HomeMy WebLinkAboutRESOLUTION - 78-84 - 11/13/1984 - POLICY & RULES/EGV MEETING ROOMS RESOLUTION NO. 78-84
A RESOLUTION 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 1: That the President and Board of Trustees do hereby
authorize the establishing of Policies and Rules 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 13th day of November , 1984.
APPROVED this 13th day of November , 1984
Charles J. Zettek
Village President
ATTEST:
Patricia S. Smith
Village Clerk
Policies and Rules Regarding the Use of
Elk Grove Village Meeting Rooms
by the Public
The Village of Elk Grove welcomes the use of its
meeting rooms . Such meeting places will be available to all
groups in the community, pursuant to this document. The
policies and rules set forth below govern the use of Elk
Grove Village meeting rooms .
Elk Grove Village meeting rooms are available
( 1 ) for public activities and functions ; and (2 ) for civic,
cultural and public information events of Elk Grove Village
groups. The rooms are not available for commercial,
religious, social, or politically partisan meetings. 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.
There are four ( 4 ) meeting rooms available for out-
side groups :
VILLAGE HALL:
-Staff Conference Room with a capacity of
fifteen (15 ) ;
-Multi-Purpose Room with a capacity of
thirty-five (35) .
FIRE DEPARTMENT:
-Meacham Fire Station with a capacity of
forty ( 40 )
-Greenleaf Fire Station with a capacity of
forty ( 40 ) .
The meeting rooms are available generally from 7 p.m.
to 10 :30 p.m, Monday through Friday. Audiences have access to
the entrances, public telephones and washrooms but are not
permitted in general or private office areas . The entrances
to the buildings will be locked at 11 p.m.
The use of the Village meeting rooms for Village-
sponsored programs shall have priority over all other requests.
When meeting rooms are available the requesting organizations
must complete an application requesting that the room be re-
served. Applications for room use should be made as much in
advance as possible, but no less. than two ( 2 ) weeks .
Reservations cannot be accepted for more than three (3 ) months
in advance. Application for use of the facilities does not
guarantee approval of their use. The Village reserves the right
to cancel any meeting room date previously assigned if the
room is needed for a Village activity.
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The agent signing the meeting room application will
be responsible, on behalf of his/her organization, to the
Village for the use of the meeting facilities. In the case
of cancellations by an organization, the agent will be
responsible for notifying the Village Manager' s Office
at least one week before the date scheduled.
Meetings which may interfere with the functions
of the Village and its patrons because of noise or other
factors will not be permitted.
Use of rooms involving drugs , contraband, weapons ,
and chemicals is not permitted. The name, address and
telephone number of Elk Grove Village may not be used as the
address of headquarters for any group using the Village
facilities for meeting purposes. Groups using the Village
meeting rooms shall not post signs on Village property.
No charge is made for use of the Village facili-
ties 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 Village will not provide porta service to
carry supplies to/from the meeting room nor custodial help.
Tables and chairs will be provided to the extent that they
are available. However, it will be the responsibility of
the requesting organization to arrange the tables and chairs
in a format which facilitates their meeting, and then return
the room to its previous arrangement.
The Village does not provide storage for property
or materials for organizations meeting or exhibiting in the
Village meeting rooms and assumes no responsibility for -
property before, during or after the exhibitor program.
Groups or organizations requiring equipment such as projectors ,
record players, equipment for food and beverages for their
programs must provide them at their own risk. Food service
activities are limited to coffee and dessert-type refresh-
ments. Groups using the Village meeting rooms are requested
to leave them clean and free of debris.
The Village Manager reserves the right to rescind
an organization' s privilege of future use of meeting rooms .
Date
APPLICATION FOR USE OF ELK GROVE VILLAGE MEETING ROOMS
NAME OF ORGANIZATION:
ADDRESS•
TELEPHONE NUMBER:
SPACE REQUESTED at Fire Station O Village Hall O
DATE TIME PROGRAM BEGINS ENDS
NATURE OF PROGRAM
ESTIMATED NUMBER OF PERSONS IN ATTENDANCE
NUMBER OF CHAIRS REQUIRED NUMBER OF TABLES
PERSON MAKING APPLICATION:
ADDRESS TELEPHONE
STREET CITY STATE ZIP
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 IN ATTENDANCE AT 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.
FUTHERMORE, I AND WE AGREE TO COMPENSATE THE VILLAGE FOR ANY
DAMAGE CAUSED TO THE BUILDING, MEETING ROOM, OR FACILITIES
BY OUR USE OF THE SPACE.
I/WE FURTHER COVENANT AND AGREE TO INDEMNIFY, DEFEND AT OUR
EXPENSE AND FOREVER HOLD HARMLESS THE VILLAGE OF ELK GROVE VILLAGE
AND/OR THE VILLAGE PRESIDENT AND 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, USE
OF THE PREMISES, OR INABILITY TO USE THE SPACE.
NAME OF ORGANIZATION SIGNATURE
DATE TITLE
FOR VILLAGE USE ONLY:
APPROVED BY DATE
8/17/84 PERSONNEL