3.0 HRSR 12-07-2015 - Laserfiche WebLink

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RELEVANT LINKS: If a city will be leasing a building to someone for an extended period of time, it should make sure to have a written lease that outlines the responsibilities of the parties. Similarly, if a city is renting a room or location to someone for a short term, such as a day or several hours, it should have a permit application procedure with rules regarding the use of the facility and a formal written agreement. The following elements should be considered in any written lease or rental agreement: • Repairs. The agreement should address who will be responsible for making repairs and who will pay for the cost of repairs. • Maintenance. The agreement should address who will maintain the building and the surrounding areas such as sidewalks and parking lots. • Supervision of activities. The agreement should address who will be responsible for supervising the activities that will be occurring in the building. • Cancellation. The agreement should allow the city to end the lease,with reasonable notice, if the building or land is needed for a public purpose. • Liability. The agreement should spell out how liability will be handled and include a defense and indemnification provision to reflect the relationship. The lessor should be required to defend the city for any claims against the city arising from rental of the building. • Insurance. The agreement should address whose insurance will cover the different risks involved. There are a number of different types of insurance that could be involved, including the following: • Property. This addresses damage to the building. • Personal property. This addresses damage to the contents of the building. • Liability. This addresses personal injuries. • Workers' compensation. This addresses injuries to employees. A city should require the renter to name it as an additional insured. Additionally, a city should require a copy of the certificate of insurance to verify this has been done and the amount of insurance coverage. 4. Policies on use of a city building See LMC information Cities often have policies regarding use of their buildings or facilities. memos,LMCIT Model Community Center Rental However, it is important that a policy not unlawfully discriminate against Documents;LMCIT Liability whom it allows to use the building or facility. The following are some Coverage Guide,Section III- T-2,Events sponsored by common areas of concern for use of a city building: private groups. League of Minnesota Cities Information Memo: 1/22/2015 Purchase and Sale of Real Property Page 13