HomeMy WebLinkAboutItem #5 City Meeting RoomsUse of City Multi -Purpose and
Council Chamber Meeting Rooms
F 'I
CHUBBUCI(
EFFECTIVE DATE
OeGember 01, 2October 5, 2022
Table of Contents
GuidingPrinciples..........................................................................................................................
3
GeneralRules...............................................................................................................................
34
UserPriority...................................................................................................................................
4
Availability................................................................................................................................... 4§
Meeting Facility Use Request Form............................................................................................
6-5
InformationTechnology...............................................................................................................
65
Cleaning and Room Configuration and GleaniR.........................................................................7--6
M*ReFSupervision of Minors.....................................................................................................
7--6
Parking............................................................................................................................................7
SetUp and Take Down.................................................................................................................8-7
MaximumOccupancy..................................................................................................................8-7
Foodand Beverages.....................................................................................................................8-7
Decorations and Presentation Materials....................................................................................
�8
Smoking/Flames ...........................................................................................................................�8
Animals......................................................................................................................................4-0-9
City Codes and Ordinances........................................................................................................44-9
Cancellations..............................................................................................................................44-9
ReservationChanges................................................................................................................. 4-1-9
Dayof Event.............................................................................................................................44-10
Afterthe Event..........................................................................................................................�10
ContactInformation.................................................................................................................3410
2
Guiding Principles
The Multi-purpose Room and the City Council Chambers in the Chubbuck City Hall
are available for government and quasi -government meetings dnu
,
and
as set forth below. The facilities are not available for private parties or
social events. Use of City meeting rooms by any group signifies acceptance of the
terms of this policy.
The use of these two rooms in City Hall are guided by several fundamental
principles. The rooms are available for meetings and events that:
Support our civic purpose:
These activities facilitate City Council and City departments and as available,
other government and quasi -governmental agenicies,-in carrying out their
missions and put the common good and public interest above individual interests.
Examples include all City meetings and training sessions, City Council authorized
board and commission meetings and training sessions offered by the City or other
governmental agencies.
,
Suaaort the Citv of Chubbuck's economic vitalitv:
3
These activities substantially contribute to making Chubbuck's economy strong,
stable and sustainable. Examples include partnership meetings with the Chamber
of Commerce or other business groups.
General Rules
Use of City meeting rooms does not constitute City of Chubbuck endorsement of
viewpoints expressed by participants in the meeting. Advertisements or
announcements implying such endorsement are not permitted.
The Multi-purpose Room and Council Chambers may not be used by persons or
organizations for campaign purposes but may be used as an official polling place
or for campaign forums sponsored by neutral parties who invite all official
candidates.
Meeting rooms may not be used by any group or for any purpose that
discriminates based on race, creed, color, national origin, sex, age, religion,
disability, sexual orientation, marital or veteran status or any other basis that is
protected under local, state or federal law.
User Priority
To help the City of Chubbuck consistently and fairly manage the demand for the
Multi-purpose Room and Council Chambers, we have established categories of
users. The following list provides a prioritized order.
1. City of Chubbuck
This category includes City Council meetings and City Council authorized
commissions and committees, volunteer advisory boards to the City, and boards
on which City department heads or elected officers serve in their official roles
0
law
._
Meeting rooms may not be used by any group or for any purpose that
discriminates based on race, creed, color, national origin, sex, age, religion,
disability, sexual orientation, marital or veteran status or any other basis that is
protected under local, state or federal law.
User Priority
To help the City of Chubbuck consistently and fairly manage the demand for the
Multi-purpose Room and Council Chambers, we have established categories of
users. The following list provides a prioritized order.
1. City of Chubbuck
This category includes City Council meetings and City Council authorized
commissions and committees, volunteer advisory boards to the City, and boards
on which City department heads or elected officers serve in their official roles
0
representing the City. It also includes any City -sponsored or supported
programming, such as community education classes.
2. Regional and Other Governmental Groups
This category includes groups that City elected and appointed officials may or may
not serve on or participate in. This includes but is not limited to groups such as
professional associations for municipal employees (state or regional branches of
the Municipal Clerks Association, American Institute of Certified Planners,
American Public Works Association. This category also includes meetings for
other local, state or federal agencies.
Other
This category includes any allowed usage not covered by 1-2z. above. The Multi-
purpose Room and Council Chambers are available to other groups on a space -
available basis if the use is supported by our guiding principles, general rules and
other requirements of this policy.
Availability
Rooms
Whenever possible, the Multi-purpose Room will be used rather than the Counci
Chambers. The Multi-purpose Room is available for events that serve food
although a cleaning deposit is required for those events. The Council Chamber is
only available for smaller events and no food is allowed in the Council Chambers.
Facilities are available duriniz limited hours.
5
City meeting rooms are available from 6:00 a.m. to 11:00 p.m., Monday through
Friday. City Hall facilities are not available on weekends or holidays recognized by
the City. Use during other times is not allowed unless special approval and access
is granted by the Mayor or the Mayor's designee.
Please reserve at least 7 days in advance.
11h /Y111 I\/. C/1 n /
up make your request at least seven (7) days in advance.
Fourteen (14) days advance notice is preferred.
Recurring meeting reservations allowed but may be altered.
We do allow recurring meetings but the schedule may be pre-empted if the City
needs the space. City needs do change over the course of weeks and months.
Therefore, please be aware that recurring space users may be asked to move to a
different space or alter meeting times. The City will make every attempt to avoid
such schedule changes and will give as much notice as possible.
Meeting Facility Request Form
Meeting Facility Use Request Forms are available on the City website and at City
Hall. Applicants must be 21 years of age or older and duly authorized to obligate
an organization. The applicant must be present throughout the entire use of the
facility. The person signing the Meeting Facility Use Request Form is considered to
be the responsible party in conforming to this policy including but not limited to
damage, theft, or disturbance during facility use.
Information Technology
1. Use of AV equipment and digital screens may be allowed during business
hours with authorized City Staff approval.
2. If approved for use by our staff, the Multi-purpose Room is equipped with -
two projectors with screens, podium & microphones and the Council
Chamber is equipped with -3 TV's, podium and microphones.
0
3. Training on use of IT equipment must be done during normal business
hours of the City.
4. A minimum of three (3) days prior to your event, please discuss your
technology needs and what technology you intend to bring to the facility.
Having the discussion earlier may prevent some unwelcome surprises as
you plan your event.
5. City IT staff time must not be required as a result of the meeting room use.
If the facilities are being used outside of the City's normal business hours,
there will be no technical support provided by the City.
6. In the event of any IT equipment damage or loss, the user will reimburse
the City for the amount required to repair or replace the equipment.
Cleaning and Room Configuration
1. The space must be left in its original configuration. Users will be provided
with a standard configuration map.
2. The space must be left in a clean and orderly manner.
3. Use of the facility must not exceed the scheduled time.
4. All furniture/equipment must be accounted for and undamaged.
5. All rules and procedures governing prohibition of alcohol and smoking must
be met.
6. All rules and procedures governing City of Chubbuck facility use, including
any Meeting Facility Use Request Form approval conditions, must be met.
7. If the City has to clean and/or repair the facility, you will be billed for those
additional costs. Janitorial services will be billed according to current hourly
rate paid by the City and repairs will be billed for the full replacement cost
incurred.
8. In the event of repairs or cleaning being required, the user will reimburse
the City for the amount incurred.
Supervision of Minors
For the safety of our younger residents, the City requires adequate adult
chaperones for any function attended by any person under 18 years old.
Parking
Complimentary on-site parking is available at all facilities but it is limited. Parking
is provided on a first-come, first-served basis.
Set Up and Take Down
Our rooms are set in standard configurations. Space setups are dictated by Fire
and Building codes associated with maximum occupancies and entrance/exit
routes. You may move chairs and tables but must return them to their original
configuration at the end of your event.
Maximum Occupancy
Both of the available meeting rooms have established maximum occupancies. Fire
and Building codes prevent us from allowing users to exceed these occupancies. If
the maximum occupancy for the space is exceeded, the event may be
immediately terminated.
Council Chambers — Theater Capacity 75
Classroom Capacity 32
Multi-purpose Room — Banquet Capacity 78
Classroom Capacity 52
Theater Capacity 120
Food and Beverages
Food and beverages are welcome in the Multipurpose Room but are prohibited in
the Council Chambers. No alcohol may be brought into, consumed or served in
any City facility. The City does not have adequate kitchen facilities available for
cooking. However, stoves are available for warming food and refrigerators are
also available. You must supply all of your own food, beverages and banquet
materials such as plates, utensils, linens, etc. Trash must be emptied before
0
vacating the facility. Please bring extra trash bags to meet your needs. Check the
facility to locate outside trash receptacles.
Decorations and Presentation Materials
1. You may bring freestanding decorations and presentation materials into
the facility. You are responsible for removing them at the conclusion of the
event.
2. The use of staples, push pins, nails, tacks, duct or masking tape is
prohibited when affixing decorations and other materials to walls and
furnishings unless explicitly permitted by the City. The use of non -marking
painters tape is acceptable. All tape must be removed when taking down
decorations.
3. Signage, notices, and decorations are not to be placed on room doors,
windows, or on common area walls/corridors. Please discuss your signage
needs with City staff.
4. Hanging decorations and materials from light fixtures, in -room equipment,
windows, railings, and ceilings is not allowed.
5. Helium balloons must be weighted and secured to prevent them from
escaping the event area or rising to the ceiling.
6. Hanging projection screens, lighting, or other equipment from doors and
windows is not allowed.
7. Standalone projection screens, decorations, and other furnishings and
equipment cannot block doors, entrances, or exits.
Smoking/Flames
1. City facilities are smoke-free per state law. If you or your guests wish to
smoke, please make sure all smoking takes place at least 25 feet away from
building entrances/exits and windows/vents. Users are responsible for
9
ensuring that outdoor areas are clear of all smoking debris at the
conclusion of your event.
2. The City does not allow open flames in City facilities. This excludes
standard fuel canisters for warming food which are allowed.
Only authorized service animals for those with disabilities are allowed in City
facilities. Pets and animals of any type (mammals, insects, birds, reptiles, fish,
etc.) are otherwise not allowed.
City Codes and Ordinances
All relative City of Chubbuck municipal codes and regulations are in effect and
enforced at all facilities. There are regulations governing sound and noise levels,
animals, parking, vehicle access, etc. The City of Chubbuck reserves the right to
terminate your event if City staff, in good faith, perceives that you or your guests
pose a risk to the safety of persons or property on the premises, that you are not
complying with our facility use guidelines, or that you or your guests are violating
local, state, or federal laws. Upon verbal notice from City staff, security, or the
Police that your event is being terminated, you and your guests must leave the
premises immediately, and you will not receive a refund of any damage deposit or
other fees. If this occurs, you may be denied future use of the facility.
Cancellations
All general meeting reservation cancellations from users must be made in writing
(e-mail is acceptable) a minimum of three (3) days prior to your event.
The City, acting in good faith, may cancel your event in circumstances where the
space you requested becomes unsafe for your intended use. Such circumstances
include but are not limited to natural disasters, environmental hazards, civil
10
disturbances or other events affecting public health and safety. In such
circumstances, the City may choose to refund your deposit and any fees.
The City also reserves the right to cancel your event if it becomes necessary for
the City to use the space for City business purposes. The City will attempt to give
you reasonable notice of the cancellation and will refund your deposit.
Reservation Changes
Event time and/or date change requests are accepted in writing (e-mail is
acceptable) a minimum of three (3) days prior to the event. Approval of the
change request is subject to availability.
Day of Event
On the day of your event, the facility will be available to you at the time specified
on your Meeting Facility Use Request Form. Users should not arrive at or enter
the facility until the designated reservation time and depart when scheduled. By
scheduling a City meeting room and signing the Meeting Facility Use Request
agreement, you are taking responsibility for the condition of those facilities and
their contents. Therefore, please do not attempt to enter secured portions of the
buildings, prop open doors or use other entrances unless authorized by City staff.
After the Event
Please remember to clean the room and return it to the original configuration.
Advise City Staff when you have completed your event. This will ensure we can
continue to make the facility available to other residents.
Contact Information
Contact: Wendy Butler, Mayor's Assistant
11
wbutIer@cityofchubbuck.us
(208) 237-2430 ext. 148
ADOPTED by the City Council on the 4-st-5th day of Den -ember 2-0240ctober, 2022.
Mayor: Date:
Attest:
City Clerk
12
Date:
Use of City Multi -Purpose and
Council Chamber Meeting Rooms
F 'I
CHUBBUCI(
EFFECTIVE DATE
October 5, 2022
Table of Contents
GuidingPrinciples..........................................................................................................................
3
GeneralRules.................................................................................................................................
3
UserPriority................................................................................................................................... 4
Availability.....................................................................................................................................
5
Meeting Facility Use Request Form...............................................................................................
5
InformationTechnology.................................................................................................................
5
Cleaning and Room Configuration..................................................................................................6
Supervisionof Minors.................................................................................................................... 6
Parking............................................................................................................................................7
SetUp and Take Down...................................................................................................................
7
MaximumOccupancy....................................................................................................................
7
Foodand Beverages......................................................................................................................
7
Decorations and Presentation Materials.......................................................................................
8
Smoking/Flames .............................................................................................................................8
Animals..........................................................................................................................................
9
CityCodes and Ordinances............................................................................................................
9
Cancellations.................................................................................................................................
9
ReservationChanges.....................................................................................................................
9
Dayof Event.................................................................................................................................
10
Afterthe Event.............................................................................................................................
10
ContactInformation....................................................................................................................
10
2
Guiding Principles
The Multi-purpose Room and the City Council Chambers in the Chubbuck City Hall
are available for government and quasi -government meetings as set forth below.
The facilities are not available for private parties or social events. Use of City
meeting rooms by any group signifies acceptance of the terms of this policy.
The use of these two rooms in City Hall are guided by several fundamental
principles. The rooms are available for meetings and events that:
Support our civic purpose:
These activities facilitate City Council and City departments, and as available,
other government and quasi -governmental agencies,in carrying out their missions
and put the common good and public interest above individual interests.
Examples include all City meetings and training sessions, City Council authorized
board and commission meetings and training sessions offered by the City or other
governmental agencies.
Support the City of Chubbuck's economic vitality:
These activities substantially contribute to making Chubbuck's economy strong,
stable and sustainable. Examples include partnership meetings with the Chamber
of Commerce or other business groups.
General Rules
Use of City meeting rooms does not constitute City of Chubbuck endorsement of
viewpoints expressed by participants in the meeting. Advertisements or
announcements implying such endorsement are not permitted.
The Multi-purpose Room and Council Chambers may not be used by persons or
organizations for campaign purposes but may be used as an official polling place
or for campaign forums sponsored by neutral parties who invite all official
candidates.
Meeting rooms may not be used by any group or for any purpose that
discriminates based on race, creed, color, national origin, sex, age, religion,
disability, sexual orientation, marital or veteran status or any other basis that is
protected under local, state or federal law.
3
User Priority
To help the City of Chubbuck consistently and fairly manage the demand for the
Multi-purpose Room and Council Chambers, we have established categories of
users. The following list provides a prioritized order.
1. City of Chubbuck
This category includes City Council meetings and City Council authorized
commissions and committees, volunteer advisory boards to the City, and boards
on which City department heads or elected officers serve in their official roles
representing the City. It also includes any City -sponsored or supported
programming, such as community education classes.
2. Regional and Other Governmental Groups
This category includes groups that City elected and appointed officials may or may
not serve on or participate in. This includes but is not limited to groups such as
professional associations for municipal employees (state or regional branches of
the Municipal Clerks Association, American Institute of Certified Planners,
American Public Works Association. This category also includes meetings for
other local, state or federal agencies.
3. Other
This category includes any allowed usage not covered by 1-2 above. The Multi-
purpose Room and Council Chambers are available to other groups on a space -
available basis if the use is supported by our guiding principles, general rules and
other requirements of this policy.
Availability
Rooms
Whenever possible, the Multi-purpose Room will be used rather than the Counci
Chambers. The Multi-purpose Room is available for events that serve food
although a cleaning deposit is required for those events. The Council Chamber is
only available for smaller events and no food is allowed in the Council Chambers.
0
Facilities are available during limited hours.
City meeting rooms are available from 6:00 a.m. to 11:00 p.m., Monday through
Friday. City Hall facilities are not available on weekends or holidays recognized by
the City. Use during other times is not allowed unless special approval and access
is granted by the Mayor or the Mayor's designee.
Please reserve at least 7 days in advance.
Please make your request at least seven (7) days in advance. Fourteen (14) days
advance notice is preferred.
Recurring meeting reservations allowed but may be altered.
We do allow recurring meetings but the schedule may be pre-empted if the
Cityneeds the space. City needs do change over the course of weeks and months.
Therefore, please be aware that recurring space users may be asked to move to a
different space or alter meeting times. The City will make every attempt to avoid
such schedule changes and will give as much notice as possible.
Meeting Facility Request Form
Meeting Facility Use Request Forms are available on the City website and at City
Hall. Applicants must be 21 years of age or older and duly authorized to obligate
an organization. The applicant must be present throughout the entire use of the
facility. The person signing the Meeting Facility Use Request Form is considered to
be the responsible party in conforming to this policy including but not limited to
damage, theft, or disturbance during facility use.
Information Technology
1. Use of AV equipment and digital screens may be allowed during business
hours with authorized City Staff approval.
2. If approved for use by our staff, the Multi-purpose Room is equipped with -
two projectors with screens, podium & microphones and the Council
Chamber is equipped with -3 TV's, podium and microphones.
5
3. Training on use of IT equipment must be done during normal business
hours of the City.
4. A minimum of three (3) days prior to your event, please discuss your
technology needs and what technology you intend to bring to the facility.
Having the discussion earlier may prevent some unwelcome surprises as
you plan your event.
5. City IT staff time must not be required as a result of the meeting room use.
If the facilities are being used outside of the City's normal business hours,
there will be no technical support provided by the City.
6. In the event of any IT equipment damage or loss, the user will reimburse
the City for the amount required to repair or replace the equipment.
Cleaning and Room Configuration
1. The space must be left in its original configuration. Users will be provided
with a standard configuration map.
2. The space must be left in a clean and orderly manner.
3. Use of the facility must not exceed the scheduled time.
4. All furniture/equipment must be accounted for and undamaged.
5. All rules and procedures governing prohibition of alcohol and smoking must
be met.
6. All rules and procedures governing City of Chubbuck facility use, including
any Meeting Facility Use Request Form approval conditions, must be met.
7. If the City has to clean and/or repair the facility, you will be billed for those
additional costs. Janitorial services will be billed according to current hourly
rate paid by the City and repairs will be billed for the full replacement cost
incurred.
8. In the event of repairs or cleaning being required, the user will reimburse
the City for the amount incurred.
Supervision of Minors
For the safety of our younger residents, the City requires adequate adult
chaperones for any function attended by any person under 18 years old.
0
Parking
Complimentary on-site parking is available at all facilities but it is limited. Parking
is provided on a first-come, first-served basis.
Set Up and Take Down
Our rooms are set in standard configurations. Space setups are dictated by Fire
and Building codes associated with maximum occupancies and entrance/exit
routes. You may move chairs and tables but must return them to their original
configuration at the end of your event.
Maximum Occupancy
Both of the available meeting rooms have established maximum occupancies. Fire
and Building codes prevent us from allowing users to exceed these occupancies. If
the maximum occupancy for the space is exceeded, the event may be
immediately terminated.
Council Chambers —
Multi-purpose Room —
Food and Beverages
Theater Capacity 75
Classroom Capacity 32
Banquet Capacity 78
Classroom Capacity 52
Theater Capacity 120
Food and beverages are welcome in the Multipurpose Room but are prohibited in
the Council Chambers. No alcohol may be brought into, consumed or served in
any City facility. The City does not have adequate kitchen facilities available for
cooking. However, stoves are available for warming food and refrigerators are
also available. You must supply all of your own food, beverages and banquet
materials such as plates, utensils, linens, etc. Trash must be emptied before
vacating the facility. Please bring extra trash bags to meet your needs. Check the
facility to locate outside trash receptacles.
Decorations and Presentation Materials
1. You may bring freestanding decorations and presentation materials into
the facility. You are responsible for removing them at the conclusion of the
event.
2. The use of staples, push pins, nails, tacks, duct or masking tape is
prohibited when affixing decorations and other materials to walls and
furnishings unless explicitly permitted by the City. The use of non -marking
painters tape is acceptable. All tape must be removed when taking down
decorations.
3. Signage, notices, and decorations are not to be placed on room doors,
windows, or on common area walls/corridors. Please discuss your signage
needs with City staff.
4. Hanging decorations and materials from light fixtures, in -room equipment,
windows, railings, and ceilings is not allowed.
5. Helium balloons must be weighted and secured to prevent them from
escaping the event area or rising to the ceiling.
6. Hanging projection screens, lighting, or other equipment from doors and
windows is not allowed.
7. Standalone projection screens, decorations, and other furnishings and
equipment cannot block doors, entrances, or exits.
Smoking/Flames
1. City facilities are smoke-free per state law. If you or your guests wish to
smoke, please make sure all smoking takes place at least 25 feet away from
building entrances/exits and windows/vents. Users are responsible for
ensuring that outdoor areas are clear of all smoking debris at the
conclusion of your event.
2. The City does not allow open flames in City facilities. This excludes
standard fuel canisters for warming food which are allowed.
0
Animals
Only authorized service animals for those with disabilities are allowed in City
facilities. Pets and animals of any type (mammals, insects, birds, reptiles, fish,
etc.) are otherwise not allowed.
City Codes and Ordinances
All relative City of Chubbuck municipal codes and regulations are in effect and
enforced at all facilities. There are regulations governing sound and noise levels,
animals, parking, vehicle access, etc. The City of Chubbuck reserves the right to
terminate your event if City staff, in good faith, perceives that you or your guests
pose a risk to the safety of persons or property on the premises, that you are not
complying with our facility use guidelines, or that you or your guests are violating
local, state, or federal laws. Upon verbal notice from City staff, security, or the
Police that your event is being terminated, you and your guests must leave the
premises immediately, and you will not receive a refund of any damage deposit or
other fees. If this occurs, you may be denied future use of the facility.
Cancellations
All general meeting reservation cancellations from users must be made in writing
(e-mail is acceptable) a minimum of three (3) days prior to your event.
The City, acting in good faith, may cancel your event in circumstances where the
space you requested becomes unsafe for your intended use. Such circumstances
include but are not limited to natural disasters, environmental hazards, civil
disturbances or other events affecting public health and safety. In such
circumstances, the City may choose to refund your deposit and any fees.
The City also reserves the right to cancel your event if it becomes necessary for
the City to use the space for City business purposes. The City will attempt to give
you reasonable notice of the cancellation and will refund your deposit.
Reservation Changes
Event time and/or date change requests are accepted in writing (e-mail is
acceptable) a minimum of three (3) days prior to the event. Approval of the
change request is subject to availability.
9
Day of Event
On the day of your event, the facility will be available to you at the time specified
on your Meeting Facility Use Request Form. Users should not arrive at or enter
the facility until the designated reservation time and depart when scheduled. By
scheduling a City meeting room and signing the Meeting Facility Use Request
agreement, you are taking responsibility for the condition of those facilities and
their contents. Therefore, please do not attempt to enter secured portions of the
buildings, prop open doors or use other entrances unless authorized by City staff.
After the Event
Please remember to clean the room and return it to the original configuration.
Advise City Staff when you have completed your event. This will ensure we can
continue to make the facility available to other residents.
Contact Information
Contact: Wendy Butler, Mayor's Assistant
wbutler@cityofchubbuck.us
(208) 237-2430 ext. 148
ADOPTED by the City Council on the 5th day of October, 2022.
Mayor: Date:
Attest:
City Clerk
10
Date: