Agenda - Council - 05/25/1999 - Laserfiche WebLink

Home

Background: RAMSEY FACILITY USAGE POLICY By: Joyce Pruitt Hottinger, Administrative Services Manager I I I I I I$ I I I I I I I State Statute 624.72 authorizes cities to establish and enforce rules regulating the use of facilities under their supervision. On September 27, 1994, the City Council adopted a Facility Use and Rental Policy for the Municipal Center and Park Center buildings. Last year Council discussed the facility usage policy with regards to increased usage requests and types of user groups. The existing policy contains four priorities of use: Governmental functions, organized groups (public service type), general public, and church or religious groups. The second two groups are vague and it appears that there is inconsistent application of current policy. The existing policy also specifies the general public may not use the Municipal lower level south, commonly referred to as the Seniors' Area because it was built and furnished for senior citizens using CDBG funds. CDBG officials stated several months ago..that this restriction is no longer in force. Last year a request arose from a family who wished to rent the lower level for holiday dinners. The issue of public access to unsecured areas of the municipal building has also been discussed with the City Council. Another "gray" area discussed last year was a request from individuals who wish to rent the lower level for quasi-business purposes. Sales parties for Tupperware or free "legal clinics" are examples of these quasi-business purposes. Proposed City Hall Policy In order to address those outlined concerns, Staff drafted the attached facility usage policy. Highlights of the policy include: · 2. Priority of Usage Governmental functions, Ramsey sponsored events, and events conducted by Ramsey public (including senior citizen groups) are authorized for rental of City facilities in the draft policy. Since Staff has received authorization from CDBG officials to use the lower level south area for' groups other than seniors, the previous language prohibiting usage of the lower level has been stricken. Previous discussion noted, due to the shortage of space and the difficulty of deciding which private parties are suitable renters, that private usage would be limited for City Hall. The draft policy reflects ~is by prohibiting weddings and parties for private purposes. Last year, the concept of a review board to provide assistance with the determination of suitable renters was raised. In come communities, requests beyond those from traditional community service groups are referred to a board for evaluation. The board could be as simple as one elected official and one staff member. It could have advisory power so applicants could appeal to the City Council in the case of denial. The disadvantage with a review board is that it requires more lead time for applications submitted. The advantage is that it eliminates trying to capture all possible types of requests in one policy.