Item 4C - MemoCITY OF
SOUTHLAKE
MEMORANDUM
November 27, 2023
TO: Shana Yelverton, City Manager
FROM: Robert Briggs, Operations Manager —Special Projects, City Manager's
Office
SUBJECT: December 5, 2023, City Council Agenda Item 4C, Approve
Update to the City's Facility Use Reservation Policy.
Action Requested:
Approve Agenda Item 4C, Update to the City's Facility Use Reservation Policy.
Background Information:
The purpose of this item is to seek City Council approval of the update to the City's Facility
Use Reservation Policy which establishes the process and requirements for external
parties to reserve and utilize City owned facilities for purposes outlined in the policy.
The City of Southlake has several facilities that offer opportunities for public use. The
purpose of the Facility Use Reservation Policy is to provide clear guidelines and
procedures for efficient and fair allocation of these city -owned facilities, and to define
approved events, activities, and programs. The Facility Use Reservation Policy's intent is
to ensure City facilities are utilized in a manner defined by the policy, safe, respectful, and
consistent with the City's mission and values.
The City's last update to the Facility Use Reservation Policy was on March 2, 2010,
making the current policy and procedures over 13 years old and in much need for an
update. The update being proposed ensures the policy is in the best interest of the City
and the public alike as it ensures all processes are aligned (e.g., the Off -Duty Policy
Officer requirements and request process) as well as the information within is accurate
(e.g., the list of City facilities available for rental).
Financial Considerations:
There is no cost associated with this policy being adopted by Council and no future
budget implications caused by its adoption.
Strategic Link:
This item is linked to the City's Strategic Focus area of Performance Management & Service
Delivery. This item is also linked to the following City Strategic Business Objectives: (B1)
Achieving strong outcomes through continual evaluation and pursuit of better practices that
improve core business operations and (B3) Maintaining an environment of future readiness.
by understanding and acting upon the forces, trends, and coming challenges affecting services.
Alternatives:
City Council Alternatives include the following options:
• Adopt the updated City Facilities Reservation Policy.
• Adopt the updated City Facilities Reservation Policy with revisions.
• Decline to approve the updated City Facilities Reservation Policy.
Supporting Document(s):
Updated City Facility Use Reservation Policy.
Staff Recommendation:
City Staff recommends City Council approval of the updated City Facility Use Reservation
Policy.
Staff Contact:
Robert Briggs, (817) 748-8003, rbriggs@ci.southlake.tx.us