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Cape Breton Regional Municipality
Meeting Rooms Usage Policy
STATEMENT OF POLICY:
• It is the policy of the Cape Breton Regional Municipality (CBRM) that the
usage of the Civic Centre Council Chambers and Second Floor Boardroom
(Meeting Rooms) be restricted to Council and Committee meetings, as
well as selected CBRM staff meetings.
1.0 OBJECTIVE:
1.1 It is the objective of this policy to regulate the usage of the
Meeting Rooms while ensuring security of the room, furniture and
related equipment.
2.0 RESPONSIBILITIES:
2.1 The CBRM Council will approve the Meeting Rooms Usage
Policy.
2.2 The Guidelines herein may be amended from time to time by the
General Committee.
2.3 The Clerk's office shall be responsible for the booking of the
Meeting Rooms, with limited key access to be coordinated through
the Clerk's office.
2.4 The staff member who reserves the Meeting Rooms must attend
the meeting and is responsible for the room during that meeting.
2.5 Staff personnel who are members of outside community groups
who are requesting meeting space may be given permission to use
Meeting Rooms Usage Policy 2
the Second Floor Boardroom, but must take responsibility for the
room and be in attendance at those meetings.
3.0 GUIDELINES:
3.1 COUNCIL CHAMBERS:
3.1.1. Usage shall be restricted to Council and Committee meetings,
as well as CBRM staff meetings only when numbers are larger
than can be accommodated in other available areas (ie.
boardrooms).
3.1.2 Staff usage shall be limited to the gallery section only;
councillor desks will be reserved, to the extent possible, for
councillor usage only.
3.1.3 Council and Committee meetings will take precedence over
staff meetings, even if the staff meeting was booked in
advance.
3.1.4 There shall be no food or drink permitted in the Council
Chambers, except for drinking water at the desks.
3.1.5 Outside groups and organizations will not be permitted to use
the Council Chambers.
3.1.6 The Council Chambers shall be locked when not in use.
3.1.7 Casual (Non-Religious) headwear such as baseball caps are
prohibited and cellular telephones are to be switched off inside
the Council Chambers.
3.2 SECOND FLOOR BOARDROOM:
3.2.1. Usage shall be restricted to Council and Committee meetings,
as well as CBRM staff meetings. Government visitors and
other VLR's may also utilize this space.
3.2.2. Council and Committee meetings will take precedence over
staff meetings, even if the staff meeting was booked in
advance.
3.2.3. This space is not an appropriate meeting room for small
meetings (ie. 10 people or less).
Cape Breton Regional Municipality
Meeting Rooms Usage Policy 3
3.2.4. The Boardroom shall be locked when not in use.
3.2.5. Meetings in this Boardroom can include luncheon meetings,
but this room is not to be used as a substitute for the
lunchroom. When a meeting is scheduled through the lunch
hour, it is suggested that the buffet lunch be set up in the
second floor staff lunchroom.
3.2.6. Casual (Non-Religious) headwear such as baseball caps are
prohibited and cellular telephones are to be switched off inside
the Board Room.
Approved by Council: February 19th, 2002
Amended by Council: March 18, 2005
March 15, 2016
Cape Breton Regional Municipality