Wilma Township Hall Rental Policy

Paul Raymond Hall Rental Agreement

February 5, 2010 admin Hall Rental Agreement, Ordinances and Resolutions

The Town Board hereby adopts the following as the rental policy for the rental of the Wilma Township Town Hall.

  1. 1. Definitions.  For the purposes of this policy, the following terms shall have the meaning given them in this section.

a) Alcohol.  “Alcohol” means wine, beer, liquor, and any other beverage containing more than one-half of one percent alcohol by volume.

b) Event.  “Event” means the entire period for which a Renter has rented the Hall, including any permitted set-up or clean-up periods.

c) Guests. “Guests” means those who attend the Event.

d) Grounds. “Grounds” means the land immediately adjacent to and surrounding the Township Hall that is owned or leased by the Township.

e) Hall. “Hall” means the Wilma Township Hall.

f) Rental Application. “Rental Application” means the form developed by the Town to be completed and submitted to the Town by proposed Renter seeking permission from the Town to rent the Hall.

g) Rental Request. “Rental Request: means the submission of a completed Rental Application by a proposed Renter seeking permission from the Town to rent the Hall.

h) Renter. “Renter” means the person, corporation, or entity that submits a Rental Application to rent the Hall.

i) Town. “Town” means Wilma Township, Pine County, Minnesota and any references to actions or approvals by the Town are to its Township Board of Supervisors.

  1. 2. Renters Bound by Policy. Rental of the Hall constitutes Renter’s acceptance of the terms and conditions of this policy.  The Renter assumes full responsibility for any damage caused in connection with the Event and for the actions of those who attend the Event. If a corporation or entity is renting the Hall, and officer or agent of the corporation or entity must be designated on the application as the responsible person for the rental; though doing so does not limit the liability of the corporation or entity for the rental or what occurs during the Event.
  2. 3. Rental Request.

a)      Process. All rental requests must be made on the application form provided by the Town and shall be delivered to the Town Clerk. All rental requests must be made at least 14 days before the proposed Event. When a completed Rental Application is received, the Town will notify the Renter of whether the request is approved. All approvals are subject to and conditioned upon; the payment of all required rental fees and a damage deposit (if required); any modifications, limitations, or additional requirements indicated on the Rental Application; and compliance with all the provisions of this policy and any other applicable rules or regulations.

b)      Rental Hours. The rental hours for a particular Event shall be as indicated by the Town on the Rental Application form and approved by the Town. The Town may approve additional hours to set-up for, and clean-up after the Event. The Renter and all attendees must vacate the Hall by the end of the rental hours; except that the Town may approve specific additional hours a Renter may use to clean the Hall after the Event.

c)       Sublet or Transfer. A Renter may not sublet the Hall, nor may the application or rental privileges be transferred or assigned.

d)      Cancellation. Approved rental requests may be cancelled as provided in this section. Application fees are non-refundable and will not be returned if a rental request is cancelled.

  1. i. By Town. The Town may cancel any approved rental request in any of the following circumstances:  (1) at any time if the Renter fails to comply with any conditions imposed by the Town of the rental including, but not limited to, failing to file the required damage deposit within the time set, failing to pay the rental  fee in full by the time set, failing to provide for security by a law enforcement when required; (2) for any reason if the Town provides notice of cancellation to the Renter at least 30 days before the Event; or (3) at any time for reasons beyond the Town’s control, such as cases of emergency, unsafe environmental or health conditions, or the interruption of utility services. If the Town cancels a rental request after it has been approved, except for Renter’s failure to provide payment, proof of insurance, or to comply with any other conditions imposed on the request within the time set, it will return any rental fees and damage deposit paid by the Renter. Renter acknowledges and agrees that the Town shall not be liable for any claims of description loss or damages resulting from the Town’s cancellation of a rental request as provided in this section.
  2. ii. By Renter. A Renter may cancel a rental request up to 30 days before the Event. The Town will return any rental fees and damage deposit paid by the Renter. A Renter canceling a rental request within 30 days of the Events forfeits all rental fees paid the Town, but the Town will return the damage deposit if one was paid.
  3. Rental Fees and Damage Deposit.  The following rental fees and damage deposit apply to the rental of the Hall and must be paid to the Town at least 14 days before the Event and before the event will be scheduled on the calendar. Rental fees are not refundable, except that unused portion of the damage deposit will be returned to the Renter within 30 days after the day of the event. The Town Board at its discretion may waive the Rental Fee for other governmental units/entities.
Fee TypeResidents
Fee		Residents Damage DepositNon-Residents
Fee		Non-Residents
Damage Deposit
Rental Fee$25.00$50.00$50.00$100.00
Wedding/Dance$50.00$200.00$100.00$200.00
  1. Use of the Hall.  The Renter and Guests must comply with all the following.

a)      Setup-up and Decorations.  The Town may allow Renter to enter the Hall before the rental hours in order to set-up or decorate for the Event. Decorations may not be affixed to the Hall in any way that damages the Hall. Confetti, birdseeds, rice or other like items are prohibited.

b)      Sound Levels.  Sounds levels must be controlled so as to not cause damage to the Hall or to unreasonably disturb neighbors.

c)       Disorderly Conduct. Disorderly conduct of any kind is prohibited and any persons engaging in disorderly conduct are subject to being ejected. The Renter shall be solely responsible for supervising the conduct of those who attend the Event and is financially responsible for any damages caused.

d)      Alcohol.   No liquor, wine, or beer shall be sold or otherwise exchanged for compensation in connection with the use of the Hall. If alcohol is to be consumed, the Renter must indicate that fact on the Rental Application.

e)      Security. The Town may require the Renter to have a licensed law enforcement officer during the Event to provide security and to help enforce the provisions of this policy.  The Renter will be responsible for making all arrangements to secure the services of a licensed law enforcement officer, paying for service, and ofr providing the person a copy of this policy.

f)       Gambling. Gambling of any nature or manner is prohibited.

g)      Smoking.  The Hall is a smoke-free building and smoking of any kind is prohibited in the Hall and within 30 feet of the Hall.

h)      Parking.  Guest may not park on the lawn or in any way that causes damage to the Grounds or that interferes with traffic or safety.

i)        Charging Admission. The Renter may not charge admission for the Event unless approved by the Town.

j)        Safety.

  1. i.                No furniture, decorations, or other items may be placed in such a way as to block the exits.
  2. ii.            The Renter is responsible for assuring the Hall does not become overcrowded.
  3. iii.            No open flames, sparklers, or any fireworks are permitted in the Hall or on the Grounds.

k)      Clean-up.  The Renter is responsible for cleaning the Hall and must return the Hall to at least the same condition it was in before the Event.

  1. Assumption of Responsibility. The Renter assumes full responsibility for the appropriate conduct of all the group members and Guests at the Hall during rental hours. The Renter also assumes full responsibility for any loss, breakage, or damage caused to the hall, the Hall contents, or to the Grounds.  The Town is not liable for any loss, damage, injury, or illness suffered during the use of the Hall by the Renters or the Guests.
  2. Indemnification.  The renter agrees to defend, indemnify, and hold harmless the Town, it’s officers, agents, and employees against any and all liability, loss, costs, damages, expenses, claims or actions, including attorney fees which the Town, its officers, agents, or employees may hereafter sustain, incur, or be required to pay, arising out of or by reason of any act or omission of the Renter or Guests.
  3. Insurance.  The Renter may be required to provide proof of liability insurance before the Event proving coverage in an amount determined by the Town. If proof of insurance is required, the Renter must deliver the proof to the Town at least 7 days before the Event. Failure to provide adequate proof of insurance as required by the Town will void the rental request and any approvals given by the Town.

Adopted this 3rd day of February 2010

Motioned made by Glen Williamson Sr., Seconded by Mike McCullen.

The Motion passed unanimously.

By Wilma Township Board of Supervisors

_____________________________
Glen H. Williamson, Chairperson

Attest:  ___________________ Clerk
Paul Raymond

RENTAL APPLICATION FOR THE
WILMA TOWNSHIP TOWN HALL
Duxbury, MN 55072

Application must be submitted to the Town Clerk at least 14 days before the event along with $____________ application fee.

Rental Hours: Date of the Event:__________________ Type of Event:____________________
Starting Time: ___________ Ending Time: __________ Setup Time and Date:______________
The Hall must be cleaned up immediately after the Event unless other arrangements have been made with the Town.

Rental Applicant Information

Name of Applicant:_____________________________________  Date of Application:________

Address:______________________________________________ Home Phone:_____________

City:___________________________ State: ____ Zip: _________ Other Phone:_____________

Will alcohol be brought or consumed at the event?  ____ Yes   ___ No

Alcohol:  Alcohol may not be sold or exchanged for compensation in any way in connection with the use of the Hall.  If alcohol is present and 100 or more guests are expected, the Town shall require the Renter to hire a licensed law enforcement officer to provide security for the event.   How many people are you expecting for this event at the Hall? ______________
If more than 100 name of Security Guard:_____________________ Police Dept:_____________

Insurance: If more than 100 people and alcohol is being served, proof of liability insurance may be required before this event in an amount to be determined by the board.

Residency: Are you a resident of Wilma Township? ______Yes _______ No
Rental Fees and Damage Deposit: A non-refundable application fee must be paid at the time of submitting the application. All additional fees and a damage deposit, if required must be paid to the Town at least 14 days before the event or this application is voided. The applicable fees are those as set by the Town in its Township Hall Rental Policy.

Applicant understands and agrees that if its application is approved, applicant is fully responsible for the event and is subject to the terms and conditions of the Township Rental Policy.  I also acknowledge that I have read the Township Rental Policy.

____________________________________________________________________________________
TOWN USE ONLY
Application Approved? _____Yes _____ No (If “No”, please put reasons on reverse side of this form)

The approval is conditional upon the following medications, limitations, or additional requirements (if any).

FEES:  Rental Fee $________________ Damage Deposit $______________ Date: _________________

WEDNESDAY, FEBRUARY 1, 2023, WILMA TOWNSHIP BOARD OF AUDIT/BOARD OF SUPERVISORS’ MEETING

Paul Raymond Board Minutes

Chairman Glen Williamson called the Board of Audit to order at 7:30 p.m. with the Pledge of Allegiance. Also present: Supervisors Mike McCullen and Alden Shute, Treasurer Patrice Winfield, Clerk Paul Raymond, Road Manager Alden, and Stefanie Williamson, Rod Sorgaard, Stan and Tracy Riley, and Jim Bredesen.

BOARD OF AUDIT: Paul and Patrice had coordinated and cross-checked their books before the audit. The three supervisors checked and compared the records and signed off. Mike moved to approve the records; Alden seconded; all aye. Proposed Budget and Levies for 2024 to present to voters at Annual Meeting. Mike said the people get to vote on all the levies, but the board has final approval on the wages and salaries and snowplowing policy. He said we have always allowed the people to vote as a sign of confidence, or not.

Judges: The only proposed change in the budget is to increase the election judge pay to $20/hour, comparable to paperwork by the clerk and treasurer. Mike said even though judges have only to sit for hours, we can’t get people to take the job at $18/hour. Paul had to bring in someone from Arna. Mike said he doesn’t think it’s fair that hard physical labor and sitting as judge get the same pay. Paul said election judges don’t “just sit there.” They are the forefront on insuring election integrity for our citizens, making sure the vote is honest and that everyone eligible who wants to vote gets to vote and no one who is not eligible votes. No one has ever challenged the integrity of elections in Wilma Township. Mike moved that we increase judge pay to $20/hour to present to the voters in March.

Snowplowing: Alden asked if we should charge more for snowplowing private drives after such serious storms this year. Patrice said it would be best to have a separate snowplowing account but that would make Alden separate his plowing roads and drives or require him to do all roads first and then go back and plow all private drives. Both are unworkable, Alden and Patrice said. Paul said we should increase the snowplowing rates; he’d be glad to pay more. Alden moved that we propose a $25 increase across the board, $100 per season; $125 over 700 feet; $200 1,000 ft. to ½ mile; and $350 over ½ mile. Glen seconded. Passed.

BOARD OF SUPERVISORS’ MEETING: Clerk’s Report of January Board Meeting: Paul read the record of the January meeting; Patrice said the actual bills were $5,860 not $5,285, because she hadn’t included or sent the 4th quarter tax withholding in. Corrected, Mike moved to approve; Alden seconded; passed unanimously.

ROAD REPORT: Alden plowed all township roads and most of the subscribed driveways. The grader lights and other parts were damaged by so many trees down or over the road. Brad Rootke of East Central Logging will trim all the overhanging trees at $300/hour. In January, the board declared that the December storms were a township road right-of-way emergency, allowing us to clear and cut trees in the right-of-way. The worst roads are Tamarack Pine Drive, the Mayfield Road and the Vink Road. Some citizens had to start clearing township roads, including Erv and Cindy Klienschmidt and Nick Mattson. Mike moved that we pay them at $20/hour for the time they spent clearing the road,capped at $1,000, and we will pay them at the next meeting and submit the claims to FEMA/Pine County for reimbursement. Paul will make non-tax forms for them. Alden seconded; all aye.

Increase Township Grader Rates: Alden said we need to charge neighboring townships more for grading and plowing range-line roads. $100 doesn’t cover our costs. He suggested $120/hour.

Grader Hall Furnace: The furnace went out but Federated serviced it and replaced the defective parts. Mike said that’s why we always keep the door open between the halls.

County Road Damage Assistance: The county contacted us: “We are doing a preliminary damage assessment for Pine County due to the storm from 12/13 – 12/15. Allowable expenses are as follows:

Emergency plowing for restoration of power is a recoverable expense.

Emergency plowing for rescues (fire, EMS) is a recoverable expense.

Costs associated with emergency sheltering; i.e. food, water, etc. are recoverable expenses.

Debris removal from the road, to open the road itself is recoverable.  Plowing curb to curb is not recoverable.  The complete debris removal in the spring is recoverable and PDA requests the best estimate of what these costs will be.”

“Normal costs to counties and townships are not recoverable expenses.  Overtime for emergency plowing for restoration of utilities is recoverable, but not if plows are normally out plowing that area.”

The Pine County Sheriff’s Office said, “We declared a local emergency on 12-20-22 to start the process for disaster declaration.”

Wilma Covered Road Recovery: Alden has already had work done on the roads that we will submit for reimbursement: He opened the Kenny Peterson Road, 2 hours at $100/hour. Duane Glienke cleared some of the bigger trees on Little Tamarack Lake Road, Mayfield, N and S. Duncan Roads, and Vink Road. He will turn in a bill for us to be reimbursed.

Zoom Meeting with Wayne Lamoreaux, Homeland Security and Emergency Management: Paul attended the meeting on January 11, and gave an estimate of $6,000 for Wilma Township damages, based on Alden’s estimates for Rootke and Duane Glienke, plus grader damage, and an added a $1,000 cushion.  Other towns were throwing out numbers like $60,000 $70,000. Paul asked if we are locked into our estimate and they said no, it will be actual costs that will be reimbursed; the estimate isn’t important except for Pine County to qualify for State aid.  Grader damage has to be submitted first to insurance and they will pay anything insurance doesn’t cover. Mike said it may be better to eat it than risk our insurance rates going up. We had lights and hydraulic lines damaged and McCoy Construction can repair them, plus at least one tire damaged.

Grader Tires:  Alden said the tires are bad and he needs to replace two, and the only ones who carry our brand are NTS Tire in Redwood Falls. He will need to bring the tires there and wait while they mount them. Their cost is $1,361 each plus $40 to mount them.

OLD BUSINESS: Dumpster Camera: Glen gave the camera to Stan to program it to show on cell phones. Mike said someone already filled the dumpster with garbage bags even though it’s behind the hall.

Internet Fund: The fund is down to $386, about 6 months. We can use our ARPA funds for this but mike told Paul sto send an application to Blandin Foundation to give us an additional $5,000 to extend our internet with Centurylink. Paul did apply but Glen found a typo where Paul gave the wrong internet address. He will have to correct this and notify them.

NEW BUSINESS: Town Hall Furnace: Glen said our furnace blower is very, very loud and has to be unplugged during meetings. Paul said he put a box fan on the table in the kitchen and it circulated the air better than the blower and is silent. Glen asked Paul to research gas stoves or getting a furnace repair man out to service our blower.

Town Hall Rental: Rod and Lauren Sorgaard ask to rent the town hall on Saturday, June 3, for their daughter’s wedding reception. Glen found our rental agreement from February, 2010, on the township website and pulled it up. https://www.wilmatownship.org/category/hall-rental-agreement/

Mike moved and Alden seconded to allow the Sorgaard’s to rent the hall. All aye. This is the week after the pancake breakfast so the hall will be cleaned up and all the tables will be set up. Paul asks that they leave it as they find it.

Wilma Township Election, Tuesday, March 14, 2023: Patrice and Alden are up for re-election and both filed, along with Stan Riley for Supervisor. Jody Mattson, Peggy Branch from Arna Township, and Paul will judge. Board of Canvass and Annual Town Meeting: Will follow the election. Board of Reorganization: To swear in newly elected officers and set wages, bank and posting sites for 2023; Will be before April board meeting.

March, 2023, Meeting Change:  The March, 2023 board meeting changed from March 1 to March 8. The Annual meeting is March 14.

Snowshoveling and Grounds Maintenance: In an emergency after talking with the Chair, Paul authorized Stan Riley to shovel a path to reach the propane tank and also to shovel the ramp and steps for the Garbage Board Meeting and Board Meetings this week. Because the snow was so deep and hard as cement, it was very difficult. Stan said if it had been shoveled after every storm, it wouldn’t have been so bad. Paul said he only shovels before meetings, so sometimes weeks can go by. Stan asked to have this as a permanent job along with the lawn maintenance as Property Maintenance Person. Patrice said it would have to be as a contractor, but the board asked why couldn’t he be an employee like the Road Manager? Alden moved to hire Stan Riley as year-around Property Maintenance man to keep the grounds mowed and clean and the ramp and steps shoveled when there is more than 3” of snow. Mike seconded; all aye. Stan said he’d take before and after photos. He will give Patrice all his tax info.

Board of Review and Equalization: Will be Monday, April 10, 2023, at the Hall at 1 pm. Lori Houitsma and Karen Stumne, our appraiser, will attend. Her phone is 320-591-1639. Paul will post the meeting. The Supervisors cannot appeal their assessments at the meeting but have to go to the county. Mike and others have said their assessments have gone way, way up and they want to question them. .

U.S. Census Boundary and Annexation Annual Survey: No changes in Wilma.

MAT Expells 5 Townships: MAT says to ignore them. We received letters from both MAT and from rebel townships. District 7 Director: Tami Carlson from Pine City Twp. Was elected District 7 Director. Paul urged Glen to get her to speak at the County Township Officers’ Association meeting March 25.

Pine County Township Officers’ Meeting: Will be Saturday, March 25, 9 am at the Community Center, Hinckley. Planning meeting for PCTOA board February 15 at 7 p.m. At Tobies.

2023 Garbage Pickup Schedule: Copies available at meeting.

Deputy Clerk: Paul said he has appointed Cindy Kleinschmidt as Deputy Clerk. He will notify MAT/MATIT for insurance and publications. We also need to update Alden with MATIT but can wait until after the election if he wins.

Treasurer’s Report: (Attached) Patrice said total bills for February are $3,588.88, and she needs to transfer $3,600. Mike moved to approve her report and to transfer the funds. Alden seconded; passed. Alden moved to adjourn the meeting; Mike seconded; passed. Meeting adjourned at 9:15.