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X: Facilities/Checklists/ Room reservations guidelines R-8/23/17 Ogden City Council Council Chambers and Conference Room Reservation Guidelines General Policy The purpose of City Council meeting rooms is to provide public meeting space for use by the Council or Administration for city- related business (e.g. Council meetings, committee meetings, employee training, etc.) In addition, the rooms may be used where a meeting is not city business but involves City elected officials and/or staff. The meeting rooms are not available to outside agencies, groups or individuals for meetings that are not directly related to Ogden City objectives or programs. Regular office hours: Monday - Friday, 8 am to 5 pm Meeting Rooms Rooms have stationary equipment (microphones, laptop, etc.) that are not moveable. If you need help with equipment, training or assistance with technology, please schedule time with Council staff well in advance of your meeting by calling (801) 629-8153. Please report any damage to equipment to the Council office. Council Chambers, Suite 340 Capacity: 119 stationary seats 12 additional seats–folding chairs (requires set up) 13 Dias seats Equipment: Audio/visual system includes: 90” Plasma flat screen, 42” Plasma flat screens, projection system, stationary laptop (network ready), recording system, microphones, including wireless mic, teleconferencing, portable scanner. May be used after regular office hours Council Conference Room 310 Capacity: 16 seats around conference table 22 additional seats (more folding chairs can be made available) theater style seats-folding chairs (requires rearranging-plan on coming early to set up) Equipment: Audio/visual system includes: 90” Plasma flat screen, 49” flat screen, 32” flat screen, laptop connection (network ready), recording system, projection system, teleconferencing, wireless mic and lapel May be used after regular office hours ---PAGE BREAK--- X: Facilities/Checklists/ Room reservations guidelines R-8/23/17 Reservations Meeting rooms are subject to availability. Requests for a meeting room must be requested in person by telephone at (801) 629-8153 or scheduling through Outlook calendaring system. Council Staff automatically schedules 30 minutes between scheduled meetings to allow for one group to clean up and vacate and the next group time to setup for their meeting. If additional time is needed for setup and cleanup please inform Council staff. On occasion, an unanticipated meeting of the City Council may require the use of the Chambers or one of the conference rooms which may conflict with a scheduled reservation. Council staff will notify you immediately and make every effort to help accommodate your reservation in an alternate location. Cancellations Due to the amount of requests to utilize these meeting rooms, please notify Council staff (629-8153) as soon as possible if you need to cancel use of the room so it may be made available to other groups. Security The Municipal Building is a secure facility and during business hours all visitors are required to check in at the 2nd floor Information Desk. Visitors should be issued a visitor’s pass and announced or a designated individual in charge of meetings on secure floors should make pre-arrangements and set the override when necessary. The designated individual should communicate to the Information Desk of their meeting location and time. Responsibility of User Group Be prepared and plan well for your meeting. When you schedule a (Own your meeting) meeting please arrive 10-15 minutes early to greet attendees. If your meeting is scheduled during regular business hours make arrangements with the Council office to check out an override card and door key if necessary. The Council office is not responsible for opening rooms and setting the override for your meeting. Groups using the meeting rooms are responsible for setup and breakdown of the room and equipment, and for providing sufficient copies of handouts and supplies. If you need training or assistance with technology or equipment, please schedule time with Council staff well in advance of your meeting (629-8153). We suggest you schedule a few minutes to be sure your presentations work with our system. ---PAGE BREAK--- X: Facilities/Checklists/ Room reservations guidelines R-8/23/17 Notice your meeting. Often there is more than one meeting scheduled on the 3rd floor at the same time. To help direct your attendees, prepare a sign indicating your meeting or group title, meeting intention and appropriate room number (#340 Council Chambers; #310 large conference room). Utilize the floor standing sign and wall holders accordingly. In addition, please leave pertinent information about your meeting with a main contact person in your office and the Information Desk, so they can direct the public to the right meeting room location. Please be considerate that your meeting maintains a noise level that does not interfere with the normal functions of the Council Office during regular office hours. If needed close the doors to the meeting room. Clean up. At the conclusion of the meeting, please return the room to the condition in which it was found. Tables must be wiped down, chairs returned, equipment removed/or turned off, etc. The eatery facilities must be thoroughly cleaned and trash bagged and removed. During/After Hours The use of Council meeting rooms during/after hours Use requires a specific individual designated to be responsible for opening and closing procedures. This contact individual will need to schedule time with Council Staff well in advance to review the override and security system. Council staff will check out an access card and room key if necessary. Public meetings that are held afterhours, will require a designated individual to set the override and be familiar with closing procedures. If necessary, schedule time with Council staff in advance to review the override and security system. Council staff will check out an access card and room key if necessary. Override System There is a card access reader on the third floor which allows authorized users the ability to override the security system and the heating and air conditioning unit. The access reader is located on the wall to the east of the elevators. To Activate: Swipe your authorized ID card over the access reader (white pad with a red light indicated). The light will flash red and green colors for a few second and then will remain green and flicker red every few seconds. When activated, the west entrance doors will remain unlocked allowing access to the building, the circulation system on, and elevator access to the third floor. ---PAGE BREAK--- X: Facilities/Checklists/ Room reservations guidelines R-8/23/17 To De-activate: Swipe your authorized ID card over the access reader (white pad with green light indicated). The light will flicker red and green and then stay red when de-activated. When the system is de-activated, the west entrance doors will lock and the circulation system will turn off. You may still exit the building through the west doors but may not re-enter the building unless you have after-hours access. During regular business hours, the system will only de-activate the elevator override to the third floor and the circulation system will remain on. Evacuation The Council Chambers is considered a public assembly building because it holds 50 + people. Any public meeting scheduled in the Chambers must have a designated staff person who is knowledgeable and responsible for emergency evacuation procedures and exits for the 3rd floor. Exits: Stairwells are located on the northwest and south west ends of the hallway (between the two sets of wooden doors); and the grand staircase located in the center of the hallway. In the event of an evacuation command or alarm the following steps should be initiated immediately by designated city staff. Encourage an orderly calm evacuation of the building. Direct patrons to use the stairs. The elevators will not function once an alarm has been activated. For those who are handicapped or are in wheelchairs, take them to the closest exit located in one of the stairwells. Place them on the immediate landing area inside the stairwell, and then notify the Fire department for assistance in evacuating them from the building. Please do not attempt to take them down the stairs. Check restrooms (men’s on the northeast end and women’s on the southeast end of the hallway). After-Hours Contact Facilities - After Hour Emergencies: 1) Nicholas Favero (801) 940-0530 AV Equipment Emergencies: 1) Dan Byington (801) 317-5863 Emergency: 2) 911 Non Emergency: 3) Ogden City Police 629-8221 4) Ogden City Fire/Paramedics 629-8221 5) Community Policing 629-8079 Building Alarm: 1) Denco Security 627-2720