02-26-2002 PTRC Packet - Laserfiche WebLink

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r ' City Hall Meeting Room Rental and Related Fees Policy January 23, 2002 Page 2 • Special charge for use of the City Council Chambers - Due to the extent of improvements and the cost of the audio visual equipment it may be appropriate to charge for use of the City Council Chambers. The following fees would apply to all but Arden Hills government, related government groups, and Minnesota Army National Guard groups. o $50.00 fee plus $10.00 per hour for each additional portion of an hour over four hours • $100 damage deposit per room use (refunded upon approval by staff). Room Reservations • Any group or individual must complete a room use application and pay the applicable fees in advance. • No long-term reservations. No group or individual would be able to reserve a space on a consecutive basis for more than one quarter (3 months) during the calendar year without an opportunity for any other individual or group to have access to that space. • No more than four consecutive uses of a space without that space being made available for others. For example: If an individual wanted to reserve a room for four Tuesdays in March 2002, they would be able to reserve those four Tuesdays but the first date after the fourth Tuesday the room would become available on a first come, first served basis for reservation. If another group wanted to reserve a room for use on the first Monday of each month they would be able to use it on three consecutive Mondays for a quarter based upon the above mentioned long-term reservation policy. After the third, 1 st Monday of the quarter, the space would become available on a first come, first served basis. In this way no group or individual would be able to reserve a space for more than either four consecutive uses or three months. Other Policy Considerations • Any group or individual must pay the actual cost for any lost security system card. • Any group or individual has to pay any false alarm fees if their failure to activate/ deactivate the alarm system results in a false alarm fee to the City of Arden Hills. • All groups or individuals need to be properly insured or provide proof of proper insurance, or be willing to sign a use waiver form. • All groups or individuals will use the front door access only.