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The Memorial Building is a municipally owned and maintained facility for the assembly of area citizens. Individuals, firms, corporations, clubs or associations may lease the Memorial Building , or portions thereof, and shall be responsible for any damage to the building or its contents during the time it is leased. Improper use, damage or failure to observe the rules and regulations may result in payment for all damages caused and denial of future leasing privileges. I. ADMINISTRATION The City Manager, or his designee, shall be responsible for the administration of the rules, regulations and policies of the Memorial Building. Any decision of the City Manager regarding interpretation of the rules, regulations and policies at the Memorial Building may be appealed to the City Council by filing written notice of the appeal with the City Clerk. Appeals must be filed within fifteen (15) days after the decision; otherwise, the decision is final. II. RESERVATIONS Reservations for use of the Memorial Building shall be made in writing through the City of Portales Community Development Department, which is located in the Memorial Building, during their normal business hours. Verbal or tentative reservations, understandings or commitments are invalid. Reservations shall be processed on a first-come, first-served basis and will not be accepted more than six months in advance unless authorized by the City Manager or his designee. Refund of rental and deposit payments will be made if written notice of cancellation is received from the lessee at least 48 hours in advance of the scheduled use. No refunds will be made on rental payments if cancellations are made with less than 48 hours in advance notice; however, deposits will be refunded. Rental of the Memorial Building for social functions and public dances is restricted to rental by Roosevelt County residents with a county address who assumes financial responsibility for damages, cleanup, etc. III. CLASSIFICATIONS A – OFFICIAL USE: Use by the City for official purposes, City-Sponsored, or co-sponsored events. This use shall have priority over all other uses, and shall include the right to pre-empt other uses upon 15 days written notice. B – YOUTH ORGANIZATIONAL ACTIVITIES: Use by non-profit, organized youth organizations, such as Boy Scouts, Girl Scouts, Public School Sponsored Groups, and similar organizations. C – PARTIES: Use by individuals or groups for private or public parties, including weddings, etc., sponsored by individuals, groups, or organizations, whether attendance is by invitation only or open to the public. D – COMMERCIAL USE : Use by commercial organizations, firms, or individuals whose principal purpose is earning a profit according to the IRS definition. E – PUBLIC, CIVIC, CHARITY, AND CULTURAL USE: Use for activities of general public interest by public, civic, charitable, and cultural organizations, and other uses not include in categories A, B, C, or D. This includes use by organizations exempt under section 501(c)(3) of the Internal Revenue Code. F – DANCES: Includes any of the above where dancing is part of the scheduled activities for the event. Does not include dancing lessons or classes. IV. PAYMENT All payments shall be remitted upon execution of the lease agreement. Organizations, which use the building on a regular basis, may make arrangements through the City Manager or designee to pay use fees on a monthly basis.
Fee for use of outside electrical hook-up is $10 per 4-hour period or portion thereof, in conjunction with Patio use only. V. FREE USE PROHIBITED The minimum actual cost of operating the Memorial Building for any and all events or attractions, except official use, shall be determined, and no free use thereof shall be permitted, extended, or granted to any individual, organization or group. VI. LEASE PERIODS
VII. CLEAN UP The Memorial Building is to be cleaned by the lessee IMMEDIATELY after use. This is to include sweeping floors, vacuum floors, mop, if necessary, empty trash, clean restrooms, clean kitchen, PLACE FURNITURE ON RACK IN PROPER STORAGE AREA, etc. LEAVE BUILDING CLEAN! MAKE SURE WINDOWS AND DOORS ARE LOCKED AND LIGHTS TURNED OFF! If the Memorial Building , or portion thereof, is found in an unsanitary or unsightly condition by lessee, then said lessee agrees to REPORT SUCH CONDITION TO A CITY OFFICIAL AT ONCE—WEEKENDS INCLUDED. During normal business hours, notify the Community Development Department. After hours, notify the Portales Police Department at 356-4404 and request that they contact a Community Development or Parks Department employee. The appropriate City representative will then personally inspect the premises; however, if the lessee neglects to report such unsanitary or unsightly condition, lessee thereby assumes responsibility for all repair costs for damage done to the building during its use. Lessee agrees to return all keys to the Community Development Department located in the Memorial Building by 4:00 p.m. the first working day following the use of the building in accordance with the Key Agreement. The deposit may be held 24 hours from the time the keys are returned and the entire deposit shall be forfeited if any damage is done, if the building is not cleaned, or any other rules are violated. If damage repair and/or clean-up costs exceed amount of deposit, lessee and leasing organization shall be responsible for attorney’s fees incurred by the City. VIII. SECURITY AND CHAPERONES It shall be the responsibility of the lessee to provide adequate supervision over all activities. Any user hosting Category F type activities shall provide at least one (1) security guard if attendance is expected to exceed one hundred (100) persons or portion thereof. Security guards must be licensed and bonded in the State of New Mexico or off-duty law enforcement officers. The City Manager, at his discretion, may require the use of additional security guards. The lessee will be responsible for paying for the services of said security personnel. The Portales Police Department shall receive prior notification of a dance and the name of the Security Company or guard hired to provide security services for same. Disturbances will not be permitted and, if a disturbance does occur, the Portales Police Department may order the building closed. In the event the building is closed by the Portales Police Department, the City shall retain all fees and deposits and any costs incurred by the City above deposits shall be the responsibility of the lessee and/or leasing organization. IX. INSURANCE The City Manager may require the lessee to provide insurance before the building is used. X. ALCOHOLIC BEVERAGES The possession and/or consumption of any alcoholic beverages on City property or premises, (i.e. parking lot, inside the building, patio area, parks) including beer and wine, are prohibited. If during the inspection of the premises, any evidence of the consumption of alcoholic beverages is found, the lessee shall be held responsible and all deposits shall be forfeited. In addition, lessee and leasing organization shall be suspended from future use of the Memorial Building and may be subject to prosecution according to law. (Lessee or leasing organization may apply for reinstatement to the City Council.) XI. MISCELLANEOUS
XII. REFUSAL The City, acting through the City Manager, subject to review by the City Council, reserves the right to refuse the use of the Memorial Building or any part thereof, to any event, program or production which is wholly without social and redeeming value or is likely to cause damage to the building.
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