CCP 09-17-2001 - Laserfiche WebLink

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~ City Hall building use September 12, 2001 Page 2 . classes. Until the new City Hall is available, we have short-term use of the Army Reserve Center for these classes. Access to the community room can be gained by the elevator or the stairwell, which only has access between the first and lower levels. Window treatments will allow darkening ofthe room for videoconferencing or audio visual demonstration. The room does not have partitioning capability and will not be available for simultaneous multiple group use. Next to the community room is a full kitchen which can be available for functions. The lower level has separate restroom facilities and two exits to the outside. Council needs to determine what policies to have in regard to use of the facilities, after normal business hours and on weekends. The Council will need to consider prioritization of the use of the facilities. One thing the Council may want to consider is aligning these meetings so all City meetings occur on consecutive days, leaving Wednesdays through Sundays open. The City Council meets on the second, third, and last Mondays of each month. The Planning Commission meets on the first Wednesday of each month. The Parks, Trails and Recreation Committee meets on the fourth Tuesday of each month. The Communications Committee meets on the last Wednesday of each month. The Operations and Finance Committee meets on the third Thursday of each month. If ... these meetings could be held on Mondays and Tuesdays we could schedule use for outside .. groups or individuals on those days not desiguated for City or City related use. Our Joint Powers Agreement with the Army National Guard allows them to be the first to schedule a meeting room with six weeks notice. If less than six weeks notice they will be subj ect to room availability. The use of the meetings rooms will be at no charge to the Army National Guard. The agreement specifies that they are responsible for cleaning procedures. While considering the potential use of the building, the City Council needs to keep in mind that along with multiple use, there is an added need for maintenance and janitorial services. Ifwe utilize the space seven days a week we will have to deal with normal "wear and tear" items that occur. These occurrences would have to be dealt with promptly. In addition, the use of the facility would necessitate a higher level of cleaning. For example, carpets and floors would need to be done daily, instead of weekly. Maintenance would also need to be done on a frequent basis. This would be in addition to the cleaning and maintenance needs of the general staff area. At this time there has been no decision made regarding how this will be handled. Two ideas are considering hiring two part-time personnel to staff the building late afternoon and evening for maintenance and cleaning needs. Staff could complete the cleaning process later in the evening when the building is empty. While the building is occupied staff would also be able to act as security for the building. The other option is to contract for both maintenance and janitorial services. Maintenance would be an on-call situation with a specified time frame for arrival. ... Janitorial services would be provided on a daily basis but paid for through a contract. ..