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HomeMy WebLinkAboutADM 110-003 Booking Council Chambers & The Civic Complex LobbyCITY PROCEDURE Procedure Title: BOOKING COUNCIL CHAMBERS & THE CIVIC COMPLEX LOBBY Procedure Number: ADM 110-003 Reference: Date Originated: February 5, 2009 Date Revised: Approval: Chief Administrative 01. - r s � Point of Contact: Manager, Customer & Administrative Services , Procedure Objectiv To provide a procedure for the use of the Council Chamb and the Civic Complex Lobby. It is the procedure of the City of Pickering that Council mbers and the Civic Complex Lobby usage be restricted to Council and Committee meetings and City business. Index 01 Definitions 02 Responsibilities 03 General 04 Prohibited Usage and Conduct 01 Definitions 01.01 CAO — The Chief Administrative Officer or delegate. 01.02 City Hall Staff — An employee of the City of Pickering who will be in attendance at the facility prior to, during and immediately following the event. 01.03 Corporate Event — An activity sponsored by the City of Pickering or one of its mandated boards or authorities. 01.04 Council Sponsored Event — An event approved directly by City Council. 01.05 Operating Costs — Are the regular operating costs to maintain and secure City Hall. 01.06 Public Rallies — Means events which involve people protesting, promoting or supporting an issue through the use of any or all of the following: a) Devices to amplify sound. b) The carrying of signs or placards. c) Angry, abusive language or shouting. 02 Responsibilities 02.01 Chief Administrative Officer to: a) Approve any amendments to the Procedure; and b) Review any requests for Council Chambers or Civic Complex Lobby bookings that are not covered under the guidelines of this procedure. 02.02 Division Head/Manager/Supervisor to: The Manager, Customer & Administrative Services will oversee the review, approval and booking of all events in the Council Chambers or Civic Complex Lobby under the guidelines of this procedure. 02.03 Employee to: a) Follow the booking procedures for Council Chambers and Civic Complex Lobby; b) Ensure accessible access to Council Chambers and the Civic Complex Lobby and that fire alarms are not covered; c) If coordinating an event, ensure set up and take down is completed before and after each event; and Procedure Title: Booking Council Chambers and the Civic Complex Lobby Page 2 of 5 Procedure Number: ADM 110-003 d) Attend events booked by the employee. 03 General 03.01 The Council Chambers will only be booked for Council and Committee Meetings or events where a staff member has booked the room and will be in attendance at the meeting. All events booked in the Council Chambers or Civic Complex Lobby must be associated with the City or must be conducting City business. 03.02 Council Chambers can only be booked once the Council and Committee Meeting Schedule has been finalized by the City Clerk and approved by the CAO. The Main Committee Room must be booked also to coincide with Council and Committee Meetings. All Council and Committee meeting bookings take precedence over any other event. 03.03 City Business includes meetings, hearings, etc., of government agencies or Commissions (i.e. OMB, Assessment Review Board, etc.). 03.04 Council Chambers and Civic Complex Lobby bookings will be completed through Customer Care (Information Desk). 03.05 Customer Care staff should obtain the following information prior to booking: a) Contact Name. b) Contact Number. c) Department staff contact (name and extension). d) Purpose. e) Number of attendees (approximate). f) Start & End Date/Times. 03.06 It is the responsibility of the meeting coordinator to ensure Facilities staff are notified and measures are in place for appropriate set-up and takedown. ?rocedure Title: Booking Council Chambers and the Civic Complex Lobby . Page 3 of 5 Procedure Number: ADM 110-003 03.07 It is the responsibility of the meeting coordinator to inform Customer Care (via email) with general information in order to answer questions regarding the event that may arise. 03.08 Approval to use the Council Chambers does not constitute an endorsement by the City of the group or organization's policies or beliefs. All press releases, publicity, or advertisements relating to any program, event or meeting held in the Council Chambers shall clearly state the name of the sponsoring group or organization and shall not imply the program, event or meeting is sponsored by the City unless the City has agreed to co-sponsorship. 03.09 The City is not responsible for any stolen or misplaced items left in the facility. 03.10 The City reserves the right to refuse or evoke permission to use the Council Chambers or Civic Complex Lobby. 03.11 Weekend or holiday bookings are not permitted. 04 Prohibited Usage and Conduct 04.01 Any event bookings held in the Council Chambers or Civic Complex Lobbyshall not disrupt the routine daily procedures of City Hall. 04.02 Usage of the Council Chambers shall be limited to the gallery section only; the Council dais is prohibited from use unless previously approved by the CAO. 04.03 Registered political parties shall not be permitted to hold an event or present a display inside City Hall. City Hall is a non-partisan venue year-round. Council Members, Members of Legislative Assembly and Members of Parliament are all welcome to attend events at City Hall to fulfil their roles and responsibilities as elected officials during an election campaign but shall refrain from any campaigning. 04.04 Commercial activities, public rallies, petitions or demonstrations shall not be permitted inside City Hall. 04.05 Display materials, banners, promotional signs, etc., shall not be attached in any way to the building structure. Acknowledgement of individual groups, public and private companies supporting an event at City Hall through financial or service support shall be permitted Procedure Title: Booking Council Chambers and the Civic Complex Lobby Page 4 of 5 Procedure Number: ADM 110-003 through easel sign(s) only. Employee will ensure that displays do not block accessible door buttons or fire alarms. 04.06 No food or drink (with the exception of water) will be permitted in the Council Chambers. 04.07 No moving of equipment, furniture or plants shall be allowed without the approval of the Manager, Customer & Administrative Services. Procedure Title: Booking Council Chambers and the Civic Complex Lobby Page 5 of 5 Procedure Number: ADM 110-003