Building Use Form
Town of Indian Lake Policies for Use of Town Facilities
Updated 9/12/2022
The basic philosophy of the Town Board is that the Town's buildings and grounds belong to the residents/taxpayers of the Town of Indian Lake. The Board therefore believes that when the Town's recreational facilities are not being used by the Town or for a Town-sponsored activity or event, the residents of Indian Lake should have the opportunity to use them, under reasonable policies, rules and regulations and subject to any special conditions the Town Board may impose.
The Town Board may set or revise policies, procedures, rules, regulations and fees for the use of Town buildings at any time. The Town Board may impose any special conditions on any proposed use of Town facilities that it determines are necessary to protect the Town's facilities and the health, safety and welfare of Town residents.
Policies that Apply to Use of All Town Recreational Facilities:
- Town recreational facilities are available for use by Residents/Taxpayers of the Town of Indian Lake only. Use of Town buildings or grounds is not available to individuals or organizations from other communities unless approved in advance by the Town Board.
- Individuals, groups and organizations who reserve Town recreational facilities (the "Applicants") and all those who come to such facilities to attend and/or participate in the events, activities or uses for which an Applicant's reservation was made ("Attendees"), do so entirely at their own risk. The Town of Indian Lake will not be liable for any claims for injury or damages resulting from or arising out of such reservation and use of the Town's recreational facilities. All those reserving such Town facilities and all those attending any activity or event at Town facilities agree to indemnify the Town and hold it harmless against any and all such claims, damages, losses and expenses, including attorney's fees as a result of any and all such use. This provision is intended by the Town to be broadly interpreted and applied so as to accomplish the goal of relieving the Town from any cost or liability associated with any such use of the Town's recreational properties and facilities. Fundraisers, weddings, non-profit and organizations will be required to provide the Town of Indian lake a Certificate of Liability Insurance naming the Town as Loss Payee.
- Town meetings and Town-sponsored functions and events will take priority over requests from Town residents.
- Use of the Town's recreational facilities shall be by advance reservation only, on a first-come, first-served basis. Reservations for uses which require prior approval by the Town Board may need to be requested 30 days or more in advance. Reservations/requests that involve alcohol will require prior approval by the Town Board thirty days or more in advance. The Town Board usually meets on the second Monday of each month. Anyone proposing a use which requires Town Board approval needs to plan accordingly and should get confirmation of the dates of upcoming Town Board meetings from the Town Clerk. Application forms for requesting reservations can be obtained by calling the Town Clerk at 518-648-5211 or visiting the Clerk's office during business hours.
- Every resident, taxpayer or organization reserving any Town facility must sign a "Building and Grounds Use Agreement and Reservation Form."
- At any activity or event to be attended by persons under the age of 21, the person or organization responsible for reserving the Town facility shall have a supervisor at least 21 years of age present and actively monitoring the activity or event from start to finish.
- At any activity or event at which alcoholic beverages will be available (must comply with Paragraph #11, below) the person or organization responsible for reserving the Town facility shall have a supervisor at least 21 years of age present and actively monitoring the activity or event from start to finish.
- The Town's recreational facilities are not available for use by individuals or businesses to sell products or services, or to promote the sale of products or services, or for any other form of an "open for business" profit-making endeavor, except when part of a Town-sanctioned Town-wide event such as Antique Show Weekend and then only with prior approval of the Town Board. Any use of Town recreational facilities for the purpose of raising funds for legitimate charitable purposes or for the support of a legally recognized non-profit organization for the benefit of Town residents will likewise require prior approval by the Town Board.
- The Town's recreational facilities may not be reserved for continuing use on consecutive days unless approved in advance by the Town Board.
- The Applicant reserving a Town facility shall inform all Attendees of the need to comply with the attached "Rules and Regulations for Use of Town Facilities," and shall post a copy of them in a prominent place at the facility for the entire time the event or activity is held.
- No alcoholic beverages are allowed anywhere on any Town property, either outside or inside any Town building or pavilion, without prior Town Board approval. As a condition of any such approval, the Applicant shall obtain a temporary permit from the New York State Liquor Authority to sell (if applicable) and serve alcoholic beverages "on premises," issued for the day or period of proposed use of the Town facility. At least three business days prior to the Applicant's scheduled use of the facility, Applicant shall provide the Town with a copy of the temporary permit as well as a certificate of insurance acceptable to the Town, indicating that alcoholic beverages will be served and naming the Town as Loss Payee.
- The Applicant is entirely responsible for all cleanup of the grounds and buildings as a result of the activity or event at the Town facility. The Applicant shall complete clean-up activities and the grounds and building (interior and exterior) shall be restored to a neat and clean condition, as good or better than prior to the Applicant's event or activity, no later than the date and time specified on the Building and Grounds Use Agreement and Reservation Form signed by the Applicant.
- The Applicant assumes all liability for any damage done to the building(s) or grounds by anyone attending the activity or event for which the Applicant's reservation was made. Applicant shall be responsible to pay for any and all damages incurred, including any and all amounts over and above the amount of the security deposit provided at the time Applicant's reservation is made.
- For a one-time activity or event, the Applicant shall provide the Town Clerk with a security deposit of $20.00 at the time the reservation is accepted (and following Town Board approval, if required). The security deposit will be returned in full within the next business day following the Applicant's event or activity as long as: (1) any key(s) provided to the Applicant for Town facilities are returned to the Town within 1 business day following the Applicant's event or activity, (2) Applicant has complied with all requirements of these Policies for Use of Town Facilities and the Rules and Regulations for Use of Town Facilities, and (3) the Town's facilities were not damaged by the Applicant's event or activity.
- When an Applicant wishes to reserve Town facilities for more than one event or activity during a calendar year, or for a series of recurring meetings or events, the Applicant shall provide the Town Clerk with security deposit of $20.00 at the time the initial reservation is accepted (and following Town Board approval, if required). The Town shall hold the security deposit and return it in full within one business day after the Applicant's final event or activity, as long as: (1) any key(s) provided to the Applicant for Town facilities are returned to the Town within 24 hours following each of the Applicant's events or activities, (2) Applicant has complied with all requirements of these Policies for Use of Town Facilities and the Rules and Regulations for Use of Town Facilities, and (3) the Town's facilities were not damaged by the Applicant's events or activities.
- NO ONE, FOR ANY REASON, may make a copy of any key to any Town building, facility, fence or access gate.
Policies for Use of Specific Town Recreational Facilities:
- Byron Park & Byron Park Pavilion: When not in use by the Town for events such as the 4th of July fireworks, the Byron Park building as well as the Byron Park Pavilion may be reserved for: meetings of the Fire Department and Ambulance Corps, Town-wide events such as antique shows, craft fairs, festivals and similar events, meetings of recreational organizations and social clubs (fish and game clubs, snowmobiling clubs, Osteo, North Country Crafters, etc.) and for private social gatherings and parties (birthdays, wedding and baby showers, wedding anniversaries, etc.) The days and hours during which the Byron Park building, and Pavilion will be available are: 8:00 a.m. - 10:00 p.m., Monday - Sunday.
- Ski Hut Recreation Building: The ski hut recreation building, when not in use for Town sponsored events or activities or during the winter months, shall be used for Town functions only or, with prior approval of the Town Board, may be reserved for other events or functions that are open to the public and which are Town-sponsored. No private reservations will be allowed. If the doors are open anyone from the public may enter. The ski hut cannot be reserved on a regular everyday basis unless approved by the Town Board. Do not move game tables. You must work around the tables.
- Little League Field: Anyone wishing to reserve the use of the Town's Little League ball field will be required to provide, with their reservation request form, a certificate of adequate liability insurance, issued by the insurance company, naming the Town as Loss Payee. A copy of the insurance policy must be provided to the Town at least three days before the use or event for which the reservation is requested. The Town shall be solely responsible for determining the amount of liability insurance coverage that is adequate for any proposed use or event.
- Indian Lake Beach Pavilion: The Indian Lake Beach Pavilion is not leasable for private parties, unless approved by the Town Board. The Beach closes at 5:00 p.m.
- Blue Mountain Lake Beach Pavilion: The Blue Mountain Lake Pavilion is not leasable for private parties, unless approved by the Town Board. The Beach closes at 5:00 p.m.
- Blue Mountain Lake Tennis Courts: The Blue Mountain Lake Tennis Courts are not leased out for private parties, unless approved by the Town Board.
- The Commons/Townsend Property Main Street: Use of the mini park must have prior approval by the Town Board. The request for the mini park must be in writing and before the Board prior to a Town Board meeting. This letter must have a detailed explanation of the event and what "The Commons" will be used for. Any organization wishing to use "The Commons" will be required to provide their reservation form, a certificate of adequate liability insurance issued by their insurance company naming the Town as Loss Payee. A copy of the insurance policy must be provided to the Town Clerk at least three days before the use or event for which the reservation is requested. The Town shall be solely responsible for determining the amount of liability insurance coverage that is adequate for any proposed use or event.
REMINDER: Town events take precedence over any other activity and the Board reserves the right to move your event if it falls on a Town event. We will do our best to accommodate everyone, however, there may be times an event comes up that cannot be changed, and you will be moved to another location if possible or told to change the date. It is not the Town's responsibility to find you accommodations should this happen.
Contacts:
Town Clerk
Town of Indian Lake
Julie A. Clawson
PO Box 730
Indian Lake, NY 12842
Email: iltclerk@hotmail.com
Phone: 518-648-5211
Fax: 518-648-6227
