5.7.
| CC Regular Session |
| Meeting Date: | 11/10/2025 |
| Primary Strategic Plan Initiative: | {ud_pd4} |
Title:
Adopt Resolution 25-260 Approving the Updated Municipal Center Conference Room Rental Policy
Purpose/Background:
The purpose of this case is to approve the attached draft of the Municipal Center Conference Room Rental Policy.
This matter was discussed at the October 28, 2025, work session. By consensus, the City Council approved of the recommendations as shown below and attached.
The 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.
There are no changes to the rental fees. The paper application form will no longer be required.
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.
This matter was discussed at the October 28, 2025, work session. By consensus, the City Council approved of the recommendations as shown below and attached.
The 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.
There are no changes to the rental fees. The paper application form will no longer be required.
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.
Funding Source:
Not applicable
Recommendation:
To approve the updated policy and eliminate the paper application process, in lieu of online reservations.
Outcome/Action:
Adopt resolution 25-260 approving the updated policy and eliminating the paper application process, in lieu of online reservations.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Brian Hagen | Brian Hagen | 11/06/2025 09:27 AM |
- Form Started By:
- Colleen Lasher
- Started On:
- 11/03/2025 04:13 PM
- Final Approval Date:
- 11/06/2025