Policy:
It shall be the policy of the Town Council of Gray, that the Stimson Hall will be made available to responsible individuals, clubs, groups and organizations when not required by the Town for its own sanctioned programs. Uses may include but not be limited to meetings, information workshops and other public service related functions. The Town of Gray retains the exclusive right to make necessary decisions regarding schedule changes and the acceptance, refusal or withdrawal of permission for use of the facility at it s own discretion.
Priority Use of the Facility:
The availability of Stimson Hall shall be determined only after all municipal government meetings and functions have been scheduled, including but not limited to Town Council, Boards and Commissions, Town appointed committees, Department related functions and sponsored programs, School District meetings, functions, and activities as well as any other government level functions and activities.
The immediate secondary priority use of the Hall shall be for Town of Gray community programs including any Town of Gray based organizations or residents.
Individuals and organizations from outside the Town of Gray shall be afforded the use of the Hall only after it has been determined that the rental and use would not conflict with any of the above.
Scheduling:
Interested parties may schedule for the use of the Stimson Hall either upstairs or downstairs through the Town Offices at 6 Shaker Road, 1.207.657.3339. In all instances the requesting party must complete all of the necessary rental forms, provide for the necessary insurance and make the required rental fee and security deposit before any approval is granted.
Use Guidelines:
The following guidelines shall be followed by any rental user. Failure to abide by these guidelines shall be cause for future denial of rental to that renter or their entity.
>>Arrangements for early access must be made with the Town at least 72 hours in advance of the scheduled rental excluding weekends and holidays.
>>The maximum occupancy for any rental is governed by the Fire Chief and the Life Safety Codes. The maximum number of people permitted shall not exceed 100 in the main floor and a maximum of 75 people in the basement level.
>>The renter must provide their own supplies, materials, service and eating items, though they will be able to use any existing tables and chairs.
>>No alcoholic beverages are permitted on the municipal property or within the building. There is no smoking in the building.
>>The use of weapons, open flames including candles (unless prior approval from the Fire Chief is granted) or other incendiary devices and effects are prohibited from the facility.
>>All entrances and exits must not be blocked by any of the activities conducted by the renter or their entity.
>>Users may not affix any decorations and the like to the walls of the rented facility. Anything taped to the windows must be with masking tape only.
>>Except for trained animals assisting persons with disabilities, no animals are permitted in the building.
>>The rented space must be picked up, trash placed in receptacles and all tables and chairs returned to their proper storage, all lights, fans and other items properly turned off. If the town personnel has to complete this task, there will be a charge against the security deposit.
>>Please report to the Town Offices anything that was not properly working or was broken before the event began, or became unworkable during the event. This includes spillage on the rugs or floors. If stains occur, the Town will have a commercial cleaner work to remove the stain, and there will be a charge against the security deposit.
>>A lack of respect by the user or their group may be cause for the denial of a future use of the building.
Insurance Certificate:
Within three (3) days of scheduling, the renter will have to provide the Town with a certificate of insurance covering their activity, all participants and have the Town of Gray named as additionally insured. If a certificate is not provided within the time frame, the Town will not hold the date requested and it will return the security deposit and rental fee.
Rental Fee and Security Deposit:
The following fees and deposits shall apply:
|
Less than 3 hours/deposit |
More than 3 hours/deposit |
Main Hall |
$50.00 plus $50.00 |
$100.00 plus $75.00 |
Down Stairs |
$40.00/plus $50.00 |
$80.00 plus $75.00 |
If the Hall and Downstairs are rented by the same renter for the same date/time, then the security deposit shall be a flat $100.00.
In cases of fund raising events, only certified non-profit organizations and agencies may conduct such activities in the rental facility. In such cases, the Town shall be entitled up to fifteen percent (15%) of the profit or the appropriate rental fee, which ever is greater. A rental fee shall be paid in advance of the event and the difference shall be paid at the conclusion of the fund raising event.
Other Costs:
If additional custodial services are required during the event or as a result of the event the renter shall be charged at a rate of $20.00 per hour for a minimum of two hours and for all hours there after. A partial hour shall be considered a full hour.
Cancellation Policy:
The scheduled event may be cancelled at any time by the original applicant up to the morning before the event for a full refund. If the cancellation occurs within four hours of the event, then a flat charge of $25.00 shall be charged to cover the cost of personnel used to prepare the building for the rental.
Policy Review:
The Town of Gray may revisit this policy from time to time, make revisions as it sees necessary and may cancel this policy if it is determined not to be in the long term best interest of the Town of Gray including but not limited to damage, destruction and rapid deterioration of the Stimson Hall building.
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