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Hopkins District Library

October 1 Special Meeting Agenda

Hopkins District Library Board Meeting

October 1st, 2013 7:00 PM

Call to Order

Roll Call

Approval of Agenda

New Business - New Township/Library Rental Document

- Township comment

Public Comment

Old Business - Previous Township/Library Agreement 

- Township comment

Public Comment


Next Meeting Tuesday October 8th, 2013 at 7:00 PM

New proposed Township/Library Rental Agreement: 

Hopkins Township – Hopkins District Library

Building Rental Agreement

The Hopkins District Library will rent the room (described below) in the south west corner of the library building to Hopkins Township to serve as their office and meeting area.  Hopkins Township is considered a renter in the Hopkins District Library.

Rental space is as follows: 1 room with the approximate dimensions 20 feet by 13 feet or 260 square feet.  The room contains one exterior door and one double interior door both keyed the same, two windows, carpeting, and one wall of storage. 

The preceding agreement shall remain in effect until March 10th, 2014.   

This agreement will be reviewed and renewed every year before the end of March and signed by the current Hopkins Library Board President and the Hopkins Township Supervisor.

Hopkins Township:

Sign here:__________________________________________________Date:_____________

Print here:_________________________________________________

Hopkins District Library

Sign here:__________________________________________________Date:_____________

Print here:_________________________________________________

This Rental Agreement shall evidence the complete terms and conditions under which the parties whose signatures appear below have agreed. Landlord, Hopkins District Library, shall be referred to as "OWNER" and Tenant(s)/Lessee, Hopkins Township, shall be referred to as ”TENANT." As consideration for this agreement, OWNER agrees to rent/lease to TENANT and TENANT agrees to rent/lease from OWNER for use solely as a township office/meeting room, the premises located at 118 E. Main St. in the city of Hopkins, Michigan.

1. TERMS: TENANT agrees to pay in advance $250 per month on the 20th day of each month. This agreement shall commence on _____,___ and continue; until one year from _______, ___  (date signed by the library and township) at which time the OWNER and RESIDENT have one month to renew the lease or leave the premises. 

2. PAYMENTS: Rent and/or other charges are to be paid at such place or method designated by the OWNER as follows 118 E. Main St. PO Box 34, Hopkins, MI 49328. All payments are to be made by check shall be acceptable. All payments are to be made payable to the Hopkins District Library. Refer to the Termination section for payment information during renewal month.

3. SECURITY DEPOSITS: No security deposit is required, however the OWNER reserves the right to charge for any a) cleaning costs, b) key replacement costs, c) cost for repair of damages to premises and/or common areas above ordinary wear and tear, and d) any other amount legally allowable under the terms of this agreement. A written accounting of said charges shall be presented to the TENANT within 10 days of move-out. If deposits do not cover such costs and damages, the TENANT shall immediately pay said additional costs for damages to OWNER. TENANT is required to provide their own fire extinguisher and smoke alarms. 

4. LATE CHARGE: A late fee of 1.5% per month compounded monthly, shall be added and due for any payment of rent made after the 20th of the month. Any dishonored check shall be treated as unpaid rent, and subject to an additional fee of $25.

5. UTILITIES: OWNER agrees to pay all utilities and/or services based upon occupancy of the premises except cable/internet.

6. ALTERATIONS: TENANT shall not paint, wallpaper, alter or redecorate, change or install locks, install antenna or other equipment, screws, fastening devices, large nails, or adhesive materials, place signs, displays, or other exhibits, on or in any portion of the premises without the written consent of the OWNER except as may be provided by law.  TENANT may post notices on the provided cork board in the library.

7. TERMINATION: After expiration of the leasing period, this agreement shall be renewed within one month during the month not covered by the contract the TENANT will pay the previous year’s monthly fee.  If the fee changes for the following year, the TENANT will be charged any difference from the unpaid month in the next month.  The agreement may be terminated by either party giving to the other a 30-day written notice of intention to terminate. Where laws require "just cause", such just cause shall be so stated on said notice. The premises shall be considered vacated only after all areas including storage areas are clear of all TENANT'S belongings, and keys and other property furnished for TENANT'S use are returned to OWNER. Should the TENANT hold over beyond the termination date or fail to vacate all possessions on or before the termination date, TENANT shall be liable for additional rent and damages which may include damages due to OWNER'S loss of prospective new renters.

8. INSURANCE: TENANT acknowledges that OWNERS insurance does not cover personal property damage caused by fire, theft, rain, war, acts of God, acts of others, and/or any other causes, nor shall OWNER be held liable for such losses. TENANT is hereby advised to obtain his own insurance policy to cover any personal losses.

9. RIGHT OF ENTRY AND INSPECTION: OWNER may enter, inspect, and/or repair the premises at any time in case of emergency or suspected abandonment. OWNER shall give 24 hours advance notice for smoke alarm inspections, and/or for normal inspections and repairs. OWNER is permitted to make all alterations, repairs and maintenance that in OWNER'S judgment is necessary to perform. 

10. PARTIAL INVALIDITY: Nothing contained in this Agreement shall be construed as waiving any of the OWNER'S or TENANT'S rights under the law. If any part of this Agreement shall be in conflict with the law, that part shall be void to the extent that it is in conflict, but shall not invalidate this Agreement nor shall it affect the validity or enforceability of any other provision of this Agreement.

11. NO WAIVER: OWNER'S acceptance of rent with knowledge of any default by TENANT or waiver by OWNER of any breach of any term of this Agreement shall not constitute a waiver of subsequent breaches. Failure to require compliance or to exercise any right shall not be constituted as a waiver by OWNER of said term, condition, and/or right, and shall not affect the validity or enforceability of any provision of this Agreement. 

12. SHARED SPACES: OWNER will maintain shared spaces.  TENANT must inform the OWNER of need to use those spaces.

13. DELIVERED ITEMS: OWNER will sign for and take possession of delivered items for TENANT and stack them near the circulation desk. TENANT will be responsible for picking up delivered items. OWNER is not required to send notice of delivered items.

14. CLEANING: Tenant will be responsible for maintaining the cleanliness of the office.