Community Center

1.    The City of Oak Park Recreation Department is responsible for the operations of the Oak Park Community Center. The Recreation Department reserves the right to refuse the use of the building to any person or organization that the Department has reason to believe may cause damage to the Community Center or the City of Oak Park.

2.    The City of Oak Park Recreation Department's programs and activities shall have preference over use of the entire Community Center facilities.

3.    The Recreation Department reserves the right to cancel or deny use with or without due notice, and to limit the frequency of the building use by any group or organization if the Department determines that the applicant has violated the rental policy or has denied to others their fair use of the building.

4.   The City of Oak Park shall not be held responsible for any property loss, accidents, or damages incurred by the person(s) or group using the building, and is released from any and all such claims for damages of any nature.

5.   Rental year for the Community Center is July 1st through June 30th. Current rental groups are given until the first Friday in June to return their contracts for the coming year. New applications are not taken until after this deadline date. Applications must be completed, including exact dates requested for rental, room to be rented and room set-up diagram.  A check for your 1st date’s rental fee and last date’s rental fee should be sent at this time

6.    The Department of Recreation assumes no responsibility financial or otherwise, for accidents or injuries sustained by individual or groups of individuals while using facilities. In the event of medical attention being required, transportation will not be provided.  The group will have access to a telephone to call 911.

7.       All groups must observe the following fire guidelines

a.   The use of open flames is forbidden.

b.   Electrical decorations and extensions must be flame proofed. UL approved material only.

c.   Decorations are permitted only with the authorization of the Recreation Director *See special addendum "Decorations"

d.   Exits, corridors, hallways must be free of obstructions at all times.

e.   Maximum capacity numbers must be observed. Persons may never stand in the aisles or exits.

8.   The use of alcoholic beverages in the Community Center is prohibited.  No person is allowed on the premises that appears to be under the influence of alcohol or illegal drugs.

9.   Charter groups may hold (Bingo) provided they have a license on file with the state of Michigan when presenting application for approval.

10.   NO GAMBLING permitted in building.

11.  Smoking is Prohibited in the building.

12.  No Pets are allowed in the building.  Guide dogs are allowed.

13. Organizations shall not be permitted to store their equipment without the written permission of the Recreation Director.

14. Any groups using the building must provide the supervision of a responsible adult, 21 years of age or older.

15.  The persons filling out the application and those responsible for the groups must be at least 21 years of age.

16.  The building closes at 11:00 p.m. weekdays. All rentals/meetings must close at 10:30 p.m.  On Saturday the building closes at 11:30 p.m. All rentals must close at 11:30 p.m. unless approved otherwise by the Director of Recreation.

17.  Solicitation of funds or commercial enterprise are not permitted on the premises. (No sales of products or services           are permitted).

18. Political promotion permitted only in designated rooms.  Such promotion shall not interfere with regular programs or activities.

19.   Each Applicant Must Guarantee:

a.  Orderly behavior, no excessive noise, no profanity.

b.   That their program is of a nature suitable for presentation in a public facility.

c.   That their activity is lawful and in conformity with regulations of City, State and Federal laws.

d.   That they will not remove, change, rearrange, and revise anything in the building without specific approval of the Department of Recreation.

e.   There shall be no use of microphones or amplification equipment, without specific approval of the Department of Recreation.

f.    To accept the Monitor's role as City spokesman during rental, to follow and accept the Monitor's instructions

g.   Rental groups are prohibited from using Steam Tables and Coolers belonging to Senior Citizens Program.

20.   The applicant is responsible for the clean up of the building. The building MUST BE LEFT in the SAME CONDITION that it was found. The following Procedures Must Be Performed:

a.  Removal and proper disposal of all decorations. **See Special Addendum, "Decorations."**

b.  Tables, chairs and floors must be clean when your group leaves.

c.  Proper clean up of Kitchen, if used. Cleaning supplies will be provided (SEE MONITOR).

21.   Financial Obligation:

a.  Make checks payable to the City of Oak Park.

b.  Civic, Cultural or Educational Status.

c.   Tax Exempt ID # is required for all groups requesting Cultural, Educational or Civic rates. Documentation Required.

d.   An application and deposit should be submitted to the Recreation Department 6 week’s prior to the date of rental.

e.   Upon making reservations: (Weekends) (Rooms A, B, or C)

                                    i.      Check for $150.00 Damage Deposit is required with the Contract, made payable to the City of Oak Park. This check will be cashed. $150.00 deposit will be mailed within 10-15 working days after the Center has been checked for damages or abuse of extended hours. If damage occurs during the rental, money will be subtracted to cover the cost of repairs. If rental exceeds the designated time period appropriate deductions per hour will be made

                                    ii.      Rental Fee must be paid 3 weeks prior to the rental.

                                    iii.      If a rental is made less than 3 weeks prior to the requested rental date, the$150.00 Damage Deposit & the Full Rental Fee Must be paid in Cash.

                                   iv.      Rentals requested with less than 3 weeks notice depend on availability of a Building Monitor.

                                    v.      Any changes to initial request must be submitted 1 week prior to the rental and approval is contingent upon facility space and staff availability.

f.        Cancellations

                                    i.      A two-week grace period is allowed from the date contract is signed on all cancellations total deposit is refundable.  All requests after 2 weeks and up to 7 days before the rental date will be charged 20% of the total rental fee.

                                    ii.      Cancellations 6 days or less prior to the event, group will forfeit the $150.00 deposit.

                                    iii.      Groups who cancel 1 day prior to the meeting/rental will forfeit the entire rental fee.

22.   Youth Rentals

a.  $1,000.00 damage deposit required to secure rental.

b.  Ratio: 1 Adult per 8 students

c.   2 Security Guards (Will be hired by the City for youth rentals) (Guard fees will be paid by the rental group. (Approximately $300.00)

d.  No commercial rock/rap concerts.

e.  All other rules will apply.

f.    Rental group will be expected to have at least 1 adult at the door approving admission of students to the activity.

23.   Sweet 16 or Youth Birthday Party Rentals

a.  $250.00 damage deposit is required to secure rental.

b.  Ratio 1 adult per 10 students.

c.   An additional monitor will be hired by the City.  An additional charge of $9.00 per hour will be added to the room rental rate.

d.   Rental groups will be required to have at least one adult at the door approving admission of students to the activity.

e.      All other rules apply.

f.        Parents or Legal Guardian must complete contract.

24. The Community Center is not open to the public on weekends except for private rentals and/or city sponsored events.

25. The kitchen is not a commercial type facility. The stove and other appliances there in may operate differently than rental groups are accustomed to. Kitchen use is restricted to basic setup and warm up ONLY.  NO ACTUAL COOKING IS PERMITTED.  Please monitor any food that is being warmed on these appliances as the City assumes no responsibility for burnt or damaged food or drink.

26. Tables are not allowed to be placed in the hallway outside the Activity Room by order of the Fire Marshall. If more space is needed, groups may rent an additional room (if available) at the appropriate fee.

27. If your activities include moving tables and chairs during the rental period contact the Building Monitor for direction.

28.   Maximum occupants per room in the Community Center:

 **** All rentals must be made at least one month in advance. ****

SPECIAL ADDENDUM
DECORATIONS 

1.  Banners and Posters are permitted with the following restrictions:

                                    i.      Apply to walls only with the use of poster putty. (No tape or staples).   Poster Putty will be available at the Building Monitoring Office across from Room A.

                                    ii.      Secure wall decorations at the height 5' only. No ladder use allowed

                                    iii.      All decorations must be removed and disposed of after function.

                                    iv.      No ladder is available.

1.       The use of nails, tacks, staples or glue to fasten, hang or stick objects to any surface in or out of the building is prohibited.

2.       Groups shall not use, remove or disturb any supplies, bulletin boards or other such items left in or about the building.

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