19-2171 City of Meridian Meeting RoomsCITY OF MERIDIAN RESOLUTION NO. 19-2171
BY THE CITY COUNCIL: BORTON, CAVENER, MILAM,
PALMER, LITTLE ROBERTS, BERNT
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN
UPDATING THE CITY OF MERIDIAN PUBLIC MEETING SPACE RESERVATION POLICY
AND REGULATIONS; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, on August 19, 2014, the Mayor and City Council approved Resolution 14-1005
authorizing that City Hall public meeting rooms, designated as Rooms "A" and `B", are available for
reservation by the public; and
WHEREAS, the Mayor and City Council approved the City of Meridian Public Meeting Space
Reservation Policy and Regulations, described as "Attachment A" to Resolution 14-1005; and
WHEREAS, from time to time it is necessary to update policies to remain current; and
WHEREAS, the Mayor and City Council have reviewed the updated City of Meridian Public
Meeting Space Reservation Policy and Regulations, attached hereto as "Attachment A";
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE
CITY OF MERIDIAN CITY, IDAHO:
Section 1. That this Resolution and the updated City of Meridian Public Meeting Space Reservation
Policy and Regulations, attached hereto as "Attachment A", shall be in full force and effect immediately
upon its adoption and approval.
Section 2. That the City Clerk shall take all necessary steps to implement the updated policy, attached
hereto as "Attachment A", upon its adoption and approval.
Adopted by the City Council of the City of Meridian, Idaho, this (d—day of November, 2019.
Approved by the Mayor of the City of Meridian, Idaho, this t day of
November, 2019.
APPROVED:
Mayor T my e Weerd
ATTEST:
By:
Chri Jo , City Cle
RESOLUTION UPDATING TIIECR YOFAEMLAN PUBLIC NIEEMG SPACE RESERVATION POLICY AND
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RESOLUTION UPDATING THE CITY OF MERIDIAN PUBLIC MEETING SPACE RESERVATION POLICY AND
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Attachment “A”
City of Meridian
Public Meeting Space Reservation Policy 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 policy 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, W ednesday, and Thursday only
from 8:00 a.m. to 9:00 p.m., Tuesdays from 8:00 a.m. to 4:00 p.m, and Fridays from 8:00
a.m. to 5:00 p.m. (excluding holidays)
• Requests for reservations for City Hall meeting rooms must be made on our
website at http://apps.meridiancity.org/ROOMRESERVATION/ . If you
are unable to complete the request form electronica lly, you may call the
City Clerk’s Office at 208-888-4433. Reservations are not final until they are
confirmed by the City.
• The Honorable Robert D. Corrie Community Conference Room, commonly referred to
as Meeting 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 policy
and regulations. 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, with the exception of other
government offices, and groups affiliated with the City. 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.
• City Hall Meeting Rooms are restricted to use by the following groups only :
a. Local Government Agencies, or
b. Committees/Commissions/Task Forces created by the City of Meridian, or
c. Annual meeting of a Meridian neighborhood Homeowner’s Associations, or
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RESOLUTION UPDATING THE CITY OF MERIDIAN PUBLIC MEETING SPACE RESERVATION POLICY AND
REGULATIONS – PAGE 3 OF 4
d. Neighborhood meetings, as required by Meridian ordinance(s) regarding
development in the City of Meridian, or
e. Non-profit groups that have a physical location in Meridian and can
provide their 501(c)3 determination letter from the IRS, 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 disclose at the time of the reservation to obtain approval.
Under no circumstances are alcoholic beverages 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.
Requests to use electronic equipment must be made in advance. Be advised that the City
may not have necessary equipment so it is recommended that you bring your own.
• The reserving party is 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 for revocation of room reservation
privileges.
• 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
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RESOLUTION UPDATING THE CITY OF MERIDIAN PUBLIC MEETING SPACE RESERVATION POLICY AND
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will remain the property of the City of Meridian. At the conclusion of the meeting, the
proximity card must be deposited in the utility payment drop box located in the east
parking lot. If you are issued a key to lock the building, the key must be deposited in the
utility bill drop box immediately after locking. Failure to lock City Hall doors or failure to
return the electronic key card may lead to immediate revocation of room reservation
privileges.
The following groups are authorized to schedule meetings more than 30 days in
advance.
• 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
• Other local government agencies
• Any group approved by the City Clerk at the direction of the Mayor or City Council
Meridian City Council Meeting Agenda November 6, 2019 – Page 533 of 610