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14-1005 Adopting the Updated City Hall Room Reservation Policy CITY OF MERIDIAN RESOLUTION NO. 14-1005 BY THE CITY COUNCIL: BORTON, ZAREMBA, ROUNTREE,BIRD, MILAM, CAVENER A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN ADOPTING PUBLIC MEETING SPACE RESERVATION POLICES AND REGULATIONS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Hall facility has rooms that are available for limited public use; and WHEREAS, it is the desire of the Mayor and City Council to regulate the use of the public meeting spaces; and NOW THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN,IDAHO: Section 1. That the public meeting rooms in City Hall, designated Rooms "A" and "B" are available for reservation by the public. Section 3. That this Resolution and Corresponding Policy(described as "Attachment A") shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho,this 19 day of A uqL,54-- , 2014. APPROVED by the Mayor of the City of Meridian, Idaho, this Ict day of nvq S1— , 2014. APPROVED: - 401j* AUCtro,1 Mayor '. , de Weerd ATTEST: 9 tet .,- city of02.0"7IANC BY' 1 u 1 101 ,a° Ja •ee 1': , Cit er s FAL f4"oftie Tot- RESOLUTION ADOPTING RESERVATION POLICIES AND REGULATIONS FOR PUBLIC MEETING SPACE IN CITY HALL-PAGE 1 OF 4 Attachment "A" ,/c/idf E IDIAN - City of Meridian Public Meeting Space Reservation Policies and Regulations 33 East Broadway • Meridian, ID 83642 • (208) 888-4433 www.meridiancity.org The City of Meridian will make meeting space, in City Hall available for public use, subject to compliance with the following policies and regulations: CONTACT • Meeting rooms and spaces are available on a first come/first serve basis for public use in the Meridian City Hall (33 East Broadway) Monday through Thursday only from 8:00 a.m. to 9:00 p.m. and Fridays from 8:00 a.m. to 5:00 p.m. (excluding holidays) • Requests for reservations for City Hall meeting rooms may be made by contacting the City Clerk at 208-888-4433. Reservations are not final until they are confirmed by the City. • City Hall Rooms A and B are the only meeting rooms available for reservation by the general public CONDITIONS OF USE OF CITY MEETING ROOM City Commissions and Committees and other City sponsored meetings and activities have priority use of building facilities at all times and are not subject to the following rules or restrictions. The City may cancel reservations of City meeting rooms without prior notice to the reserving party. Requests for reservations must be made 7 days in advance, but may be made no more than one (1) month prior to the day of use, except as specified below**. Standing reservations will not be accepted. The 7 day requirement may be waived if a room is available. Reservations of Rooms A and B are for meetings only and may not be used for any parties, holiday gatherings, displays, shows, "for-profit" ventures, and other commercial enterprises. • Rooms A and B at City Hall are available for reservation by the following groups only: a. Non-profit groups that have a location in Meridian, or b. Government agencies as defined below**, or c. Committees/Commissions/Task Forces created by the City of Meridian, or d. Annual meeting of a Meridian neighborhood Homeowner's Associations, or RESOLUTION ADOPTING RESERVATION POLICIES AND REGULATIONS FOR PUBLIC MEETING SPACE IN CITY HALL-PAGE 2 OF 4 e. Neighborhood meetings, as required by Meridian ordinance(s) regarding development in the City of Meridian, or f. Professional organizations that employees of the City of Meridian are affiliated or members of as a result of their employment with the City of Meridian. • City staff cannot provide coffee, supplies, technical I.T. support or office support. • No furniture may be removed from or added to the room. • Any damages to the building, furniture, or equipment will be the financial responsibility of the reserving party. • All facilities must be vacated by 9:00 p.m. Monday through Thursday and by 5:00 p.m. on Friday. • Reservations will only be accepted from persons 18 years of age or older. • The improper use or abuse of the facility is subject to immediate cancellation of the event and ejection. • Violations of these rules may be cause to prohibit future reservations. ROOM SPECIFIC CONDITIONS • Limited food and beverages may be allowed in the meeting space. No open flames or electrical appliances. Please discuss at the time of the reservation to acquire approval. Alcoholic beverages are not permitted within these rooms. • Reservations shall be limited to the room or facility expressly reserved and shall not include additional areas, unless a reservation has also been made for the additional areas. This does not exclude the use of the common area of the building, restrooms, or drinking fountains. • The electronic equipment in the room is not included with the room reservation unless the reserving party has been properly trained to use it. Training may be coordinated with the City Clerk's Office at least one business day before the event. If there is need for connecting cords they may be checked out from the City Clerk on the day of use. Request to use electronic equipment must be made in advance. Be advised that the City may not have all the equipment you may need so you may need to provide your own. • The reserving party shall be responsible for all set-up, takedown, and return of tables, chairs, or any other furniture or equipment to the proper location in accordance with the floor plan provided by the City. This needs to be completed prior to the end of the reserved time of the room. Failure to do so will be cause to disallow future reservation of the rooms. • No materials or decorations may be tacked, glued, stapled, taped, or adhered or affixed in any manner to walls, doors, or windows. This does not apply to adhesives that are designed for this use and do not leave any marks or remove paint. Please check prior to use. • All garbage and recyclable items must be placed in proper receptacles. • Smoking is prohibited in these rooms and on the premises of City Hall. • If the City determines it is necessary, the reserving party will be issued one proximity card that will provide access to the reserved space. The proximity card can be picked up one business day prior to use of the room from the City Clerk for reservations in the City Hall. The proximity card will only work for the time the space has been reserved and RESOLUTION ADOPTING RESERVATION POLICIES AND REGULATIONS FOR PUBLIC MEETING SPACE IN CITY HALL-PAGE 3 OF 4 will remain the property of the City of Meridian. At the conclusion of the meeting, the proximity card may be left in the utility payment drop box located in the east parking lot. If the card is not returned at the end of the reservation period, this will be cause to disallow future reservations of the rooms. **The following groups are authorized to schedule meetings more than 30 days in advance and more than one monthly meeting: • Ada County Boys and Girls Club Board • Ada County Highway District meetings regarding Meridian road projects • Meridian Chamber of Commerce Board meetings • Meridian Development Corporation Board of Directors • Meridian Historical Society • Meridian Rural Fire District Commissioners Board • Western Ada Recreation District (WARD) Board of Directors RESOLUTION ADOPTING RESERVATION POLICIES AND REGULATIONS FOR PUBLIC MEETING SPACE IN CITY HALL-PAGE 4 OF 4 I E ,...„, ,,, A *4 0 Public Meeting Space Reservation Request and Agreement 33 East Broadway Avenue • Meridian, Idaho 83642 • (208) 888-4433 • www.meridiancity.org Rental Dates (s): Rental Hours: From: To: * Rental hours include necessary time for set-up, take down, and cleanup for the meeting. Meeting Topic: Meeting Description: Estimated Attendance: Applicant: Date of Birth: Organization: Address: City: State: Zip Code: E-mail Address: Driver's License #: If different from applicant, name of person accepting responsibility for room reservation: Organization: Address: City: State: Zip Code: E-mail Address: Driver's License #: I Please note that the applicant and/or responsible party must be in attendance at the meeting and shall be responsible for all set-up, takedown, and return of tables and chairs, to their proper location in accordance with the floor plan provided by the City. Page 2 Requested Meeting Space ❑ City Hall Conference Room A 0 City Hall Conference Room B ❑ City Hall Conference Room A and B Additional Information Will food be served during the meeting in the reserved space? 0 Yes 0 No Type of food: Have you reviewed the audio visual capabilities of the meeting space? 0 Yes 0 No Type of use needed: Please note that needs for A/V instruction and assistance must be scheduled and completed in advance. A/V assistance will be not be available at the time of the meeting. To request assistance and/or training in advance please call the City Clerk's Office at (208) 888-4433. Signature I, , and all members of my party, shall, and herby do, indemnify and save and hold harmless the City of Meridian, its agents, employees, and/or officials from and for any and all of the losses, claims, actions, judgment for damages, or injury to persons or property and losses and expenses caused or incurred by myself or a member of the party and not caused by or arising out of tortious conduct of the City of Meridian. I assume for myself, and all members of my party do assume for themselves, all risks and hazards of using the City facility set forth above, and forever waive and release, on behalf of myself/themselves, my/their heirs, executors, administrators, assigns, and/or personal representatives, any and all claims and/or rights for damages I/they now have or may hereafter have against the City of Meridian and/or its employees, elected officials, agents, guests, and/or business incites, suffered in connection with or arising out of using the City facility set forth above and not caused by or arising out of the tortious conduct of the City of Meridian or its employees. I have read and agree to abide by the rental policies and regulations established by the City of Meridian. Printed Name Signature Date Please fax or e-mail request to: 208-888-4218 or clerkAmeridiancitv.org FOR OFFICE USE ONLY Approved Date: Staff Signature: Comments: