TOWN OF TROY, NH RECREATION DEPARTMENT 603-313-2243 troyrecreationdepartment@gmail.com Information, Rules, Policies, Procedures and Applications For use of the Samuel E. Paul Recreation Center 61 South Street, Troy, New Hampshire 03465 Rev. 07.03.15 Please read carefully. The signee is responsible for all attendees. Information and Rules for the Samuel E. Paul Recreation Center 1. Location, Hours and Capacity: The Samuel E. Paul Recreation Center is located at 61 South Street, Troy, New Hampshire 03465 and is owned by the Town of Troy and operated by the Town of Troy Recreation Department (TRD). The building may be used from the hours of 8am to 10pm, provided that all attendees have left and the parking lot is empty by 10pm. The building has a capacity of 125 occupants with chairs and tables and 225 occupants with chairs only. The facility has 127 chairs, (11) 8 rectangular tables and (8) 5 round tables. The building has a built-in divider and can be used as two (2) separate rooms. 2. Scheduling and Renting: The TRD Director (or his/her designee) is responsible for scheduling all use of the Recreation Center. All scheduling will be on a first come first served basis with TRD sponsored activities and events taking precedence over all other requests for usage. All requests for use must be made in advance through the TRD Director and must be accompanied by a Rental Agreement or a Facilities User Permit and all other required payments and documentation. 3. Telephone: The telephone number to the Recreation Center is 603-242-3454. It is for local or emergency use only, but for safety purposes it is the responsibility of the user group to have a working cell phone available for emergency use. 4. Electronics and Lighting: The facility has (2) 8 projector screens with a DVD player, Chromecast, USB and HDMI hookup capability. There are also (2) flat screen TVs available for use. Anyone wishing to use the electronics must be approved by the TRD Director. Lights for the building must be put on and off as directed by the Director prior to the use of the building. 5. Appliances and Kitchen Use: Our 2 pot coffee maker and refrigerator are free to use during the event. They must be cleaned (if necessary) and left in the state they were found. Additional appliances include a gas range, stove and cooktop and a microwave. Use of the kitchen to cook or prepare food using our additional appliances and/or utensils is optional and requires an additional fee. 6. Cleaning Supplies: Basic cleaning supplies (broom, mop, sponges, soap, etc.) will be available for use in clean-up for no charge. 1
Rental & Usage Policies and Procedures for the Samuel E. Paul Recreation Center 1. Forms: All applicants are required to submit a completed Rental Agreement (for renters) or Facility User Permit (for non-profit groups). 2. Insurance: All applicants must provide a Certificate of Insurance*. The Certificate of Insurance must be for a minimum liability limit of $500,000 and include bodily injury and property damage. The certificate must name the Town of Troy as the Certificate Holder. The certificate must be provided by the user before the use of the facility can be approved. *Certificates of insurance can usually be acquired through a homeowner s insurance company and can be an extension of a homeowner s or renter s insurance policy. Please contact your insurance company for more information. 3. Use Period: The use period is not to extend beyond the time frame authorized by the permit. If the renter or the person in charge does not arrive at the pre-determined time and has not contacted the Town employee designated to open the building, the event will be canceled. 4. Parking: Parking is restricted to designated parking areas only. No vehicles are allowed on South Street. The parking lot entrance is to be kept free and clear. 5. Inspection: The person in charge of this event/activity agrees to meet with the TRD Director and/or Staff member for a pre-rental walk-through tour of the facility directly prior to use. All areas should be inspected before use, making sure that the area is free from hazards, and in working order. If a hazard exists the user/renter must report the hazard to the Troy Recreation Director immediately when discovered. No equipment can be removed from the facility without prior written approval. 6. Set-up: The users are fully responsible for their own set-up and clean-up for the event. All tables require at least 2 adults to set-up and move. At no time will it be allowed to put anything on the walls or woodwork in the building by any user - this includes the use of tape and thumb tacks. 7. Alcohol: No person, organization, or group shall bring alcoholic beverages, or drink alcoholic beverages at any time at the Recreation Center without prior authorization from the Director and a signed Alcohol Permit from the Town of Troy authorized by the Police Department. 8. Open Flames: Open flames are not permitted in the Recreation Center. This includes wax candles, oil burning candles, incense, aromatherapy burners, with the exception of ordinary birthday cake candles which must be under direct parent/adult supervision. These candles must be lit and immediately extinguished under supervision of the parent/adult. 9. Smoking: Smoking is not permitted in any portion of the Recreation Center, including the porch area. 10. Police or Custodial Details: The TRD Director, after discussion with proper officials, may require an applicant to hire one or more police officers or a custodian for the event. If this is required, the TRD Director will inform the applicant. It is the applicant s responsibility to contact the Troy Police Department to schedule a special police detail for your function. It will be your responsibility to pay all detail fees in addition to the rental fees. 2
Rental & Usage Policies and Procedures for the Samuel E. Paul Recreation Center 11. Damages and Injuries: All injuries, incidents, or damage including vandalism and theft, must be reported to the Town of Troy Recreation Director immediately. If accidental damage to the property occurs while you are using the facility, it must be reported to the Town of Troy Recreation Director immediately. 12. Clean-up: The user shall properly clean the area after use, including all usage areas. Check for lost and found items before leaving. Do not leave any materials or equipment out including borrowed equipment. The facility must be left in the same or better condition than you found it. You are responsible for the clean-up and removal of all rubbish accumulated during your function. Put all rubbish bags in the rubbish container outside the building. Tables and chairs must be cleaned after use be properly stored. At the sole discretion of the Town of Troy, if a cleanup is necessary in addition to the normal cleanup after events you may be charged additional fees. 13. Cancelations: If a renter cancels within 14 days of the scheduled event they will be refunded 100% of their security deposit. Any cancellations after the 14 days will result in no refund of the security deposit. The Town Selectmen, TRD Director or his/her designee may cancel the scheduled event without liability when, in their judgment, cancellation is necessary due to inclement weather or any other safety related reason. The TRD Director reserves the right for just cause to cancel or deny use of the facility to anyone at any time at his/her discretion. All deposits and fees will be returned if this occurs. 14. User Liability: The person in charge of this event/activity is fully responsible for making sure that all rules, policies and procedures laid out in this document are followed. This person is financially responsible for damages that occur as a direct result of their event/activity, as well as being directly responsible for the proper supervision and actions of the participants, and for a satisfactory clean-up and lock-up of the facility. Any activity in violation of these rules, policies and procedures, Town Ordinances, or NH State Law, is prohibited and will result in forfeiture of existing permits and denial of future use for the designated user, group or organization. All programs and the Recreation Center of the Town of Troy Recreation Department are open to all citizens regardless of age, sex, sexual orientation, race, creed, color, marital status, familial status, physical or mental disability or national origin. 3
Rental Fees Rate: Rentals shall be charged at an hourly flat fee rate of $25.00 per hour. Troy Resident Discount: There will be a 10% discount off of the flat fee if the applicant and insured is a Troy Resident. Alcohol Permit: If applying for an alcohol permit from the selectmen s office there shall be an additional nonrefundable $50.00 alcohol permit fee. Kitchen Use: There shall be an additional non-refundable fee of $50.00 for use of the kitchen to cook or prepare food using the building s appliances and/or utensils. (with the exception of the previously mentioned coffee maker and refrigerator use) Set-up & Clean-up Time: There will be an uncharged allowance of 30 minutes directly before the event and 30 minutes directly after the event for set up and clean-up. If clean-up is not completed by the designated time an additional hourly fee will be charged. Payment in full is due with the rental application. If the application is denied by the Town for any reason, all payments will be returned promptly. Security Deposits: There is an additional security deposit of $50.00 per rental. All security deposits are due with the rental application and must be submitted separately by check or cash and include a self-addressed stamped envelope for return. Security Deposit Returns: The building shall be inspected for contractual compliance after the event and cleanup is concluded. If the renter has not complied, they shall forfeit their security deposit. If the renter has complied, their security deposit shall be mailed back to them the following business day. Checks shall be mailed voided. Damages to the Building: Any damages to the building outside of the scope covered by the security deposit shall be handled separate from regular usage procedure using insurance and legal action, if necessary. All of the following must be submitted with a rental or scheduling request: A completed Rental Agreement or Facility User Permit. A completed Alcohol Permit (if applicable). Payment in full. A Certificate of Insurance for 500,000.00 naming the renter or user group as the insured and naming the Town of Troy as the Certificate Holder. Any other required payment or documentation. 4
RENTAL AGREEMENT SAMUEL E. PAUL RECREATION CENTER 61 SOUTH ST TROY NH Please complete and sign one form for each rental Name of Renter Printed: Mailing Address Residence (if different) Renter Contact information: Phone: ( ) - Email: Type of Event: Event Date: / / Start Time (including set-up): : End Time (including clean-up): : Anticipated Number of People at This Event: Whole Building or One Side needed I want the use of the kitchen for a separate fee: yes no Total rental hours (not including ½ hour before and after for setup and cleanup) x 25.00 =. 10% discount (Troy residents only). Total Rate. Kitchen use fee (if applicable) 50.00 Alcohol Permit fee (if applicable) 50.00 Fee Grand Total:. The refundable Security Deposit is an additional 50.00 and is to be submitted by separate check or cash with a selfaddressed stamped envelope. If a self-addressed stamped envelope is not provided, the deposit check will be kept at the Town Hall until the applicant retrieves it. Conditions of this Agreement The building is available for use starting at 8:00AM and ending at 10:00PM on the date of the event. Please read all of the Town of Troy Information, Rules, Policies and Procedures for use of the Samuel E. Paul Recreation Center carefully before signing this Rental Agreement. It is the responsibility of the renter utilizing the building to ensure that the facility is well policed after the event and left in the condition in which it was found. I, the signer of this Rental Permit agree that I will abide by all the Information, Rules, Policies and Procedures set forth by the Town of Troy for the use of the Recreation Center. My signature also represents that I have read and understand the Information, Rules, Policies and Procedures, and accept the responsibility as outlined by the Town of Troy. My signature also confirms that I have received a copy of said Information, Rules, Policies and Procedures. Renter Authorized Signature: Date: / / Director Authorization: Date: / /
FACILITY USER PERMIT SAMUEL E. PAUL RECREATION CENTER (for non-profit group use only) Name of Organization: Mailing Address: Representative Contact information: Phone: Email: Type of Event: Event Date: Start Time (including set-up): End Time (including Clean-up): Whole Building or One Side Needed: Kitchen Use Requested: The building is available for use starting at 8:00AM and ending at 10:00PM on the date of the event. The building can be divided into and used as two (2) separate rooms. Your use of the building does not include the use of the kitchen. If the use of the kitchen is needed you will need specific permission for such use. Your free use of the building does not exclude you or your organization from the Town s Policy and Procedures. Please read them carefully before signing this Facility User Permit. The only exception granted your organization is the rental fee for the building. Conditions of this Agreement It is the responsibility of the user utilizing the building to ensure that the facility is well policed after the event and left in the condition in which it was found. With exception of paying the rental fees for the Recreation Center, I, the signer of the User Permit agree that their organization I represent, will abide by all the Policies and Procedures. My signature also represents that the user group has read the Policy and Procedures, understand them and accept the responsibility as outlined by the Town of Troy in these policies and procedures. Organization Authorized Signature and Date: Printed Name: Signed: Director Authorization and Date:
APPLICATION FOR OPEN CONTAINER/ALCOHOL PERMIT $50 non-refundable permit fee Organization/Party Applying: Contact Person: Type of Event: Date of Event: Duration of Event: From a.m./p.m. to a.m./p.m. Number of attendees: Location: Samuel E. Paul Recreation Center The undersigned agrees to indemnify and hold harmless the Town of Troy and its employees from any and all loss, cost (including attorney s fees), damages, expense and liability in connection with claims for property damage, bodily injury or death of any person which may arise out of the use of alcohol at this event. Applicant/Organization Signature of Applicant/Representative Date Police Department Date Chief of Police Approved by Selectmen Application Status APPROVED DENIED Date Chairman, Board of Selectmen