PALMER TOWNSHIP HALL

RENTAL POLICY

Definitions: For the purposes of this policy, the following terms shall have the meaning given

them in this section.

Alcohol: “Alcohol” means wine, beer, liquor, and any other beverage containing more

than one-half of one percent alcohol by volume.

Event: “Event” means the entire period for which a Renter has rented the Hall, including

any permitted set-up or clean-up periods.

Grounds: “Grounds” means the land immediately adjacent to and surrounding the Hall

that is owned or leased by the Town.

Guests: “Guests” means those who attend the event.

Hall: “Hall” means Palmer Township Hall building located at 4180 – 105th Ave, Clear

Lake, MN

Rental Application: “Rental Application” means the form developed by the Town to be

completed and submitted to the Town by proposed Renters to seek permission to rent the

Hall.

Rental Request: “Rental Request” means the submission of a completed Rental

Application by a proposed Renter seeking permission from the Town to rent the Hall.

Renter: means the person, corporation, entity that submits a Rental Application to rent

the Hall. 

Town: “Town” means Palmer Township, Sherburne County, Minnesota and any

references to action or approvals by the Town are to its Town Board of Supervisors.

Applicability: This policy applies to the indoor space of the Hall’s kitchen, meeting area, and

bathrooms next to the meeting room, which must be used according to this policy. Any other use

or use of space in the Hall or connected to the Hall is not included in this policy, such as the

Library, Sheriff’s Department or Fire Department. The outdoor space of the Hall may only be

used according to this policy.

Renters Bound by Policy: Rental of the Hall constitutes Renter’s acceptance of the terms and

conditions of this policy. The Renter assumes full responsibility for any damage caused in

connection with the Event and for the actions of those who attend the Event. If a corporation or

entity is renting the Hall, an officer or agent of the corporation or entity must be designated on

the application as the responsible person for the rental; though doing so does not limit the

liability of the corporation or entity for the rental or what occurs during the Event.

Rental Request:

Process: All rental requests must be made on the application form provided by the Town

and shall be delivered to the Town Clerk. All rental requests must be made at least 45

days before the proposed Event. When a completed rental application is received, the

Town will notify the Renter of whether the request is approved. All approvals are subject

to and conditioned upon: the payment of all required rental fees and a  damage deposit;

any modifications, limitations, or additional requirements indicated

on the Rental Application; and compliance with all provisions of this policy and any

other applicable rules or regulations.

Priority: The Hall is available to rent on a first come, first serve basis.

Obtaining: Beginning on January 1 st of each calendar year, the Hall will be available to

reserve a date for rental.

Rental Hours: The rental hours for a particular Event shall be as indicated by the Town

on the Rental Application form and approved by the Town. The Town may approve

additional hours to set-up for, and clean-up after the Event. The Renter and all attendees

must vacate the Hall by the end of the rental hours, except that the Town may approve

specific additional hours a Renter may use to clean the Hall after the Event.

Sublet or Transfer: A Renter may not sublet the Hall, nor may the application or rental

privileges be transferred or assigned.

Holidays: Individuals or businesses/organizations cannot reserve the Hall on the

following holidays for two consecutive years:

 New Year’s Day

 Easter

 July 4 th

 Thanksgiving

 Christmas Eve

 Christmas Day

Cancellation: Approved rental requests may be cancelled as provided in this section.

Application fees are non-refundable and will not be returned if a rental request is cancelled,

except as provided by this section.

By Town: The Town may cancel any approved rental request in any of the

following circumstances:

1) at any time if the Renter fails to comply with any conditions imposed by the

Town on the rental including, but not limited to, failing to file the

required damage deposit within the time set, failing to pay the rental fee in full by

the time set, failing to provide for security by a law enforcement when

required;

2) for any reason if the Town provides notice of cancellation to the

Renter at least 30 days before the Event; or

3) at any time for reasons beyond the Town’s control, such in case of emergency,

unsafe environmental or health conditions, or the interruption of utility service.

If the Town cancels a rental request after it has been approved, except for Rental’s failure

to provide payment, proof of insurance, or to comply with any other conditions imposed

on the request within the time set, it will return any rental fees and damage deposit paid

by the Renter. Renter acknowledges and agrees that the Town shall not be liable

for any claims of disruption, loss, or damage resulting from the Town’s

cancellation of a rental request as provided in this section.

By Renter: A renter may cancel a rental request up to 14 days before the Event. The

Town will return any rental fees and damage deposit paid by the Renter. A Renter

cancelling a rental request within 14 days of the Event forfeits all rental fees paid the

Town, but the Town will return the damage deposit if one was paid.

Number of Rentals: No individual or organization may rent the Hall more than two times per

calendar month. This limitation on rentals does not apply to governmental organizations.

Rental Fees: The following rental fees apply to the

rental of the Hall and must be paid to the Town at least 14 days before the Event. Rental fees are

not refundable, except that any unused portion of the damage deposit will be returned to the

Renter within 21 days after the day of the Event.

Non Resident         Township           Governmental               Non - Resident                             Resident

                                Resident                  Unit                       Business/Organization            Business/ Organization

$150.00                   $35.00 for               $0.00                          $500.00                               Suggested Donation

                               half of a day 

                                    rental

                                $75.00 for

                                whole day

                                   rental 

* If a business or organization is renting the Hall, it will be considered a “resident” if

majority of its members are residents of the Town.

Due: The rental fee is due within five (5) days of making the reservation or the

reservation will be forfeited.

Renter Category: If it is determined that a resident is renting the Hall for a

business/organization, that rental reservation will be forfeited and cancelled.

Damage Deposit: The Town requires a Renter to post a damage deposit with the Town at

least 14 days before the date of the Event. This must be payable by a separate check. The Renter

is responsible for all damages caused to the Hall or Grounds during the Event. The Town

Board may deduct from the damage deposit any repair and cleanup costs it incurs to return the

Hall to the same condition it was prior to the rental. Any unused portion of a damage deposit will

be returned to the Renter within 21 days of the day of the rental.  If the costs to clean and repair the 

Hall exceed the amount of the damage deposit

posted, the Renter shall be responsible for reimbursing the Town for all costs the Town incurs

to clean and repair the Hall, including all collection costs. The Town will provide the Renter a

bill containing an itemized list of the costs incurred to clean and repair the Hall that is due and

payable upon receipt. An organization renting the Hall on a reoccurring basis may be allowed to

post a one (1) damage deposit, at the Town’s discretion. 

Non Resident        Township                 Governmental             Non - Resident                           Resident

                               Resident                         Unit                Business/Organization             Business/ Organization

$50.00                      $50.00                       $0.00                         $100.00                              $100.00 

* If a business or organization is renting the Hall, it will be considered a “resident” if

majority of its members are residents of the Town.

Use of the Hall: The Renter and Guests must comply with all of the following: 

Set-up and Decorations: The Town may allow the Renter to enter the Hall before the

rental hours in order to set-up or decorate for the Event at the Town’s discretion.

Decorations may not be affixed to the Hall in any way that damages the Hall.

Confetti, birdseed, rice, or other like items are prohibited.

Capacity: The Hall’s capacity for guests is 105 people.

Sound Levels: Sound levels must be controlled so as to not cause damage to the Hall or

to unreasonably disturb neighbors.

Disorderly Conduct: Disorderly conduct of any kind is prohibited and any persons

engaging in disorderly conduct are subject to being ejected. The Renter shall be solely

responsible for supervising the conduct of those who attend the Event and is financially

responsible for any damaged caused. 

Alcohol: No liquor, wine, or beer shall be sold or otherwise exchanged for compensation

in connection with the use of the Hall. If alcohol is to be consumed the Renter must

indicate that fact on the Rental Application and provide proof of insurance along with the

Rental Application.

Security: The Town may require the Renter to have a licensed law enforcement officer

present during the Event to provide security and to help enforce the provisions of this

policy at the Town’s discretion. The Renter will be responsible for making all

arrangements to secure the services of a licensed law enforcement officer, paying for the

service, and for providing the person a copy of this policy.

Gambling: Gambling of any nature or manner is prohibited.

Smoking: The Hall is a smoke-free building and smoking of any kind is prohibited in the

Hall and within 30 feet of the Hall.

Open Flames: Open flames of any kind are prohibited in the Hall.

Parking: Guests may not park on the lawn or in any way that causes damage to the

grounds or that interferes with traffic or safety.

Charging Admission: The Renter may not charge admission for the Event, unless

approved by the Town Board.

Safety: No furniture, decorations, or other items may be placed in such a way as to block

the exits. The Renter is responsible for assuring the Hall does not become overcrowded.

No open flames, sparklers, or any fireworks are permitted in the Hall or on the grounds.

Cameras: Camera are installed on the premises of the Hall for security purposes. No

cameras shall be covered, altered, or moved in any way at any time.

Outdoor Grounds: The Hall’s outdoor grounds may be used for games. No signage,

decorations, shelters, or any other object may be affixed or placed on the outdoor grounds

without prior written consent of the Town.

Indoor Space: The indoor space of the Hall’s kitchen, meeting area, and bathrooms next

to the meeting room may be used may be used for the Event. The Renter may use the

tables and chairs available at the Hall and the kitchen supplies provided at the Hall.

Technology: The Hall has a projector for the Renter to use.

Clean-up: The Renter is responsible for cleaning the Hall and must return the Hall to at

least the same condition it was in before the rental.

Storage: The Renter may not store or keep items at the Hall outside the “Rental Hours”

indicated on the Rental Application, except without written consent of the Town.

Business: The Hall may not be used as a principal place of business or any Renter, other

than the Town.

Mail/Mailboxes: Individuals or organizations/businesses may only have mail delivered

to the Hall after the Town’s approval. There is an additional $25.00 fee per month for

mail to be delivered to the Hall. Individuals or organizations/businesses wishing to install

a mailbox on the outdoor grounds of the Hall must pay for the installation, upkeep, and

maintenance of the mailbox and may only install the mailbox after Town approval.

Assumption of Responsibility: The Renter assumes full responsibility for the appropriate

conduct of all the group members and Guests at the Hall during rental hours. The Renter also

assumes full responsibility for any loss, breakage, or damage caused to the Hall, the Hall

contents, or to the Grounds. The Town is not liable for any loss, damage, injury or illness

suffered during the use of the Hall by the Renter or the Guests. The Town is not responsible for

any items that are left at the Hall by the Renter or the Guests.

Indemnification: The Renter agrees to defend, indemnify, and hold harmless the Town, its

officers, agents, and employees against any and all liability, loss, costs, damages, expenses,

claims or actions, including attorney fees which the Town, its officers, agents or employees may

hereafter sustain, incur, or be required to pay, arising out of or by reason of any act or omission

of the Renter or Guests.

Insurance: The Renter may be required to provide proof of liability insurance before the Event

proving coverage in an amount determined by the Town. If proof of insurance is required, the

Renter must deliver the proof to the Town at least 7 days before the Event. Failure to provide

adequate proof of insurance as required by the Town will void the rental request and any

approvals given by the Town. This proof of insurance is required anytime alcohol will be served at the event