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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: ~~t~»triii,. ~A~~~~ ATTEST: ~ro eerd BY~ - ~L ~ aycee lm ,City Clerk ' o ~~,,'~p CT's-~ •'`®4~®`.~' ~~~~'~p cOtlPIT°` ~ ` ~`~~` ,,, ~~~. RESOLUTION ADOPTING RESERVATION {~~1LI(EIBS°A~TD REGULATIONS FOR PUBLIC MEETING SPACE IN CITY HALL AND THE MERIDIAN POLICE DEPARTMENT- PAGE 1 of 4 ~. 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 \~~`~t~t11{t tl tfltl/f~~,F!`/ hearing and the public is welcome and invited to submit testimony. ,.~`,~~t ~ M~~ ~~. :~~' ~ ~~a,~, qy "'~; DATED this 6th day of November, 2008. ~~' JAYCE OLMAN, CITY C ~, a ~ m PUBLISH 10t" and 17t" of November, 2008. r;, 90 ~'r gat , ~ ~a ,.~~ ., q ,;.