Policy establishing guidelines, fee schedules, security deposits & building use parameters for City of Mountain Iron building rentals

Purpose

The Mountain Iron Community Center, Senior Center, Library Club Room and Nichols Town Hall (hereafter referred to as City of Mountain Iron Rental Buildings) were all designed, constructed and financed principally with public funds to serve as multi-purpose activity centers for the general public.  Since public funds made these facilities possible, the public is encouraged to use the City of Mountain Iron Rental Buildings.  The following guidelines are official City Policy designed to promote orderly and harmonious use of these public facilities.

Usage

The City of Mountain Iron Rental Buildings are available for public meeting purposes such as, but not limited to, municipally orientated groups such as City Councils, Boards/Commissions, Council sponsored committee/focus groups, or other municipal related activities.  The City of Mountain Iron City Council, Boards and Commissions and City Events shall have first priority in using the City of Mountain Iron Rental Buildings. The City of Mountain Iron Rental Buildings will also be available for other public and private meetings across the broad spectrum of activities including but not inclusive of, religious, service, social, fraternal, or other non-profit organizations whose membership provide service and support to the community at large.  Additionally, the City of Mountain Iron Rental Buildings will be available for private parties, weddings, reunions, chamber business meetings, and certain other non-profit enterprises like benefits, banquets, fund raisers, sports shows, home shows, festivals, dances, etc. providing these functions do not interfere with City business.  NO rummage sales, flea markets, “used goods” or “second hand” sales are allowed at the Community Center, Senior Center or Library Club Room. NO sub-contracting of any rented area of the building or renting space FOR PROFIT is allowed.   NO Wholesale or Retail Enterprises or “Home-Based” Businesses are allowed to use the buildings for profit.  The Nichols Town Hall is the only City building allowing sales for personal profit. Applicants are allowed to use the Nichols Town Hall only once during the year for profit. Use of the lobby area in the Community Center must be approved by City Staff and should be limited so as not to disturb City operations during business hours. Inquire at the City Desk for specific details.

Availability

The City of Mountain Iron Rental Buildings has been constructed to be multi use.  Portions of, or the entire facility are generally available Sunday through Saturday from 7:30 a.m. until 12:00 a.m.  Cleanup is allowed until 1:00 a.m.   Reservations may be made up to 18 months in advance of the event.

Rules and Regulations

Any group or organization using the City of Mountain Iron Rental Buildings for the purpose of convening a public meeting must conform to the Open Meeting Law requirements pursuant to State of Minnesota Statutes.  No group or individual(s) shall be discriminated against with respect to use of City of Mountain Iron Rental Buildings because of race, color, religion, sex, national origin, physical condition, or age; providing however, that in some cases residents of the City of Mountain Iron shall be given preference.  The City of Mountain Iron reserves the right to refuse rental to any person or group.  The facilities are available to any individual age 21 or older at the time of the application.

The City of Mountain Iron does not waive building use fees or deposits.

The City of Mountain Iron assumes no liability for loss, theft, damage, injury or illness incurred by the users of the City of Mountain Iron Rental Buildings.  Pursuant to the Minnesota Clean Indoor Air Act smoking is prohibited in any City of Mountain Iron building.

While use of decorations is allowed, use of tacks, nails, or staples for hanging any decoration IS NOT allowed on any wall, painted or stained surface.  Masking tape is the only acceptable means of securing decorations.  Use of “scotch tape” is prohibited, along with other sticky substances that would mar or mark the painted or stained surfaces.  Decorations of any kind are prohibited from hanging from the ceiling or lights of the facility.

The applicant is responsiblefor providing access and scheduling to decorators, caterers, musicians, or delivery people into the building. During business hours the applicant must inform these people of the building use policy. The City of Mountain Iron accepts no liability for allowing access to the building during or after business hours.

Candles must be contained in a drip-proof holder so the wax will not be able to fall onto the tables, chairs or floor.

The use of ladders, lifts or aerial devices of any kind is prohibited inside or outside of City buildings.

The City of Mountain Iron will not be responsible for any losses/problems due to electrical or mechanical equipment failure or power outages that may occur when the building is rented.

Any individual, group or organization shall utilize City dispensed cleaning supplies and be responsible for cleanup and closure activities for the portions of the building rented.

Applicants of the Community Center are to provide a diagram and discuss set-up requirements with city building maintenance personnel at least one week prior to the event.  The other City rental buildings have standard set-ups that can be changed by the applicant, but must be returned to the standard position after use. All applicants using the Community Center kitchen must meet with the City building maintenance person prior to kitchen use.

The City requires that City Staff perform the set-up and take down of tables and chairs at the Community Center.  The City will return them to the storage area.

Outside entrance doors MUST BE KEPT CLOSED to ensure proper operation of the heating /cooling systems. Failure to do so will result in forfeiture of your deposit.

Interior doors to the rental rooms are required to remain closed by Fire Code.

Loading and unloading is to be done at the Main Entrance only.  Caterer’s may use the kitchen entrance but cannot leave the door open.  The Sheriff’s entrance is for law enforcement business only.

The kitchen area must be cleaned thoroughly. Hot water, soap and cloths are provided to do a proper job.  Clean sinks, stoves, refrigerators and counter tops.  Remove all personal items, including leftovers, before leaving. The City accepts no liability for anything remaining in the building beyond the rental period. Any leftover food items will be immediately disposed.

Sweeping of floor areas is required.  Mopping is not required and will be done by the City Staff.

Wash, with the provided cleaning solution, all tables and clean all chairs. Soiled or damaged chairs will be cleaned or replaced at applicant’s expense.

Wash and store all dishes, cups, silverware and cooking equipment in their appropriate place.

Remove all decorations and empty all trash receptacles in the black dumpsters located outside, near the building.  All decorations, including contractor items such as band or music items, must be removed when you leave the building.

Driving on the patio, lawn or non-paved areas around the Community Center is strictly prohibited.

Use of building equipment (chairs, tables, etc.) off of City property is strictly prohibited.  NO tables or chairs are allowed outside of the building such as on the patio.

Windows should remain closed at all times.

Turn off all lights, ovens, stoves, etc. MAKE SURE TO LOCK ALL THE BUILDING DOORS.

The entrance key must be returned, within 24 hours following the event, to the City Desk located at the Mountain Iron City Hall during normal business hours, Monday – Friday from 7:30 a.m. to 4:00 p.m., or keys may be placed in the City’s utility bill payment boxes that are located outside the building entrance.

Report, repair, replace and document any damage of facilities or loss of equipment within 24 hours of activity.

A complete inspection of the City of Mountain Iron Rental Buildings will be done the next day or as soon as possible after the event.  Any missing property, damage or repairs required to the building will be deducted from the security deposit. Any damage over the security deposit will be billed to the applicant at the actual repair costs. Security deposits will be returned after the City Council has approved the reimbursement usually within two or three weeks.

Liquor and Insurance

Pursuant to Minnesota Liquor Law Statutes, use of alcoholic beverages is permitted under certain circumstances, providing all licenses, insurance and indemnification clauses are provided for by the Applicant.  Those seeking the use of intoxicating beverages are required to contact the City Administrator’s Office at least 30 calendar days prior to the event.

The City of Mountain Iron reserves the right to require the use of security, at the expense of the applicant, at any event where alcohol is served or at any event where it may be necessary or appropriate.

The holder of a retail on-sale intoxicating liquor license may dispense intoxicating liquor at a social affair held in the City buildings ONLY with the City Council’s permission.  The applicant and license holder must request permission at least 30 calendar days prior to the social affair scheduled and the license holder must provide the City office with a copy of their liquor license and appropriate insurance.

Proof of liability insurance covering the City Rental Building for the event will be required for any event serving alcoholic beverages. A current copy of the applicants Homeowners Policy or Rental Policy must be provided to the City at least 14 calendar days prior to the event.  A minimum amount of $300,000.00 in general liability insurance is required.

The City or Mountain Iron reserves the right to require a City approved overseer; to oversee any event within a facility covered by this policy at the applicant’s expense.

The City Administrator is authorized by the City Council to schedule and control the use of the City of Mountain Iron Rental Buildings in accordance with this policy, including rental charges to help defray operational expenses use at any time.

Governmental units or subdivisions, with approval, will not be charged rental fees during the normal work week and City business hours on Monday through Thursday. Evening and Weekend rental (Friday – Sunday) will be charged at the fee scheduled rate.

Any overtime required/incurred for a non-city related problem will be billed to the applicant at the actual cost.

The City of Mountain Iron shall deny the use of any of the facilities to any individual, group or organization that is not current with any payments due the City of Mountain Iron such as utility payments, taxes etc.

Failure to comply with guidelines or rules established by the City Council regulating the use of public facilities would be cause for the forfeiture of future use privileges.

Application Procedure

1. Use of the City of Mountain Iron Rental Buildings will be handled on a first come, first serve basis with preference given to City of Mountain Iron government entities.
2. Reservations must be made 30 calendar days prior to the scheduled use with the exception of unforeseen circumstances (i.e. funerals etc.).
3. Informal reservations will be accepted by telephone or email. In order to guarantee the reservation a completed building use application along with the paid fees and security deposit must be received within ONE WEEK of making the informal reservation.  If a written application and associated fees are not received the reservation will be cancelled.
4. Application forms may be obtained from the City Desk during normal office hours, Monday – Friday, 7:30 am to 4:00 pm, on the City’s website www.mtniron.com or by mail to the applicant upon request.
5. The Applicant signing the application and hold harmless agreement is responsible for the building fees, damage deposit and insurance requirements.   Residents may apply for a non-resident relative but will be responsible for the building according to the policy. The Applicant must be a part of the event being held.
6. The purpose of the sponsoring organizations, group’s or individual’s program shall be accurately described when a reservation is requested.  Any advertising or publicity shall clearly state the purpose of the program. Non-profit organizations must provide/show proof of their tax ID number on the application.
7. The applicant must pick up the facilities entrance key by 2:00 p.m. on the day prior to their scheduled event or by 2:00 p.m. on Friday if it is a scheduled weekend event.
8.  
9. The City of Mountain Iron Rental Building policy for the Community Center requires a three day rental for wedding receptions to allow for set-up the day before and clean-up the day after the event.
10. The City Administrator will advise the requesting applicant of the status of their application request as soon as possible by sending them an approved or denied copy of the application.

Security Deposit

A security deposit and rental fees are required at the time of applicationby the applicant.  The security deposit shall be paid by the applicant and will be returned to the applicant. All fees must be paid during regular business hours at the City Desk at the City Hall in Mountain Iron, Minnesota. Building rental cancellation must be made 14 days in advance of the event or your security deposit and rental fees will be forfeited. 

The security deposit will be held by the City and returned upon satisfactory inspection of the premises and inventory checklist.  The security deposit covers any physical, structural, or other related damages to the facility itself; it does not cover theft of equipment (i.e. tables, chairs, kitchen inventory, memorabilia, etc.).  The City of Mountain Iron does retain the right to file a claim beyond the security deposit in order to recover or replace these items. The security deposit will also be forfeited for failure to adhere to the building use parameters.

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City of Mountain Iron Map

Fee Schedules: