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2010-08-03 Library Commission Packet
ITEM 7: REPORTS a. Director b. City Council Liaison ITEM 12: ADJOURNMENT KENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS AUGUST 3, 2010 7:00 P.M. AGENDA ITEM 1: CALL TO ORDER It ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY July 6, 2010 ITEM 4: PERSONS SCHEDULED TO BE HEARD ITEM 5: OLD BUSINESS ITEM 6: NEW BUSINESS a. Discussion Glaser Method b. Discussion Policies for Use of Meeting, Study and Conference Rooms ITEM 8: NEXT MEETING ATTENDANCE NOTIFICATION a. September 7, 2010 ITEM 9: COMMISSION COMMENTS /QUESTIONS ITEM 10: PERSONS NOT SCHEDULED TO BE HEARD ITEM 11: INFORMATION a. Kenai City Council Action Agenda Items from July 7, 12, and 21, 2010. b. Library Commission Attendance Records 2008 2010 PLEASE CONTACT US IF YOU WILL NOT BE ABLE TO ATTEND THE MEETING: CAROL 283 -8231 OR,MARY JO 283 -4378 a. May4,2010 b. June 1, 2010 KENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS JULY 6, 2010 7:00 P.M. AGENDA ITEM 1: CALL TO ORDER ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY ITEM 4: PERSONS SCHEDULED TO BE HEARD ITEM 5: OLD BUSINESS a. Discussion Draft Library Code of Conduct ITEM 6: NEW BUSINESS a. Discussion Making Motions b. Discussion "Anythink Colorado Libraries" c. Discussion Fines and Fees ITEM 7: REPORTS a. Director b. City Council Liaison ITEM 8: COMMISSION COMMENTS /QUESTIONS ITEM 9: PERSONS NOT SCHEDULED TO BE HEARD ITEM 10: INFORMATION a. Kenai City Council Action Agenda Items from 2010. ITEM 11: ADJOURNMENT mtv3. A quorum was present. ITEM 2: MOTION: ITEM 3: 3 -a. May 4, 2010 3 -b. June 1, 2010 MOTION: ITEM 4: ITEM 5: 5 -a. AGENDA APPROVAL Commissioner comments included: KENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS JULY 6, 2010 7:00 P.M. VICE CHAIR KIMBERLY GLIDDEN, PRESIDING MEETING SUMMARY ITEM 1: CALL TO ORDER ROLL CALL Vice Chair Glidden called the meeting to order at approximately 7:00 p.m. Roll was confirmed as follows: Commissioners present: Commissioners absent: Staff /Council Liaison present: C. Brenckle, K. Glidden, J. Bookey, R. Peters, S. Harris E. Bryson Library Director M. Joiner, Council Member R. Marquis Commissioner Brenckle MOVED to approve the agenda as presented and Commissioner Peters SECONDED the motion. There were no objections. SO ORDERED. APPROVAL OF MEETING SUMMARY Commissioner Brenckle MOVED to approve the meeting summaries of May 4 and June 1, 2010 and Commissioner Peters SECONDED the motion. There were no objections. SO ORDERED. PERSONS SCHEDULED TO BE HEARD None OLD BUSINESS Discussion Draft Library Code of Conduct Library Director Joiner reviewed the draft code of conduct included in the packet. Bryson ABSENT Brenckle YES Glidden YES Bookey YES Peters YES Harris YES Bryson ABSENT Brenckle Glidden YES Booke YES Peters YES Harris YES Strike #4 under We expect our customers to:" Inquired about policy regarding accessing inappropriate material on the internet. Joiner noted the issue was covered under the internet policy. Suggested striking "bathing is prohibited." Suggested striking "carrying illegal weapons of any type." MOTION TO AMEND: Commissioner Brenckle MOVED to amend the Library Code of Conduct by striking Item Number 4, "Maintain acceptable bodily hygiene. If bodily odor is offensive enough to constitute a nuisance to other people, the customer shall be required to leave the building." Commissioner Peters SECONDED the motion. VOTE ON AMENDMENT: MOTION PASSED UNANIMOUSLY. MOTION: Commissioner Brenckle MOVED to approve the Library Code of Conduct as amended and Commissioner Harris SECONDED the motion. There were no additional comments. VOTE ON MOTION AS AMENDED: MOTION PASSED UNANIMOUSLY. ITEM 6: NEW BUSINESS 6 -a. Discussion Making Motions General discussion occurred. Commissioner Brenckle inquired about another training session for Commissioners. 6 -b. Discussion "Anythink Colorado Libraries" Joiner presented a slide show from her visit to the Rangeview Colorado Libraries, and noted physical layout of the collections, revamping of structure and organization using a system other than the Dewey Decimal System. 6 -c. Discussion Fines and Fees LIBRARY COMMISSION MEETING JULY 6, 2010 PAGE 2 Joiner reviewed the fines and fees and general discussion occurred. Commissioner comments included: Consider doing away with fines. Fines collected at the Library average $12,000 per year. $12,000 was not a huge percentage of the budget. Joiner noted the Commission did not opt to change, eliminate, or add to the current fee structure. ITEM 7: REPORTS 7 -a. Director Joiner noted the Friends of the Library Board had not met in June and would not meet in July; the book sale was a success; the Library had been awarded E -rate funds; and, Senator Begich would be at the Library on July 8, 2010 at 2:00 p.m. 7 -b. City Council Liaison Council Member Marquis reviewed the action agenda of the June 16, 2010 City Council meeting which was included in the packet. Marquis noted the operating budget had passed and reviewed events that took place at the July 4, 2010 parade. ITEM 8: COMMISSION COMMENTS /QUESTIONS Peters noted the parking lot looked good and he was pleased with the progress of the expansion. Bookey appreciated the information in the packet regarding meeting procedures and thanked the Director for the presentation on Colorado libraries. Harris noted she thought the fishing rod loaner program was "really cool." Glidden thanked the Commissioners for their patience with her chairing the meeting. Brenckle complimented Glidden on chairing the meeting. ITEM 9: PERSONS NOT SCHEDULED TO BE HEARD None ITEM 10: INFORMATION 10 -a. Kenai City Council Action Agenda Items from 2010. ITEM 11: ADJOURNMENT MOTION: LIBRARY COMMISSION MEETING JULY 6, 2010 PAGE 3 Commissioner Peters MOVED to adjourn and Commissioner Brenclde SECONDED the motion. There were no objections. SO ORDERED. There being no further business before the Commission, the meeting was adjourned at approximately 8:30 p.m. Meeting summary prepared and submitted by: Lorene Hall, CMC, Deputy City Clerk LIBRARY COMMISSION MEETING JULY 6, 2010 PAGE 4 SPACE USE POLICY HOMER PUBLIC LIBRARY Space Use Policy The Homer Public Library is a public institution whose facilities are available to all. The library welcomes the use of its space for community and cultural activities and the discussion of public affairs, to the extent that such activities do not interfere with library use by other patrons. During library hours: All events held within the library during library hours must be of a non commercial nature, free of charge, and open to the general public. Use of study rooms and the conference room may be scheduled in advance with library staff. Use of other spaces for group activities during library hours must be approved by the library director. After library hours: Events and meetings open to the public may be held within the library during the library's closed hours on a limited basis. Events may be sponsored by the library or the Friends of the Homer Library when library staff or supervisors approved by the library director are present. The conference room may be scheduled with library staff, but is dependent upon having an individual in charge who is responsible for security; that individual must be approved by the library director. Private use: The Homer Public Library does not have meeting spaces available for private use during the hours it is open to the public. Private meetings or events may be held at the library during closed hours by reservation and for a fee; the reservation form shall specify the conditions of use. A library employee or other person authorized for supervision must be present at all times. Fees for private use (costs include building supervision): Conference room $35 /hr. Lounge $40 /hr. Children's room $40 /hr. Outdoor areas: Organized activities on library grounds must be approved by the library director and be of a non- commercial nature. bb. In all cases of after hours, private, or outdoor use, users are responsible for complying with all library rules, for clean -up, and for any damage to the facility, its grounds, or contents. The Homer Public Library facilities and grounds may not be used for activities deemed inappropriate by the Library Director. GENERAL GUIDELINES: The primary use of the meeting room facility is that of a public library. Library use takes precedence. The meeting rooms are intended to further the library's mission through enriching lives and encouraging self- education. Public meeting room use does not constitute library endorsement of the beliefs or ideas expressed by organizations or individuals using the space. When library activities are not occupying the room, other groups may use the meeting room for lawful, non commercial purposes. The meeting room is available for official meetings or programs of Local government agencies and departments. All meetings and programs will be open to the public. Meetings will not be publicized in a manner which suggests library sponsorship or affiliation. No fee will be charged for attendance at any meeting or program. Included are the collection of dues and registration fees. Groups wishing to collect donations to defray the cost of programs or guest speakers must do so away from the library. Direct or indirect sale of any product or services is prohibited. The only exceptions are sales sponsored by the library or the Friends of the Horner Public Library. Smoking, drugs, and alcoholic beverages are not allowed in the library. The library reserves the right, with 24 hours notice, to cancel permission to use a meeting room. The library does not assume liability for injury or damage to personal property which occurs as a result of the actions of the sponsors or participants in meetings scheduled at the library. Meetings that interfere with normal library functions will not be permitted. RESERVATIONS: The meeting room space is intended for specific events rather than for regularly scheduled, on -going meetings. Scheduling will be limited when necessary to ensure equitable access to the facilities for the entire community. Meetings in close sequence are discouraged. Groups who wish to rebook the meeting room for an additional meeting may do so on the date of their final meeting if no one else has reserved the room. Users must complete an application form furnished by the library. The form must be signed by the person who will be in charge of the planned activity and responsible for any damages. The signature of that person indicates that these regulations have been read and will be observed. The purpose, date, and time of the meeting and any equipment requirements must be stated explicitly on the application. The meeting room will be booked only to adults. Groups composed of persons under the age of 18 must be sponsored and supervised by the adult responsible for that group. A reservation is not confirmed until the form has been signed by the library director or the librarian in charge. Meeting room doors will be unlocked for the person designated as responsible on the application form. This person will take responsibility for maintaining order and will notify a library staff member when the meeting ends. The library will not act as a message center for persons attending meetings. If a scheduled meeting is to be cancelled, the applicant is obligated to inform the library. USER RESPONSIBILITIES: Reasonable care of the building and its furnishings will be the responsibility of the group using the facility. The cost of any damages will be the responsibility of the user group. Arrangements must be made at the time of' application to enter the meeting room earlier to set up equipment, furnishings, or refreshments. Furniture and equipment may be rearranged to meet group needs. At the conclusion of the meeting, the room must be returned to the original arrangement. In order to avoid damage, only materials approved by library staff may be affixed to walls or other surfaces. Abuse of meeting room privileges may be grounds for denial of permission for further use. REFRESHMENTS: A small refreshment preparation area with sink is available. There are neither cooking facilities nor methods for keeping food heated. Light refreshments may be served. Users are responsible for cleanup and for any damages incurred. AUDIO VISUAL EQUIPMENT: The room has a projector screen and a Dell projector for room use only. The projector is not available for checkout. The library also has a laptop /computer workstation available for the meeting room. The library has two carousel slide projectors and extra carousels, one overhead projector, and one 16 mm movie projector for checkout. Groups wishing to use this equipment during a meeting are advised to reserve this equipment as far in advance as possible to make sure it will be available. This equipment is available on a first come, first served basis. The library has a VHS and DVD player for use only in the conference room. a Use of videos and films in the library meeting room shall not violate copyright law. Videos and films may be used for public programs and in scheduled private conferences but must have public performance rights. Showing of personally made or home videos and films are not appropriate due to the public setting. AFTER HOURS and PRIVATE USE: The meeting room is available to the public before and after library operation hours on a limited basis. a Reservation of the meeting room after hours is dependent upon having an individual in charge who is responsible for security; that individual must be approved by the library director. The meeting room is not available for private use during the hours the library is open to the public. Private meetings or events may be held at the library during closed hours by reservation and for a fee. a A library employee or other person authorized for supervision must be present at all times. a Fees for private use (costs include building supervision): Conference room $35 /hour a Reading Lounge $40 /hour a Children's Room $40 /hour a In all cases of after -hours and private use, users are responsible for complying with all library rules, for clean -up, and for any damage to the facility, its grounds, or contents. a The Homer Public Library facilities and grounds may not be used for activities deemed inappropriate by the library director. Clean Up At the conclusion of your meeting, put litter in the trash container and report any problems that may remain. We ask your cooperation at the conclusion of your meeting in the following ways: Leave the meeting room as clean and as orderly as possible. Place all trash in receptacles provided by the Library. Report any spills immediately to the circulation desk staff. Remove all personal effects, equipment and decorations. Library staff will remove any equipment provided. Special cleaning requirements or damage caused during use of a room or event space will be charged to the user. Homer Public Library 2007 Homer Public Library 500 Hazel Ave. 1 Homer, AK 99603 (907) 235-3180 (907) 235-3180 Library Policies Central Library Meeting Room Policy see also meeting room policy for the Branch Libraries Small Conference Room Guidelines I Meeting Room Application Approved by the Library Board 12/01/08 PURPOSE MADISON LIBRARY In keeping with the Library's mission to offer a welcoming place for community interactions, Central Library meeting rooms are available for use by community groups for informational, educational or cultural meetings and programs when not needed for library purposes. Use of the library meeting rooms does not imply endorsement by the library staff or Trustees of the viewpoints presented. POLICY The Library Board encourages the widest possible use of library meeting rooms by government agencies and nonprofit community groups as long as this use does not interfere with the normal functions of the library. All meetings shall be open to the public. Rooms may be used for educational, cultural, informational or governmental /civic activities and may include public lectures, panel discussions, workshops and other similar functions. Room bookings are subject to cancellation with two weeks notice if the room is needed for library programming. Programs involving the sale, advertising, promotion of commercial products or services, or programs sponsored by a business firm, regardless of purpose, are prohibited except for those covered by the library policy which allows performers at Madison Public Library programs with pre approval to sell sound recordings, videos and books related to their performance. No admission fee, registration fee, donation or monetary solicitation may be sought from meeting attendees unless the Library co- sponsors the program. Rooms will not be used for personal or family purposes. Groups may reserve space for up to six meetings in a six month period. No single group may have more than six meetings in a six month period unless the Library is a co- sponsor, or unless the group has made a contract for space or meeting rooms (12 month maximum). If a group has held 12 meetings in a 12 month period and is registering for meetings in a new year, said group may reserve for 12 meetings in a new 12 month period. A group that is making a contract for space or meeting rooms may also reserve space for a period of up to 12 months. Users agree to abide by all regulations of the library relating to the use of the facilities and accept responsibility for all damages caused to the building and /or equipment beyond normal wear. CHARGES There is no charge for use of meeting rooms by City /County governmental agencies, by nonprofit community groups or by groups presenting programs in which the Library is a sponsor or cooperating agency. All State, Federal and other governmental agencies are charged as follows: Meeting Room Charges Room Seating Up to 4 More than 4 Capacity Hours Hours Madison Room (Room 201) 20 $20.00 $35.00 Front Lecture Room (Rm. 84 $20.00 $35.00 202) Rear Lecture Room (Rm. 48 $20.00 $35.00 204) Meeting Room Charges Room Seating Up to 4 More than 4 Capacity Hours Hours Rms. 202 204 combined 144 $35.00 $45.00 If any group wishes to have a special room setup other than the choices offered on the attached chart there will be a fee of $20.00. CONTRACTS If a government agency or other organization wishes to make a written agreement for the use of meeting space for a period of up to one (1) year, the Library Director is authorized to sign such an agreement, if: the room use is consistent with this Policy the written agreement incorporates the rules and regulations of this Policy, and the agreement has been reviewed and approved by the City of Madison City Attorney. GENERAL RULES AND REGULATIONS REGARDING MEETING ROOM USE Applications /Reservation s Groups interested in using the Library meeting rooms must first fill out an application form provided by the Library. This application must be on file with the Administration Office at least one (1) week prior to the first scheduled meeting date. An authorized adult representative of the group must request use of the meeting room and fill out the application form. By signing the form the applicant agrees that the Central Library Meeting Room Policy ('Policy applies to the requested use of space and has been read and understood. Failure to abide by this Policy may disqualify the group from future use of the rooms. The group accepts financial responsibility for any and all damage caused to the building or equipment beyond normal wear. The group contact person will be responsible for any charges incurred by the group. Meeting rooms are scheduled on a first come, first served basis. Reservations may be made no more than six months in advance, except for groups reserving 12 meetings in a 12 -month period as described above, or groups making a contract for meeting room space. The Library reserves the right to cancel a scheduled meeting with 2 weeks notice if the room is needed for library programming. The Library will make every effort to avoid a cancellation but does reserve that right. Room reservations may be called in but are not confirmed until the application form has been completed, signed and processed. Library staff should be notified in advance of cancellations. If the meeting is canceled with less than 24 hours notice the group may be disqualified from future use of the rooms. Meetings at the Central Library will be posted on the daily schedule board in accordance with the information submitted at the time of the reservation. CONDITIONS OF USE Schedule Meetings must be held during regular library hours. Meetings must end on time so the room can be cleared or prepared for other meetings. All meetings must end 15 minutes before closing. Open Meetings Meetings must be free and open to the general public at all times. ADA Requirements Groups are responsible for ADA (Americans with Disabilities Act) requirements and for providing requested accommodations for meetings or programs. A statement regarding the availability of accommodations must be included in all publicity or notices. Sample statement for publicity: If you need an interpreter, materials in alternative formats or other accommodations to access this meeting or program, please contact (name of person /organization) one week in advance of program or meeting. Food or Drink Groups who use the library rooms may serve light refreshments (note: alcoholic beverages are prohibited) when their plan to do so has been pre- approved by the library. The group is responsible for leaving the room in the condition in which it was found. Charges will be assessed for damages or required extra cleanup. Equipment and Media Signs Subject to availability, the following audiovisual equipment may be used in the Central Library meeting rooms: VCR and monitor, overhead projector, slide projector, opaque projector, projection screen, phonic ear for people with hearing disabilities, and 16 mm projector. There is no charge for the use of the equipment. Equipment should be reserved at least one week in advance of the meeting. It is recommended that the equipment be reserved at the time the room is reserved. The library cannot provide operators for the equipment. If instruction is required for equipment operation, it is suggested that a representative of the group set up an appointment with staff located in the Fiction area in advance. Internet/PC Use At this time the Library is not prepared to support Internet or other remote access in its meeting rooms. The Library also does not support Powerpoint presentations. Signs, working papers or posters may not be attached to the walls of the meeting rooms. Notice of public meetings at the Central Library will be posted on the day of the meeting on our Daily Schedule Board. Any additional signs or posters placed anywhere in the building must be approved by Library Administration or the Librarian -in- charge. DATE: 4/9/91 REVISED 12/97 JUNEAU PUBLIC LIBRARY PUBLIC SERVICE (3.10) Meeting Rooms The library, as an educational, cultural, and recreational center, offers the use of its meeting rooms for public meetings and programs of a non commercial nature. Groups using library meeting rooms must meet the requirements of meeting room Rules and Regulations below. The meeting rooms are available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission to use the rooms will be denied any group whose purpose is illegal, solely personal, of a commercial nature, or for which satisfactory adult sponsorship is not provided. Wedding receptions, anniversary parties, and other similar celebrations are considered solely personal and will be denied use. The library encourages the widest possible use of its meeting rooms by the community within the framework of this policy, as long as meeting room use does not interfere with normal library functions. Abuse of meeting room privileges may be grounds for denial of permission for future use. LOCATION AND DESCRIPTION Juneau Public Libraries have four meeting rooms available to the public, two in the Juneau main library, one in the Valley branch and one in the Douglas branch. JUNEAU The main meeting room is a 500 sq. ft facility with chairs and tables. A marker board is permanently affixed in the room. A counter top and sink are available for serving of light refreshments. A VHS player and large screen monitor may be available for group use in this meeting room if requested at the time of hooking. A small 8- person conference room is also available at the Juneau downtown library. It has one large table with chairs and a marker board permanently affixed to the wall. VALLEY The meeting room is a 700 square foot facility with tables and stackable chairs. A marker board and a wall screen for films are permanently affixed in the room. There is also a moving dry marker board. No kitchen facilities are available but light refreshments may be served. A VCR and large screen monitor may be available for group use in this meeting room if requested at time of booking. DOUGLAS The meeting room is a 900 square foot facility which may be partitioned into 2 areas using the folding room divider. Chairs and tables are provided. Two marker boards are permanently affixed in the room. A small kitchenette unit is available. A VCR and large- screen monitor may be available for group use in this meeting room if requested at the time of booking. 27 (3.10) Meeting Rooms Page 2 of 5 RULES AND REGULATIONS 1. Meeting rooms are available for public use during scheduled library hours. Juneau Public Library is open: 11 -9 Monday through Thursday 12 -5 Saturday and Sunday Valley Public Library is open: 10 -9 Monday through Thursday 10 -9 Friday 10 -6 Saturday 12 -5 Sunday Douglas Public Library is open: 3 -9 Monday through Wednesday 11 -5 Thursday 1 -5 Saturday and Sunday 2. Reservations may be arranged by calling the appropriate library during scheduled hours. 3. In order to give all community groups an equal opportunity to use these facilities, a meeting room may only be booked for three consecutive days on a daily basis, six consecutive weeks on a weekly basis, or two consecutive months on a monthly basis. The exception is made for one -time special events requiring public advertising which may be booked up to 3 months in advance. In Douglas only, the meeting room may be booked for a time before 5 pm on a monthly or every other -week basis for nine consecutive months. Groups who wish to rebook the meeting room for additional consecutive meetings may do so on the date of their final meeting if no one else has reserved the room. Groups meeting to conduct official city business are exempt from this rule. 4. All groups must leave the building promptly at closing time. If a group does not comply, causing library staff to work overtime, a charge of $30 will be levied for each 15 minutes beyond closing. Groups meeting to conduct official city business may make special arrangements in advance for meetings expected to last past closing, and person taking responsibility for building security after hours must check with library staff on duty. 28 (3.10) Meeting Rooms Page 3 of 5 5, Priority order for meeting room use will be: a) Library sponsored programs. In Douglas only, Douglas Volunteer Fire deparhnent training sessions, meetings. b) Library Co- Sponsored Programs may or may not involve library staff directly but do meet criteria for library programs. c) Local Government Meetings/Programs /Hearings official meetings or programs of local government agencies, departments, etc. d) Public Programs /Meetings any other program /meeting which is free of charge and open to the public including any meeting of a for -profit group that is not for the purpose of sales, meeting with clients, or of other directly commercial activities. e) Private conferencing scheduled use for such purposes as literacy tutors affiliated with an adult education agency, Pregnancy Support and 12 -step conferencing, proctored exams. f) Other private study drop -in only, individuals or small groups. 6. Cancellation of a reservation for a community group may be necessary if the space is needed for a library program, a City government sponsored meeting, or (in Douglas only) a Fire Department meeting. Every effort will be made to give adequate advance notice; minimum notice will be 24 hours. 7. To facilitate re- booking, all groups are obligated to give the library as much notice as possible when canceling a meeting. 8. Reservations must be made in the name of a responsible person. A scheduled public program /meeting for a group composed of persons under the age of 18 must be sponsored and supervised by an adult. 9. No fee may be charged for attendance at any meeting. Included are the collection of dues, contributions, and registration fees. Groups wishing to collect donations to defray the cost of programs or guest speakers must do so away from the library premises. No products, services, or memberships may be advertised, solicited, or sold. The only exceptions to this rule are for charges or sales which directly benefit the public library and are approved in advance by the Library Director. 10. Smoking is not allowed in the library or the meeting room. 11. No materials may be affixed to walls or other surfaces. 12. Groups serving refreshments are expected to provide their own utensils, dishes, coffee pot, and so forth. No alcoholic beverages are allowed. Rooms must be left clean and in good order. An appropriate cleaning fee (830 minimum) will be levied for noncompliance and future bookings for that group may be denied. 13. Reasonable care of the room and its furnishings will be the responsibility of the group using the facility. The cost of any damages will be the responsibility of the user group. 29 (3.10) Meeting Rooms Page 4 of 5 14. Attendance must not exceed fire code regulations. Keeping within the room's occupancy limit will be the responsibility of the user group. Occupancy limit for the Juneau main meeting room is 30, for the Juneau conference room is 8, for the Valley meeting room is 49, and for the Douglas meeting room is 49. At the end of each meeting, a count of the number of persons in attendance is to be given to the staff person on duty at the library. 15. Meeting rooms are available only for purposes that will not interfere with other library services. Activity and noise levels shall not disturb other users of the facility. The group leader is responsible for keeping activity and noise within reasonable levels acceptable to library staff on duty. 16. Use of videos and films in library meeting room shall not violate copyright law. Videos and films may be used for public programs and in scheduled private conferences as defined in section 5e.) above but must have public performance rights. Staff will assume video is "home use only" unless it is specifically marked "for public performance." Showing of personally made or home videos and films is not appropriate due to the public setting. Drop -in Individuals and private study groups may not view videos in library meeting rooms. 17. Children under six years of age shall not be left in the juvenile area while accompanying adult attends a meeting. 18. When using posters, flyers, press releases and other publicity, please avoid giving the impression that the program is sponsored, co-sponsored or approved by the library, unless written permission to do so has been given. 19. Failure to notify the library of a meeting cancellation or abuse of meeting room privileges may result in the denial of permission to that group in the future. 70. Meeting rooms at Juneau may be used on a drop -in basis by private study groups and individuals. In the interest of maintaining a quiet study atmosphere within the library, group use shall have priority over individual use. Drop -in use will be governed by the following guidelines: a) Must sign up at the reference desk; groups may sign up for the next available two -hour slot in the same day. b) Must be registered library patron to sign up for room use. c) An individual using the room may be asked by staff to vacate if staff needs to move a study group in. d) Once signed in, a drop -in group or individual will not be asked to give up the room for a last- minute telephone booking request by an organization. e) Limit is normally two hours. f) More than three requests in a single week by the same group or individual must be approved by Library Administration. No video viewing is permitted. g) 30 (3.1 0) Meeting Rooms Page 5 of 5 Rule 3 Exemption List of CBJ Boards and Committees *ASSEMBLY Aging, Commission on Bidding Review Board Building Code Advisory Committee Douglas service Area Advisory Board Eaglecrest Ski Area Board of Directors Economic Development Council, Juneau Employee Relations Board, Juneau Energy Advisory Board Gubernatorial Inaugural Commit Harbor Board Historic District Advisory Committee, Juneau Hospital Board of Directors, Bartlett Memorial Parks and Recreation Committee Personnel Board Planning Commission Sales Tax Board of Appeals Senior Citizens Advisory Committee, Mountain View International Relations Committee Social Services Advisory Board Women's Council, Juneau *PLANNING COMMISSION Design Review Board *MANAGER Centennial Hall Advisory Committee Fire Services Training Council Definitions: Policy: Anchorage Public Library Loussac Facility Use Policy "APL" when not referring to Anchorage Public Library physical facilities and /or grounds means the Library Director or designee. "Users", "Group," "Organization(s)," means the organization or individual using library facilities and /or grounds. It is the policy of the Municipality of Anchorage to make rental facilities available on a nondiscriminatory basis while maximizing revenue opportunities to offset expenses. The primary use of APL facilities is that of a public library. When designated areas within the Z.J. Loussac Public Library are not in use for a library function, these areas may be made available for rental on a first come, first served basis. These are referred to herein as meeting areas. APL follows the American Library Association's (ALA) guidelines http:// www. ala. orq/ ala/ oif/ statementspols/ otherpolicies/ quidelinesdeveloomentimplementation .cfm) regarding access to library facilities. APL meeting areas are made available, on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission to use APL facilities and /or grounds, whether rented or provided at no charge does not constitute an endorsement or sponsorship of any group, individual, organization or event. The Grounds Use Policy covers areas outside the building available for public use and are available only during library open hours. Areas set aside for the conduct of library business are not available for use by the general public at any time. Meeting areas covered by this policy include the Wilda Marston Theatre, Public Conference Room, Mayor's Conference Room, Ann Stevens Room /Galleria and Assembly Chamber. The Ann Stevens Room /Galleria is available for use only when the library is closed unless approved by APL. A signed copy of the Facility Use Agreement must accompany all payments whether made in person or by mail. General Terms and Conditions of Use and Operations: 1) A confirmed Facility Use Agreement is required to reserve any meeting area. A signature and payment is required to confirm. By signature, user agrees to comply with Anchorage Public Library Facility Use Policy and procedures. Set up, take down, and rehearsal time must be included in a reservation. 2) A minimum reservation of two hours is required for any area. Set up, take down, and rehearsal time must be included in a reservation. Reservations are limited to those dates, times, rooms, and areas listed in the Facility Use Agreement. 3) Status order of a reservation is determined by date of receipt by APL of the signed Facility Use Agreement and payment of fees, not the date of initial inquiry.,. Applications for use during any calendar year (January 1 December 31) are processed as received during that year. Applications for the following year are accepted beginning October 1, and are processed in the order received. Facility Use Agreements for the following year submitted prior to October 1, will not be accepted. Groups /Users who utilize APL space on a regular basis are required to submit a new application each year. A reservation not confirmed within one week of the event may be canceled. 4) Fees: Fees are due within thirty (30) days of confirmation for advance booking with a signed Facility Use Agreement or immediately if reserved less than thirty (30) days. Users will be billed, in half -hour increments, for pre- or post event use not previously negotiated in the Facility Use Agreement and for unpaid, un- canceled reservations. All measures necessary to insure safe and lawful conduct of activities, including but not limited to, crowd control measures and fire prevention shall be undertaken and financed by the user. Two security officers are required for any use of the Ann Stevens /Galleria area. Security service must be provided through the library security contractor at user's expense. APL may, at its discretion, require additional security for certain events. User is responsible for contacting Loussac security at 343 -2851 to arrange for extra security when required. Specialized technical assistance for teleconferencing, lighting etc., where required, is at user's expense. 5) Any cancellation or change to a confirmed reservation must be in writing (addressed to: Anchorage Public Library Attn: Facility Use Coordinator, 3600 Denali St., Anchorage, AK 99503), by email (sent to: APLRooms ©ci.anchorage.ak.us) or faxed (907- 343 2930). Specify the room(s), date(s) and time(s) of use to be canceled and /or changed. Cancellation /change notification must be received a minimum of 30 days prior to the scheduled event to be eligible for a refund of fees. No refunds can be made for events booked and canceled and /or changed within 30 days of the scheduled event. Failure to notify APL of a cancellation; non- payment of fees for a confirmed reservation; abuse of meeting room privileges; or noncompliance with Facility Use Policy may result in immediate cancellation of use, denial of future use and forfeiture of fees. Groups booking the Assembly Chamber or Mayor's Conference Room may have their reservation canceled if the needs of the Assembly or Mayor's office require utilization of the facilities. APL may cancel a reservation because an area is needed for the purpose of conducting Library or other Municipal business. A refund will be issued in these cases. 6) Conditional use: The user shall defend and hold harmless from, and indemnify the MOA for liability and claims arising out of acts or omissions of the library, employees, participants, agent or contractors. A certificate of insurance may be required. 7) Additions to or alterations of APL equipment, electrical or mechanical systems are prohibited. All decorations, scenery, etc. shall be erected without defacing the facility in any way, are subject to the approval of the library and shall be installed and removed from the facility within the time reserved. No items /materials may be affixed to walls, doors, flooring, furniture, etc. that will leave a residue, stain, scratch or otherwise mar these surfaces. Tape of any type may not be used on any walls, furniture, fixture, window, stage, or any other article in or around any part of the building. The following are not allowed in any APL facility: smoking, candles, open flame, flammable, combustible, or smoldering decorations, smoke or fog generating equipment or apparatus. Public Address systems may be used to play recorded music in designated rented areas as long as it does not interfere with library operations. Stand -alone sound systems may not be tied into any facility sound system. Use of any item requiring 220 volt current, including items utilized by catering firms, requires submittal of a written request, within 30 days of the proposed use, outlining the type of equipment and location desired for use before consideration will be given to such requests. Other than the back stage lighting panel, use of the theatre lighting system including the "catwalk" lighting, requires use of a lighting technician, approved by the Facility Manager, within 30 days of the event. Lighting technicians are required to return the theatre lighting system to its original configuration within the time the user has reserved. "High Arc" follow spotlights may not be added to the existing lighting system in the Wilda Marston Theatre. 8) interruption or Termination of the event. APL reserves the right to interrupt, terminate or cancel an event when, in the sole judgment of APL, such act is necessary in the interests of public safety and /or user is in violation of this policy. User waives any claim for damages or compensation should the event be interrupted, terminated or canceled. 9) Users are financially liable for any damage to the facility or library equipment caused by or as a result of their use and are required to report such damage as soon as possible after the incident and shall take only such action as is reasonably necessary to stop or contain damage. APL will repair, clean or take such other reasonable action as is necessary to clean and /or repair such damage. Payment for any damage(s) is the responsibility of the user and shall be made to APL within thirty (30) days of receipt of any billing. 10) Laws and Ordinances: Use shall be in accordance with all applicable Federal, State and Municipal ordinances, statutes, rules and regulations. 11) Users must check in and out with the security office on Level 2 of the Z.J. Loussac Public Library. Government- issued photo identification is required to access any rented area and /or equipment. The identification will be retrieved when equipment has been returned, user has restored the area to original configuration, and the area has been checked out by security. 12) Users are required to post meetinq /event information on the tack board outside their meeting area to enable the general public to locate their events. No flyers, banners or other type of advertisement may be posted in the windows or outside the building advertising events within the library. Simple signs including group name and directions to room used may be placed for the sole purpose of directing users to the room. Use of any type of tape is explicitly forbidden for any purpose. 13) Users agree to observe posted room capacities and to insure that their use shall not adversely affect the needs of APL and shall be conducted so as not to disturb others using the library. 14) Users are responsible for their own supplies, specialized equipment, set up and clean up. Tables, chairs and equipment must be returned to the original configuration, arrangement and /or storage location within the time reserved. Movement of furniture in the Ann Stevens Room at Z.J. Loussac Library is strictly prohibited. A mounted, LCD projection system is available in the Wilda Marston Theater only. Easels may be available. There is no LCD projection system available in the Ann Stevens Room, Mayor's Conference Room, Public Conference Room or Assembly Chambers. 15) No items may be stored for any user /group in any APL facility. All supplies and equipment used in an event must be removed from the facility at the completion of each reservation period. All APL equipment made available for use must be checked out and checked in through the security office on level two. APL is not responsible for items left in, lost, or stolen from APL facilities and /or grounds. 16) Food and drink are allowed only in designated areas. Those areas are: Z.J. Loussac Public Library Level 1 Lobby, Public Conference Room, Ann Stevens Room (when use is for authorized rental or program activities) and Galleria. The sale of food or drink in APL facilities and on library grounds by rental groups is prohibited. Food or drink in any other area unless authorized by the Library Director is forbidden. Any violation of this policy is grounds for expulsion from the facility. Kitchen facilities are available in the Ann Stevens Room and Public Conference Room. Use of kitchen areas requires full rental of those rooms. Use of kitchen areas is not included in the rental of the Wilda Marston Theatre or Assembly Chamber. 17) Serving alcoholic beverages in meeting areas, is subject to obtaining or possession of an Alcohol Beverage Control Board permit, Municipal Manager's Permit and any other permit or temporary license which may be required by law. Copies of all permits must be submitted to the rental office a minimum of five working days prior to the scheduled event. Copies of permits must be posted in the area where alcoholic beverages are to be served. No alcohol may be served in meeting rooms /areas during hours of library operation. 18) Advertisinq /Promotion of events, meeting programs etc., for which space within APL facilities has been reserved, must clearly state the sponsor of the event and a local contact telephone number. Promotional materials, press releases etc., must be worded so that it is clear to the general public the event is held at, not sponsored by APL. Non compliance with this policy may lead to immediate cancellation of the event and forfeit of rental fees paid. 19) Holiday Use of any library rental room will require the user to hire one security guard at their expense. Security service must be provided through the library security contractor. Due to the nature of APL operations, holiday closures may extend before and after the actual date on which the holiday occurs. Employee Use: Municipal and APL employees and volunteers are expected to follow the Facility Use Policy for rental and specialized public areas whether for personal or staff use. Areas set aside for the conduct of library business: Areas not specifically included in this document such as, staff conference and boardrooms, branch program rooms or employee work areas are available for use only by APL staff for the conduct of APL operations, employee training and /or department use. Procedures: The Anchorage Public Library Facility Use Policy is made available upon request. The requestor may have this information mailed or faxed or may pick up or view the policy at the Z.J. Loussac Public Library, at any branch library or on the library website (www.anchoragelibrary.org). The Facility Use Agreement may be completed by telephone, in person or by email with the Facility Use Coordinator. Set up, take down and rehearsal time must be included in a reservation. Reservations are placed on the calendar in the order received and are considered to be tentative reservations until the Facility Use Agreement is signed by the user, received and confirmed by the library Facility Use Coordinator. A tentative reservation may remain on the calendar until or unless another application is received for the same meeting area, date and time. Users must check in with the security office on Level 2 at the Z.J. Loussac Public Library. Government- issued photo identification is required to access any rented area and /or equipment. The identification is returned when Security has secured the rental area after the rental period. Users may contact Security at 343 -2851 for access before and after hours. Users are responsible for their own supplies, specialized equipment, set up and clean up. Tables, chairs and equipment must be returned to their original configuration, arrangement and /or storage location immediately following the event within the time reserved. Movement of furniture in the Ann Stevens Room at Z.J. Loussac Library is strictly prohibited. All supplies and equipment utilized for an event must be removed from the facility at the completion of each reservation period. All APL equipment made available for use must be checked out and checked in through the security office on Level 2 at the Z.J. Loussac Public Library. It is the user's responsibility to be familiar with and observe the library Facility Use Policy in its entirety. User is required to report any damage to equipment and /or facilities and must report all spills, damage and accidents to APL by filing an incident report with the security office on Level 2 at Z. J. Loussac Public Library as soon after the event as possible. This report may initially be made by telephone or in person and will be followed by a written report stating the type and extent of damage, breakage, accident or other matter to be reported. The report will include the name, address and telephone number of the individual making the report as well as the time and date of the report. User shall take only such action as is reasonably necessary to stop or contain damage. APL may impose such other reasonable conditions in addition to those specified herein as deemed necessary. A copy of this policy is available for viewing during regular hours of library operation at the Z.J. Loussac Public Library, 3600 Denali St., Anchorage, Alaska. The above policy statement applies unless a waiver has been approved by the Library Director. Recommended for approval: Library Advisory Board. April 19, 2006 Revised and recommended for approval: Library Advisory Board. June 18, 2008 Approved by: Karen Keller, Library Director. June 18, 2008 AKRON LIBRARY Library Meeting Room Policy In keeping with the Library's mission and core values, meeting rooms are available for use by the public when not needed for Library purposes. The Library does not discriminate on the basis of race, color, national origin, religion, gender, sexual preference, age, or physical limitation in making its premises available for use. Use of the Library meeting rooms in no way constitutes endorsement by the Library staff or board of trustees of the viewpoints presented or of the policies or beliefs of those using the meeting rooms. Eligibility Only local non profit groups, units of government, and appointed or elected government officials may use meeting rooms in the Main Library and Branch Libraries without charge. Such use must occur during hours the Library is open. For purposes of this policy, "non- profit group" means a group that is eligible for tax exempt status under sections 501(c)(3)- (11) of the Internal Revenue Code. The following groups (among others) are not eligible for tax exempt status under sections 501 (c)(3) -(11): Groups that advocate the election of a candidate for public office. Groups that advocate the removal of a person from public office or the retention of a person in public office. Groups that exist solely for the purpose of advocating the passage or defeat of a ballot issue or for the purpose of lobbying. In cases where a group's eligibility for tax exempt status under section 501(c)(3) -(11) is not readily apparent, proof of tax exempt status may be required to establish eligibility for fee waiver. In that case, the group must submit a copy of a current letter of exemption to the Marketing Events staff at the Main Library or to the Branch Manager at a branch library. Any group, including a for- profit business, may use Main Library meeting rooms for a fee. (Please refer to the Fees for Main Library Meeting Room Use section of this policy.) Branch Library meeting rooms are not available for such use. Except for Friends of the Library events, events that have as their primary purpose the sale or marketing of goods or services are prohibited. Ancillary selling or marketing such as selling recordings at the end of a concert is permitted. The Library reserves the right to limit selling or marketing activities. Meeting /Event Hours Meeting or event participants using Library meeting rooms must vacate them promptly at the end of the reserved time. Library facilities are not available on days when the Library is closed. Publicity All publicity about the meeting or event must clearly state that the Library is merely the site of the meeting or event and not its sponsor. The Library may post public notice of meetings, events, and programs at the location where they are scheduled. Places where public notice may be posted include Library literature racks, community bulletin boards at Branch Libraries, and video monitors at the Main Library. Responsibilities All meetings and events held in the Library must be conducted in an orderly manner and in full compliance with applicable laws, regulations, and Library rules. Children's and teen groups must have adult supervision at all times. Failure to comply may result in the meeting or event participants being asked to leave the Library immediately and in the group being prohibited from using Library facilities in the future. Library staff and security personnel reserve the right to remove any person from Library property for failing to follow patron behavior guidelines or other Library policies and procedures. Meeting room use may be denied to anyone giving false information or failing to comply with this policy. Repeated cancellations may result in future requests being denied. Any group using Library meeting room space must pay for any and all damage to Library property resulting from the group's use. This includes but is not limited to walls, floors, grounds, equipment, and furniture. Damage to Library property may result in the group being prohibited from using Library facilities in the future. The Library is not responsible for loss of or damage to non Library property before, during, or after the meeting or event. The Library cannot supervise exhibits or group displays. If the organization engages a speaker, the organization is responsible for all arrangements regarding the speaker. Gambling, bingo, casinos, or wagering of any kind is prohibited. Reservations Reservations for meeting rooms involving Library- sponsored activities receive the first priority. These activities include but are not limited to story hours; lecture, craft and film programs; book review and discussion groups; Library trustee meetings; staff meetings; and other events sponsored by the Library that encourage use of library materials and services. Reservations for meeting rooms made by Friends of the Library groups and other groups closely associated with the Library receive second priority. At others have third priority on all dates. Reservations for meeting rooms in the Main Library and in most Branch Libraries may be made up to three months in advance. Some branches accept reservations only one month in advance. In reserving a Library meeting room, a group assumes the risk that the Library may need to preempt the space for its own purposes. On the rare occasion that the Library must use its space unexpectedly for its own purposes, the Library will try to provide the group with alternative meeting space in the Library. Specific procedures and rules related to the use of meeting rooms vary from location to location. These include but are not limited to the nature of refreshments allowed and how far in advance a meeting room can be reserved. Permission to use a meeting room is not transferable. Branch Library Meeting Room Use Limits on Use In branch libraries, all meetings held in Library meeting rooms must be open to the public and free of charge. Any member of the public or Library staff may enter the room at any time during such meetings or events. No entrance fee may be charged, no donations or dues may be solicited, and no purchase may be required of those attending the meeting. Branch meeting rooms may not be used for commercial or private purposes. Examples of purposes for which they may not be used include private consultations, classes, interviews, rehearsals, or celebrations. Food and Beverages Food and non alcoholic beverages are permitted in Branch Library meeting rooms. Alcohol is not permitted in any Branch Library. Some Branch Libraries limit the types of food and non alcoholic beverages permitted. Main Library Meeting Room Use Limits on Use At Main Library, a meeting or event that has been scheduled without payment of a meeting room fee must be open to the public and free of charge. Any member of the public or Library staff may enter the room at any time during such meeting or event. No entrance fee may be charged, no donations or dues may be solicited, and no purchase may be required of those attending the meeting or event. Main Library meeting rooms scheduled without payment of a fee may not be used for commercial or private purposes. Examples of purposes for which they may not be used include private consultations, classes, interviews, rehearsals, or celebrations. The maximum number of times any one group may reserve the use of Library meeting facilities is twelve times per year. Any group that pays a fee for the use of a Main Library meeting room may host a private meeting or event. Food and Beverages Food and non alcoholic beverages are permitted in Main Library meeting rooms. The Library will consider requests to allow alcohol only at Main Library meetings and events that occur when the Library is closed to the general public. Cash bars, the sale of drink tickets, and self- service bars are strictly prohibited. The Library does not permit "BYOB" (bring your own beverage) functions. An organization that wants to provide alcoholic beverages at an event must select from a list of bartender service providers approved by the Library. According to the Ohio Department of Commerce, Division of Liquor Control (DLC), no liquor permit is required if an organization intends to provide beer, wine, or spirituous liquor at a private function where access is restricted to invited guests only, such as a reception, for which no admission fee is charged or any alcoholic beverages sold." Non profit organizations requesting to serve alcoholic beverages at an event other than the above, such as a fund raising event, must apply for a Temporary Permit from the DLC at least 45 days prior to the date of the event. The original Temporary Permit must be supplied to the Library at least 14 days in advance of the event. The DLC only provides temporary permits to non profit organizations and verification of that status is required as part of the application process. The DLC provides several types of temporary permits. A list of those permits available for events to be held in the Library and the associated fees is available from the Library's Marketing Events staff. Organizations requesting to hold such an event are responsible for obtaining and paying for the proper permit from the DLC prior to the event. More information and application forms can be found at the DLC's website at http /www.liquorcontrol.ohio.gov. Any organization approved by the Library to serve alcohol at an event is required to have an Akron police officer present during the hours alcohol is being served. The Library will make arrangements for this security, and the additional cost must be paid by the organization. Fees for Mairr Library Meeting Room Use The Library Board of Trustees approves the fees charged to use Main Library meeting rooms and other facilities, Fees allow the Library to recover the costs associated with usage of the various meeting room facilities. The fees listed below are per hour, or part of an hour. When the Library is closed, a three hour minimum usage fee will be charged. Approved by the Board of Trustees on May 28, 2009 Capyrighi rB 1996 -2 Library Open Library Closed Space (capacity- chairs only) Hourly Rate Hourly Rate Meeting Room small (50) $50 hour $100 hour Meeting Room large (100) $75 hour $150 hour Auditorium (425) $100 hour $200 hour High Street Atrium (varies) Not Available $200 hour Akron Police Officer (if required) Not Available $26 hour Appropriate security, as defined by the Library, is required for all after -hours events and will be provided by the Library at the group's expense. All fees are due fourteen days prior to the meeting or event. All monies paid are refunded if the event is cancelled by the applicant ten or more calendar days prior the day of the event. If the event is cancelled fewer than ten calendar days prior to the day of the event, the Library will refund fifty per cent of monies paid. Akron, Ohuo (33d) 64S -9OO All Rights Reserved'. LIBRARY MEETING ROOM POLICY PROCEDURES Noel Wien Library The library offers the use of the Auditorium and Conference rooms for public meetings and programs of a non- commercial nature. The following policies govern the use of the rooms and violations of these policies may result in forfeiture of future use. Room Occupancy Auditorium Conference Room General Information: Seated Maximum 150 225 30... 50 Maximum occupancy is determined by the City of Fairbanks Fire Department. At no time shall the user group allow occupancy to exceed this number. Failure to comply with this requirement will result in the immediate cancellation or closure of the meeting. Small group study rooms (4 -10 people; capacity determined by City of Fairbanks Fire Department) are available and may be reserved through the reference desk. Call 459 -1020. All meetings and programs must be open to the public and may not interfere with library operations. Meeting room groups must follow the library's Patron Conduct policy, available on the library's webpage. Printed copies are available upon request Meetings of a personal (birthday parties, weddings, etc.) or commercial (profit is the direct /indirect purpose of the meeting) nature will not be approved and no fees may be charged for meeting or program attendance. Groups wishing to collect donations to defray costs associated with their meeting must do so away from the library building and entryways. Direct or indirect sale of any product or service is prohibited, except for sales sponsored by the Library, or the Library Foundation, in which a portion of the proceeds must benefit the library. Groups composed of persons under the age of 18 must be sponsored and directly supervised by responsible adults. •The library has equipment which may be used for a fee. While we make every attempt to have equipment available and in good repair, we cannot guarantee its availability, Library staff will setup requested equipment in advance of your meeting, however, they are not available to operate the equipment. If you need training to operate the equipment, it is your responsibility to schedule time for this training prior to your meeting as we generally don't have adequate staffing to provide training during the evenings or on weekends, Our projection setup uses a standard VGA cord [15 pin D -sub]. Please be aware not all laptops may be compatible with our system. Due to liability issues, library staff are not able to setup personal computers. It is your responsibility to schedule time in advance of your meeting to verify your equipment is compatible with our system. If you do not verify this in advance and request a laptop at the time of the meeting, we may not be able to accommodate your request. If we are able to furnish a laptop, you will be responsible to pay a late setup fee as well as a use fee in advance. Meetings and /or setup may begin at: 8:30 a.m. Monday Friday 10:00 a.m. Saturday 1:00 p.m. Sunday (Library closed Sundays in June, July, and August). Rooms will not be available for setup prior to these times. Meeting must end 15 minutes prior to library closing. Meeting must end no later than 15 minutes prior to library closing to allow time for furniture to be returned to original arrangement and room to be vacated by closing. Failure to comply with this requirement may jeopardize future use privileges. Meeting rooms are not available on days when the library is closed. No smoking is allowed in the Library or on the exterior walkways Reservations: Meeting rooms may be reserved in advance by calling 459 -1022. •A reservation does not guarantee application approval. An application must be received and be approved by the Library Director or his representative. You will receive notice of confirmation after approval. Due to high demand of meeting space, meetings requiring multiple days of use are generally not approved. A group may use the meeting rooms once every other month, Groups may only have two meetings booked at any one time. Exceptions may be made at the discretion of the Director. If a meeting is cancelled, the library must be notified in a timely manner. In the case of an emergency or an unanticipated library need, the library reserves the right to cancel meeting room use or to provide a substitute room if available. Meeting Room Application (must be submitted in person): The Meeting Room application must be completed and signed by the person(s) accepting responsibility for the room. This person must be present to open the room, present during the meeting, guarantee the room will be returned to its original state and notify Administration staff or Reference Librarian prior to departure. All special requests must be checked and the applicant's signature indicates that all aspects of the policy will be observed. Applications must be approved prior to advertising a meeting. Meeting rooms will be opened according to the time indicated on the application. If setup time is needed, please include that on your application. Meeting rooms will not be available before the scheduled time unless prior arrangements have been made. Room Guidelines: •The responsible person must check in and leave a library card or other identification with the Administrative staff or Reference Librarian for the duration of the meeting. They will be required to review and sign a checkout sheet verifying the state of the meeting room and any equipment requested. The card or identification will be returned after library staff inspects the room and the checkout form has been completed Meeting room doors will be unlocked only for the person who is designated as being responsible for the room. That person will be given a checklist of room -use responsibilities. Room responsibilities include making sure the room is returned to its original arrangement and checking out with Administration staff or the Reference Librarian (after 5:00 p.m.) when the meeting ends. Furniture and equipment may be rearranged to meet group needs, however, at the meeting's conclusion the room must be returned to the original arrangement posted by the door and must be vacated by the meeting's scheduled end time. Nothing may be affixed to walls or other surfaces without prior approval. Refreshments may be served in meeting rooms. A partial kitchen is available for refreshment set up, and its use must be reserved. Users are responsible for cleanup of the kitchenette and the meeting room. Reasonable care of the building, furnishings and equipment will be the responsibility of the group using the facility. The cost of any loss /damages to the facility, furnishings or equipment will be the responsibility of the user group. Extended Meetings: Occasionally groups ask to extend their meeting beyond the regular library hours. This is an option if security arrangements are made and approved as follows: •Groups meeting after library hours must arrange and pay for security from a library- approved security service. •The library administrative office must receive a copy of the security contract prior to the meeting start. Office hours are Monday Friday, 8:00 am 5:00 pm. The meeting room application will not be approved until security arrangements have been confirmed. Security Guard procedures will be provided to the individual responsible for the room, and must be signed upon review, in advance of the meeting. •The security guard must be present 15 minutes before the library doses or the meeting must conform to regular library hours and end at that time. Fees: Equipment is available at the rate of $25.00 per day for the first item and $10.00 per day for each additional item, when requested in advance. All fees must be paid prior to equipment setup. We may be unable to accommodate equipment requests received less than 24 hours in advance of the meeting. If we are able to provide the equipment, you will incur an additional $25 scheduling /set up fee payable in advance of setup. Failure to return a meeting room or kitchen to its original state will be subject to a $15.00 per room penalty fee. Failure to pay fees associated with equipment or penalties will jeopardize future meeting room use privileges. Parking: Parking is available in the main lot north of the Library. Parking areas to the east are limited to staff parking. Plug -in outlets are for staff use only. Patrons are not authorized to park in these areas and will be required to move their vehicles. See the Group Study room policy for information about small meeting room space (10 people or less). Pianos: The grand piano is available for recitals and should be requested when completing a meeting room application. Use of the grand piano must be supervised by the person responsible for reserving the auditorium. The grand piano may not be moved from the stage. The practice piano is available for use during regular library hours if no meeting is scheduled in the Conference Room. Reservations can be made for the current day by calling 459 -1022 between 8:00 and 5:00 pm, Monday Friday or by contacting the Circulation desk, 459 -1020, after 5:00 pm weekdays and on weekends. A library card or other identification must be left with the Administrative staff or Circulation desk staff while the practice piano is being used. ®Walk -ins will be accommodated depending on other scheduled reservations. Practice piano sessions are limited to one -hour, but may be extended depending on availability of the room. Use of the conference room for practicing piano is limited to two people at a time. The person using the practice piano is responsible for the room and its contents. ITEM A: CALL TO ORDER ITEM B: ACTION AGENDA KENAI CITY COUNCIL REGULAR MEETING JULY 7, 2010 7:00 P.M. KENAI CITY COUNCIL CHAMBERS http: /www.ci.kenai.ak.us itim L(4. 1. Pledge of Allegiance 2. Roll Call 3. Agenda Approval 4. Consent Agenda (Public comment limited to 3 minutes per speaker. Persons may give their time over to another speaker present, however no single speaker present may speak for more than 30 minutes combined on their own and on others' behalf) *All items listed with an asterisk are considered to be routine and non- controversial by the council and will be approved by one motion. There will be no separate discussion of these items unless a council member so requests, in which case the item will be removed from the consent agenda and considered in its normal sequence on the agenda as part of the General Orders. SCHEDULED PUBLIC COMMENTS (Public comment limited to 10 minutes per speaker) Mary Jo Joiner /Christine Cunningham All- America City 2011 Application Status 2. Judy Doherty, State of Alaska, Department of Transportation Kalifornsky Beach Road Pathway Project Update 3. Paul Morrison Wind Generation, Cap in Trade, Email Concerns ITEM C: UNSCHEDULED PUBLIC COMMENTS (Public comment limited to 3 minutes per speaker) ITEM D: PUBLIC HEARINGS (Testimony limited to 3 minutes per speaker. Persons may give their time over to another speaker present, however no single speaker present may speak for more than 30 minutes combined on their own and on others' behalf) 1. PASSED UNANIMOUSLY. Ordinance No. 2494 -2010 Amending the Kenai Municipal Code, Chapter 23.55 Entitled "Personnel," Including 23.55.030 Entitled "Qualification Pay 23.50.010 Entitled, "Employee Classification and, 23.55 Fiscal Year 2010 Operating Budget Salary Schedule. 2. PASSED UNANIMOUSLY. Ordinance No. 2495 -2010 Increasing Estimated Revenues and Appropriations by $50,000 in the Water, Sewer and Streets Capital Project Fund for Public Road, Water, and Sewer Improvements. 3. AMENDED /PASSED UNANIMOUSLY. Resolution No. 2009 -68 Supporting Actions Building and Maintaining a Sustainable community Within the City of Kenai, and Supporting Networking with Local Governments on the Kenai Peninsula. (Clerk's Note: At the May 19, 2010 meeting, Resolution No. 2009 -68 was substituted and then postponed to July 7, 2010 for consideration and an additional public hearing.) 4. AMENDED/ PASSED UNANIMOUSLY. Resolution No. 2010 -23 Opposing An Initiative Creating an Alaska Anti- Corruption Act" Which Will be on the 2010 Alaska Primary Election Ballot. (Clerk's Note: At its April 7, 2010 meeting, Council postponed Resolution No. 2010 -23 to its July 7, 2010 meeting. The motion to adopt is active.) 5. AMENDED/ PASSED UNANIMOUSLY. Resolution No. 2010 -40 Awarding the Bid to Peninsula Pumping, Inc. for Portable Restrooms Rental and South Beach Dumpsters 2010 for the Total Amount Up to $43 690.00. 6. PASSED UNANIMOUSLY. Resolution No. 2010 -41 Approving the Purchase of Two Police Vehicles Through State of Alaska Equipment Fleet Contract Pricing at a Total Cost of 550,838. 7. PASSED UNANIMOUSLY. Resolution No. 2010 -42 Declaring the 1982 T6 Oshkosh Crash /Fire /Rescue Truck to be Surplus or Obsolete, and to Be Sold as Provided in Kenai Municipal Code 7.15.060. 8. PASSED UNANIMOUSLY. Resolution No. 2010 -43 Requesting the Kenai Peninsula Borough to Allocate S2,500,000 of Its Recovery Zone Facility Bond Volume Cap to the City of Kenai for the Issuance of Revenue Bonds to Fund the Construction of Commercial Hangars at the City's Airport. 9. APPROVED. *Restaurant Designation Application Pizza Paradisos (License #3032) ITEM E: MINUTES 1. APPROVED. *Regular Meeting of June 16, 2010. ITEM F: UNFINISHED BUSINESS ITEM G: NEW BUSINESS 1. APPROVED. Ratification of Bills 2. APPROVED, Approval of Purchase Orders Exceeding $15,000 3. INTRODUCED /CONSENT AGENDA. *Ordinance No. 2496 -2010 Adopting Updated Ownership, Zoning, and Land Use Maps for the Comprehensive Plan for the City of Kenai. 4. INTRODUCED /CONSENT AGENDA. *Ordinance No. 2497 -2010 Amending KMC Chapter 1.10 Entitled "The Council," in Its Entirety and Specifically Addressing the Procedures for Special Meetings of the City Council and Making Technical Corrections. 5. APPROVED. Action /Approval Special Use Permit /Kenai Chamber of Commerce 6. WORK SESSION SCHEDULED /SEPTEMBER 28, 2010, 6P. Discussion Credit Card Use Schedule of Fees 7. SPECIAL USE PERMIT/VOLUNTEER WAIVER as RELEASES FORMS APPROVED. Discussion Agreement /Chugiak Baptist Organization 8. SCHEDULED /AUGUST 23, 2010, 6P. Discussion Schedule Board of Adjustment Hearing ITEM H: COMMISSION /COMMITTEE REPORTS 1. Council on Aging 2. Airport Commission 3. Harbor Commission 4. Library Commission 5. Parks Recreation Commission 6. Planning Zoning Commission 7. Miscellaneous Commissions and Committees a. Beautification Committee b. Alaska Municipal League Report c. Mini -Grant Steering Committee d. Kenai Convention Visitors Bureau e. Reports of KPB Assembly, Legislators and Councils ITEM I: REPORT OF THE MAYOR ITEM J: ADMINISTRATION REPORTS 1. City Manager 2. Attorney 3. City Clerk ITEM K: ADDITIONAL PUBLIC COMMENT 1. Citizen Comments (Public comment limited to 5 minutes per speaker) 2. Council Member Comments EXECUTIVE SESSION None scheduled. ITEM L: PENDING LEGISLATION (This item lists legislation which will be addressed at a later date as noted.) Ordinance No 2493 -2010 Amending KMC 13.40.040 to Provide for a Speed Limit of Fifteen (15) Miles Per Hour While Driving Motorized Vehicles on a Portion of the North Shore Public Beach Within the City of Kenai and Making Technical Corrections. (At its June 2, 2010 meeting, Council introduced Ordinance No. 2493 -2010 and subsequently postponed the public hearing to the first meeting in August, 2010 (August 4, 2010).) ITEM M: ADJOURNMENT ITEM A: CALL TO ORDER 1. Pledge of Allegiance 2. Roll Call 3. Agenda Approval ITEM C: ADJOURNMENT ACTION AGENDA KENAI CITY COUNCIL SPECIAL MEETING JULY 12, 2010 7:00 P.M. KENAI CITY COUNCIL CHAMBERS http: /www.ci.kenai.ak.us ITEM B: UNSCHEDULED PUBLIC COMMENTS (Public comment limited to 3 minutes per speaker) EXECUTIVE SESSION Annual evaluations of City Attorney and City Clerk. Evaluations held for City Clerk and City Attorney. Positive evaluations with salary increases for both: City Clerk, 1.1% COLA plus five percent (5 and, City Attorney, 1.1% COLA plus an additional five percent (5 on anniversary of employment (August). ITEM A: CALL TO ORDER ACTION AGENDA KENAI CITY COUNCIL REGULAR MEETING JULY 21, 2010 7:00 P.M. KENAI CITY COUNCIL CHAMBERS http: /www.ci.kenai.ak.us 1. Pledge of Allegiance 2. Roll Call 3. Agenda Approval 4. Consent Agenda (Public comment limited to 3 minutes per speaker. Persons may give their time over to another speaker present, however no single speaker present may speak for more than 30 minutes combined on their own and on others' behalf.) *All items listed with an asterisk are considered to be routine and non- controversial by the council and will be approved by one motion. There will be no separate discussion of these items unless a council member so requests, in which case the item will be removed from the consent agenda and considered in its normal sequence on the agenda as part of the General Orders. ITEM B: SCHEDULED PUBLIC COMMENTS (Public comment limited to 10 minutes per speaker) 1. Sarah Souders Beekeeping in the City of Kenai. ITEM C: UNSCHEDULED PUBLIC COMMENTS (Public comment limited to 3 minutes per speaker) ITEM D: PUBLIC HEARINGS (Testimony limited to 3 minutes per speaker. Persons may give their time over to another speaker present, however no single speaker present may speak for more than 30 minutes combined on their own and on others' behalf.) 1. PASSED UNANIMOUSLY. Ordinance No. 2496 2010 Adopting Updated Ownership, Zoning, and Land Use Maps for the Comprehensive Plan for the City of Kenai. 2. Ordinance No. 2497 2010 Amending KMC Chapter 1.10 Entitled "The Council," in Its Entirety and Specifically Addressing the Procedures for Special Meetings of the City Council and Making Technical Corrections. a. POSTPONED /SEPTEMBER 1, 2010. Substitute Ordinance No. 2497 2010 Amending KMC Chapter 1.10 Entitled "The Council," in Its Entirety and Specifically Addressing the Procedures for Special Meetings of the City Council and Making Technical Corrections. 3. PASSED UNANIMOUSLY. Resolution No. 2010 -44 Awarding a Bid to Construction Machinery Industrial, LLC (CMI) for a Wheel Loader for the Total Amount of $196,945. 4. PASSED UNANIMOUSLY. Resolution No. 2010 -45 Declaring Equipment, Supplies, and Materials Surplus or Obsolete, and to be Sold as Allowed in Kenai Municipal Code 7.15.060. ITEM E: MINUTES 1. "Regular Meeting of July 7, 2010. 2. *Special Meeting of July 12, 2010. ITEM F: UNFINISHED BUSINESS ITEM G: NEW BUSINESS 1. NONE. Ratification of Bills 2. APPROVED. Approval of Purchase Orders Exceeding $15,000 3. INTRODUCED BY CONSENT AGENDA. *Ordinance No. 2498 -2010 Increasing Estimated Revenues and Appropriations by S18,284.00 for City Manager, City Clerk, and City Attorney Pay and Benefit Increases in Excess of Originally Budgeted Amounts. 4. INTRODUCED BY CONSENT AGENDA. *Ordinance No. 2499 -2010 Amending KMC Chapter 12.10, Nuisances in General, to Include in the Definition of a Public Nuisance Unsightly Premises and Also Certain Structures Destroyed or Partially Destroyed by Fire or by Other Means. 5. APPROVED. Action /Approval Utility Easement /City of Kenai to Homer Electric Association, Inc. to Provide Access to the Kenai Community Library. 6. NO OBJECTIONS. Discussion Airport Access Permit 7. ADMINISTRATION TO DISCUSS WITH COUNCIL ON AGING. Discussion Funding and Developing a Plan/Covered Parking at Vintage Pointe. ITEM H: COMMISSION /COMMITTEE REPORTS 1. Council on Aging 2. Airport Commission 3. Harbor Commission 4. Library Commission 5. Parks Recreation Commission 6. Planning Zoning Commission 7. Miscellaneous Commissions and Committees a. Beautification Committee b. Alaska Municipal League Report c. Mini -Grant Steering Committee d. Kenai Convention Visitors Bureau e. Reports of KPB Assembly, Legislators and Councils ITEM I: REPORT OF THE MAYOR ITEM J: ADMINISTRATION REPORTS 1. City Manager 2. Attorney 3. City Clerk ITEM K: ADDITIONAL PUBLIC COMMENT 1. Citizen Comments (Public comment limited to 5 minutes per speaker) 2. Council Member Comments EXECUTIVE SESSION None scheduled. ITEM L: PENDING LEGISLATION (This item lists legislation which will be addressed at a later date as noted.) Ordinance No. 2493 -2010 Amending KMC 13.40.040 to Provide for a Speed Limit of Fifteen (15) Miles Per Hour While Driving Motorized Vehicles on a Portion of the North Shore Public Beach Within the City of Kenai and Making Technical Corrections. (At its June 2, 2010 meeting, Council introduced Ordinance No. 2493 -2010 and subsequently postponed the public hearing to the first meeting in August, 2010 (August 4, 2010).) ITEM M: ADJOURNMENT 0 0 U U z 0 C d oA o 0 N H z FT 0 C 14 0 co 0IP w z z w z U wO w ilb. 0 0 U z x o W W 0 CI 0 U W 0 A FW e co a 00 0 NF z OW 0 0 0.1 Q— d.S. vvYkieli q.. S�. R �N s Nv aao 02 W 0 a 0 2 1.90.010 STANDARD PROCEDURES FOR BOARDS, COMMISSIONS AND COMMITTEES Sections: 1.90.010 1.90.020 1.90.030 1.90.040 1.90.050 1.90.060 1.90.010 Creation. All boards, commissions and committees cre- ated by the Council of the City of Kenai, shall con- sist of seven (7) members who shall be nominated by the Mayor and confirmed by the City Council from applications submitted to the City Clerk. A chairman and vice chairman shall be selected an- nually and shall be elected from and by the ap- pointed members. The Mayor and one Council Member elected by the Council as ex- officio mem- bers and as consultants of any board, commission or committee, may attend all meetings, but shall have no voting power on the board, commission or committee. A member of Council or City adminis- trative staff shall attend all meetings of boards, commissions and committees and supply staff sup- port. 1.90.020 Duties. (a) Members of boards, commissions and com- mittees shall be required to establish policies relating to their respective organization. They shall act in an advisory capacity to depart- ment heads within the City Administration if there are such departments in the City organi- zation that directly relate to the board, com- mission or committee. (b) If the board, commission or committee has income stated within the City of Kenai annual budget, said board, commission or committee shall work with the City Manager to establish (Kenai Supp. No. 93, 10 -08) Chapter 1.90 Creation. Duties. Qualifications. Terms. Proceedings. Specific requirements of boards, commissions and committees. 34 expenses projected for the year for approval by the City Council. 1.90.030 Qualifications. (a) A member of a board, commission or com- mittee must be a resident of the City of Kenai, unless the board, commission or committee is specifically exempted by Council from this requirement. The member cannot be an offi- cer or employee of the City of Kenai. If any member should move his or her residence from the corporate limits of the City of Kenai (if applicable), is an officer or employee of the City of Kenai, or shall be elected or ap- pointed as an officer or employee of the City of Kenai, the service of such member shall terminate immediately. He or she should be aware that he or she will serve without salary, but will be reimbursed for all reasonable ex- penses incurred in connection with this ser- vice, only after approval by Council. (b) The Beautification Committee, and Harbor, Library, and Parks and Recreation Commis- sions may at the discretion of the Council have (1) up to two (2) non resident members each; or (2) have one (1) member who does not reside in the City but works at least one- half time within the City. (Ords. 1948 -2002, 2320 -2008) 1.90.040 Terms. (a) A member of a board, commission or com- mittee shall serve for a term of three (3) years, unless the board, commission or com- mittee is specifically exempted by Council from this requirement. At renewal date, the Mayor, with consent of the Council, can re- appoint the member or recommend a re- placement. (b) The terms of the initial board, commission or committee member shall be staggered so that three (3) members will be appointed for one (1) year; two (2) members will be appointed for two (2) years; and two (2) members will be appointed for three (3) years. Terms shall commence on January lst of each year. 1.90.050 Proceedings. (a) All boards, commissions and committees will have regularly scheduled meetings which shall be open to the public. Exceptions to the meeting requirements shall be established by Council. Permanent records or minutes shall be kept of all proceedings and such minutes shall record the vote of each member upon every question. Every decision or finding shall immediately be filed in the office of the City Clerk and shall be a public record open to inspection by any person. All acts of hoards, commissions and committees are sub- ject to the paramount authority of the City Council. (b) If the commission, committee or board mem- ber shall be absent, without the body excusing the absence for good cause, from more than one -half of all the meetings of his or her com- mittee, commission or board, regular and spe- cial, held within any period of three (3) con- secutive calendar months, he or she shall thereupon cease to hold the seat. A commis- sion, committee or board member may not have more than three (3) excused absences during a twelve (12) month calendar year. (c) In all matters of parliamentary procedure, Robert's Rules of Order as revised shall be applicable and govern all meetings, unless as specified in KMC 1.15.060 motions; KMC 1.15.100, speaking; and KMC 1.15.110, vot- ing. (d) The responsibility of insuring that all mem- bers of boards, commissions and committees receive a copy of the Standard Procedures of Boards, Commissions and Committees lies with the City Clerk. (Ords. 1610 -94; 2017 -2003; 2050 -2004; 2140- 2006) 34 -1 1.90.040 1.90.060 Specific requirements of boards, commissions and committees. Requirements of boards, commissions and committees as set forth in KMC 1.90 are general requirements and shall be followed to the extent that they do not conflict with specific requirements found in code sections specifically pertaining to individual boards, commissions and committees. (Ords. 1223, 1239) (Kenai Stipp. No. 93, 10 -08) Commission /Committee /Board Meeting Schedule Scheduled Meeting Days Planning Zoning Commission Twice monthly January through December, Second Fourth Wednesdays Library Commission Monthly First Tuesday of the month. Council on Aging Monthly Second Thursday of the month. Beautification Committee Meetings held January, April, May, September and October Second Tuesday of the month. Parks Recreation Commission Meetings held August, October, December, February, and April First Thursday of the month. Airport Commission Monthly Second Thursday of the month. Harbor Commission Monthly First Monday after first council meetin• of the month. Advisory Cemetery Committee Monthly Third Thursday of the month. (Sunsets on December 31, 2010.) KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS Commission, Committee Board Reappointment: If, after a term (or consecutive term) of appointment has been completed, a commission, committee or board member would like to be reappointed for an additional term, an application must be submitted to council for consideration and approval. Formation of Subcommittees of Commissions, Committees or Boards: A subcommittee of a commission, committee or board may be formed for a specific function if upon review by administration, it is indicated the subcommittee would be a governmental body and a subcommittee of a public entity and if the formation is approved by Council. If a subcommittee is approved by Council, the meetings of the subcommittee must be open to the public; meeting notices shall be posted on the Official City Bulletin Board in Kenai City Hall and on the city website at least five (5) days prior to the meeting; and the meetings may be electronically recorded and the recordings (the official record) stored in the City Clerk's Office. Meeting Schedules: Until further notice, the commission /committee meeting schedule is as follows: 1. Commission, committees and boards, including Library, Parks Recreation and Airport Commissions and Beautification Committee, shall meet as listed above. 2. Council on Aging shall meet monthly at the Kenai Senior Center. 3. Planning Zoning Commission and the Personnel Arbitration Board is exempted from this meeting directive. 4. Commissions, committees, boards and the Council on Aging may, with the City Clerk's approval and notification of Council and City Manager, hold special meetings (for a specific purpose) on an as- needed basis. 5. Commission, committee and board meetings may be cancelled by the City Clerk, with notification of Council and City Manager, if cancellation is warranted, i.e. lack of agenda items, pre knowledge of lack of quorum, etc. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 2 6. All commission, committee and board meetings (except Council on Aging) will be held at Kenai City Hall and begin at 7:00 p.m. Council on Aging meetings will be held at the Kenai Senior Center and begin at 4:30 p.m. Exceptions for subcommittee meetings may be made with advance notice to and approval by the City Clerk. 7. Any additional commissions, committees, or boards foiuued will be set and incorporated into the following meeting schedule by the City Council. Minutes /Meeting Recording: 8. Excepting the Planning Zoning Commission and Personnel Arbitration Board, responsibility of taking notes and electronically recording the commission, committee, board meetings, falls to the department liaison (staff member) to the specific meeting group. 9. Summary minutes will be produced by the City Clerk from the department liaison notes and provided to the City Council as official records of the meetings. 10. Electronic recordings of the meeting group, except the Planning Zoning Commission, shall be kept for two years. 11. Planning Zoning Commission meeting recordings shall continue to be kept for six years. Work Sessions: 12. Commission, committees and boards shall receive the City Clerk's approval to hold work sessions to be held on a date other than that of a regularly scheduled meeting or at a time immediately prior to a regularly scheduled meeting, i.e. a 6:00 p.m. work session before a 7:00 p.m. meeting. 13. Work sessions may not be held without the approval of the City Clerk unless they occur on the night of and at the time of a regularly- scheduled advertised meeting. 14, During work sessions, only items on the work session agenda may be discussed and no formal actions may be taken. 15. All commission, committee and board meetings must be given appropriate public notice. Basic Meeting Information: 16. Rules of Order: Pursuant to KMC 1.15.120(b) and KMC 1.90.050(c), in all matters of parliamentary procedure, Robert's Rules of Order, as revised shall be applicable and govern all meetings, unless as specified in KMC 1.15.060 (motions), KMC 1.15.100 (speaking), and KMC 1.15.110 (voting). 17. Quorum: No meeting may proceed in the absence of a quorum, i.e. a quorum is more than one -half of the board /commission (quorum of the whole). 18. Motion: Pursuant to KMC 1.15.060(k), all motions require a second. A majority of votes is required to pass a motion (three, if a five- member board; four, if a seven member commission; five, votes if a nine member board). 19. Speaking: In a meeting, members should be recognized by the Chair before speaking 20. When is it a Meeting If any public business is discussed collectively by four or a majority of members of one commission, committee, board, or council. EFFECTIVE: This directive shall take effect June 17, 2010 and remain in effect until modified by the Kenai City Council KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 3 Approved by the Kenai City Council on the 16th d. of J 2010. ATTEST: Carol L. Freas, City Clerk clf Revised 6/16/2010 PAT PORTER, MAYOR