Agenda - Council - 06/08/1999 - Laserfiche WebLink

Home

CASE #: ~.~ RAMSEY FACILITY USAGE POLICY By: Joyce Pruitt Hottinger, Administrative Services Manager Background: City Council tabled action on the proposed Ramsey Facility Usage policy at the May 25, 1999 regular Council Meeting. The Personnel Committee raised concerns regarding the usage of "non-public service type" activities, extending hours of weekend rentals, and the issue of staffing for after hours rentals. The draft policy allows public usage for non-profit clubs and organizations only. Weddings and private parties are not allowed. The draft also provides that space in the Municipal Center is not available for rental by individuals for private purposes or by groups raising funds not used solely for charitable or community purposes. If Council is concerned about appeal processes for non- profit clubs, the concept of a review board could be discussed further. This review board was not included within the draft policy. In some. 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. The attached draft extends the hours of use on Saturdays and Sundays from 9:00 a.m. to 9:00 p.m. The draft provides for facility rental from 7:00 a.m. to 10:30 p.m. Monday through Friday, and Saturdays and Sundays from 9:00 a.m. to 9:00 p.m. No rental is offered on State recognized holidays. City Staff, outside of police officers and emergency snow plowing crews, are not on duty to assist with problems that develop in rented facilities on holidays. The overtime costs associated with having a Staff member respond in the event of plumbing problems or other breakdowns, far exceeds the current rental charge. Due to the lack of available staff to be present for after hours and weekend Municipal Facility rentals, the draft provides for the current practice of allowing key rental for City Hall to be continued. A combination lock has been ordered for the downstairs Fire access door to the Fire Garage, to keep out non-municipal personnel. If Council chooses to allow rental when Staff is present, the rental hours will need to be changed to reflect current business hours from 8:00 a.m. to 5:00 p.m. Committee Action: Following discussion on the issues relating to rental usage, the review board option, holidays, hours of availability and access: a) Direct Staffto provide amendments to usage policy to reflect City Council discussion; or