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STAFF REPORT <br />DATE: 6-11-2024 <br /> REGULAR <br /> <br /> <br />TO: Lake Elmo City Council <br />FROM: Clark Schroeder <br />AGENDA ITEM: City Hall room rental policy <br />REVIEWED BY: Nicole Miller <br />BACKGROUND: <br />At a workshop on May 14th the council directed staff to come back to another workshop with a draft <br />policy and samples of policies from other local cities for use of city rooms. <br /> <br />ISSUE BEFORE COUNCIL: Review draft policy and offer feedback to staff to bring back to a regular <br />city council meeting for adopting. <br /> <br />PROPOSAL DETAILS/ANALYSIS: Attached is a draft policy for review. Staff have looked at other <br />cities and feel this is in line with them. I’ve also included other policies for your consideration. You will <br />see that some cities charge for use of their facilities and have a fee schedule to support that. Other cities I <br />talked to consider it part of being a resident and found that the management of the deposits, and room rental <br />fees to be more problems than it is worth. The council will be asked if they would like to charge for either <br />the old city hall, or the city center community room or neither. It is my recommendation to start off by not <br />charging and see if we have problems with overuse, or room damage. If a room is damaged, we will need <br />to go back to the responsible party to seek redress. <br /> <br />FISCAL IMPACT: Minimal staff time to coordinate room use. <br /> <br />OPTIONS: Direct staff to bring back policy to future council meeting, or table for further discussion. <br /> <br />RECOMMENDATION: <br />No motion needed <br /> <br />ATTACHMENTS: Draft policy, draft request form and other cities policies.