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HomeMy WebLinkAboutCity Council Resolution 2007-415CITY OF PLYMOUTH RESOLUTION NO. 2007-415 AMENDING POLICY REGULATING THE USE OF CITY HALL FOR MEETING PURPOSES WHEREAS, staff has reviewed the Policy Regulating the Use of City Hall for Meeting Purposes, NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL that "Attachment A," the Policy Regulating the Use of City Hall for Meeting Purposes, is hereby adopted. ADOPTED by the Plymouth City Council on October 9, 2007. "ATTACHMENT A" GUIDELINES REGULATING THE USE OF CITY HALL FOR MEETING PURPOSES Resolution No. 2002-280 June 11, 2002 (Supersedes Res. 89-273,May 15, 1989) L General The City Hall was constricted to serve the general public by providing a facility conducive to the conduct of public business. Since public funds made these facilities possible, the general public is encouraged to use the City Hall. The following guidelines are official City Policy designed to promote orderly and appropriate use of these public facilities. Private organizations desiring to use the City Hall facilities must complete an application and submit it to the City Clerk. The application needs to be completed aftly aftee annually for organizations using the facilities periodically during the year. T4+is the date f whieh fesefv *'�� � to . The request will be reviewed in light of these guidelines and the availability of the facilities. The City Clerk will advise the requesting organization of the status of their request as soon as possible. Usage requests are not approved until the City Clerk has so advised the requesting organization. II. Who May Use City Hall Facilities City Hall facilities will be available f "ublie (and p ate) m eefi g of whose ptifpase is to pfavide sefviees to Plymouth fesidews. City Hall f4eilities shall may not be used for commercial enterprise, ate ceremoniesap rties, fekgieus profit making activity or any etiv t of eanststeftt with the genefal business ptifpase of the buildia fiindraising. City Hall is available to the following groups in descending order of priorityL 1. Citv of Plvmouth uovernment meetinus including Citv Council_ Plannin Commission, HRA, and City Committees. 2. Meetings of Plymouth based homeowners associations. 3. Meetings of Plymouth based civic organizations, youth groups, and senior citizens groups. An organization is deemed to be "Plymouth based" if it has its headquarters or mailing address in the City of Plymouth or if at least 40% of its membership resides in the City of Plymouth. III. Rooms Available for Usti,- The sa The following rooms are available for usage: 1. Council Chambers 2. Medicine Lake Conference Room 3. Parkers Lake Conference Room 4. Lunchroom 5. Fire Meeting Room IV. Drop-off Site City Hall may not be used as a drop-off site for public donations (e.g., food, clothing, money) unless City funded or sponsored. IHV. Availability City Hall Facilities shalleg nerally be available weekdays from 5:00 p.m. to 11:00 p.m. exeept these hatifs f f whieh the f eility has been sehedtile a f f tise, and Saturday and Sunday from 8:00 a.m. to 5:00 p.m. Permission may be granted by the City Manager for variation from this schedule. FVVI. Procedure for Applying A, Use of the City Hall facilities will be handled so far as possible on a first-come, first -serve basis. Groups reserving these facilities must understand it may be necessary for them to relocate their meeting in the event the facilities are needed for municipal government purposes. City staff will make every effort to not relocations, VVIL Rules and Regulations BA. Groups may provide their own coffee and light refreshments provided they dispose of all refuse properly and clean up after City Hall usage. The City reauests no refreshments in the Council Chambers. EB. The use of intoxicating liquor and non -intoxicating malt liquor beverages is prohibited in the City Hall facilities. DC. Pursuant to the Minnesota Clean Indoor Air Act, smoking is prohibited. FD. The City assumes no liability for loss, damage, injury or illness incurred by the users of the facility. GE. The individual representing the organization using City Hall facilities, i.e., person signing the application, shall be responsible for: I. Proper disposal of all coffee, cups, paper, etc.; rearrangement of furniture. 2. Shutting off all lights and leeki inee dear 3. Reporting, repairing, or replacing, any damage or loss of City facilities or equipment within 24 hours of meeting. 4. Returning access cards to front door of City Hall. IF. Organizations canceling reservations or "no shows" may f „so of f edit es flee fe than t iee in ene year shall be given lower priority for future requests. 3G. Failure to conform with these policies and riles may be cause for forfeiture of future use privileges. H. The City reserves the right to cancel reservations at any time.