Review Revised Municipal Center Conference Room Rental Policy

The purpose of this discussion is to review the attached revised draft of the Municipal Center Conference Room Rental Policy.

The attached draft policy has been revised to enhance customer service and reduce the need for direct staff involvement. A significant change is the elimination of the paper-based application process, which previously required renters to contact staff to check room availability, complete and submit a physical application, and arrange payment through invoicing or manual transactions via cash, check, or credit card—all of which demanded administrative oversight.

Under the new policy, reservations will be managed entirely online through the Civic Rec program, aligning with current practices used by Parks and Recreation. This streamlined system allows residents to make reservations and payments by credit card at any time, offering greater convenience and efficiency.  There are a minimum of five staff members available to assist customers if they need help with the online process or have further questions about the available facilities. 

Lastly, the Rum River Room (located on the second floor) has been removed from the list of available rooms.  Following the City Council’s consensus to designate the Rum River Room as an employee wellness space, it will no longer be available for public rental.  All public room rentals will now be located on the first floor of the municipal center.  Staff does not anticipate a reduction in rental revenue or turning away customers due to a lack of availability. 

Note:
There are no changes to the rental fees.
The attached application form will no longer be required. 

Up to 10 minutes.

Not Applicable.

Staff recommends approval of the draft policy and changes to the online reservation process. 

Based on discussion, followed by adoption of the updated policy at the next regular city council meeting.