ORDINANCE NO. 260988
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Sponsor: Mayor Quinton Lucas
Amending Chapter 2, Code of Ordinances, Administration, by adding a new Section 2-13 establishing the Council Chambers Reservation Program for wedding ceremonies and other special events held in Council Chambers; directing that reservation applications be submitted and processed; and authorizing approval of applications administratively upon a determination of Council Chamber availability, payment of required fees, and completeness of the application.
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WHEREAS, City Hall serves as a historic and meaningful civic institution where many wish to hold wedding ceremonies and other special events within Council Chambers; and
WHEREAS, the City currently receives requests for wedding ceremonies and special events to be held in Council Chambers without a formal reservation process, fee structure, or standardized requirements governing such use; and
WHEREAS, implementing a defined program, including but not limited to timelines, fee structure, and proper documentation, will support the City’s legal, operational, and risk-management responsibilities in City Hall; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF KANSAS CITY:
Section 1. That Chapter 2, Code of Ordinances, Administration, is hereby amended by enacting a new section 2-13 to read as follows:
Section 2-13. Council Chambers Reservation Program.
(a) Establishment of program.
This hereby establishes the Council Chambers Reservation Program, authorizing the use of Council Chambers for wedding ceremonies and other special events in accordance with this section.
(b) Administration and approval.
i. The program shall be administered by the City Clerk, with City Council and Mayoral Staff serving as facilitators overseeing logistical coordination for wedding ceremonies and other special events held in Council Chambers.
ii. All requests for use of Council Chambers for a wedding ceremony shall be submitted to the City Clerk and the City Council Staff that correspond to the council district of the primary applicant or the Office of the Mayor. The Office of the Mayor shall process requests from applicants outside the City in addition to requests from within the City.
iii. The City Clerk Office and the City Council Staff that corresponds to the council district of the primary applicant or the Office of the Mayor where applicable shall review each Reservation Application submitted and shall approve the application upon determining that:
a. Council Chambers are available for the requested date and time;
b. All fees under section (d) have been paid in full; and
c. The reservation application is complete, including all documentation required under subsection (d).
iv. Reservations shall be permitted on weekdays during regular business hours. Weekend reservations may be considered and will be subject to a higher fee.
v. Individuals requesting use of Council Chambers must submit a reservation request ten (10) days in advance of the date of the event.
vi. The City Clerk’s Office, applicable City Council Staff, or the Office of the Mayor shall notify applicants of the determination within seven (7) business days of the request.
(c) Application requirements. A reservation request may include:
i. Requested date of ceremony;
ii. Requested time and anticipated duration;
iii. Anticipated number of guests;
iv. Name and contact information for primary applicant; and
v. Address of primary applicant.
(d) Fees. Fees for use of Council Chambers shall be:
i. $50.00 for weekday ceremonies during business hours.
ii. $75.00 for weekend or after-hours ceremonies.
iii. Fees may be adjusted by the Office of the Clerk or Council action.
(e) Cancellation. An applicant seeking to cancel a reservation shall provide notice to the City Manager at least forty-eight (48) hours before the scheduled ceremony. The Office of the Mayor, City Council, or the City Clerk’s Office have the right to cancel a reservation at any time.
Section 2. Directing the City Clerk or a designee to create a public webpage outlining the program and developing a reservation process for applications to be submitted, reviewed, and answered.
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Approved as to form:
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Abigail Judah
Associate City Attorney