Webster Township, MI

Rental of the Webster Township Hall

Policy Number: 001

17 February, 1998

Revision B, August 15, 2006

1.0 Purpose

The purpose of this policy is to establish and communicate the regulations governing the rental of the Webster Township Hall located at 5665 Webster Church Road Dexter, Michigan.  These include permissible uses, prohibited activities, eligibility of renters, fee structures, and dates and times when the Township Hall is unavailable for use for other than official Township business.  This policy is formulated to aid the Webster Township officers in the preservation and maintenance of the Township Hall while at the same time making the Hall available to the community for legitimate uses.

 2.0 Permissible Uses

The Township Hall may be used by private parties, by sanctioned Civic Organizations, and by governmental entities as detailed below.  The needs of Webster Township will of course have priority over any other requested use.

2.1 Private Parties

Private parties are eligible to rent the hall for family oriented celebrations including wedding receptions, family reunions, holiday parties, wakes and post-funeral gatherings, award celebrations, non-political information programs, and religious observances.

2.2 Sanctioned Civic Organizations

Sanctioned, non-political organizations are eligible to rent the hall for official meetings either confined to the membership of such organizations or open to the general public providing such organizations are non-discriminatory and provide equal opportunity for membership and attendance.  Such organizations include but are not necessarily limited to: 1) all levels of the Boy Scouts and Girl Scouts; 2) Lions International; 3) Rotary International; 4) Webster Township Historical Society; 5) 4H including individual local clubs; and such other organizations of similar purpose and community standing.

2.3 Governmental Entities

All governmental entities and units from adjacent Townships, Washtenaw County, and the State of Michigan, are eligible to rent the hall on the basis of non-interference with the business of Webster Township, and will generally be given priority over other renters.

 3.0 Prohibited Activities

The following activities by any renter, or any occupant present in conjunction with any rental or use agreement, are strictly prohibited on or in any property of Webster Township:

1)     Sporting activities of any kind.

2)     Physical contests or exhibitions.

3)     Selling of any merchandise, equipment, property, animals, or chances on same.

4)     Preparation of food other than beverages.

5)     The possession or use of any type of alcoholic beverage in any quantity.

6)     The possession or display of any firearm, bow and arrow, or any other weapon of any type.

7)     The possession or use of any controlled substance in any amount.

8)     The use of profane or lewd language as generally defined by contemporary community standards.

9)     The possession, distribution or display of any pornographic materials as generally defined by contemporary community standards.

10) Lewd or lascivious behavior of any sort.

11) Creation of noise or other disturbance including loud music audible beyond the property boundaries of the Township Hall site.

12) The use or possession of any fireworks of any type.

13) Gambling of any sort.

14) Permitting or encouraging the presence of any animal other than Trained Helper Dogs for the disabled.

15) Any other activity not specifically mentioned above which is prohibited by law.

 4.0  Eligibility of Renters

4.1 Private Parties

Private parties wishing to rent the hall must be residents of Webster Township, and must be in actual attendance at such events.  The rental of the hall by a township resident for the principal use of non-township residents violates the spirit of the present provision of private rental for the benefit of township residents and is not allowed.  Under no circumstances will the hall be available to unchaperoned minor children, and the ratio of chaperones to minors in attendance shall be at least 1 chaperone for each 6 minors, and such chaperones shall be in attendance at all times.

 4.2 Sanctioned Civic Organizations

Recognized civic organizations as listed above whose principal local address is in Webster Township or in the Village of Dexter are eligible to apply for use of the Township Hall on either an occasional or regularly scheduled basis.

 4.3 Governmental Entities

All governmental entities or units of Webster Township, the Loch Alpine Sewer Authority, the Portage-Base Lake Sewer Authority, and the Dexter Area Fire Department have priority for use of the Webster Township Hall.  Governmental functions of immediately adjacent Townships, Washtenaw County, and the State of Michigan are also eligible to use the Webster Township Hall.

 5.0 Food Service

Any food to be served in conjunction with any activity held in the Webster Township Hall is to be prepared off premises and catered.  The sole exception is the preparation of coffee, tea and other beverages.

 6.0 Fees and Deposits

All renters are required to pay a fee for the use of the Township Hall.  They are also required to make a security deposit in the form of cash or a check payable to Webster Township at the time the rental is applied for.  The schedule of fees and deposits included in attachment 1 are in effect as of the date of the most recent revision of this policy.

 7.0 Application to Rent

All persons or organizations wishing to rent Webster Township Hall shall contact the Township Hall at (734) 426-5103 during regular business hours.

 8.0 Hall Capacity

The attendance at any event held at the Webster Township Hall shall not exceed 200 persons.

 9.0 Hours for Rentals

Occupancy of the Township Hall under any Rental Agreement shall not begin before 8:00 A.M. Eastern Time, nor extend past 10:00 P.M. (midnight) Eastern Time.

 10.0 Non-Availability for Rent

The Webster Township Hall shall not generally be available for rent on any Sunday, or on any holiday recognized by the government of the State of Michigan.  In some cases the Hall may be rented at these times strictly at the option and pleasure of Webster Township.

11.0 Cancellation and Retention of Deposits

11.1 Cancellation

Rental agreements may be canceled up to the time the rental is to begin without loss of deposit providing the Township has not incurred any costs associated with such rental agreement.  If any costs have been incurred on behalf of the renter or as a consequence of the rental agreement, the renter shall reimburse the Township for the total of all such expenses whether or not covered by the deposit.

11.2 Retention of Deposits

Webster Township shall retain, as necessary, such portion of the security deposit as may be required to adequately clean the Hall or repair any damage resulting from the actions of any renter or guest of said renter.  In the event the security deposit is inadequate to cover the expenses incurred by Webster Township in the repair of damage or in completing adequate cleaning, the renter shall immediately reimburse the Webster Township Clerk for the extra cost.

12.0 Right of Refusal and Cancellation Reserved by Webster Township

Webster Township reserves the right to refuse the use of the Webster Township Hall to any applicant, public or private.  Webster Township also reserves the right to cancel any prior arrangement to use the hall, without incurring any liability, in the event that prevailing conditions, including but not limited to, Township emergencies or loss of function of required utilities, make such cancellation necessary in the judgment of any Township Officer.  If such cancellation should be necessary, Webster Township will provide as much advance notice as possible.