MCMILLAN COMMUNITY PARK
PAVILION POLICIES AND PROCEDURES
& RENTAL AGREEMENT

The McMillan Community Park pavilion was constructed for Town of McMillan residents. The covered area and facilities are generally to be used and enjoyed by all those visiting the park. However, reservations for special use by a resident may be made as outlined in the policies described below. Certain dates may be unavailable and other restrictions on renting the pavilion may be applied by the town board from time to time based on the demand for pavilion use by the community at large.

1. RESERVATIONS:

Only adult residents of the town of McMillan may rent the pavilion.Reservations can be made Monday through Friday up to one year in advance. Reservations will be accepted by telephone or in person on a first come/first serve basis. Reservations can be made by calling the town hall at 389-1338.

2. FEES

Reservation fee, including weekends and holidays - $100

Damage/cleaning deposit - $100

Reservation fee and damage/cleaning deposit ($200 total) are due within ten days of making a reservation with the $100 cleaning deposit refundable if conditions of reservation are met.

3. USE OF PAVILION AND OTHER FACILITIES:

Renters will have exclusive use of the pavilion from 10am until 11pm.

Renters shall have exclusive use of the facility, but not other areas of the park where township residents may still have freedom of access to use the ball park, playground equipment, etc. Special requests for use of the ball park while renting the pavilion will be considered based on availability of the field.

4. CANCELLATIONS AND RESCHEDULES:

Renters canceling more than 60 days prior to the scheduled date will receive a 75 % refund of their reservation fee and their entire cleaning deposit. Renters canceling 60 days or less prior to the scheduled date shall receive a 50% refund of the reservation fee and full cleaning deposit, except that any renter canceling three days or less prior to the reserved date shall not receive any refund other than the cleaning deposit.

Renters shall be allowed to reschedule/transfer to a new date one time without an additional charge if the request for a change occurs more than 60 days prior to the scheduled date. All other changes will be considered cancellations and the above noted penalties will apply.

5. KEYS:

A pavilion key can be checked out and then returned before or on the first business day after use. A $5/day fee will be charged for late return. The key will be considered lost and a fee of $100 will be assessed after one week to replace locks on pavilion doors. Keys must be picked up during regular office hours Monday through Friday one day in advance of the scheduled event. For Sunday events key pickup will be on Friday. A deposit box will be available for return of keys at the town hall.

6. RULES AND REGULATIONS:

The pavilion will be available for public use on a daily basis from mid-May to mid-September depending on staff availability to open and close the facility. Except when rented, the pavilion will be closed before sunset.

Smoking is not permitted in the pavilion or on park grounds. No alcoholic beverages may be sold on park premises at any time unless approved in writing by the town board and appropriate permit and insurance obtained.

No animals are permitted inside the pavilion. Only animals on leash are allowed in the park and owners are responsible for picking up any waste. Horseback riding is forbidden on park grounds.

Excessive noise and loud music are prohibited.

No overnight parking in pavilion parking lot or camping are allowed unless okayed by town board.

Parking is restricted to the parking lots. Parking is not allowed on the grass or along Elm Street or Galvin Avenue.

Renter assumes full responsibility for all damage to township property, missing items and clean up of the facility during the rental period. The pavilion must be left suitable for immediate use. Floors must be swept, tables cleaned and trash bagged. Renters will be responsible for taking their trash with them. Garbage bags will be provided. Leaving garbage behind will result in automatic forfeit of cleaning deposit.

Renter hereby fully releases and discharges the Town and its officers, agents, servants and employees from any and all claims from injuries, including death, damage or loss which the renter may incur, or which may be incurred by any person(s) that the renter may invite or bring to the rented facility.

The renter further agrees to indemnify and hold harmless and defend the Town and its officers, agents, servants and employees from any and all claims from injuries, including death, damage or loss which the renter may have, or which any person (s) that the renter may invite or bring to the rented facility.

If damage or clean-up costs are incurred by the renter, the damage deposit will be retained by the Town of McMillan. If damage or clean-up costs exceed the damage deposit, the renter shall be liable for these costs.

Signs regarding a scheduled event shall not be placed on park premises more than 5 days in advance and only in pre-approved locations. All signs must conform to township sign ordinances and policies. Individuals must notify the Township of the number, size and content of signs at the time the pavilion is reserved.

No firearms or other weapons shall be brought onto the premises except by lawfully authorized law officers.

Maximum occupancy of the pavilion when pull down doors are closed is 180 people.

PAVILION RENTAL AGREEMENT

Renter has read this agreement and agrees to comply with its terms and conditions. Any failure to comply with the terms and conditions will result in the forfeiture of Renter’s deposit.

Date reservation made ______________________________

Date and times of pavilion rental ____________________________________

Person or organization renting pavilion (if organization is renter, 2 officers must sign):

Name______________________________________________

_____________________________
Signed

Address______________________________________________

__________________________
Signed

Phone_____________________________________________

Purpose of pavilion rental _____________________________________________________________

Estimated number of users___________________

Use of signs? Yes_________ No_______

If yes, size and number _______________________________

Date rental fee and deposit due ___________________

Date rental fee and deposit paid __________________

Amount paid ________________________________