Borough of Matawan, NJ Use of Municipal Buildings

This chapter establishes the procedure for use of the Municipal Building/Community Center and sets the rules, regulations and schedule of fees for same.

MATAWAN MUNICIPAL COMMUNITY CENTER - FEE SCHEDULE
Schedule A-1 Room Rental Charges
Name of Room	Priority 1	Priority 2	Priority 3
Weekdays
Classroom	No fee	$20.00 per hour	$40.00 per hour
Cafeteria	No fee	$42.00 per hour	$84.00 per hour
Gym	No fee	$42.00 per hour	$84.00 per hour

§ 10-1.2 Custodial Set Up Surcharges.

[Ord. No. 12-03]

If custodial set up is needed, there will be an additional surcharge. The surcharge will be based on the number of tables and chairs needed and will have a minimum charge of the cost of that specific room. There are no surcharges for Priority 1 users.

Surcharge Fees:
Set Up:	$50.00 minimum
	Auditorium type set up 30 chairs or more additional $10.00
	Tables with Chairs — More than 5 additional $2.50 each

The above fees are based on the time it would take a reasonable employee to do the set up and break down using the $50.00 minimum for up to 29 chairs or less than 5 tables with chairs.

§ 10-1.3 Cleaning Deposits.

Cleaning deposits are partially refundable deposits required on all Priority 2 and Priority 3 rentals and are payable with the application. The refund will be made by the Finance Department following receipt of favorable determination from the Department of Public Works (DPW) that the room(s) was found to be in good order. A designated representative of the DPW will determine if the facilities were left in good order and if the cleaning deposit may be returned; the applicant will be so notified. Ten (10%) of this deposit is not refundable; it is considered the cost of purchasing and maintaining equipment and supplies of the Buildings & Grounds Department to facilitate use of Building rooms.

Schedule A-2 Partially Refundable Cleaning Fee.
Name of Room	Priority 1	Priority 2	Priority 3
Weekdays
Cafeteria	No fee	$75.00 per day	$150.00 per day
Classroom	No fee	$50.00 per day	$100.00 per day
Gym	No fee	$75.00 per day	$150.00 per day

§ 10-2 MATAWAN MUNICIPAL COMMUNITY CENTER - BUILDING USE POLICY AND PROCEDURES.

§ 10-2.1 Philosophy.

[Ord. No. 12-03]

The Borough of Matawan, through the rules, regulations, and ordinances adopted by the Borough Council, states its intention to make available and permit the use of the Matawan Municipal Community Center (MMCC) on a fee use basis, for activities of an educational, cultural, civic, social, recreational, and governmental nature. Such activities shall be sponsored by responsible persons, organizations, agencies or institutions that meet the requirements set herein or by the Recreation Commission.

Use of the MMCC will be granted in so far as the activities do not infringe upon or interfere with conducting the business of the Borough of Matawan, its Boards or Commissions.

Approved applicants will be bound by the rules, regulations, and fees governing the use of the MMCC.

Application and payment is to be submitted to the Recreation Director;

Upon review by the following Departments the Recreation Director will notify the applicant of approval or denial:

DPW- Buildings & Grounds

Construction Official

Fire Official

Borough Clerk

Police Department — For Information Only

A list of all room schedules will be available through the Buildings & Grounds Department.

§ 10-2.2 Insurance.

[Ord. No. 12-03]

The Borough shall, in all instances, require a certificate of insurance. The limits of the policy shall be $100,000 each person, $100,000 each accident for bodily injury, and $100,000 for property damage liability, and an excess liability of one million ($1,000,000.00) dollars which is equal to the Borough's coverage. The Borough of Matawan shall be named as an "additional insured" on all certificates of insurance. All insurance certificates are to be submitted 10 days prior to the event to the Borough Clerk's Office. All certificates must contain the following language: "The applicant will be deemed to agree to indemnify and hold the Borough of Matawan and its officers and employees harmless from any liability, expense or costs of suit, including reasonable attorney's fees."

Applicants do not require insurance form if they are insured under the policies of the Borough of Matawan.

Due to insufficient insurance the MMCC will not be rented to individuals for personal events. Example: Baby shower, etc.

§ 10-2.3 Priorities Governing the Use of the MMCC.

[Ord. No. 12-03]

First Priority: All activities that are pertinent to the efficient and safe conduct of business for all Governing Bodies in the Borough of Matawan. Examples: Borough Council, Court, JCC, Recreation Department, all boards, agencies, and commissions. All Matawan Borough groups and activities that impact on the well being and safety of the citizens of Matawan; Examples: Fire and Police Departments, First Aid Squad, Matawan Boy Scouts and Matawan Girl Scouts.

Second Priority: All licensed nonprofit groups and organizations; Examples: Rotary, Chamber of Commerce, Masons, Elks, Non-Matawan Boy or Girl Scouts, Churches/Temples, YMCA or YWCA, Matawan Women's or Jr. Women's Club, Matawan Historical Society and all Matawan/Aberdeen sporting activities other than those directly administered and/or run by the Matawan Recreation Department, any Matawan Resident.

Third Priority: All profit making groups or nonprofit making groups sponsoring a fund raising activity, organizations and any non-Matawan sporting group and any nonresident of Matawan.

§ 10-2.4 Use of the MMCC Facilities.

[Ord. No. 12-03]

Organizations or individuals desiring to use the MMCC will first check the availability of the facilities for the date required by calling the Recreation Director at 732-566-3898 Ext. 130 and leaving a message with date, time, and specific facilities requested. The Recreation Director will advise the applicant if the facility is available and provide the form. The application[1] must be completed and returned to the Recreation Director.

If alcoholic beverages will be served, an alcoholic beverage permit must be obtained from the Alcoholic Beverage Commission. The forms are available from the office of the Borough Clerk.

Please allow at least three weeks for processing. All fees in connection with the permit are the responsibility of the applicant.

A sketch shall be submitted by the applicant showing the room/area. Arrangement of tables, chairs, displays must also be attached for the Fire Official and the Construction Official who may deem it necessary that additional fire protection is required. It will be the applicant's financial responsibility to provide such protection for the event.

When a completed application is received, it will be reviewed by the Recreation Director and Borough of Matawan personnel as required. Upon completion of this review, the applicant will be notified in writing of its approval or rejection. Applicable restrictions will be noted.

Payment in full, including any cleaning deposit, must be made upon notification that the building/room use is approved.

Once approved all events will be added to the calendar maintained by DPW

Building & Grounds.

Application must be made at least one month prior to the date of the proposed use. (NOTE: The Recreation Commission or designee can waive this requirement).

It shall be noted that at all times a person designated by the DPW

Building & Grounds will be present to enforce the Borough of Matawan Code. Applicants will heed the requests of the designated person for the enforcement of regulations.

The applicant shall be responsible to the Borough of Matawan for all property damage to the MMCC that exceeds the deposit.

All applications are responsible for the clean up of all approved rental areas. A cleaning deposit is required, as noted in subsection 10-1.3. (No cleaning deposit is required for Priority 1 groups.) Failure to comply with the rules and regulations of the MMCC will result in the denial of the MMCC for future occasions.

Hours of operation: Rental hours are from 8:30 a.m. to 8:00 p.m. Monday through Thursday.

Refreshments: No alcoholic beverages shall be brought into, sold, or consumed in or on the grounds of the MMCC without prior special permission of the Matawan Borough Council, the Police Department, the Borough of Matawan's legal representative and the proper permits from the Alcoholic Beverage Control Commission. Refreshments may be served only in the area designated on the application. Refreshments not consumed must be removed from the premises. Sales of all refreshments shall be subject to any prior leases or agreements entered into by the Borough of Matawan.

Smoking: The MMCC is a non-smoking building.

[1]

The application is included as an attachment to this chapter.

§ 10-2.5 Types of Activities Which Are Not Allowed.

[Ord. No. 12-03]

Activities which are discriminating, as defined by the local, County, State, or Federal mandates.

Uses which are contrary to the laws of the United States or any political subdivision thereof.

Uses where, in the opinion of the Recreation Commission, insufficient provisions are made for supervision, fire, and Police protection to uphold rules and regulations, law and order, etc.

Uses exceeding the seating/holding capacity of the room or facility.

Uses where the applicant does not assume full responsibility for the preservation of order and liability for any damage for or loss of Borough property, and for personal injury and strict observation of all regulations of the MMCC.

The Matawan Borough Council or Recreation Commission reserves the right, without prejudice, to prohibit use of the MMCC by any person or group.

§ 10-2.6 Rules Governing Youth Activities.

[Ord. No. 12-03]

The MMCC will abide by the same policy procedures used by the Matawan Recreation Commission in governing youth activities.

There must be adequate adult supervision of activities that involve persons under 18 years of age.

Supervision by adults extends to the entire building and building grounds. Children are not permitted outside the approved leased/rented area on the application. Control must be exercised at pre-assembly and dismissal periods. All entrances and exits shall be controlled. Equipment usage shall be limited to authorized issue.

All athletic activities are responsible to provide their own first aid and ice packs.

§ 10-2.7 Use of Equipment.

[Ord. No. 12-03]

All furniture or equipment that is used must be cleaned and properly maintained. All furniture in the area must be returned to its proper place. All garbage must be bagged and placed in designated receptacles as directed by the building custodian. Firearms, volatile explosive, or flammable materials are not permitted without Police and Fire Official approval. All MMCC equipment that is needed by an individual or group as part of their rental must be listed on the application form. If any equipment is damaged during a rental period, it is the responsibility of the renter to pay for repair or replacement of the equipment.

§ 10-2.8 Holidays and Official Closings.

[Ord. No. 12-03]

One-half day New Year's Eve	Columbus Day
New Year's Day	Election Day
Martin Luther King Day	Veteran's Day
Presidents' Day	Thanksgiving Day
Good Friday	The day after Thanksgiving Day
Memorial Day	Half-day Christmas Eve
Fourth of July	Christmas Day
Labor Day

Closing may also occur due to inclement weather and certain Borough activities.

NOTE: Any request for building use on a day that the building is closed (Friday, Saturday, Sunday) should be made in writing to the Recreation Director. Any Priority 2 or 3 organizations may be charged a minimum of two times the standard weekday room charge. Other charges may apply.

If the Borough Council should change the schedule regarding days the MMCC shall be open the availability for room use will be so altered.