City Hall & Memorial Building Rental
Effective January 1, 2023, there will be changes to the City Hall/Memorial Building rental fee structure and policies. Please read the Informational Letter below to learn about the changes.
1. City/Government Affiliated Organizations: Organizations that operate through taxable means; including but not limited to: Kindred City Council, Planning & Zoning, Renaissance Zone, Park Board, Library Board, Fire Department, local township boards. These organizations will still have to schedule/reserve a date & time with the City Hall Office, but there is no fee or deposit required.
2. Community Partner: Local civic, youth, religious groups; non-profit, tax-exempt (preferred but not required); including but not limited to senior citizens club, wildlife club, boy/girl scouts, school-related groups/clubs, youth groups, churches.
3. Private Groups: Private parties, businesses, and groups not otherwise defined; including, but not limited to: benefits, vendor fairs, dances, businesses, for-profit groups, graduations, weddings, receptions, birthdays.
FACILITY USE POLICIES & PROCEDURES:
1. BUILDING INFORMATION
□ The Memorial Building and City Hall both have large meeting spaces available to accommodate groups of approximately 115 and 65 people, respectively.
□ Both facilities have A) tables & chairs available to use; B) kitchen area (refrigerator/freezer, sink, stove/oven, counter space, some kitchen utensils); C) restroom access; D) free wireless internet access; and, E) air conditioning.
2. GENERAL POLICIES
□ Any person at least 21 years of age or any organized group may submit an application to reserve city facilities.
□ All applications and special use requests are subject to review and approval by City Council and/or City Hall staff. Use Agreements are not transferable.
□ The responsible party shall incur all costs and be responsible for damages and liability. The responsible party will also receive any refund checks after the facility that was rented is inspected following the event.
□ Any event or activity to be attended by a majority of persons less than 21 years of age are required to have one (1) responsible adult over the age of 21 in attendance for every ten (10) persons under age 21. The responsible adult is to be present at the facility during the entirety of the event.
□ All events must be completed by 1:00 a.m. The city of Kindred noise ordinance, which, in part, restricts most noise after 11:00 p.m., prohibits any loud noise that may disturb residents of the community. The responsible party should ensure that all noise and curfew ordinances are followed and remind all to be courteous of those who live in close proximity to the Memorial Building and/or City Hall. The responsible party present during events should periodically monitor outside activity to assure compliance.
□ The Memorial Building and City Hall are smoke-free buildings. Smoking is NOT allowed inside. The designated smoking area is located outside. It is a class B misdemeanor for a minor (under 21) to smoke, use, or possess cigarette and tobacco products.
□ Animals are not allowed inside the facility without pre-arranged agreement. Registered service animals are allowed with proper documentation.
3. RENTAL APPLICATION FORMS & CONFIRMATION
□ Rental Application: A Rental Application must be completed by any private party or Community Partner to use facilities. The deposit fee of $100.00 must be paid at the time the rental application is submitted to secure your reservation.
□ Community Partner Application: To apply to become a Community Partner, the responsible party/organization must complete a Community Partner Application to be reviewed by a Council Member. Membership is $50/year and is valid January 1 through December 31. Community Partners are still required to pay a $100.00 refundable deposit for each reservation form (you can list multiple dates on one reservation form, but the deposit only covers the dates for EACH reservation form).
□ Initial Inspection/Cleanup/Closing Checklist: The checklist provides a handy reference for cleanup responsibilities. This checklist should be completed and returned with the key during City Hall Office hours or can be deposited in the after hours dropbox to the left of City Hall front door.
□ Alcohol Waiver/Acceptance of Liability: If you are having a private, invite-only event AND plan on having alcohol present, you need to complete an Alcohol Waiver/Acceptance of Liability form (page 2 of this document).
□ Special Off-Site Event Permit Application: If you are having a public event AND plan on having alcohol present, the liquor license holder/establishment needs to complete an Special Off-Site Event Permit Application, which is then presented at a City Council meeting for approval. Contact the City Auditor with questions or for an application.
4. FOOD/ALCOHOLIC BEVERAGES
□ Food is allowed in both City Hall and the Memorial Building.
□ Alcoholic Beverages:
1. Any event (public or private) that includes the SALE of alcohol requires a City of Kindred On-Sale Liquor License holder to serve/sell any alcohol. The license holder must apply for a Special Off-Site Event Permit Application.
2. Alcohol shall NOT be consumed outside the building.
5. RENTAL DEPOSIT & CHARGES; RENTAL GROUP DEFINITIONS
□ Group Definitions & Fee Structure:
1. City/Government Affiliated Organizations: Organizations that operate through taxable means; including, but not limited to: Kindred City Council, Planning & Zoning, Renaissance Zone, Park Board,
Library Board, Fire Department, local township boards. These organizations are required to schedule/reserve a date & time with the City Hall Office, but there is no fee or deposit required.
2. Community Partner: local civic, youth, religious groups; non-profit, tax-exempt (preferred, but not required); including but not limited to senior citizens club, wildlife club, boy/girl scouts, school-related groups/clubs, youth groups, churches.
3. Private Groups: private parties and groups not otherwise defined; examples including, but not limited to: benefits, vendor fairs, dances, businesses, for-profit groups, graduations, weddings, receptions, birthdays.
6. SET UP/DECORATING/CLEAN UP
□ Various groups use the MB/CH throughout each week. City staff inspects the building and supplies on a regular basis to ensure that facilities are kept in a clean, orderly, and safe environment.
□ It is important that you conduct a check of the building PRIOR to and IMMEDIATELY FOLLOWING your event. It is expected that the equipment and building will be left in as good or better condition.
□ SET UP & CLEANUP MUST BE COMPLETED WITHIN THE DATE/TIMEFRAME LISTED ON THE APPLICATION. Cleanup is IMMEDIATELY FOLLOWING the event, not the next day (unless specifically approved by Staff).
□ Applicant is responsible for ALL set up and clean up.
□ Cleaning supplies/amenities are provided (vacuum, broom, mop & bucket, shovels, paper towels, toilet paper, wash cloths, soap, cleaning solutions, etc).
□ An Initial Inspection/Cleanup/Closing Checklist is provided with each application and posted at the Memorial Building and City Hall for your reference.
□ Decorations may be put up with scotch/masking tape, tacking putty or other product approved by City Hall staff. No staples, duct tape, nails, or tacks are to be used in the Memorial Building & City Hall.
7. LIABILITY STATEMENT
□ The City of Kindred, its trustees, agents, officers, and employees assume no responsibility for the person or property of anyone using the Memorial Building and/or City Hall. The responsible party named above shall remove all personal items and property brought into the center at the conclusion of the function unless prior arrangements have been made with the City. The responsible party and all guests will be responsible for compliance and adherence to the City of Kindred Memorial Building and/or City Hall Facility Use Policies and Procedures and all specifications of the rental agreement.
In consideration of the use of the Memorial Building and/or City Hall, the reserving responsible party agrees to indemnify the City of Kindred, its trustees, officers, agents, and employees and hold them harmless from and against any and all liability, damage, expense, cause of action, suits, claims or judgments arising from or related to injury to persons or property occurring in or about the premises and upon the adjoining sidewalks, streets or ways which may arise from the City of Kindred’s ownership and management of the premises, or from any action or omission of the reserving responsible party, its agents, employees, guests, or licensees, or from any cause whatsoever.
8. RIGHT TO REFUSE
□ The City of Kindred reserves the right to refuse to rent to any party violating the terms of this agreement, policies, or procedures. Any violation of these policies/procedures laid out in this document will subject the renter to forfeiting their deposit.