POLICY RE: A1925, USE OF SECURITY BUILDING 8TH AND 9TH FLOOR POLICY.DOCX

MARICOPA COUNTY INTERNAL POLICY
Policy Title: Policy Number: A1925
USE OF SECURITY BUILDING 8th AND 9th
Current Adoption
FLOOR MEETING SPACES 1-6-2016
Date:
Approved by: Board Agenda
Number:
BOARD OF SUPERVISORS Original Adoption
1-6-2016
Date:
I. PURPOSE
To provide direction to reserve, prepare, secure and clean the Security Building 8th and 9th floor
meeting spaces and to recoup costs associated with using the 8th and 9th Floors.
II. DEFINITIONS
A. Appointing Authority: An elected official, the single administrative or executive head of a
Department/Special District or the designated representative authorized to act in this
capacity.
B. County Event: A program for County employees approved by an Appointing Authority that
provides training, continuing education, recognition or team building.
C. County Sponsored Event: A community, civic or government oriented gathering sponsored by
an Appointing Authority that is not a County Event, that falls outside the purview of daily work
and that is hosted by or primarily involves an organization or group outside of the County
organization.
D. Event Liaison: A County employee assigned by the Appointing Authority as the single point of
contact for a given County Event or County Sponsored Event. An Event Liaison must be
assigned for each event.
E. Security Building 8th and 9th Floors (8th and 9th Floors): The top two floors including the
historic ballroom of the Security Building located at 234 N. Central Avenue. These floors are
available for County Events or County Sponsored Events.
F. Tenant: Departments or other subdivisions of Maricopa County (County) that occupy
physical space in any building owned or leased by the County.
III. POLICY
A. The Employee Development Division of the Human Resources Department (HR) is
responsible for scheduling and coordinating the use of the 8th and 9th Floors of the Security
Building for County Events and County Sponsored Events.

Policy Title: Policy Number: A1925
USE OF SECURITY BUILDING 8th AND 9th
Current Adoption
FLOOR MEETING SPACES 1-6-2016
Date:
1. The 8th and 9th Floors may be used for County Events with Appointing Authority
approval.
2. Individuals and organizations outside the County may use the 8th and 9th Floors for
County Sponsored Events, depending upon availability and pursuant to approval and
sponsorship of an Appointing Authority.
3. In general, County Events and County Sponsored Events will involve a presentation,
training or celebration related to the County or the services it provides to the community.
4. Prohibited events include, but are not limited to, political campaign events, meetings of a
political party and functions that compete with the private sector, e.g., weddings,
receptions, birthday parties, etc.
5. Exceptions may be made with approval by the County Manager or designee on a case-
by-case basis for unique circumstances in which no other location can provide a similar
function.
6. Requests to use the 8th and 9th Floors must be in writing and submitted by an Appointing
Authority to the Employee Development Division located at 222 N. Central Avenue,
Floor 1A.
7. The Appointing Authority must designate an Event Liaison at the time the request is
submitted.
8. Events will be scheduled in the order they are received.
a. Events may be scheduled Monday through Saturday, between 8 a.m. and 9 p.m.
This includes set-up, tear-down and the time needed to clean and restore the
facility to its original condition.
b. Requests should be submitted at least two weeks in advance.
9. The authorization to use the 8th and 9th Floors for a County Sponsored Event does not
constitute the County’s endorsement of the event or the individual or organization hosting the
event.
B. Human Resources, Facilities Management (FMD) or Protective Services reserve the right to
cancel a County Sponsored Event for any reason.
C. Roles and Responsibilities:
1. The Appointing Authority’s role is that of temporary Tenant. The Appointing Authority and/or the
Event Liaison is responsible for the following:
a. County Events:
i. Participating in the pre-and post-event walk thru with the Employee Development
representative.
ii. Being available for the event and acting as the event resource.
iii. Leaving the 8th and 9th Floors in at least the same condition in which they were found.
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Policy Title: Policy Number: A1925
USE OF SECURITY BUILDING 8th AND 9th
Current Adoption
FLOOR MEETING SPACES 1-6-2016
Date:
iv. Replacing any damaged equipment.
b. County Sponsored Events:
i. Ensuring the sponsored group signs and complies with the license agreement.
ii. Ensuring the sponsored group provides all necessary documents with appropriate
signatures to Employee Development at least 48 hours before the start of the County
Sponsored Event. Failure to provide such documentation will result in the cancellation
of the event.
iii. Coordinating payment of a use-fee, if applicable, associated with maintaining and
preserving the meeting space and any other costs that may be charged if the event
takes place outside normal business hours.
iv. Ensuring the sponsored group has obtained additional permits not issued by the
County, if required, for the use of alcohol or amplified sound.
v. Participating in the pre-and post-event walk thru.
vi. Ensuring the sponsored group abides by the directions of Employee Development,
FMD and Protective Services while using the meeting space.
vii. Ensuring the sponsored group leaves the space in the same condition in which it was
found.
viii. Paying all fees associated with the repair or replacement of any damaged structures or
equipment.
ix. Being available for the event and acting as the event resource.
2. Employee Development’s role is that of scheduler and event coordinator. Employee
Development is responsible for the following:
a. Receiving and reviewing requests to use the 8th and 9th Floors in accordance with this
Policy.
b. Determining initial use eligibility.
c. Scheduling the meeting spaces.
d. Providing applicable licensing agreement(s) for completion and signature of the Appointing
Authority.
e. Coordinating with FMD to determine necessary permits and usage fees for County
Sponsored Events, as applicable.
f. Coordinating the set-up, tear down and security needs with FMD, Protective Services, and
the Event Liaison.
g. Conducting a pre- and post-event walk thru to ensure the 8th and 9th Floors have been
returned to their original condition and that all equipment and materials are accounted for.
3. FMD’s role is to maintain building systems and common spaces. FMD is responsible for the
following:
a. Coordinating with Protective Services to provide the appropriate security measures.
b. The setting up and tearing down of the room in terms of requested tables, chairs and
audio/visual equipment per the submitted request form.
Conducting a post-event walk thru to ensure the 8th and 9th Floor physical
facilities have been returned to their original condition. This includes, but is not
limited to, floors, walls, furniture and catering areas.
D. Maricopa County will not be responsible for any losses, damages, injuries or other liabilities
suffered, incurred or alleged to have arisen as a result of the use of the meeting space.
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Policy Title: Policy Number: A1925
USE OF SECURITY BUILDING 8th AND 9th
Current Adoption
FLOOR MEETING SPACES 1-6-2016
Date:
Revision History
Version Revision Date Description of Revision
1 6 Jan 2016 Initial Version.
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