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City Center
Information       The City of Roseau owns and operates a civic center contained within the Roseau City Center capable of handling events up to 400-seats. The auditorium consists of 3 individual meeting rooms (Trapper Room, Trader Room and the Voyager Room) that can be opened into one single space. The Roseau Civic Center is available for both public and private party rental. Civic Center Amenities:
Contact the Roseau City Clerk's Office for more information on the Roseau Civic Center and reservation information at 218-463-1542.
The City of Roseau is proud that we are able to provide meeting rooms for use by the public. The purpose of this policy is to establish guidelines regarding the public use of the meeting rooms located in the Roseau City Center. The City of Roseau reserves the right to restrict usage to any of its meeting rooms. Classification and Priority of Users: CLASS 1. CITY COMMITTEES/BOARDS CITY SPONSORED NON-PROFIT GROUPS/CLUBS Local Government/Committees/Boards-Any event directly related to the operation of the city government Welcome to Roseau Relief Association Firemen’s Ball CLASS 2. SCHOOL DISTRICT/COMMUNITY GROUPS - MEETINGS School District 682 Groups Altru Clinic Churches (Soup Day) Sons of Norway Scandinavian Festival Ducks Unlimited Roseau Area Hospital & Homes Deer Hunters Non-profit and youth organizations: Boy Scouts, Girl Scouts, 4-H Clubs, Church groups, Youth dances (must be chaperoned and sponsored) Community Service: Any group, organized on a non-profit basis, whose purpose is maintenance or improvement in the quality of living in the City of Roseau. Roseau Women of Today, Roseau Lions, Blood Drive, Friends of the Library CLASS 3. SCHOOL DISTRICT/COMMUNITY GROUPS – SPECIAL EVENTS Same list as CLASS 2. CLASS 4. PRIVATE USE (not profit making) Wedding Dance, Receptions, Anniversaries, Family Reunion, Class Reunions CLASS 5. PRIVATE USE (profit making) Rummage sales, Auctions, Conventions, Diva Days, Arts and Craft Sale The Roseau City Clerk’s Office has the right to require that any Community Room use that does not fall into the above Classes be brought before the Community Room Committee for consideration and determination of charges and requirements. Room Capacity: To conform with fire code specifications, the City of Roseau must limit the community room capacity to 420 people using tables and chairs. Use Restrictions: The intended use must be appropriate to the facility. Pursuant to Minnesota Liquor Law Statutes, use of alcohol beverages is permitted under certain circumstances, providing all licenses, insurance and indemnification clauses are provided for by the user. The City of Roseau reserves the right to require the use of City approved security at the expense of the renter/user at any event where alcohol is served or at any event where the City Council feels it is appropriate. Partisan political campaign activities on behalf of a candidate for office (i.e. school district, county, state or national legislature, etc.) are permitted subject to all other provisions of this policy.2 Supplies or equipment not normally found in the room will not be provided by the City, however dish soap, hand towels and disposable cleaning cloths will be available. The City will reserve the right to limit the incidence of use by a single group should the demand for the facility exceed the available supply. No animals will be allowed in the building except for persons requiring use of such an animal for quality of life with prior approval. The City of Roseau assumes no liability for loss, theft, damage, injury or illness incurred by the users of the Roseau City Center meeting rooms. No flammable or explosive substances will be allowed to be used or stored on the City of Roseau property except "Sterno" used for keeping foods warm with prior approval.Security Deposit/Insurance: There shall be no additional charge to eligible users unless extraordinary costs are incurred by the City as a result of the use. Such costs will be determined at the time of application for use and defined on the permit by the Roseau City Clerk’s Office staff. The user group will reimburse the City for any repair or replacement costs of site or equipment, which result from the group’s use. The user group or individual is responsible for restoring the facility to its original condition prior to the use. No security deposit or proof of insurance is required for Class 1 usage since they are covered by the City’s insurance policies. Groups will be required to provide a security deposit as per the fee schedule. Class 2 groups must also provide certification of insurance proof of insurance showing liability coverage of at least $300.000 CSL. Application for Use: 1. All groups not coordinated, supervised or otherwise conducted by the City staff or elected officials shall complete the Application and Permit For Use of the Community Room. 2. All Applications will be reviewed for approval by the Police Chief and the Roseau City Clerks Office staff. 3. The following steps are to be taken by the applicant to reserve the Roseau City Center Community Room: a. Contact the Roseau City Clerks Office to check availability of date and receive a rental packet. b. Within 7 days of the reservation, return the completed Application and Permit with a $75.00 deposit OR contact the Roseau City Clerk’s Office to cancel the tentative reservation. If the application fee and form are not received within 7 working days, your reservation is canceled. The Application and Permit For Use will be processed and a signed copy returned to the applicant. c. The permit holder sets up an appointment to come in to meet with Roseau City Clerk’s Office staff within two weeks prior to the event to make final arrangements and pay any balance due. The permit holder should state at this time how many people are anticipated to attend the event. Clean-Up – Refer to checklist included with the application.General Rules: The user of the Roseau City Center Community Room agrees to follow the following rules: 1. Supervise the conduct of the members of their group. 2. Use only the space approved for use. No one is allowed in other parts of the building including the second floor unless approved by the Clerk’s Office. 3. Leave spaces used in a clean orderly fashion, including replacing items removed (includes restrooms). 4. Pursuant to the Minnesota Clean Indoor Air Act, the Roseau City Center Building and Community Center are smoke-free facilities and smoking is not allowed within 25 feet of any entrance. 35. Organize activities to conclude at the closing time stated on the permit. 6. Comply with all city ordinances, Minnesota state statutes, federal laws, and the established rules for use, which apply to authorized use of the Community Room. 7. Disorderly conduct of participants is prohibited. If a Police Officer is required he/she will have the right to remove any person from the premises whose conduct is unbecoming. 8. The permit holder shall assume full responsibility for any unlawful act in the exercise of the permit. 9. Sound levels for bands and audio equipment will be required to be controlled during business hours and other coinciding activities or events and maintained at a level set by building management. We have the right to limit the sound level at any event. 10. All food must be brought in prepared and ready to serve. The kitchen is a staging kitchen only. 11. The application may not be assigned, transferred or sublet by the Applicant. 12. Activities and events sponsored by individuals, agencies, organizations or groups shall not discriminate contrary to the laws of the State of Minnesota, and, without limitation, shall not discriminate against any person on the basis of sex, race, creed, religion, color, national origin, age, marital status, economic status or disability. 13. All decorations or helium balloons must be approved by City Clerk’s Office staff. 14. Large items must be moved in and out of the building with a wheeled device to prevent damage to the floor. 15. Any damage or loss of facilities or equipment must be reported, repaired or replaced within 24 hours of the activity. 16. A complete inspection of the Roseau Community Center will be done the next day or as soon as possible to determine if everything is in order. If everything is in order and no damage is reported your damage deposit will be returned. 17. A Liquor License cannot be transferred to the Community Center for one day for the purpose of selling alcoholic beverages. A liquor license is granted for the address of the business. 18. The City of Roseau shall deny the use of any of the facilities to any individual, group or organization that is not current with any payments due the city of Roseau, including utility payments. 19. The applicant must contact the City Clerk’s Office staff to arrange entrance into the facility during normal business hours the day of the reservation (or before) or by 2:00 p.m. Friday if the use is on a Saturday or Sunday. 20. Any lost or stolen keys will result in the loss of a deposit for the cost of rekeying. Liability: The group, individual, or organization using the Community Center shall agree to compensate the City of Roseau for all damages to facilities, equipment or other property owned by the City, to compensate any employee for damage to personal property by any person(s) attending the event, and further assumes all liability for any personal injuries, including death, caused by participants in the scheduled event. Refunds: Rental fees and other charges are completely refundable if the City cancels the use of the Roseau Community Center for any reason other than violations by the user. When the permit holder requests cancellation more than thirty (30) days before the event, a full refund will be issued. There will be no refund if a permit holder cancels within thirty (30) days prior to the event. FEE SCHEDULE: 1. All user groups may be charged for operation and out-of-pocket costs. 2. Events sponsored by the City of Roseau and non-profit organizations may be charged for costs not included in the normal operation of the Roseau City Center. 3. The following classifications will be charged rental costs: a. Civic and non-profit organizations from outside the City of Roseau. 4. City of Roseau civic and non-profit organizations may use the building free of charge during normal business hours (September 1 to May 31 M-F, 8:00 a.m. to 4:30 p.m. and June 1 to August 31, 7:30 a.m. to 4:00 p.m.). 4 5. A $75.00 reservation fee (or full rental cost, which ever is greater ) is payable at the time the application is submitted.6. All reservation fees are payable by check. Refunds will be returned by check and available at the Roseau City Clerks Office within 2 business days of return of the room key. 7. The security deposit will be used to pay for actual costs incurred by the city in repairing any damages. If the security deposit does not cover damage costs, the tenant agrees to pay all actual costs for damages over and above the amount paid for the deposit. If you have any questions, contact the Roseau Clerk’s Office at 218.463.1542 or rosoclrk@mncable.net 5 APPLICATION AND PERMIT CITY OF ROSEAU CENTER COMMUNITY ROOM P.O. Box 307, Roseau, MN 56751 APPLICANT INFORMATION Individual (s) renting facility: __________________________________Event: ________________________________ ______________________________________________________________________________________________ City of Roseau taxpayer? (YES) (NO) Date desired: ________________Time in: _________ Time out: ________ Estimated attendance: ___________ Facilities needed: Community Center Library meeting room Print name of responsible person: _________________________________________________________ Signature of responsible person: __________________________________________________________ Address: _____________________________________________________________________________ Phone day: __________________ Phone evening: ________________ Phone cell: __________________ Will Intoxicating Beverages Be Served? (YES) (NO) If yes, which provider___________________________ ALCOHOL WILL NOT BE ALLOWED IN THE COMMUNITY CENTER UNLESS SERVED IN ACCORDANCE WITH M.S. 340A 404. THE POLICE OFFICER IS PAID FROM 9:00 P.M. TO 1:30 A.M. AND NO ALCOHOL WILL BE SERVED UNLESS AN OFFICER IS PRESENT. IF ALCOHOL IS TO BE SERVED EARLIER THAN 9:00 P.M., AN ADDITIONAL $25.00 PER HOUR WILL BE CHARGED AS LONG AS AN OFFICER CAN BE OBTAINED. NO ALCOHOL WILL BE ALLOWED TO BE SERVED AFTER 12:30 A.M., THE ROOM MUST BE VACATED BY 1:00 A.M. SO CLEAN-UP CAN TAKE PLACE. (Council approval 10/01/07)Proof of Liability Insurance on file? (YES) (NO) Proof of Liquor License or Permit:______________________ FEES TO BE PAID IN ADVANCE: Separate checks are required. AMOUNT HOURS RESERVATION FEE _____________ Ck #____________ COMMUNITY CENTER FEE W/POLICE? Y N $__________ From ________ to ________ DEPOSIT – SEPARATE CHECK $__________ TOTAL $__________ I hereby certify that I am an agent of the above-named organization/individual and have been authorized to accept in their name the responsibility for observance of the rules and regulations of the City of Roseau as a condition of the issuance of this permit. I agree to release the Roseau City Center, City of Roseau, their employees and leaders of all liability related to accidents or injuries which myself, members of my family or any participant might incur while participating in the above-mentioned event. Participants in the above mentioned event are not covered under the Roseau Community Center’s or City of Roseau’s medical insurance policy. I understand that the permit for use of the City facilities may be cancelled if any of the rules are violated and future use may be denied. _____________________________________ ______________________ Authorized Signature Date KEYS: Date signed out ________________ Date returned__________________ Deposit Refund approved: YES NO If yes, Date mailed _______________ By __________________ If no, reason_______________________________________________________________________________ 6 PLEASE INDICATE IF YOU NEED THE FOLLOWING : # tables # chairs Podium Public Address system Commercial Coffee pot ( ___ cup) Kitchen Warming Oven Refrigerator The Clerk’s Office will approve all decorations, please indicate what decorations you would like to use, be specific. Only approved decorations will be allowed. ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ If applicable, please detail how many chaperones will be in attendance. ________________________________________________________________________________ ________________________________________________________________________________ While the use of decorations are allowed, the use of tacks, nails, staples, scotch, masking tape, glitter, confetti, silly string, natural trees, gas/propane operated devices or any other material that could mar the premises is not allowed. If you have a question on a particular decoration or material, contact the Roseau Clerk’s Office for approval. Candles may be allowed in certain instances.Permit holders are responsible for set-up and taking down of tables and chairs for their event. Large events will require a janitorial fee. Permit holders are responsible for the following clean-up before leaving the building: CHECKLIST: Put all trash in trash bags and place in the dumpster provided at the northwest side of the building. Cleaning of kitchen area thoroughly, hot water, soap and cloths are provided to do a good job. If used, clean all sinks, oven warmer, refrigerator and counter tops. If used, wash all coffee pots and coffee urn. Sweep kitchen floor. Wipe all tables and chairs that were used, place on their racks and return to the storage area. Wipe up any spills, including on tables, chairs and the floor. Remove all decorations. Remove all personal items, including leftovers. Double check to see that all lights, the warming oven, and coffee pot/urn are turned off and that all doors are locked. Return keys to the City Clerk’s Office the next business day after the event during normal business hours. Return any cleaning supplies to the Janitor’s room. 7ROSEAU COMMUNITY ROOM USE RULES Purpose: The City of Roseau provides its community rooms for use to the public for meetings, celebrations, dinners, etc. Fees may be charged for use of the rooms dependent on the user group and nature of the event. Contact the Roseau City Clerk’s Office for a fee schedule and information with regard to reserving a room (463.1542).Use: Use of the community rooms is limited to events appropriate for the construction and design of the community rooms. The rooms shall not be used for activities which are more suitable for a gymnasium or other more durably constructed facility. All users are responsible for damages to the building as a result of any activity or event held in the community rooms or common areas. The City of Roseau requires proof of insurance for the user group and event be provided prior to holding an event in the community rooms.Users of the community rooms are responsible for policing the use of the City Center during after-hour events. Commons areas are available for registrations, displays, restrooms, coats, etc. However, all activities, food, and beverages shall be contained within the community rooms. No activities shall take place in areas of the 2 nd floor of the City Center, unless such activities have been first approved by the City Council.Decoration: Decoration of the facility is allowed but limited to items which do not physically mar any of the building’s finished surfaces. NO TACKS, TAPE OR OTHER ADHESIVE SHALL BE PLACED ON THE WALLS OR OTHER INTERIOR SURFACES – IT WILL PULL THE PAINT OFF THE WALLS. Other decoration items that cannot be easily cleaned and removed shall also be prohibited from the building (GLITTER, SMALL CONFETTI, ETC.). The City also prohibits use of any hazardous materials or open flames (TORCHES, OTHER FIRES) within the building. Candles contained within a glass bowl or other container may be used.Flooring: The Community room floors contain a commercial grade flooring suitable for heavy foot traffic, dancing, tables, and chairs, etc. This flooring is non-skid and resists staining from spills. However, the flooring is vinyl which can be cut, marred, and scratched by dragging tables and other heavy objects across the surface. ALL ITEMS MUST BE CARRIED ACROSS THE FLOOR OR ROLLED ACROSS THE FLOOR ON WHEELS. CARE MUST BE TAKEN NOT TO PULL ITEMS ACROSS THE FLOOR WHICH WILL DAMAGE THE SURFACE.Tables & Chairs: The City has provided tables and chairs for the community rooms to accommodate over 400 occupants. These tables and chairs are all stored within the storage areas of the community rooms on rolling carts. Care should be taken when rolling these carts as they are heavy and pulling them in such a way that the wheels are not turning may damage the flooring. The carts for the chairs also function as coat racks. Some hangers have been provided on some of the carts for this purpose. CARE SHOULD BE TAKEN NOT TO DRAG ANY TABLES ACROSS THE FLOORING AS IT WILL DAMAGE THE VINYL. ALSO CARE SHOULD BE TAKEN TO VERIFY THAT END CAPS ARE ON ALL TABLES AND CHAIRS BEFORE THEY ARE SET UP TO KEEP THEM FROM CUTTING INTO THE FLOORING. ANY BAD TABLES OR CHAIRS SHOULD BE BROUGHT TO THE ATTENTION OF CITY STAFF.Kitchen: The community room is provided with a kitchen area containing sinks, refrigerator, warming oven, coffee maker, serving area and clean-up area. Use of this room is restricted to users who have reserved the kitchen as part of their community room rental. The coffee maker and warming oven have operation instructions attached to them. It should be noted that the coffee maker must be "turned on" approximately 1-2 hours prior to use. All excess food and beverages from an event must be removed from the kitchen following the event and all furnishings and fixtures shall be cleaned and wiped down after use. The kitchen does not come supplied with any dishes, utensils, or other items. Any items needed for cooking or serving must be supplied by the user.Partition Walls: The community room can be divided into separate spaces by closing either of the two partition walls. Partition walls shall only be set up by City personnel or as instructed by City personnel. A partition wall wrench is available at the City Clerk’s office for this wall. One partition wall contains a doorway. This is an emergency exit route for one of the community rooms and it must not be blocked on either side by tables, chairs or other objects.Heating/Cooling/Air Exchanger : The community rooms are automatically climate controlled to approximately 72 degrees. Users cannot adjust the thermostat. If a user would like the rooms slightly warmer or cooler, they should notify City personnel in advance of the event so that thermostats can be adjusted accordingly. The community rooms also utilize an economizer on the air exchange system reducing the amount of air circulation in the community rooms during non-use periods. In order for the air exchanger to operate properly during events where the community rooms are occupied, the user must push the grey button on the thermostat in the kitchen area next to the serving window. Pushing this button will turn on the air exchanger for 2 hours. If the event will go on longer than 2 hours the button must be pushed again for each 2 hours after the event has started. IF THE AIR EXCHANGE BUTTON IS NOT PUSHED, OCCUPANTS OF THE COMMUNITY ROOMS WILL NOTICE THE ROOMS BECOME WARM AND 8"STUFFY"--THIS IS A SIGN THE BUTTON HAS NOT BEEN ACTIVATED AND THE AIR EXCHANGER IS NOT OPERATING. Sound System: The community rooms are equipped with a built-in sound system. The sound system will support public address needs as well as musical needs of DJ’s and other bands. The sound system is split into three zones for each community room. These zones can be combined to work together if rooms are joined for different events.Each of the three rooms are supported by 6 cordless microphones (3 handheld microphones and 3 lapel microphones). A total of 18 microphones are available for the entire space. The handheld microphones are the most effective microphones and are recommended for most uses unless a lapel microphone is specifically desired. All of the cordless microphones are pre-set and only require the operator to "turn them on". Table and floor microphone stands are available for use. THE HANDHELD AND LAPEL MICROPHONES WITH THE SAME ROOM AND MICROPHONE NUMBER SHOULD NOT BE "OPEN" AT THE SAME TIME AS THEY WILL INTERFERE WITH EACH OTHER. Microphones can be picked up at the City Clerk’s office with a $100 deposit per microphone. The deposit will be returned with each operating microphone returned to the city.Each community room contains a "dial" on the wall to control the volume of the sound system. The dial can be elevated or reduced depending on the sound needs of the speaker or the music. Occupants desiring to have music play over the speaker system (DJ’s, bands, CD’s, MP3, etc.) can utilize an input cord from the City to plug into the sound jacks located in each room. Mixing boards and other equipment can be plugged directly into the community room sound system amplifier and speaker system. Input cords can be picked up at the City Clerk’s office with a $25 deposit per cord. The deposit will be returned with each cord returned to the city. Entrances & Doors: Entrances to the community rooms shall be limited to the East and South entrances for the general public after hours. The North entrance should only be used for personnel working in the kitchen area. All doors are required to be closed in the normal course of use of the building to meet fire codes. Doors should not be "propped" open and left unattended. All emergency exit doors (any door that has a sign indicating an exit) must be kept clear of obstructions in case of emergency.Keys: Users of the community rooms after hours will be provided with 2 keys, one to the City Center building entrances and the other for the community rooms. In order to keep the entrance doors open, the large grey bar on the inside of the entrance door must be pushed in and the hex key (located on the hydraulic door opener above the door) inserted, until the bar is held in and the door remains unlatched. The second key will open all of the community room doors. These doors can be unlocked or unlatched (similar to the entrance doors), whichever is desired. The second key will also open the storage rooms for the tables and chairs and the kitchen area. Keys can be picked up at the City Clerks office where a deposit will be taken. Keys must be returned immediately. Any lost keys will result in a forfeit of the user’s deposit for the re-keying of the locks.Smoking: There is no smoking in the Roseau City Center or the community rooms.Alcohol: Alcohol may only be served in the Roseau City Center by a licensed bartender (licensed in the City of Roseau) operating a portable bar in accordance with all State of Minnesota Liquor Laws. The City of Roseau also requires an additional fee for any event in which alcohol will be served and requires that the responsible party hire a Roseau police officer for the duration of the event, unless waived by the Roseau City Council in advance of the event. ALL alcohol must be purchased from your licensed bar. No alcohol can be brought in by the renter.Set-up & Clean-up: Each user is responsible for their own set-up and tear-down of the community rooms. City staff will ensure that any partition wall and sound system set-up and general cleaning of the community rooms has been undertaken prior to the arrival of a party. All of the remainder of the set-up is the responsibility of the room user. After the event is over, any and all items set-up shall be taken down and put away. Large debris and spills should be cleaned up following an event (the floor should be dry-mop swept). All food and other trash shall be cleaned-up, removed from the building and placed in dumpsters provided on the west side of the City Center. Any items brought into the kitchen should be removed. The kitchen should be cleaned and wiped down._Tear Here _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Acknowledgement: By the following signature I acknowledge that the City of Roseau has provided me with a copy of the rules for use of the Roseau City Center Community Rooms. Furthermore, I have read these rules and agree to abide by them and inform others using the rooms of the rules and ensure their compliance with these rules.__________________________________ _____________________ Signature-Responsible Party Date Date of event _________________
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