Community Center Rules & Rental Policy

Effective 7/27/2015

Introduction

Thank you for selecting the Arlington Community Center! The Arlington Community Center is operated and managed by the City of Arlington under the policies and guidelines established by the Arlington City Council. The Community Center also serves as the location of City Hall and is available for general community use.

The City Council recognizes the desirability of having the Community Center used as much as possible. This policy promotes the active use of the Community Center while establishing priorities for use of the facilities and outlining scheduling procedures and guidelines. It also sets reasonable rules and regulations for use of the facility. To clearly communicate this policy, we ask that you read this policy and abide by it.

Priorities for Use of the Community Center

This section of the policy identifies priority classifications for use of the Community Center and Council Chambers. For most instances, reservations for use of the Community Center and Council Chambers will be awarded on a first come, first serve basis. In the case that a conflict arises; below are the classifications in descending order of priority.

Main Room and Kitchen

  • Priority 1: Public Emergency Activities – In the event of public emergencies (mass immunizations, disaster relief, state of emergency declared), the Community Center may be needed to assist a State/Federal/County agency in recovery efforts. Any event (public, non-profit, private) may be cancelled by the City up to the time of use, when a public emergency is declared. In this circumstance, the City assumes no responsibility for any disruption a cancellation may cause. The City will refund any rental fees due to a cancellation for a public emergency. The City will attempt to notify the applicant immediately if cancellation is necessary.
  • Priority 2: Renters paying for the use of the Community Center – Any individual or group paying rental fees to use the Community Center. This includes events/meetings open to the public or private.
  • Priority 3: Civic & non-profit groups and Ind. School District #2310 – Non-profit groups must provide proof of not-for-profit status.
  • Priority 4: Business relating to the City of Arlington – City of Arlington sponsored events including Council and Committee meetings.
  • Priority 5: Other Governmental Agencies

Meeting Room/Council Chambers

  • Priority 1: Public Emergency Activities
  • Priority 2: Business Relating to the City of Arlington
  • Priority 3: Other Governmental Agencies
  • Priority 4: Renters paying for the use of the Community Center
  • Priority 5: Civic & non-profit groups, and Ind. School District #2310
City Chartered and Non-Profit Organizations and Independent School District #2310

As of 12/31/14, the City of Arlington will no longer offer discounted rental rates to non-profit or civic organizations unless considered a city chartered organization.” Arlington  is the site of the organization’s charter.” This decision by City Council was made out of consideration for the citizens of the City of Arlington as a way to circumvent citizen tax payers dollars supplementing the associated costs for the upkeep of the Community Center.

Rental Charges/Damage Deposit

A list of the rental charges is included in the Fee Schedule (Page 8). In addition to the rental fee(s), a damage deposit of $250 by credit card (Visa/Mastercard), $500 by cash/check is required. The rental fee(s) plus the damage deposit will be the total lease amount. The damage deposit will be refunded within thirty (30) days after the scheduled event upon inspection of the premises, if the premises are found to be in as good and clean condition as existed just prior to the event. The inspection will be conducted before any other event is held in the rented area. The City reserves the right to retain part or all of the damage deposit to pay for any costs of repairs or cleaning made necessary by the renter’s use of the facility. The liability of the renter shall not be limited to the amount of the damage deposit. The liability of the renter shall extend to any damage or cleaning costs incurred as a result of the acts of any participants in the event sponsored by the renter on the premises

Reservation Procedures

Reservations can be made by phone or in person. Tentative reservations will be held up to three (3) weeks, at which time a signed lease and damage deposit are due. The balance of the rental fees is due no later than one hundred eighty (180) days prior to the event date. Non-profits are not required to pay the damage deposit. The City will notify a potential renter on the availability of the facility within fourteen (14) business days of being contacted and requested to do so. The renter may not sublet the facility, nor may the application be transferred or assigned.

For large events, the day before the event may be used by the renter for set-up at no cost if there is not another event scheduled. In the event the City receives a request to rent the facility on the set-up date, the renter must pay the rental rate for the day before to have the date available to them for set-up. The renter must notify City Offices and pay for the set-up date within ten (10) business days of being notified of a conflict with their set-up date. Failure to pay for the set-up date within ten (10) business days will open the date for rental to another event.

Cancellation of Rentals and Refunds

Any reservation cancellation of the lease must be in written form, served on the City Office personally or by U.S. Mail. If the reservation is cancelled more than one hundred eighty (180) days prior to the scheduled rental date, the City will refund all amounts paid. If the reservations are cancelled for any reason one hundred eighty (180) days or less prior to the scheduled date, the City shall retain the entire rental amount. You will be refunded the damage deposit and the police officer fee. Failure to pay rental fees no later than one hundred eighty (180) days prior to the event will result in forfeiture of the damage deposit and the reserved lease date shall be cancelled.

Under certain conditions, the City of Arlington may be forced to cancel a lease agreement prior to the event. Possible reasons for cancellation include, but are not limited to, a declared state of emergency, unsafe environmental or health conditions, or interrupted utility services. In such an event, the renter agrees that the City of Arlington shall not have responsibility for anything the renter may suffer or incur due to such a cancellation. The City will attempt to notify the renter as soon as possible if such cancellation occurs. All fees paid to the City by the renter shall be refunded to the renter if the reservation is cancelled by the City of Arlington for any of the above reasons.

Hours of Use

The Community Center is available for rent any day of the week, Monday through Sunday. The Community Center will open no earlier than 6:00 a.m. and will close no later than midnight. Following the event, one hour or up to 1:00 a.m., the renter will be allowed time to gather their personal items/equipment and clean-up. All participants and equipment must be out of the facility by 1:00 a.m. It will be at the discretion of the Community Center Coordinator, and availability of cleaning staff, if the Community Center will be available on holidays. If the Community Center Coordinator approves rental on a holiday, the normal rental rates will be charged.

General Policies

The renter is responsible for enforcing the policies of the Arlington Community Center.

The renter agrees to follow these policies:

  • Comply with all City Ordinances, Minnesota State Statutes, Federal Laws, and the established rules for use which apply to authorized use of the Community Center.
  • Supervise the conduct of the participants at their event.
  • This is a smoke free public facility. Damages such as cigarette burns or smoke damages will be charged to the renter.
  • Illegal Gambling is prohibited.
  • The renter shall assume full responsibility for any unlawful act committed in the exercise of the lease.
  • Use of Community Center dishes/silverware/cookware by any group needs to be approved by the Community Center Coordinator and paid for.
  • Disorderly conduct of participants is prohibited.
  • All persons and any equipment not owned by the City must leave the Community Center at the end of the contracted time. No items from the event are to be left overnight. The Community Center is not responsible for items that have been left here during setup the day before or left behind after the group has exited the facility.
  • Children must be under the direct supervision of an adult at all times.
  • The lease holder shall assume all responsibilities for noise levels of their participants and noise levels shall not disturb other groups.
  • All bands and audio equipment must stop play by midnight.
  • Leave facility and parking lot in a clean and orderly fashion.
  • Renters will be fully responsible for any damage to the facility or equipment.
  • Any damage to the facility or equipment must be reported as soon as possible to City staff.
  • Trash should be placed in designated containers.
  • One key is given per event. The key shall not be copied or duplicated and shall be returned within two business days.
Violation of Policies

The City reserves the right to end any event early if policies are violated. A violation of these policies may result in a withholding from your damage deposit and may also result in the denial of future use of the Community Center.

Alcohol Beverages/Food

Renter and/or their participants are not allowed to bring alcoholic beverages into the facility. The City will designate a holder of an on-sale intoxicating liquor license to serve liquor at the Community Center. The City does not authorize the serving of bottles for alcohol consumption. Liquor in bottles must be served in a glass. Alcoholic beverages shall not be consumed outside of the building. Consumption of intoxicating beverages must cease at the conclusion of the event or at Midnight, whichever comes first.

It is the responsibility of the renter to make all arrangements with the food provider of their choice. The relationship will be between the renter and the food provider, not the City of Arlington. The fully equipped licensed kitchen is available, for rent for use to all renters.

Fees are charged to the respective bar when alcohol is served at an event and to any caterer who utilizes the kitchen. Each vendor decides whether to pass along this fee to their client.

Catering Serving Fee Bar Fees
Number of guests served Catering Fee Number of guests Bar Fee
1-100 $1/Person 1-200 $100
101-200 $150 201-300 $200
201-400 $250 301-400 $300
401+ $350 401-500 $400
500+ $500
Set-up

Renters have the option of setting up themselves, or contracting (for a fee) with the City for set-up (tables and chairs only, no dishes, linens or decorating). If the City does the set-up, the renter must provide a floor plan to the Community Center Coordinator 14 days prior to rental date. Renters are not allowed to pull-out or put away the partition walls; this is only to be done by City staff or the cleaning crew.

Decorating

The Community Center Coordinator and City Staff have the right to refuse certain decorations. Renters are encouraged to discuss all decorating plans with the Community Center Coordinator before decorating.

The renter agrees to follow the following guidelines when decorating:

  • There are permanent hooks over the 3 entrance doors, long windows, and top of the stage to hang lights, bows, tulle, etc. The City also has spring tension rods to use between the window frames.
  • The use of tape (includes 2-sided with plastic hooks), pins or tacks, 3M hooks, tacky glue, or any other decorating device on any painted or varnished surface is not allowed. (Includes walls; wood trim around stage/windows/doors/trophy cases in hallway or metal trim around doors/bathroom stalls)
  • The use of tape, pins, tacks, glue or any other adhesive type products are not a permitted use on any ceilings. The use of magnetic hooks to attach items to the ceiling tiles is acceptable. Any damage to the Ceiling tile from a renter hanging items from the ceiling will be the responsibility of the renter. In the event that the City was to purchase its own hanging material and/or devices; a renter will be able to hang items from the ceiling on city provided hangers/devices only.
  • Renters must use their own ladders or other devices to hang items from the ceiling. The City will not provide a ladder.
  • Clear Scotch Tape or Electrical Tape (no duct/masking/packaging tape) may be used on the windowpane (but not on the window frame), the vinyl baseboard and floor.
  • Tape (no duct/packaging tape) and/or tacks may be used on the black painted plywood stage floor only (not the varnished wood trim).
  • The City does not allow any type of sand/pebble/rock to be brought into the facility along with glitter, rice, birdseed, or confetti.
  • Water fountains are permitted with the understanding the renter must guarantee no leaks
  • Candles are permitted, but must be in a container/holder of sufficient size for the candle so wax does not drip onto the tables, linens, and/or floor.
  • All decorations must be removed from the facility by the conclusion of the event, unless other arrangements are made with the Community Center Coordinator prior to the event.
  • A violation of this section may result in a withholding from your damage deposit.
Clean-Up

The City’s cleaning staff will make sure the facility is cleaned following your event. No renter will be allowed to teardown tables or chairs following their event. This is to be done by the cleaning staff and is included in the rental fee. This fee cannot be waived. While the City’s cleaning staff does the cleaning, the renter is still responsible for the following:

Cleaning of Rented Rooms

  • Remove all decorations and personal items from the facility.
  • Place all garbage into the garbage cans.
  • All liquids should be poured down the drain and not placed in garbage cans.
  • Put all table linens into cloth bags provided (stored in kitchen).

Cleaning of Kitchen (If you rent the kitchen)

  • Empty all garbage containers into the outside dumpster.
  • Wipe off all countertops. (Dish cloths are available in the kitchen)
  • Completely drain the water from the dishwasher after use and turn the unit off.
  • Run the garbage disposal long enough to cycle through all waste. Do not put plastic straws, non-food items, or bones in the disposal.
  • Empty coffee maker & clean by running a full cycle on each side through without coffee grounds and completely drain.
  • Put all items back in their respective areas.
  • Do not remove towels from kitchen areas, hang over sink to dry.
  • Do not use dish towels for spills and cleaning purposes.
  • Do not remove any item that belongs to the City.
  • Bring your own containers to take leftovers and cake tops home.

Failure to following these cleaning guidelines may result in a withholding from your damage deposit.

Attendant/Officer at the Event

The Community Center Coordinator or City Staff may, at their discretion, require an attendant for events. The general rule of thumb is that when alcohol is served, an attendant will be needed. An attendant/officer will be provided by the City of Arlington at a charge (the attendant/officer cannot be a guest at the event). The renter will be responsible for paying this charge at the same time you pay the basic facility rental charge. When it is determined that an attendant/officer is necessary at the event, the fee cannot be waived. The City requires one attendant/officer per 350 people. If the event is larger than 350 people, the Community Center may require more than one attendant to be on staff.

Notice of Responsibility/Liability

The City of Arlington hopes that you and the participants at your event will all have an enjoyable and safe time at our facility.

This section is to notify you that the City of Arlington, the operator of the Community Center, is responsible only to maintain the building and its structural components and systems, such as plumbing, lighting and electricity, in a safe and operable condition. The City is not responsible for the conduct of persons participating in events held at the facility. It is your responsibility as the renter of the facility and the sponsor of the event to see to it that the participants use the facility in a safe and reasonable manner and obey all laws.

Likewise, the City is not responsible for the conduct of any persons or businesses hired by you to work at the event, including, but not limited to, the liquor servers (as provided under city contract), food caterers, decorators or entertainers hired to service the event. The renter shall take complete responsibility for the conduct of its group or others present during the rental period, and agree to compensate the City of Arlington for all damages to the facility, equipment, or other property owned by the City incurred during the rental period. Further more, the renter assumes all liability for any personal injuries, including death caused by participants at the scheduled event.

Any disputes or claims of liability involving such providers of services are matters strictly between you, the event participants, and the providers. You agree that neither you nor the participants at your event shall file any claim against or involve the City in any legal action regarding such matters.

Overnight Parking

Renters and guests are welcome to leave unoccupied vehicles overnight. Occupied vehicles ( ie. campers, RVs, and trailers) are not allowed to be parked in the parking lot overnight. Communication of intention to leave vehicles overnight will be between the renter and the Community Center Coordinator and the Police Department.