Res 05-456
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RESOLUTION NO. b$U
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF FEDERAL WAY, WASHINGTON, ESTABLISHING
THE CITY HALL FACILITY USE POLICY
WHEREAS, the City of Federal Way ("City") owns and operates City Hall which
houses a number of meeting rooms that can and are used to hold meetings and other special
events; and
WHEREAS, the City frequently receives requests from non-City entities to use those
facilities; and
WHEREAS, the City allows use of its facilities by non-City entities; and
WHEREAS, City business is a priority, coordination of facility use is important to
balance facility use for City business and non-City use; and
WHEREAS, use of the City's facilities would work most effectively and fairly by
establishing unifoml procedures for application and authorization of their use;
NOW, THEREFORE, THE CITY OF FEDERAL WAY, WASHINGTON HEREBY
RESOLVES AS FOLLOWS:
Section 1. Policies for Public Use of the City Hall Facility. The City Council hereby
adopts the Meeting Room Reservation Policies, attached hereto as Exhibit A, establishing and
outlining the procedures and authorization for use of the City Hall Facility; and
Section 2. Authorization to Implement Policies. City staff are hereby authorized to take
all steps necessary to successfully implement and enforce the Meeting Room Reservation
Policies.
Res. # [)(-J/Sh Page]
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Section 3. Severability. If any section, sentence, clause or phrase of this resolution
should be held to be invalid or unconstitutional by a court of competent jurisdiction, such
invalidity or unconstitutionality shall not affect the validity or constitutionality of any other
section, sentence, clause or phrase of this resolution.
Section 4. Ratification. Any act consistent with the authority and prior to the effective
date of this resolution is hereby ratified and affinned.
Section 5. Effective Date. This resolution shall be effective immediately upon passage
by the Federal Way City Council.
RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
WASHINGTON, this ~day of October, 2005.
MA
ATTEST:
TERlM CITY CLERK
APPROVED AS TO FORM:
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PATRICIA A. RICHARDSON, CITY ATTORNEY
FILED WITH THE CITY CLERK: ~~1t
PASSED BY TH E CITY COUNCIL:
RESOLUTION NO.:
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Res; #05~1/C;(P , Page 2
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EXHIBIT A
City of Federal Way
City Hall Facility
Meeting Room Use and Reservation Policies
Purpose Statement: Use of City Hall Meeting Rooms
1. The City Council has the responsibility and authority to determine use of City
Hall by non-City persons and organizations. The term "facilities" shall be
defined as any part of City Hall, including the Patrick Maher Room, but
excluding the Public Safety Department, Law Department and Municipal
Court areas.
2. The City Manager or his/her designee has full authority to adopt and
implement the following procedures and rules.
3. Use of City Hall facilities is limited to other government officials or agencies,
persons or organizations with a contractual relationship to the City, or
organizations in which a CityCouncilmember or City employee is a member
for professional development or other city related purposes.
4. The facilities may not be used for activities involving fund raising,
advertising, promoting or selling of merchandise or services, for profit or not
for profit.
5. Use of facilities by persons or organizations for election or campaign purposes
or purposes contrary to federal, state or city law is not allowed.
6. No admission fees or tuition may be charged to those in attendance.
7. Reservations are for one-time occasions only and cannot be used for ongoing
activities or events unless authorized on the application form.
8. Room reservations shall be made by contacting the City Clerk (253-835-
2540). The Clerk shall be responsible for scheduling the City Hall facilities
and assigning a staff contact.
9. An Applicationfor Use of City Facilities, accompanied by a room deposit and
rental fee, if any, must be completed, submitted and approved prior to the
intended facility use. The Application must include the name of, and be
signed by, the individual assuming responsibility for sponsorship, supervision
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City Hall Facility
4 Meeting Room Use and Reservation Policies
and security of the facility. In the event that the room is unavailable for the
date(s) requested, the rental fee and deposit shall be promptly refunded.
10. The person or organization using City facilities shall be responsible for any
damage to any furniture, equipment or the premises during the event.
11. Unless waived, groups using the City's facilities are required to have proof of
bodily injury and property damage liability insurance in the minimum amount
of $1,000,000, each occurrence. Greater liability coverage may be required,
depending upon the activity.
12. All groups using the City facilities must agree to hold the City of Fedcral Way
harmless from any and all claims by any person arising from use of the
facility.
13. Prior to approval, applicants must state that the applying organization does not
discriminate on the basis of race, creed, color, national origin, sex, age,
religion, disability, marital or veteran status or any other basis that is protected
under local, state or federal law.
14. Authorized use shall be limited to those faeiIities specified in the Application.
15. Fees and deposits, if any, will be set by the City Council in the City's annual
fee schedule.
16. Any person or organization using City Hall facilities will be assigned a City
staff contact who will be responsible for eoordinating with the appropriate
Parks staff for security purposes of opening and closing the building, meeting
rooms, programming the HV AC(Heating, Ventilation and Air Conditioning)
system, etc.
17. The City Manager or his/her designee has full authority to cancel scheduled
reservations at any time, if a need arises for use of the facility by the City
Council, City Commission or City staff.
18. Each room has an inventoried set of tables and chairs available for use. The
requestor is responsible for arranging tables and chairs for their specific
purpose, and for returning tables and chairs to their original configuration.
Equipment beyond tables and chairs cannot be made available. Use of the
City's technical equipment is prohibited unless authorized on the application
form by the Information Services Department.
19. Whenever necessary, proper police and fire proteetion must be provided.
Members of the Fire Prevention Bureau may conduct a safety tour with the
group leader prior to use of the facility. Open flames, such as lighted candles,
are not allowed without prior permission from the Federal Way Fire
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City Hall Facility
< Meeting Room Use and Reservation Policies
Department. Emergency exits must be pointed out at the beginning of all
meetings.
20. Smoking and alcoholic beverages are prohibited at all City Hall facilities.
Only light refreshments are allowed.
21. Decorations or other special preparations that leave permanent marks or
otherwise cause damage may not be affixed to the walls.
22. Users are required to remove their excess materials, equipment, furnishings,
and rubbish immediately following use of City facilities.
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City of Federal Way
. Attn: City Clerk
33325 8th Avenue South
PO Box 9718
Federal Way, WA 98063-9718
(253) 835-2540 - Phone
A Federal Way
APPLICATION FOR USE OF CITY FACILITIES
Print or Type TODA V'S DATE
NAME OF ROOM ROOM/lOCATION
DA TE(S) REQUESTED '--
TIME REQUESTED TO TOTAL NUMBER OF HOURS
(Include set-up. break-down, and clean-up time requested)
ADDITIONAL INFORMA TIONIDESCRIPTION
,--~~~-
APPLICANT/ORGANIZATION NON-PROFIT 10# _.~'~
NAME OF PERSON IN CHARGE ~--
PHONE (W) PHONE (H/C) -,
E-MAIL ADDRESS -,~ FAX --~..
ADDRESS CITY -~ ZIP
TYPE.OF ACTIVITY NUMBER OF PEOPLE EXPECTED
REVISIONS AND CANCELLATIONS: Changes in reservation date must be made according to
the Meeting Room Reservation Policies. Accommodations will be made whenever possible.
INSURANCE CERTIFICATE INCLUDED (Naming City as additional insured) i Yes i No
AGREEMENT: The applicant agrees that, during the use of City facilities.
(Name of Organization) will not exclude anyone participation,
deny anyone benefit, or otherwise subject anyone to discrimination because of the person's
race, color, religion, national origin, age or handicap.
The undersigned hereby makes application to the City of Federal Way for use of City facilities
described above and certifies that the information given in the application is correct The
undersigned further states that he/she has the authority to make this application for the
applicant and agrees that the applicant will observe the ruleslregulations-policies/procedures of
the City of Federal Way. The applicant agrees to exercise the utmost care in the use of the City
facilities and hold the City of Federal Way harmless from all liability resulting from the use of the
facilities. The applicant further agrees to reimburse the City of Federal Way for any damage
arising from the applicant's use of the facilities_ The applicant signing this agreement will be
considered the responsible party in case of damage, theft, or disturbances during the rental
period _
APPLICANT ---- TODA V'S DATE
_...____n..__
(Signature)
".._----- --"~---". --. ~~"'''"_._m'._ __.__...,__.,.,.______~_~~._
CITY CLERK'S OFFICE TO COMPLETE REVERSE
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. APPLICATION FOR USE OF CITY FACILITIES Page 2 of 2
~'.'.'..~. ~~.- ~.""'..~.._----_._"___'_~.~r~_~..,__
OFFICIAL USE ONLY
i Request Approved j Request Denied By: ,~._,~----~ Dale:
Reason for Denial ~,
Insurance Certificate Received: Dale Received:
Insurance Requirement Waived: I Yes i No
Reason Insurance Waived: --,~~ -"
K\Resollll;llll\Meeling Room Application