Loading...
HomeMy WebLinkAboutResolution No. 023-14 RESOLUTION BE IT RESOLVED by the Common Council of the City of Rochester that the City adopt City Hall Building Use and Maintenance Policy. A copy of the policy is attached. PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS DAY OF 0. v-&►r , 2014. a� PRESIDENTqV SAID COMM ON COUNCIL ATTEST: CITY CLERK APPROVED THIS DAY OF S �o.r , 2014. e • MAYOR OF SAID CITY (Seal of the City of Rochester, Minnesota) Res 10\Adopt.CityftlPolicyl + • CITY OF ROCHESTER . CITY HALL BUILDING USE & MAINTENANCE POLICY Room Use and Availability: • City Hall meeting rooms are available for meetings and activities of the Rochester Common Council, City Boards and Committees, City Departments and other Federal, State or Olmsted County meetings. Otherwise, City Hall meeting rooms are unavailable for use. • The following restrictions apply to those entities identified above which are eligible to use City Hall meeting rooms. The conference rooms are available for use between the hours of 8:00 A.M.— 5:00 P.M. on Monday through Friday. Conference Room 104 is available after business hours in the evenings from Monday through Thursday,in addition to the hours stated above. The Council /County Board Chambers is available after business hours on Monday and Wednesday through reservations with the City Administrator's office or, for Tuesday and Thursday,through the County Administrator's office. Please call City Administration at 328-2000 or County Administration at 328-6000 for meeting room availability information and reservation. Please note that any City Council meeting or event shall take priority over any other meeting or events that may have been previously scheduled. • LOCATION HOURS MAYOR/ FEDERAL, FEDERAL, STATE, COUNCIL STATE, OLMSTED COUNTY CITY OLMSTED OR LOCAL GOV'T RELATED COUNTY OR ANNOUNCEMENT" MATTERS LOCAL GOV'T MEETING* Council M-F 8AM-5PM Chambers / and after hours Board Room Conference M-F, 8AM-5PM F__... Room 104 and after hours Loggia outside M-F, 8AM-5PM Y11 Room 104 I' City Hall M-F, 8AM-5PM r Atrium • The exterior plaza area immediately adjacent to City Hall, not including the entrance steps, are also available for governmental announcements during regular City Hall business hours, so long as the City Administrator or his designee determines that such use will not deter or unreasonably obstruct public access to City Hall, or pose an unreasonable disruption to the conduct of city business. • * Meeting is defined as "an assembly of people, for discussion". • ** Governmental Announcement is defined to include any statement about a fact, occurrence, opinion or other intention made by: • (a) a federal, state, city, county, or other local political subdivision on a matter of importance to that governmental unit; • (b) an incumbent federal, state, city, county, or other local political subdivision incumbent elected or appointed official; or • (c) a person seeking to become a federal, state, city, county, or other local political subdivision elected or appointed official. NOTE: Please note that whenever a staff person is hosting a meeting before 8 AM or after 5 PM, the meeting host is responsible for the non-employee guests. Particularly for after-hours meetings, it is recommended that employees insure that their guests leave the building at the end of your meeting by escorting them to the outside doors. City Hall Maintenance • • Purpose: The purpose is to ensure proper care and accountability in handling City of Rochester equipment, property and use of facilities. • Applicability: • This Policy applies to all City Hall Departments and City employees and Vendors. • County/City Chamber Policy: City Hall Maintenance Staff will be responsible for set-up/clean-up for outside entities (non county) that schedule meetings on City Days. The Chambers is considered to include the adjacent conference room only when the walls have been opened for a meeting otherwise the conference is assumed to be used by the County only. • In the event that clean-up was over-looked in the Chambers on any day (County or City Day), the entity that notices the Chambers needs cleaning/straightening and trash removal will go ahead and complete the clean-up so the next meeting scheduled is not inconvenienced. Both entities agree to this deviation as long as it occurs infrequently since we all realize that unintentional mishaps may occur periodically. • County Facilities Staff will ensure that the double doors by HR and the east and west doors are opened during City Council Meetings. • City Hall Podium Use Policy: • The podium should be reserved through the Conference Room calendar system, ie: Conf Rm— Podium. City Hall Maintenance will be responsible for making the podium available to the requester. • City employees who use the podium should be aware that they are responsible for its use and their department is responsible for any damage that occurs to the podium. • The podium is not to be used by outside individuals/groups/organizations unless a City employee is directly involved and the function it is being used for is associated with a City department. • • If the County wishes to use the podium, then the request should be made through the City Administration department and authorized by the City Administrator. • City Hall Maintenance should'inspect the podium before it leaves and when it is returned. If there are damages to the podium the City Administrator will be notified to see if restitution for the damages should be pursued from the group/department that used the podium. • Equipment: Page 2 • It is the Policy of City Hall Maintenance that no equipment be taken off-site. No furniture, equipment, etc. may be moved without permission from City Hall Maintenance. Equipment is defined as: tables, chairs, aerial platform lift, pallet jack,2 & 4 wheel carts and any other equipment defined by City Hall Maintenance. • Employees or Departments who are issued City equipment and/or property shall be responsible for the safe keeping, serviceable condition and proper care. City equipment and/or property shall only be used by employees or departments to whom it was assigned. Use should be limited to official purposes and in the capacity for which it was assigned, except when otherwise directed by appropriate supervisor. • Damaged or unserviceable City equipment and/or property shall not be thrown away, sold, traded, donated, destroyed, or otherwise disposed of without proper authority. In the event that any City equipment and/or property become damaged or unserviceable, no employee shall attempt to repair the equipment and/or property without prior approval of a supervisor(unless it is part of his/her job). • Host Event Organizer Guidelines: • It is assumed Host Departments will take responsibility for the set-up and take down of events scheduled through their Department. City Hall Maintenance Staff may assist in the set-up and take down if available to do so. The over-riding condition regarding the use of the City Hall facilities assumes that users will leave the building, Rotunda and Atrium in the same or better condition than they found it. It is the responsibility of the Host Organizer to have an understanding with their staff,volunteers, caterers or vendors that clean-up, repair of any breakage or other mishaps are the Host'sNendor's responsibility. It is the Hosts responsibility to coordinate with City Hall Maintenance for after- hours HVAC, door access, and lighting scheduling. • Event Organizer's Responsibilities: • Vendor equipment shall be removed and/or picked up as agreed upon in advance but no later than the next day. City-owned dollies, carts, or other equipment for loading or unloading are not available for private use. Building cleanup and removing event-related trash must occur on the day of the event by the event organizer. City Hall dumpsters may not be used for event trash. City Hall Maintenance Staff may assist in the placement of equipment, but cannot load, unload, or set- up equipment. No cooking of food is allowed inside City Hall, only electric warmers systems are allowed. Failure to abide by the City Hall Guidelines for use may result in charges for damages and disqualification from further use. • Decorations: • All decorations, floral arrangements, rental items from other entities, etc., must be removed • immediately following the scheduled event, unless other arrangements are made prior to the event. • Absolutely no rice, glitter, bubbles, shaving foam, aerosol spray string, or loose straw may be used inside or outside of City Hall. • No tape, staples, nails, tacks,screws,wires, pins,hot glue guns, tacky putty, or any other fasteners or adhesives may be used on walkways, doors,walls or furniture inside or outside of City Hall facilities. Balloons or other inflatable items that could rise to the ceiling in the Atrium or Rotunda are not allowed in the Atrium or the Rotunda. • Electrical Service: Page 3 • Electrical service at City Hall is limited. The Host or Vendor is responsible for providing portable power if needed. • Pets: • Pets are not allowed inside City Hall unless deemed "Service Animals". • City Vehicles: • City vehicles are to be signed out on the Outlook calendar reservation prior to use, and any trash is to be removed from the.interior of the vehicle before the user exits the vehicle. Any maintenance concerns are to be relayed to the "City Hall Maintenance Staff email address •