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Procedures <br /> A. Scheduling <br /> Scheduling (reservation) of the rooms will be done by the Administrative Secretary using the <br /> forms provided. A preliminary reservation can be taken over the phone, but the reservation is to <br /> 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 an <br /> agreement and waiver form for the room at least one day prior to the scheduled meeting, <br /> including payment of fee. <br /> B. Keys <br /> An exterior door key may be signed out to the groups representative. Such keys shall be <br /> deposited in the utility drop box after the meeting unless prior arrangements have been made for <br /> its return. <br /> C. Maintenance <br /> It is expected that the City will provide normal routine clean-up and other maintenance services. <br /> However, there may be times when one group will be meeting immediately after another when <br /> maintenance employees are not available. Therefore, each group will be responsible for seeing <br /> that the facility is in approximately the same condition when leaving as when entering. <br /> Any damage to the facility or equipment should be reported to the Police Department or <br /> scheduling secretary at the first opportunity. <br /> D. Restrictions <br /> • Alcoholic beverages are not permitted. <br /> • No smoking is allowed in any of the meeting rooms. <br /> • No cooking is permitted. Food and beverages are limited to coffee, similar drinks <br /> and light refreshments. <br /> • 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 /> E. Priorities <br /> Generally, reservations are made on a first - come/first serve basis. However, it is recognized that <br /> all groups do not schedule their meetings as far in advance as other, and unforeseen events will <br /> often require special meetings. <br /> Therefore, Group 1 organizations will have a priority over all others, and Group 2 priority over <br /> Group 3. Within classification groups, an organization with regularly established meeting times <br />