R-2933-7-10RESOLUTION NO. 2933-7-10(R)
' A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, AMENDING THE POLICY FOR THE USE OF THE LIBRARY
MEETING ROOM AND THE LIBRARY BOARD ROOM BY MEMBERS OF THE
PUBLIC AND LOCAL ORGANIZATIONS; DELINEATING RULES AND
RESPONSIBHdTIES; PROVIDING A REPEALING CLAUSE; PROVIDING A
SEVERABILITY CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Council finds the library meeting rooms to be appropriate spaces for public meetings and
programs; and,
WHEREAS, the City Council recognizes the need for on going maintenance and refurbishment of spaces used for
public meetings and programs; and,
WHEREAS, the City of Allen deems a small rental fee appropriate to provide maintenance support.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
COLLIN COUNTY, TEXAS, THAT:
SECTION 1. The City Council hereby amends the policy attached hereto governing the use of the library
meeting room and library board room.
' SECTION 2. All provisions of any resolution of the City of Allen, Texas, in conflict with the provisions of
this resolution be, and the same is hereby, repealed, and all other provisions not in conflict with the
provisions of this resolution shall remain in full force and effect.
SECTION 3. This resolution shall become effective immediately upon its passage.
DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ON THIS THE 27m DAY OF JULY, 2010.
APPROVED:
A&QwAa
tephen errell, MAYOR
ATTEST:
1. _ �I�_ '
EXHIBIT "A"
' ALLEN PUBLIC LIBRARY
MEETING ROOM POLICY
SECTION 1. PURPOSE
The Allen Public Library's meeting rooms are designed as limited public forums for the welfare of the
community and its civic, cultural, religious, and educational groups and organizations. While priority for
usage of the meeting rooms will be for Library and City purposes, the Allen Public Library meeting rooms
will be made available in the manner set forth by this policy and in a manner consistent with the mission of
the Library.
SECTION 2. PRIORITY FOR USE OF ROOMS
Primary use of the meeting rooms shall be for the following:
The Library's own programs or programs in which the Library is a sponsor, participant, or
cooperative agency.
2. Official meetings, programs, and activities sponsored or conducted by the City of Allen and/or its
administration.
' Secondary use of the meeting rooms shall be allowed when the rooms are not needed for primary uses.
Secondary uses shall consist of those uses other than primary uses which are otherwise authorized by this
policy. Those organizations which are local, that is based in Allen, will receive priority over those
originating outside Allen.
The meeting rooms at the Allen Public Library shall not be allowed for: meetings that are politically
partisan, commercial sales or presentations promoting specific companies or products, or purely social or
celebratory gatherings.
SECTION 3. CONDITIONS FOR USE OF THE MEETING ROOMS
Each group or organization will be required to submit a Fifty Dollar ($50) deposit when food or drink is not
served; a deposit of One Hundred Dollars ($100) is required when food or drink is served.
Return of the deposit is contingent upon the determination that no damage to the room or its contents has
occurred in conjunction with use of the facility.
A rental fee of $50.00 for a 2 hour minimum use is required for the library meeting room. A fee of $25.00
for each hour or portion thereof is assessed beyond the initial period.
A rental fee of $30.00 for a 2 hour minimum use is required for the library board room. A fee of $15.00 for
each how or portion thereof is assessed beyond the initial period.
SECTION 4. APPLICATION
The Director of the Allen Public Library shall have overall responsibility for reservations and room use and
shall provide an application form to be filled out by groups or organizations desiring to use the meeting
Resolution No. 2933-7-10(R). Page 2
rooms. The Director may also delegate authority to approve the application for use in accordance with this
' policy.
Room reservations must be made in person and by a person eighteen (18) years of age or older. Payment of
the deposit is due at the time the reservation is made. Reservations may not be made more than 90 days in
advance and must be made at least (5) business days in advance. Persons and organizations are limited to
reservations of no more than one per calendar month by any individual or organization. Notice of
cancellation will be given at least 24 hours in advance of a scheduled program. Failure to do this may result
in the refusal of future use.
SECTION 5. GENERAL RULES OF USE
1. Attendance at functions in the meeting room is limited to 45 people theatre style, 30 people
conference style. The board room is limited to 10 people around a conference table.
2. The meeting room and board room must be vacated by closing time.
3. Tables and chairs are provided with the room. Set up arrangement of the room is the responsibility
of the person making the reservation. Set-up and clean-up time must be included in the reservation
time.
4. There will be NO SMOKING in the meeting room, board room, or inside the Library building itself.
Alcoholic beverages are not permitted.
5. The individual or group making application for use of the meeting room and board room is
responsible for any damages to the room or its contents. Abuse of the facilities or failure to comply
with the 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 rooms 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
after notice of such charges 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 left will be discarded by Library personnel.
9. Nails, thumbtacks, etc. must not be used to attach anything to the structure or to the furnishings. No
candles, open flames, or cooking are permitted.
10. The applicant/user by acceptance of the use of the meeting room does hereby release, indemnify and
hold harmless the City of Allen, Texas its officers, agents, employees, and invitees (collectively
referred to as the "City") from any and all claims, damages, causes of action of any kind whatsoever,
statutory or otherwise, personal injury including death, property damage and lawsuits and judgments,
' including court costs, expenses and attorneys fees, and all other expenses resulting from the use of
the facility that the user/applicant, its members and invitees have, or might have, known, or
unknown, that might arise directly or indirectly from the use of the facility.
Resolution No. 2933-7-10(R). Page 3