20-2187 Updating City of Meridian Public Meeting Space
Attachment "A"
City of Meridian
Public Meeting Space Reservation Policy and Procedures
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 procedures:
I. MEETING ROOM RESERVATION; POLICY
A. City Commissions and Committees, and other City sponsored meetings and activities have
priority use of City Hall facilities at all times and are not subject to the following policy and
procedures.
B. City Hall Meeting Rooms are restricted for use by the following groups only:
1. Local Government Agencies;
2. Committees/Commissions/Task Forces created by the City of Meridian;
3. Meridian neighborhood Homeowner's Associations for the purpose of holding
annual meetings;
4. Neighborhood meetings, as required by Meridian ordinance(s) regarding
development in the City of Meridian;
5. Non-profit groups that have a physical location in Meridian and can provide their
501(c)3 determination letter from the IRS; or
6. 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.
C. Reservations will only be accepted from persons 18 years of age or older.
D. 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, Wednesday, and Thursday only from
8:00a.m. to 9:00p.m., Tuesdays and Fridays from 8:00 a.m. to 5:00p.m., excluding holidays.
E. The City Clerk is authorized by the Mayor and City Council to implement this Policy and
may amend the Meeting Room Reservation Procedures without additional approval for the
purpose of improving customer service and operational efficiencies.
II. MEETING ROOM RESERVATION; PROCEDURES
A. Requests for reservations for City Hall meeting rooms must be made on the City website at
http://apps.meridiancity.org/ROOMRESERVATION/. If you are unable to complete the
request form electronically, you may call the City Clerk's Office at 208-888-4433.
Meridian City Council Meeting Agenda January 28, 2020 – Page 213 of 229
B. Requests for reservations must be made seven (7) days in advance, but may be made no
more than one (1) month prior to the day of use, with the exception of the following groups
who are authorized to schedule meetings more than thirty (30) days in advance:
1. Ada County Boys and Girls Club Board;
2. Ada County Highway District meetings regarding Meridian road projects;
3. Home Owners Association Boards for Annual Meetings required by HOA bylaws;
4. Meridian Chamber of Commerce Board meetings;
5. Meridian Development Corporation Board of Directors;
6. Meridian Historical Society;
7. Meridian Rural Fire District Commissioners Board;
8. Western Ada Recreation District (WARD) Board of Directors;
9. Other local government agencies;
10. Any group approved by the City Clerk in accordance with the Meeting Room
Reservation Policy.
C. Standing reservations will not be accepted. The seven (7) day requirement may be waived if
a room is available.
D. Reservations are not final until they are confirmed by the City.
E. The Honorable Robert D. Corrie Community Conference Room, commonly referred to as
Meeting Rooms A and B are the only meeting rooms available for public use.
F. The City may cancel reservations of City meeting rooms without prior notice to the
reserving party.
III. CONDITIONS OF USE OF CITY MEETING ROOMS
A. 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.
B. No furniture may be removed from or added to the room.
C. Any damages to the building, furniture, or equipment will be the financial responsibility of
the reserving party.
D. Reserved meeting rooms must be vacated by 9:00p.m. on Monday, Wednesday, and
Thursday, or by 5:00 p.m. on Friday.
E. The improper use or abuse of the facility is subject to immediate cancellation of the event
and ejection.
F. Violations of these rules may be cause to prohibit future reservations.
IV. ROOM SPECIFIC CONDITIONS
A. Limited food and beverages may be allowed in the meeting space with prior approval.
Please disclose at the time of the reservation to obtain approval. No open flames or electrical
appliances may be used. Under no circumstances are alcoholic beverages permitted within
City meeting rooms.
Meridian City Council Meeting Agenda January 28, 2020 – Page 214 of 229
B. Reservations shall be limited to the meeting room 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.
C. The electronic equipment in the room is not included with the room reservation unless
requested and the reserving party has been properly trained to use it. Training may be
coordinated with the City Clerk's Office at least one (1) 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. Be advised that the City may not have necessary equipment so it is recommended
that you bring your own.
D. 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
meeting room. Failure to do so will be cause for revocation of future room reservation
privileges.
E. 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.
F. All garbage and recyclable items must be placed in proper receptacles.
G. Smoking is prohibited in these rooms and on the premises of City Hall.
H. If the City Clerk determines it is necessary, the reserving party will be issued one electronic
key card (“prox-card”) that will provide access to the reserved space. The prox-card can be
picked up one business day prior to use of the meeting room from the City Clerk. The prox-
card will only work for the time the meeting room has been reserved and will remain the
property of the City of Meridian. At the conclusion of the meeting, the prox-card must be
deposited in the utility payment drop box located in the east parking lot. If you are issued a
separate key to lock the building, the key will remain the property of the City of Meridian
and must also be deposited in the utility bill drop box immediately after locking. Failure to
return City property or lock City Hall doors will lead to immediate revocation of future
room reservation privileges.
Meridian City Council Meeting Agenda January 28, 2020 – Page 215 of 229