09-642 Room Reservation PolicyCITY OF MERIDIAN RESOLUTION NO. ~~ ~ (D /~
BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF
MERIDIAN ADOPTING PUBLIC MEETING SPACE RESERVATION POLICES AND
REGAULATIONS; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Hall facility and the Meridian Police Department building have
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
WHEREAS, the Mayor and City Council have adopted a fee for the use of these rooms;
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"
and the designated public meeting room in the Police building are available for rent by the
public.
Section 2. That the Mayor and City Council have imposed a fee schedule for this use and
adopt the attached Exhibit "A" as the policies and regulations for the use of these facilities; and
Section 3. That this Resolution 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 lC~ day of
uQ , 2009.
APPROVED by the Mayor of the City of Meridian, Idaho, this ~~ day of
S , 2009.
APPROVED:
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ATTEST:
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BY~ - ~L ~
aycee lm ,City Clerk ' o
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RESOLUTION ADOPTING RESERVATION {~~1LI(EIBS°A~TD REGULATIONS FOR PUBLIC MEETING
SPACE IN CITY HALL AND THE MERIDIAN POLICE DEPARTMENT- PAGE 1 of 4
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City of Meridian
Public Meeting Space Reservation Policies and Regulations
33 East Broadway • Meridian, ID 83642 • (208) 888-4433
1401 East Watertower • Meridian, ID 83642 • (208) 846-7300
www.meridiancity.org
The City of Meridian will make meeting space, in City Hall and the Meridian Police Department,
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) and the Meridian Police Department (1401
East Watertower) Monday through Friday only from 8:00 a.m. to 9:00 p.m. (excluding
holidays) [The days or hours may be extended upon request, but may be subject to
additional terms or conditions].
• Requests for reservations for City Hall meeting rooms may be made by contacting the
City Clerk at 888-4433; requests for reservations for the Meridian Police Department
maybe made by contacting the Records Section at 846-7300. Reservations are not final
until they are confirmed by the City.
• The room at the Police Department, designated police public meeting room, and the
rooms at City Hall that are designated "A" and "B" shall have a charge for their use
unless there is a stated exemption in this policy.
• The Council Chambers or Council Executive Conference room may be requested by the
Mayor or a City Council member only. Staff must be present for use of the Council
Chambers.
• Reservation and use of City facilities are subject to payment of fees as set forth in the fee
schedule provided.
• Police public meeting room and City Hall Rooms A and B are meeting rooms for the
general public
• Council Chambers are for public hearings. The Council Conference Room is not for
public use.
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. If the City must cancel a reservation, all fees
paid will be refunded. Cancelation may be made without prior notice.
RESOLUTION ADOPTING RESERVATION POLICIES AND REGULATIONS FOR PUBLIC MEETING
SPACE IN CITY HALL AND THE MERIDIAN POLICE DEPARTMENT- PnGE 2 of 4
• The improper use or abuse of the facility is subject to immediate cancellation of the event
and ejection without the return of the accompanying fee.
• The Police public meeting room and the rooms A and B at City Hall are available for rent
by the general public. Their rental is for meetin sg only and may not be used for any
parties, holiday gatherings, displays, shows, "for-profit" ventures, and other commercial
enterprises, unless specifically authorized by the Chief of Police for Police Department
facility or the Mayor for City Hall. "For profit" ventures may require additional fees,
terms, or conditions.
• No furniture may be removed from or added to the room without authorization.
• 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. unless prior arrangements are made.
• Requests for reservations and payment of fees must be made 7 days in advance, but may
be made no more than 30 days prior to the day of use. Standing reservations shall not be
accepted except as designated. If a room is available the time limit may be waived, but
the fee must still be paid prior to use.
• Reservations will only be accepted from persons 18 years of age or older.
• Reservations shall not be considered final until all applicable fees have been paid and
approval has been granted. Requests are still subject to the cancellation conditions found
in the terms of this Notice.
• Refunds will be made only for reservations cancelled at least 48 hours prior to the
scheduled use or due to the City's cancelation of the event.
• City staff cannot provide coffee, supplies or office support.
• Violations of these rules maybe cause to prohibit future reservations.
ROOM SPECIFIC CONDITIONS
• Limited food may be allowed in the meeting space. No hot foods (other than pizza
hot serving dishes. Please discuss at the time of the reservation to acquire approval.
Beverages such as coffee, soda, or water are allowed only in appropriate containers and
with lids if appropriate.
• 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 for use with the room reservation unless the
renter has been properly trained to use it or the City staff is available. There maybe an
additional charge for this use. If there is need for connecting cords or speakers they may
be checked out on the day of use. Request 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 accomplished during the reserved time
of the room.
RESOLUTION ADOPTING RESERVATION POLICIES AND REGULATIONS FOR PUBLIC MEETING
SPACE IN CITY HALL AND THE MERIDIAN POLICE DEPARTMENT- PAGE 3 of 4
• 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 adhesive that are
designed for this use and do not leave any marks or remove paint. Please check prioY 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 and the Police
Department.
• Alcoholic beverages are not permitted within these rooms or on the premises of City Hall
and the Police Department.
• If the City determines it is necessary, the reserving party will be issued one proximity
card and/or key that will provide access to the reserved space. The proximity card can be
picked up 1 business day prior to use of the room from the City Clerk for reservations in
the City Hall and Police Records Section for the Police facility. The proximity card will
only work for the time the space has been reserved and remains the property of the City
of Meridian. At the conclusion of the meeting, the proximity card may be left in the
room. If the card is not returned, a fee of $12.00 will be assessed to the reserving party.
Failure to return the card maybe cause to disallow future rentals of the rooms.
• The reserving party may not charge any fee for admission to or use of a reserved
space.
CITY HALL AND POLICE FACILITY
No fees to be assessed for the following MONTHLY meetings and are authorized to be
scheduled beyond 30 days:
• Ada County Boys and Girls Club Board
• Ada County Commission or Elected Officials meetings
• Ada County Highway District meetings regarding Meridian road projects
• Community Planning Association of Southwest Idaho (COMPASS) Board
• Idaho Law Enforcement Agencies
• Joint School District No. 2 Administration meetings
• Meridian Chamber of Commerce Board meetings
• Meridian Development Corporation Board of Directors
• Meridian Historical Society
• Meridian Rural Fire District Commissioners Board
• P.O.S.T. Academy
• Valley Regional Transit (VRT) Board
• Western Ada Recreation District (WARD) Board of Directors
Any additional meetings by the above gYOUps beyond their monthly meeting may not be
scheduled more than 30 days in advance.
Attachment "A"
RESOLUTION ADOPTING RESERVATION POLICIES AND REGULATIONS FOR PUBLIC MEETING
SPACE IN CITY HALL AND THE MERIDIAN POLICE DEPARTMENT- PAGE 4 of 4
NOTICE OF HEARING
NOTICE iS HEREBY GIVEN pursuant to the Ordinances of the City of Meridian
and the Laws of the State of Idaho, that the City Council of the City of Meridian will hold
a public hearing at the Meridian City Hall, 33 East Broadway Street, Meridian, Idaho, at
the hour of 7:00 p.m. on Tuesday, November 25, 2008, for the purpose of reviewing
and approving rental fees for City of Meridian Public Meeting Spaces. The new rate
structures have been proposed as follows:
Rental Fees
(4 Hour / 8 Hour Rental)
MeetinglEvent Space Location Fee
Conference Room Police De artment $25 / $50
Conference Room A City Hall $25 / $50
Conference Room B Cit Hall $25 ! $50
Conference Room A&B Cit Hall $50 / $100
Additional documentation and complete fee schedule regarding the proposed fee
increases and new fees are on file in the City Clerk's Office at Meridian City Hall, 33
East Broadway Avenue, Meridian, Idaho and said file is available for review during
regular business hours. Any and all interested persons shall be heard at said public
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hearing and the public is welcome and invited to submit testimony. ,.~`,~~t ~ M~~ ~~.
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DATED this 6th day of November, 2008. ~~'
JAYCE OLMAN, CITY C ~, a
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PUBLISH 10t" and 17t" of November, 2008. r;, 90 ~'r gat , ~ ~a ,.~~
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