Loading...
HomeMy WebLinkAboutResolution 2011-047 administration of amended meeting facilities usage policy MARANA RESOLUTION NO. 2011-47 RELATING TO FACILITIES; APPROVING AND AUTHORIZING THE TOWN MANAGER TO ADMINISTER THE AMENDED TOWN OF MARANA MEETING FACILITIES USAGE POL- ICY WHEREAS, on September 6, 2005, via Resolution No. 2005 -117 the Town Council ap- proved a Town Meeting Facilities Usage Policy; and WHEREAS, the Mayor and Council of the Town of Marana feel it is in the best interests of the public to amend this policy. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, that the amended Town of Marana Meeting Facilities Usage Policy attached to and incorporated by this reference in this resolution as Exhibit A is hereby approved. 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 of Marana Meeting Facilities Usage Policy. PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF MA- RANA, ARIZONA, this 18 day of May, 2011. Mayor Ed Honea ATTEST: ��4044 .0�RPORq►�r celyn ronson, Town Clerk s S EAL V 1Z. 1g 'f ``��� APPROVED AS TO FORM: � JJ 4"�l lar Fr assidy, Town Attorney (00026042.DOC/} TOWN OF MARANA 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 "MOC "). The MMC and MOC meeting facilities addressed in this policy are collectively referred to as the "Facilities ". B. Facilities Available. The following Facilities are available for use pursuant to this policy: • MMC Council Chambers • MMC Conference Center • MMC Atrium • MOC Community Room The approximate seating capacity in each of the Facilities is as follows: Marana Municipal Complex 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.) Atrium —164 Marana Operations Center Community Room — 67 C. Allowed Groups/Uses The MMC and MOC are primarily intended and designed for Town of Marana government business and municipal office purposes. Therefore, the Facilities are not available for religious services, for political organizations or events or to private businesses. Additionally, the Facilities may not be used for commercial or fundraising activities. However, the Facilities are available for the following uses: • Town of Marana meetings. Examples include Town Council meetings, Town Commission meetings, meetings between developers and members of the public as a part of a Town project or process and neighborhood meetings. • Federal, state, county, local or tribal government agency meetings. • School district meetings. However, Town Facilities are not available for ongoing classes as part of a school's regular curriculum. • Town of Marana employee group or association meetings. 1 As a general policy, the Council Chambers will not be made available if another Facility will accommodate the group requesting its use. {00000468.DOC / 15} - 1 - 5/18/2011 10:53:15 AM JF • Educational, cultural, and community - related (non - political) group meetings or events. Examples include the Marana Chamber of Commerce, Marana Heritage Conservancy, AGTS and homeowners' associations. D. 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, local tribal government agency and school district meetings 6. Town employee groups or association meetings 7. Educational, cultural, and community - related group meetings or events *These categories are collectively referred to in this Policy as "Town- Managed Meetings ". E. Facility Availability. Facilities at the MMC are available for use from 7:00 AM to 9:00 PM, Monday through Friday, excluding Town - recognized holidays Meetings shall conclude by 8:30 PM, and the Facility shall be vacated no later than 9:00 PM. Facilities at the MOC are available for use from 7:00 AM to 5:00 PM, Monday through Friday, excluding Town - recognized holidays. Meetings shall conclude by 4:30 PM, and the Facility shall be vacated no later than 5:00 PM. Town - Managed Meetings and meetings of Town employee groups or associations are exempt from the requirements of this paragraph. F. Facility Priority. 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. G. 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. 1. Town - Managed Meetings shall be scheduled as follows: 2 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 I1), Thanksgiving Day (fourth Thursday in November), Day after Thanksgiving (fourth Friday in November), and Christmas Day (December 25) {00000468.DOC / 15} -2- 5/18/2011 10:53:15 AM JF • 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 Council Chambers or the Conference Center through the Technology Services Help Desk. 2. 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. • Organizations or groups wanting to schedule use of the Facilities must schedule at least seven working days prior to the event or meeting unless this requirement is waived by the Town Manager's Office. • A Facilities permit application and use agreement must be completed and include the necessary information. Tentative reservations can be taken over the telephone; however, the permit application and use agreement must be submitted to the MMC first floor receptionist (for MMC Facilities) or the MOC receptionist (for MOC Facilities) no later than five days after the tentative reservation has been made. If the agreement is not received, the tentative reservation will be cancelled. • The Facilities permit application and use agreement will be forwarded to the Town Manager's Officer for approval or disapproval and for the imposition of any additional conditions, such as a security deposit or insurance requirements. • Depending upon the nature of the event, the number of participants and the organization's past use of the Facilities, an organization may be required to provide a security deposit and/or a certificate of insurance naming the Town of Marana as an additional insured. • The person scheduling and signing the permit application and use agreement must be at least 18 years of age. • Meetings may be scheduled up to three months in advance; however, 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. • 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. {00000468.DOC / 15} -3- 5/18/2011 10:53:15 AM JF H. Visitor Parking and Entrance. Parking is available at the parking lots north and east of the MMC. Access to the 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 MOC, parking is available south and west of the main MOC entrance. I. 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. 0 Town furniture shall not be moved between rooms.* • The Town will not store equipment, supplies, materials, etc., for organizations using the rooms.* • The user may post signs or notices upon the premises; however, nothing that may injure, mar, or in any way deface the premises shall be used. Nails, hooks, adhesive fasteners, 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. • Smoking is prohibited in Town Facilities. • 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 / 15} -4- 5/18/2011 10:53:15 AM JF • 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. • Food and beverages are prohibited in the Council Chambers. • With the exception of the 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. • The Town Manager and designated Town officials and employees shall have free access to all areas at all times. • The Facilities used by the applicant will be examined carefully after use. If there is any damage, the Town will make all repairs and bill the applicant. The applicant shall pay for all damages to Town property arising from the use of the Town Facilities where the applicant is deemed responsible. If the applicant causes any damage to Town property, the applicant may be denied future use of the Facilities, may be required to provide a security deposit and/or may be required to provide a certificate of insurance naming the Town of Marana as an additional insured. • The Town reserves the right to revoke a group or organization's right to use the Facilities at any time, including during an event if there is a danger of injury or damage to person(s) or property. {00000468.DOC / 15} -5- 5/18/2011 10:53:15 AM JF