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HomeMy WebLinkAbout1997-03-12 97-149 ORDERCOUNCIL ACTION Date: 3-12-97 Item No. 97-149 Item/Subject: ORDER: Adopting Policy Entitled "Public One of City Ran^ Responsible Department City Council Consentacy: At the request of the Municipal Operations COMubtee, a policy has been developed on public use of City Hall. The intent of the policy is to outline the c s Oscar which groups or organizations may use City Bell and its meeting facilities. Generally, groups will be authorized to use meeting space at City Nell on apace a ailable basis and for non -regularly scheduled meetings which az - partisan in nature and open to the general publico intended, through Various media, no provide information to the general Public. Use of City Hall steps and the porch ax" s generally discouraged (due to access and liability me) but may be authorized by the appropriate Council Committee after the requirements of an Event Permit have been met. For the mein lobby, public vents and gatheriogs are not permitted, petition signatures are permitted at times City Ball i sedae a polling plane, and static displays are not persisted. Stamiards are also set Out for the display of posters and on educatial materials, r This Policy should provide the necessary guidance to staff involved in scheduling City Ball. It generally co:dorwe with our past practices. Nanager's Consents: Associated Information: Order, Policy Budget Approval: Legal Approval: jrnv 0 rrrraon _Introduced For x_ Passage First Reading Page of Referral 9]-149 M gni bCauador Aube March 13, 1997 CITY OF BANGOR (TITLE.) (OYber...... .......... ndcptiny- policy .Batitlea ^Public. Use of City By tM City Council of City ofBdr . ORDERED, THAT the attached policy entitled "Public Use of city Hall" is hereby adopted. IN CITY COUNCIL March 12, 19977 GveN1yn Phillips, 75 S. Park Street, urged Council to reconsider sections' of this order. Motion fov passage doubted Vote: 5 yes, 2 no, 2 absent Councilors voting yes Aube, Blanchette, Sullivan, Tyler 6 Woodcock Councilors voting no: Baldacci 6 Lee Councilor absent Farnham d Soucy Order Passed TT EJK 9)-149 O RUER Title, Adopting Policy Entitled "Publ use of City Ea1P .....'.���.)/./{././.�.�.�./././1................. Assigned to ....... N/K..MSa.J... ... ... ...... Councilman DRAFT POLICY PUBLIC USE OF CITY HALL 1.0 PURPOSE Policy No. 9]-149 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 m insure that the building remains easily accessible to cifimns wishing N do business with the City and to give priority for we of meeting rooms to the City Council and its committees, appointed Boards and Commissions, and other groups aM organizations which are directly sponsored by the City or to which the City is amember. 2.0 POLICY It is the general policy that City Hall shall be made available for use by not-for-profit organ¢etions, other government agencies and officials, am civic o o°"'¢tions only when such use can be accommodated without interfering with citims 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, suchuses must meet the following general guidelines: 2.1 Aay meetings held or information displayed by such organizations mast be open and available to the general public o 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 sdvouncy of a particular position in areas ofpublic policy dispute or controversy. 2.4 Such meetings and information shall be rwncommercial 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. 97-149 3.0 CITY COUNCFF CHAMBERS/COUNCIL MEETING ROOMS/CONFERENCE ROOMS 3.1 Priorities for use. The priorities for the use ofthese rooms shall be as follows 3.1.1 City Council or Council Committee meetings 3.1.2 Meetings of CityBoards or Commissions 3.1.3 Meetings of grow 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 mal Civic Organizations where the meeting is open b the generel public or which are warned, through the various media, to provide information to the general public. 3.2 Procedure and Limitations 3.2.1 In order to wsme available space for City related meetings (3. 1.1 duoagh 3.1.4 above), meeting space far other was will be scheduled on a space available basis and may not be reserved more that thirty days in advance. 3.2.2 For the same reason, regular meetings of such groups may not he scheduled. The use ofCity meeting space isintended! for unusual orone- time events, and City Hall should not be used for regularly scheduled meetings. For those groups currently using City Hall on such a basis, no further regular meetings shall be scheduled beyond those for which a commitment has already been made. 3.2.3 The City Managers O%ce shall maintain a schedule for the use of the Council Chambers and Crowd Conference Room. The Department of Community and Economic Development shall mainmin a schedule for the use of the second floor conference room. ALL rwluests from outside groups to use meeting space in City Hall shall be addressed to and processed by the City Managers Office. 3.2.4 The use of City Hall meeting space by for profit entities is not authorized. 3.2.5 In general, meeting space shall be provided at a cost designed to recover direct City expenses associated with scheduling, preparing, and clearing the room involved and comparable to charges for rental of other City owned meeting space. The charges shall be initially ad a$25 per has of use. Where the date and/or time of the meeting requires additional 9]-149 expense (e.g., outside of normal business hours where personnel must be brought in or held over) any additional expenses incurred by the City shall be added at this charge. The City Manager is authorized to waive the base fee where such a charge would create ahardship for the group using the meeting room. 4.0 CITY HALL STEPS AND PORCH AREA The use of City Hall Steps and Porch area far non -City sponsored public gatherings is generally discouraged due t the restrictions such activities place on public access and safety and liability concerns. As a result permission shall not be granted for using this mea without the authorization of the appropriate City Council Committee. This permission shall be granted only after the group sponsoring such a onxt has applied for and met the relumunena for a City Event Permit, including the provision of liability inawance. Applications for a City Event Permit can be obtained from the City Clerks Office. 5.0 MAIN ENTRY LOBBY 5.1 Public EventaGatherings The Main Entry Lobby on the first floor shall not be used for non -City sponsored gatherings or events, again due to the restrictions which such activities place on public access. 5.2 Petition SignaUue Gathering Petition signature gathering is permitted, 9 a location or locations to be established by the City Clerk, only on elation days when City Hall is utilized as a polling Place. 5.3 Informational Booths 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 DepartmrnHParks and Recreation Depmmm at Displays The School Depanmrnt, Parks and Recreation Department, and other City Departments are authorized to use the lobby for static displays specifically related to their programs and functions. 97-149 &0 OTHER AREAS OF CITY HAZY Other areas of City Hall are net open for use for meetings or gatherings by outside individuals or organizations. 'Ire City ofHangor, in theperformance of its public functions, my host or sponsor meetings a[ City Hall by outside individuals or organizations. 7.0 PUBLICATIONS AND POSTERS The City has made provisions m various locations tfuough City Hall for displaying publications or Posting information. Display of such information m public areas shall be governed by the following guidelines, in addition m those outlined in Section 2 above. 7.1 Advertising by commercial, for profit groups or mganhuramns shall not be permitted. 7.2 Posters informing the public of upcoming events. Perforemoces, or activities are authori;red only for events supportd or sponamed, in part or in whole, by the City or by von -profit organizations. 7.3 Approval to place such publuamorns and posters shall be sought from the following City Personnel: 7.3.1 Display Rack atInfirmetion Desk in Lobby (publications of General hutercsf to Citizenry)-- City Clerk 7.3.2 Information Table at Code Enforcement (Building Code and Permit Requirements and Public Health and Safety Issues) -- Code Enforcement Officer 7.3.3 Lobby, Hallways, and Other Public Areas(Posters) --City Manager 7.3.4 Departmental Bulletin Boards-- Responsible Department Director 7.4 The City may remove my literature or posters that have become outdated, dm to space limitations, or when requrad to avoid visual clutter in public or office areas. Such removal is at the sole discretion of fire responsible staffperson and may be without notice fm the organization that has placed the materials concemed. 8.0 RIGHT OF WAYS ADJACENT TO ClTY HALL Use of the public right of ways adjacent to City Hall is separately governed by the Citys Parade Ordinance and may require apamde permit issued by due Chief of Police. See Laws and Ordinances of the City of Bangor, Chapter Vl, Article 11— Parades and Public Assemblies. 9.0 RELATED POLICIES 9.1 Solicitationad Sales. See PoticyQLOAdverising. Commercidadverisingis generally prohibited in City Hall except for bulletin boards where such advertising has been approved by the responsible Department Director or Division Hand. 9]-149 9.2 Combined Charitable Campaign See Policy GAO which governs the Combined Charitable Campaign. 9.3 Employee Use of City Owned Vehicles or Facilities for Personal Work or Business. See prohibition in Menagels Memo oflemony 4, 1990. 10.0 RESPONSIBILITYPORREVBiW The City Manager shell periodically review this policy and, whennecessary, recommend changes Or revisions m the City Council. Edward A. Barrett CityManager Council Reference: C.O. No.