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STAFF REPORT <br />DATE: 5/14/24 <br /> Discussion <br /> <br /> <br />TO: City Council <br />FROM: Clark Schroeder <br />AGENDA ITEM: Community room rental <br />REVIEWED BY: <br />BACKGROUND: There has been discussion about renting the community room in city center out to <br />community groups. Tonight’s discussion is about what that would look like and what is council in favor <br />of. <br /> <br />ISSUE BEFORE COUNCIL: Should staff develop a policy for renting the community room to bring <br />back to council for consideration. <br /> <br />PROPOSAL DETAILS/ANALYSIS: <br />Currently the city allows local HOA’s and other groups to use the old city hall council chambers for <br />meetings at no charge. They check out a key from staff and then return it when they are done. This area <br />has no access to Focus Engineering side of the building as that is locked. Some have expressed interest in <br />hosting their meetings in the community room of city center. The community room in city center has nicer <br />chairs/tables and AV equipment/wifi available. In discussing this with staff there are some questions which <br />council should weigh in on before a policy is drafted. <br /> <br />What kind of groups should be allowed to rent the community room? HOA’s, boy/girl scouts, craft groups, <br />local charities, athletic groups, artist/sewing/quilters groups, book clubs, watersheds, book clubs, other <br />government groups, non-profit or for-profits businesses. <br /> <br />Hours of rental: evenings till what time, or just during the day. <br /> <br />Rental fee: should the city charge a fee? If so how much, should it cover cleaning after each use, have a <br />deposit which we would use if renter left the room a mess or don’t take their garbage? Should the deposit <br />cover possible damage to equipment or furniture? <br /> <br />Security: Would we create card fobs for each use? Charge for the cards if they get lost? <br /> <br />Council Chambers: In the city center, the council chambers can’t be locked due to the fact that room is the <br />storm shelter. We would have to create some sort of roped off area so younger residents did not play in <br />there and possibly damage equipment or use the emergency buttons under the desks. <br /> <br />Who would be in charge of managing the rental, reservations, inspections after each rental, return of deposit <br />if any, answer questions about setting up the TV’s and/or sound system. <br /> <br /> <br /> <br /> <br /> <br />