Commission Meeting Agenda Item

Sec. 2-200.22. Issuance of keys or security codes for facilities.

For those facilities requiring keys, the following regulations shall apply:

(a) Keys or security codes shall be issued upon approval of the rental application and payment of all deposits and fees, and may not be signed out sooner than 24 hours prior to use except as provided in section (c) below.

(b) Keys or security code to the library meeting rooms may be obtained at the library during regular library operating hours. See mylakelibrary.org for current hours or call 352-753-2957.

(c) If the library meeting room is rented during a holiday or weekend, the key or security code shall be obtained the last workday prior to the event during regular library hours. Keys to the library meeting rooms must be returned to the library by 9 a.m. the first work day following the event or deposited in either of the book drops in front of the library immediately after the event.

(d) The key deposit (if applicable) will be refunded if the key is returned on time. No portion of the deposit will be refunded for keys returned more than eight working hours after the stated return time.

(e) Keys shall not be duplicated.

Sec. 2-200.23. Deposit of revenues in general fund.

All revenues or funds collected under this division shall be deposited in the Town's general fund.

Sec. 2-200.24. Rental fees.

Rental fees will be charged for use of the Community Building and library meeting rooms. All applicants will be required to fill out a one-page contract. A rules and regulations sheet for the facility will be included with the contract. Rental fees shall be measured by the hour, half hour, or quarter hour. A minimum of one hour rental fee will be charged. The rental fee shall be based upon the amount of time the facility is reserved, provided however, if the facility is used for as greater amount of time than reserved, the applicant shall be responsible for the additional time the facility is used. Preparation and clean-up time shall be included when calculating the rental fee. In the event an applicant uses a facility beyond the time reserved, the additional rental fee will be deducted from the security deposit.

Sec. 2-200.25. Security deposit and liability of applicant for damage to Town facility.

A security deposit will be required for use of the Community Building and the library meeting rooms. The security deposit may be decreased at the discretion of the respective supervising director if it is determined that it creates a financial hardship on the renter. In the event that a security deposit is required, it will be returned to the applicant minus a five dollar administration fee following an inspection of the facility by the respective supervising director or designee, and a determination that there has been no misuse of the facility. Upon this determination of refund, the renter will receive a check when the Town of Lady Lake Finance Department processes payables, approximately two to three weeks.

Sec. 2-200.26. Limitations on rental period and available space.

(a) The proposed use of a facility shall not exceed the occupancy allowed at that particular facility. An application may be denied upon a determination by the respective supervising director or designee that the facility is not adequate for the size and nature of the use intended.

(b) Repeated, continued use of the Community Building or library meeting rooms will be permitted as time and space allow. The respective supervising director or designee will determine the fairest booking criteria to ensure that all residents of Lady Lake have an opportunity to use these facilities. The Community Building will not be booked for repeated use on Friday, Saturday or Sunday afternoons or evenings to allow for the many special one-time events that residents wish to reserve such as parties, weddings, reunions, receptions, etc.

(c) Facilities may not be booked more than 12 months in advance.

Sec. 2-200.27. Regulations governing use of the Community Building and Library Meeting Rooms.

(a) Any accidents occurring during the use of Town meeting facilities, regardless of the severity, shall be reported immediately to the police department and to the respective supervising director, no later than the next work day.

(b) Users of any meeting room facility shall be liable for any and all damage caused to the facility or any real or personal property located thereon or therein. For the purpose of this paragraph, damage shall include loss or theft during an event.

(c) Applicants granted permission to use a Town facility shall be responsible for the conduct of all participants. If conduct of the participants warrants police involvement, the Town reserves the right to bill the applicant for actual costs incurred by the police department in providing supervision during the event.

(d) The Town shall have the right to terminate use of a facility when the use endangers the health, welfare, or safety of the public or participants, or when the participants are causing damage to the facility.

(e) The Town shall have the right to terminate use of a facility if renters do not follow the rules and regulations given as part of the application contract.

(f) No one shall affix, or permanently attach in any way any item to the facility, inside or outside, including insignia, banners, and other means of identification used for events.

(g) The sale, purchase, consumption or possession of alcoholic beverages is prohibited in or around library meeting room facilities. The sale, purchase, consumption, or possession of alcoholic beverages at the community building is prohibited unless the Lady Lake Police have been hired as security for the event.

(h) The use, sale, possession or purchase of illegal drugs is prohibited in or around Town meeting room facilities. No person who is under the influence of drugs will be permitted in or around Town meeting room facilities.

(i) Smoking is prohibited on the grounds, in the buildings, as well as the parking lots at the community building and/or the library. Smoking means possession of a lighted cigarette, lighted cigar, lighted pipe, and any lighted tobacco or tobacco type product.

(j) Engaging in sexual activity on community building property or library property is prohibited.

(k) No property or equipment owned by the Town and located within or upon the facilities shall be removed.

(l) The hours of operation for the Community Building and Library Meeting Room 100 are from 7 a.m. to 11 p.m. The hours of operation for Library Meeting Rooms 204 and 207 are during the hours that the Library is open to the public.

(m) Granting of permission to use the Community Building or Library meeting rooms does not constitute an endorsement of the users or their beliefs by the staff or commissioners of the Town of Lady Lake.

Sec. 2-200. 28. Community building.

(a) Description. The Community Building, Sunroom and Banquet Hall combined, is approximately 3,104 square feet in size with a room capacity 113 persons. Parking spaces are available. Twenty tables and 100 chairs are available. There are restrooms and a kitchen with refrigerator, microwave and stove.

(b) Regulations governing use of the Community Building. The tables and chairs are arranged on the floor according to instructions in the room. The applicant may re-arrange the room however the applicant desires and there are additional tables and chairs in the storage area. All tables and chairs must be returned to the original configuration according to the instructions. The Library Staff will not be responsible for moving tables and chairs for any group. No food is to be left in the refrigerator. No decorations are to be left anywhere in the room. Clean-up to the room’s original condition is required by the applicant. Deposits will be forfeited if these requirements are not met as determined by the Town in its sole discretion. Storage of any items in the Community Building is strictly forbidden.

(c) Continuation of prior fees: Due to their long-term, historical use of the Community Building and the Town Commission’s finding of partial exempt status, the following groups have partial exempt status and shall maintain their 2009 Community Building rental rates: AA Sunday, AA Thursday, Bev’s Stamp Class, and Church of Jesus Christ.

(d) Rental fees (per hour):

(1) Local individual, club or organization: $20.00

(2) Nonlocal individual, club or organization: $30.00

(3) Commercial use, whether individual or organization, local or nonlocal: $50.00 (7% sales tax charged on all hourly rates.)

(e) Alcohol may be served at the community building if the Lady Lake Police Department has been hired for security during the hours of consumption. The rate for security is $35.00 per hour. The Community Building must be rented at least one month in advance in order to coordinate security through the Lady Lake Police Department.

(f)Security deposit: All Uses $155; $150.00 returned if approved, $5.00 administration fee.

(g) The security deposit may be kept “on file” for continued use applicants. The security deposit includes a $5.00 non-refundable administration fee.

Sec. 2-200.29.  Library Meeting Room 100.

(a) Description. Library Meeting Room 100 is approximately 430 square feet with a room capacity of approximately 30 persons. There is one large 12 ft. by 3.5 ft. oval table in the room with 10 chairs at the table and 20 chairs around the perimeter of the room. There are restrooms available but no kitchen. Light refreshments only are permitted.

(b) Regulations governing use of the Library Meeting Room 100: Library Meeting Room 100 is open to organizations who are primarily engaged in educational, cultural, intellectual, or charitable activities. Bookings shall be on a first come, first serve basis, with priorities given to library functions, then local civic organizations, then individuals, then commercial use.

(c) Continuation of prior fees: Due to their long-term, historical use of Library Meeting Room 100 and the Town Commission’s finding of partial exempt status, the following groups have partial exempt status and shall maintain their 2009 rental rates: Lake Eustis Kennel Club, Overeaters Anonymous, and Science of the Mind.

(d) Rental fees (per hour):

(1) Local individual, clubs, organizations: $10.00

(2) Nonlocal individual, club or organization: $20.00.

(3) Commercial use, whether individual or organization, local or nonlocal: $50.00 (7% sales tax charged on all hourly rates.)

(e) Security/building deposit: All Uses: $155.00; $150.00 returned if approved, $5.00 administration fee

(f) Key deposit. A $20.00 key deposit shall be paid by all groups that meet outside regular library hours.

(g) The security deposit and key deposit may be kept “on file” for continued use applicants. The security deposit includes a $5.00 non-refundable administration fee.