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