HomeMy WebLinkAboutPolicy 13 - Use of District Boardroom/Meeting RoomOTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOMS 13 3/4/85 9/6/23
Page 1 of 3
PURPOSE
To establish rules and procedures for use of the Otay Water District
(District) Boardroom/meeting rooms for purposes other than District
activities.
BACKGROUND
The District Boardroom is primarily utilized for meetings of the
District Board of Directors, public hearings, and other District
activities. On occasion, the District receives requests from outside
agencies or groups to utilize the Boardroom or other meeting room
facilities.
POLICY
Requests for such use shall be made in advance by submitting a
“Application for Use of District Facilities” form, which shall specify
the rules and regulations pertaining thereto. Said rules and
regulations shall include:
1. The District has the right to reject or terminate the
application with or without case.
2. Outside agencies or groups requesting the use of District
facilities must consist primarily of District residents or
customers.
3.Priority of uses:
a.District related meetings have first priority.
b.Government agencies.
c.Non-profit, public benefit and professional groups or
agencies consisting primarily of District residents,
customers, or industry professionals.
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOMS 13 3/4/85 9/6/23
Page 2 of 3
4.The Boardroom shall be available between the hours of 8:00 a.m.
and 9:00 p.m. on weekdays. It shall not be available on weekends
or holidays.
5.No smoking on District property.
6.Sharing of snacks or water is permitted but hosting of meals or
other beverages is not allowed.
7.At District’s discretion, a cleaning deposit of $150 may be
required from groups other than government agencies.
8.The facility user shall agree to defend, hold harmless, and
indemnify the District from any liability arising out of the use
of District property and shall obtain insurance in the amount of
$1,000,000 with the District named as an additional insured.
Governmental entities shall not be required to obtain insurance.
9.The facility user shall be liable for all theft and/or damage to
equipment, furniture, etc., that may occur during their use of
the District’s facilities.
10.No admission fee may be charged by the facility user.
11.No games of chance, lottery, or gambling of any kind shall be
permitted.
12.No illegal activity shall be permitted.
13.Children or minors must be supervised at all times while on Dis-
trict property.
14.No decorations may be affixed to furniture, walls, ceilings, or
fixtures.
15.No animals are allowed except assistance or service dogs.
16.With the exception of the District’s guest Wi-Fi service,
business telephones and computer equipment are not available for
personal use.
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOMS 13 3/4/85 9/6/23
Page 3 of 3
17.Whenever possible, District staff will be present to coordinate,
assist, or escort facility users.
Exhibit: “Application for Use of District Facilities” Form