Policy on reservation. The Municipal Center is primarily for the
nonexclusive use of the residents of the Village of Baldwin. However,
under proper circumstances, exclusive use of the same may be permitted.
This section is intended to regulate exclusive use of the Municipal
Center to the end that the general welfare of the Village is protected.
Application. Applications shall be filed with the Village Clerk-Treasurer
or designee at least 48 hours prior to the date on which the Municipal
Center is to be used. The requestor shall provide the Clerk-Treasurer
with the following information regarding the proposed exclusive use:
If the exclusive use is proposed for a group, firm, organization,
partnership or corporation, the name, address and telephone number
of the responsible and authorized heads or partners of the same.
Any additional information which the Village Clerk-Treasurer or designee
finds reasonably necessary to a fair determination as to whether authorization
should be granted. If the Clerk-Treasurer or designee believes that
the request raises unique or unusual policy issues, the request may
be referred to the Streets and Building Committee or Village Board
for its action.[1]
If it is for a use of the Municipal Center at a date and time when,
in addition to the proposed use, anticipated nonexclusive use by others
of the Municipal Center is expected and would be seriously adversely
affected.
If the law enforcement requirements of the exclusive use will require
so large a number of persons as to prevent adequate law enforcement
to the Municipal Center.
Rental use of the Municipal Center shall be restricted to the areas
designated by the Clerk-Treasurer, unless otherwise specifically permitted
by the Village Clerk-Treasurer or designee.
Storerooms, whether locked or unlocked, shall be considered off-limits
to all renters and members of their groups under any circumstances,
and entrance thereto is forbidden.
The Municipal Center shall not be rented or reserved on a permanent
basis to any individual or group, unless otherwise specifically permitted
by the Village Board, upon the recommendation of the Municipal Center
Commission.
Fees. Rental fees and security deposit amounts shall be as established
by the Village Board and stated in the Fee Schedule. Rental fees shall
be paid in full at time of application. Security deposits shall be
forfeited if damage is found.[2]
The use of any of the facilities in the Baldwin Municipal Center
for any sale or marketing of products or services by private entities
is permitted under the following circumstances:
Prior approval of the Village Clerk-Treasurer must be obtained. Nonprofit
organizations seeking such approval must have a current certificate
of insurance on file with the Village Clerk-Treasurer. If requested,
proof of nonprofit status must also be provided to the Village Clerk-Treasurer.
Any room used for such purposes must be returned to its pre-event
condition; all sales brochures and materials are to be removed from
the building at the conclusion of the event. Failure to do so may
result in denial of future requests for use of the facility by the
responsible organization.