Cost

Each user will be assessed a pre-determined cost associated with utilities, maintenance, staff, rubbish removal, and wear and tear. The cost may be waved for Community Partners working directly with the Housing Authority for the betterment of the community. The expense is based on length of use: $175.00 for a half day (up to four hours) and $250.00 for a whole day (up to eight hours). The sole purpose of the expense is to defray the cost of operation. Payment is due and payable upon approval of the Application for Use.

Refundable security deposit

There is also a $100.00 fully refundable custodial/damage deposit for use of the facility. The deposit is due and payable upon approval of the Application for Use. The purpose of the deposit is to defray any potential cost associated with maintenance or repairs that may result from the misuse or neglect of the assigned space. Each user is expected to leave the space clean and undamaged. If any damage exceeds the amount of the security deposit, the user will be billed and payment is expected within ten business days.

Reasons why your deposit may not be returned include but are not limited to the following:

1. Leaving the building unattended at any time or leaving prior to the maintenance persons returning to inspect and lock the building.
2. Using areas or equipment not requested and/or
3. Trash left behind or not leaving the building in the same condition as it was found.
4. Party confetti on tables or
5. Arriving later than time requested or not
6. Failure to cancel party in 24
7. Requesting maintenance staff to come
8. Failure to leave at time on
9. Windows or doors are left open and/or
10. Furniture was not left in its original

 

HAGERSTOWN HOUSING AUTHORITY (HHA) OPERATIONAL POLICY

Statement of Purpose

The Hagerstown Housing Authority (HHA) Community Building/ Multi-Purpose Rooms are available for public and private gatherings of a civic, cultural, educational or recreational nature. No religious services or partisan political activities may be held in any area. The fact that a group or individual is permitted to use the facility in no way constitutes endorsement of their policies or beliefs.

Hours of Operation – May vary on location Monday through Friday 8:00 A.M. till 9:00 P.M. Saturday 9:00 A.M. till 5:00 P.M.

Sunday 1:00 P.M. till 5:00 P.M.

The Multi-Purpose room will not be available for special events during any holiday observed by the Housing Authority and in the event of inclement weather, all events are automatically cancelled.

Application for Use

Any individual or organization wishing to use an HHA facility must complete an application. The application must be returned to the Committee at least seventy-two (72) hours before a small routine event or at least fourteen (14) days prior to a special event. Regularly scheduled or “standing” events or meetings require additional notice discussed below.

Scheduling and use of the facility will be allowed and prioritized based on the perceived and actual benefits expected to accrue to the residents of the Housing Authority as a whole. Activities that are available to all residents take precedence over activities scheduled by individuals for personal reasons.

Scheduling of the facility will be kept on a public calendar subject to the following order of priority:

Use by a resident of HHA: (e.g.: Anniversary party, family reunion, private party or other non-profit activity); Events may be scheduled up to six (6) months in advance, subject to availability. It is not expected that such use will be of a continuing nature by the same resident for the same or similar purpose. Such activity would require special approval by the Committee.

The Committee and Management reserve the exclusive right to deny any application or to withdraw approval for any application that was previously approved.

Proposed changes to an application must be made forty-eight (48) hours in advance of an event. No changes may be implemented without approval.

In the event of cancellation, the applicant must give the facility twenty-four (24) hours’ notice. If after hours, call 301-733-6911 and ask the call center to speak with on-call person. Failure to do so may jeopardize future bookings and possible forfeiture of deposit.

The responsible party agrees to pay for all damages to any Housing Authority property resulting directly or indirectly from the conduct of anyone present at the activity.

Activities which may conflict with regularly scheduled functions will not be permitted.

The applicant has the right to appeal a decision made by the Committee. A meeting will be held with the appropriate parties in an effort to resolve any appeals or complaints about the decisions of the committee.

Organizations or persons who fail to abide by these regulations may be denied further use of the facility.

The Committee reserves the right to amend these regulations at any time and from time to time, and to limit the number and frequency of activities.

All applicants are to be eighteen (18) years of age or older.

Use of the Facility

If the application for use is approved, the applicant or responsible party must sign an agreement that all regulations will be adhered to. The responsible party assumes personal responsibility for ensuring that the approved space is used for the stated purpose and that the premises are left clean and in good repair. The responsible party and/or any organization using the facility will be held accountable for any misuse of or damage to the facility including its fixtures and equipment. The responsible party will also be held accountable for leaving all areas clean and free of debris. The responsible party will be responsible for making sure all furniture is clean and placed in its original location, in addition to assuring that doors and windows are closed and locked.

The applicant must also be prepared to remain ten (10) minutes after the event to perform an inspection. The person responsible for the facility is not to leave the building unattended at any time or before the maintenance persons returns to inspect and lock the building

Activities must be confined to the approved areas.

Any common sidewalks, driveways, or passageways shall not be obstructed or used for any purpose other than entrance to and exit from the facility. Aisles and exit doors must be kept clear at all times.

Children under the age of twelve (12) may not be in the facility unsupervised. Small children must be closely supervised by an adult at all times. Jumping and climbing on furniture is prohibited.

• Party confetti is not
• No smoking or alcoholic beverages are allowed in any
• Taping or in any way attaching signs, posters or other materials to the walls is expressly prohibited.
• Refrigerators, where available, must be cleaned after

The sale of merchandise is strictly prohibited. Only free literature may be distributed by those already approved for ongoing use of HHA. All other groups and individuals wanting to distribute literature must get prior approval from the Hagerstown Housing Authority.

Food may be brought in only during the time scheduled for the use of the area. However, if any cooking will be done on the premises this must be disclosed at the time of completing the application and such preparation must be approved by the Committee. All food must be removed from the premises at the end of the event and all areas used are to be cleaned. All cleaning supplies and materials are to be furnished by the user.

Noise must be kept to a minimum at all times and all noise ordinances of the City of Hagerstown must be obeyed. Any equipment approved for the event must be kept inside and confined to the approved area. At no time is there to be outdoor equipment (i.e. Microphones, speakers, megaphones, etc.) unless specific approval has been given for an outdoor event that requires such equipment.

The use of any equipment is strictly prohibited without prior written approval from HHA Management. Use of electrical or other equipment must conform to standard fire and safety standards. Generally, only standard audio-visual equipment will be allowed. The following equipment is strictly prohibited at all times: pyrotechnic equipment, fog/smoke machines, any type of machine designed to emit sparks, fire, smoke, fog, or any other substance that could be a fire/safety hazard or that may impair vision. Also prohibited are any machines, equipment, or toys that project or catapult objects into the air. Organizations or persons using an area must provide a qualified operator for any approved equipment that is used. Extension cords are not permitted.

If anyone is found acting inappropriately in any area of the facility, he/she will be asked to leave and may be barred from the facility.

Weapons of any kind: real or fake are strictly prohibited. Any suspicion of weapons possession will result in Police involvement and the person(s) involved will be barred from the facility.

Animals are not permitted in or around the building unless they are certified service animals belonging to a person with a disability (for example, a guide dog belonging to a person who is sight impaired).

Kitchen and Multiuse Room

The time needed to thoroughly clean the kitchen and multipurpose room must be considered in the user’s application as part of the allotted time for the event.

All users are responsible for leaving the areas as they were found: clean and in order.

Users are not permitted to remove any equipment or furnishings. Any equipment brought in by users must be removed immediately after the allotted time ends.

There is to be no food or food residue left on the counter, stovetop, oven, sink or floor. Floors must be swept or mopped and all table tops, sides, and undersides are to be cleared and wiped clean. All chairs are to be cleared and wiped down thoroughly after each event.

Utensils or supplies that are in the kitchen are not to be used or removed.

All trash must be placed into a trash bag, tied, and disposed of the same day. All trash must be removed from the building unless a user has a specific instruction from HHA.

Any persons under the age of eighteen (18) using the kitchen area must be supervised by an adult.

Parking Area (where applicable)

Users of the Center shall not permit their employees or their guest to park in areas other than those designated specifically as parking areas. Posted parking signs must be obeyed.

The maintenance, washing, waxing, or cleaning of vehicles in any parking areas is prohibited.

Users of the Center shall be responsible for seeing that all of its employees, agents, and guest comply with the applicable parking rules, regulations, laws, and agreements.

Any vehicle not parked in a marked area shall be towed at vehicle owner’s expense

No overnight parking shall be permitted without prior consent.

Visitors of the center shall not leave their vehicle unattended while the vehicle is running.

Vehicles parked in unmarked parking areas for the sole purpose to drop off or pick up persons or items will do so in a timely manner. Once the aforementioned chore has been accomplished the vehicle shall be promptly moved.

Hagerstown Housing Authority of affiliates will not be responsible for any damage to vehicles, injury to persons, or loss of property, all risks are assumed by the party using the parking area.

Disclaimer

The Housing Authority of the City of Hagerstown, Gateway Crossing Housing Partnership, LLC-I, Gateway Crossing Housing Partnership, LLC-II, Gateway Crossing Housing Partnership, LLC-III, Gateway Crossing Housing Partnership, LLC-IV, Gateway Crossing Homeownership, Inc., Pennrose Management Company, and their successors and assigns (collectively the “Entities”) assume no liability or responsibility for injury or damage to the person or property neither of anyone attending meetings or events nor of anyone in connection with an organization or individual sponsoring a meeting or event and all users of HHA community rooms/facilities hereby agrees to release all claims against the Entities and to indemnify, defend and hold the Entities harmless from and against any and all liabilities, claims, demands, actual losses, damages, costs and expense (including, without limitation, reasonable attorneys fees’ and court costs) suffered or incurred by any of the Entities as a result of or in connection with any activities of any user or anyone claiming through any such user with respect to the Housing Authority Community Buildings/Multipurpose rooms.

I have read the Hagerstown Housing Authority Operation Policy and agree to abide by that policy. The undersigned assumes all and exclusive responsibility for the preservation of order and the sole and exclusive liability for any injury of persons, and damage to, or loss of property that may result from this use; and for the due observance of the policies. The Multi-Purpose room will not be available for special events during any holiday observed by the Housing Authority and in the event of inclement weather, all events are automatically cancelled.