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HomeMy WebLinkAboutR-1106-6-92RESOLUTION NO. 1106-6-92(R) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, AMENDING RESOLUTION NO. 908-3-89R AND ESTABLISHING A POLICY GOVERNING THE USE OF THE LIBRARY MEETING ROOM BY MEMBERS OF THE PUBLIC AND LOCAL ORGANIZATIONS; SETTING FEES FOR SUCH USE; AND DELINEATING RULES AND RESPONSIBILITIES. WHEREAS, the City of Allen wishes to provide a defined policy dealing with the use of the library meeting room by members of the public and local organizations; and, WHEREAS, the City Council finds the library meeting room to be an appropriate space for public meetings and programs of local organizations; and, WHEREAS, the City Council wishes to encourage the use of the library meeting room for programs of a civic, cultural, educational, or non-profit nature; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, THAT: SECTION l: The City Council hereby adopts the policy attached hereto as "Policy for the Use of Library Meeting Room" and its attachments, made a part hereof for all purposes, for the administration of the library meeting room by members of the general public. SECTION 2: Fees administered and collected pursuant to this policy will become part of the City's General Fund. SECTION 3: The City Manager will administer this policy without prejudice but with discretion regarding the types of activities permitted. DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, TEXAS, ON THE 4TH DAY OF JUNE _ 1992. APPROVED: �-� '04400� J Farmer, MAYOR ATTEST: J y Mo on, CITY SECRETARY Resolution No. 1106-6-92(R) POLICY FOR THE USE OF LIBRARY MEETING ROOM 1. The City of Allen provides meeting rooms which may be used by area groups and organizations when such use does not conflict with City'- related, ity-related, City -sponsored programs and services. 2. Public meetings and programs of a civic, cultural, or educational nature appropriate to the facility are allowed. Social and commercial activities are not allowed, with the exception that commercial one-time events of a special nature which will benefit the Library or the City may be permitted; such events will be required to make special arrangements, to be determined by the City Manager or his designee. 3. Reservations must be made at least 48 hours before the required date and may be made up to six (6) months in advance. Applications will be accepted at the library Monday through Friday from 10 a.m. to 6 p.m. on a first-come, first-served basis. The application for use must be completed, submitted, and approved at time of reservation. Cancellations must be made at least 24 hours in advance to receive a refund of the fee, sooner if possible. 4. A user fee of $12.00 is required and must be paid before approval of application is granted. In addition, a separate $50.00 deposit is required which will be refunded if the room is returned to its original condition. 5. Setting up, arranging and clearing the room is the responsibility of the person or group making the reservation. The room must be left in the arrangement depicted in the diagram on the meeting room door. Time for set-up and clean-up needs to be allowed for in the hours reserved. 6. If the meeting extends beyond library hours, the designated responsible person must lock the library's front doors from the inside when the meeting ends and exit the meeting room through the meeting room's south door opening on the courtyard. 7. The individual or group making application for use of the meeting room is responsible for any damage to the room and its contents or any other accessible part of the building. Nothing may be hung on the fabric walls in the meeting room. Abuse of the facilities can result in denial of future use. 8. Library personnel will issue a report on the condition of the facility within 24 hours following its use by a group or individual. Any damages or failure to comply with use regulations will be reported to the official in charge. Normal wear and tear and/or dust or soil that is removable by routine cleaning procedures (eg. vacuuming) will not be considered damages and will not result in charges. Resolution No. 1106-6-92(R) PAGE 2 9. Charges for damages to the meeting room will be based upon costs of cleaning products, supplies and services required to repair the damages. Such charges will be assigned by the building official in charge. Any appeals by users who find such charges to be unfair will be made in writing to the City Manager. 10. Group size is limited by the capacity of the room as assigned by the Fire Marshall. A schedule of group sizes for various uses is listed in Attachment "A". 11. Smoking is prohibited in all City buildings, including the library and its meeting room. 12. Food and beverages may be served in the meeting room with prior approval. All food must be prepared offsite as no cooking facilities are available. No alcoholic beverages will be permitted. 13. Use of City Meeting rooms may be withheld from any group or individual that creates a nuisance or disregards use regulations. 14. Tax -payer funded events may have the fee waived with the consent of the official responsible. Library events (Library Board, Friends of the Library, NETLS meetings, PLANT meetings, etc.) will pay no fee. 15. Use of the library meeting room shall be on an availability basis. A schedule of available meeting times shall be maintained by the official in charge of the building. Regular hours of use are listed in Attachment "A". 16. The "official in charge" of the building shall be designated by the City Manager. 17. The library may make available to groups and/or individuals certain equipment for their use. These items are listed on Attachment "A". Use of items must be requested at time of reservation. • Each individual or group is responsible for any damages to equipment reserved. Comments: (Users should keep in mind that food odors will permeate the entire facility, and therefore it is suggested that users choose to serve foods that are not greasy, pungent or otherwise aromatic.) (Users are cautioned to remember that during library hours noise must be kept to a level that will not adversely affect library operations and must be confined to the meeting room itself --not the lobby area.) Resolution NO. 1106-6-92(R) ATTACHMENT "A" MEETING ROOM HOURS Monday -Friday 9:00 a.m. to 11:00 p.m. Saturday 10:00 a.m. to 4:00 p.m. PERMISSIBLE GROUP SIZES Reception 215 Auditorium -style 180 in rows Conference -style 60 at tables EQUIPMENT AVAILABLE FOR IN-HOUSE USE Podium with/ without PA system Slide Projector Film strip projector 16mm projector Overhead projector *Large screen TV and video player *All videocassettes used in the meeting room must be liscensed for public showing.