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HomeMy WebLinkAbout09/06/2005 Blue Sheet Facilties Usage Policy TOWN COUNCIL MEETING INFORMATION TOWN OF MARANA MEETING DATE: September 6, 2005 AGENDA ITEM: I. 5 TO: MAYOR AND COUNCIL FROM: Frank Cassidy, Town Attorney SUBJECT: Resolution No. 2005-117: Relating to Town Facilities; approving and authorizing the Town Manager to administer and modify the Town Meeting Facilities Usage Policy. DISCUSSION The Town Meeting Facilities Usage Policy has been the subject of two study sessions with the Town Council. Presented for your consideration today is a revised draft of the policy for adop- tion by the Council, with a resolution that expressly grants the town manager the authority to modify the policy without the need to return to the Council for formal approval. ATTACHMENT Town Meeting Facilities Usage Policy. RECOMMENDATION Staff recommends adoption of the Town Meeting Facilities Usage Policy and authorizing the town manager to administer and modify it. SUGGESTED MOTION I move to adopt Resolution No. 2005-117. {OOOO/2/5.DOC /} FJC/cds 8/29/05 MARAN A RESOLUTION NO. 2005-117 RELATING TO TOWN FACILITIES; APPROVING AND AUTHORIZING THE TOWN MAN- AGER TO ADMINISTER AND MODIFY THE TOWN MEETING FACILITIES USAGE POL- ICY. WHEREAS, the Town of Maran a desires to formulate and administer a uniform Town Meet- ing Facilities Usage Policy; and WHEREAS, the Town of Marana desires to grant the town manager the authority to modify the Town Meeting Facilities Usage Policy without the need to return to the Town Council for ap- provalofchanges;and WHEREAS, the Mayor and Council of the Town of Maran a feel it is in the best interests of the public to adopt this policy. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, that the Town Meeting Facilities Usage Policy attached to and incorporated by this reference in this resolution as Exhibit A is hereby approved, and the town manager is hereby authorized to administer and modify it for and on behalf ofthe Town of Marana. IT IS FURTHER RESOLVED that the town's manager and staff are hereby directed and au- thorized to undertake all other and further tasks required or beneficial to carry out the terms, obliga- tions, and objectives of the aforementioned Town Meeting Facilities Usage Policy. PASSED, ADOPTED, and APPROVED by the Mayor and Council ofthe Town of Maran a, Arizona, this 6th day of September, 2005. Mayor Ed Honea ATTEST: Jocelyn C. Bronson, Town Clerk APPROVED AS TO FORM: Frank Cassidy, Town Attorney {0000I2I8.DOC I} FJC.'cds 8129105 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 to private businesses. However, the Facilities are available for meetings sponsored or hosted by: . The Town ofMarana. . Federal, state, county, or tribal government agencies. . School districts. . Town of Marana 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. 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 holidaysl) and "Evenings, Weekends & Holidays" (defined for 1 Town-recognized holidays are New Years Day (January 1), Martin Luther King, Jr./Civil Rights Day (third Monday in January), Washington's/Presidents' 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) {00000468.DOC/ l3} - 1 - 8/29/2005 11 :31 FJe/cds 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 ofthe 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 ofthe 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 {OOOO0468.DOC 1 13} - 2 - 8/29/2005 11 :31 FJC/cds 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 - 100 (capacity varies based on room arrangement; lower capacity when tables are used; may be divided into three rooms depending on the size of the 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 for 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 Day/Time Fee Assistance Deposit NEW COUNCIL Regular Business Hours $45/hr4 Included $500 CHAMBERS3 Evenings, Weekends & Holidays5 $ 95/hr4 Included $500 CONFERENCE CENTER Regular Business Hours $25/hr $35/hr4 $200 Evenings, Weekends & Holidays5 $35/hr4 $50/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. 5 Holiday rates are double the amounts set forth in the Fee and Technical Assistance columns. {OOO00468.DOC / 13} - 3 - 8/29/2005 II :31 FJC/cds Technical 2 Security D Facility Day/Time Fee AssIstance eposIt Regular Business Hours6 $25/hr N/A $500 ATRIUM Evenings, Weekends & Holidays 7 $40/hr4 N/A $500 MOC8 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. 6 Atrium use during Regular Business Hours is limited to events held in conjunction with meetings scheduled in the New Council Chambers or Conference Center. 7 The Atrium is not available on Evenings, Weekends & Holidays when the New Council Chambers are being used for an unrelated meeting or activity. 8 Including the Mesquite Room, the Palo Verde Room and the Saguaro Room. Charges are for each individual room. {00000468.DOC / 13} - 4- 8/29/200511:31 FJC/cds 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 ofthe 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 Marana 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 Marana name or logo shall be grounds for termination of the use agreement and may be subject to other legal action. * {00000468.DOC 1 13} - 5 - 8/29/2005 11:31 F JC/cds . The permitted use of the Facilities by a group does not, in any way, constitute an endorsement by the Town of Marana 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. {OOO00468.DOC 1 13} - 6 - 8/29/2005 11 :31 F JC/cds