(A) Whenever any person, group, or organization desires to reserve a specific facility within a municipal park, including pavilions, lighted athletic fields, and the Norman Lehr Community Center and Thompson Civic Center at Mel Price Park, to the exclusion of others, they shall do so only through written request and authorization in accordance with the following:
(1) Waiver.
(a) Specified organizations entitled to waiver. Specified organizations within the village, namely the Swansea Senior Society, the Metro-East Regional Chamber of Commerce, the Swansea Patriots, and the Swansea Farmers' Market, shall be entitled to utilize the Community Center at Price Memorial Park, to the exclusion of all others and without charge or deposit, for their regularly scheduled meetings, and for any special events reported to the village during the month of November and scheduled in the following year, provided that the village shall retain the right to utilize said facility at any time for any public purpose.
(b) Other organizations entitled to waiver. The Board of Trustees shall allow certain other organizations to utilize a specific facility within a municipal park to the exclusion of all others and without charge or deposit if the following requirements are met, as determined by the Board of Trustees in its discretion:
1. A written request has been submitted at least 30 days before the proposed reservation date;
2. The specific facility has not already been reserved by another organization or person; and
3. The organization making the request promotes a public interest or purpose that is consistent with the public purpose and service objectives of the village government, or provides services due for the public good without compensation.
(2) Other reservations; acceptance. Any other reservations shall be accepted for each calendar year beginning with the first business day of December.
(3) Only residents to reserve; exceptions. Reservations for such facilities, except park pavilions, shall only be accepted from residents of the village, or from businesses or organizations located in the village. The village shall verify residency by requiring the person making said reservation to submitting a copy of their driver's license or other acceptable form of identification, or by requiring the company or organization to submit a letter, on their letterhead, authorizing the reservation.
(4) Reservation requests. Reservation requests shall be made in writing on forms provided by the village, and no reservation shall be assured until a formal request is made and approved by the village. No reservation shall be taken over the telephone. Such form may include language regarding additional terms and conditions upon the use of the village's facilities.
(5) Conflicting requests; priority. Should two reservation requests be submitted for the same day, the first such request submitted to the village shall be given first consideration.
(6) Required information in requests. Each such request shall specifically state the location and facilities requested, as well as all special needs or requirements.
(7) Fee. Each such request for reservation of a park pavilion shall be accompanied by a check, cash or credit card payment in the amount of $125 or $150, consisting of a rental fee of $25 for residents or $50 for non-residents, and a refundable security deposit of $100. Checks shall be immediately deposited by the village to offset some of the costs of utilities and maintenance for the facility. The party reserving the pavilion is responsible for documenting through photographs its condition before and after their use of it. Upon inspection of the facility to verify or return it to a clean and undamaged condition, the deposit will be refunded minus the costs of any work required to clean the facility or repair damage. A failure of the reserving party to provide photographic documentation will result in forfeiture of the entire security deposit.
(8) Athletic facilities; fees. Each such request for reservations of athletic facilities when field lights are required, shall be accompanied by a check, cash or credit card payment in an amount equal to $15 per hour of lights required, with a two-hour minimum. Lights will be available in increments of hours only. The village will be responsible for turning on and off the lights for each scheduled use.
(9) Community Center: fee. Each request for reservation of the Norman Lehr Community Center at Melvin Price Memorial Park shall be accompanied by check, cash or credit card payment in the amount of $225 consisting of a rental fee of $100 and a refundable security deposit of $125. The total amount will be entered into the cash receipts system. The party reserving the facility is responsible for documenting through photographs its condition before and after their use of it. Upon inspection of the facility to verify clean and undamaged conditions and the return of all keys and village equipment, the deposit will be refunded minus the costs of any work required to clean the facility or repair damage. A failure of the reserving party to provide photographic documentation will result in forfeiture of the entire security deposit.
(10) Thompson Center, Lehr Center , TWM Center; keys; times entry permitted and other rules. For those requesting to reserve the Thompson Center, the Lehr Center or TWM Center, a key to the appropriate building shall be made available so that it can be picked up on the date of the approved reservation. The person making said reservation shall be held responsible for the safe keeping of such key, and entry into the Thompson Center, Lehr Center or TWM Center shall only be authorized on the date and during the times approved on the reservation request. Entry at any other time shall be deemed unlawful. It shall also be the responsibility of the person making the reservation to assure that all doors to the Thompson Center, Lehr Center or TWM Center are locked and to assure that the key is returned. Further rules and regulations regarding when and where to pickup and drop off the keys for these rentals shall be adopted by resolution of the Board of Trustees and attached to the building reservation form.
(11) Community Center: fee. Each request for reservation of the Thompson Center at Melvin Price Memorial Park shall be accompanied by check, cash or credit card payment in the amount of $450, consisting of a rental fee of $200 and a refundable security deposit of $250. The entire amount shall be entered into the cash receipts system. The party reserving the facility is responsible for documenting through photographs its condition before and after their use of it. Upon inspection of the facility to verify clean and undamaged conditions and the return of all keys and village equipment, the deposit will be refunded minus the costs of any work required to clean the facility or repair damage. A failure of the reserving party to provide photographic documentation will result in forfeiture of the entire security deposit.
(12) TWM Center, Schranz Memorial Park; fees and rules. Each request for reservation of the TWM Center at Schranz Memorial Park shall be accompanied by check, cash or credit card payment in the amount of $250 or $300, consisting of a rental fee of $100 for residents or $150 for non-residents and a refundable security deposit of $150. The entire amount shall be entered into the cash receipts system. The party reserving the facility is responsible for documenting through photographs its condition before and after their use of it. Upon inspection of the facility to verify clean and undamaged conditions and the return of all keys and village equipment, the deposit will be refunded minus the costs of any work required to clean the facility or repair damage. A failure of the reserving party to provide photographic documentation will result in forfeiture of the entire security deposit.
(13) Reservation for weddings; minimum rental period. The foregoing notwithstanding, any reservation tor a building for a wedding must reserve the building for a minimum of three days, accompanied by check, cash or credit card payment in the amount of rent for three days and one security deposit for the building as provided hereinabove.
(B) Shranz Park Splash Pad reservation. Whenever anyone desires to use the Schranz Park Splash Pad for an organized group of ten or more persons, they shall do so only through written reservation, authorization and permit in accordance with the following:
(1) The number of users permitted by the reservation shall not exceed 50 persons.
(2) The time reserved shall be limited to the hours of 11:30 a.m. to 1:30 p.m., and only on a non-holiday weekday when the Schranz Park Splash Pad is open.
(3) Any person making such a reservation which allows exclusive use of the Schranz Park Splash Pad during the time and date of the reservation, shall pay a fee to do so, in the form of a check made payable to “The Village of Swansea”. Said fee shall be $50 for residents of the village, and $75 for non-residents. Any such check shall immediately be deposited by the village with the intent of offsetting some of the operating cost for said facility.
(4) Any such reservation request for exclusive use of the Schranz Park Splash Pad shall be accompanied by a check or cash security deposit in the amount of $100 for residents of the village, or $200 for non-residents. The deposit will be entered into the cash receipts system and refunded to the person making said reservation only if, upon inspection, the Splash Pad is found to be clean and undamaged, with the filtration system free of food or any other materials not allowed in or near the splash pad, and all other rules governing its use were followed. The Village Administrator, or any other official authorized by the Board of Trustees, shall have the authority to decide not to refund a security deposit.
(5) Reservation requests shall be made in writing, at least 30 days in advance, on forms provided by the village, and no reservation shall exist until the request is approved by the village. No reservations shall be taken over the telephone. Such forms may include language regarding additional terms and conditions upon the use of the village's facilities.
(6) Each permitted reservation shall be posted at an appropriate location at the Schranz Park Splash Pad facility, and the reserving group shall be entitled to exclusive use on that date and during that time period.
(Prior Code, § 6-211) (Ord. 1394, passed 12-7-2004; Ord. 1445, passed 3-20-2006; Ord. 1500, passed 10-15-2007; Ord. 1539, passed 1-20-2009; Ord. 1558, passed 10-19-2009; Ord. 1591, passed 9-20-2010; Ord. 1626, passed 9-19-2011; Ord. 1716, passed 2-17-2015; Ord. 1745, passed 4-4-2016; Ord. 1746, passed 4-4-2016; Ord. 1756, passed 7-5-2016; Ord. 1914, passed 2-7-2022) Penalty, see § 92.99