[HISTORY: Adopted by the Township Committee of the Township of Hillsborough 10-12-2021 by Ord. No. 2021-20. Amendments noted where applicable.]
This chapter shall pertain to the multipurpose/conference room(s) in the Municipal Complex and approved designated exterior space surrounding the Municipal Building.
The multipurpose/conference room(s) in the Municipal Complex and approved designated exterior space surrounding the Municipal Building shall be made available for meetings and events, with priority given to Hillsborough-based organizations that are charitable or nonprofit in their purpose and/or whose activities benefit the residents of Hillsborough Township.
The cost of using the multipurpose/conference room(s) in the Municipal Complex and approved designated exterior space surrounding the Municipal Building shall be set annually by resolution of the Township Committee. The cost of using the kitchen facilities in the multipurpose room shall also be set annually by resolution of the Township Committee. The Township Committee, or their designee, may, at their sole discretion, approve or disapprove fee waiver requests. All requests for fee waivers must be in writing.
Any group or organization requesting use of the multipurpose/conference room(s) shall make an application in writing, through email, to the Department of Social Services, no later than 15 business days in advance of intended use. The application shall require the following information and documentation:
A. 
Name of the group/organization requesting use of the facility.
B. 
Name, address and phone number of the contact person for the group/organization who will respond on behalf of the group/organization.
C. 
Date(s) of the intended use.
D. 
Time of use, including setup and cleanup.
E. 
Estimated attendance for the event. (If the event is for multiple days, provide the estimated attendance for each day.)
F. 
The specific purpose of use.
G. 
A list of all activities that will be taking place.
H. 
A list of all third-party vendors who will be attending.
I. 
A list of any signs posted to advertise your event.
J. 
A certificate of insurance with minimum general liability coverage of $1,000,000. Such certificate shall reflect the name of Hillsborough Township as an additional insured or loss payee.
K. 
Copy of the IRS 501 status letter or NJ Department of Treasury certificate of incorporation as a nonprofit entity, if applicable.
The Department of Social Services, upon receipt of a completed application, which includes the certificate of insurance, will cause such application to be reviewed by the appropriate scheduling staff members for approval or disapproval. It is the organization's responsibility to provide the necessary proof of nonprofit status. Any and all approvals shall be issued upon the following terms and conditions:
A. 
Permission to use the multipurpose/conference room(s) and approved designated exterior space surrounding the Municipal Building shall be valid only for the date(s) and hours specified in the application and for the purposes specified therein.
B. 
The applicant shall fully and honestly complete the use application and shall strictly adhere to all applicable rules and regulations to be developed with respect to the utilization of the premises.
The Director of Social Services, or their designee, shall be responsible for reviewing the applications for use and providing approval or disapproval and for the purpose of developing rules and regulations and for the administration of those rules and regulations.
All applicants and the groups and organizations that they represent must read and abide by the rules and regulations put into place. The Director of Social Services, or their designee, shall have the authority to suspend and/or prohibit those organizations or groups from utilizing the multipurpose/conference room(s) and approved designated exterior space surrounding the Municipal Building based on violations of these rules and regulations. Such organizations or groups suspended or prohibited from using the multipurpose/conference room(s) and approved designated exterior space surrounding the Municipal Building may appeal the Director of Social Services' determination to the Township Administrator.
Municipal purposes such as elections, commission meetings or Township-sponsored events shall have priority in the use of the multipurpose/conference room(s) and approved designated exterior space surrounding the Municipal Building. In the event that a Township officer has a need for a reserved space, the organization affected will be contacted as soon as possible to reschedule their event. Prioritization between organizations shall be on a first-come-first-served basis with the approval dates creating the prioritization status.
The applicant shall sign the following hold harmless and indemnification statements:
A. 
The applicant hereby agrees to fully and completely defend, indemnify and hold harmless the Township of Hillsborough, its agents, servants, and employees from and against any and all claims, suits, liabilities, injuries, damages, losses, or expenses by or to any person or entity which in any way arises out of the applicant's use of the facility.
B. 
The applicant specifically waives any right or cause of action against the Township of Hillsborough, its agents, servants, and employees for any special, incidental, direct, indirect, or consequential loss or damage whatsoever arising out of the utilization of the facility.