This policy governs the rental of the City of Hillsboro's food trailer by private vendors. The goal is to ensure the trailer is used responsibly, in accordance with local ordinances, and benefits the community.
1. Eligibility and Compliance:
To rent the City of Hillsboro's food trailer, private vendors must meet the following criteria:
• Vendors must comply with all regulations outlined in the City of Hillsboro's code regarding mobile food vendors, Chapter 5, Article 4.
• Vendors must obtain a Mobile Food Vendor Permit from the City of Hillsboro prior to the rental.
• Vendors must provide proof of insurance, naming the City of Hillsboro as an additional insured party on their policy.
• The food trailer must not be used for any activities in violation of local, state, or federal laws.
2. Usage Restrictions:
• The food trailer cannot leave the boundaries of the City of Hillsboro for any reason during the rental period.
• The food trailer is to be used solely for food service purposes as outlined by the Mobile Food Vendor section of the city code.
• No sign age can be affixed the food trailer.
• Users of the food trailer must not claim any affiliation with the City of Hillsboro unless permission is granted by the City Administrator in advance of the rental.
• To avoid damage the city will transport and place the food trailer for the renter.
• Renters will be limited to five (5) rental days per calendar year unless given permission from the City Administrator for additional days.
• The City reserves the right to refuse rental to anyone requesting the use of the food trailer for any reason the city feels is justified.
3. Rental Fee and Deposit:
• Rental is for a 24-hour period to be determined at the time of rental. Rental for more than one successive 24-hour period must be approved by the City Administrator.
• A non-refundable rental fee of $100 per day must be paid in advance to secure the rental of the food trailer.
• A refundable security deposit of $500 is required, which will be returned following an inspection of the trailer, provided no damage or violations occur.
• The security deposit will be withheld in part or full if the trailer is returned damaged, dirty, or if the rental agreement is violated. Any damage beyond the security deposit will be billed back to the renter.
4. Inspection and Maintenance:
• Prior to rental, an inspection will be conducted by a city official with the renter to document the condition of the food trailer.
• A city official will provide instructions on how the use the food trailer equipment and how to handle any issues with the trailer.
• Upon return, a post-rental inspection will be conducted with a city official and the renter. Any damages beyond normal wear and tear will be deducted from the security deposit.
• The city reserves the right to inspect the trailer at any time during a rental period and can act to revoke the rental if any activities happening with the rental are in violation of this policy or city code.
5. Cancellation Policy:
• Cancellations must be made at least 72 hours in advance for a full refund of the rental fee. Only the deposit will be refunded if cancellation occurs after this window.
• The City reserves the right to cancel any reservation at any time with a full refund of fees and deposit.
• The City reserves the right to refuse rental to anyone requesting the use of the food trailer for any reason the city feels is justified.
6. Liability and Insurance:
• Vendors assume full responsibility for any accidents, injuries, or damages that occur while using the food trailer.
• Vendors will hold the City of Hillsboro harmless for the use of the food trailer and must indemnify the city from all liability.
• Proof of insurance, naming the City of Hillsboro as an additional insured, must be provided at least 7 days prior to the rental date.
7. Penalties for Non-Compliance:
• Failure to comply with any part of this policy may result in forfeiture of the deposit and potential disqualification from future rentals.
• Destruction of property may result in criminal or civil prosecution for the recovery of costs to return the trailer to as rented status.
(11-05-2024)