(a) The Mayor, and/or his designee shall have the sole authority to negotiate all contracts to rent all or any portion of the Highland Hills Governmental Complex and/or the Shaker House. Every contract for renting all or any portion of the Highland Hills Governmental Complex or the Shaker House shall be reduced to writing and shall contain all the terms and conditions of the agreement, including, but not limited to, the exact amount and location of the space to be granted, the amount of the rental charges therefor, and a separate charge or rate for any labor, materials, or equipment which is to be supplied by the Village to the grantee; all rates and charges shall conform to the rules, regulations, and rates established by this Council in this chapter or any previous ordinance not in conflict with this chapter.
(b) Every grant or concession agreement for the use of the Shaker House banquet facilities shall be reduced to writing and shall be executed by the parties thereto at least (30) days prior to the scheduled opening date of the event or activity, except in emergencies; the Mayor, and/or his designee shall review and approve each concession agreement.
(c) No grant or concession agreement for the use of the Shaker House or the Highland Hills Governmental Complex shall be modified or changed in any manner, after it is signed by the parties, except if such modification or change is in writing and signed by the parties and is in all respects, clear, complete, and in conformity with all existing laws of the Village of Highland Hills including the rules and regulations set forth herein and of the Mayor, and/or his designee.
(d) Every such grant or concession agreement for the use of the Highland Hills Governmental Complex or Shaker House shall also be approved as to form in writing by the Law Director.
(e) All deposits required of any persons who secure the use of the Shaker House meeting rooms or banquet facilities shall be non-refundable if the event is canceled less than 14 days before the event and may be refundable based upon terms and conditions specified by the Mayor, and/or his designee . If the event is held, the deposit shall be applied toward the rental charge or prorated if canceled upon receipt of adequate written notice in accordance with the schedule listed below:
Written Notice Received | Assessment Charge for Space Not Used |
91 days or more from scheduled meeting date. | No charge |
61 to 90 days from scheduled meeting date. | 10 percent of estimated contract |
31 to 60 days from scheduled meeting date. | 25 percent of estimated contract |
15 to 30 days from scheduled meeting date. | 50 percent of estimated contract |
0 to 14 days from scheduled meeting date. | 100 percent of estimated contract |
(f) Every person, firm, company, or organization using or renting space at the Highland Hills Governmental Complex or Shaker House shall be required to pay for such use at the rates established by Council.
(g) The Mayor, and/or his designee may offer to grantees the acceptance of MasterCard and Visa and other credit cards.
(h) The Director of Finance may negotiate to contract for credit card services with any financial institution designated as a depository of active funds of the Village of Highland Hills. The Finance Director is authorized to pay all credit card fees and the Mayor and President of Council are authorized to enter into a contract for credit card services and purchase or lease of such equipment. The Director of Finance shall charge any grantee requesting credit card services all costs of such services including but not limited to bank handling fees to recover for the Village the cost of the contract executed by the Mayor and President of Council.
In the event that Highland Hills provides the service of advance ticket sales for any event, the Director of Finance is authorized to impose a $1.50 service charge on all telephone and mail order charge purchases of tickets to cover Highland Hills' costs.
(i) The Mayor and President of Council are hereby authorized and directed to signed any permits, agreements, or leases for residential, commercial, government office, banquet facility or other uses of Highland hills Governmental Complex as permitted by these Codified Ordinances.
(Ord. 2017-33. Passed 6-14-17.)