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<br />., <br /> <br />- <br /> <br />., <br /> <br />'ll <br /> <br />~ <br /> <br />~ <br />EN HILLS <br /> <br /> <br />MEMORANDUM <br /> <br />TO: Mayor and City Council <br /> <br /> <br />FROM: Joe Lynch, City Administrato <br /> <br />SUBJECT: City Hall Use Policy and Fees <br /> <br />DATE: January 18,2002 <br /> <br />CC: City Hall Building File <br />Tom Moore, Parks and Recreation Director and Acting Public Works Director <br /> <br />Backl!round <br />I have enclosed a copy of an update of the previously proposed City Hall Use Policy and related <br />fees. I believe all of the changes have been made as requested and suggested by City Council. <br />Council directed that staff contact surrounding and adjacent communities to get a sense, and <br />written materials, on what other cities allow for use and what they charge. I have enclosed the <br />information that was sent to us in response to our inquiry and request for that information. <br /> <br />Interestingly enough, the surrounding cities we contacted had a bit of a different scenario in that <br />they had Community Centers in connection with their City Hall or within their community for <br />public use and room reservation. Anecdotally, all cities contacted indicated that if they had to do <br />it aU over again, they would advise against us getting into the room use business. They all had <br />horror stories about the damage that has been done, even by the most benign groups, to the <br />rooms, the high maintenance costs and personnel costs they've had to put in to getting the rooms <br />ready for use, turning rooms around, sometimes in little or no time, and the administrative time <br />in tracking down and returning of keys, the return of damage deposit checks because of <br />insufficient funds, failure on the part of groups to provide the minimum requested cleanup, lack <br />of adult supervision, etc. Suffice it to say, the warned us not to get into the business of room use <br />after hours. <br /> <br />We continue to receive inquiries about the use of City Hall by groups that would like to use a <br />particular space on a long-term basis (Boy Scouts, Townhome Association, etc.). We have told <br />them that we are in the process of developing a use and fee policy, and when that is determined <br />we will let them know. <br />