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CC Regular Session <br />Meeting Date: 11/10/2025 <br />Primary Strategic Plan Initiative: Not Applicable <br />5. 7. <br />Title: <br />Adopt Resolution 25-260 Approving the Updated Municipal Center Conference Room Rental Policy <br />Purpose/Background: <br />The purpose of this case is to approve the attached draft of the Municipal Center Conference Room Rental Policy. <br />This matter was discussed at the October 28, 2025, work session. By consensus, the City Council approved of <br />the recommendations as shown below and attached. <br />The policy has been revised to enhance customer service and reduce the need for direct staff involvement. A <br />significant change is the elimination of the paper -based application process, which previously required renters to <br />contact staff to check room availability, complete and submit a physical application, and arrange payment through <br />invoicing or manual transactions via cash, check, or credit card —all of which demanded administrative oversight. <br />Under the new policy, reservations will be managed entirely online through the Civic Rec program, aligning with <br />current practices used by Parks and Recreation. This streamlined system allows residents to make reservations <br />and payments by credit card at any time, offering greater convenience and efficiency. There are a minimum of <br />five staff members available to assist customers if they need help with the online process or have further questions <br />about the available facilities. <br />There are no changes to the rental fees. The paper application form will no longer be required. <br />Lastly, the Rum River Room (located on the second floor) has been removed from the list of available rooms. <br />Following the City Council's consensus to designate the Rum River Room as an employee wellness space, it will <br />no longer be available for public rental. All public room rentals will now be located on the first floor of the <br />municipal center. Staff does not anticipate a reduction in rental revenue or turning away customers due to a lack <br />of availability. <br />Funding Source: <br />Not applicable <br />Recommendation: <br />To approve the updated policy and eliminate the paper application process, in lieu of online reservations. <br />Outcome/Action: <br />Adopt resolution 25-260 approving the updated policy and eliminating the paper application process, in lieu of <br />online reservations. <br />Updated Policy <br />Marked Up Policy <br />Old Paper Application <br />Resolution <br />Attachments <br />