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HomeMy WebLinkAbout#22 City Facilities Use PolicySTAFF REPORT DATE: January 3, 2017 REGULAR ITEM #: 22 AGENDA ITEM: City Facilities Use Policy SUBMITTED BY: Kristina Handt, City Administrator BACKGROUND: The City of Lake Elmo City Facilities Use Policy was last updated in 2014. Council Member Bloyer and Mayor Pearson have asked that it be amended to require all statutory created public bodies and taxing authorities using the City’s meeting facilities to video and audio record their meetings. Furthermore, the recordings should be made available to the City immediately upon the completion of the meeting. ISSUE BEFORE COUNCIL: Should the Council update the Lake Elmo City Facilities Use Policy to require all statutory created public bodies and taxing authorities using the City’s meeting facilities to video and audio record their meetings? PROPOSAL: Included in your packet is an amended City of Lake Elmo City Facilities Use Policy. The changes are solely the addition of #20 on the bottom of page 2. OPTIONS: 1) Amend the City of Lake Elmo City Facilities Use Policy as presented 2) Make other amendments to the City of Lake Elmo City Facilities Use Policy 3) Make no changes to the City of Lake Elmo City Facilities Use Policy RECOMMENDATION: From Council Member Bloyer: “Motion to approve the amended City of Lake Elmo City Facilities Use Policy as presented.” ATTACHMENTS: Lake Elmo City Facilities Use Policy 1 CITY OF LAKE ELMO CITY FACILITIES USE POLICY 1. Introduction City Facilities are operated by the City of Lake Elmo under the policy and guidelines established by the Lake Elmo City Council. 2. Purpose The purpose of this policy is to provide guidelines for the use of city facilities by non-city entities. 3. Priorities for Use Meetings related to the administration and operation of city government, including but not limited to city council, commission and advisory board meetings, have first priority for use of the facilities so that city business may be conducted. The City reserves the right to preempt a non-city related use, when necessary, to conduct essential city business. The City reserves the right to cancel any and all reservations without providing any other accommodations in the event the City facilities are needed for municipal government purposes. 4. Reservation Procedures City facilities are available for reservations on the following days and times: Mondays through Fridays, 5:00PM to 9:00PM City facilities are closed to rentals on Saturdays, Sundays and legal holidays 5. Building Access A front door key will be signed out by the user at City Hall prior to city facility use and returned immediately thereafter in person or at the drop box at City Hall. Once inside the building, access will be limited to the reserved space, including public restrooms. 6. Law/Ordinance The user must comply with the laws of the State of Minnesota and City ordinances. The City has the right to terminate the use of the city facilities during any event or meeting if the user violates any state laws or city ordinances. 7. Prohibited Uses The following types of activities may not be held in any city facilities: commercial, for profit events such as sales solicitations or seminars for the purpose of selling products or services; religious services, prayer meetings or religious ceremonies; social events or private parties, including wedding ceremonies, birthday parties, family reunions and receptions; political party meetings or fund raisers. 8. Smoking Smoking at any city facility is prohibited at all times. 9. Alcohol Alcohol at any city facility is prohibited at all times. 10. Damage Any damage to the facilities or equipment must be reported to the city clerk’s office as soon as possible. The user will be responsible for the costs of any damages incurred or extra cleaning required. Users take full responsibility for their group’s conduct and for any loss, breakage or damage to the rooms, equipment, or other city facility property. The City 2 of Lake Elmo reserves the right to assign supervisory staff or maintenance personnel, at an additional cost to the users, if deemed necessary by the particular function or activity. 11. Liability The City of Lake Elmo is not liable for any loss, damage, injury or illness by the users of the facilities. Neither the City of Lake Elmo nor its employees can be held responsible for any items that are left at the facility by the user. 12. Clean-Up If a room has been rearranged by the user, it must be returned to its original condition. All trash and recycling must be picked up and put into receptacles. It is the responsibility of the user to leave the room in the condition in which it was provided. 13. Alterations No decorations, banners or signs can be taped, pinned or affixed to the walls, ceilings or windows. 14. Kitchen The service kitchen is not designed for preparing food and may not be used for serving food that has been prepared offsite. User groups are responsible for providing their own utensils, serving ware, coffee and condiments. The use of this facility must be strictly adhered to for safety considerations. 15. Candles Candles are prohibited in all city facilities. 16. Gambling/Games of Chance Gambling is prohibited in all city facilities. 17. Telephone Usage The telephone in the room may be used for local calls. 18. Restricting Use Staff shall have the authority, subject to the appeal of the City Council, to prohibit or limit use of city facilities by a particular user/group based upon knowledge that the user/group has caused damage to other public facilities or when disruption, damage, theft or other unfavorable history is recorded from previous use of any city facilities. 19. No Discrimination The City of Lake Elmo is an equal opportunity employer and provider. The City does not discriminate or endorse based on race, religion, sex, age, national origin, or any other protected class under state or federal law. 20. Recording of activities In the interest of public transparency, all statutory created public bodies and taxing authorities using the City’s meeting facilities are required to video and audio record their proceedings. The video and audio recordings in their entirety shall be made be made available to city officials immediately upon completion of the meeting.