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Home My WebLink About060 04 #0 -' cc; CS II /ltø/OLf í(eúS . STATE OF WASHINGTON County of Jefferson In the Matter of After Hours use Of the County Courthouse } } RESOLUTION NO. 60-04 WHEREAS, County Departments and external organizations desire to use the County Courthouse for after hours events; and WHEREAS, there is a need to assure that the use of Courthouse facilities does not interfere with the normal maintenance and security activities for the facility; and, WHEREAS, the Central Services Department is responsible for the management of Courthouse facilities; and, WHEREAS, the Central Services Department has proposed the attached policies, procedures, and forms to assist in managing the use of the Courthouse facilities; and, WHEREAS, the County Administrator is supportive of this change, THEREFORE BE IT RESOL VED, that the Board of Commissioners hereby directs the Central Services Department to implement the proposed policies, procedures, and forms as attached hereto. APPROVED this 15thday of Nov~Ð04. JEFFERSON COUNTY BOARD OF COMMISSI Dan Titterness, Member ~ - ATTEST: Qi,"LtL7-?Óyj/N~ ,. C ("5ì L ~Iie Matthes, CMC Deputy Clerk of the Board JEFFERSON COUNTY FACILITY USE REQUIREMENTS FOR AFTER HOURS USE OF THE COUNTY COURTHOUSE The ~uilding entry doo~s ~ill be opened at 7:50 am and closed at 5:10 pm each regular working day by Commissioner Resolution #08-04. BY OTHER THAN COUNTY STAFF Only non-profit and/or civic groups are authorized to use the Courthouse facilities; commercial and/or for-profit groups are prohibited from using the Courthouse facilities. For each use, authorized organizations must submit a Facilities Use Application at least 3 weeks in advance of the expected date of use. The County generally requires that an applicant provide minimal liability insurance and to pay security costs. The Facility Use Application should be submitted to the Central Services Director. BY COUNTY STAFF Use outside the regular working day is permissible for departmental purposes under the following conditions: A. The "host" department is sponsoring an activity that its department head has approved, And, B. The department head who normally uses/controls the requested space supports the request, And, C. The "host" department provides notification, via the Facilities Use Request, to the Central Services department by email or hard copy to Facilities' Administrative Assistant and Foreman at least one (1) week in advance or two (2) weeks in advance if security is needed, (Central Services will provide a confirmation by email to the requestor, requestor's department head, and department head who normally uses/controls the requested space) And, D. The "host" department limits access to the building to only the participants; the building entry doors may not be left unlocked or ajar. Or, If it is necessary to leave the building entry doors unlocked and unattended, then security is mandatory; Central Services will coordinate security, but the "host" department is responsible for paying the costs of security staff. The cost of building security costs, normally provided by the Sheriff's Office, will be at the rate of $_ per hour. JEFFERSON COUNTY FACILITY USE REQUEST BY COUNTY STAFF FOR AFTER HOURS USE OF THE COUNTY COURTHOUSE HOST IDENTIFICATION Name of Department: Name of Department Head: Coordination Contact: Telephone: SCHEDULE Date of After Hours Use: Expected Starting Time: Expected Ending Time: LOCATION Specify room or areas to be used: Identify the department that normally controls the requested space: Note: scheduling of conference rooms is performed by the County Administrator's Office when use is during regular work hours; scheduling of conference rooms is performed by the Central Services when use is after or before regular work hours; use of another department's space requires approval by that department head (Central Services will send the confirmation to the requestor with a copy to the department whose space will be used). SERVICES NEEDED Security: Expected # of Participants: Extra CleaninQ. The "host" is expected to perform housekeeping of the area used. Describe additional need: Room Set-upffake-down The "host" is expected to rearrange tables/chairs for set-up and to replace tables/chairs in the original configuration when done. Describe additional needs: JEFFERSON COUNTY FACILITY USE APPLICATION Name: Applicant Information Please Print Organization or Civic Group Name Representative or Contact Name: Email Address: Address: Phone: Fax: Request Information Please Print Identify Specific Room or Areas to be Used: Number of Participants Expected: Date(s) of Requested Use: Open Time: Close Time: Equipment or Machines to be used: How will the building be used/what is the purpose of the use? Sketch Room Set-up Desired: Applicant Guarantees To the fullest extent permitted by law, the Applicant agrees to defend, pay on behalf of, indemnify, and hold harmless Jefferson County, its elected and appointed officials, employees, and volunteers and others working on behalf of Jefferson County, against any and all claims, demands, suites, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed or recovered against or from Jefferson County, its elected and appointed officials, employees, and volunteers and others working on behalf of Jefferson County, by reason of personal injury, including bodily injury or death and/or property damage, including loss thereof, which arises out of or is in any way connected or associated with this application. The Applicant understands that they will be held responsible for payment of the cost for repair of any damage to the facility, or for any extraordinary janitorial services required because of their use of the facility, Applicant shall provide proof of general liability insurance with coverage of not less than $10,000 associated to the use of County Facilities. (please attach description of coverage and proof that insurance is current). Applicant Representative Signature: Name Date Applicant agrees to pay for building security services as provided by the County at the rate of L per hour; the applicant agrees to pay the estimated building security services fee at the time the application is submitted. For County Use Only Proof of insurance received: Security fee received: Request is: Approved by: YES YES Approved SOCC NO NO Denied CA N/A N/A Initials & Date JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST 00 CONSENT AGENDA D REGULAR AGENDA TO: Board of County Commissioners County Administrator Allen R. Sartin, Central Services Director (Jj(t November 22, 2004 Resolution - After Hours Use of the County Courthouse FROM: DATE: SUBJECT: STATEMENT OF ISSUE: Currently, there are no formal policies that provide for the orderly "after hours" use of the County Courthouse. STRATEGIC GOALS: Not Applicable ANALYSIS (PRO & CON): PRO - This set of policies and procedures will establish a formal methodology that assures that all parties have the same understanding regarding the "after hours" use of the Courthouse. They will also provide security guidelines (and fees) and assure adequate liability insurance coverage. CON - With the adoption of formal policies and procedures, staff will have less autonomy when making decisions regarding the "after hours" use of the Courthouse. COST BENEFIT ANALYSIS: Not Applicable FISCAL IMPACT: None Revenue Budget Line Item: Expenditure Budget Line Item: Gain or Loss (-): REQUESTED ACTION: I request that the BOCC approve this resolution including the attached policies and procedures. REVIEWED BY: 1.~ n Fischbach, County Administrator II ftJ /0'1 Date