General City Hall Reservation Policy Information

1.0 PURPOSE

The facility user definitions identify an individual's/group’s purpose in operation or stature in reference to their tax base. The definitions are incorporated into the prioritization for scheduling of the Community Room and into the associated fee structure.

1.1 DEFINITIONS
NOTE: The following definitions are not in a prioritized order.

City Activities Meetings, programs or activities in support of the governmental operation of the City of Albertville. Represents city departments, public meetings and special activities promoting city departments. City staff /city council members are responsible for and take part in the scheduled activity. Examples: Department meetings, employee training, public meetings for council, boards, and committees governed by the City of Albertville.

City Sponsored or City Affiliated Group, Organization or Activity Includes groups, organizations or agencies that are directly related to, controlled by or sponsored by the City of Albertville. Includes professional affiliated groups/associations that a city staff, city department, or their governing boards/commissions have an active membership with the organization.

Resident Any person who maintains a residential address in the City of Albertville. An address to an Albertville post office box number only is not applicable to obtain resident stature.

Non-resident Any person who maintains a residential address outside the Albertville city limits.

Civic Group Includes civic organization, charitable groups and character building organization devoted to the betterment of the community by offering community oriented social, educational, recreational and/or cultural enrichment opportunities.

Non-Profit Group Includes any group/organization that legally qualifies for a not-for-profit status and files as such with the Internal Revenue Service. Proof of status may be required upon processing a reservation. Includes churches, political parties, elected officials and others listed within the Community Room policies.

Resident Groups/Organizations Includes groups and organizations having more than 50% of their membership living in the Albertville city limits. Proof of registered members may be requested during reservation process.

Non-resident Groups Includes groups having less than 50% of their members living in the City of Albertville city limits.
Commercial/Business Includes groups that operate for profit or the purpose of promotion or advertisement.

Private An individual or group using the facility for personal non-public or private purpose.

Governmental Agencies Government agencies are county, state, federal, and special tax districts serving Albertville residents. Includes colleges and universities.

Churches A religiously affiliated organization/denomination having a non-profit status that legally qualifies for a not-for-profit status and files as such with the Internal Revenue Service. Proof of status may be requested at the time of placing a reservation.

Public Schools Includes activities related to and sponsored by an elementary, middle or high school; or programs sponsored by Community Education District #728 & #885 serving Albertville to include curricular, co-curricular, extracurricular. All events are directly sponsored and approved by specific school's administration. Note: This does not include booster clubs.

EXAMPLES OF FACILITY USERS AND USES IN THEIR RESPECTIVE DEFINITION

The following pages are examples of area groups listed within their particular user definitions. These are to be used as guidelines to ensure in consistent booking of facility. The examples are in no way meant to be inclusive of all users. They are meant to be a guide and will be updated annually.

City Activities
Meetings, programs or activities in support of the governmental operation of the City of Albertville. Represents city departments, public meetings and special activities promoting a city department. Examples: Department meetings, development meetings, employee training, public meetings for council and boards/committees governed by the City of Albertville. Staff /city council members are responsible for and take part in the scheduled activity.
• City Departments: Administration; Finance; Fire; Sheriff; Public Works
• City Council meetings, public hearings
• Planning Commission, Park’s Commission, etc.
• Elections
• Fire Department
• Firefighters Relief Association
• Firefighter training
• Fire Department Community Programs
• Sheriff’s Department
• Community Programs sponsored by the Sheriff’s Department

City Sponsored or City Affiliated Group, Organization or Activity
Includes groups, organizations or agencies that are directly related to, controlled by or sponsored by the City of Albertville. Includes professional affiliated groups/associations that city staff, city department, or their governing boards/commissions have active membership.
• League of Minnesota Cities
• I-94 Implementation Task Force
• STMA Arena Board
• Wright County Mayor’s Association

Civic Group
Includes civic organizations, charitable groups and character building organizations devoted to the betterment of the community by offering community oriented social, educational, recreational and/or cultural enrichment opportunities.
• Albertville Recreation or Non-Recreation Teams (Baseball, Football, Softball, Hockey, Basketball, Swimming, Diving, Soccer, Tennis, Chess, Drama)
• Garden Club
• Women of Today
• Albertville Lions Club
• Albertville Lioness Club
• Knights of Columbus
• Albertville Jaycees
• Albertville Mom’s Club

Non-Profit Groups
Includes any groups/organization that legally qualifies for a non-profit status and files as such with the internal revenue service. Proof of status may be required upon processing a reservation. Includes churches, political parties, elected officials and others listed within the Community Room policies.
• Boys Scouts Club (all levels)
• Girl Scouts Club (all levels)
• Booster Clubs that support athletic, academic and social school clubs by financial support and inkind services. (i.e. football, hockey, band, etc. )
• Early Childhood and Family Education programs – ECFE (refer to Albertville Schools/District School Related Programs)
• 4-H Club (all levels)
• Albertville Royalty Committee
• Albertville Friendly Citys Day Committee

Commercial/Business
Includes individuals/groups that operate for profit or for the purpose of promotion or advertisement.
• Local businesses
• Home businesses
• Representative showings products/classes (Food Service, Avon, Mary Kay, Therapeutic)
• Craft Sales, Antique and Unique Collection Shows
• Business Expos
• Homeowners Associations/Townhome Owners and Condominium Associations

Private User
An individual or a group using the facility for personal non-public or private purpose.
• Weddings, showers and receptions
• Anniversaries (example: 25th or 50th wedding anniversaries)
• Family reunions, holiday parties
• Class Reunion/School reunions
• Awards Banquets/Ceremonies

Governmental Agencies
Includes county, state, federal and special tax districts serving Albertville residents. Includes colleges and universities. Most are considered a civic/non-profit organization when referring to rental rates.
• Wright County
• Chamber of Commerce
• Community Colleges, Technical Colleges, Universities
• State of Minnesota Departments

Churches
A religiously affiliated organization/denomination having a non-profit status that legally qualifies for a non-profit status and files as such with the Internal Revenue Service.
• St. Albert Catholic Church
• Life in Christ Church

Albertville Schools
Includes public, parochial and home schools residing in the Albertville city limits, providing activities and/or activities related to and sponsored by an elementary, secondary schools (junior high school, high school); or by programs sponsored by Community Education District #728 & #885 serving Albertville to include curricular, co-curricular, extra curricular. All events are directly sponsored and approved by a specific school's administration.

District School Related programs
• Community Education Classes
• Early Childhood and Family Education programs - ECFE (non-profit, resident, Albertville)
• School District workshops and seminars
• Special Education Programs

2.0 PURPOSE

To establish procedures and policies providing scheduling provisions incorporating the direction of the city council to provide a limited amount of reduced rates. To identify general operation hours and general rental fees for the Community Room.

2.1 DEFINITIONS:

Damage deposit A refundable fee collected at the time of reservation. This fee becomes non-refundable in part/whole in the event of non-standard room use resulting in damage and/or additional clean up/maintenance.

Resident Individual(s) or group(s) able to provide acceptable proof of residency as per the User Definitions.

Non-Resident Individual(s) or group(s) unable to provide proof satisfactory for qualification of meeting the residency requirement as per the User Definitions.

Group A category used to identify similar types of users and classify the users for the purpose of assigning facility use fees.

2.2 GENERAL OVERVIEW

For general advance facility bookings, reservations will be accepted up to 12 months in advance. A master calendar is used to schedule city, civic, non-profit, private or commercial use.

Refer to Section 2.4 for a special provision for scheduling meeting room space at a reduced and/or free rental fee with respect to "advance" reservations.

2.3 HOURS OF OPERATION

7 days a week - 8:00 a.m. – 10:00 p.m.

Early entry time or late exit times may be permitted based upon intended use.

2.4 SCHEDULING AND FEE PROVISION FOR REDUCED FEE OR FREE ROOMS FOR CITY OF ALBERTVILLE, CITY AFFILIATED GROUPS, RESIDENT CIVIC AND RESIDENT NON-PROFIT GROUPS

The following guidelines are the governing criteria for groups to be offered the free/reduced meeting space.
1. This provision allows for reservations from Monday after 8:00 am through Friday at 4:30 pm within the normal operating hours.
2. The meeting rooms will be available for regular meetings. An organization defined as a Albertville School, Resident Civic or Resident Non-Profit Group is eligible to reserve one (1) meeting room for up to a two (2) hour period of time at no charge for one meeting per month for up to twelve (12) consecutive months. All meeting times exceeding the two (2) hours allotted will be charged 50% of room rate for each additional hour.

3. Organizations making a "significant" contribution to the community will receive special consideration with regard to reduced facility use fees when making “advanced” reservation. An advanced reservation is more than 30 days in advance. Refer to section 2.6 for meeting reservation guidelines within 30 days. An organization defined as a City affiliated group, Albertville School, Civic Group, Non-Profit Group, or Church is eligible to reserve the community room up to five (5) times per year at the regular rate or a discounted rate free, depending on the nature of the event. The city clerk and administrator will make final approval regarding special consideration.
4. The city council will review all group classification and special considerations for the upcoming year on an annual basis.
5. Operating fees outlined in Section 2.6B are not waived when rental fee is reduced/waived.

2.5 RESERVATIONS AND CONTRACTUAL AGREEMENTS IN GENERAL

A. General reservation process:
Refer to Section 3 for complete Reservation Policies.
1. All Users are required to complete an application.
2. Rental fees are due in full to secure rental.
3. Users will adhere to Community Room policies.

B. Damage deposits:
Refer to Section 4 for detailed information and procedures on damage deposits.
1. Specific to the use of the Community Room with or without alcohol being served, a damage deposit of one hundred dollars ($100) is required at the time of the reservation.
2. Damage deposits are deposited upon receipt from the Facility User.

2.6 MEETING ROOM FEE SCHEDULE

A. Community Room Meeting Rental Fees
Rates: Rates are listed as on the schedule
Note: Rates do not include operating fees in Section 2.6B
Table Arrangements: The standard set ups are an open square, a U shape, classroom
Hours to pay fees: Monday through Friday from 8:00 a.m. to 4:30 p.m.

If your group is interested in using the Community Room on a Friday or Saturday evening for a meeting, you may book the room no earlier than 30 days prior to the date you wish to reserve. If there is a vacancy available, the room may then be reserved for the above hourly rates.

B. Other Operating Fees
Coffee – over 25 people – includes coffee, filter, cups, carafes
Coffee – under 25 people – includes coffee, filters, cups, carafes
Portable Beverage Bar – includes cups and napkins
Sound System with Microphone
Screen with Overhead
Screen with LCD; also requires $100 damage deposit
TV/VCR
Refundable Deposit
Kitchen

2.7 SURCHARGE FOR EXTENDED HOURS OR PRIOR DAY ROOM SET-UPS

Typical rental times are identified during the room reservation time. Facility Users requesting use of the facility for set-up, delivery, or extended time past operating hours shall be assessed a rental fee. Requests for prior day set-ups in the Community Room shall be accommodated no more than four (4) weeks in advance. Facility Users wanting to guarantee the room shall pay $50.00.

3.0 PURPOSE

To establish procedures and policies regarding the consistent scheduling of the Community Room. To provide staff and Community Room users with a guide to help ensure the efficient and accurate process of all room rental requests.

3.1 DEFINITIONS

Facility User The individual/group/organization authorized to use Community Room facilities as shown on the Application.

Facility Use Application The written document showing rental facilities agreed upon by Community Room staff and the facility user.

Tentative The status of a reservation prior to submitting a payment.

Firm The status of a reservation following a payment.

3.2 RESERVATION PROCEDURES AND GUIDELINES

A. Applications are accepted and approved by Community Room staff based on policies and guidelines established by the City Council.
B. Applicants must be 18 years of age or older.
C. Residents may not reserve the facility for a non-resident.
D. All groups using the Community Room must have an approved application prior to facility use. One contact person must be designated to make all arrangements. Arrangements specific to the event shall be coordinated through and confirmed with the Rental Coordinator prior to the event date.
E. Organizations with more than one division (i.e. youth athletics) will be required to identify one (1) contact person to schedule the meeting room facilities for each division or group within their organization. This is specific to scheduling rooms under the "free meeting room" space provision. Upon mutual agreement with the group, other contacts for "sub-divisions" of an organization may be considered to be able to schedule the facility during the heavier time of the season for a given activity.
F. Non-profit organizations may be required to provide a copy of the certification tax-exempt status certificate each year when requesting taxable fees to be waived.
G. Once an application has been authorized, the holder cannot assign, transfer nor sublet to another party the use of the facility they reserved. Violation means forfeiture of any rental fees submitted to date for the specific application. Full payment is required prior to the event.

For Community Room Users, a tentative reservation may be taken over the phone and space will be held for two (2) business weeks or fourteen (14) days prior to receiving the application and payment. Receipt of application requires a payment of the rental fee for the Community Room.

Facility Users requiring specific set-up instructions beyond general meeting use are required to meet with the Rental Coordinator upon placing the reservation as well as to meet two (2) weeks prior to their event to finalize room set-up, pay balance of equipment/service rental fees, provide event schedule, number of people in attendance, and/or other pertinent information necessary to complete the reservation process.
H. The User agrees to pay the City of Albertville for rental of the facility and will adhere to the required reservation timelines and guidelines.
I. Basic operation and instruction for the audio visual and sound equipment is included and should be confirmed when placing the reservation. Requests for additional equipment will be an additional expense to the User.
J. Fees cover the use of the facilities according to the hours indicated on the application. This includes all set-up/clean up time by the caterer and/or facility user. Occupancy of the reserved facility after the time indicated on the application will result in additional rental fees and security fees, which will be deducted from the damage deposit and/or charged to the Facility User.
K. If deemed necessary, the City reserves the right to substitute a meeting room in order to minimize conflicts of compatibility, space and scheduling.
L. No items are to be left overnight. Occupancy after the stated ending time may result in additional rental fees, which will be deducted from the damage deposit or charged to the Facility User.
M. The User may arrange food service through the caterer of their choice. All caterers must receive an initial facility orientation prior to the event date. A kitchen inspection will be completed before arrival and after departure for each event by City staff.
N. Tape, tacks, nails, staples, or glue are not allowed on wall surfaces.

3.3 PRIORITY OF SCHEDULING

A. Reservations are accepted as first-come first-served basis. Room rental requests should be in writing in the form of the Application.

3.4 SPECIAL FEES/DAMAGE DEPOSITS

A. A special use fee may be required in some events/activities. This fee will be applied to cover unusual anticipated expenses, such as excessive clean-up, unusual set-up, phone usage, and/or damages associated with the user's program or events. The special user fee is payable at the time the reservation is made and will be held until it has been determined by the city staff if any or all of the fee was used. Any unused balance will be returned to the user and/or invoiced.

B. A damage deposit in addition to the rental fee is required as per defined under Section 4, Damage Deposits. Violation and/or failure to adhere to all guidelines may result in denial of future applications for the use of the facility and forfeiture of damage deposit.

3.5 CANCELLATIONS AND REFUNDS

A. Refunds will not be issued for no shows.

B. Meeting Room Cancellations:

• Room cancellations received within a one or more week (7 day) notice can receive a full refund.
• Room cancellations received less that one week (6 days or less) do not receive a refund but have the option to reschedule.

C. Multipurpose Room Events require a 50% non-refundable payment to confirm the reservation. This is transferable to a different date within six months of the original event date.

3.6 PROCEDURES AND/OR POLICIES SPECIFIC TO RENTAL TYPE:

A. Full Council Chambers Banquet Guidelines, Rules and Regulations
1. The room rental fee includes a standard table and chair set up for a maximum of 200 people, tear-down and clean up.
2. Basic operation for the Audio, Visual and Sound equipment is included and should be confirmed when placing the reservation. Requests for equipment will be an additional expense to the User.
3. Linens, table skirts, china, paper products, glassware, flatware, and decorations are NOT provided.
4. The facility is smoke and tobacco free for all Users. Tobacco products are only allowed in designated outdoor areas.
5. Related Sections for Community Room Users:
• Section 4 Damage Deposits
• Section 5 Security Policy
• Section 6 Catering Policy
• Section 7 Liquor Provider and Intoxicating Beverage Policy

B. Meeting Room Guidelines, Rules and Regulations. Refer to Sections 2 and 3.

4.0 PURPOSE

To establish procedures and policies for the collection of and refund of a damage deposit. The intent of the damage deposit is to insure that the facility is used properly and User groups adhere to facility policies.

4.1 DEFINITIONS

Damage Deposit: The set fee collected from a facility user to insure the proper use, cleaning and treatment of a rented area. This fee is set to cover any damage above and/or beyond normal room use.

4.2 GENERAL GUIDELINES

A. The Facility User forfeits the damage deposit for improper use, vandalism, and damage to equipment or the facility caused by their use.
B. The Facility User will be invoiced for the full costs incurred for material and labor to replace and/or repair damage. Facility use will be denied until full restitution is received.

4.3 DAMAGE DEPOSIT FEE SCHEDULES

A. Damage deposits are fully refundable unless damage, injury or other facility or staff related incident occurs. This will remain at the discretion of the City Council.
B. A special use fee may be required in some events/activities. This fee will be applied to cover unusual anticipated expenses, such as excessive clean-up, unusual set-up, phone usage, and/or damages associated with the user's program or events. The special user fee is payable at the time the reservation is made and will be held until it has been determined by the city if any or all of the fee was used. Any unused balance will be returned to the user and/or invoiced.
C. A damage deposit in addition to the rental fee is required as per defined under this section. This fee shall be returned within thirty days after the event if no deductions are necessary. Violation and/or failure to adhere to all guidelines may result in denial of future application for the use of the facility and forfeiture of damage deposit.

D. Meeting Room
1. A damage deposit is required two (2) weeks prior to a meeting when alcohol is being served. The damage deposit of three hundred dollars ($300) is required.
2. Damage deposits may be waived at the discretion of the City Administrator, City Clerk and/or City Council. A User group will be invoiced for any damages for the full value of the costs incurred to the Community Room for repair of the damage or associated costs depending upon the incident.

E. Community Room Banquet Use
1. Specific to the use of the Community Room with alcohol or without alcohol being served, a damage deposit of one hundred dollars ($100) is required at the time of the reservation.
2. Civic and non-profit groups will not be charged a damage deposit, however agree to pay for all damages that result from negligent usage of the facility

4.4 LIABILITY INSURANCE

A. The User shall provide proof of Liability Insurance upon request from the City of Albertville. The User shall be informed of when it is necessary to provide the insurance and the levels during the reservation process.
B. Upon request, the User shall provide a Certificate of Insurance with a minimum of $1,000,000.00 unless otherwise determined by the city's insurance agent and/or city attorney. The Certificate of Insurance shall list the City of Albertville as an additional insured.

5.0 PURPOSE

To establish procedures and policies regarding the use of security personnel for events/activities held in the City of Albertville Community Room.

5.1 DEFINITIONS

Security service: The employees of the City of Albertville and/or the Sheriff’s Department or security approved by the Sheriff, to monitor and oversee events serving alcohol being held at the Community Room.

5.2 SECURITY PERSONNEL

A. The consumption of alcoholic beverages is allowed in the Community Room in designated areas according to the procedures and guidelines of the Community Room and any applicable laws. An on duty sheriff deputy will be available for periodic building walk through during events at which alcohol is served.
B. The Sheriff’s Department reserves the right to review all applications for events at which alcohol will be served and to require additional hours of security based on the nature of the event as approved by the City Council. The additional cost for the security personnel would be incurred by the Facility User renting the Community Room.
C. City personnel will not be held responsible for gift tables or stolen items.
D. City personnel are responsible to be attentive and communicate issues dealt with during an event to the Facility User during and at the end of an event.
E. City management reserves the right to assign additional staff personnel to an event if it is deemed necessary at an additional cost to the Facility User.

5.3 FORMS

A. SECURITY AGREEMENT FORM

6.0 PURPOSE

To establish procedures and policies for catering/food and beverage service when conducted in the Community Room. To set guidelines to encourage good customer service by caterers or liquor providers. To ensure caterers and facility users assist in maintaining a clean, safe facility when preparing, serving and cleaning after their specific event.

6.1 DEFINITIONS

Catering The practice of preparing and serving food and/or beverages to a group of people.

Caterer A licensed establishment or an individual who prepares and/or serves the prepared food to the group of people.

Licensed Caterer A caterer who is licensed through the Minnesota Department of Agriculture or Minnesota Department of Health.

County Approved Caterer An individual or organization who obtains an itinerary permit from the Wright County Environmental Health Department to serve food to a group of people for public or private reasons. Licensed caterers are included in this category.

6.2 GENERAL GUIDELINES:

A. The user may arrange food service through the caterer of their choice. All caterers must receive an initial facility orientation prior to the event date. A kitchen inspection is required before arrival and after departure for each event.
B. Food may be served under the following conditions:
1. Food and beverages can only be served in the areas reserved by the User as approved in the reservation process.
2. If kitchen facilities are used, an orientation of the kitchen facility is required by caterers and/or individuals preparing the food. The orientation is to be scheduled with the City and take place no less than two (2) weeks prior to the event day.
C. It is the responsibility of the Facility User reserving the facility, or the caterer/liquor provider when applicable, to consolidate trash in wastebaskets by the end of the rental time as listed on the Application.
D. The City Council reserves the right to deny a caterer, liquor provider or entertainer approval of Community Room usage based on unsatisfactory customer service and/or failure to adhere to Community Room policies.
E. Licensed Caterers will be responsible to provide a copy of their product liability insurance upon request.
F. Public employees may not accept gratuities, tips, food, beverages or other novelties.
G. All items brought in by the Facility User must be removed from the facility by the end time stated on the Application or User may be charged. This charge will be deductible from the damage/security deposit of the Facility User. Allowances for a 24-hour pick up time with weekend events with rental of equipment when only a Monday morning pick up is possible. A request for weekend storage must be requested and be listed on the Application to avoid additional costs to store equipment/supplies. Requests for the weekend holding fee/storage will be honored based on space availability to store the requested items. This includes, and is not limited to, food left in refrigerators/freezers, decorations, signage, equipment, beverage containers, and beverages.

H. Neither the City of Albertville nor its employees can be held responsible for any items that are left at the facility by the Facility User, caterer, or liquor provider overnight or unpermitted period of time.

I. Delivery of items is to be coordinated by the Facility User. The Facility User must be available, or assign someone to meet the delivery. It is the Facility User’s responsibility to sign for all deliveries. Should the staff be put into the position of signing for the items, they are not responsible for any part missing upon delivery, identifying incorrect deliveries, nor paying C.O.D. (Cash on Delivery) charges.

6.3 REQUIREMENTS WHEN A COUNTY APPROVED CATERER IS USED

A. Private users renting the Community Room must use a county approved caterer. The private user is responsible to inform the City a minimum of one month (30 days) prior to the event day. The county approved caterer must provide a copy of their state license to the City thirty days prior to the event.
B. Public functions require a fee to obtain a Special Event License from the State Health Department (phone number 320-255-4216 and request a “Special Event License”) a minimum of two (2) weeks prior to the event day. This would be for events such as a pancake breakfast, spaghetti dinner, and like events. This license shall be posted in the rental area the day of the event so that is it visible to the general public.

6.4 CATERING/FOOD SERVICE PROCEDURES
A. Facility User of a private event may select a caterer of their choice or prepare the food themselves. If food is being served by an unlicensed person/caterer, it must be prepared at our facility. All food served here must be prepared at a licensed facility.
B. Food service arrangements for an event shall be made directly between the Facility User and the caterer of their choice. The Facility User is responsible to confirm that the caterer of their choice has completed a kitchen orientation a minimum of two (2) weeks prior to the event day unless the caterer has gone through an orientation previously.
C. The caterer or individual providing food is responsible to post their county approved license the day of the event for public functions.
D. Caterers accept full responsibility for the cleanliness of the kitchen to include properly cleaning equipment to the condition they found the equipment upon arrival to the Community Room.
E. If kitchen facilities are not cleaned properly, cleaning costs will be deducted from the Facility User's damage deposit.
F. The Caterer and Facility User are responsible to consolidate trash during and after the event accumulated due to the food service. Liquor Providers and Facility Users are responsible for consolidating trash for beverage services provided. The Facility User is responsible to consolidate trash when acting as the Caterer by providing and serving the food/beverages.

6.5 FORMS ASSOCIATED WITH FOOD/BEVERAGE

A. Environmental health food catering information.
B. Application for authorization to cater food at the Albertville Community Room.

7.0 PURPOSE

Policies and procedures to regulate the usage of alcohol/intoxicating beverages by Facility Users at a scheduled event. To establish guidelines to assure that alcohol is served in a responsible manner meeting a high quality service and to identify the liquor provider's responsibilities and necessary application process.

7.1 DEFINITIONS

Alcohol: Any and all intoxicating beverages to include, but not limited to, beer, wine, sparkling wines (champagnes) and hard liquor.

Liquor Provider: An establishment meeting the criteria of a retail on-sale intoxicating liquor license issued by the City of Albertville.

Security: A Wright County Sheriff’s Deputy who is present to secure and monitor an event/activity.

Facility User: The main contact person signing the Rental Application Form for use of the Community Room for a given amount of time.

7.2 GENERAL GUIDELINES

A. Liquor must be served by an approved liquor provider as designated through the City of Albertville.
B. Since small intimate gatherings may not require full liquor service or security, for gatherings with a limited amount of alcohol being served, the City Administrator/City Clerk has the discretion to allow alcohol for the event without a full service bar. The Wright County Sheriff’s Department will be notified of all events where alcohol is present.
C. "On-sale" allows the user to hire a licensed on-sale liquor license holder to sell alcohol for consumption within the Community Room. This is commonly called a "cash bar" or "no-host bar". The Community Room will provide a pre-approved list of on-sale liquor license holders that can be hired by the Facility User to serve and sell liquor. It is mandatory that the User purchase the alcoholic beverages from the liquor provider chosen and have the provider serve the beverages.
D. The consumption of alcoholic beverages is allowed in the Community Room in designated areas according to the procedures and guidelines of the Community Room and any applicable laws. Approved facility areas in which alcohol may be served are the Community Room. Alcohol may be served only during the specified times on the Application. Beverages must stay within the previously listed areas. This means alcohol is not allowed in the hallways or restrooms of the Community Room. It is the Facility User's responsibility to help enforce this policy.
E. No drinking of alcohol in the parking lot.
F. No alcohol may be served and/or consumed by a minor (anyone under 21 years of age) under any circumstances.
G. No alcohol may be served to a person obviously intoxicated.
H. Refer to Section 5 for detailed guidelines for Security.
I. Alcohol may not be brought into the facility except through the official licensed organization that is dispensing the intoxicating liquor except as in provision B. Violators will be asked to leave the premise.
J. Intoxicating liquor may be dispensed to persons attending a social gathering, banquet, convention, conference, meeting or social affair in the Community Room, by the holder of the on-sale intoxicating liquor license issued by the City of Albertville.
K. Beer, wine and other alcoholic beverages may be served until 9:00 p.m. on any given day. Consumption of intoxicating beverages must cease at the conclusion of the event or at 9:30 p.m.
L. The security personnel may request the liquor provider to request identification from the guest to confirm the individual is of legal age to consume intoxicating beverage.
M. The Liquor Provider is to support the policy that consumption of intoxicating beverages is allowed only in the reserved area.
N. The City Council reserves the right to deny a Liquor Provider, caterer or entertainer approval of Community Room usage based on unsatisfactory customer service and/or failure to adhere to Community Room policies or procedures or if service is completed in an unprofessional manner or inappropriate/unprofessional appearance.
O. Liquor Providers are strongly encouraged to use glasses to easily identify alcoholic from non-alcoholic beverages for security and control matters (i.e. color code, style, etc.). The security personnel should be informed of the method used to differentiate between alcoholic and non-alcoholic beverages.

7.3 LIQUOR PROVIDER APPLICATION PROCESS

A. Sale of intoxicating beverages is restricted to those individuals/companies who hold an on-sale liquor license in the City of Albertville, or adjacent city/township and are approved by the City Council.
B. The Liquor Provider is responsible to complete the following application process:
1. Procure an On-Sale Liquor License through the City Council as defined and interpreted in the city ordinance.
2. On-sale liquor licenses are renewed/approved each year by the City Council.
3. Complete the application and pay for the "Authorization to dispense intoxicating liquor in the City of Albertville Community Room". There is a $25.00 fee for Albertville (on-sale) licensees and $50.00 for adjacent cities (on-sale) licensees. Applications are accepted throughout the year.
4. Procure proper insurance.

7.4 LIQUOR PROVIDER'S RESPONSIBILITIES

A. Trained, courteous bartenders are to be provided for each event. "Cash bar" or "open bar" style of service is acceptable. Please note that the bartender, and ONLY the bartender, is to dispense alcoholic beverages and operate the bar. "Self-serve" kegs are not allowed. All alcoholic punches must be served by the hired bartender.
B. The Liquor Provider brings all necessary beverage taps, pours, cutting boards, containers to transport ice and any other accessories required to provide quality service. The Liquor Provider must provide clean containers, meeting health department standards, to transport ice. The Liquor Provider is responsible to thoroughly clean the portable beverage bar and dispense unused ice down the sinks. Buckets, rags and soap for this purpose are provided.
C. Liquor Providers are expected to remove trash and supplies in bar area and consolidate trash from the beverage services during and upon closing the bar/services.
D. All equipment and product brought to the facility or arranged by the Liquor Provider for the event shall be removed from the facility the same event date. The City of Albertville or its employees are not responsible for items that are left in the facility.
E. Linens and table skirts are not provided.
F. The facility is a smoke-free and tobacco free facility.

7.5 FORMS AND DOCUMENTS

A. Application for City - Community Room On-Sale Liquor Licenses.
B. List of liquor approved providers.

CITY OF ALBERTVILLE
COUNTY OF WRIGHT
STATE OF MINNESOTA

RESOLUTION NO. 2007-03

RESOLUTION SETTING RENTAL FEES FOR VARIOUS
BUILDINGS WITHIN THE CITY OF ALBERTVILLE

WHEREAS, the Albertville City Council sets the following fees by resolution, effective upon the date of passage of this resolution:

Exhibit A - attached – 2007 Rental Fee Schedule

Adopted by the City Council of the City of Albertville this 2nd day of January 2007.


Exhibit A – 2007 Rental Fee Schedule

CENTRAL PARK SHELTER
RENTER DAYS RESIDENT NON-RESIDENT
Private Business Monday - Thursday $50 per half day
$100 per day,
plus sales tax $125 per half day,
$250 per day,
plus sales tax
Private Business Friday - Sunday $50 per half day
$100 per day,
plus sales tax $125 per half day,
$250 per day,
plus sales tax
Civic Organizations or Non-Profit Groups Same as Above Once a month free then 50% off above rate

CONFERENCE ROOM (SEATING FOR 8-12) {East or West}
RENTER DAYS RESIDENT (2 HR MIN) NON-RESIDENT
(2 HR MIN)
Private Business Monday - Thursday $10 per hour
plus sales tax $20 per hour plus sales tax
Private Business Friday - Sunday $15 per hour
plus sales tax $30 per hour
plus sales tax
Civic Organizations or Non-Profit Groups Same as Above Once a month free then 50% off above rate

MULTI-PURPOSE ROOM (SEATING FOR 12-50)
RENTER DAYS RESIDENT (4 HRS) NON-RESIDENT (4 HRS)
Private Business Monday - Thursday $75 per event
plus sales tax $110 per event
plus sales tax
Private Business Friday - Sunday $125 per event
plus sales tax $200 per day
plus sales tax
Civic Organizations or Non-Profit Groups Same as Above Once a month free then 50% off above rate

UPSTAIRS (SEATING FOR 12-50)
RENTER DAYS RESIDENT (4 HRS) NON-RESIDENT (4 HRS)
Private Business Monday - Thursday $50 per event
plus sales tax $75 per event
plus sales tax
Private Business Friday - Sunday $100 per event
plus sales tax $150 per day
plus sales tax
Civic Organizations or Non-Profit Groups Same as Above Once a month free then 50% off above rate

FULL COMMUNITY ROOM (SEATING FOR 50-100)
{Council Chamber and Multi-purpose Room}
RENTER DAYS RESIDENT (4 HRS) NON-RESIDENT (4 HRS)
Private Business Monday - Thursday $125 per event
plus sales tax $200 per event
plus sales tax
Private Business Friday - Sunday $200 per event
plus sales tax $300 per event
plus sales tax
Civic Organizations or Non-Profit Groups Same as Above Once a month free then 50% off above rate

Kitchen Same as Above $50 per event
plus sales tax $75 per event
plus sales tax

OTHER AMENITIES
RENTAL EQUIPMENT RESIDENT NON-RESIDENT
AV Cart $10 plus sales tax $15 plus sales tax
Coffee To be determined To be determined


Damage Deposit on all private and business rentals is $100.
Civic and non-profit organizations are required to clean the facility prior to leaving, leaving the area in the same or in a better condition than found.

Welcome / About Albertville / News & Events / City Hall / Business and Economic Development / New Resident Info / Site Index
Please Contact Albertville with any comments, questions, or suggestions.