Resolution No. 95-41 CITY OF TIGARD, OREGON
RESOLUTION NO,. 95-H)
A RESOLUTION OF 1HE TIGARD CITY COUNCIL ADOPTING POLICIES AND PROCEDURES
FOR RESERVING CITY OF TIGARD. MEETING ROOMS, ESTABLISHING FEES AND
DEPOSITS, AND .SETTING AN EFFECTIVE DATE
WHEREAS, the City of Tigard allows private, non-profit, and public use
of the City meeting rooms; and
WHEREAS, use of the meeting rooms is increasing making clarification of
room use policies and procedures necessary; and
WHEREAS, the effective date for the implementation of• the updated
policies, procedures, fees, and deposits is November 1, 1995.
NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that:
Section 1: The City of Tigard Meeting Room Reservation and Use
Policies and Procedures, shown as "Exhibit A," which
outlines meeting room fees and deposits is adopted.
Section 2: This resolution shall he effective on and after the first
day of November, 1995.
PASSED: This � day of 1995.
r - City of Tigard
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ATTEST:
City Recorder - City of Ti rd
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RESOLUTION NO. 95 `/
Page S
"Exhibit A"
ITY OF TIGARD MEETING ROOM RESERVATION
.ND USE POLICIES AND PROCEDURES
Making a Reservation
• All reservations require that a City of Tigard Room Use
application be completed.
• Applications must be submitted at least seven (7) days
Prior to the desired reservation date. Room use fees
and security deposits are payable at the time of
application.
• Applicants must be 21 years of age or older.
Rooms may be reserved up to six months in advance of a function. To allow many different groups an
opportunity to use the facilities, repetitive room requests will be reviewed on a monthly basis through the
application process. Priority room use is given in ascending order beginning with Class 1. Please see the
Group Classifications listed below to determine what class your function fits into.
Group Classifications
For purposes of scheduling reservations and determining fees,groups are classified ac follows:
Class 1: City Business &Governmental Agencies
Class 2: Non-profit organizations or Tigard resident
A resident is defined as: I
• A person who resides,or owns property,within the city limits of Tigard.
• A business whose office is located within the city limits of Tigard.
• Resident status is extended to those served by the Tigard Water Department for the
purposes of reserving the Water Department rooms.
Class 3: Profit events by a Tigard resident
A profit event is one that promotes a for-profit business.
Class 4: General Public(Private and profit organizations based outside of Tigard)
Priority for room use is given to class categories in ascending order beginning with Class 1. All efforts will
be made to keep the room schedule intact,once reservations are made;however,the City retains the right
to cancel or relocate a meeting upon 24 hours notice-
Meeting Rooms
otice_MeetingRooms Available and Room Rental Fees: r
Cass 1 and 2 I C-1 a CC 3 Cl...
Town Hall Room 90 No fee $20.00 p/hr $25.00 p/hr
Red Rock Creek
Conference Room 20 No fee $10.00 p/hr $15.00 p/hr
Richard M. (Dick)Brown
Auditorium 150 No fee $30.00 p/hr $35.00 plhr
ICWater Department
onference Room 12 No fee $10.00 p/hr $15.00 p/hr
Rooms are available for reservation Monday through Sunday-8:00 a.m.to 10:00 p.m. November through
April the Richard Brown Auditorium is not available for evening reservations.
Cleaning/Security Deposit
A cleaning/security deposit is required for classification categories 2-4 for parties,receptions,and potlucks.
Oe deposit must be paid seven (7) days in advance of the event. The cleaning/security deposit is as
ollows:
Groups of 80 or less- $150.00 Group:of more than. 80-$250.00
The cleaning/security deposit will be returned under the following conditions:
a. The room,including carpet or linoleum, is left clean and the furniture is in the original configuration;
b. The rc3m is left undamaged;
C, The room is vacated at the scheduled time and all doors to the room are locked; and
d. The key and"Checklist for Meeting Room lasers"are turned in at the Police Department.
The Administrative Services Manager wM determine the amount of the cleaning/security daposit to be
refunded based on the Checklist and input from staff. If any of the deposit is kept by the City a breakdown
of how the deposit was used will be provided to the user. deposits will be refunded within three weeks of
the event or within three weeks of cleaning or repairs being completed.
City Liability
All groups or individuals using City meeting rooms agree to take appropriate measures to protect,indemnify,
and defend the City,its elected and appointed officials and all employees against any and all claims as a
result of persons attending any function at the facility. This provision includes any expenses incurred by the
City defending any such claim. The City, its elected and appointed officials and all employees twill not be
held msponsiule for any lost or stolen articles as a result of persons attending any function in the building.
General lnfonnation
40- The person responsible for the group should make the reservation and be in attendance at the
function ordesignate a responsible substitute to assume responsibility for supervision ofthe function.
2. Functions occurring in rooms must not violate Dnv City of Tio_ard ordinances or state statutes.
3. Activities must not be disruptive to others present in the building.
4. Smoking is prohibited in any location inside the building.
5_ Alcohol is not permitted in or on the premises of the City buildings.
6. Tables and chairs are supplied. The Town Hall and Richard M. (Dick) Brown Auditorium have
overhead projector screens that may be used. Other office equipment and supplies, including
telephones, copy machines, types:^tern, coffee makers, and supplies, are not available to users.
Public telephones are located in the Police Department lobby and Water Dept. lobby.
Cancellations
Please submit cancellations,in writing,no less than 43 hours prior to the scheduled event. when applicable,
a $10.00 service charge will be retained for each cancellation.
Once reservations are approved,all efforts will be made to keep the room schedule intact;however,the City
retains the right to cancel or relocate a function upon 24 hours notice.
Failing to follow the t"vtr of Tigard Meedngr Room Reservation and Use Policies and Procedreres may
result in room use privileges being suspended. Leaving doors unlocked,on more than one occasion,
will result in room use privileges being suspended for a minimum of three months.
Mailing Address
e application, room use fee, and cleaning/security deposit may be mailed, or delivered, to the City of
rgard, 13125 SW Hall Blvd., Tigard, OR 97223. If you have any questions, please contact the Room
Reservation Coordinator at 639-4171.