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<br />, <br /> <br />I <br /> <br />. <br /> <br />e <br /> <br />e <br /> <br />~ <br />~~HILLS <br /> <br />MEMORANDUM <br /> <br />DATE: <br /> <br />Agenda Item 2.C <br /> <br />August 23, 2004 <br /> <br />TO: <br /> <br />Mayor and City Council <br />Michelle Wolfe - City Administrator <br /> <br />cc: <br /> <br />Thomas J. Moore - Director of Operations and Maintenance <br /> <br />FROM: <br /> <br />Michelle Olson - Recreation Program Supervisor mdJ <br /> <br />SUBJECT: <br /> <br />Meeting Room Policy <br /> <br />ENCLOSURES: <br /> <br />City Hall Mceting Room Rental Application Form <br />Room Rental Fees Policy <br /> <br />Backl!round <br />Shortly after the City of Arden Hills moved into the new City Hall, the surrounding cities were <br />surveyed regarding policies for thc use/rental of meeting rooms. Staff prcscnted a draft at the <br />Decembcr, 2001 work session in which Cowlcil comments and changes wcre incorporated into a <br />final draft. This meeting room rental policy was reviewed and approved at the January 28, 2002 <br />City Council meeting. Attached, please find that application form with the related policy fecs on <br />the back. Staff would like Council to review the current policies/application form and make <br />any necessary changes. <br /> <br />Secondly, staff is looking for feedback regarding thc issue of night time use of the building. In <br />the past, most outside groups have been unable to use the building in the evening due to <br />staffing/security issues. In most cases, we only offer the use of the building to groups in which <br />the City of Arden Hills has a cooperative relationship with (Ramsey County, City of New <br />Brighton, etc,..), In order for these groups to have access, a staff person must stay late to let the <br />group in and also lock up and secure the building at the end of thc evening, Does the City <br />Council want the City Hall utilized in the evening hours and to what extent? <br /> <br />Currently, some recreation classes are conducted in City Hall during the evening hours. For <br />these classes, the instructors are issued a card with a key and security code. I give them <br />instructions and demonstrate how to enable and disable the alarm, but we still have had several <br />false alarms because of the security system not being used properly, <br /> <br />llEarthlPR&PWlRecreationlMEMOSlFacility User Policy 04.DOC <br />