2024.08.05 CC Packet - Laserfiche WebLink

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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. A request from a non-profit 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 the reservation is made, according to the fee schedule as established by the Council. If alcohol is being served, a 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. There is a drop box by the front door of City Hall. SPECIAL EVENT PERMIT In addition to submitting a rental application and the fees, a facility renter 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.