HomeMy WebLinkAbout08/09/2005 Blue Sheet Draft Meeting Facilities Usage Policy
TOWN COUNCIL
MEETING
INFORMATION
TOWN OF MARANA
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MEETING DATE: August 9, 2005
AGENDA ITEM: Study Session B. 2
TO: MAYOR AND COUNCIL
FROM: Frank Cassidy, Town Attorney
SUBJECT: Discussion of proposed Town Meeting Facilities Usage Policy
DISCUSSION
This is a follow-up ofa June 21 discussion item concerning a proposed uniform Town-wide pol-
icy for the use of Town meeting facilities. The Town Attorney's Office has collected municipal
facilities usage policies from various municipalities throughout the State of Arizona and, in con-
junction with the Town Clerk and staff members from various departments, has developed a pro-
posed draft policy governing Town meeting facilities in the Marana Municipal Complex (MMC)
and in the Marana Operations Center (MOC).
Discussion at the June 21 meeting and with individual Council members since then has focused
on the appropriate non-Town usage of MMC and MOC meeting facilities. The current draft
would:
. allow weddings
. disallow business and commercial use
. encourage any long-term or routine use to be addressed by separate agreement between
the user and the Town.
Staff seeks Council feedback on the proposed policy in anticipation of bringing the policy back
to Council for adoption at a future date.
ATTACHMENT
Proposed Meeting Facilities Usage Policy (August 3, 2005 Draft)
RECOMMENDATION
For informational purposes.
SUGGESTED MOTION
Council's pleasure.
MARANA MUNICIPAL COMPLEX AND MARANA OPERATIONS CENTER
MEETING FACILITIES USAGE POLICY
A. Purpose. This usage policy is intended to provide guidelines and set procedures for use
and reservation of available Town meeting facilities at the Marana Municipal Complex,
11555 West Civic Center Drive (the "MMC") and the Marana Operations Center, 5100 West Ina
Road (the "MaC"). The MMC and MaC meeting facilities addressed in this policy are
collectively referred to as the "Facilities".
B. Allowed Groups/Users. Because the MMC and MaC are primarily designed for
municipal office purposes, the Facilities are not available for social events or to private
businesses. However, the Facilities are available for meetings sponsored or hosted by:
. The Town of Mar ana.
. Federal, state, county, or tribal government agencies.
. School districts.
· Town of Maran a civic organizations, non-profit organizations, fraternal organizations and
community service organizations. Examples include the VFW, Girl and Boy Scouts,
Lions Club, Marana Arts Council, and homeowners' associations.
. Town of Marana citizens and their families, for weddings, receptions and other similar
special occasion celebrations.
Any uses or groups not mentioned shall be approved by the Town Manager's Office through
the Town Clerk's Office.
c. Priority for Use of Facilities (in the following order).
1. Town Council meetings*
2. Town Board and Commission meetings*
3. Town staff and Town sponsored or hosted meetings*
4. Town co-sponsored meetings*
5. Federal, state, county, tribal government agency, and school district meetings
6. Meetings of Town of Marana civic organizations, non-profit organizations, fraternal
organizations and community service organizations
7. Private special occasion celebrations by Marana citizens and their families
*These categories are collectively referred to in this Policy as "Town-Managed Meetings".
D. Facility Availability. The Facilities are available for use during "Regular Business
Hours" (defined for purposes of this Policy as 8:30 AM to 5 PM Monday through Friday,
excluding Town-recognized holidaysI) and "Evenings, Weekends & Holidays" (defined for
I Town-recognized holidays are New Years Day (January I), Martin Luther King, Jr./Civil Rights Day
(third Monday in January), Washington'slPresidents' Day (third Monday in February), Memorial Day
(last Monday in May), Independence Day (July 4), Labor Day (first Monday in September), Veteran's
Day (November 11), Thanksgiving Day (fourth Thursday in November), Day after Thanksgiving (fourth
Friday in November), and Christmas Day (December 25)
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purposes of this Policy as 5 PM to 10 PM Monday through Friday and weekends and holidays
8:30 AM to 10 PM). Meetings shall conclude by 10 PM, and the Facility shall be vacated no
later than 10:30 PM. Town-Managed Meetings are exempt from the requirements of this
paragraph.
Town-Managed Meetings shall be given preference at all times in scheduling use of the
Facilities. Other meetings will be scheduled on a first-come, first-served basis. Because of high
demand for the Facilities for Town-Managed Meetings, availability of the Facilities during
Regular Business Hours is extremely limited and subject to change. If an unforeseen
circumstance requires the use of any Facilities to be needed for Town-Managed Meetings, a
group or agency may be required to reschedule or relocate their meeting.
E. Scheduling. The MMC first floor receptionist shall be responsible for scheduling the
Facilities located in the MMC, and the MOC receptionist shall be responsible for scheduling the
Facilities located in the MOC. The person responsible for each of the Facilities shall maintain a
calendar of scheduled uses including the purpose of the meeting, the size of the group, time and
date of meeting, any special setup, and the person responsible for the meeting.
Town-Managed Meetings shall be scheduled as follows:
· Town staff shall reserve the Facilities and receive confirmation of reservation by utilizing a
calendaring system maintained by the MMC first floor receptionist or the MOC receptionist,
as applicable.
· Town staff shall schedule technical assistance for either the New Council Chambers or the
Conference Center through the IT Help Desk.
All other groups/meetings shall be scheduled as follows:
· Contact the MMC first floor receptionist at (520) 382-1999 for availability and scheduling of
the Facilities in the MMC, or contact the MOC receptionist at (520) 382-2500 for availability
and scheduling of the Facilities in the MOC.
· The MMC first floor receptionist is responsible for scheduling requested technical assistance
in the MMC. The MOC Receptionist is responsible for scheduling requested technical
assistance in the MOC
· The person scheduling and signing the use agreement must be at least 18 years of age.
· Organizations or groups wanting to schedule use of the Facilities must schedule at least seven
working days prior to the event or meeting unless waived by the Town Manager's Office. A
use agreement must be completed and include the necessary information and a certificate of
Insurance.
· Meetings may be scheduled up to three months in advance.
· Tentative reservations can be taken over the telephone. Use agreements, deposits, and
certificate of insurance must be submitted to the MMC first floor receptionist (for MMC
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Facilities) or the MOC receptionist (for MOC Facilities) no later than five days after the
tentative reservation has been made. If the agreement, deposit, and certificate of insurance
are not received, the tentative reservation will be cancelled.
. Groups utilizing any of the Facilities must comply with the provisions in Title IIA of the
Americans with Disabilities Act.
. Groups or organizations desiring to reserve Facilities on an on-going or regular basis are
encouraged to request approval by the Town Council of a formal written meeting facility use
agreement, containing such terms and provisions as the Town Council determines
appropriate based on the nature, extent, duration and purpose of the use.
F. Seating capacity. The approximate seating capacity in each of the Facilities is as follows:
Marana Municipal Complex
New Council Chambers - 172
Conference Center - 1 00 (capacity varies based on room arrangement; lower
capacity when tables are used; may be divided into three rooms depending
on the size ofthe group requesting its use.)
Marana Operations Center
Mesquite Room - 70 (capacity varies based on room arrangement; lower capacity
when tables are used)
Palo Verde Room - 12
Saguaro Room - 8
G. Fees and Site-Specific Rules/or Facility Use. Except as otherwise provided in a formal
written meeting facility use agreement entered into between the Town and a user and approved
by the Town Council, the use of the Facilities for purposes other than for Town-Managed
Meetings shall be subject to the fees and provisions set forth in the following table and footnotes:
Technical Security
2
Facility Dayffime Fee Assistance Deposit
NEW COUNCIL Regular Business Hours $40/hr4 Included $500
CHAMBERS3 Evenings, Weekends & Holidays $85/hr4 Included $500
CONFERENCE CENTER Regular Business Hours $25/hr $30/hr4 $200
Evenings, Weekends & Holidays $35/hr4 $40/hr4 $200
2 Technical Assistants will not assist with non-Town equipment or activities. Technical Assistance service
includes operation of the Town's presentation and audio equipment.
3 As a general policy, the New Council Chambers will not be made available if another Facility will
accommodate the group requesting its use. Professional technical assistance is required at all meetings
held in the New Council Chambers.
4 A three-hour minimum charge applies to these uses.
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Technical Security
2
Facility Dayffime Fee Assistance Deposit
Regular Business Hours5 $25/hr N/A $500
AlRillM Evenings, Weekends & Holidays6 $40/hr4 N/A $500
MOC7 Regular Business Hours $25/hr N/A $50
Evenings, Weekends & Holidays $35/hr4 N/A $50
H. Fee and Deposit Procedures. The following fee and deposit procedures apply to all uses
of the Facilities except Town-Managed Meetings and uses addressed in a formal written meeting
facility use agreement entered into between the Town and a user and approved by the Town
Council:
. All fees shall be paid in full at the time the room is reserved, along with a completed use
agreement including a certified check or money order. Fees must be paid to cover use in
hourly increments. No rental fee refunds without a five-day notice of cancellation.
However, a processing fee of $15 will be assessed to any cancellations.
. The security deposit set forth in the fee table (paragraph G above) is required for all Facilities
payable by certified check or money order. The deposit will cover damage to the walls and
furniture repair at contractor cost, and any damage to the audio/visual equipment. Carpet
stains will require the entire room to be cleaned at an additional fee. Any excessive cleaning
will be charged at an additional fee per hour. The security deposit may be increased if the
Town believes a higher amount is warranted based on past experience with the applicant or
the proposed activity.
· If there is no damage to the Facilities, the deposit will be returned within fourteen working
days after the completion of the meeting or event. If there is damage to the Facilities, the
deposit will be returned within fourteen working days, minus the cost to repair the damage.
· If room set-up is necessary, there will be a set-up fee of $25 payable by certified check or
money order.
· The user will pay an additional hourly fee if an activity goes over the reserved time. Said
additional fee will be deducted from the deposit.
· The Town will arrange for security personnel and assess the cost to the group using the
Facility. Said cost will be deducted from the deposit.
5 Atrium use during Regular Business Hours is limited to events held in conjunction with meetings
scheduled in the New Council Chambers or Conference Center.
6 The Atrium is not available on Evenings, Weekends & Holidays when the New Council Chambers are
being used for an unrelated meeting or activity.
7 Including the Mesquite Room, the Palo Verde Room and the Saguaro Room. Charges are for each
individual room.
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I. Visitor Parking and Entrance. Parking is available at the parking lots south and east of
the MMC. Access to the New Council Chambers and the Atrium is through the front entrance of
the MMC. The Conference Center is accessed either through the front entrance of the MMC
(during regular business hours) or via the elevator or outside staircase (after regular business
hours). For the MaC, parking is available south and west of the main MaC entrance.
J. Rules of Conduct. The following rules apply to all meetings in the Facilities (rules
marked with an asterisk [*] do not apply to Town-Managed Meetings):
. Any group using the Facilities shall not discriminate on the basis of race, color, national
origin, sex, religion, age or disability.
. Any group using the Facilities shall conduct their meetings and themselves in a professional
and courteous manner.
. All activities must be under adult supervision, eighteen years of age or older.
. The responsible party must restore the Facilities to their original condition. No custodial
services are provided with the use of the Facilities. The user will be responsible for cleaning
up the room and removing any trash.
. The Town will not be responsible for any furniture or equipment brought by the user, and
such equipment must be removed at the conclusion of the event.
. Town furniture shall not be moved between rooms. *
. The Town will not store equipment, supplies, materials, etc., for organizations using the
rooms. *
. Signs or notices shall not be posted upon the premises. Nothing that may injure, mar, or in
any way deface the premises shall be used. Nails, hooks, adhesive fasteners, scotch tape,
tacks or screws are prohibited on any part of the building or premises. *
. Open flames are prohibited in the Facilities.
. No animals shall be allowed upon the premises except dogs assisting disabled individuals.
. Firearms and weapons of any kind are prohibited.
. Smoking is prohibited.
. The total number of people shall not exceed the posted capacity of any of the meeting rooms.
· The event shall be confined to the reserved area and shall not interfere with the general
public or any other ongoing activities within the Facilities. *
· The use of the Town of Maran a name is strictly prohibited by any organization or person for
any purpose in connection with the use of the meeting rooms for publicity or otherwise
except to identify the location of the event. Unapproved use of the Town of Maran a name or
logo shall be grounds for termination of the use agreement and may be subject to other legal
action. *
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. The permitted use of the Facilities by a group does not, in any way, constitute an
endorsement by the Town of Mar ana of the user's policies or beliefs.
. Except as otherwise provided in a formal written meeting facility use agreement entered into
between the Town and a user and approved by the Town Council, a certificate of insurance in
the amount of not less than $1,000,000 with the Town of Marana named as an additional
insured and a signed and notarized "Release, Hold Harmless, and Indemnity Agreement"
form provided by the Town are required to use the Facilities. The certificate of insurance is
not required for self-insured governmental entities. *
. Food and beverages are prohibited in the New Council Chambers.
. With the exception of the New Council Chambers, food and beverages are permitted in the
Facilities. The meeting organizer is responsible for providing all food and beverages and any
necessary equipment and supplies. No coffee service equipment or supplies are available.
Red punch is prohibited. Any damage due to food or beverages will be assessed and billed to
the sponsoring department or organization.
. Alcoholic beverages are prohibited.
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