Resolution - 2024 - 24-18 - Amending The City Hall Meeting Room Usage Policy - 11/26/2024 RESOLUTION NO. 24-18
A RESOLUTION OF THE CITY OF EAGLE, ADA COUNTY, IDAHO, AMENDING
RESOLUTION 24-12 CITY HALL MEETING ROOM USAGE POLICY AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City Council wishes to amend Resolution 24-12 to address fee waivers
provided to specific service and community groups; and
WHEREAS,the City Council wishes to establish a provision for non-profit entities to request
fees to be waived to totality, as well as a provision for appealing any denial; and
WHEREAS.the City Council wishes incorporate policy and regulations for City Hall meeting
room usage.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF EAGLE, IDAHO as follows:
Section 1: That the City of Eagle hereby adopts the City Hall Meeting Room Use Policy,
which is attached hereto as Exhibit A and incorporated herein by reference as if set forth in full.
Section 2: That this resolution shall be in full force and effect as immediately upon adoption.
DATED this 264'day of November 2024.
APPROVED:
Brad Pike, Mayor
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* * EXHIBIT A
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Eagle City Hall
Meeting Room Use Policy
Meeting rooms are available for use by the public subject to the following policy and regulations.
Fees are applicable.
1. Room Availability:
Council Chambers*: Monday through Friday, between the hours of 8:00 a.m. until 10:00 p.m.
*The City conducts several monthly re-occurring meetings in this room.
Other Rooms: Monday through Friday from 5:00 p.m. to 10:00 p.m.
Freedom Room Liberty Room Patriot Room Valor Room
Reserving party will be instructed by City Staff regarding building access and security prior to
their reservation date.
2. Priority Use: Municipal meetings, City sponsored activities and programming have priority use
of the facility. In the case of a municipal meeting or event that unexpectedly requires the
facility, individuals having reservations shall be given a minimum of 24-hours' notice of the
cancellation of their reservation and all fees will be refunded.
3. Reservation Fees:
• Reservation fees will be adopted via a Resolution of the Council.
• Fees Waived: Reservation fees will be waived for the following:
Ada County Lightfoot Militia
American Legion Orville Jackson Post 127
Eagle Kiwanis
Eagle/Garden City Rotary Club
Eagle Lions Club
Friends of Eagle Public Library
SWIMBA
Women in Fellowship
• Non-Profit Reservation Fees: A 50%reduction in reservation fees will be granted for
verified non-profit entities. Non-profit entities will be required to provide IRS confirmation
of non-profit status.
• Fee Waiver Request: Non-profit entities may request reservation fees to be waived. Fee
waiver requests shall be submitted in writing. The Mayor will have the authority to
authorize or deny the request. Should the waiver request be denied, the requestor will have
the right to seek reconsideration by the City Council as an agendized action item.
4. Reservation Requirements:
The meeting rooms are available for non-commercial use only. For example: non-profit
organizations (educational, cultural, civic or charitable nature), Homeowner's Associations,
Neighborhood meetings as required by Eagle Ordinance(s) regarding development, youth
groups and professional organizations. "For-profit"ventures, and other commercial enterprises
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are not allowed.
• Reservations are contingent upon the completion of an application and submittal of fees.
Tentative holds without a completed reservation and remittance of fees are not allowed.
• Fees may be waived occasionally for local government entities only.
• Reservations must be made a minimum of three (3)business days prior to the event.
• Food and beverage service is allowed.
• The service and/or consumption of alcohol is not allowed.
• Reservations will only be accepted from persons 18 years of age or older. An adult must
remain present throughout the event for organizations compromised of minors.
• Eagle residents and Eagle based organizations shall have priority for reservations.
5. Meeting Frequency and Opportunity for Annual Renewal:
a) Beginning January 1st of each year, reservations may be made up to twelve (12)months in
advance.No organization may book the facility for more than one event per week. The City
does allow recurring bookings (i.e., on the same day and time).
b) "Grandfathered Users" Booking organizations that have had monthly reoccurring meetings
for consecutive twelve (12)months, that wish to reserve the facility for a subsequent twelve
(12) months, must indicate in writing their desire to do so by November 1st. Upon receipt,
City Staff will verify the organization is in good standing (i.e. compliance with use policy
and payment of fees). Should no conflicts with City meetings or programming exist at that
time for desired dates, City Staff will notify the organization and facilitate the reservation for
the following year by December 31 st
6. All items shall be removed from the property at the conclusion of the reservation. The City Hall
facility may not be used to store, or maintain objects, items, materials, or personal effects of the
Users, regardless of reservation frequency. Excluding the storage of food/drinks 24 hours prior
to the event.
7. 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 Eagle City
Hall may be used as the official address, mailing address or/headquarters for any organization.
8. In consideration for the use of the facilities, User agrees to:
a) Return facility to pre-event status. This includes, but is not limited to, wiping down tables,
picking up trash and returning tables and chairs to the pre-event layout. Facility must be
cleared of all items such as boxes,brochures,projectors, displays, garbage, etc., at the end of
reservation.
b) No materials or decorations may be tacked, glued, stapled, or taped to walls, doors, or
windows of the rooms. User shall not construct, erect or attach any fixture to the floor,
ceiling, or walls of the rooms or alter the rooms in any way whatsoever
c) 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; Should facility
not be returned to pre-event status,User agrees to pay all direct costs including staff
compensation. Failure to pay will result in legal action for money damages and may include
forfeiture of future use for a specified period of time.
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d) Indemnify and save and hold harmless the City of Eagle for any and all losses, claims,
actions,judgment for damages, or injury to persons or property and losses and expenses and
other costs including litigation costs and attorney's fees, arising out of, resulting from, or
caused by the organization or any person connected with the meeting or event.
e) The City Hall furnishings, facilities, and preapproved equipment are the responsibility of the
person named on the reservation as "Contact."
9. The City Facility may make available the following items. Please make inquiries for further
information:
a) Access to the public wi-fi will be provided. A minimal selection of electronic equipment in
the facility may be made available if requested in the Facility Use Application. For details
regarding available equipment, contact City Staff. The applicant must schedule training
with City Staff a minimum of three (3)working days prior to the reservation date. Be
advised that the City may not possess the exact equipment you desire.
b) A limited number of tables and chairs may be available at no additional cost.
c) Event set up may be available for an additional fee.
10. The following are prohibited on premise: smoking including e-cigarettes, alcoholic beverages
flammable,toxic,hazardous materials or illegal substances. Failure by the booking organization
or its individual members or participants to obey any city employee or representative regarding
issues of policy or public safety will result in the suspension of all future booking privileges for
a specified period of time.
11. The City of Eagle assumes no responsibility whatsoever for any property placed in or around
the facility in connection the reservation; 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 or an event.
12. Refunds will be made only if the reservation is cancelled at least five (5)business days prior to
the scheduled use. Refunds requested less than five (5) days prior to the event, may be granted
on a case-by-case basis by Mayor or Department Supervisor only.
13. All Facility Use reservations may be immediately revoked by the Mayor, City Council,
Department Supervisor or designated representative upon a determination that an infraction of
any City rule or City, County, State, or Federal law occurred. Any person or organization guilty
of violating any of the above may be prohibited from all future use of the facility for a specified
period of time.
14. This policy is subject to amendment at any time by the Eagle City Council.
End of Policy
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