HomeMy WebLinkAbout#04 - Community room rental disucssion STAFF REPORT
DATE: 5/14/24
Discussion
TO: City Council
FROM: Clark Schroeder
AGENDA ITEM: Community room rental
REVIEWED BY:
BACKGROUND: There has been discussion about renting the community room in city center out to
community groups. Tonight’s discussion is about what that would look like and what is council in favor
of.
ISSUE BEFORE COUNCIL: Should staff develop a policy for renting the community room to bring
back to council for consideration.
PROPOSAL DETAILS/ANALYSIS:
Currently the city allows local HOA’s and other groups to use the old city hall council chambers for
meetings at no charge. They check out a key from staff and then return it when they are done. This area
has no access to Focus Engineering side of the building as that is locked. Some have expressed interest in
hosting their meetings in the community room of city center. The community room in city center has nicer
chairs/tables and AV equipment/wifi available. In discussing this with staff there are some questions which
council should weigh in on before a policy is drafted.
What kind of groups should be allowed to rent the community room? HOA’s, boy/girl scouts, craft groups,
local charities, athletic groups, artist/sewing/quilters groups, book clubs, watersheds, book clubs, other
government groups, non-profit or for-profits businesses.
Hours of rental: evenings till what time, or just during the day.
Rental fee: should the city charge a fee? If so how much, should it cover cleaning after each use, have a
deposit which we would use if renter left the room a mess or don’t take their garbage? Should the deposit
cover possible damage to equipment or furniture?
Security: Would we create card fobs for each use? Charge for the cards if they get lost?
Council Chambers: In the city center, the council chambers can’t be locked due to the fact that room is the
storm shelter. We would have to create some sort of roped off area so younger residents did not play in
there and possibly damage equipment or use the emergency buttons under the desks.
Who would be in charge of managing the rental, reservations, inspections after each rental, return of deposit
if any, answer questions about setting up the TV’s and/or sound system.
FISCAL IMPACT: Unknown at this point.
OPTIONS: Direct staff to develop a policy or not for the community room.
RECOMMENDATION:
Motion to
ATTACHMENTS: None.