Policy

Scheduling and use of
Westridge Plaza Pavillion

  1. General statement
    The Westridge Plaza Pavilion is operated by the City of Minnetonka under the policies and guidelines established for Minnetonka Community Center use by the Minnetonka City Council. The Pavilion will serve as a location for City-sponsored activities and will be available for general community use.

    The City Council recognizes the desirability of the Westridge Plaza Pavilion be used as often as possible by Minnetonka residents and local businesses and groups. This policy promotes the active use of this Pavilion while establishing priorities for use of the facility and outlining scheduling procedures and guidelines. It also sets reasonable rules and regulations for the use of this facility.
  2. Priorities for use of the Westridge Plaza Pavillion
    This section of the policy identifies priority classifications for use of the Pavilion. Listed below are the classifications in descending order of priority.
    1. City government: Any activities or events related to and or sponsored by the City of Minnetonka, including but not limited to, playground programs, ice rink/warming house activities, neighborhood meetings, and other public meetings, have first priority for use of this facility. There is no fee involved with this use.
    2. Minnetonka-based civic groups, Minnetonka-based non-profit organizations (must have ID number) or resident groups: Local groups representing an organization within the City of Minnetonka will be allowed to make reservations up to six months in advance. These groups must either have their official headquarters or mailing address located within the City of Minnetonka or must have at least 35% of its membership roster residing in Minnetonka. Resident groups must be chartered and have established bylaws. These local organizations will be charged $5 per hour with a minimum 2 hour reservation required.
    3. Minnetonka residents and Minnetonka-based businesses: These groups will be permitted to reserve the Pavilion up to six months in advance. These groups will be charged $15 per hour with a minimum 2 hour reservation required. Groups under this category are prohibited from profiting through the use of the Westridge Plaza Pavilion through the sale of merchandise, admissions or any other means.
  3. General information regarding use of the Westridge Plaza Pavillion
    1. Scheduling procedure
      1. Groups or individuals wishing to reserve The Westridge Plaza Pavilion must make arrangements through Minnetonka Recreation Services and have them confirmed at least two weeks prior to the date of the event. To make arrangements with a Minnetonka Recreation Services staff member, call 939-8390. Approved applicants will receive a signed permit. This permit will act as confirmation for use of the facility.
      2. Applicants are required to submit separate checks of $100 for a damage deposit (may be increased depending on the activity) and user fee check along with their application. The damage deposit check will be returned the day after the event upon successful inspection of the facility by City staff. The City reserves the right to withhold any portion up to the entirety of the damage deposit if damage has been done to the facility.
      3. The scheduling of this facility will be on a first come/first served basis. Reservation requests may be made and confirmed as much as six months in advance. Once an activity has been scheduled, it cannot be replaced by a higher priority group unless an acceptable replacement can be arranged.
      4. Residents may not reserve this facility for a non-resident group or individual.
      5. Minnetonka Recreation Services may limit the number of dates an individual or group may reserve in advance to insure that one group does not dominate use of the facility.
    2. Supervision, damage, and liability
      1. Every group using the facility must be under competent adult leadership. The organization or user group will assume full responsibility for the groups’ conduct and for any damage to the building or equipment. The city reserves the right to assign supervisory staff or maintenance personnel at any additional cost to the user if it is necessary because of the type of function or activity that is scheduled.
      2. Decoration plans and or the use of any equipment belonging to an organization must be requested at the time the facility application is submitted. Any decorations or equipment must be removed immediately after the meeting or activity unless other arrangements have been made with Recreation Services. The city will not assume liability for loss or damage belonging to an organization or group. Storage of equipment in the Pavilion is not permitted.
      3. All organizations, groups or individuals using the Pavilion may be requested to sign a waiver of liability form provided by the City and provide a certificate of insurance as proof of liability coverage. It is understood that the reserving party assumes full responsibility for any and all damage done to City property.
    3. Room regulations
      1. Unless other arrangements are made, hours of operation are 8 a.m. to 10 p.m. Reservations shall not exceed four hours unless special arrangements have been made through Recreation Services. The facility is not available on legal holidays.
      2. Disorderly conduct of any kind is prohibited.
      3. Any damages to facilities or equipment must be reported immediately to the Recreation Services staff.
      4. The facility must be cleaned and left in an orderly condition. If additional effort beyond our normal cleaning is required, a fee for personnel costs associated with the cleaning may be added.
      5. The use of tobacco is prohibited in the Westridge Pavilion. This building and all other City-owned facilities are designated as smoke free.
      6. Any organization, group, or individual reserving a facility shall be fully responsible for any damage to the building or equipment and any unlawful acts.
      7. Gambling of any nature is prohibited.
      8. If deemed necessary by Recreation Services, Police supervision may be required and must be paid for by the user.
      9. The use of any amplification device must be consistent with the City of Minnetonka noise regulation guidelines.
    4. Fund raising activities
      The City will allow the Westridge Pavilion to be used for a limited amount of fund raising activities. These activities must be in keeping with the atmosphere and decor of the center as judged by the Recreation Services Department.

      Only Minnetonka based, public agencies/civic groups/non-profit and/or resident groups may conduct fund raising activities at the Pavilion.

      If an event is deemed a fund raiser whether it is by charging admission, selling articles, advanced sale or any other means of collecting monies for fund raising, the group conducting this fund raiser must receive permission in advance from Recreation Services.
    5. Cancellation
      The city reserves the right to cancel any activities or event in the case of natural disaster, Act of God, etc.
    6. Violation of rules
      Violation of these rules may result in the immediate revocation of the permit and in the denial of future use of the City owned facilities including the Community Center. Denial of use does not exempt violators from possible prosecution under applicable City ordinances, State or Federal laws. In certain situations, violations of the rules and policies will cause forfeiture of the security deposit.
  4. Special use areas
    1. Meeting room: The Westridge Plaza Pavilion consists of one small meeting room. This meeting room can accommodate 25 to 30 people including tables and chairs. This meeting room opens up to a small balcony and walking area, to the north, that overlooks a pond. To the south, the meeting room opens up to a large patio area that could be used for small gatherings. The surrounding balcony and patio areas are not suitable for use during the winter months. Groups reserving the Pavilion will automatically reserve the balcony and patio.
    2. Storage room: There is no storage space available in the Pavilion. Reserving groups will not be permitted to store equipment or materials in the Pavilion when they are not present.
    3. Room setup and decoration
      1. Normal set up of the room will consist of six tables and 30 chairs. Unless other arrangements have been made, the normal room set up will be provided. Plans for decorations must be coordinated and approved by the Recreation Services Department prior to the day on which the event takes place. Decoration of the room shall be arranged so as not to cause damage to the facility (see III B-2).
      2. Unless otherwise authorized, the building shall not be open and left unattended anytime during the reservation hours. This means that all deliveries (catering) or decoration of this facility must be made during the activity hours listed on the permit.
      3. Any organizations or groups using this facility may request a tour of the facility by contacting the Recreation Services Department at least two weeks prior to the scheduled event.
    4. Use of alcohol: The use of alcohol, including beer and wine, is strictly prohibited.
    5. Food preparation: Except for the preparation of coffee, no food preparation will be permitted in the Pavilion. Groups wishing to prepare food on the balcony or patio areas may do so using their own equipment. If this feature is desired, it must be noted on the facility use application. The cleanup and removal of any trash, including briquettes, are the responsibility of the reserving party.
    6. Cancellation:
      Cancellations made at least 7 days prior to the event will not be charged a fee. Cancellations made less than 7 days prior to the scheduled event will be charged a $25 fee. Groups that are a no-show on the day of their scheduled event will be charged a $50 fee. Fees will be taken from the Damage Deposit check.
    7. If there are questions regarding this policy or to schedule a tour of the facility, please call 952.939.8390.

September 5, 1999