Training Room Use - District Office

NKY Health is responsible for the stewardship of all facilities owned by the Northern Kentucky Independent District Board of Health.  It is the goal of the Board to allow limited public access and use of available, designated meeting rooms to: 

• Other governmental entities desiring to use the facilities for governmental purposes.

• Groups associated with NKY Health.

• Community groups providing support or benefit to public health.  

The purpose of this policy is to provide guidance on use of the Training Conference Room available at the District Office located at 8001 Veterans Memorial Drive, Florence, KY.  This meeting room is primarily for use to conduct NKY Health business, but shall be made available as a limited community resource to governmental, community, and non-profit groups in accordance with this policy. Other meeting rooms in the District Office are not for public use. 

The facilities are a limited public forum.  As such, the Board prohibits the usage of the Training Conference Room by any group or person for activities which violate federal or state laws; which are obscene, pornographic, or libelous; or which promote or facilitate hate crimes or discrimination against any person or groups of persons based upon race, religion, gender, age, or disability; or any activity that is inconsistent with the policies and mission of NKY Health and its Board; or any activity which is likely to create disruption with daily operations, or could interfere with NKY Health’s business relationships with its community partners and/or its Board members.   

The Board approves the use of the Training Conference Room by persons and community groups for purposes that provide generally recognized benefit to the public’s health.  Priority consideration shall be given to community and/or non-profit groups involved in delivering public health services or engaged in public health education and which either partner with or are associated with NKY Health and its mission and priorities.    

Profit-making groups shall not use the facilities; nor shall the facilities be used for personal or commercial activities.  Furthermore use of this room shall not be granted to any community group when such use interferes with the public health purposes of NKY Health or creates a conflict with the overall mission and priorities of the Board.   

The Board approves the use of the Training Conference Room  by other governmental entities for governmental  purposes such as but not limited to, accommodation of public meetings or conducting hearings or trainings.  Priority consideration shall be given to those governmental entities that are located in the geographic jurisdictional area of NKY Health.   

• NKY Health sponsored programs or meetings take precedence over all other groups at all times in scheduling the use of the Training Conference Room.  All reservations are subject to NKY Health’s reserved right to unilaterally cancel a reservation if NKY Health operations require use of the room. 

• The Training Conference Room, if not in use, is available on a first-come, first-serve basis at a specific time that must be pre-approved by the District Director of Health. 

• Meeting room usage must not interfere with NKY Health operations or cause a disturbance. 

• Attendance must comply with the occupancy limits set forth for that particular room. 

• All meeting or program attendees must park in the areas designated for parking for the facility. 

• The Training Conference Room must be returned to its original condition. Failure to do so may result in a custodial fee starting at $25.00. 

• No animals except service animals are permitted. 

• Smoking, including e-cigarettes and vapor systems, and tobacco usage is prohibited inside any NKY Health owned facility or on NKY Health property. No alcohol is allowed on the premises, and said fee may increase depending upon the extent of custodial service necessary to remediate. 

• Food may be served in the Training Conference Room; however, the user is responsible for all clean-up and shall return the meeting room to its previous condition. Failure to properly clean up and dispose of food items and waste may result in a custodial fee starting at $25.00. 

• The user is responsible for providing any items related to food that will be served.  NKY Health will not furnish incidentals such as water, napkins, plates, serving utensils, etc. 

The Training Conference Room is generally available 8:00 a.m. until 5:00 p.m., Monday through Friday, which are the normal operational hours for NKY Health. The District Director of Health may approve use of the room outside of these hours, and shall, as a condition of that approval, charge a fee to the user to reimburse NKY Health for costs such as staffing and security outside normal operational hours.   

The requester shall designate an individual age 21 years or older who shall be responsible for the group’s use of the Training Conference Room and who shall review the policy requirements and complete the "Training Conference Room Use Application" form. 

Generally, there is no charge for the use of the Training Conference Room during normal business hours of NKY Health (with the exception of the aforementioned custodial fees that may be assessed per this policy).  NKY Health may charge an hourly reservation fee in amounts to be determined by the District Director of Health to reimburse NKY Health for any costs associated with making the room available outside of normal business hours, including the costs for staffing and security.    

NKY Health sponsored programs and meetings do not need to complete an application. Only outside entities in accordance  with this policy must complete the application. Persons authorized to represent the entity must complete and sign the  attached application form. Approval is granted when the District Director of Health has signed the completed form and the  requester has been notified.   

• All requests for using the District Office Training Conference Room by outside groups should be initially directed to the  District Secretary or his/her designee.  S/he will check the availability of the room, get preliminary approval from the District  Director of Health, and send/email the policy and Training Conference Room Use Application Form to the requester. 

• A representative of the requesting group must complete, sign, and submit the application form to the District Secretary and  gain approval prior to using the room. Reservation requests are not final until confirmed by the District Secretary or other  designated NKY Health staff.   

• The District Secretary will verify the availability of the room and obtain the District Director of Health’s signature of  approval.  The District Secretary or designee will notify the requester of the approval and provide the key code for the event if it is after hours or on the weekend. 

• The Director of Administration and Accounting will assign the key code and will ensure that the code is de-activated when the event is over. 

• At the conclusion of the training room’s use, all equipment, chairs and tables must be put back to their original positions, counters and tables must be cleaned off, and the room must be in its original condition.  If the kitchenette is used, it must be returned to its original condition as well, including emptying the coffee maker. 

This policy will be reviewed at least once every 5 years. 

6/20/2023

• Added Revision Log