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HomeMy WebLinkAboutRESOLUTION - 4-96 - 1/9/1996 - MEETING ROOM POLICY, ADOPTRESOLUTION NO. 4-96 A RESOLUTION ADOPTING THE VILLAGE OF ELK GROVE VILLAGE MEETING ROOMS POLICY AND RESCINDING RESOLUTION NO. 22-93 NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of Elk Grove Village, Counties of Cook and DuPage, State of Illinois as follows: Section 1: That the Village President and Board of Trustees do hereby adopt the document entitled: TERMS AND CONDITIONS REGARDING THE USE OF ELK GROVE VILLAGE MEETING ROOMS a copy of which is attached hereto and made a part hereof as if fully set forth. Section 2: That this Resolution shall be in full force and effect from and after its passage and approval according to law. VOTE: AYES: 6 NAYS: 0 ABSENT: 0 PASSED this 9th day of January , 1996. APPROVED this 9th day of January 1996. Dennis J. Gallitano Village President ATTEST: Patricia S. Smith Village Clerk TERMS AND CONDITIONS REGARDING THE USE OF ELK GROVE VILLAGE MEETING ROOMS The terms and conditions set forth below govern the use of all Village of Elk Grove meeting rooms. The Village of Elk Grove welcomes the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions. Such meeting places will be available on equal terms to all groups in the community. Elk Grove Village meeting rooms are available (1) for public activities and functions and (2) for civic, cultural and public information or events of Elk Grove Village groups. Commercial, social, or politically partisan meetings do not fall within these categories. Elk Grove groups are defined as organizations which are chartered in Elk Grove Village or whose membership is comprised primarily of Elk Grove Village residents. All meetings must be open to the public. The use of village meeting :rooms for Village -sponsored programs shall have priority over all other requests. Reservations are made when rooms are available. Applications for room use should be made to the Village Manager's Office as much in advance as possible, but no less than :four weeks. Reservations cannot be accepted for more than three months in advance. Application for use of the facilities does not guarantee approval of their use. The agent signing the application must be responsible to the Village for facilities. In case of cancellations by a group, the agent will be responsible for notifying the Village Manager's Office at least one week before the date scheduled. Organizations that indicate they have members who require handicapped accessible facilities will be scheduled a meeting room in the Municipal Complex. If necessary, organizations scheduled for a meeting roorn in the Municipal Complex will be relocated in order to accommodate organizations requiring handicapped accessible space. However, if a group has a meeting room scheduled two weeks prior to their meeting date, the Village will not change the location of the meeting room to accommodate an organization requiring handicapped accessible space. This policy does not prevent a previously scheduled group from voluntarily changing its meeting room location to accommodate organizations requiring handicapped accessible space. Meetings which would interfere with the functions of the Village and its patrons because of noise or other factors will not be permitted. Classes involving the use oi.` hazardous materials such as paints and chemicals are not permitted. Neither the name, address, nor telephone number of Elk Grove Village may be used as the address or headquarters for any group using the Village for meeting Purposes. Groups using the Village meeting rooms shall not post signs. No charge is made for use of the Village's facilities and no admission fee may be charged or donations collected for programs. The scheduling of a meeting for any group or organization in the Village Hall or any municipal building does not constitute, in any way, an endorsement by the Village of the organization or its activities. The meeting rooms are available Monday through Friday, generally from 7 p.m. to 10:30 p.m. Audiences have access to the entrance, public telephones and toilets, but are not allowed into general or private office areas. The entrance to the Village municipal building will be locked at .11 p.m. SMOKING IS NOT PERMITTED IN ANY AREA OR ROOM OF THE MUNICIPAL COMPLEX OR COMMUNITY CENTER AT ANY TIME. IN ADDITION, NO MEMBER OF AN OUTSIDE GROUP WILL BE PERMITTED TO SMOKE ON THE GROUNDS SURROUNDING THE MUNICIPAL COMPLEX OR COMMUNITY CENTER. FAILURE TO ABIDE BY THIS RULE WILL RESULT IN THE FORFEITURE OF ALL MEETING ROOM PRIVILEGES. There are four meeting rooms available in the Municipal Building, of which three are located on the lower level of the new Village Hail. Rooms A, B, and C have a capacity of approximately 20 persons each. These rooms are separated by moveable partitions. In addition the Community Center is available for outside groups. The Community Center is located at 903 Wellington and is adjoined with the Municipal Complex. The Community Center holds up to 125 persons. We also have meeting rooms reach with a capacity of 40 persons) at our Meacham Road Fire Station and at our Greenleaf Avenue Fire Station. (For availability of Fire Station meeting rooms, please call 734-8015 or TDD 364-2630). The Village cannot provide porter service to carry supplies to the meeting rooms, and custodial help is not available for other than normal maintenance of the rooms. The Village does not have personnel to assist with meetings or programs, to run projectors and to help arrange exhibits. The Village will not provide storage for property of organizations meeting or exhibiting in the Village meeting rooms and assumes no responsibility for property before or after the exhibit or program. Groups or organizations requiring equipment such as projectors, record players, equipment for food and beverages for their programs must provide them. Groups using the Village meeting rooms are required to leave them in the same condition as they find them. Food service for other than Village -sponsored activities will be limited to coffee and dessert -type refreshments. All food service and consumption of food and drink must take place in the lobby area outside of the meeting rooms. The Village Manager reserves organization's privilege of privileges are abused. Rev 11195 the right to rescind an future use of meeting rooms if