Agenda - Council - 05/13/2003 - Laserfiche WebLink

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-16- Councilmember Zimmerman inquired if staff should contact some of the local organizations that are being offered use of the sign to determine some sort of schedule. Councilmember Elvig recommended that coordination and facilitations costs be included under Fees and Deposits. Assistant City Administrator Nelson explained that typically reservations are made for use of a room at the City not for use of the community sign. The community sign is typically used on a first come first serve basis. She inquired if the Council felt that the language under reservations regarding an attempt to contact a group who has reserved a room if there is a need to use the room for City purposes should be removed from the policy. Councilmember Elvig replied that the language sets them up for failure because someone might not feel that the City made a reasonable attempt. Councilmember Cook thought with the rental of the building it did made sense to include the language because when someone does rent the facility they are put on n~otice that if the City needs the room for City purposes .they will not be able to use it and the City will make the attempt to contact them within three days, but it may not always be possible. Councilmember Elvig replied that the City could tell someone that they made every attempt to contact them within three days, but they may feel the City did not and they could hold the City accountable. Assistant City Administrator Nelson recommended that they change the language to read that an attempt should be made whenever practicable. Councilmember Elvig agreed with that language change. Consensus of the Council was to amend the language under Reservations to state that the City will make an attempt to contact a group within tln'ee days whenever practicable. Councilmember Elvig recommended that they include drugs and alcohol under Alcohol Use. Councilmember Cook replied that it should state alcohol and illegal substances. Consensus of the City Council was to include illegal substances under Alcohol Use. Mayor Gamec inquired if the policy should state that no alcohol use is permitted expect by permit only since they do hold the Happy Days event at City Hail. Assistant City Administrator Nelson replied that she would add language to the policy to state that alcohol use is prohibited unless permitted by the City of Ramsey. City Council Work Session/April 22, 2003 Page 2 of 7 I I I I I I I I I I I I I I I I I I