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AGENDA Special Work Session City Council Meeting Council Chambers, City Hall August 21, 2017, 7:00 P.M

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AGENDA Special Work Session City Council Meeting Council Chambers, City Hall August 21, 2017, 7:00 P.M AGENDA Special Work Session City Council Meeting Council Chambers, City Hall August 21, 2017, 7:00 p.m. 1. CALL TO ORDER/DETERMINATION OF QUORUM Council President 2. PUBLIC FORUM (3 Minute Limit) Individuals may address the City Council about items on the agenda or not included on the agenda. Speakers are required to state their name and address for the Council record and limit their remarks to three minutes or less. Speakers are requested to frame their comments around items that fall within the authority of the City Council. Generally, the City Council will not take official action on the items discussed at this time, but may place the item on file, take the matter under advisement, refer the matter to staff or a committee for a future report or direct the matter to be placed on an upcoming agenda. 3. BILLS DISCUSSION 4. CONSENT AGENDA ITEM DISCUSSION 5. COUNCIL INFORMATIONAL ONLY ITEMS a. Wastewater Treatment Facility Staffing PW Director b. Exception to Policy 78, Use of City Hall, Morrison County City Administrator c. Easement, Belle Prairie Athletic Complex, Independent School District 482 PW Director d. Set Budget Planning Schedule City Administrator/Finance Officer e. Other 6. CONSTITUENT COMPLAINTS City Council 7. ADJOURNMENT Council President IF YOU NEED ANY TYPE OF REASONABLE ACCOMMODATION TO PARTICIPATE IN THIS MEETING, PLEASE CALL CITY HALL (320) 616-5500 AT LEAST 72 HOURS PRIOR TO THE MEETING. Established in 1849 “Where Minnesota History Begins” AGENDA ITEM LITTLE FALLS CITY COUNCIL Special (Work Session) Agenda: X Consent Agenda: Regular Agenda: X Meeting Date: August 21, 2017 ============================================================ TITLE OF THE ITEM FOR CONSIDERATION: Use of City Hall for County Government Meetings ============================================================ BACKGROUND: Due to the renovations on the County Government Center for the next couple years, Morrison County is requesting the use of City Hall to host their public meetings. The request is for County Board, Planning Commission, Board of Adjustments and Public Hearings as needed. Policy number 78 details the rules and requirements for the use of City Hall for meeting purposes. The policy is clear that meetings will only be allowed during 8:30am to 4:30pm, Monday through Friday, excluding Legal Holidays. The county’s request would ask for some meetings to be held during the evenings, and they would not take place during normal business hours or during a regularly scheduled evening meeting of the City. I would request that we allow a temporary exception to the policy, explicitly for Morrison County Government meetings, and only for the meetings identified in the request form dated August 15, 2017. Furthermore, the County will identify at least two and no more than five designated representatives that will be trained to open and close City Hall and handle the equipment during the meetings. The City will not be responsible for locking and unlocking the facility outside of regular business hours, and will assume no liability for loss, damage, injury or illness by the users of the facility. Finally, the County will also be required to indemnify and hold harmless the City for the use of City Hall outside of regular business hours. ================================================================== ACTION REQUEST: Allow a temporary exception to policy 78, under the following conditions: Exception only applicable to Morrison County Government Meetings. Temporarily until the completion of the Government Center Renovations. Contingent upon identifying 2 to 5 individuals trained to handle opening, operating, and closing City Hall for their meetings. Indemnify and hold harmless the City for the use of City Hall during meetings outside of regular business hours. ============================================================ FISCAL IMPLICATIONS: BUDGETED: YES NO X ============================================================ DEPARTMENT/COMMITTEE: Administration STAFF PERSON REQUESTING: City Administrator, Jon Radermacher DATE: 8/15/17 CITY OF LITTLE FALLS POLICY Number 78 SUBJECT: Use of City Hall DATE COUNCIL APPROVED: 07/01/2013 LOCATION IN MINUTES: Motion PURPOSE: The intent of this policy is to permit public use of the City Hall Council Chambers and conference room for meeting purposes. It is recognized that City Hall was constructed to serve the general public by providing a facility conducive to the conduct of civic business. Since public funds made these facilities possible, the general public is encouraged to use the City Hall. RULES AND REQUIREMENTS: • The meeting or event shall not be partisan politics in nature unless all interested parties involved in the issue are present at the same time, and the meeting or event is conducted by a neutral party. • The meeting rooms are only available between the hours of 8:30 a.m. and 4:30 p.m. Monday through Friday (excluding Legal Holidays) to ensure that overtime expenses are not incurred for City Hall staffing after normal business hours. • There must always be a staff member present to open, close and be accountable for the use of the room. • Groups are responsible for bringing their own supplies to conduct the meeting. • The room must be left in the same condition as found. • The person/organization reserving the room is responsible for cleanup and leaving the space used in a clean and orderly fashion after use. If the room and/or surrounding area is left in disarray, or damage occurs during use, the person/organization reserving the room will be held responsible for damages and will lose the privilege to use the meeting room in the future. • Admission or membership fees or the purchase of any item as a condition for attending the meeting is not allowed. • Programs that involve the sale of goods, processes, products, or services are prohibited. • The use of meeting rooms does not constitute government endorsement of the philosophies, practices or viewpoints of the meeting participants. • The meeting rooms are not available for personal use and private use such as birthday parties, profit making activities or fundraising. • The areas of the building to which access may be granted are limited to the lobby, restrooms, conference room and Council Chambers. Access to any other areas of the facility is only allowed with specific permission from City Staff. • The use of intoxicating and/or non-intoxicating malt liquor beverages is prohibited. • Smoking is prohibited. • Noise must be controlled to a limited area. Children must be under the direct supervision of an adult at all times. • Decorations, banners, or signs may not be pinned, taped, or otherwise affixed to the walls, ceiling or windows. • Approval from Staff is required for use of any of the City’s equipment. Staff will assist with instructions for use of the City’s equipment in the Council Chambers. RESERVATION INFORMATION: • Meeting room availability information can be obtained through the City Administrator’s office at 320-616-5500 from 8:00 a.m. to 5:00 p.m. Monday through Friday (excluding Legal Holidays). • Governmental operations of the City of Little Falls and its Departments shall have first priority to schedule use of the facilities. If a conflict occurs due to the scheduling of a City-sponsored function such as a City Council meeting, a 72 hour notice will be given to the applicant in order to reschedule the event. • Reservations will be taken no more than 30 days in advance of the reservation time. • A room reservation application form must be completed stating the name, address, phone number and other contact information for the applicant, and clearly state the purpose of the meeting and subject matter that will be discussed. • Staff will review reservation submittals and decide whether the group meets the parameters established. If the request is denied, the group has the option of appealing staff’s decision to the City Council. • Room reservations are on a first-come, first serve basis. • Cancellations should be made immediately. • The City assumes no liability for loss, damage, injury or illness incurred by the users of the facility. Established in 1849 “Where Minnesota History Begins” CITY OF LITTLE FALLS CITY HALL ROOM RESERVATION APPLICATION FORM (PLEASE NOTE: Rooms are only available for use Monday through Friday from 8:30 a.m. to 4:30 p.m. excluding Legal Holidays.) Name: ________________________________________________________________________ Address: ______________________________________________________________________ Phone Number(s): Day:__________________________Night:____________________________ E-Mail:________________________________________________________________________ Room Desired: Conference Room __________ Council Chambers __________ Date and time of Use: ____________________________________________________________ (include prep and clean-up time) Purpose of the Meeting:__________________________________________________________ Subject Matter to be Discussed:___________________________________________________ _____________________________________________________________________________ Number of Participants Expected: _________________________________________________ Liability Statement: I hereby agree to compensate the City of Little Falls for any and all damage to the facilities, equipment or other property owned by the City pertaining to this application, to assume all liability and to hold the City harmless relating to any and all possible claims arising out of usage of the facility. Signed: __________________________________________________________
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