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Home My WebLink About2026-02-09 26-085 Order `�v-oF BqN�o CITY COUNCIL ACTION �� / � �, Council Meeting Date: 02/02/2026 1��1�� Item No: 26-085 �n'�.� �-�.. M Ao��_J�,,ti Responsible Dept: City Manager RATED�F�-�. Requested Action: Order Map/Lot: N/A Title, Order Authorizing an Update to Policy Governing Public Use of City Hall Summary This Order will authorize an update to the longstanding policy governing Public Use of City Hall. This policy was originally adopted by City Council in 1997 via Council Order 97-149. The recently completed renovations to City Hall prompted staff to update this policy, specifically to address the updated procedures for use of conference rooms on the first floor by third parties while ensuring City business is not interrupted. The policy also outlines priorities for use by third parties to not-for-profit organizations, other government agencies, and civic organizations. Additionally, this policy addresses use for the main lobby, as well as publications and posters. Committee Action Committee: Government Operations Committee Meeting Date: 02/02/2026 Action: Recommend for passage For: 5 Against: 0 Staff Comments &Approvals �� City Manager City Solicitor Finance Director Introduced for: Consent ��oF_eq,y�o CITY OF BANGOR ORDER �� , �' , , � %��/ �:�m Date: 02/02/2026 �z'.`,'i= -„a �' �/�/��kk� Item No: 26-085 ,00��,s'�°�y'� 9qtED,F�e' Assigned to Councilor: Mallar Authorizing an Update to Policy Governing Public Use of City Hall Be it Ordered by the City Council of the City of Bangor that, the City of Bangor's Public Use of City Hall Policy is hereby amended as indicated in the attached, revised Public Use of City Hall. 26-085 FEBRUARY 9,2026 �, • �� r C:�C"�"Y �"1E� '�� ,t�� ,�'..r��. ,� � ' �" �Notable additions are underlined. PUBLIC USE OF CITY HALL 1.0 PURPOSE 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 ineeting 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 followin li� st expresses the prioritv of uses, with the hi�hest prioritv use bein� stated first, in descendin� order of prioritv, with the lowest priority use stated last: 3.1.1 City Council or Council Committee meetings; 3.1.2 Meetings of City Boards or Commissions; 26-085 FEBRUARY 9,2026 �, • �� r C:�C"�"Y �"1E� '�� ,t�� ,�'..r��. ,� � ' �" �Notable additions are underlined. 3.1.3 Meetings of groups to which the City is a sponsor or member; 3.1.4 Meetings of City staff; 3.1.5 Uses requested by agencies or officials of County, State, or Federal Governments; 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 Citv Mana�er's Office (cit,y.m�n��,�(e�b�n�arm�in�.�av or 207-992-4204) and include date, start time, end time, and purpose of ineetin�. 3.2.2 If ineeting 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 durin� CitX Hall business hours and $50 per hour of use outside of business hours. 3.2.6 Use of the space requires prior a�proval bv the Citv and execution of an a�reement with proof of insurance sufficient to cover anv dama�es that result from the use of the space. Anv dama�e incurred during the period of use will be the sole responsibilitv of the user. 3.2.7 The Citv reserves the ri�ht to denv meeting space access on the basis of limited staff, schedulin� conflict, bud�et limitation, or anv other reason deemed in �ood faith to be reasonable and in the best interests of the Citv bX the Citv Mana�er or desi�nee. 26-085 FEBRUARY 9,2026 �, • �� r C:�C"�"Y �"1E� '�� ,t�� ,�'..r��. ,� � ' �" �Notable additions are underlined. 4.0 CITY HALL STEPS AND PORCH AREA 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 weddin�s with parties of no more than six (6)individuals shall be allowed when conducted bv the Citv 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 Citv does not permit anv outside publications or posters to be displaved at Citv Hall and reserves the ri�ht to remove any and all third-part�posters. 26-085 FEBRUARY 9,2026 �, • �� r C:�C"�"Y �"1E� '�� ,t�� ,�'..r��. ,� � ' �" �Notable additions are underlined. 8.0 RESPONSIBILITY FOR REVIEW The City Manager shall periodically review this policy and, when necessary, recommend changes or revisions to the City Council. This policv replaces former Public Use of Citv Hall Policv (CO 97-149� IN CITY COUNCIL FEBRUARY 9, 2026 CO 26-085 Motion made and seconded for Passage of Consent Agenda Vote: 8—0 Councilors Voting Yes: Carson, Deane, Faloon, Fish, Leonard, Mallar, Walker, Hawes Councilors Voting No: None Passed � �.� ,�..� � �� :,w�,�N � ��.� . � ��;�� ,, CITY CLERK