Agenda - Council - 02/14/2023 - Laserfiche WebLink

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2) Additional Fees: After-hour/weekend hourly Fees: After hour and weekend use will be approved at the discretion of the Building Maintenance Supervisor, and must be approved in advance of fourteen (14) days prior to event. For more information, please contact the Building Maintenance Supervisor at 763-433-9$15• Coffee Service: Coffee service is available in the Alexander Ramsey Room and Lake Itasca Room. The fee for use is set annually by City Council resolution. Coffee must be purchased from the City for use in the coffee service. Outside percolators, coffee pots, or similar equipment may not be brought in for use in the meeting rooms. No storage of equipment is allowed in the meeting rooms or kitchens by outside groups. Damage Deposits: A refundable damage deposit will be charged to all groups using the City's conference rooms. Damage deposits are due at the time of reservation. Full payment for the reservation fee is due two (2) weeks prior to the event. If reservations are made less than two weeks in advance of the event, full payment is due at the time of the reservation. If payment is not received at the time the reservation is made or two weeks prior to the event, whichever is later, the reservation will be canceled and any damage deposits will be refunded. Damage Deposit Policy: If an organization has recurring meetings and meets four (4) or more times per year in the same or similar room, one damage deposit can be submitted for all meetings. Deposits may be kept for up to three (3) years, after which time a new deposit is required and the prior deposit will be refunded. If any organization meets three (3) times per year or less, individual damage deposits will be required per each rental date. The need for additional cleaning or other maintenance could result in the City's retention of all or a part of the damage deposit. Damage deposits are not held. If a deposit is made by check, they are deposited and a check from the City is issued at the time of refund. The deposit will be refunded upon satisfactory inspection of the condition of the facility. To ensure the return of the full deposit, please complete the following: • General clean-up of the room and wiping down tables is the group's responsibility. Please be courteous that the room is in clean condition for the following renter. • All trash and recycling should be thrown away in the correct bins. • Remove all banners, tape, balloons and signage used during your reservation. • Put back chairs and tables as they were when you arrived. • Ensure that no damage or vandalism occurs in the room during your reservation. PRIORITY OF USE: The need to conduct City business takes precedence over any reservation. Reservations will be rescheduled, if possible, or refunded if City business replaces the said reservation. All remaining reservations will be accepted on a first -come, first -serve basis upon receiving a completed application and payment. 4 CITY OF RAMSEY MUNICIPAL CENTER CONFERENCE ROOM RENTAL POLICY