City of Mukilteo Facilities Use Policy

The City Council establishes polices and procedures that apply to the use of the City’s facilities by Mukilteo residents who are private individuals and organizations for non-City business, including Exhibits A & B, was adopted by the City Council on September 16, 2019 to define the use of City facilities and serves as the basis for information listed below.

We urge all applicants to read the following provisions prior to completing facilities use application. Please email execadmin@mukilteowa.gov to request an application form. 

Facilities Use Policy 

Use of these rooms shall be prioritized as follows:

Category 1 – City Activities – Use of the facilities by City government functions and other City sponsored activities. City use of the Facilities takes priority over any non-City users.

Category 2 – Non-City Government Agencies, not-for-profit organizations, service groups, schools, or other government organizations and activities, and non-commercial groups (“User”).  Available rooms will be scheduled on a first come, first served basis. 

Category 3 – Private, for-profit, corporations or other private business – Only the Chamber of Commerce Meeting Room is available for its private, for-profit corporate members.  

The space is intended to provide, as a free public service, a meeting place for a wide variety of community groups. Scheduling will be limited where necessary to ensure equitable access to the facilities for the entire community.

ELIGIBILITY TO USE ROOMS:

1. The meeting must be open to the public.
2. No admission or other fees may be charged. No commercial products or services may be advertised, solicited or sold.
3. Applicants must be at least 18 years of age.

RULES AND REQUIREMENTS:

1. Meetings at City Hall during business hours are limited to 25 participants. After business hours, the maximum number of participants is 55.
2. Meetings are not to disrupt the daily routine of the City.
3. The business of the City shall take priority over any non-City use. The City retains the right to cancel scheduled reservations at any time to accommodate the City Council, City staff or other use relating to City business. If a cancellation is necessary, the City will make a reasonable effort to provide the applicant with advanced notice when possible.
4. Reservations are only accepted for the current month the application is submitted and two calendar months in advance. (For example, for an application submitted on September 15th, facilities may be reserved through November 30th). Current or past use is not a guarantee of future use. Completing a Facility Use Application is not a guaranteed reservation and is therefore subject to cancellation or rescheduling at the discretion of the City. A reservation is no assurance that the reserved facility will be available. The applicant agrees to release, indemnify, and hold harmless the City from all liabilities related to the reservation, cancellation or rescheduling thereof, or use of the facilities.
5. The City may refuse to accept reservations or permit use of any facility by persons or groups that have previously failed to abide by the Facility Use Policy or this Facility Use Agreement and Application, or have been “no show” at reserved facilities.
6. The facilities shall not be used for any commercial activities (regardless of whether the commercial activity is for profit or non-profit), including but not limited to fund raising, advertising, or promoting or selling of goods and/or services. City Hall may not be reserved for birthday or special parties from non-City groups.
7. The facilities shall not be used to promote any activity that is in violation of federal, state or local laws. This provision shall not be interpreted to prohibit the use of the facilities for political purposes, i.e., political party meetings, debates, and/or voter information forums, provided that the facilities are made available on a nondiscriminatory, equal basis for all groups.
8. User agrees that it will not use fire or flame without the prior approval of the Mayor or designee.
9. For use of City Hall, users must pick up a key card and door wrench during normal business hours posted on the front door. City Hall is located at 11930 Cyrus Way or call (425) 263-8000. Contact the Chamber of Commerce at (425) 347-1456 for information about access to their meeting room.
10. Council Chambers may be reserved for the hours between 8:00 AM and 10:00 PM; the days and times of the other City facilities shall be established by City Departments or the Chamber of Commerce. Set-up and clean-up must be done within the hours reserved. Users assume responsibility for clean-up immediately following the meeting and assume responsibility for any damage to City property resulting from their use of City facilities.  Groups must return tables and chairs to the original arrangement and in the original or better condition.  Tables and chairs must be cleaned after each use. The City may assess charges for damage or cleaning.  Use of facilities are provided “as is” and “with all faults,” and the City makes no representation of warranty of any kind, express or implied, with respect to the conditions of the facilities, including habitability, fitness or suitability for a particular purpose.
11. User agrees that all participants and guests of the User are under the direct and complete supervision and control of the User. As such, the User is liable for all damages resulting from participant and/or guest utilization of the facilities and services provided by the City.
12. Groups may only enter and exit the building from the public doors. Doors may not be propped open, and emergency exits cannot be blocked. If there is a need for the door to be unlocked for a period of time, a key/wrench will be provided to unlock one of the front doors.  If unlocked, it will be the responsibility of the user to relock the door and secure the building.  Failure to secure the building may result in loss of future building use.
13. The use, alteration, removal, damage or destruction of any electronic equipment or property, including but not limited to the projector, screen, microphones, podium, cameras, etc. in Council Chambers is strictly prohibited. The User will be held responsible for any damages to any City-owned property or equipment.
14. The User shall obtain valid and current general liability insurance with limits of no less than $2,000,000 general aggregate and $1,000,000 per person/per incident covering premises, products-completed operations and contractual liability. The City of Mukilteo must be listed as an “additional insured”. The User shall provide a certificate of insurance evidencing the required insurance before using facilities. Users may also obtain insurance through the City’s broker, Washington Cities Insurance Authority (WCIA) for TULIP coverage; contact the City at (425) 263-8000 for more information. The insurance requirement may be waived for any use by another government agency or at the discretion of the City under these conditions:
    • An IRS designated non-profit, i.e., 501(c)3, that has used a City facility within the previous 6-months without violating Sections 6 – 8, 11 – 13 and 20 of this Agreement
    • An HOA that has used a City facility within the 6-months without violating Sections 6 – 8, 11 – 13 and 20 of this Agreement
    • A Girl Scout or Boy Scout-affiliated organization
    • A semi-public political group

15. All publicity and advertising for meetings and events must contain the words: “This event is not sponsored by the City of Mukilteo.”  (The provision of meeting rooms for public use does not constitute City endorsement of the beliefs or ideas expressed by organizations or individuals using the space.)

16. In accordance with the requirements of the Americans with Disabilities Act of 1990 (“ADA”) and the Rehabilitation Act, the City of Mukilteo will not discriminate against qualified individuals with a disability in its services, programs or activities. The City of Mukilteo is committed to providing reasonable accommodation, including the provision of necessary auxiliary aids and services, to ensure individuals with disabilities enjoy equal access to civic services, programs or activities.  Individuals with disabilities may request an accommodation to make information and communications accessible to people who have speech, hearing, vision or physical impairments. Individuals or organizations using the facility warrants that it will occupy the facility and conduct its activities in a manner that complies with all applicable provisions of the ADA and the Rehabilitation Act. User will make every effort to make facilities accessible for the events and activities held under this agreement by removal of barriers wherever reasonable, and will provide alternative aids and services wherever barriers cannot be reasonably removed.

Individuals and organizations, who may be exempt from the ADA but who use a City facility, must not discriminate on the basis of disability under the ADA, and place this statement in all notices, promotional or advertisements of their meeting and event:

“User does not and shall not discriminate against individuals with disabilities in its services, programs or activities.”

17. Smoking and alcoholic beverages are prohibited in City facilities. No food or drink allowed.
18. Storage for supplies or equipment cannot be provided at City Hall; contact the Chamber at (425) 347-1456 for storage options.
19. The City does not assume liability for injuries or damage to personal property which occur as a result of the actions of the User or participants in meetings scheduled in City facilities.
20. No pets are allowed. Only a dog or miniature horse as defined as a service animal (RCW 49.60.040(24) and is trained to do work or perform tasks for a person with a disability is allowed in City facilities. Any damage or additional cleaning caused by any animal will be passed on to the User and potential future use of the Facility may be denied.
21. Please notify City Hall at (425) 263-8000 or the Chamber of Commerce at (425) 347-1456 if a meeting is cancelled.
22. The City may conduct a risk assessment to determine whether the applicant requires a security officer at the meeting. In the event the City deems security necessary at the meeting, the applicant shall incur the expenses.  The City may also deny the application based upon previous misuse of City facilities or activity that created disturbances of the peace in a City facility.   

CIRCUMSTANCES BY WHICH RESERVATIONS MAY BE CANCELLED BY THE CITY:

1. The applicant/User provides false or misleading information.
2. The User, willfully, or through gross negligence, mistreats the equipment or facilities or violates any regulations of the City.
3. The City retains the right to deny the facilities to any User whose planned use of the space does not comply with these terms or applicable City policy. Violation of these terms may result in denial of future access to the facilities.
4. For any other reason at the discretion and convenience of the City.