Type Full Name :

Sign With Hand

State *

If you have the Certificate of Insurance or copy of endorsement now, please attach it below.

Nature of the Organization *

Organization Name *

360 Elkwood Avenue
New Providence, NJ 07974
(908) 665-1400 ext.0
(908) 665-9272
www.newprov.org

Email *

State *

Phone # *

Last Name *

Borough Policy requires all organization and individuals using/renting Borough facilities to provide a Certificate of Insurance naming the BOROUGH OF NEW PROVIDENCE as “Additionally Insured” along with a copy of endorsement page. Current requirements are listed herein. This Certificate must be provided with at least fifteen days of submission of application.

Borough of
New Providence

ZIP *

For Applicant Type , please see the definition in Facilities/Fields Usage Policy & Fee Schedule below - IV. Definitions of Renters Classes

Applicant Information

City *

First Name *

Event Information

Organization Information

ZIP *

Application for Facility Usage

Applicant Type *

City *

Notes and Signature

Address *

By signing below, I acknowledge that I am the party responsible for the use of the facility described in the attached application. I further acknowledge that I have reviewed and understand the rules and regulation contained herein and agree to comply in all regards. I understand that failure to comply with the aforementioned rules could jeopardize my future opportunities to use municipal facilities.

Applicant Signature *

Attachments

Hold Harmless Agreement & Rules and Regulations for the Use of Borough Facilities

Click on "Add New Record" to enter the Event Details *

Fees are determined based on the facility, the use thereof and any special requirements outlined therein. The fee assessed will be determined by the Borough of New Providence upon review of the application.

Facilities/Fields Usage Policy & Fee Schedule

Title *

If this application is granted, the responsible party and the organization which he/she represents as agent hereby agrees to assume full liability for any and all damage to property and injury to persons therein during the period of such use whether said damages or personal injury is caused by employees of the Borough or otherwise, full responsibility for the preservation of order in the facility and full responsibility for the proper observance of the regulations stipulated as part of this application form.

I. General Facility Use Policies
II. Facility Rental
III. Community Athletic Groups
IV. General Info.
V. Insurance, Fees, Light Schedules

PART I: General Facility Use Policies

General Overview:

The Borough of New Providence has limited facility resources that must be shared in an equitable manner by many users groups. This Facility Use Policy is designed to meet that goal.

The decision for facility use allocation sits at the discretion of the authorized borough personnel. Organizations and or persons requesting use are not guaranteed space based on the policies outlined.

The Borough will attempt to balance all requests so that no group will use these rules to prevent another group from having reasonable access to our limited resources.

Required of Users:

Application for Facility Usage - A Facility Usage application must be completed, in its entirety, and submitted to the Borough. The Facility Use Application may be completed on-line at www.newprov.org.
Liability Insurance - Proof of Liability Insurance Coverage, as outlined in Schedule A, with the Borough of New Providence named as additionally insured, is required to reserve and use a Borough of New Providence facility. The additional insured endorsement page shall be on ISO form CG2026 or equivalent and/or acceptable to the Borough of New Providence. The acceptance of a certificate does not amend, alter or change any requirement terms, or conditions of the Facility Use Agreement.
Facility Rental Fee - Submission of facility rental fee in accordance with the Organization Class Definitions and Facility Rental Rates. See Attachment B

Organization Class Definitions:

1. CLASS #1: NON-PROFIT ORGANIZATIONS BASED IN NEW PROVIDENCE

An organization is deemed Class #1 if:

It is non-profit and supported by taxes, voluntary contributions or general membership fees, and
It has Borough-wide representation, and
Its base of operation is in New Providence, and

Its mission relates to education, health, character, athletics, and citizenship training.

Examples of Class #1 organizations are those affiliated with the Borough Council and its sub-groups, the public schools, Public Library, Rescue Squad, Boy Scouts, Girl Scouts, Police Athletic League, New Providence Soccer Club, New Providence-based church groups for non-religious activities, League of Women Voters, etc.

NOTE: “Borough-wide representation” is satisfied when at least sixty percent (60%) of the membership and/or at least sixty percent of the specific activities’ participants are residents of New Providence.

2. CLASS #2: NON-PROFIT ORGANIZATIONS BASED OUT OF NEW PROVIDENCE

An organization is deemed Class #2 if:

It is non-profit and supported by taxes, voluntary contributions or general membership fees, and it does NOT have “Borough-wide representation” (see definition above), and
Its base of operations is outside of New Providence.

3. CLASS #3: FOR-PROFIT ORGANIZATIONS

An organization is deemed Class #3 if:

It is for-profit and does not qualify under Class #1 & #2 above. Examples: dance studios, swim clubs, private or commercial ventures.

PART II: Facility Use/Rental Procedures & Policies

***All users regardless of organization class are considered renters

Prior to Use:

All individuals & groups must submit an on-line request and receive approval prior to use of facility. Facility Use Application can be found on www.newprov.org.
All users must state intended use on the Facility Use Application. Intended use must be followed or permit may be revoked.
All fees are refundable with a minimum of two (2) weeks written cancellation notice prior to the rental period.
The Community Activities Office must be notified if an approved reservation will not be used.
Failure to notify the office will result in a $25 fine.

During Rental:

Rental approvals are required and must be accessible during each rental period, for any organized use of facilities in the Borough of New Providence.
Any concerns with the facility must be reported immediately to either clerk@ newprov.org or recdept@newprov.org.
For conditions that render the facility unusable, please call the police non-emergency number at 908-665-1111.
All renters of facilities must comply with this policy. Failure to comply may result in forfeit of your permit for the remainder of the season, a fine, and/or loss of use privileges for a period of time.
Smoking is not allowed at any borough facility.
Alcoholic Beverages may be permitted at select facilities with prior permission and appropriate permit, if necessary.
Dogs are not allowed on any playing surfaces. All dogs must be leashed in public.
All users must adhere to facility usage policies and ordinances.
No sub-leasing of facilities is allowed. Only organizations that reserve space can use the facility at that time specified.

After Rental:

Users must leave the facility being rented 1/2 hour after the end of the permitted time. Failure to do so will result in loss of facility use permit for the remainder of the approved permit.
All trash, debris, etc. must be removed by the user group. Fines will incur to any group that leaves a facility in need of repair, cleaning, etc.

Additional Policies:

Facility Light Schedule – Outdoor facility/field lighting will be permitted in accordance with Schedule C – Facility Light Schedule.
Banners—group interested in hanging an event banner on a field or facility must obtain approval in advance.
Field Alterations - Any organization that alters a borough field in any way will lose their reserved time on borough fields for the remainder of the season, incur a field repair fee, and/or lose field privileges for the next season. (examples: shoveling or plowing of snow, cutting grass, adding clay, etc.)
Make Up Dates - for rainouts or games cancelled for any reason, games will be allowed to be made up IF the field/facility is available, without any additional fees. A new reservation request form MUST be submitted for any additional requests that go beyond what was originally scheduled.
Special Events/Tournaments—fields may be reserved outside of the normal scheduling windows for special functions that require advanced planning. Prices for these functions will be based on the same fees outlined in this packet.

PART III: Community Athletic Groups

Reservation Procedures

All groups wishing to reserve a field/facility must adhere to following procedures:

Submit a completed Facility Usage Application through the borough website (www.newprov.org) within the dates specified on page 7.
Submit a Certificate of Insurance naming the Borough of New Providence as additionally insured along with an endorsement page from your insurance provider. (See Schedule A).
Submit a copy of your schedule.
Upon request, submit a copy of your League/Team Rosters including address & town of each player to verify residency.

Reservation Request Acceptance Process

All individuals and groups wishing to reserve a field/facility must submit their seasonal requests in the time frames outlined below.
Individual date requests will be accepted as needed throughout the year.
After each reservation period closes, the Recreation Department will contact any conflicting requests to sort those out among the users involved.
Requests will NOT be granted on a first come, first serve basis. As stated above, conflicts will be resolved by the Director, Community Activities Department.
Field Scheduling Hierarchy:

Borough of New Providence programs
New Providence Board of Education programs
Non-profit organizations that are based in New Providence

A confirmation e-mail will be issued within one month of the closing date for reservation submittals each season. Approved permit must be available for inspection when the facility/field is in use.
If the application deadline falls on a weekend, applications will be accepted the following work day.
Requests received outside of the application schedule deadlines will still be accepted, but will not be evaluated until all other requests that were submitted on time have been finalized.

Reservations are accepted for the following seasons as outlined below:

APPLICATION SCHEDULE – SEASONAL REQUESTS

SEASON	APPLICATION DEADLINES
FALL SEASON
Mid-August through Mid-November	NP Organizations: June 25^th - July 6^th Others: July 7^th – July 14^th
WINTER SEASON
Monday after Thanksgiving through Mid-March	NP Organizations: September 1^st - 7^th Others: September 8^th - 15^th
SPRING SEASON
3rd Monday in March through close of school in June	NP Organizations: January 15^th - 22^nd Others: January 23^rd - January 30^th
SUMMER SEASON
Close of School in June through mid- August	NP Organizations: April 1^st - 7^th Others: April 8^th - 15^th

Part IV: General Information:

Field Operating Hours

Opening hours in general Monday to Saturday at 9:00 AM
Opening hours in general Sunday at 10:00 AM
Closing hours at dusk or see Schedule C, Athletic Facility Light Schedule

Field Conditions

To protect the playing fields in New Providence from long-term damage, a practice or game should not commence, or continue on a field, regardless of weather, if:

The field has been closed by the Department of Public Works
The field has standing water on it
The field is saturated with water (will not dry or puddles remain at game time)
By playing on the field, the players are, or would be, damaging the field beyond normal wear and tear (tearing up turf, creating muddy areas, etc.)

Once a game or practice begins, if weather conditions deter to the point that damage to the field may occur, play must be suspended.

Every effort will be made to notify field users of any field closing by 3:30 pm each day. The Department of Public Works maintains authority to close a field at any time for various circumstances.

Additional Considerations

The Department of Public Works has exclusive rights in determining whether fields/facilities are open or closed.
Each league will be required to appoint a contact person, who will be accessible via email or text, will be responsible for notifying the rest of the organization of any field closures.
Failure to adhere to this policy can result in a league or team forfeiting their field/facility permit for the remainder of the season, incurring a repair fee, and/or loss of permit for the following season.
Litter must be picked up by the users. Trash receptacles will be maintained and emptied by the Department of Public Works.
Possession of any alcoholic beverages for purposes of sale, consumption or free distribution is prohibited in any park, except that a permit may be issued by the Chief of Police in accordance with Chapter 191-1, F of the Code of the Borough of New Providence.
Dogs are not allowed on playing fields. All dogs must be leashed in public.

Field condition issues should be directed to the Department of Public Works (908) 665-1076

Scheduling issues should be directed to the Recreation Department (908) 464-4430

Untitled 1

SCHEDULE A

Insurance Requirements

Type of Liability Coverage	Amount of Coverage

Commercial General Liability including Products Liability and completed Operation Liability
· General Aggregate Limit	$1,000,000
· Products & Completed Operations Aggregate	$1,000,000
· Personal & Advertising Injury Limit	$1,000,000
· Each Occurrence Limit	$1,000,000
· Fire Damage Limit	$50,000
· Medical Expense Limit	$5,000

Automobile Liability for owned, hired, and non-owned vehicles
Bodily Injury and property damage	$1,000,000

Workers Compensation	Statutory

Employers Liability	$1,000,000

*** Must list the Borough of New Providence as Additionally Insured ***
The General Aggregate limit will be increased to $3,000,000 if alcohol is being served at the event, and the each occurrence limit will be increased to $3,000,000 if alcohol is being served at the event. The Borough reserves the right to increase the above requirements as needed, based on type of rental.

SCHEDULE B

Facility Rental Rates
	Organizations
Facility	Class #1	Class #2	Class #3

MUNICIPAL BUILDING
· Council Chambers	*No Charge	$50.00	$100.00
· Gymnasium	*No Charge	$50.00	$100.00
· Meeting Room	*No Charge	$10.00	$20.00

DE CORSO COMMUNITY CENTER
· Small Meeting Room	*No Charge	$10.00	$20.00
· Large Meeting Room (including kitchen)	*No Charge	$50.00	$100.00

BOROUGH FIELDS
· Grove Terrace Park	*No Charge	$50.00 p/hr	$90.00 p/hr
· Hillview Field
o Baseball #1	*No Charge	$50.00 p/hr	$90.00 p/hr
o Baseball #2	*No Charge	$50.00 p/hr	$90.00 p/hr
o Rectangle	*No Charge	$50.00 p/hr	$90.00 p/hr
· Lincoln Park
o Baseball #1	*No Charge	$50.00 p/hr	$90.00 p/hr
o Baseball #2	*No Charge	$50.00 p/hr	$90.00 p/hr
o Rectangle	*No Charge	$50.00 p/hr	$90.00 p/hr
· Lions Park	*No Charge	$50.00 p/hr	$90.00 p/hr
· Oakwood Park	*No Charge	$50.00 p/hr	$90.00 p/hr
o Baseball (lower)	*No Charge	$50.00 p/hr	$90.00 p/hr
o Baseball (upper)	*No Charge	$50.00 p/hr	$90.00 p/hr
o Rectangle	*No Charge	$50.00 p/hr	$90.00 p/hr
o Use of lights add’l	*No Charge	$25.00 p/hr	$25.00 p/hr
· Warner Field	*No Charge	$50.00 p/hr	$90.00 p/hr

OUTDOOR BASKETBALL COURTS
· Community Pool	*No Charge	$25.00 p/hr	$50.00 p/hr
· Community Pool with Lights	*No Charge	$50.00 p/hr	$100.00 p/hr
· Lincoln Park	*No Charge	$25.00 p/hr	$50.00 p/hr
· Oakwood Park	*No Charge	$25.00 p/hr	$50.00 p/hr

	Residents	Non-Residents	Local Businesses
OAKWOOD PARK - PICNIC PERMIT	*No Charge	$50.00	$50.00

*CLASS #1 – No charge, except:

· A charge may be imposed when the facility is used after regular business hours or when determined necessary or appropriate by the Administrator. Please contact Administration for rates.

· A charge will be imposed for fundraising events, or one for which a voluntary offering is collected. The fee will be determined by the Administrator after a review of the application.

· An additional fee may be assessed if the facility is left in an unsatisfactory condition after the event.

· A charge will be made for requested incremental Borough services. This charge shall be assessed by the Administrator based on the incremental services provided.

SCHEDULE C

Athletic Facility Light Schedule

Facility
· Municipal Tennis Courts	April-June	Weekdays	Dusk-9:00pm
		Weekends	Dusk-10:00pm

	July-August	Daily	Dusk-10:00pm

	September-November	Weekdays	Dusk-9:00pm
		Weekends	Dusk-10:00pm

· Community Pool Basketball Courts	April-June	Weekdays	Dusk-9:00pm
		Weekends	Dusk-10:00pm

	July-August	Daily	Dusk-10:00pm

	September-November	Weekdays	Dusk-9:00pm
		Weekends	Dusk-10:00pm

· Oakwood Park
o Lower	September-November	Monday-Saturday	Dusk-8:45pm
	April-June	Monday-Saturday	Dusk-8:45pm

o Skating Pond	Weather Permitting	Monday-Thursday	Dusk-8:30pm
		Friday-Sunday	Dusk-9:00pm

Use of Oakwood Park, when lit will be subject to the following guidelines:

1.   No events will be scheduled on Sundays that will require any lights.
2.   Monday through Saturday all events will be scheduled and completed so that the lights will be
      turned off by 9:00pm.
3.   Oakwood Park will only be lit when an approved, scheduled activity is taking place.

4. Oakwood Park lights are practice lights only, not game lights, and will be used accordingly.

Hold Harmless Agreement
Rules and Regulations for the Use of Borough Facilities
Rules and Regulations for the Use of Borough Facilities (continued)

In the event said certificate of insurance is not provided as set forth above, I recognize the event must be canceled and not be held as scheduled.

a. that I am solely responsible for the dispensing and consumption of alcohol, including the prudent and' responsible dispensing and consumption of alcohol by all persons involved in the activity described above, including but not limited to those persons described in paragraph 1 above;

4. I also agree to provide a Certificate of Insurance. Said Insurance shall be written with a company maintaining a rating of at least “A-“, according to A.M. Best. Said policy shall be in an amount of not less than one million dollars ($1,000,000) per occurrence or three million dollars ($3,000,000) per occurrence if alcohol is being served at the event. It is understood that the Borough of New Providence will be listed as an additional insured on the policy and Certificate of Insurance. The additional insured endorsement page shall be on ISO form CG2026 or equivalent and/or acceptable to the Borough of New Providence. The acceptance of a certificate does not amend, alter or change any requirement terms, or conditions of the Facility Use Agreement.

d. I will comply with all municipal Ordinances relating to the consumption of alcoholic beverages, including but not limited to obtaining any necessary permits.

1. I sign this Hold - Harmless agreement as my voluntary act and by this act represent that I am the authorized individual to represent the organization named herein and I agree to hold you harmless and indemnify you from any claims, suits, or other actions arising from, caused by, or which are the alleged result of any act or omission of any organization, corporation, guest, invitee, licensee, visitor or other person present on the premises listed above in order to participate in, organize, assist, enjoy, supervise or in any other way further the activity to be held (as described above) on the dates listed above.

2. I state that the activity listed above will not include the consumption of alcoholic beverages.

c. I will not allow persons under the age of 21 to dispense or consume alcohol at the site during the activity to be held on Borough of New Providence property:

b. I acknowledge by the signing of this Hold-Harmless that the Borough of New Providence has no authority, control, or participation in the dispensation or consumption of alcohol on the site and date listed above and that I will take no step, action, or measure to convey the idea that the Borough of New Providence in any way have promoted, assisted, or participated in the dispensing and consumption of alcoholic beverages on the site and date listed above;

3. If I am granted permission to consume alcoholic beverages on municipal property, I understand and agree:

7. On Sundays, field activities shall not be permitted before 12:00 noon unless approved by the Administrator

10. Nothing shall be sold, given, exhibited, or displayed without permission.

6. The use of Borough buildings shall normally be between 8:30 AM and 4:30 PM. Permission may be granted by the Administrator for use at other times in which case the cost of rental may be increased. In the event a facility is used after regular hours, it is incumbent on the responsible party to assure that guests are respectful of neighbors relating to noise, especially later in the evening. After 9 PM, Sunday through Thursdays and after 10 PM (Friday and Saturday) music shall not be at a level that it can be heard on a neighboring property.

4. Approved applications are not transferable.

1. The Borough Administrator (hereby referred to as the “Administrator”) or his designee is solely responsible for granting permission to use Borough property, for the rules and regulations governing such use, and for the rental charges to be paid. Borough property will be rented for other than Borough purposes only when no interference with Borough work arises.

8. Smoking in any part of the buildings is prohibited, and intoxicants shall not be permitted on Borough property without authorization.

5. It will be incumbent upon the organizations using Borough property to advise the Police Department if it is expected that there will be more than the average amount of traffic. It will not be the responsibility of the Borough to pay for any service rendered in this regard.

12. No portable equipment shall be taken from Borough premises without permission.

11. All persons using the gymnasium for athletic contests must wear rubber soled shoes.

13. Use of sound equipment or stage lighting shall be in the control of someone approved by the Borough.

2. Application for use of Borough facilities is to be made to the Borough Administration Office. When a rental or service charge is required, payment will be made to the Borough of New Providence at least one week in advance; otherwise the date may be cancelled at the sole discretion of the Administrator. In addition, if there is any reason to believe that the use may involve damage beyond that of ordinary wear and tear, the Administrator may require advance guarantee against loss thereby. The Administrator also reserves the right to revoke for cause permission for use previously granted.

9. Serving of food shall require permission from the Administrator and may require inspection by the Board of Health.

3. This application must be filled out and submitted to the Borough Administration Office prior to the date of the use of the building, and an approved copy will be returned as your authority to use the building or field.

25. In the event of any dispute or controversy regarding the true interpretation or meaning of anything contained in this policy statement, the judgment of the Administrator concerning such controversy or dispute shall be final.

14. The application does not permit use of any machine, apparatus, equipment, or tools owned by the Borough except as specified on the front page.

22. Premises are rented with the understanding that tipping of custodians or other Borough personnel is against Borough policy. Only the Borough may pay employees for services involving the use of Borough facilities.

16. Applicants shall confer with the Administration Office to obtain permission to bring materials to rented spaces. The Borough assumes no responsibility for damage to property of others.

23. No one is permitted in any building unless a custodian or representative of the Borough is on duty. The Borough custodian is present as a representative of the Borough for purposes of security, inspection, and observation, and he has the authority to eject unruly persons. His services are not at the disposal of the permit holder unless so directed by the Administrator.

18. The number of tickets sold must not exceed the occupancy limit regulated and issued by the Fire Inspector.

20. Any facility used by the applicant will be examined carefully after use, and the applicant agrees to leave the areas (s)he has used in clean and tidy condition, and make good promptly for any loss or damage occurring during the applicant’s use of said area. Any excessive garbage should be put away as directed.

19. Any organization which charges admission to any borough facility shall be responsible for full compliance with applicable Federal and State statutes concerning games of chance, tax payments, etc.

21. Scenery, decorations, or equipment provided by the holder of a permit must be removed from the building promptly after the performance so as not to interfere with the Borough activities. If there is a delay, the removal will be made by the Borough at the expense of the holder of the permit.

15. There shall be no nailing to floors, walls, or fixtures, nor paint dropped on any part of the building. Borough equipment or any Borough property must not be marked or defaced in any manner.

24. The Borough assumes no liability for the lessee and requires a Certificate of Insurance, special guarantee, or bond against loss.

17. All laws regarding public assemblies must be strictly complied with.