City Building Use Policy

POLICY ESTABLISHING GUIDELINES, FEE SCHEDULES, SECURITY DEPOSIT, & BUILDING USAGE PARAMETERS FOR CITY OF MOUNTAIN IRON RENTAL BUILDINGS
PURPOSE
The Mountain Iron Community Center, Senior Center, Library Club Room and Nichols Town Hall (hereafter referred to as City of Mountain Iron Rental Buildings) were all designed, constructed and financed principally with public funds to serve as multi-purpose activity centers for the general public. Since public funds made these facilities possible, the public is encouraged to use the City of Mountain Iron Rental Buildings. The following guidelines are official City Policy designed to promote orderly and harmonious use of these public facilities.
USAGE
The City of Mountain Iron Rental Buildings are available for public meeting purposes such as, but not limited to, municipally orientated groups such as City Councils, Boards/Commissions, Council sponsored committee/focus groups, or other municipal related activities. The City of Mountain Iron City Council, Boards and Commissions and City Events shall have first priority in using the City of Mountain Iron Rental Buildings. The City of Mountain Iron Rental Buildings will also be available for other public and private meetings across the broad spectrum of civic related activities including but not inclusive of, religious, service, social, fraternal, or other non-profit organizations whose membership provide service and support to the community at large. Additionally, the City of Mountain Iron Rental Buildings will be available for private parties, weddings, reunions, chamber business meetings, and certain other non-profit enterprises like benefits, banquets, fund raisers, sports shows, home shows, festivals, dances, etc. providing these functions do not interfere with City business. NO rummage sales, flea markets, “used goods” or “second hand” sales are allowed at the Community Center, Senior Center or Library Club Room. NO sub-contracting of any rented area of the building or renting space FOR PROFIT is allowed. NO Wholesale or Retail Enterprises or “Home-Based” Businesses are allowed to use the buildings for profit. The Nichols Town Hall is the only City building allowing rummage sales for personal profit. Applicants are allowed to use the Nichols Town Hall only once during the year for profit. Use of the lobby area in the Community Center must be approved by City Staff and should be limited so as not to disturb City operations during business hours. Inquire at the office for specific details.

AVAILABILITY
The City of Mountain Iron Rental Buildings have been constructed to be multi use. Portions of, or the entire facility are generally available Sunday through Saturday from 7:30 a.m. until 12:00 a.m., Cleanup is allowed until 1:00 a.m. Permission may be granted by the City Administrator’s Office for variation from this schedule. Reservations may be made up to 18 months in advance of the event.

RULES AND REGULATIONS
Any group or organization using the City of Mountain Iron Rental Buildings for the purpose of convening a public meeting must conform to the Open Meeting Law requirements pursuant to State of Minnesota Statutes. No group or individual(s) shall be discriminated against with respect to use of City of Mountain Iron Rental Buildings because of race, color, religion, sex, national origin, physical condition, or age; providing however, that in some cases residents of the City of Mountain Iron shall be given preference. The City of Mountain Iron reserves the right to refuse rental to any person or group. The facilities are available to any individual at the age of 21 or older at the time of the application.

The City of Mountain Iron assumes no liability for loss, theft, damage, injury or illness incurred by the users of the City of Mountain Iron Rental Buildings. Pursuant to the Minnesota Clean Indoor Air Act smoking is prohibited in any City of Mountain Iron building.


While use of decorations is allowed, use of tacks, nails, or staples for hanging any decoration is not allowed on any wall surface. Masking tape is the only acceptable means of securing decorations. Use of “scotch tape” is prohibited, along with other sticky substances that would mar or mark the surface. Decorations of any kind are prohibited from hanging from the ceiling or lights of the facility.

The applicant is responsible for providing access to decorators, caterers, musicians, or delivery people into the building. During business hours, these people must inform the City Administrator’s office prior to any work being done in the building so they will understand the rules concerning City buildings usage. After business hours, the City is not responsible if these people are still in the building.

Candles must be contained in a drip-proof holder so the wax will not be able to fall onto the tables, chairs or floor.

The use of ladders, of any kind, is prohibited inside or outside of City buildings unless approved by the City Administrator. A copy of the Certificate of Insurance must be provided listing the City as additionally insured according to the Subcontractors Insurance Policy. The Subcontractors Policy will be provided upon request.

The City of Mountain Iron will not be responsible for any losses/problems due to unforeseen equipment failure or power outages that occur when the building is rented.

Any individual, group or organization shall utilize City supplied cleaning supplies and be responsible for cleanup and closure activities including:

• Applicants of the Community Center are to provide a diagram and discuss set-up requirements at least one week prior to the event. The other City rental buildings have standard set-ups that can be changed by the applicant, but must be returned to the standard position after use. The City requires that City Staff perform the set-up and take down of tables and chairs at the Community Center. The City will return them to the storage area.
• Outside entrance doors MUST BE KEPT CLOSED so the heating & cooling system will work properly and insects are kept out of the building. Failure to do so may result in forfeiture of your deposit.
• Interior doors to the rental rooms are to remain closed during business hours.
• Loading and unloading is to be done at the Main Entrance only. Caterer’s may use the kitchen entrance but can not leave the door open. The Sheriff’s entrance can not be used, per Sheriff’s orders.
• The kitchen area must be cleaned thoroughly. Hot water, soap and cloths are provided to do a good job. Clean sinks, stoves, refrigerators and counter tops. Remove all personal items, including leftovers, before leaving.
• Sweeping of areas used is required. Mopping is not required and will be done by the City staff.
• Washing, with provided cleaning solution, all tables and any chairs that have spillage of any kind-on them.
• Wash and store all dishes, cups, glasses, silverware and cooking equipment in their appropriate place.
• Remove all decorations and dispose of all garbage in the dumpster located outside, near the building. All decoration, including contractor items, must be removed when you leave the building unless prior arrangements have been made with the City Administrator.
• Building users are required to empty all trash receptacles and place all bagged trash into the black dumpster located outside of the building.
• Driving on the patio or lawn at the Community Center is strictly prohibited.
• Use of building equipment (chairs, tables, etc.) off of City property is strictly prohibited. NO tables or chairs are allowed outside of the building.
• Close all windows that have been opened.


• Double check to see that all lights, ovens, and stoves are turned off and that all doors are locked.
• Return keys to the Administrator’s Office located at the Mountain Iron City Hall during normal business hours or keys may be placed in the City’s utility bill payment boxes.
• Report, repair, or replace any damage of facilities or loss of equipment within 24 hours of activity.
• All applicants using the Community Center kitchen must meet with the City’s maintenance person prior to kitchen use.

A complete inspection of the City of Mountain Iron Rental Buildings will be done the next day or as soon as possible to determine if everything is in order. Any damage or repairs needed over and above the security deposit will be charged to the applicant at the actual cost of the repair. If everything is in its place and no damage occurred, your security deposit will be returned AFTER THE CITY COUNCIL HAS APPROVED THE REIMBURSEMENT usually within two or three weeks.

LIQUOR AND INSURANCE
Pursuant to Minnesota Liquor Law Statutes, use of alcoholic beverages is permitted under certain circumstances, providing all licenses, insurance and indemnification clauses are provided for by the user. Those seeking the use of intoxicating beverages are required to contact the City Administrator’s Office at least one month prior to the event.

The City of Mountain Iron reserves the right to require the use of security, at the expense of the applicant, at any event where alcohol is served or at any event where the City Administratorl feels it is appropriate.

The holder of a retail on-sale intoxicating liquor license may dispense intoxicating liquor at a social affair held in the City buildings ONLY with the City Council’s permission. The applicant and license holder must request permission at least one month prior to the social affair scheduled and the license holder must provide the City Administrator’s office with a copy of their liquor license and appropriate insurance.

Proof of liability insurance will be required for any event serving alcoholic beverages. A current copy of the applicants Homeowners Policy or Rental Policy must be provided to the City at least two weeks prior to the event. A minimum amount of $100,000.00 in general liability insurance is required.

NO proof of liability insurance is required if you DO NOT sell or serve any alcohol.

If holding a class reunion, or other group events, a general liability insurance policy of $300,000.00 must be obtained.

The City or Mountain Iron reserves the right to require a City approved overseer; to oversee any event within a facility covered by this policy at the applicant’s expense.

The City Administrator is authorized by the City Council to schedule and control the use of the City of Mountain Iron Rental Buildings in accordance with this policy, including rental charges to help defray operational expenses for non-governmental use at any time.

Any overtime required/incurred for a non-city related problem will be billed to the applicant at the actual cost.

The City of Mountain Iron shall deny the use of any of the facilities to any individual, group or organization that is not current with any payments due the City of Mountain Iron, including utility payments.

Failure to comply with guidelines or rules established by the City Council regulating the use of public facilities would be cause for the forfeiture of future use privileges.



APPLICATION PROCEDURE
1. Use of the City of Mountain Iron Rental Buildings will be handled so far as possible on a first come, first serve basis with preference given to City of Mountain Iron government entities.
2. Informal reservations will be accepted by telephone or email. In order to complete and guarantee the reservation, a completed application for use of a building must be received and the security deposit and fees paid within ONE WEEK of making the informal reservation. If a written application is not received, the reservation will be cancelled.
3. Application forms may be obtained from the Administrator’s office staff during normal office hours, printed from the City’s website – www.mtniron.com or be mailed to the applicant upon request.
4. The Applicants signing the hold harmless agreement is responsible for the building. Resident may not apply for a non-resident for the benefit of a lower rental rate. The applicant must be a part of the event being held.
5. Application blanks shall be fully completed by the requesting individual or organization and returned to the Administrator’s office at least ONE MONTH prior to the scheduled use with the exception of unforeseen circumstances (i.e funerals etc.). Those seeking the use of intoxicating beverages are required to contact the City Administrator’s Office at least ONE MONTH prior to the event.
6. The purpose of the sponsoring organization’s, group's or individual's program shall be accurately described when a reservation is requested. Any advertising or publicity shall clearly state the purpose of the program. Non-profit organizations must provide their tax ID number on the application.
7. The applicant must contact the Administrator’s office staff, to arrange entrance into the facility (pickup the key), during normal business hours the day of the reservation or by 2:00 P.M. on Friday if the use is on a Saturday or Sunday.
8. The City of Mountain Iron Rental Building policy for the Community Center requires a three day rental for wedding receptions to allow for set-up the day before and clean-up the day after the event.

The Administrator's Office Staff will advise the requesting applicant of the status of their application request as soon as possible by sending them an approved/not approved copy of the application.

A security deposit fee and current fees are required at the time of application by the applicant. The security deposit will be returned to the applicant only. All fees must be paid during regular business hours to the City Administrator's office staff, City Hall, Mountain Iron, Minnesota. Unless there are extenuating circumstances, decided by the City Administrator, cancellation must be made two weeks in advance of the event or your security deposit will be forfeited.

The security deposit will be held by the City and returned upon satisfactory inspection of the premises and inventory checklist. The security deposit covers any physical, structural, or other related damages to the facility itself; it does not cover theft of equipment (i.e. tables, chairs, kitchen inventory, memorabilia, etc.). The City of Mountain Iron does retain the right to file a claim beyond the security deposit in order to recover or replace these items.

Click Here For Application

FEE SCHEDULES:

SENIOR CENTER Resident
No-Kitchen
Resident
Kitchen
Non-Resident
No-Kitchen
Non-Resident
Kitchen
Security
Deposit
Individuals/Groups$ 25.00 $ 50.00$ 50.00 $ 100.00$ 100.00
Non-Profit or Fundraisers$ 25.00 $ 50.00$ 50.00 $ 100.00$ 100.00
For-Profit Businesses$ 50.00 $ 100.00$ 100.00 $ 200.00$ 100.00


NICHOLS TOWN HALL Resident
No-Kitchen
Resident
Kitchen
Non-Resident
No-Kitchen
Non-Resident
Kitchen
Security
Deposit
Individuals/Groups Non-revenue GeneratingN/A $ 25.00N/A $ 70.00$ 100.00
Individuals/Groups Revenue GeneratingN/A $ 70.00N/A $ 120.00$ 100.00
Non-Profit or FundraisersN/A $ 40.00N/A $ 70.00$ 100.00
For-Profit BusinessesN/A $ 70.00N/A $ 120.00$ 100.00


COMMUNITY CENTER WACOOTA or IROQUOIS ROOM Resident
No-Kitchen
Resident
Kitchen
Non-Resident
No-Kitchen
Non-Resident
Kitchen
Security
Deposit
Individuals/Groups$ 25.00 $ 75.00$ 50.00 $ 125.00$ 200.00
Non-Profit or Fundraisers$ 25.00 $ 75.00$ 50.00 $ 125.00$ 200.00
For-Profit Businesses$ 50.00 $ 125.00$ 100.00 $ 225.00$ 200.00


COMMUNITY CENTER WACOOTA & IROQUOIS
(Booth Rooms)
Resident
No-Kitchen
Resident
Kitchen
Non-Resident
No-Kitchen
Non-Resident
Kitchen
Security
Deposit
Individuals/Groups$ 50.00 $ 125.00$ 100.00 $ 225.00$ 200.00
Non-Profit or Fundraisers$ 50.00 $ 125.00$ 100.00 $ 225.00$ 200.00
For-Profit Businesses$ 150.00 $ 275.00$ 250.00 $ 325.00$ 200.00


COMMUNITY CENTER MOUNTAIN ROOM (c.c. CHAMBERS) or MESABI ROOM Resident
No-Kitchen
Resident
Kitchen
Non-Resident
No-Kitchen
Non-Resident
Kitchen
Security
Deposit
Individuals/Groups$ 25.00 N/A$ 50.00 N/A$ 200.00
Non-Profit or Fundraisers$ 25.00 N/A$ 50.00 N/A$ 200.00
For-Profit Businesses$ 50.00 N/A$ 100.00 N/A$ 200.00


LIBRARY CLUB ROOM Resident
No-Kitchen
Resident
Kitchen
Non-Resident
No-Kitchen
Non-Resident
Kitchen
Security
Deposit
Individuals/Groups$ 10.00 N/A$ 25.00 N/A$ 100.00
Non-Profit or Fundraisers$ 10.00 N/A$ 25.00 N/A$ 100.00
For-Profit Businesses$ 25.00 N/A$ 50.00 N/A$ 100.00