HomeMy WebLinkAboutRESOLUTION - 22-93 - 4/13/1993 - MEETING ROOM POLICY, ADOPTEDRESOLUTION NO. 22-93
A RESOLUTION ADOPTING THE VILLAGE OF ELK GROVE VILLAGE
MEETING ROOMS POLICY AND RESCINDING RESOLUTION NO. 13-88
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 President and Board of Trustees do hereby adopt
the document entitled:
TERMS AND COMDITIONS
REGARDING THE USE OF
ELK GROVE VILLAGE NEETING 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.
PASSED this 13th
APPROVED this 13th
ATTEST:
Patricia S. Smith
Village Clerk
day of April 1993.
day of April 1993.
Charles J. Zettek
Village President
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 room 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 of 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 OF THE MEETING ROOMS AT ANY TIME.
There are three meeting rooms available in the. Municipal Building
for outside groups. They are located on the lower level of the
new Village Hall. Each room (A, B, and C) has a capacity of
approximately 20 persons. The rooms are separated by moveable _
partitions.
We also have meeting rooms (each 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 734-8000, ext. 8015.)
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.
The Village Manager reserves
organization's privilege of
privileges are abused.
Revised March 1993
the right to rescind an
future use of meeting rooms if
APPLICATION FOR USE OF MEETING ROOMS
ELK GROVE VILLAGE
Name of Organization:
Person representing organization:
Address:
Phone Number:
Nature of Program/Organization:
Dates Requested (Maximum 3 mos. at a time):
Estimated number of persons in attendance:
(Each area holds 20 persons; tables and chairs may not be
moved to other areas without permission from Village personnel.)
Is handicapped accessible space required?
(Groups may only use area assigned to them. No changes may
be made without permission of Meeting Room Coordinator.)
I certify that I am an authorized representative of
and have the power to execute this application on behalf of the
above-named organization.
I further certify that on behalf of the above-named
organization, all persons attending the proposed meeting will
abide by the Rules and Regulations covering the use of the
Village meeting rooms, a copy of which I have received and read.
The further
(Name of Organization)
covenants and agrees to indemnify, defend at its expense, and
forever hold harmless the Village of Elk Grove Village and/or the
Trustees, officials, staff and employees of the Village from and
against any and all claims, demands or actions which may
hereafter at any time be made or instituted against any of them,
arising out of the occupancy and/or use of the premises.
By
(Name of Organization) Signature
Date Title
For Village Use Only
Approved by Date