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HomeMy WebLinkAboutR-1145-11-92RESOLUTION NO. 114 5 -11- 9 2 (R) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, REPEALING RESOLUTION #1106-6-92R 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 primary purpose of the library building is to house library services, and use of the library meeting room should complement and not unduly interfere with that primary purpose; and WHEREAS, the library meeting room is unique to Allen and demand for its use is both frequent and varied; and WHEREAS, the use of the library meeting room should be self-supporting and have fee schedules that are competitive with other area facilities; and WHEREAS, use of the library meeting room is intended to be broad while allowing city staff some discretion in limiting those uses which by their type clearly disrupt regular library use/users; and WHEREAS, the City Council wishes to review this policy at such time as other, more suitable facilities become available in the city; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, THAT: SECTION 1: The City Council hereby adopts the policy attached hereto as "Policy: Community Use of Library Meeting Room," 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: Resolution #1106-6-92R and all previous policies adopted by the Council governing the use of the library meeting room are hereby repealed. DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, TEXAS ON THE 19th DAY OF NOVEMBER , 1992. APPROVED: e Farmer, MAYOR ATTEST: lS� Ju Morr' n, CITY SECRETARY Resolution No. 1145-11-92(R) CITY OF ALLEN ALLEN PUBLIC LIBRARY Policy: Community Use of Library Meeting Room PURPOSE The Allen Public Library Meeting Room is primarily for the use of the library for meetings and programs related to its services. As a part of the library's service programs to the community, the Meeting Room will also be made available to other local organizations, groups and individuals when not scheduled for library - related or city - related activities. AVAILABILITY 1. The Library Meeting Room is available for public meetings and programs of a civic, cultural, or educational nature. The Room is also available for special functions, such as showers and receptions. Commercial activities are not allowed, with the exception that commercial one-time events of a special nature which will directly 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. 2. During library hours all groups, including political organizations, businesses or civic groups, and individuals will be charged a minimum of $30.00 for three hours or less plus $10.00 for each additional hour or portion thereof. A deposit of $50.00 is required when food or drink is not served; a deposit of $75.00 is required when food or drink is served. Return of the deposit is contingent upon determination that no damage to Room or contents has occurred in conjunction with use of the facility, and that the Room has been returned to its normal arrangement as indicated on the Meeting Room door diagram. 3. The Library Meeting Room may be available after normal operating hours of the library subject to the availability of city staff. All organizations or individuals using the Meeting Room after normal operating hours of the library will be charged a minimum of $75.00 for three hours or less plus $25.00 for each additional hour or portion thereof. A deposit of $50.00 is also required when food or drink is not served; a deposit of $75.00 is required when food or drink is served. Return of the deposit is contingent upon those determinations described above in #2. 4. Any use of the Library Meeting Room in which a portion of that use falls after normal operating hours of the library will be charged at the after-hours rate for the entire use. APPLICATION FOR USE 1. The Director of the Allen Public Library shall have the overall responsibility for reservations and Room use. The Director may delegate authority to approve use in accordance with this policy. 1 Resolution No. 1145-11-92(R) 2. Room reservations must be made in person and will be accepted only from adults (18 years or older). Payment of all fees is due at the time the reservation is made. Applications will be accepted on a first-come, first-served basis. Reservations may be made up to six (6) months in advance and must be made at least three (3) working days in advance. 3. Reservations will betaken Monday through Friday from 10:00 AM to 6:00 PM by the Director or his/her designee. GENERAL RULES OF USE 1. Attendance at functions in the Meeting Room is limited to 180 people theatre style, 60 people conference style, and 215 for a reception. 2. Tables and chairs are provided with the room. Set up arrangement of the Room is the responsibility of the person making the reservation. The Room MUST be left exactly as shown in a diagram on the Meeting Room door. 3. By City Ordinance #1069-1-92, there will be NO SMOKING in the Meeting Room or inside the library building itself. 4. Food, if served, must be prepared off site. NO ALCOHOLIC BEVERAGES MAY BE SERVED. 5. The individual or group making application for use of the Meeting Room is responsible for any damages to the Room or its contents. Abuse of the facilities or failure to comply with decorum consistent with library needs may result in denial of future use. 6. Any damages will be charged to the individual or group making use of the meeting room and will be based upon cost of cleaning products, supplies and services required to repair the damages. Any appeals by users who find such charges to be unfair must be made in writing within ten (10) days to the City Manager. 7. If special equipment is needed by the user (projectors, microphone, video player, etc.) arrangements must be made at the time of application. Any videocassettes used in the Meeting Room must have public performance rights. 8. Equipment, supplies or personal effects should not be stored or left in the Meeting Room after use. Such items if left will be discarded by library personnel. 9. Appeals of interpretation of these rules must be addressed in writing to the City Manager whose decision will be final. 10. User agrees to indemnify and save City harmless from and against all losses, claims, demands, damages and causes of action resulting from the intentional or negligent acts or omissions of the Architect, its officers, agents, employees or other direct contractors.