY AND PRIORITY
Reservations may be booked up to a year in advance. Approved reservation times and dates shall be
adhered to. There shall be no subletting or assignment of reservations except by a City designee.
Priority of Use:
1) Hugo City Council or Commission meetings and city sponsored programs
2) City approved groups serving youth or seniors having regularly scheduled meetings
Example: Hugo Senior Club, Scouts
3) Other City approved groups having regularly scheduled meetings
Example: Homeowners Associations, Hugo Business Association
4) Other non-profit organizations having public events
5) Hugo residents having private events
6) Non-Hugo residents having private events
The City reserves the right to cancel any reserved meeting or event, without any cost to the City, if it
becomes necessary to schedule a government associated meeting or event.
APPLICATION
To reserve a public facility, a rental application and all fees and deposits must be paid. The person
signing the application is deemed to be the representative of the group or organization using the public
facility and shall be responsible for compliance with all City policies. The applicant must be 18 years of
age or older. The City’s rental coordinator shall approve or decline the application in a timely manner.
An organization or non-profit group using the facilities regularly during the year may submit an
application and deposit annually. A request for regularly scheduled events will be reviewed by the City’s
rental coordinator in light of these guidelines and the availability of the facilities. Non-profits who wish
to have regularly occurring meetings must serve Hugo residents and proof of residency of participants
may be required. Non-profits that do not specifically serve Hugo residents are allowed up to 4 rentals
per calendar year. Non-profits may not serve alcohol. The rental fee may be waived for city approved
groups such as 501(c)3 non-profit organizations, community volunteer service organizations, or other
applicants who have performed a commensurate service to the City.
The City reserves the right to not allow rentals for a group or organization that have previously failed to
clean up the room , failed to return keys, or has repeated cancellations.
FEES, DEPOSITS, and CANCELLATIONS
Fees and deposits shall be paid at the time of submitting a rental application according to the fee
schedule as established by the Council. If alcohol is being served, an increased damage deposit is
required.
The damage deposit shall be refunded after the event provided no damage is done, all areas used are
left in a clean acceptable condition, and that all keys are returned. The applicant is responsible for any
damage or cleaning expense that exceeds the deposit.
The rental fee shall not be refunded if the applicant cancels within 2 weeks of the date of the rental. If a
reservation is made but the facility is not used, the City will charge the full rental fee regardless of non-
profit status. Refunds may be granted, at the discretion of the City’s rental coordinator, for severe
weather conditions.
ACCESS TO THE FACILITY
The applicant shall pick up a key at Hugo City Hall by 2:00 pm on the day of the rental or the business
day prior for a weekend rental. All rental keys must be returned to Hugo City Hall by the business day
after the reservation.
SPECIAL EVENT PERMIT
In addition to submitting a rental application and the fees, an applicant may be required to apply for a
Special Event Permit subject to City Council approval. https://www.ci.hugo.mn.us/miscpermits
Amplified sound/music that can be heard outside the building, anticipated attendance of over 200
people, or impacts on traffic or parking would necessitate a special event permit.
USE REGULATIONS
SUPERVISION
The rental agreement signee is liable for all conduct of the rental group. This includes any damage, loss
or breakage. All children present must have adult supervision. Please note that there are security
cameras in use at some facilities.
FOOD AND BEVERAGES
Food and beverages are allowed. The rental spaces include food catering facilities only, not preparation
centers. The applicant is responsible for furnishing all serving needs (plates, silverware, utensils, serving
dishes, etc.) All food, beverages, serving materials, and other items must be removed at the end of the
rental period.
SMOKING
Smoking is prohibited in all Hugo public buildings.
ALCOHOL
Use of alcohol in the public facilities will be the responsibility of the applicant. The use of alcohol will
abide by all federal, state and local laws regarding the consumption, display and use of alcoholic
beverages. No alcohol shall be provided to minors. No alcohol shall be consumed or taken outside the
building. Alcohol may only be allowed if payment of the alcohol deposit fee and certificate of insurance
is submitted with the rental agreement.
The sale of alcoholic beverages is prohibited, unless a Temporary Liquor License has been granted or it is
provided by a licensed caterer. Caterers providing liquor service must have and provide proof of a liquor
license and provide a copy of liquor liability insurance.
If alcohol is served or sold, a valid copy of liquor liability (dram shop) insurance is required with the
minimum amount of $1,000,000 per occurrence. The City of Hugo shall be named as an additional
insured. The person who signs the rental agreement must be the policy holder of the certificate of
insurance and must be present during the rental.
GAMBLING
No gambling of any kind shall be allowed except with appropriate state and city permits.
PARKING
Parking is available at all facilities. There may be other rental groups, events, or park users nearby. Be
prepared to share parking with others, especially at Hanifl Fields Athletic Park and Lions Volunteer Park.
ANIMALS
No animals, except for service animals, are allowed in public facilities.
EXTERIOR USE
No tents, inflatables, volleyball nets, signs, or other staked items are allowed on the exterior of the
public facility without permission. Amplified sound or music is not allowed outside the building without
a Special Event Permit. Music and sound inside the building shall not be loud enough to be heard
outside the building.
CLEAN UP REGULATIONS
No rice, loose glitter, or confetti shall be allowed on premises.
Standalone decorations are allowed. Painters tape is the only adhesive allowed on walls, tables, or
other surfaces. Tacks, nails or adhesives that leave a mark are not allowed. Leftover pieces of tape or
other marks on surfaces will result in forfeiture of the damage deposit.
At the end of the use of the facility, it must be cleaned and returned to its original condition. This
includes:
• Remove all people and personal effects
• Pick up and remove all trash and place bags in designated area
• Wipe off tables, chairs, counters and remove food spills
• Return tables and chairs to an orderly arrangement
• Lock doors
• Turn off all lights
Setup, take down, and all cleanup must be done within the rental period. Access is not available outside
rental times. Other groups may be using the space immediately following your rental.
If the facility is not satisfactorily returned to its original condition, the City shall have the facility cleaned
and the applicant agrees to pay for cost of cleanup.
Updated: August 2019 1
MEETING ROOMS: FEE SCHEDULE, ROOM CONFIGURATION AND EQUIPMENT
The Stillwater Public Library is foremost a public library. The library encourages public use of the library’s facilities within the
policies established by the Board of Trustees. Meeting rooms are available for groups to come together to learn and exchange
information and ideas. The library makes meeting rooms available to the public regardless of the beliefs or affiliation of the
individuals or groups requesting their use. The fees that are charged are used to cover the costs of providing the facilities and to
support the operations of the library.
Meeting Rooms
The Stillwater Public Library facilities available for meeting rental include Margaret Rivers Room A
and/or B and the Conference Room. Meeting rooms are intended for groups of three or more and are not
intended for individual use, study or one-on-one discussions.
Fee Schedule
ROOM
ROOM RATES
SET UP FEES
Nonprofit Organizations,
Government & Informal
Community Groups
For Profit
Organizations and
Private Groups
Library Open Library
Closed
All Times
Conference Room $0/hour $30/hour $30/hour Standard Set Up:
Board (Capacity: 3-12)
Margaret Rivers A $0/hour $30/hour $30/hour Standard Set Up:
Rectangle (Capacity: 3-20)
Margaret Rivers B $0/hour $30/hour $30/hour Standard Set Ups:
Theatre Style (Capacity 3-60)
Rectangle (Capacity 3-40)
Classroom (Capacity 3-40)
Custom Set Up: $25
Margaret Rivers A&B $0/hour $60/hour $60/hour Standard Set Ups:
Theatre Style (Capacity 3-100)
Rectangle (Capacity 3-40)
Classroom (Capacity 3-70)
Custom Set Up: $25
Library Hours: Monday–Thursday: 10 AM–8 PM; Friday & Saturday: 10 AM–5 PM; Sundays: 1–5 PM (closed
Sundays Memorial Day weekend through Labor Day weekend); See website for holiday closures.
Library Closed Rate Exemption
The Library Closed rate does not apply to meetings of the City of Stillwater, Stillwater Public Library
Foundation, or Friends of the Stillwater Public Library.
Updated: August 2019 2
No Show Fee
A $40.00 no-show fee will be charged unless a cancellation has been verified the business day prior to the
reserved date. Any outstanding no-show fees must be paid before a new reservation is made.
Room Size, Amenities & Capacities
Room Le
n
g
t
h
Wi
d
t
h
To
t
a
l
S
q
.
F
t
.
Ce
i
l
i
n
g
H
t
Amenities
Common Room Configurations / Number of Persons
Board Room Theatre Classroom Horseshoe
Conference
Room
22’
2”
12’ 266 12’ Built-In
White Board
Wi-Fi
Projection
Audio/Video
Conferencing
Hearing
Loops
12 - - -
Margaret
Rivers A
26’1
0”
18’
6”
496 10’
6” Wi-Fi
Hearing
Loops
20 - - -
Margaret
Rivers B
29’
11”
27’
1”
810 10’
6” Wi-Fi
Projection
Hearing
Loops
Microphones
20 60 40 30-40
Margaret
Rivers A&B
48’ 27’
1”
1300 10’
6” Wi-Fi
Projection
Hearing
Loops
Microphones
40 100 70 40
Johnson
Terrace
119’
3”
79’
11”
9530 - Located
Outside
Please contact One23 Events for more information at
one23events.com/the-terrace.html.
Serving
Kitchen
20’ 12’
4”
246 9’
2” Warming
Oven
Ice Maker
Refrigerator
Available for special events use when renting the terrace.
Room Configuration Options for Margaret Rivers B or A&B:
Only library tables and chairs may be used in the meeting rooms. No chairs, tables or furniture items may be brought into the
meeting rooms from home or rental companies. Furniture from the gallery area and the terrace may not be brought into the
meeting rooms.
Conference Room
Margaret Rivers A
Margaret Rivers B Stillwater Public Library
Updated: August 2019 3
A/V Equipment Details
Projection:
The Conference Room comes equipped with a flat screen television projection system. ClickShare, a
wireless presentation system, allows meeting participants to easily chare content from their laptops to
the large screen. ClickShare connects through a USB port on the user's laptop.
Margaret Rivers B and Margaret Rivers A&B comes equipped with a ceiling-mounted projection system.
Presenters typically bring their own laptops to plug into the projection system and run the presentation.
A VGA port on the laptop is needed to connect to the projection system. A library laptop is also available
for requested use if the presenter does not have a compatible laptop.
Projection equipment is not available in Margaret Rivers A.
Audio/Video Conferencing:
The Conference Room is equipped with a tabletop conference phone and a mounted camera system for
audio and video conferencing. If participants would like to use system, advance notice must be
provided.
Hearing Loops:
The Conference Room and Margaret Rivers Rooms are equipped with hearing loop technology, which
transmits amplified, clear, customized sound directly to telecoil (t-coil) enabled hearing aids and
cochlear implants.
Reservations or Questions:
To reserve a meeting room space, go to
https://washcolib.libcal.com/reserve/StillwaterPublicLibrary. Reservations may be made up to 120
days in advance.
For questions, please contact Renee Powers, Stillwater Public Library’s meeting coordinator, at
651.430.8754 or at rpowers@ci.stillwater.mn.us.
4.11
Community Room Use Policy
Page 1 of 4
4.11 Community Room at Boatworks Commons
Purpose
The Community Room at Boat Works Commons is owned and operated by the City of White
Bear Lake. The intent of the room is to provide a public space that commemorates the history of
boat building in the White Bear Lake area over the past 150 years. The Community Room is
designed to accommodate gatherings, meetings and events hosted by White Bear Lake-based
civic groups, non-profit organizations, community clubs, and private social events held by
residents or businesses located in the City or for other purposes authorized by the City of White
Bear Lake.
Policy
Use of Community Room: As the City offers a variety of other meeting space alternatives, the
Community Room is intended to provide a space to host special events, as opposed to standing,
sequential meetings of community groups, organizations and clubs. The Community Room may
be reserved for private social events, such as weddings, graduations or birthday celebrations held
by residents or businesses located in the City White Bear Lake. The Community Room is not
intended and shall not be used to conduct commercial enterprise or activities.
The City reserves the right to exclude certain dates and holidays from permitted events to ensure
the Community Room is available for the general public to enjoy. The City may also use its
discretion to limit the number of concurrent events permitted due to the reliance on a shared
parking facility to accommodate the increased intensity of use.
Classification and Priority of Users: City staff will judiciously schedule the facility based upon
the following criteria.
1. Any meeting or event directly sponsored by the City of White Bear Lake.
2. Any meeting or event sponsored by the Community Services Department of School
District No. 624 approved by the City of White Bear Lake.
3. Meetings or events conducted by White Bear Lake-based civic and non-profit
organizations.
4. Meetings or events conducted by White Bear Lake-based clubs or organizations.
5. Private social events held by residents and businesses located in the City of White Bear
Lake.
Application of Use:
1. All groups not coordinated, supervised, or otherwise conducted by the City shall
complete the “Application and Permit for Use of the Community Room at Boat Works
Commons”.
2. The City staff will review all applications for approval. The applicant will receive
confirmation approving his/her applications.
City of White Bear Lake Community Room
Policy Manual
Buildings, Parks & Public Spaces
4.11
Community Room Use Policy
Page 2 of 4
3. Room Reservations may be made up to 24 months in advance by the City of White Bear
Lake; and up to 12 months in advance for White Bear Lake-based civic groups, non-
profit organizations, community clubs, and up to 6 months for residents or businesses
located in the City.
4. The following steps are to be taken by the applicant to reserve the Community Room:
a. Contact staff at the Sports Center at (651) 429-8571 to check the availability of a
particular date and receive a rental packet. (If the desired date is open and within the
allowable reservation timeframe, it will be tentatively held for 5 business days.)
b. By the end of 5 business days, individuals making the request must return the
completed permit form with required reservation fee or notify the Sports Center to
cancel the tentative reservation.
Permit for Use: A permit will be denied if the Community Room has been previously reserved
or if the requested use is for an activity contrary to this Policy or City ordinance. The City
reserves the right to deny or cancel a permit if the regulations are violated. Permits may not be
assigned, transferred, or sub-let to anyone other than the person/organization making the
application.
Available Dates/Hours for events not sponsored by the City:
1. May 1st – Labor Day: Monday - Sunday 8:00 am – 2:00 pm
2. Labor Day – April 30th: Monday - Sunday 8:00 am – 10:00 pm
3. The Community Room is closed for private events on City holidays.
4. The Community Room is available at 8:00 am and will close no later than 10:00 pm for
any function.
5. Private parties will be allocated a maximum of six hours.
6. A maximum one event per day on weekdays, and a maximum of one event per weekend
(Friday – Sunday) will be held.
Restrictions on Use:
1. A maximum capacity of 75 attendees.
2. The Community Room reservation includes the use of the community room, and
adjoining kitchen and restrooms. Guests may also enjoy non-exclusive use of the
adjacent porch and patio. Please note the general public has a right to enjoy these shared
outdoor spaces during scheduled events and functions.
3. The applicant must agree to follow these rules:
a. Supervise the conduct of the members/guests of their event;
b. Use only the spaces approved for use;
c. Do not remove or disrupt any displays;
d. Leave the spaces used in a clean and orderly fashion;
e. Ensure functions conclude at the closing time stated on the permit;
f. Assume full responsibility for its group’s conduct and for any loss, breakage, or
damage to the room, equipment, displays, and/or furnishings.
g. Comply with all City ordinances, Minnesota State Statutes, Federal laws, and the
established rules for use, which apply to the authorized users of the Community
Room.
4. The applicant is solely responsible for any and all damage incurred while utilizing the
4.11
Community Room Use Policy
Page 3 of 4
Community Room.
5. No live bands or excessive noise from stereo or AV equipment is permitted. If noise
complaints are received, the City and/or building management reserves the right to
terminate the event immediately. No refunds will be given in this type of instance.
6. Nothing may be taped, tacked, stapled, or nailed to the walls, ceiling or floor.
7. The Boat Works Commons property is a smoke-free environment. Smoking is prohibited
in the Community Room and discouraged on the adjacent porch, patio and public plaza.
8. Fees and Policies may be waived at the discretion of the City Manager.
9. Agree to Use a White Bear Lake-based business for any outside catering contracted for
all food service.
Alcoholic Beverages:
1. No compensation may be exchanged for alcoholic beverages. This includes donations,
advance ticket sales and tips. Exception to this would be a caterer who has a liquor
license or a private party who has obtained a permit through the City. A copy of the
license or permit must be submitted with Community Room Agreement.
2. No alcoholic beverages may be served after 10:00 p.m.
3. All parties consuming liquor pursuant to the authority established by the Municipal Code,
Article X, §1001 and §1002 “Alcoholic Beverages” shall be required to conform to all
City and State liquor laws.
4. Persons dispensing liquor must be of legal drinking age (at least 21 years of age).
5. Proof of insurance must be provided if serving alcohol, prior to date of use.
6. The City of White Bear Lake reserves the right to require security for events held in the
Community Room when alcoholic beverages are on site. The renting party is responsible
for payment to the city for all security fees.
Room Setup and Decoration:
1. A renter is to call the White Bear Lake Sports Center staff 30 days prior to the event to
make an appointment to finalize room set-up, caterer arrival times, and any special
requests. All additional items brought into the Community Room must be approved by
city staff.
2. Decorating of the Community Room is prohibited with the exception of linens and table
centerpieces.
3. Room set-up will be done for private parties by city staff based on the agreed floor plan
unless other arrangements have been made.
4. Confetti may not be used in the building nor may items be taped on the walls. Candles
must be battery operated. Fog machines are not permitted in the Community Room.
Violation will result in loss of damage deposit.
Event Attendant: At the time a person or group reserves the Community Room, staff will assess
whether or not an event attendant is required. Typically, community groups renting for fund-
raising purposes will not require an event attendant. Event attendants will monitor the event
beginning no less than one (1) hour after alcohol is served to guests or until the guests have
departed.
Liability: The City of White Bear Lake and Boatworks Commons, LLC are not responsible or
4.11
Community Room Use Policy
Page 4 of 4
liable for any injury, loss, theft or damage to persons, property, or personal property in
connection with the use of the Community Room.
Refunds and Cancellation: Rental fees and other charges are completely refundable if the City
cancels the use of the Community Room for any reason other than violations by the user. When
the permit holder requests cancellation, the following policies will be used:
The entire down payment will be refunded if the facility is re-rented by an event of equal or
greater value.
In the event of cancellation by the permit holder, the City reserves the right to schedule non-
revenue producing activities. For example, a White Bear Lake Area Food Shelf meeting could
be scheduled during the cancellation rental period. The original renting party would therefore
not receive a refund because an alternate user of equal or greater value was not found. Alternate
user is determined on a first-come, first-served basis.
History
Approved by the City Council on December 12, 2017 by Resolution No. 12140.
Ellen Richter, City Manager
8595 Central Park Place, Woodbury MN 55125
Inquiries and Booking
651-714-3799
centralpark@woodburymn.gov
____ Classroom (with tables)
Tamarack/Oak only
____ Theater (chairs only)
Banquet Room Only
_____ Square Tamarack/Oak only
_____ U-Shaped Available in all rooms _____ Rounds Banquet Room Only _____ Crescent
Request Received ______________________ Rental Date_______________________________ Reservation # _________
RENTER INFORMATION:
Contact Person __________________________________________ Phone number_______________________________
Address________________________________________ City______________________________________________
State_____________ Zip code_____________ E-mail _____________________________________________________
Woodbury Resident: Yes □ No □ Type of Event_________________________________ # Attending ___________
Banquet Room(s) Meeting Rooms Miscellaneous Ceremonies
□Valley Creek Room A & B □Tamarack Room □Amphitheater □Bridge Ceremony
□Valley Creek Room A □Oak Room □Photo Shoot □Amphitheater Ceremony
□Valley Creek Room B □PA/Audio Visual □Patio Ceremony
□Linens □ Napkins
RENT AL TIMES: (All set-up and clean-up must be within rental time.)
(All rentals occurring Monday-Thursday must be concluded and participants exited the building prior to 8 p.m.)
(All r entals occurring Friday-Sunday must be concluded and participants exited the building prior to 5 p.m.)
Arrival/Set-up Time: ______________ Event Start Time: ______________ Event End Time: ______________
Additional Notes: (Buffet tables in hallway or room, snack, registration table)
Reservations are available on a first request basis. Do not consider the request confirmed until you have fully paid and have received a facility sales receipt.
Resident fees apply to Woodbury residents and businesses located within the City of Woodbury. Non-resident fees apply to any individual, groups or
businesses, not located within Woodbury. Fees for corporate events are based on location of the corporation or business; not the individual reserving the
space.
Renters may use only the space reserved and approved on the facility sales receipt. Renter agrees to leave the space as it was found, including returning any
moved items to their original location(s).
The rules and regulations of the facility must be shared with all parties involved with facilitating the use. Rules will be enforced by on-site staff.
Waiver, Release and Indemnification Agreement must be signed and returned prior to rental.
Cancellation Policy
15% with 45-day notice (damage deposit refunded); Less than 45-day notice – no refund of fees; No refunds will be issued for bridge weddings, amphitheater
rentals, photo shoots or whole facility non-refundable down payments at any time.
Scheduling Instructions
Room Rental Application/Agreement
Renter understands and agrees that this is only an
application. Use is not confirmed until the application is
approved and payment is received.
Renter agrees that the application may be denied without
cause or reason.
Renter understands that Central Park may be open to the
public during the rental period and that the Renter only has
exclusive access to those areas as specified on the Facility
Sales receipt.
Renter represents that the above-described premises are
being rented for the purpose of ___________________
and for no other purpose without written consent of the City
of Woodbury endorsed on this Agreement.
By signing this application/agreement, the Renter affirms that
they have read and understand all the rental rules and
regulations printed on this form, and agree to notify all parties
involved with facilitating the event of the stated terms and
conditions.
Renter agrees to defend, indemnify and hold the City of
Woodbury harmless from any claims, injuries or damages of
whatsoever nature arising out of or connected with their use of
the facility.
If the rented facility, or any part thereof, or any equipment
thereon is damaged by the act, fault or negligence of the
Renter, its agents, employees or guests, Renter will pay to the
City of Woodbury, upon demand, such sum as shall be
reasonably necessary to restore the rented premises or
equipment contained therein to their present condition.
This Agreement and reservation is non-transferable.
Certain fees, such as those for linens and Public Safety Officers,
are subject to change.
The City of Woodbury reserves the right, and may give
permission to the media, to photograph at our facilities. These
photos are used for promotional purposes and may be used
on all forms of communications the city utilizes. If you see
City of Woodbury staff taking photos and you wish not to be
photographed, please inform us.
The Renter is responsible for returning emails and phone calls
to the Central Park staff within seven (7) days.
CANCELLATION POLICY
Requests received 45 days or more prior to rental date, will be eligible for a refund minus a 15% administrative fee. Requests received less than 45 days prior to rental date will not be eligible for a refund. No refunds will be issued for wedding ceremonies, amphitheater rentals
or photo shoots at any time.
Regulations for use of Central Park
Thorough clean-up of facility is Renter’s responsibility or
sponsoring organization. Renter agrees to supervise all guests,
invitees and members.
If the facility, or any part thereof, is damaged or destroyed, the
Renter agrees to pay for the repair and/or replacement.
Renter agrees that their use of the facility is undertaken at their
own risk, and the City of Woodbury will not be liable for any
claims, injuries, damages of whatsoever nature incurred by the
Renter or their guests due to the negligence of the Renter’s guests
or the negligence of third parties.
Renter agrees to defend, indemnify and hold the City of Woodbury
harmless from any claims, injuries or damages of whatsoever
nature arising out of or connected with their use of the facility.
Any decorations/table settings must be installed and removed
within the rental period, unless otherwise specified. No nails,
tacks or staples are allowed on the walls, ceilings or glass windows.
No open flames or candles are allowed in any rental rooms unless
pre-authorized by the City of Woodbury. If authorized, candles
must be enclosed in glass containers.
All person attending any event at Central Park shall abide by the
facility policies. At their discretion, City staff, authorized
representatives or a Public Safety Officer may:
Order the removal of any offender, and
Revoke the facility permit immediately and order all
persons from premises.
Absolutely No home cooked foods or alcohol are
allowed on the premises.
No food preparation will take place on-site
All food product and waste is to be removed off-site
following the event within the room rental period, unless
pre-authorized.
All food must be provided by a licensed establishment. This may
include a caterer licensed in Minnesota, local restaurant or
grocery store.
A copy of establishment license/insurance must be
provided two (2) weeks prior to event
All alcoholic beverages must be provided and served by
the City of Woodbury’s designated licensed liquor
provider, within the Central Park facility between the
hours of 5:30 p.m. -11:30 p.m. (Alcohol is never allowed
in parking lots.)
Covid Guidelines
Renter agrees to comply with rules, regulations, policies
and guidelines, including those related to Covid-19.
Yes No
Food/Beverage Rules
By signing this agreement, the renter affirms that they have read and understand the agreement and all regulations
within this application form, as well as agreed to and signed the Waiver, Release and Indemnification Agreement.
Renter agrees to notify all parties involved with the event of the stated terms and conditions.
_____________________________________________________ _____________________________________________________
Renters Name Renter’s Signature
_____________________________
Date
Town Hall Passive-Use Application
Submit this Town Hall Passive-Use Application to the Town Clerk at least 10 days prior to the event.
Please complete all items below. Incomplete applications will not be processed.
DATE AND TIME OF RENTAL USE
Day of Rental: ______________ Rental Hours: ________am/pm to ________am/pm
Date of Event: ______________ Event Hours: ________am/pm to ________am/pm
Note: Please include time needed for set up and clean up.
INDIVIDUAL INFORMATION
Name: ______________________________________________________________
Address: ____________________________________________________________
City: ______________________ State: _______________ Zip Code: ____________
Telephone: (H) _______________ (W) ________________ (C) _________________
ORGANIZATION/COMPANY INFORMATION
Name of Organization/Company: _________________________________________
Contact Person: ______________________________________________________
Address: ____________________________________________________________
City: ______________________ State: _______________ Zip Code: ____________
Telephone: (H) _______________ (W) ________________ (C) _________________
EVENT INFORMATION
Describe event and activities including any entertainment:
______________________________________________________________________
Estimate attendance: _________
I AGREE TO THE TOWN HALL RULES AND REGULATIONS.
_______________________________ _____________________
Signature Date
TOWN HALL USE ONLY
Application Approved: YES/NO
_______________________________ _____________________
Signature (Township Personnel) Date
Town Hall Passive-Use Rules & Regulations
The Township of Stillwater, Minnesota (the “Township”) has adopted the following Town
Hall Passive-Use Rules and Regulations concerning the use of the Township’s Town Hall to
a member of the public or group (the “User”) for an “Event”. These Rules and Regulations
will be incorporated by reference into any contract between the Township and the User.
1. Reserving the Town Hall - To reserve the Town Hall, the User must submit a Town
Hall Passive-Use Application (the “Application”) to the Township Clerk at least 10
days prior to the Event. Applications will not be accepted more than one year in
advance of the Event. Applications will be accepted during the Township’s regular
business hours.
2. User Fee – The Township WILL charge a nominal security deposit Passive-Use of
the Town Hall.
A security deposit of $_______ must accompany the Application. The deposit will be
returned if the Application is denied or if the event is cancelled for any reason by the
Township or the User. If the Application is approved, the deposit will be returned to
the User within fifteen (15) days after of the Event if there is no damage to the Town
Hall or its contents. The Township may withhold a portion or all of the deposit if the
User does not adequately clean the Town Hall following the Event. The amount of
the deposit does not limit the liability of the User for any damage or loss caused by
the User or the User’s guests and invitees.
If an Applicant/User would like to use the Town Hall on a more regular basis,
requests will be considered and discussed at a Town Board meeting where the
request will be denied/approved.
The passive-use hours include the time necessary for set up and clean up. If the
Town Hall is available, the Township, in its sole discretion, may allow the User to set
up the day before the Event.
3. Priority of Use – The Township shall have first priority for all governmental activities.
The priority for all other uses shall be determined on a first -come, first-serve basis.
The Town Hall is not available for passive-use during Township Board meetings,
Planning Commission meetings, Park Committee meetings, Communication
Committee meetings, Annual meetings or the Budget meetings.
4. Food – Town Board Supervisors request food items NOT be brought in during
passive-use of the town hall.
5. Maximum Capacity – The maximum capacity of the Town Hall is forty-three (43)
persons in the assembly area of the Town Hall and twenty-nine (29) persons in the
entry way of the Town Hall. Under no circumstances shall the number of persons at
an Event exceed the maximum capacity. At the discretion of Township Officials,
Users not following capacity rules will be asked to vacate the property.
6. Alterations – The User shall not make any alterations to the Town Hall without
written consent of the Township. Alterations include any items that sh all be hung,
glued, taped, or in any other way affixed to the walls, ceiling, floor, windows, or light
fixtures of the Town Hall.
7. Building Access – The Town Hall will be available for access at the time reserved
and keys will be available at the Town Hall the day before the Event. If the Event is
on a Saturday or Sunday, keys must be picked up no later than 4:30p.m. on the
Friday before the Event. Arrangements can be made with the Town Clerk. The
User shall ensure that everyone is out of the building before leaving and is
responsible for locking the Town Hall building following the Event.
8. Access by Township – The User shall permit the Township’s Officials, Employees or
Agents to have access and the enter the Town Hall at any time during the Event.
9. Designated Areas – Only the area designated in the Town Hall Passive-Use
Application may be used. Any offices or other private areas are off limits.
10. Clean Up – The User is responsible for leaving the Town Hall in as good or better
condition than found. All tables and chairs must be returned to their original position.
All floors must be tidied up and the User must empty all garbage into the dumpster
behind the Town Hall.
11. Smoking – Smoking in the Town Hall is prohibited at all times.
12. Law/Ordinances – The User must comply with the laws of the State of Minnesota
and Township Ordinances. The Township has the right to terminate use of the Town
Hall during any Event if the User violates any State Laws or Township Ordinances.
13. Alcohol Policy – The possession, use or sale of alcoholic beverages is prohibited in
the Town Hall.
14. Restricting Use – The Township Clerk shall have the authority, subject to appeal of
the Township Board, to prohibit or limit use of the Town Hall by a particular User
based upon knowledge that the User has caused damage to other public facilities or
when disruption, damage, theft, or other unfavorable history is recorded from
previous use of the Town Hall. The Township Board may prohibit kinds of activities
like exercise classes, art classes, or other kinds of uses that may damage the
facility.
15. No Discrimination – The Township does not deny access to the Town Hall on the
basis of race, religion, sex, creed, age, sexual orientation, or national origin.
Allowing any group to use the Town Hall does not imply endorsement of a group’s
views by the Township.
16. Accidents/Damage – Any accidents or damage to the Town Hall must be reported to
the Township Clerk following the Event. The User shall defend, indemnify and hold
harmless the Township and it’s officials, employees and agents from any liabilities,
judgements, losses, costs or charges (including attorneys’ fees) incurred by the
Township or any of its officials, employees or agents as a result of any claim,
demand, action or suit relating to any bodily injury (including death), loss or property
damage caused by, arising our of, related to or associated with the use of the Town
Hall by the User or by the User’s guests or invitees, except to the extent caused by
the sole negligence. Gross negligence or willful misconduct of the Township or its
officers, employees or agents.
17. Personal Property – The Township will not be responsible for any personal property
belonging to the User or the User’s guests or invitees.
18. Waiver and Assumption of Risk- The User knows, understands and acknowledges
the risks and hazards associated with using the Town Hall and hereby assumes any
and all risks and hazards associated therewith. User hereby irrevocably waives any
and all claims against the Township or any of its officials, employees or agents for
any bodily injury (including death), loss of property damage incurred by the User as
a result of using the Town Hall and hereby irrevocably releases and discharges the
Township and any of its officials, employees or agents from any and all claims of
liability.
19. Insurance Requirements – The Township, in its discretion, may require the User to
obtain liability insurance for any use of Township facilities. If liability insurance is
required, the following requirements apply:
a. $1,000,000 minimum.
b. Insurance shall cover liability for injury, death and property damage.
c. The insurance policy must be issued by an insurance company licensed
to do business in Minnesota acceptable to the Township.