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Facilities Available <br />X City Council Chambers <br />Procedures <br />A. Scheduling <br />Scheduling (reservation) of the rooms will be done by the Administrative Secretary <br />using the forms provided. A preliminary reservation can be taken over the phone, but <br />the reservation is to be confirmed only when the signed agreement form is received. <br />Reservations will be accepted up to sixty days in advance. Users are required to sign <br />an agreement and waiver form for the room at least one day prior to the scheduled <br />meeting, including payment of fee. <br />B. Pass Card/Security Card <br />A Pass Card/Security Card will be signed out to the group representative. <br />Arrangements must be made to learn the security system and receive the card prior to <br />your meeting. The card must be returned following the meeting. <br />C. Maintenance <br />It is expected that the City will provide normal routine clean-up and other <br />maintenance services. However, there may be times when one group will be meeting <br />immediately after another when maintenance employees are not available. Therefore, <br />each group will be responsible for seeing that the facility is in approximately the same <br />condition when leaving as when entering. <br />Any damage to the facility or equipment should be reported to the City Administrator <br />at the first opportunity. <br />D. Restrictions <br />X Alcoholic beverages are not permitted. <br />X No smoking is allowed in any of the meeting rooms. <br />X No cooking is permitted. Food and beverages are limited to coffee, similar drinks <br />and light refreshments. <br />X Activities inappropriate to the location or capacity of a facility will not be <br />permitted. The City Administrator retains discretion to make such decisions. <br />Page 2 of 5 <br />