Chapter 3.40
TOWN FACILITIES USE

Sections:

Article I. Security Deposit Procedure

3.40.010    Deposit requirement.

3.40.020    Fund creation.

3.40.030    Procedures for collection and disbursement.

Article II. Town Facility Rental Policy

3.40.040    Renting the Community Recreation and Event Center or the Public Hall.

3.40.050    Rental fees.

3.40.060    Contracts and invoicing.

3.40.070    Equipment – Tables, chairs, pipe and drape, and A/V fees.

3.40.080    Deposit fee.

Article I. Security Deposit Procedure

3.40.010 Deposit requirement.

Each user may be required to pay a security deposit (“security deposit”) for each event at or use of the facilities, in an amount to be determined by and in the discretion of the town manager and/or his/her designee. [Ord. 2016-15 § 1]

3.40.020 Fund creation.

The town hereby establishes a security deposit fund (“fund”), for the purpose of receiving and disbursing of security deposits. The fund shall be nonreverting and perpetual until terminated or amended by subsequent ordinance of the town council. [Ord. 2016-15 § 2]

3.40.030 Procedures for collection and disbursement.

A. The Whitestown employee or official that receives the security deposit shall make a record of the security deposit and shall immediately provide or obtain a receipt to the user.

B. The security deposit shall be remitted to the clerk-treasurer’s office by the end of the business day on which it is received.

C. The clerk-treasurer’s office shall make an official receipt at the time the security deposit is received by that office and shall post the receipt to the clerk-treasurer’s financial records.

D. The clerk-treasurer shall deposit the security deposit into the fund not later than the next business day. IC 5-13-6-1.

E. Within a reasonable time following the conclusion of the event or user’s use of the facilities, a Whitestown employee shall inspect the facilities for any damage and to ensure that the facilities have been appropriately and completely cleaned and any equipment returned as directed by the town.

F. If the facilities are not properly cleaned, are damaged, or are otherwise not returned as directed by the town (e.g., chairs not returned), the town manager shall, in his/her discretion: (1) direct the user to immediately pay the costs for any labor and materials to repair, clean, or resituate the facilities (“expenses”); or (2) pay such expenses from an appropriated fund using available appropriations in the regular manner. Such costs and expenses include, but are not limited to, any labor and materials of town employees or officials or third-party services.

G. After the repairs or cleaning are completed satisfactorily, the town shall use the fund to reimburse the fund that was used to pay for the expenses. No appropriation is required for this expenditure. A claim shall be generated for this transaction.

H. If after all expenses are reimbursed there should remain a balance of the security deposit, then a refund shall be generated from the fund to the user. No appropriation is required for this expenditure. A claim shall be generated for this transaction.

I. If the security deposit is not sufficient to pay all expenses, then the user shall be invoiced for the remaining expenses, plus any other applicable costs and fees. [Ord. 2016-15 § 3]

Article II. Town Facility Rental Policy

3.40.040 Renting the Community Recreation and Event Center or the Public Hall.

A. Where are the facilities located?

6210 Veterans Drive

Whitestown, IN 46075

(One mile east of the I-65 Exit 130)

B. Are outside caterers permitted?

Yes. They must be inspected and approved by the Boone County health department.

C. Is the service of alcohol allowed during an event at the Whitestown Municipal Complex facilities?

Yes. You must have all required permits to serve alcohol, including a temporary beer and wine permit from the ATC. [Res. 2018-07 (Exh. A); Res. 2018-01 (Exh. A)]

3.40.050 Rental fees.

A. Recreation and Event Center (Gym).

1. Regular Event.

a. Whitestown residents: $150.00 for the first two hours plus $50.00/hour for every additional hour.

b. Nonresidents: $200.00 for the first two hours plus $75.00/hour for every additional hour.

2. Boone County non-for-profit organizations may use the facility for free as long as they provide a 501(c)(3) along with proof of a Boone County address.

B. Public Hall.

1. Regular Event.

a. Whitestown residents: $150.00 for the first two hours plus $50.00/hour for every additional hour.

b. Nonresidents: $200.00 for the first two hours plus $75.00/hour for every additional hour.

2. Boone County non-for-profit organizations may use the facility for free if they provide a 501(c)(3) along with proof of a Boone County address.

C. Renting the Full Building.

1. Regular Event.

a. Whitestown residents: $350.00 for the first two hours plus $120.00/hour for every additional hour.

b. Nonresidents: $400.00 for the first two hours plus $150.00/hour for every additional hour.

2. Boone County non-for-profit organizations may use the facility for free as long as they provide a 501(c)(3) along with proof of a Boone County address.

D. Security. Security is required if alcohol is being served and/or there are more than 40 people attending the event.

1. Security. An additional $140.00 for the first four hours plus an additional $35.00/hour for every additional hour.

2. Management withholds the right to waive the need for security.

E. There will be no birthday parties, receptions, or any events with food permitted in the Public Hall unless prior approval from management.

F. Check or money order only, no cash. If the event is less than 30 days away from payment being made, certified checks and money orders will only be accepted. [Res. 2018-07 (Exh. A); Res. 2018-01 (Exh. A)]

3.40.060 Contracts and invoicing.

A. Multi-Event Contracts.

1. Long-term contracts (six months or more) can be paid monthly after the usage of the facility.

2. Contracts signed for less than six months will need to be paid in full before the usage of the facility.

B. Single-Event Contracts. Contracts must be signed and invoices must be paid in full before the usage of the facility.

C. Contract and deposit fee must be approved before the rental is secured. [Res. 2018-07 (Exh. A); Res. 2018-01 (Exh. A)]

3.40.070 Equipment – Tables, chairs, pipe and drape, and A/V fees.

A. Tables and Chairs.

1. One round table plus eight chairs – $15.00/set.

2. One buffet table (no chairs) – $6.00/table.

B. Pipe and drape – $10.00/10-foot section.

C. A/V (projector, screen, microphone, PA system, etc.) – included in the standard rental fee.

D. Boone County non-for-profits are exempt from equipment rental fees. [Res. 2018-07 (Exh. A); Res. 2018-01 (Exh. A)]

3.40.080 Deposit fee.

A. A deposit for damages and cleaning will consist of $100.00 plus one-half of the rental fee.

1. Maximum deposit $300.00.

B. Deposit fee will be paid in a separate check from the facility rental fees.

C. The deposit will be reimbursed after the event, if there are no damages.

1. Please allow up to 30 days for the processing of payment.

For any questions, please email:

facilityrental@whitestown.in.gov

[Res. 2018-07 (Exh. A); Res. 2018-01 (Exh. A)]