Resolution - 2006 - 32 - Establish Fees For Meeting Room Use And Meeting Room Policy - 06/27/2006
RESOLUTION NO. 06-32
A RESOLUTION ADOPTING A FEE SCHEDULE PURSUANT TO SECTION 1-7-4 OF THE
EAGLE CITY CODE, TO PROVIDE FOR THE ESTABLISHMENT BY RESOLUTION OF
FEES FOR MEETING ROOM USE AND ADOPTION OF THE MEETING ROOM USE
POLICY; AND PROVIDING FOR EFFECTIVE DATE
WHEREAS, the City Council duly noticed and held a public hearing on the proposed fees
changes in excess of 105% on June 20, 2006, in accordance with Chapter 13, Title 63, Idaho
Code;
WHEREAS, the City Council has desires to approve the fee schedule for meeting room use
through this resolution; and
WHEREAS, the City Council also desires to approve the meeting room use policy through this
resolution;
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE
CITY OF EAGLE, IDAHO:
Section 1: that said meeting room fee schedule attached hereto as Exhibit A and incorporated
herein by this reference, is hereby approved;
Section 2: that said meeting room use policy attached hereto as Exhibit B and incorporated herein
by this reference, is hereby approved;
Section 3: that the Mayor and City Council are hereby authorized to execute said schedule for
and on behalf of the City of Eagle;
Section 4: that this Resolution shall be in full force and effect immediately upon its adoption and
approval.
ADOPTED by the Eagle City Council, Eagle, Idaho. THIs.21.Aday of JJ J~ . J,2006
Approved:
Attest:
K:ICOUNCILIResolutionsldraft resolutionslResolution 06-32.doc
EAGLE CITY HALL
Meeting Room Reservation Form
660 E. Civic Ln./P.O. Box 1520
Eagle,ID 83616
. EXHIBIT A
DATE OF MEETING:
TIME RESERVATION BEGINS:
ENDS:
ROOM REQUESTED:
(Freedom /Liberty or Council Chambers)
ORGANIZATION:
SPONSORING ORGANIZATION (if applicable):
CONTACT PERSON:
ADDRESS:
E-MAIL ADDRESS:
CONTACT PHONE #:
MEETING PURPOSE:
EXPECTED ATTENDANCE:
NON-REFUNDABLE FEES: V, day (4 hours) $50.00
Full day (8 hours) $100.00
Additional $25.00 iffood is to be served/consumed.
"The City Hall building must be vacated no later than 10:00 p.m.
REFUNDABLE FEE: A $10.00 fee will be charged for the issuance ofa security card for use of the meeting rooms.
Food may only be served and consumed in the main lobby of City Hall. Food is not allowed in Council Chambers or the
Conference Rooms.
In consideration of the City's approval of the foregoing reservation request, the Organization acknowledges and agrees to
the following:
1. That they have been provided with a copy of the City of Eagle Meeting Room Use Policy, and agree to adhere to the policies
and regulations contained therein.
2. That the Organization will be using the meeting room and related facilities at its own risk, and that the City assumes no
liability for any equipment, automobiles, or other personal property placed on Eagle City property by the Organization, or
any of its members, officers, agents, guests, or invitees.
3. The Organization shall indemnify, and hold the City of Eagle harmless from, any and all claims, causes for action or liability
for any death, personal injury or property damage resulting from, or in any way connected with, the use of Eagle City
property, including without limitation, the meeting room(s) and parking areas by the Organization, or any of its members,
officers, directors, employees, agents, guests, or invitees.
4. The Organization agrees to promptly pay for any damages to, or destruction of, any property of Eagle City Hall resulting
directly or indirectly from the conduct of the Organization, or any of its members, officers, directors, employees, agents,
guests, or invitees, during, or as a result of, the proposed use of the conference room.
SIGNATURE:
DATE:
PRINTED NAME:
K:\Clerks\Fonnslapplications\meeting room reservation ronn.doc
EXHIBIT B
Eagle City Hall
Meeting Room Use Policy
660 E. Civic Lane
Eagle, Idaho 83616
The City of Eagle will make Meeting Rooms available to the public as set forth by this policy:
The meetings rooms are available, for a fee, for use by the public subject to the following
regulations.
1. The meeting rooms are available for use Monday thru Friday. The building must be vacated
by 10:00 p.m. No exceptions.
2. Municipal meetings and municipally sponsored activities have priority. In the case of
emergency municipal meetings, individuals having reservations shall be given a minimum of24-
hours notice of the cancellation of their reservation and all fees will be refunded.
3. The meeting room may be used by non-profit organizations of an educational, cultural, civic
or charitable nature. Reservation fees will be waived for youth groups and school groups, but a
cleaning fee will still be required if food is served. (Organizations comprised of minors must
book the room via an adult, who must sign the reservation form and remain present throughout
meetings.) Developers that are required to hold neighborhood meetings may reserve the meeting
rooms (reservation fees are applicable). Other uses may be approved by the Mayor, City Council
and Department Heads.
4. If City sponsored for-profit events are held, a portion of the proceeds must be dedicated to the
event sponsor ofthe City, and reservation fees are to be collected from the organization.
5. Reservations may be made up to three months in advance and organizations are encouraged to
make reservations as soon as possible. The reservation process includes the completion of an
application form and payment of fees. No organization may book the room for more than one
event per month. The City allows recurring bookings (i.e., on the same day and time) up to three
months in advance.
6. No booking organization, except for those appointed by the City Council, may charge
admission, sell products, take donations, or solicit funds on the City Hall site. No use may be
made of the room for private or family events, including receptions, birthdays, weddings,
retirement parties, or memorial services. The meeting rooms cannot be used by any political
organization for fundraising activities or commercial use.
7. No smoking, alcoholic beverages, guns, weapons, flammable, toxic, hazardous materials or
illegal substances are allowed on premises. Failure by the booking organization or its individual
members to obey any city employee or representative regarding issues of policy or public safety
will result in suspension of booking privileges.
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8. Booking organizations not affiliated with the City are prohibited from issuing publicity for
any meeting that states or implies City sponsorship. Neither the name nor the address of the
Eagle City Hall may be used as the official addresslheadquarters for any organization.
9. Meeting room equipment and facilities are the responsibility ofthe person named on the
reservation as "Contact."
a. Each group is responsible for cleaning up and putting away tables and chairs.
b. The meeting room must be cleared of all items such as boxes, brochures,
projectors, displays, etc. at the end of the meeting;
c. No materials may be tacked, glued, stapled, or taped to walls, doors, or windows of
the room;
10. In consideration for the use of the meeting room, users agree to:
a. Pay for all damages to any property of the City of Eagle resulting directly or
indirectly from the conduct of any member, officer, employee, agent, or guest of the
group;
b. Hold harmless the City of Eagle from and against any and all liability which may
be imposed upon them or either of them for any injury to persons or property
caused by the organization or any person connected with the meeting.
11. The City of Eagle assumes no responsibility whatsoever for any property placed in the
meeting rooms in connection with a meeting; and the City of Eagle is hereby expressly released
and discharged from any and all liability for any loss, injury or damage to persons or property
which may be sustained by reason of a meeting.
12. If the event requires that the Council dais be removed, fees will be accessed to cover the
staff time and labor required for the removal and return of the equipment.
13. Refunds will be made only if the reservation is cancelled at least 48-hours prior to the
scheduled use.
14. This policy is subject to amendment at any time by the Eagle City Council.
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