(a) Policy on Reservation. The Municipal Building is primarily for the nonexclusive use of the residents of the Village of Edgar. However, under proper circumstances, exclusive use of the same, or portion thereof, may be permitted. This Section is intended to regulate exclusive use of the Municipal Building to the end that the general welfare of the Village is protected.
(b) Application. Applications shall be filed with the Village Administrator at least one (1) business day prior to the date on which the Municipal Building is to be used. The requestor shall provide the Village Administrator with the following information regarding the proposed exclusive use:
(1) The name, address and telephone number of the applicant.
(2) If the exclusive use is proposed for the group, firm, organization, partnership or corporation, the name, address and telephone number of the responsible and authorized heads or partners of the same.
(3) The name, address and telephone number of the person who will be responsible for the use of the Municipal Building.
(4) The date when the use is requested and the hours of the proposed exclusive date.
(5) The anticipated number of persons to use the Municipal Building.
(6) Any additional information which the Village Administrator finds reasonably necessary to a fair determination as to whether authorization should be granted. If the Village Administrator believes that the request raises unique or unusual policy issues, the request may be referred to the Village Board for its action.
(c) Reasons for Denial. Applicants requesting the use of the Municipal Building may be denied for any of the following reasons:
(1) If it is for a use which would involve a violation of federal or state law or any provision of this Code of Ordinances.
(2) If the granting of the permit would conflict with another permit already granted or for which an application is already pending.
(3) If the applicant does not provide the information required by Subsection (b) above.
(4) The application is made less than the required time in advance of the scheduled exclusive use.
(5) If it is for a use of the Municipal Building at a date and time when, in addition to the proposed use, anticipated nonexclusive use by others of the Municipal Building is expected and would be seriously adversely affected.
(6) If the law enforcement requirements of the exclusive use will require so large a number of persons as to prevent adequate law enforcement to the Municipal Building.
(7) The exclusive use will reasonably create a substantial risk of injury to persons or damage to property.
(8) The exclusive use is so poorly organized that participants are likely to engage in aggressive or destructive activity.
(d) Rental Conditions. The Municipal Building may only be rented if the requesting party agrees to comply with the following conditions, and such conditions contained in the Municipal Building Use Agreement are signed by the responsible party:
(1) The user will be responsible for cleaning up the Municipal Building to an acceptable level after use.
(2) Rental use of the Municipal Building shall be restricted to the areas designated by the Village Administrator, unless otherwise specifically permitted by the Village Administrator.
(3) Storerooms, whether locked or unlocked, shall be considered off-limits to all renters and members of their groups under any circumstances, and entrance thereto is forbidden.
(4) The Municipal Building shall not be rented or reserved on a permanent basis to any individual or group, unless otherwise specifically permitted by the Village Board.
(5) The user shall sign a rental agreement and indemnification agreement and submit the same at the time of application. The user, as a condition of usership, shall comply with applicable use policies required by the Village.
(e) Fees. Rental fees and security deposit amounts shall be as established by the Village Board. Rental fees shall be paid in full at time of application. Security deposits shall be forfeited if damage is found.