1971-4721rRESOLUTION N0. 472i
RESOLUTION ESTABLISHING A POLICY TO REGULATE THE USE OF
THE COUNCIL CHAMBERS LOCATED IN THE RICHFIELD CITY HALL
BE IT RESOLVED BY THE City Council of the City of Richfield, ~iinnesota,
as follows:
The following shall constitute the official city policy regulating the use of
the Council Chambers:
I. General Statement
All organizations, except the City Council, official city commissions, and
the city staff, must complete an application and have it approved before
using the Council Chambers. Applications must be submitted at least two
weeks prior to the date for which the reservation is requested.
II Availability
The Council Chambers shall be available h1onday through Saturday from 8 a.m.
until 10:00 p.m. Special permission may be granted by the City P~ianager for
requested variations from this designated schedule.
The City Council, official city commissions, the city staff or any governmental
or quasi governmental organization whose meetings are sponsored by the City
Council, an official city commission or the city staff shall have priority on the
use of the Council Chambers. Although efforts will be made to avoid potential
conflicts, it may be necessary on occasion to advise groups that have reserved
the Council Chambers for a certain time and date that it will be necessary for
them to relocate their meeting because of the need to use the Council Chambers
for purposes connected with municipal government.
III . UJho i~fiay Use the Counci 1 Chambers
The Council Chambers shall be available to all local community organizations
which have a membership consisting of at least one-fourth Richfield residents.
The Council Chambers shall not be used for the following:
A. Commercial Enterprise
B. Private Ceremonies
Groups who have their own facilities shall be allowed to use the Council
Chambers provided two conditions are met:
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A. The organization's own facilities cannot be used.
B. That the time requested does not conflict with a request
made by a group which does not have its own facility.
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IV. Fee Schedule
A $5.00 fee shall be charged for any group using the Council Chambers after
x:30 p.m. on weekdays or at any other time when city offices are not open.
V. Rules and Regulations
A. The city will not provide kitchen facilities. Groups may provide their
own coffee and light refreshments. Hovaever, no meals or snacks will
be allowed.
B. The city will make available a floor microphone, viewing screen and
blackboard as may be desired.
C. There shall be no major rearrangement of chairs or tables in the room,
without special permission and the payment of appropriate charges.
D. The use of intoxicating liquors and non-intoxicating malt beverages is
prohibited.
E. No banners, streamers, or signs may be attached to the walls of the
Council Chamber or the lobby.
F. Youth groups shall be chaperoned on a ratio of one adult for each 15
youth or fraction thereof. The number of youth attending and the names of
the chaperones shall be submitted with the application. If the general
public is invited, the City Manager and the signer of the application shall
determine the number of chaperones required.
G. The city assumes no liability for loss, damage, injury or ilness incurred
by users of the facility.
H. The signer of the application shall be held personally responsible for any
breakage, damage, loss of equipment and excessive litter or uncleanliness.
All damage must be reported to the City Manager or his representative within
24 hours. The signer of the application shall also indicate that he has read
and understands all the applicable rules and regulations.
I. Hours of use designated on the application must be adhered to.
J. Failure to meet these policies and rules will because for the forfeiture
of future use privileges.
K. Groups cancelling out twice in one year will be given lova priority in
reserving future dates, unless the City is notified seven (7) days prior
to cancellation.
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L. All areas of the City Hall, except the Council Chambers, entry corridor,
and restrooms, are restricted from any use by the organization using the
Council Chambers.
VI. Procedure for Applying
A. Organizations requesting use of this facility shall be handled insofar
as possible on a first come, first served basis.
B. Organizations wishing to use the Council Chamber facilities must obtain
an application blank and a set of the rules and regulations for the use of
the Council Chambers. Reservations will not be official until the application
is signed by the City Manager or his representative and the original returned
to the applicant. Reservations will not be accepted over the telephone.
Applications should be submitted as early as possible and at least two weeks
prior to the meeting date.
C. Applicants are required to indicate whether at least one-fourth of the
members are Richfield residents.
Passed by the City Council of the City of Richfield this 22nd day of November,
1971.
Stanley Olson, Mayor
ATTESTe
Thomas Moran, City Clerk
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