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Home My WebLink AboutRESOLUTION - 13-88 - 2/9/1988 - VLG MEETING ROOMSRESOLUTION NO. 13-88 A RESOLUTION AMENDING RESOLUTION NO. 78-84 ADOPTING THE POLICIES AND RULES REGARDING THE USE OF ELK GROVE VILLAGE MEETING ROOMS BY THE PUBLIC 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: Section l: That the President and Board of Trustees do hereby authorize the establishment of Terms and Conditions regarding the use of Elk Grove Village meeting rooms by the public, 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 9th day of February , 1988. APPROVED THIS 9th day of February , 1988. Charles J. Zettek Village President ATTEST: Patricia S. Smith Village Clerk TERMS AND CONDITIONS REGARDING THE USE OF ELK GROVE VILLAGE HALL MEETING ROOMS The terms and conditions set forth below govern the use of the 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. Use of the 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 (Attention: Mary Welch) 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 Manager's Office at least one week before the date scheduled. 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. ...please continue The meeting rooms are available generally from 7 p.m. to 10:30 p.m. Monday through Friday. 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 439-3900, ext. 280.) 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 the right to rescind an organization's privilege of future use of meeting rooms if privileges are abused. Revised February 1988 APPLICATION FOR USE OF MEETING ROOMS Name of Organization Person representing organization Address: Phone Number: Nature of Program/Organization Dates and times requested Estimated number of persons in attendance Number of tables Number of chairs 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 Village meeting rooms, a copy of which I have received and read. The further covenants and agrees (name of organization) 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: r��*,r�*�r,rr*,t�*x,r�r,r�,��*��x�*��*t�*,r��rr,r �r��r��r ►,r��*x►�r�,r FOR VILLAGE USE ONLY Approved by: Date: