RENTING OF: CLUB ROOM Policy for Borger and Fritch

The Commissioners Court of Hutchinson County established the following rules and guidelines for the use of the Club Room.

The commissioners Court of Hutchinson County establishes the following rules and guidelines for the use of the Club Room. Any questions that cannot be answered by the Club Room Information Sheet or “the commissioner’s designate” should be addressed to the Commissioner assigned to the Club Room.

I. GENERAL GUIDELINES

a. The Club Room is a facility provided by the County for the benefit of nonprofit organized groups whose goals are informational, educational, cultural, civic, and service related as well as for use by county residents for social gatherings.

b. Fritch: ($100.00) refundable cleaning/damage deposit of one hundred dollars Borger: ($100.00) refundable cleaning/damage deposit of one hundred dollars is due when the key is picked up for the Club Room. If the Club Room is left clean with no damage, furniture left as found and the floor is clean the deposit will be returned to user the next day the Library is open. The “commissioners designate” has sole discretion in making these decisions although an immediate appeal, prior to correction of the problem, can be made to “the Commissioner assigned to the Club Room”. If the deposit is not picked up within 4 weeks after the scheduled event date it will be deposited with Hutchinson County Library.

c. Use of the Club Room does not constitute a county endorsement of viewpoints expressed by participants in the program. No advertising or implication of such endorsement will be permitted.

d. The user fee for the use of the Club Room can only be waved by the Commissioner Court.

II. RULES FOR USE

a. Reservations and key for the Club Room must be obtained from the Library in question during Library hours. Applicants must include name of organization as well as name, address and phone number of responsible person. Reservations will be made on a first come first served basis.

b. The individual or designate listed on the application as person responsible will be the only individual or designate who can pick up a key and will be held reasonable for the damages that may result from the use of the Club room and its facilities.

c. Teenager and children’s activities must be arranged for and supervised by the responsible adult listed on the application

d. Make sure enough time is reserved to set up before, and clean up after, your activity as all this must be done within your reserved time.

e. Permission for use of the Club Room may be denied to any individual or group that has previously damaged the Club Room, unless restitution is made to cover the damage done to the Club Room.

f. Keys must be returned in person to the Library desk when a function is completed during library hours, but may be left in the book drop after hours. Loss or damage of a key may result in loss of the deposit.

g. Notice of cancellations should be made as soon as possible in order to maximize the use of the room and keep it available to the community.

h. Use of food and drink are privileges and at the discretion of the group and person listed as responsible on the application. Please note that the possibility of damage to the facility and its assets increase dramatically due to their use and accident potential. Damage is cause for forfeiture of the deposit and the possible of future permission to use the room for the individual and group.

i. The club room must be left as it is found; a diagram of the room will be provided, along with a check list for your convenience.

J. All cleaning supplies such as towels, dish soap, etc. must be furnished by the user. However a broom, dust pan, mop, mop bucket and vacuum cleaner will be provided.

k. Hutchinson County will not be responsible for any personal property left in the facility.

l. Report all problems (dirty room, missing furniture, soiled carpet) or damage immediately to the Library Staff or “commissioners designate”.

III. RESTRICTIONS

a. The Club Room may not be reserved for Commercial groups for purposes such as in-service training, gatherings for financial gain, Political fund raiser, etc.

b. nonprofit organizations meeting on a repeating basis cannot reserve the Club Room for more than 2 times per months (exceptions may be granted by the “commissioners designate”) thereby preventing monopolization of the facility by any one group.

c. Reservations made by one party are not transferable to another group.

d. In accordance with fire codes attendance at meeting must be limited to “capacity allowed by fire code” and open aisles must be maintained to provide clear access to exits.

e. No admission charges, collections, (except for regular club dues) or any other money-raising activities will be allowed for any meeting held in the Club Room, Exceptions may be granted by the commissioners designate.

f. No tobacco product use is permitted on the inside of the Club Room.

g. No alcohol consumption or possession is permitted on the inside or outside of the premises.

h. No group activities that require more than normal wear and tear on the Club Room are permitted (such as classes or projects requiring paining and staining materials).

i. Use of tacks, staples, tape, etc. on the walls or curtains will not be allowed “leave no marks”

j. The pianos and their podium at the Borger Branch are off limits unless being used for recital or program however their cover may be removed to improve their appearance during a meeting.

IV. SERVING OF FOOD

a. Simple refreshments(coffee, cookies, etc.) may be served in the Club Room.

b. No meals may be cooked in the Club Room.

c. Catered meals or covered dish meals may not be served in the Club Room unless approved by the commissioner assigned to the Club Room.

d. No items may be left or stored in the kitchen.

Thank You for taking the time to read the rules and guidelines. We are happy to have you as a Patron in the Library and will help you with your concerns in all aspects.

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