[HISTORY: Adopted by the Mayor and Council of the Borough
of Clementon 6-4-2013 by Ord. No. 2013-07. Amendments noted
where applicable.]
A.
The Borough of Clementon holds and maintains a Community Center Facility
for the public good. Municipal facilities are primarily maintained
through Clementon Borough property taxes for the use of all residents
of the Borough of Clementon.
B.
These policies and procedures were developed to provide uniform access
to municipal facilities for residents of the Borough of Clementon
and on a space-available basis, to nonresidents of the Borough of
Clementon.
[Amended 11-12-2013 by Ord. No. 2013-14]
Municipal facilities are available for individual use by the
general public on a daily basis between the hours of 12:00 noon and
11:30 p.m., provided that such use is consistent with the design of
the facility. Use of municipal facilities may be restricted or prohibited
by emergency management personnel or Borough officials as needed.
Municipal facilities may only be reserved for use by individuals,
groups, or organizations in accordance with this policy and procedure.
A.
Requests for use of municipal facilities must be submitted to the
Borough Clerk's office in writing, using the Request for Use of Borough
Facilities form. The requests must be approved by the Borough Council.
Among the factors the Council will use to determine the appropriateness
of the request are:
(1)
Borough's liability.
(2)
Availability of facility.
(3)
Inconvenience to area residents.
(4)
Possible destruction or damage that may occur.
(5)
Event security and the availability of police force; necessity to
call on outside police enforcement.
(6)
Suspension or disruption to any Borough special events.
(7)
Increased traffic.
(8)
Potential of unlawful/harmful activities within the Borough from
increased volume of outside visitors.
B.
Should the Borough receive multiple requests for the use of the facility
on the same date and time, preference will be given to groups or individuals
from the Borough of Clementon. Otherwise, requests will be filled
on a first-come-first-serve basis.
A.
The Borough of Clementon reserves the right to charge a fee for the
use of its facilities to help defray the costs of maintenance and
security. The fees for rental of the Community Center Facility shall
be set as follows:
[Amended 11-21-2023 by Ord. No. 2023-16]
(1)
Resident (four-hour rental): $500 per rental, limited to two rentals
annually per property address. The third and subsequent rental fees
will increase to $2,000 per rental.
(2)
Nonresident (four-hour rental): $750 per rental.
(3)
Clementon nonprofit organizations (four-hour rental): $200 per rental.
(4)
All other nonprofit organizations (four-hour rental): $250 per rental.
(5)
Additional hours may be rented at the cost of $100.00 per hour.
B.
All rentals require two attendants. An attendant fee of $150 per
attendant for each four-hour rental will be assessed at the time of
reservation. An attendant fee of $50 per attendant will be charged
for any hours rented in addition to the initial four-hour rental fee.
[Amended 11-12-2013 by Ord. No. 2013-14; 11-21-2023 by Ord. No. 2023-16]
C.
The facility may be rented for additional hours at the time of application.
A fee of $50 per additional hour shall be imposed for residents of
the Borough. A fee of $100 per additional hour shall apply to nonresidents.
D.
All fees are utilized to offset the cost of maintaining Borough public
facilities.
E.
All payments must be included with the Request for Use of Borough
Facilities form in the form of cash or check made payable to the "Borough
of Clementon." If an application is denied, all fees will be returned
to the applicant.
[Amended 6-20-2023 by Ord. No. 2023-12]
Returned checks will be charged a return check fee of $35.
[Added 11-21-2017 by Ord.
No. 2017-16[1]
Any damage incurred during the use of municipal facilities shall
be the responsibility of the person whose signature appears on the
request form. The Borough reserves the right to recover the cost to
repair any and all damages incurred during an event. The cost of repairs
will be deducted from the security deposit. In the event the damage/loss/theft
at or from the use of these facilities exceeds the security deposit,
the balance will be billed to the user, and that bill will be due
within 30 days of receipt.
For the protection of the taxpayers of the Borough of Clementon,
sponsoring organizations and groups are required to carry event insurance
of no less than $1,000,000, with the Borough of Clementon named as
an additional insured.
In reviewing the Request to Use Borough Facilities, the Borough
Council may determine that police officers are required to support
the planned event or activity. Police officers may also be requested
by the organization or individual. Only police officers from the Borough
of Clementon may be utilized to control or direct traffic. If it is
determined that police are required, the requestor is responsible
for scheduling police and prepaying for their services at the Borough's
contractor rate.
General rules applicable to facility: The following rules govern
the use of municipal facilities. The Borough of Clementon will prosecute
anyone that damages municipal facilities to the fullest extent of
the law.
A.
Smoking is prohibited inside ALL buildings.
B.
The requestor is responsible for restoring municipal facilities to
the same condition they were in prior to the commencement of the event.
This includes the removal of trash, signs or debris. The requestor
is also responsible for reimbursing the Borough of Clementon for any
cleanup or for the replacement or repair of any public facilities
damaged directly or indirectly as a result of an event.
C.
The Borough of Clementon is not responsible for the security of any
items that are stored on Borough property before, during or after
any event.
D.
Any property damage or personal injury that occurs during regular
business hours (Monday through Friday 8:00 a.m. to 4:00 p.m.) shall
be reported as soon as possible to the Borough Hall. Any damage or
injury that occurs after hours should be immediately reported to the
Clementon Police Department.
E.
A user report form shall be completed by the requester and filed
with the Borough Clerk's office by the first business day following
the use of the facility documenting the results of the event and reporting
any damage to municipal facilities or incidents.
F.
Emergencies shall be reported immediately using 9-1-1.
G.
All trash cans must be emptied and securely tied trash bags placed
outside of the facility.
H.
All kitchen equipment must be cleaned and returned to the proper
location. No supplies shall be removed from the premises.
I.
No glass beer bottles shall be allowed in the facility.
J.
No decorations shall be attached or fixed to the walls and ceilings
of the facility.
K.
No underage drinking. New Jersey state law regarding alcohol consumption
will be enforced.
[Added 11-12-2013 by Ord. No. 2013-14]
A.
All requests for use of municipal facilities shall be made using
the Request to Use Borough Facilities form and submitted to the Borough
Clerk's office no later than one month prior to the Borough Council
meeting preceding the event. The Clerk will place the request on the
agenda for the next scheduled meeting.
B.
Complete requests must contain the following information:
(1)
Name of the organization or individual requesting use of facility.
(2)
Name, telephone number and e-mail address of the group's primary
contact person.
(3)
Date(s) of the event.
(4)
Time of the event.
(5)
Purpose of the event.
(6)
Estimated attendance.
(7)
A list of all activities to take place.
(8)
A list of any third-party vendors.
(9)
Parking requirements.
(10)
A determination whether alcohol will/will not be served.
