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CCP 09-17-2001
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CCP 09-17-2001
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<br />~ <br /> <br />City Hall building use <br />September 12, 2001 <br />Page 2 <br /> <br />. <br /> <br />classes. Until the new City Hall is available, we have short-term use of the Army Reserve Center <br />for these classes. Access to the community room can be gained by the elevator or the stairwell, <br />which only has access between the first and lower levels. Window treatments will allow <br />darkening ofthe room for videoconferencing or audio visual demonstration. The room does not <br />have partitioning capability and will not be available for simultaneous multiple group use. Next <br />to the community room is a full kitchen which can be available for functions. The lower level has <br />separate restroom facilities and two exits to the outside. <br /> <br />Council needs to determine what policies to have in regard to use of the facilities, after normal <br />business hours and on weekends. The Council will need to consider prioritization of the use of <br />the facilities. <br /> <br />One thing the Council may want to consider is aligning these meetings so all City meetings occur <br />on consecutive days, leaving Wednesdays through Sundays open. The City Council meets on the <br />second, third, and last Mondays of each month. The Planning Commission meets on the first <br />Wednesday of each month. The Parks, Trails and Recreation Committee meets on the fourth <br />Tuesday of each month. The Communications Committee meets on the last Wednesday of each <br />month. The Operations and Finance Committee meets on the third Thursday of each month. If ... <br />these meetings could be held on Mondays and Tuesdays we could schedule use for outside .. <br />groups or individuals on those days not desiguated for City or City related use. <br /> <br />Our Joint Powers Agreement with the Army National Guard allows them to be the first to <br />schedule a meeting room with six weeks notice. If less than six weeks notice they will be subj ect <br />to room availability. The use of the meetings rooms will be at no charge to the Army National <br />Guard. The agreement specifies that they are responsible for cleaning procedures. <br /> <br />While considering the potential use of the building, the City Council needs to keep in mind that <br />along with multiple use, there is an added need for maintenance and janitorial services. Ifwe <br />utilize the space seven days a week we will have to deal with normal "wear and tear" items that <br />occur. These occurrences would have to be dealt with promptly. In addition, the use of the <br />facility would necessitate a higher level of cleaning. For example, carpets and floors would need <br />to be done daily, instead of weekly. Maintenance would also need to be done on a frequent basis. <br />This would be in addition to the cleaning and maintenance needs of the general staff area. <br /> <br />At this time there has been no decision made regarding how this will be handled. Two ideas are <br />considering hiring two part-time personnel to staff the building late afternoon and evening for <br />maintenance and cleaning needs. Staff could complete the cleaning process later in the evening <br />when the building is empty. While the building is occupied staff would also be able to act as <br />security for the building. The other option is to contract for both maintenance and janitorial <br />services. Maintenance would be an on-call situation with a specified time frame for arrival. ... <br />Janitorial services would be provided on a daily basis but paid for through a contract. .. <br />
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