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HomeMy WebLinkAbout2013-01-16 PACKET 04.C.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 1/16/2013 . C PREPARED BY City Clerk Caron Stransky ORIGINATING DEPARTMENT DEPARTMENT HEAD COUNCIL ACTION REQUEST Consider establishing a policy on scheduling and use of City Hall facilities, and consider establishing fees. STAFF RECOMMENDATION Adopt the resolution establishing the policy and pass the ordinance establishing fees. SUPPORTING DOCUMENTS ® MEMO /LETTER: Memo from Caron Stransky. ® RESOLUTION: Draft. ® ORDINANCE: Draft. ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Attachments. DMINISTRATORS COMMENTS: COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER Wnbelscampeffemplates \City Council\Action Form.doc Cottage J Grove h ere Pride and Pros perity Meet To: Honorable Mayor and City Council From: Caron Stransky, City Clerk Date: January 11, 2013 Subject: City Hall Facility Use Policy and Fees The new Public Safety /City Hall facility has a number of meeting rooms available for use by City government activities, i.e. City Council, advisory commissions, task forces and committees established by the City; public agencies; elected officials holding town hall meetings; local civic groups; and other groups and organizations. As a result, we have drafted for the City Council's consideration a new policy on the use of City Hall facilities, an application form /waiver form, and, a an ordinance amending the fee schedule. Policy The resolution attached to this memo is the proposed facility use policy for rental /reservation of the meeting rooms in the City Hall. Staff conducted a survey of the policies utilized by the cities of Eagan, Inver Grove Heights, Fridley, and Apple Valley and found that most of the cities charge a rental fee and a refundable damage deposit ranging from $35.00 to $250.00. A table showing what each City charges is attached. Elements of the policy drafted includes: A. Priority Usage: 1. Class I groups receive priority in reserving rooms. Those groups include the City Council, Commissions, Task Forces and Committees of the City; 2. Class II groups are public agencies, elected officials holding town hall meetings, local civic groups, and non - profit organizations. 3. Class III groups are other groups or organizations which are business and for - profit organizations and groups or organizations that are not local. The policy does not allow use of the meeting rooms for birthday parties, showers, etc., or by religious organizations. Pre - emptions The City Council will have authority to pre -empt any and all scheduled meetings; departments and City commissions will not pre -empt any other department or commission from a previously scheduled room; and all other eligible organization reservations shall be made on a first -come first -serve basis. Procedures: The policy includes procedures for reserving a meeting room which includes completing an application form; eligibility; non - eligibility; regulations for use of meeting rooms; and meeting room hours and fees. The meeting rooms available are: Cannon, St. Croix, Mississippi, training room, kitchen facilities, and the training room with outdoor patio /theater areas. The facilities would not be available for use by outside organizations, on Sundays or on major holidays outlined in Section 8 of the policy. Fees The proposed policy does not recommend charging a rental fee but does recommend charging a $200.00 deposit when the training room is reserved with the kitchen facilities or for use of the outdoor patio /theater area. The policy would not allow for use of the kitchen facilities with the Cannon, St. Croix, or Mississippi Room. In addition, if the City had to "clean up" a room, the City would draw upon the deposit at the rate of $40.00 per hour. Recommendation Staff recommends that the City Council (1) adopt the resolution establishing policy regarding scheduling and use of the Cottage Grove City Hall facilities and (2) pass ordinance establishing fees. RESOLUTION NO. 2012 -XXX A RESOLUTION ESTABLISHING POLICY REGARDING SCHEDULING AND USE OF THE COTTAGE GROVE CITY HALL FACILITY City of Cottage Grove WHEREAS, the City Hall for the City of Cottage Grove is the seat of government for the City of Cottage Grove; and WHEREAS, the overriding purpose and function at the Cottage Grove City Hall is to conduct of City business; and WHEREAS, the City has meeting room facilities, the primary purpose of which is to conduct City business; and WHEREAS, the City Council recognizes the desirability of making the City meeting room facilities available to residents and community groups for the conduct of meetings, provided that such use does not interfere with the conduct of City business and does not contradict the City's interests; now THEREFORE, BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, as follows: 1. This resolution amends Resolution No.2002 -082 adopted May 15, 2002. 2. The City Administrator is authorized and directed to establish rules and regulations for scheduling and use of City buildings. 3. The regulations to be adopted must establish priority classifications for the use of meeting facilities in the building. PURPOSE The purpose of this policy is to provide guidelines for the use of meeting rooms at the Cottage Grove City Hall. POLICY The regulations to be adopted must establish priority classifications for the use of meeting facilities at the Cottage Grove City Hall. The classifications are listed below in descending order of priority. The priorities shall be: Class I: City government activities. This classification includes any events related to the administration of City government including, but not limited to: City Council meeting and workshop sessions; meetings of commissions; task forces; and committees established by the City; meetings; meetings scheduled by City staff and related to the conduct of official City business (including staff meetings, and neighborhood informational meetings on items pending before the City). 2. Class II: Public agencies, elected officials holding town hall meetings, local civic groups, and local non - profit organizations. This classification includes meetings organized by tax - supported public agencies on matters affecting citizens of Cottage Grove and meetings sponsored by elected officials that satisfy the criteria set forth at paragraph 5.b of this resolution. The classification also includes meetings of local civic groups and non - profit organizations which contribute to the betterment of the community such as the Jaycees, Lions, Scout Troops, and the Cottage Grove Athletic Association. It also includes meetings sponsored by local civic groups and non - profit organizations which are of general public interest, educational, and open free of charge to the public. A civic group or non - profit organization is considered to be "local" if it has its headquarters or mailing address in the City of Cottage Grove or has at least 35% of its membership roster residing in the City. 3. Class III Other groups and organizations. Last priority for use is given to business and for - profit organizations, and groups or organizations that are not local. 4. Preemptions a. The City Council will have the authority to pre -empt any and all scheduled meetings. b. Departments and City Commissions shall not pre -empt any other Department or Commission from a previously scheduled room. 5. Other All other eligible organization reservations shall be made on a first -come, first serve basis. PROCEDURES 1. Through the routine process of establishing fees and the City budget, the City Council will establish a fee schedule for the use of City meeting facilities. The regulations must incorporate the fee schedule as established by the City Council. 2. The regulations must establish the hours during which meeting facilities will be available for use by Class II and III users, and the City Administrator shall take building security into account in establishing those hours. The regulations must also establish maximum occupancy limits for each meeting facility, and may establish different occupancy limits for different time periods of the day, if the City Administrator determines that different limits are necessary in order to minimize noise and potential disruption of City business or to ensure the security of City property and facilities. 3. Room Application: a. City Hall Meeting Room Reservations All reservations for City Hall meeting rooms shall be made through the City Clerk's Office using the appropriate application form (Exhibit A, attached). For further information, please contact 651- 458 -2843 or 651- 458 -2814. b. Each organization must indicate a designated responsible party. The designated responsible party is required to complete the appropriate application form (Exhibit A, attached). The responsibility of the designated party shall include control of the organization using the room(s) and keeping the room(s) clean. 4. Eligibility: a. Meeting rooms shall be used only by: i. City of Cottage Grove government entities. ii. Federal, State and Local government entities. iii. City of Cottage Grove area civic groups whose efforts are directed to the civic welfare of the community. iv. Nonprofit groups based in Cottage Grove that are designated by the State of Minnesota as having a tax - exempt status. Proof of tax - exempt status is required. v. Cottage Grove -based business, homeowner, and neighborhood associations. vi. Neighborhood meetings related to a Cottage Grove development process. vii. Other area organizations that partner with the City of Cottage Grove to promote the community. viii. Cottage Grove Scout Troops, Packs and Dens only between the hours of 4:00 p.m. and 9:00 p.m., Monday through Friday, and between 8:00 a.m. to 6:00 p.m. on Saturdays. 5. Non - Eligibility a. Meeting rooms shall not be used for the purpose of individual or joint solicitations for funds or commercial sale presentations, meetings that are politically partisan, or seeking of gifts or requests, etc., for the purpose of profit or nonprofit. b. The use of City meeting facilities by candidates for elected public office for campaign activities is prohibited. Campaign activities include the solicitation of political support, votes or financial assistance for any candidate for elected office. The prohibition on campaign activities does not apply to the following: i. Meetings for the purpose of precinct caucuses, legislative district conventions or County conventions in accordance with Minnesota Statutes, Section § 202A.192. i. Non - partisan candidate forums sponsored by an independent, non- partisan organization such as the League of Woman Voters or Chamber of Commerce and that are available on an equal basis to all candidates for a specified office. iii. "Town Hall" meetings sponsored by an elected official for the purpose of informing constitutes in Cottage Grove regarding programs, decisions, and other matters related to the official business and duties of the public official, provided: 1. That the official does not solicit political support, votes or financial assistance during the meeting; and that 2. such meetings will not be scheduled for any elected official during the campaign season for the elected official's office. Any meeting that does not meet the criteria in the preceding sentence is considered to involve campaign activity and is prohibited. For purposes of this paragraph, the campaign season for an office is deemed to be the period beginning with the opening of the filing period for candidacy for an office and ending with Election Day. (Ref. Resolution No. 2002 - 0s2) c. Meeting rooms shall not be used for personal use such as birthday parties, showers, etc. d. Meeting rooms shall not be used by religious organizations. 6. Fees for Use of City Hall Meeting Rooms: a. The City Council recognizes the costs associated with usage of the facilities and has developed the following guidelines: i. No fee will be required to use a meeting 1. It will be the responsibility of the applicant to make arrangements with the City Clerk's Office to pick up and return the necessary key for the meeting room. 2. A damage deposit will be charged for organizations who desire to have food /beverages. The City will allow food only in the Training Room and will draw upon the deposit if the organization does not comply with Section 7 a and b of this Policy. 7. Regulations for Use of City Hall Meeting Rooms: a. It shall be the responsibility of the organization to clean up the facility following each use. "Clean up" means to properly dispose of all waste in designated containers, turn out the lights, and return the facility to the condition in which it was in prior to the time the facility was used by the undersigned. b. If "Clean up" work is not done, the City shall have the facility cleaned and restored to the condition it was in prior to its use by the organization or group reserving it. The City will draw upon the deposit paid by the organization to cover the cost for this clean up. c. It shall be the responsibility of the organization to document the condition of the room. If the organization finds the room in disarray prior to the start of their meeting time, they will call the general City Hall telephone number (see above) and leave a message accordingly. The City will investigate the room usage and determine the responsible organization for the cleanup. If it is so determined, the organization reporting is responsible for damage or lack of clean up, the organization will pay for the charges of this clean up or repair. d. It shall be the responsibility of the organization that signs the agreement to use the City Hall meeting rooms to ensure the space is cleaned up, keys are returned, and all doors have been securely locked. e. The possession of or consumption of alcoholic beverages and tobacco products are prohibited in any City facility /building. The organization shall supervise all guests, invitees and members. The organization will not allow guests, invitees and members to damage or destroy the facility. The organization will agree that it shall not damage or destroy the facility or any part thereof nor allow the same to be damaged or destroyed to any person during the time the organization is using the facility. If the facility or any part thereof is damaged or destroyed, the organization will agree to pay for the repair and /or replacement. g. User organizations will agree that the use of the facility is voluntary and that it is using it for its benefit only. They will also agree that its use of the facility is undertaken at its own risk, and the City of Cottage Grove will not be liable for any claims, injuries, and damages whatsoever. h. The City of Cottage Grove is pleased to make its facilities available for use and in order to keep facilities usable, it is important these policies are observed. In the event of a violation of this policy, the City will notify the user. In the event of a second violation, the City of Cottage Grove may limit the user's right to use the facilities for a period of time to be determined by the City of Cottage Grove. i. Permit holders may not assign, transfer, sublet or charge a fee for the use of a City Hall meeting room. j. All permits shall be revocable and shall not be considered a lease. The City may reject any application or cancel any permit at any time. k. All activities must be under competent supervision and the applicant must be at least 18 years of age. The permit holder will be responsible for unlocking the building upon arrival and securing the building upon departure. Arrangements must be made in advance as outlined on the attached Application and Permit for Use of a City Facility. m. The permit holder will assume full responsibility for any unlawful act committed in the exercise of a permit. n. Permit holders shall agree to indemnify and hold the City harmless for any and all damages by any person(s) attending a meeting and all damages to any persons or property. o. City Employees will inspect all facilities before and after each permitted use to insure that the facility is in the same condition as it was prior to the granting of the permit. Any violation will result in the denial of any and all future applications made to the City for facility use and forfeiture of any and all of the deposit. p. Any apparatus or other equipment moved into the building must have prior approval and must be removed promptly so as not to interfere with normal City functions. q. Any use of City equipment must show item approval on the facility use permit. r. Furniture and equipment may not be moved or removed from the building without permission of the City. s. No food and beverages will be allowed in the Training room unless the damage deposit has been paid, policy has been read, and waiver form has been signed. 8. Meeting Room Hours Availability a. Cannon Room (Capacity: 4) St. Croix Room (Capacity: 20) Training Room Only (Capacity: 69) Training Room & Kitchen Facilities Training Room and Outdoor Patio/Theater Areas Mississippi Room (Capacity: 8) Rooms are available, on a first -come, first served basis from 8:00 a.m. to 9:00 p.m., Monday through Friday, and 8:00 a.m. to 6:00 p.m. on Saturday. 9. Meeting rooms are not available for use by outside organizations on Sundays and on the following major holidays: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, the day after Thanksgiving Day, Christmas Eve Day, and Christmas Day. 10. Other Municipal Meeting Rooms Meeting rooms are also available at the Cottage Grove Ice Arena (651 -458- 3400), Public Works Building (651- 458 - 2808), Fire Stations (651- 458 - 2809), and River Oaks Golf Course Clubhouse (651- 438 -3627, ext. 4). Contact each facility to obtain rental information and to schedule a room. Facility Use Survey Survey notes: Many other cities were surveyed including Egan, Inver Grove Heights, Fridley, Apple Valley, etc ... most had community rooms to rent that were outside of the City Hall. Most cities charged a rental fee and a refundable damage deposit that ranged from $35.00 - 250.00. Cottage Grove City Hall Facility Use Policy Summary The policy provides for eligibility, groups that are not eligible, a priority list of eligibility, building regulations, meeting room hours, and other city municipal rooms available. Oakdale Hastings Hugo St. Paul Park Woodbury Room Fee $58.92 $40 hr /2 hr Non Profit- Resident No No charge min $0 $75 charge for non- Free during Resident- Non- profit business $100 Resident hours Non- $250 Resident $200 Key Electronic Reserve Key can be Key can be Electronic Procedure door locking Officer will picked up picked up door locking key system let in and during during key system (set to open lock up business business (set to open %2 hr prior hours /Key hours %2 hr prior and lock %2 dropped off and lock after) at city or after) drop off box Damage $0 $25 $100 $35 clean up $0 Deposit refundable refundable fee Application Police Dept Application Application None Application Process handles on line on line on line Additional Application Room rental Allows for $10 Rooms are Info sent thru 2 hour min meetings, refundable for city use mail charge showers, room key only during parties Is needed business hours Survey notes: Many other cities were surveyed including Egan, Inver Grove Heights, Fridley, Apple Valley, etc ... most had community rooms to rent that were outside of the City Hall. Most cities charged a rental fee and a refundable damage deposit that ranged from $35.00 - 250.00. Cottage Grove City Hall Facility Use Policy Summary The policy provides for eligibility, groups that are not eligible, a priority list of eligibility, building regulations, meeting room hours, and other city municipal rooms available. ORDINANCE NO. XXX AN ORDINANCE AMENDING THE CITY'S FEE TABLE EFFECTIVE JANUARY 16, 2013 The City Council of the City of Cottage Grove, Washington County, Minnesota, hereby ordains: BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, shall establish the following fees effective January 1, 2013: FACILITY USE DEPOSIT - $200.00 FACILITY USE CLEAN UP CHARGE DRAWN FROM THE DEPOSIT - $40.00 PER HOUR BE IT FURTHER RESOLVED, this ordinance will not be codified in the City Code but will be maintained in the office of the City Clerk. EFFECTIVE DATE: This ordinance shall be in full force and effect on January 16, 2013 after its passage and publication according to law. Passed this 16 day of January 2013. Myron Bailey, Mayor Attest: Caron M. Stransky, City Clerk Summary Published in Washington County Bulletin: Public Safety City Hall 12800 Ravine Parkway S Cottage Grove, MN 55016 651 - 458 -2800 www.cottage- grove.org Public Safety City Hall Facility Use Application Applicant Information Name of Organization /Applicant Contact Person Email Phone (1) (2) Fax Address City State Zip Function Meeting _Conference/Seminar _Other (Please Specify) Non - Profit _ For - Profit _ Other (Please explain) Will Food /Beverages be served? _Yes _No Will participants be charged a fee? _Yes _ No Room Information Event Name: Purpose: Meeting /Event Time Estimated Number of Attendees: Event Date: Cannon Room (seats 4) Telephone Mississippi Room (seats 8) Telephone, Television w /VGA computer connection St. Croix Room (seats 20) Telephone, SMART Board, Conference phone, Sink, w /VGA computer connection Training Room (seats 69) Telephone, SMART Board, w /VGA computer connection, Podium Kitchen Facilities Refrigerator, Coffee urn, Microwave, Sink ( * See Deposit below) Keys: Building key must be picked up from the Public Safety City Hall no more than 2 days prior to your scheduled event. Public Safety /City Hall hours: 8:OOam- 4:30pm Monday- Friday. Deposit: if your event will be using the kitchen facilities or will be bringing in food of any kind a damage deposit of $200 is required and a separate zcver farm needs to be completed. Cash or checks are excepted, made payable to: City of Cottage Grove. Refunds will be given upon return of key and inspection of building. Waiver. The person or organization making this application assumes individual and joint obligation for replacements or payment in case of losses or damages resulting from use of the building facilities, and agree to abide by the pot y of facility uses established by the City of Cottage Grove, MN. Please Note: The City of Cottage Grove has the right to cancel your event at any time due to City sponsored events such as City Council or Commission meetings, or Staff Function. Your application is not accepted until the City Administrator or designee has reviewed, collected the appropriate fee, if any and the application form is signed and submitted. Signature of Applicant: Date: ADMINISTRATION ONLY Date of Event: Room(s) Requested: Approved by: Date: Key need for the following room(s): Deposit made: $ (Method of payment) _Cash _ Check (check # ) Deposit Return Date: Refunded by: Key picked up by: Date of pick up: Key returned on: Received by: Notes: Cottage J Grove h ere Pride an,,?r059erIty Meet Public Safety City Hall 12800 Ravine Parkway S Cottage Grove, MN 55016 651 - 458 -2800 www.cottage- grove.org Public Safety City Hall Facility Use Application Applicant Information Name of Organization /Applicant Contact Person Email Phone (1) Address (2) City Fax State Zip Function Meeting _Conference/Seminar _Other (Please Specify) Non - Profit _ For - Profit _ Other (Please explain) Will Food /Beverages be served? Yes _No Will participants be charged a fee? _Yes _ No Room Information Event Name: Purpose: Meeting /Event Time Estimated Number of Attendees: Event Date: Cannon Room (seats 4) Telephone Mississippi Room (seats 8) Telephone, Television w /VGA computer connection St. Croix Room (seats 20) Telephone, SMART Board, Conference phone, Sink, w /VGA computer connection Training Room (seats 69) Telephone, SMART Board, w /VGA computer connection, Podium Training Room /Outdoor Contact the City Clerk's office at 651 - 458 -2843 or 651- 458 -2814 for any questions regarding Patio /Theater Area the use of the City Hall outdoor facilities. Kitchen Facilities Refrigerator, Coffee urn, Microwave, Sink ( *See Deposit below) Ke s: Building key can be picked up from the Public Safety City Hall up to 2 days prior to yourscheduled event. Public Safety /City Hall hours: 8:OOam- 4:30pm Monday- Friday. Deposit. If your event will be using the kitchen facilities or will be bringing in food or beverage of any kind, a damage deposit of $200 is required and a separate fain r faCn needs to be completed. Cash or checks are accepted, made payable to: City of Cottage Grove. Refunds will be given upon return of key and satisfactory inspection of building. Waiver: The person or organization making this application assumes individual and joint obligation for replacements or payment in case of losses or damages resulting from use of the building facilities, and agree to abide by the P?' of facility uses established by the City of Cottage Grove, MN. Please Note: The City of Cottage Grove has the right to cancel your event at any time due to City sponsored events such as City Council or Commission meetings, or Staff Function. Your application is not accepted until the City Administrator or designee has reviewed, collected the appropriate fee, if any and the application form is signed and submitted. Signature By signing this form, l acknowledge that I have read the Cottage Grove City Hall Facility Use Policy and assume full responsibility for any damages to the building and furnishings during the hours of usage. Signature of Applicant: Date: ADMINISTRATION ONLY Date of Event: Room(s) Requested: Copy of Photo ID: I YES NO Key Card # Approved by: Date: Key need for the following room(s): Deposit made: $ (Method of payment) _Cash _ Check (check # ) Deposit Return Date: Refunded by: Key picked up by: (signature) Date of pick up: Key returned on: (signature) Received by: Notes: Room condition, documentation and notes: Signed: Date: