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<br />~ <br /> <br />\ <br />. <br /> <br />~ <br />~~HILLS <br /> <br />MEMORANDUM <br /> <br />. <br /> <br />DATE: <br /> <br />November 29,2004 <br /> <br />Agenda Item: 7B <br /> <br />TO: <br /> <br />Mayor and City CounciJ <br />Michelle Wolfe ~ City Administrator <br /> <br />FROM: <br /> <br />Michelle Olson - Recreation Program Supervisor --tJ1fD <br />Schawn Johnson - Assistant to the City Administrat06x6' <br /> <br />SUBJECT: <br /> <br />Meeting Room Policy <br /> <br />ENCLOSURES: <br /> <br />City Hall Meeting Room Rental Application Form <br /> <br />Backl!round <br />At its November 15th work session, the City Council reviewed a draft of the City Hall Meeting <br />Room Rental Policy Application Form. At this meeting, staff was asked to make a few changes . <br />and recommend appropriate meeting room rental fees. Based on our discussions at the work <br />session, the following changes were made: <br /> <br />I. Staff eliminated the reservation restrictions that prevented groups from <br />reserving meeting rooms for an extended period oftime. Groups will now be <br />able to reserve a room for one year. Included in the policy is a statement <br />that reads that if a conflict arises due to city business, the city will attempt to give <br />the applicant a one month notice of meeting cancellation and a written <br />justification. <br />2. Staff included a cancellation statement and weather policy, <br />3. Adjusted the fees to help cover the staffinglbuilding costs. Staff recommends the <br />following fees: <br /> <br />Resident! <br />Non-Profit <br />Community :&ro:~ <br />Room $50 <br />Small Conference ~.s <br />Room Previous $10 <br />* Daytime usage will be continue to be offered free of charge. <br /> <br />Resident! <br />Profit <br />!l!'!l{j <br />,~f!ib,[l <br />$60 <br />.il~iil <br />i~''''''''" <br />$15 <br /> <br />Non-Resident! <br />Non-Profit <br />~lm <br />$100 <br />",51.'0.. <br />~~ <br />$25 <br /> <br />Non-Resident! <br />Profit <br /> <br />$120 <br />!Ii"'''' <br />ilf~1:f <br />$30 <br /> <br />Staff will reevaluate the policy and user fees after one year. <br /> <br />Attached, please find that application form with the relatcd policy fees on the back. <br /> <br />. <br /> <br />\\EarthIPR&PWlRecreationIMEMOSlMeeting Room Rental Form Approval MEMO 11 04.DOC <br />