CROW WING TOWN HALL RENTAL POLICY
The Town Board hereby adopts the following as the rental policy for
the rental of the Crow Wing Township Town Hall.
1. Definitions. For the purposes
of this policy, the following terms shall have the meaning given them in this section.
a. Alcohol. "Alcohol" means wine,
beer, liquor, and any other beverage containing more than one-half of one percent alcohol by volume.
b. Event. “Event”
means the entire period for which a Renter has rented the Hall, including any permitted set-up or clean-up periods.
c. Grounds. “Grounds”
means the land immediately adjacent to and surrounding the Hall that is owned by the Town.
d. Guests. “Guests”
means those who attend the Event.
e. Hall. “Hall” means
the Crow Wing Town Hall building located at 6930 Cuyuna Ave.
f. Rental Application. “Rental
Application” means the form developed by the Town to be completed and submitted to the Town by those seeking permission
to rent the Hall.
g. Rental Request. “Rental
Request” means the submission of a completed Rental Application by a proposed Renter seeking permission from the Town
to rent the Hall.
h. Renter. “Renter”
means the person, corporation, or entity that submits a Rental Application to rent the Hall.
i. Town. “Town” means
Crow Wing Township, Crow Wing County, Minnesota
and any references to actions
or approvals by the Town are to its Board of supervisors.
2. Renters Bound by Policy. Rental
of the Hall constitutes Renter’s acceptance of the terms and conditions of this policy. The Renter assumes full responsibility
for any damage caused in connection with the Event and for the actions of those who attend the Event. If a corporation or
entity is renting the Hall, an officer or agent of the corporation or entity must be designated on the application as the
responsible person for the rental; though doing so does not limit the liability of the corporation or entity for the rental
or what occurs during the Event.
3. Rental Request.
a. Process. All rental requests
must be made on the application form provided by the Town and shall be delivered to the town clerk. All rental requests must
be made at least 14 days before the proposed Event. When a completed Rental Application is received, the Town will notify
the Renter of whether the request is approved. All approvals are subject to and conditioned upon: the payment of all required
rental fees and a damage deposit (if required); any modifications, limitations, or additional requirements indicated on the
Rental Application; and compliance with all the provisions of this policy and any other applicable rules or regulations.
b. Rental Hours. The rental hours
for a particular Event shall be as indicated by the Town on the Rental Application form and approved by the Town. The Town
may approve additional hours to set-up for, and clean-up after, the Event. The Renter and all attendees must vacate the Hall
by the end of the rental hours, except that the Town may approve specific additional hours a Renter may use to clean the Hall
after the Event.
c. Sublet or Transfer. A Renter
may not sublet the Hall, nor may the application or rental privileges be transferred or assigned.
d. Cancellation. Approved rental
requests may be cancelled as provided in this section.
Application fees are non-refundable
and will not be returned if a rental request is cancelled.
i. By Town. The Town may cancel
any approved rental request in any of the following
circumstances: (1) at any time
if the Renter fails to comply with any conditions imposed
by the Town on the rental including,
but not limited to, failing to file the required damage
deposit within the time set,
failing to pay the rental fee in full by the time set, failing to
provide for security by a law
enforcement when required; (2) for any reason if the Town provides notice of cancellation to the Renter at least 30 days before
the Event; or (3) at any time for reasons beyond the Town’s control, such as in cases of emergency, unsafe environmental
or health conditions, or the interruption of utility services. If the Town
cancels a rental request after
it has been approved, except for Renter’s failure to
provide payment, proof of insurance,
or to comply with any other conditions imposed on the request within the time set, it will return any rental fees and damage
deposit paid by the Renter. Renter acknowledges and agrees that the Town shall not be liable for any
claims of disruption, loss, or
damages resulting from the Town’s cancellation of a rental request as provided in this section.
ii. By Renter. A Renter may cancel
a rental request up to 14 days before the Event. The
Town will return any rental fees
and damage deposit paid by the Renter. A Renter
canceling a rental request within
14 days of the Event forfeits all rental fees paid the
Town, but the Town will return
the damage deposit if one was paid.
4. Rental Fees and Damage Deposit.
The following rental fees and damage deposit (payable to Crow Wing Township) apply to the rental of the Hall and must be paid
to the Town at least 14 days before the Event. Rental fees are not refundable, except that any unused portion of the
damage deposit will be returned to the Renter within 21 days after the day of the Event.
a. Application Fee. All applications
requesting rental of the Hall must be accompanied by a non-refundable application fee in the amount of $________.
b. Resident Fees. Resident fees
apply to Renters who are residents of the Township on the date of the Event. If a corporation or organization is renting the
Hall, it will only be considered a resident if a majority of its officers or members are residents of the Town.
c. Non-Resident Fees. Non-resident
fees apply to Renters who are not residents of the
Township as of the date of the
d. Damage Deposit. The Town may
require a Renter to post a damage deposit with the Town at least 14 days before the date of the Event. The Renter is responsible
for all damages caused to the Hall or Grounds during the Event. The Town Board may deduct from the damage deposit any repair
and clean up costs it incurs to return the Hall to the same condition it was prior to the rental. Any unused portion of a
damage deposit will be returned to the Renter within 21 days of the day of the rental. If a damage deposit was not
collected, or if the costs to clean and repair the Hall exceed the amount of the damage deposit posted, the Renter shall be
responsible for reimbursing the Town for all costs the Town incurs to clean and repair the Hall, including all collection
costs. The Town will provide the Renter a bill containing an itemized list of the costs incurred to clean and repair the Hall
that is due and payable upon receipt.
Fee Type Residents/Non-Residents
Rental Fee $60 for non-residents $30
Damage Deposit (when required)
5. Use of the Hall. The Renter
and Guests must comply with all of the following.
a. Set-Up and Decorations. The
Town may allow the Renter to enter the Hall before the rental hours in order to set-up or decorate for the Event. Decorations
may not be affixed to the Hall in any way that damages the Hall, including tape or tacks on any other surface other than the
bulletin strips provided. Confetti, birdseed, rice, or other like items are prohibited.
b. Sound Levels. Sound levels
must be controlled so as to not cause damage to the Hall or to unreasonably disturb neighbors.
c. Disorderly Conduct. Disorderly
conduct of any kind is prohibited and any persons engaging in disorderly conduct are subject to being ejected. The Renter
shall be solely responsible for supervising the conduct of those who attend the Event and is financially responsible for any
d. Alcohol. No liquor, wine,
or beer shall be present or consumed in connection with the use of the Hall. If alcohol is brought onto the premises by anyone
attending the event, the Renter is responsible to see that it is immediately removed.
e. Security. The Town may require
the Renter to have a licensed law enforcement officer present during the Event to provide security and to help enforce the
provisions of this policy. The Renter will be responsible for making all arrangements to secure the services of a licensed
law enforcement officer, paying for the service, and for providing the person a copy of this policy.
f. Gambling. Gambling of any
nature or manner is prohibited.
g. Smoking. The Hall is a smoke-free
building and smoking of any kind is prohibited in the Hall and within 20 feet of the Hall.
h. Parking. Guests may not park
on the lawn or in anyway that causes damage to the Grounds or that interferes with traffic or safety.
i. Charging Admission. The Renter
may not charge admission for the Event unless approved by the Town.
j. Safety. No furniture,
decorations, or other items may be placed in a way that blocks exits. The Renter is responsible for assuring the Hall
does not become over-crowded. No open flames, sparklers, or any fireworks are permitted in the Hall or on the Grounds.
k. Clean-Up. The Renter is responsible
for cleaning the Hall and must return the Hall to at least the same condition it was in before the rental.
6. Assumption of Responsibility.
The Renter assumes full responsibility for the appropriate conduct of all the group members and Guests at the Hall during
rental hours. The Renter also assumes full responsibility for any loss, breakage, or damage caused to the Hall, the Hall contents,
or to the Grounds. The Town is not liable for any loss, damage, injury, or illness suffered during the use of the Hall by
the Renter or the guests. The Town is not responsible for any items that are left at the Hall by the Renter or the guests.
7. Indemnification. The Renter
agrees to defend, indemnify, and hold harmless the Town, its officers, agents, and employees against any and all liability,
loss, costs, damages, expenses, claims or actions, including attorney fees which the Town, its officers, agents, or employees
may hereafter sustain, incur, or be required to pay, arising out of or by reason of any act or omission of the Renter or Guests.
8. Insurance. The Renter may
be required to provide proof of liability insurance before the Event proving coverage in an amount determined by the Town.
If proof of insurance is required, the Renter must deliver the proof to the Town at least 7 days before the Event. Failure
to provide adequate proof of insurance as required by the Town will void the rental request and any approvals given by the
9. Disposal of Garbage: The Renter agrees to remove all garbage generated from the
rental from the premises. The outdoor dumpsters are for other purposes and not available for refuse from the town hall.
10. Renter agrees not to use glitter, confetti or any other fine decorative material that
may not vacuum up easily.