City Council Meeting Date: January 6, 2026
To: Mayor and City Council
From: Ben Martig, City Administrator
Title
Review and Approval of Amended 2.03 Meeting Room Policy.
Body
Action Requested:
The Northfield City Council approves resolution amending 2.03 Meeting Room Policy.
Summary Report:
The 2.03 Meeting Room Policy, established in 2015, was created to provide consistent guidelines for all meeting spaces within the City. With the way it’s currently written, the policy lays out the process for externally reserving meeting space in City Hall. City Hall and Police Department receive very few external requests for meeting space from organizations not affiliated with the City or City initiatives. In addition, of the requests received, very few can be fulfilled for various reasons. Therefore, the policy has been updated to focus more on the internal process of reserving rooms. The updated policy also includes the process for partner organizations, or organizations that are not City organizations but are closely aligned with the City, are supported by the City, or are working on initiatives tied to the City.
This policy will also continue to reference the Library, but a separate policy for Library meeting room spaces is in the works. Library Director Draper has drafted a policy that will be approved by the Library Board at the first of the year.
A clean version of the proposed changes (attachment #2), a redlined version of the proposed changes (attachment #3), and a copy of motion 2015-082 establishing the policy (attachment #4) are attached.
Alternative Options:
N/A
Financial Impacts:
N/A
Tentative Timelines:
The updated policy will be go into effect January 7, 2026.