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HomeMy WebLinkAbout2026-02-09 26-085 OrderCITY COUNCIL ACTION Council Meeting Date: Item No: Responsible Dept: Requested Action: Summary Committee Action Meeting Date: For: Against: City Manager City Solicitor Finance Director Map/Lot: Introduced for: Order Committee: Action: Staff Comments & Approvals Date: Item No: Assigned to Councilor: 26-085 FEBRUARY 9. 2026 'Notable additions are underlined. PUBLIC USE OF CITY HALL The purpose of this policy is to outline the circumstances under which groups or organizations may use City Hall and its meeting facilities and to provide guidance to those members of City staff responsible for scheduling and coordinating the use of the building. Further, it is the intent of this policy to specifically limit the use of City Hall as a general public forum in order to ensure that the building remains easily accessible to citizens wishing to do business with the City and to give priority for use of meeting rooms to the City Council and its committees, appointed Boards and Commissions, and other groups and organizations which are directly sponsored by the City or to which the City is a member. 2.0 POLICY It is the general policy that City Hall shall be made available for use by not -for -profit organizations, other government agencies and officials, and civic organizations only when such use can be accommodated without interfering with citizens wishing to transact business at City Hall or with the needs of the City, its Boards and Commissions, and affiliated groups and organizations. In addition, such uses must meet the following general guidelines: 2.1 Any meetings held or information displayed by such organizations must be open and available to the general public or be intended, through the various media, to provide information to the general public. 2.2 Such meetings and information shall be non -partisan in nature. 2.3 Such meetings and information shall be educational in nature and shall avoid advocacy of a particular position in areas of public policy dispute or controversy. 2.4 Such meetings and information shall be non-commercial in nature. 2.5 Such meetings and information should be reasonably related to public interests of the City of Bangor and its residents. In addition to these general principles, more specific guidelines can be found below which relate to particular uses of various areas or facilities of City Hall. 3.0 CITY HALL CONFERENCE ROOMS 3.1 Priorities for Use: The followinglist st expresses the priority of uses, with the highest priority use being stated first, in descending order of priority, with the lowest priority use stated last: 3.1.1 City Councilor Council Committee meetings; 3.1.2 Meetings of City Boards or Commissions; 26-085 FEBRUARY 9. 2026 3.1.6 Not for Profit and Civic Organizations where the meeting is open to the general public or which are intended, through the various media, to provide information to the general public. 3.2 Procedure and Limitations 3.2.1 Meeting space for non -City uses will be scheduled on a space -available basis and may not be reserved more than thirty days in advance. 3.2.1.1 Requests must be directed to the City Manager's Office (city.mana erer(ea�,bangormaine.gov or 207-992-4204) and include date, start time, end time, and purpose of meeting. 3.2.2 If meeting occurs outside of normal business hours, entrance to City Hall will be by the side entrance facing Exchange Street only. Regular meetings of such groups may not be scheduled. The use of City meeting space is intended for unusual or one-time events. 3.2.3 The City Manager's Office shall maintain a schedule for the use by third parties. 3.2.4 The use of City Hall meeting space by for -profit entities is not authorized. 3.2.5 Meeting space shall be provided at a cost designed to recover direct City expenses associated with scheduling, preparing, and cleaning the room involved. The charges shall be initially set at $25 per hour of use during City Hall business hours and $50 Der hour of use outside of business hours. 3.2.6 Use of the space requires prior approval by the City and execution of an agreement with proof of insurance sufficient to cover any damages that result from the use of the space. Any damage incurred during the period of use will be the sole responsibility of the user. 3.2.7 The City reserves the right to deny meeting space access on the basis of limited staff, scheduling conflict, budget limitation, or any other reason deemed in good faith to be reasonable and in the best interests of the City by the City Manager or designee. 26-085 FEBRUARY 9. 2026 The use of City Hall Steps and Porch area for non -City sponsored public gatherings is generally discouraged due to restrictions such activities place on public access, safety, and liability concerns. Permission shall not be granted for using this area without authorization of City Council's Government Operations Committee. Permission shall be granted only after the group sponsoring such event has applied for and met the requirements for a City Event Permit, including the provision of liability insurance. 5.0 MAIN ENTRY LOBBY 5.1 Public Events/Gatherings The main entry lobby on the first floor shall not be used for non -City sponsored gatherings or events. Small weddings with parties of no more than six (6) individuals shall be allowed when conducted by the City Clerk's office. 5.2 Petition Signature Gathering Petition signature gathering is permitted only on Election Day when City Hall is utilized as a polling place. 5.3 Informational Booth or Displays Non -City sponsored informational booths or displays are not permitted. Static displays designed to educate the public may be permitted at the sole discretion of the appropriate Council Committee. 5.4 School Department/Parks and Recreation Department Displays The School Department, Parks and Recreation Department, and other City Departments are authorized to use the lobby for static displays specifically related to their programs and functions. 6.0 OTHER AREAS OF CITY HALL No other areas of City Hall are available for use for meetings or gatherings by outside individuals or organizations. The City of Bangor, in the performance of its public functions, may host or sponsor meetings at City Hall by outside individuals or organizations. 7.0 PUBLICATIONS AND POSTERS The City does not permit any outside publications or posters to be displayed at City Hall and reserves the right to remove any and all third -party posters. 26-085 FEBRUARY 9. 2026 The City Manager shall periodically review this policy and, when necessary, recommend changes or revisions to the City Council. This policy replaces former Public Use of City Hall Policy (CO 97-149).