(A) Reservation contract.
(1) The reservation contract must be made and signed by an adult resident of the village, age 21 or older, who will be attending the event, and accepts full responsibility and liability for the required clean-up policy and any damages to any equipment or property.
(2) Reservations must be made at the Town Hall, during the regular business hours (Monday through Friday, 8:30 a.m. to 4:30 p.m.). No reservation will be taken by phone, and no reservation may be made more than 90 days in advance.
(3) Reservations for any Saturday, Sunday, or village holiday, the hall is taken “as is.”
(4) The maximum ending time for all reservations is 12:30 a.m. The area must be cleaned and vacated by 1:00 a.m., to be enforced by the Police Department.
(5) Any decorating of the hall must be done on the day of the reservation.
(6) The hall is not available on the following days:
(a) Good Friday - Friday before Easter;
(b) Memorial Day - Last Monday in May;
(c) Independence Day - July 4;
(d) Labor Day - First Monday in September;
(e) New Year’s Eve - December 31;
(f) Last Thursday of each month - Democrat Club;
(g) Third Monday of each month - Republican Club;
(h) Second and Fourth Friday each month - Recreation;
(i) Second Wednesday each month - Senior Citizens; and
(j) First Monday each month - Block Watchers.
(Am. Ord. 13-00, passed 11-7-2000; Am. Ord. 06-02, passed 6- -2002; Am. Ord. 08-02, passed 6-25-2002)
(B) Obtaining key to Town Hall. A key must be obtained from the Police Department on the day of the rental and must be returned to the Police Department when the rental event is over.
(C) Restrictions.
(1) The hall may be reserved for Monday through Friday by any department head for any professional organization which the village participates in or is a member of.
(2) Dances for which tickets are sold are not allowed, except those dances held by Recreation, Block Watchers, or other organizations who use the receipts for causes directly related to village concerns.
(3) Attendance may not exceed capacity. The reserved hall will be set up as required and no chairs, tables, or other equipment shall be moved from other areas of the building.
(4) Doors shall not be propped open.
(5) The chairs shall not be dragged across the floor.
(6) Paper confetti or glitter is not permitted. Tape of any kind on the waxed floor is prohibited. No tape of any kind to the ceilings, i.e. ceiling tiles or tile frame is permitted.
(7) No alcohol or drugs of any kind is permitted on premises.
(8) The hall is not available for wedding receptions.
(D) Cancellations and clean-up.
(1) A cancellation notice of less than 30 days will result in a $25 cancellation fee. A cancellation notice of less than seven days will result in the forfeiture of the $50 deposit.
(2) Non-use of the hall without cancellation will be considered a violation of this contract and the deposit will not be refunded.
(3) Cleanup must comply with regulations contained in the village rental agreement.
(E) Rental fee.
(1) A deposit of $50 is payable when the reservation is made. If all the terms and conditions of this contract are complied with and there is no damage reported after inspection by the Service Department, a $50 refund will be issued by the village.
(2) (a) Residents: $50 deposit.
(b) The sponsor (renter) shall pay to the Village of Elmwood Place a rental fee, in advance, in the amount of $50 deposit, and $50 rental fee for residents; $50 deposit, and $150 rental fee for non-residents.
(F) Vandalism and damage. Any vandalism, breakage, or other destruction of or damage to any city equipment or property will be the responsibility of the resident or organization signing the reservation contract. The village reserves the right to charge the resident or organization for any necessary repairs or replacements.
(Ord. 4-95, passed 2-15-1995; Am. Ord. 2-99, passed 3-2-1999; Am. Ord. 04-02, passed 3-5-2002; Am. Ord. 07-09, passed 7-14-2009; Am. Ord. 03-10, passed 3-9-2010) Penalty, see § 40.99