Town Hall Use Policy
Pages 1 through 3 should remain with the applicant
Purpose
The Poland Town Hall is a multi-purpose building designed to serve as limited office space, a meeting hall and a community building. The aim of this policy is to regulate its use to ensure maximum benefit to the people of Poland.
Acceptable Uses and Priority of Use
The Town Hall is available for use by any resident, non-resident or organization on a reservation and priority-based system. Below is an outline of acceptable uses listed according to priority use.
The building can be reserved for a pre-arranged date and time. At least 72 hours advanced notice can be required for making a reservation; two weeks advanced notice is preferred. During the 72-hour window after requesting the space, the town staff will inquire if there are any other higher priority uses. If there are none, town staff will “lock in” your reservation to use the space (upon advanced payment).
Only one group / function will be permitted to utilize the Town Hall at any one time. A maximum building capacity of 280 people is applicable to all events. The group must specify if its request is being made for the upstairs or downstairs or both.
The “sponsor” of the function must be 21 years of age, must sign a statement of responsibility, and will be held personally liable for any damage that may occur due to the group’s reckless or negligent use of the building.
Advanced payment is required (payable to Poland Recreation) to lock in a reservation. The payment will generally include a refundable deposit of $15.00 for the key, a refundable cleaning deposit of $75.00 if the sponsor properly cleans up ($75), a non-refundable per-hour facility rental cost, and any table and chair rental fees (if applicable). The key, cleaning and per hour costs are payable to the Town General Fund by Poland Recreation. Recreation will retain any table and chair rental fees.
The per hour costs for the rental of the Town Hall includes set up and breakdown time. There is always a
two-hour minimum fee.
Key Deposit: A $15 key deposit is required in advance of the event for those noted activities. If a key is lost or not returned within 48 hours after the event, the deposit will not be returned. The key cannot duplicated. The Androscoggin Sheriff’s Department may be called upon to recover keys that have not been returned.
Cleaning Deposit: A $75 cleaning deposit is required in advance of the event for those noted activities. The deposit will be returned to the person making the reservation if the facility to its original condition of cleanliness. Any damage to the building or its contents will require full restitution in the amount determined by the Board of Selectmen or its agent.
Reservations and Keys: The individual who is responsible for the event should reserve the facility at least two weeks in advance of the scheduled event (excluding informal Recreational Activities). A minimum of 72 hours advanced notice may be required. Any applicable fees and deposits must be paid at that time. The reservation form included in this policy must be completely filled out and signed by the responsible party for all events.
The facility key will be available at the Town Office on the last business day before the event and must be returned to the Town Office or Recreational Office on the first business day following the event. Office hours are Mondays 9AM to 7 PM or Tuesday-Friday 9AM to 4PM.
The following schedule of fees applies:
A) Formally Recognized School and Municipal Activities:
No fees, no deposits.
The sponsor will be liable for any damage to the building or grounds.
The sponsor must be present while the facility is in use.
B) Non-Profit Civic Organizations (Residential & Non-Residential):
Cleaning Deposit of $75 required
Key Deposit $15 required
Rental Fee: $15.00 / hour; $30.00 minimum
The sponsor will be liable for any damage to the building or grounds.
The sponsor must be present while the facility is in use.
C) Private Individuals: (Birthdays, Weddings, Receptions, Reunions, etc.)
C1) Residents:
Cleaning Deposit of $75 required
Key Deposit $15 required
Rental Fee - Residents – $25.00 / hour; $50.00 minimum
The sponsor will be liable for any damage to the building or grounds.
The sponsor must be present while the facility is in use.
C2) Non-residents:
Cleaning Deposit of $75 - required
Key Deposit $15 - required
Rental Fee – Non-Residents – $40.00 / hour; $80.00 minimum
The sponsor will be liable for any damage to the building or grounds.
The sponsor must be present while the facility is in use.
D) Profit-Making Organizations and Individuals
(Commercial shows, fairs, organizations using the facility for profit-making purposes)
Cleaning Deposit of $75 required
Key Deposit $15 required
Rental fee: $50.00 / Hour; $100.00 minimum
The sponsor will be liable for any damage to the building or grounds.
The sponsor must be present while the facility is in use.
THE ABOVE FEES ARE THE STANDARD MINIMUM FEES FOR EVENTS PLACING NORMAL WEAR AND TEAR ON THE FACILITY. THE BOARD OF SELECTMEN RESERVES THE RIGHT TO ALTER THESE FEES IF THEY FEEL THAT THERE ARE SPECIAL CIRCUMSTANCES WARRANTING AN INCREASE IN THE FEES.
General Regulations
The building will be secured at 10PM (including breakdown of decorations) unless other arrangements are made in writing before the event.
No set up may begin before 6:00 AM
The activity shall not extend beyond the hours approved in the request.
Activities shall be restricted to the area for which permission is granted.
The organization using the facility shall be responsible for moving its equipment, material and supplies into and out of the facility.
If custodial assistance is needed, as determined by the administration, a charge will be assessed and must be paid in advance with the other fees.
The facility will be carefully examined after use. The applicant will promptly reimburse the Town for any loss or damage occurring as a result of the use of the facility.
No property or equipment is to be altered or removed from the premises.
No decorations or materials will be attached to the walls; floor or ceiling in any manner which damages the building or is permanent in nature.
No reservation will be considered secured until the town’s administrative official approves the use (within a 72 hour window), meets with the sponsor at the Town Hall to review the facility, and the fees are paid. Special permission and training is required for use of the Handicapped Lift.
Alcoholic Beverages/Smoking
The selling of alcoholic beverages is not permitted without a permit from the Board of Selectmen and the use
of a (alcohol) licensed caterer is being used.
If a person or organization wishes to serve alcoholic beverages at its function, the following requirements must be fulfilled before the request can be approved:
A copy of an insurance policy must be provided which names the Town as an insured party. The Town recommends a Tenant User Liability Insurance Policy (TULIP) that is easily accessible through Maine Municipal Association at a nominal fee.
The person/group must hire and pay for an off-duty officer to be present at the function at all times. The Board of Selectmen reserves the right to require additional officers, if it feels they are warranted.
Smoking is not permitted in the building nor within 25’ of any entryway.
Tables and Chair Rental (See Table and Chair Rental Agreement)
Tables and chairs may be rented on a per unit basis at the following rates:
6’ or 8’ Table $2.00 each
All tables and chairs must be collapsed and returned to their storage areas, or part of the cleaning fee may be
assessed to pick them up.
Contact Information
Non-Emergency Issues: Call Androscoggin Sheriff’s Office #784-7361, and ask for the Facilities Manager
Scott Segal (#838-8632 (cell) or 756-7598 (home) to be contacted.
Emergency Issues: Call Androscoggin Sheriff’s Office and explain the emergency: #911
Building Use Priority
Priority One: GOVERNMENTAL
Hearings/meetings/elections scheduled by the municipal officers and/or the town manager or his designee.
Priority Two: YOUTH EVENTS/PROGRAMS
Non-profit activities being run for the benefit of the youth of Poland (educational, athletic, recreational). The adult sponsor must be a Poland resident and must be present while the facility is in use.
Priority Three: RESIDENTS (Year Round or Seasonal)
Non-profit civic organizations.
Informal adult recreational activities sponsored by a resident. The sponsor must be present while the facility is in use.
Private activities such as weddings, receptions, reunions, etc.
Poland-based profit-making organizations and individuals such as commercial shows, fairs, organizations using the facility for profit-making purposes.
Priority Four: NON-RESIDENTS
Non-profit civic organizations.
Informal adult recreational activities sponsored by a non-resident. The sponsor must be present while the facility is in use.
Private activities such as weddings, receptions, reunions, etc.
Non-Poland based profit-making organizations and individuals such as commercial shows, fairs, and organizations using the facility for profit-making purposes.
Town Hall Use Checklist
Sponsor is 21 years of age and has fully filled out and signed Responsibility Form.
Sponsor has provided TULIP coverage, if required.
Evidence of security agency, if required.
Evidence of permit / caterer, if required.
The Building Use form is fully filled out and has been approved.
The Sponsor has received a briefing by the Facilities Manager of the use of the Town Hall, including:
Keys (Getting & Returning, No Duplication)
Setting Up (No Wall Attachments, > 6:00 AM)
Closing Up (Lights, Windows, Heat, etc.)
Doors / Exits / Egress and Windows
ADA, Lift and Ramp
Bathrooms
Heating System
Electrical System
Alarm System
Cleaning Up / Trash
Use of Tables and Chairs
Use of Kitchen / Downstairs
Emergency / Non-Emergency Contact Information
Poland Town Hall Rental Form
Date of Application: _____________ Name of Applicant (Sponsor):_____________________________
Applicant’s Age: _____ Applicant Home Address:_____________________________________________
Phone # _________ Name of Group / Function Type _________________________________________
Date(s) of Usage Requested: __________________________ Setup? __________ Clean Up? _________
Event Time / Duration: _____________________________________________ Total Hours: _________
Expected Attendance #______ Alcohol Served / Sold? _______
As the event sponsor, and being of 21 years of age or more, I hereby certify that I may be held solely responsible for ensuring adherence to the rental rules, the activities that take place by my guests and for any and all damage to property as a consequence of my rental of the Poland Town Hall. I agree to promptly compensate the Town for any damages, beyond normal wear and tear, caused by my rental and / or guests. I certify that I have read all the rules of rental and have had adequate instruction about use of the facility.
______________________________ ____________________________ ___________
Name of Event Sponsor Signature of Sponsor Date Signed
For Use by Office Staff Only
Event Name: _____________________________ Sponsor Name / Age: ________________________
User Type (A, B, C1, C2, D)_____ Dates / Times _________________________________________
Key Deposit $15; Cleaning Deposit $75 = Subtotal $ 90.00
Cost Per Hour $ _____ x Hours_____ = Subtotal $______
Tables ____ @ $2 each = Subtotal $______
Total Advance Fee $______
Permit / Caterer Req’d? _______ Security Req’d? _______ TULIP Policy Req’d? _______
| 
