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Item 4C - Policy FINALCity of Southlake Policy: Facility Use Reservation Policy City of Southlake Policies & Procedures Policy: Source: Category: Previous Update: City Council Approval: Effective Date: I. Statement of Purpose: Facility Use Reservation Policy City Manager's Office City Facilities March 2, 2010 December 5, 2023 December 6, 2023 The procedures outlined in this Policy are intended to provide guidance to staff members who are responsible for understanding and engaging in the Facility Use Reservation process. The City of Southlake has a select number of facilities that afford opportunities for public use. The purpose of the City of Southlake Facility Use Reservation Policy is to provide clear guidelines and procedures for the efficient and fair allocation of these city -owned facilities for approved activities, or programs. This policy is designed to ensure City facilities are utilized in a manner that is safe, respectful, and consistent with the City's mission and values. By establishing clear criteria for the use of these facilities, the policy aims to provide greater transparency, accountability, and fairness to all individuals and organizations seeking to reserve City facilities. This policy is intended to serve as a resource for the community and City staff for the reservation of the facilities designated within this policy and to promote the City's commitment to community engagement, public service, and public access to available City resources. A list of facilities available for reservation under this policy is limited to those included within "Appendix A." II. Definitions: a. Business Hours - The hours during which the facility is normally staffed, operating, and open to the public. Those hours are dependent upon the facility and various factors, are subject to change when necessary, and are summarized in "Appendix B." Page 1 of 12 City of Southlake Policy: Facility Use Reservation Policy b. Deposit - A fee that is collected in advance as a security measure to help ensure proper use of the facility. The amount is established within the City of Southlake's Fee Schedule. Deposits are to be collected at the time of the room reservation and are eligible for refund upon satisfactory, post -reservation inspection. c. Fee Schedule - The comprehensive list of fees associated with City services that is reviewed, revised, and adopted annually by the City Council. d. Not for Profit Organization - A group organized for some charitable, civil, or other social purpose and where the organization does not distribute profits to its owners, but rather uses its surplus revenue for the benefit of the organization's mission. e. Off -Duty Police Officer - A sworn City of Southlake Police Officer or approved licensed Texas Peace Officer, available for hire to serve in an official law enforcement capacity and provide security services for a program or activity. Off -Duty Police Officers are required, as outlined by this policy. The Off -Duty Officer program and reservation process are managed by the Southlake Police Department. f. Resident - An individual who lives within the geographical and incorporated boundaries of the City of Southlake, Tarrant or Denton County, Texas. g. Reguestor- Individual requesting the use of a City facility under this policy for their use or for the use of an organization they are representing. h. Community Benefit - Refers to the positive impacts and advantages a project or an organization's mission may have on the community of Southlake. This includes, but is not limited to, benefits such as social, economic, environmental, infrastructure improvements, employment creation/training, public space or recreation, cultural preservation, or public safety. Organizations are recognized by City leadership and administration as "Community Partners" if they have been predetermined to possess organizational goals and values aligned with City of Southlake Community Benefit priorities and have been assigned the designation of, "Community Partner." i. City of Southlake Community Partners - Individuals, not for -profit organizations, businesses, or other entities that have been expressly identified by the City of Southlake City Council as "Community Partners" through an executed Community Service Organization (CSO) Page 2 of 12 City of Southlake Policy: Facility Use Reservation Policy agreement. Current City of Southlake Community Partners, in alphabetical order, include only: 1. Apex Arts League 2. Arts Council Northeast (ArtsNET) 3. Call a Ride Southlake (CARS) 4. GRACE Grapevine 5. Metroport Meals on Wheels (MMOW) 6. SafeHaven Tarrant County 7. Southlake Community Band 8. Southlake Historical Society 9. Southlake Sister Cities j. Town Hall Foyer - The main common area located on the second floor of Southlake Town Hall. III. Building Use Disclaimer: a. Meetings of the Southlake City Council, and/or Tarrant County, City and/or County boards, commissions, committees, or departments shall take precedence over any other community use of the facilities. i. Use of all Southlake public facilities shall be for the primary purpose of conducting official business on behalf of the City of Southlake. ii. In addition to City of Southlake staff, Tarrant County staff members also retain priority use of public meeting rooms located within Town Hall, to conduct Tarrant County business. b. The City of Southlake shall have the authority to schedule priority functions that may necessitate the removal of community use activities previously scheduled. i. If such a change is required, the appropriate staff shall notify the contact person identified on the reservation request as soon as possible and will attempt to locate another available City facility to host the previously scheduled program or activity. c. Tarrant County, being a partial owner of Southlake Town Hall, may schedule programs, meetings, or activities in County assigned areas (described within the interlocal agreement entered into by the City of Southlake and Tarrant County) as desired; however, they will coordinate all other activities outside of their designated areas with the Southlake City Manager's Office to ensure the space(s) are available and reserved appropriately. Page 3 of 12 City of Southlake Policy: Facility Use Reservation Policy IV. General Guidelines: a. Facilities Available for Reservation: i. The City Facilities available for reservation by the public under the provisions of this policy solely include the following facility spaces: 1. Town Hall Third Floor Training Rooms A, B, C, and D (D includes attached kitchen area). 2. Town Hall Foyer. 3. Public Safety, Headquarters' Community Rooms A and B. 4. Public Safety, West Station Community Room. ii. Reservations of the City Council Chambers and Executive Conference Room are not permitted. b. Facilities Not Available for Reservation: All City facilities not specifically described within this policy as facilities available for reservation. c. Generally Allowed Facility Uses: i. Unless otherwise restricted, City facilities are generally available for public use, community benefit, and not for profit activities. d. Facility Uses Not Allowed: City facilities are not available for: 1. Fundraising activities 2. For -profit activities or organizations 3. The promotion or sale of any products or service 4. Any activity that poses an actual or perceived risk to the health, welfare, wellbeing, peace, or order, to the public, City facilities, or City staff. e. General Criteria and Guidelines: i. The requestor is a not -for -profit organization. The request is reasonably related to City of Southlake or Tarrant County business. iii. The requestor or requesting organization maintains a physical address, recognized by the United States Postal Service, as being within the City of Southlake or within the incorporated City limits. or That a majority of the requestor's members, including officers, reside within the City of Southlake, or The requestor's proposed use of the requested facility is deemed as a community benefit, as defined by this policy. Page 4 of 12 City of Southlake Policy: Facility Use Reservation Policy iv. The request is made no later than 10 business days prior to the desired date of use, to allow staff to determine impact on the facility and scheduled meetings, programs, or activities. v. The sponsoring organization will provide, prior to reservation approval, a deposit and any other necessary fees as may be required by the City's fee schedule. vi. The Facility Use Reservation Program Manager, appointed by the City Manager, determines by review of the application: 1. The requested program or activity will not cause detrimental impact to City staff or resources. 2. The requested program or activity will not adversely impact the capacity of the requested location to host the program or activity including but not limited to: a. A negative impact on the parking capacity of the requested facility. b. A negative impact on other planned meetings, programs, or activities at the requested facility. c. A negative impact on vehicle or pedestrian traffic in and around the requested facility. d. Adversely impacting the normal operation of the facility. vii. City of Southlake Community Partners will be subject to the rules and guidelines of the active Community Service Agreement between their organization and the City of Southlake. Through the active Community Service Agreement, there may be a waiver of usage fees. The City of Southlake may also allow active Community Partners additional use exceptions, as outlined within the active Community Service Agreement, or specifically granted to the organization, in writing, by the City Manager on a case -by -case basis. viii. The Town Hall foyer may only be reserved for approved uses, outlined by this policy, and by City of Southlake employees or official City of Southlake Community Partners with active and valid Community Service Agreements. f. Equipment: i. AudioNisual: 1. Utilization of City of Southlake facility audio/visual equipment is prohibited due to the sophisticated nature and overall value of the systems installed within City of Southlake facilities, as well as the limited availability of staff to support the proper operation of these systems. Page 5 of 12 City of Southlake Policy: Facility Use Reservation Policy 2. Audio/visual equipment can be provided and used by the reserving party within the reserved space. Internet/Electricity: 1. Electrical outlets and guest WiFi is available to reserving parties in all City facilities, at no additional cost to the reserving party. 2. "Hard wiring" or directly plugging into the City's network or internet port(s) is prohibited. iii. Amplification of sound: 1. Amplification of sound within the reserved spaces is prohibited. g. Alcohol: i. The consumption of alcohol at City facilities is not permitted unless a proper exception request has been submitted to the City Manager's Office and permission has been granted, in writing, by the City Manager. This request may be initiated by contacting the City Manager's Office after a facility reservation request has been submitted. To qualify for an alcohol consumption exception, a request must be submitted to the City Manager's Office at least 45 days prior to the requested reservation date and the following criteria must be met: 1. Special circumstances exist which are particular to the requested reservation date and program, or activity being held. 2. Requestor agrees to hire the required number of Off -Duty Police Officers for the duration of the reservation period. a. The off -duty officer request process is a separate process, managed by the Southlake Police Department. 3. Must be related to a program or activity that conforms to all other standards set forth by City policy. 4. The requestor or requesting organization must provide proof of current, general liability coverage with the following minimum amounts: a. Personal Injury or Death: $1,000,OOOUSD per occurrence. b. Property Damage: $100,000USD per occurrence. c. General Aggregate: $1,000,OOOUSD The requestor must also provide this proof, in a form acceptable to the City Attorney's Office, to the City Manager's Office no later than 30 days prior to the date of the requested reservation. Page 6 of 12 City of Southlake Policy: Facility Use Reservation Policy h. Smoking: i. Smoking, vaping, and the use of smokeless tobacco is prohibited in all City Facilities. V. Reservation Process: a. General: To maximize the availability of facility space for community use, consideration of requests will be made on a case -by -case basis. Requests for multiple dates submitted at once will typically not be considered unless a community organization is submitting a request for a recurring meeting that will occur on a cyclical and recurring basis. b. Request/Application Submission: i. Requests may be made in -person, to the appropriate City staff contact as outlined by this policy in "Appendix A," or electronically, via the Smartsheet Form: Facility Use Reservation Request Form. ii. Requests are accepted no sooner than 90 days prior to the requested reservation date and no later than 10 business days prior to the requested reservation date. c. Request/Application Review and Decision: i. Staff shall review all requests and notify the requesting party of request approval or denial within 72 hours of an application's submission. d. Cancellation and Scheduling of Multiple Dates: i. Requestor(s) must submit notice of any cancellations no later than two business days prior to the reserved program or activity date. Failure to comply with this standard will result in: 1. Suspension of ability to reserve City Facilities for a period of 90 days, and 2. Possible forfeiture of the facility reservation deposit. VI. Fees and Deposit: a. A usage fee and deposit, as specified within the City's most recently adopted Fee Schedule, must be paid at least 72 hours prior to the reservation date. b. Once a reservation is approved, proof of payment of the applicable fees and/or deposit must be received by the appropriate City staff, outlined in Appendix A, within 48 hours or the reservation may be canceled. c. Deposits will be returned to the requestor/payee, upon staff review and approval of the post -reservation condition inspection of the reserved facility space(s). Page 7 of 12 City of Southlake Policy: Facility Use Reservation Policy d. If, upon inspection, the reserved space(s) are found in condition beyond normal wear and tear, deposits are forfeited by the requestor/payee and retained by the City. VII. Requirement of Off -Duty Police Officer: a. When reservations occur outside of normal operating hours, and no City staff member is present (see Appendix B) an off -duty officer is required to be present for the duration of the requested reservation time. b. The City reserves the right to require the requesting person or organization to employ an off -duty officer for their reservation. This will be determined by City staff during review of the reservation request. c. If an off -duty officer is required, the requesting person or organization is responsible for requesting the off -duty officer through the Southlake Police Department as well as the cost of employing the off -duty officer(s). d. The cost of the employment of off -duty officers is determined by the City's Fee Schedule. e. The policy and process of employing an off -duty officer is managed by the City of Southlake Police Department. Vill. Signage and Decoration: a. Any interior or exterior decorations or signage may not be affixed to any walls, furniture, finishings, equipment, or be placed on the group inside or outside of City facilities, unless prior written approval has been provided by the City Manager. IX. Public Art Displays: a. The display of public art is permitted in City Facilities and is subject to all terms outlined within the Facility Use Reservation Policy and public art guidelines outlined by the Southlake Arts Council and City Council. b. The placement of public art is left to the discretion of City staff and will be addressed during the public art approval process overseen by the Southlake Arts Council and City Council. X. Fundraising in Public Facilities: a. Only City initiated and sponsored fundraising programs or activities, approved by the City Council as a budgeted special event, are allowed at City facilities. All other fundraising activities are prohibited at City facilities. Page 8 of 12 City of Southlake Policy: Facility Use Reservation Policy XI. Individual and/or Group Responsibilities: a. Facility Setup: i. The reserving individual and/or organization shall be responsible for setting up any tables or chairs needed during the reservation period. The City will not provide any staffing or materials to aid in the set-up or cleanup of the reserved space. b. Damages: i. The reserving individuals and/or organizations are responsible for any damage caused during the reservation period and deposits may be retained by the City for damages that are determined by staff to exceed normal wear and tear. The City reserves the right to assess additional charges for damages, as warranted, and individuals and/or organizations are subject to any applicable criminal and/or civil penalties. iii. Damage to the facility caused by individuals and/or organizations may result in the denial of future reservation requests for a period of no less than 1 year. If this determination is made, the individual and/or organization will be notified by City staff of this decision. c. Facility Cleanup: i. If applicable, tables, chairs, and any equipment present at the beginning of the reservation period, must be returned to the original arrangement, by the individual or organization using the space, when the use of the space is complete. The reserving individual and/or organizations are required to remove all trash, private equipment, food, and any other items brought by the individual, organization, or their attendees, prior to the end of the reservation period. iii. The reserving individual and/or organization is responsible for turning off all lights and securing the facility (unless there is an off -duty officer present for their reservation). XII. Comaliance with Aaalicable Procedures. Policies and Pertinent Ordinances: a. All users of City facilities must comply with the procedures, policies, restrictions, and all pertinent ordinances of the City of Southlake. Any questions regarding items not listed within this policy should be referred to the City Manager's Office. Page 9 of 12 City of Southlake Policy: Facility Use Reservation Policy XIII. Intent of Non -Discrimination: a. The City will not discriminate against any person or persons because of their race, color, religion or creed, national origin or ancestry, sex, age, physical or mental disability, veteran status, genetic information, or citizenship. Nor will the City permit the reserving individual and/or organization to engage in any such discrimination. XIV. Release of Liability: a. The City of Southlake assumes no responsibility for personal injury or loss of property brought or placed in the facility in connection to the use of the reserved facility space. b. By submitting an application for reserving a facility space, the applicant agrees to indemnify and hold harmless the City of Southlake, its officers, agents, servants, and employees from and against any and all claims or suits for bodily injury, illness, death, personal injury, or property damage, (including but without limitation to: reasonable fees and expenses of attorneys, expert witnesses and other consultants) arising out of the applicant's use of the facility space, or arising out of any act or omission committed by the reserving applicant, its officers, employees, agents, guests, attendees, and invitees, in connection with the activities conducted under this agreement. c. THE INDEMNIFICATION AND HOLD HARMLESS AGREEMENT SHALL SPECIFICALLY INCLUDE ANY CLAIMS ARISING FROM NEGLIGENCE OR THE CITY, ITS OFFICERS, AGENTS, SERVANTS, OFFICIALS, AND EMPLOYEES. Policy Effective Date This Policy shall take effect immediately from and after its passage and approval, and it is so ordained. PASSED AND APPROVED ON THIS DAY OF , 2023. MAYOR ATTEST: CITY SECRETARY EFFECTIVE: APPROVED AS TO FORM AND LEGALITY: Page 10 of 12 City of Southlake Policy: Facility Use Reservation Policy Appendix A List of Available Facilities Facility - Address Room(s) City Departments Staff Phone Number Third Floor Training Town Hall Rooms 1400 Main St. (A, B, C, D) City Manager's Office (817)748-8400 Town Hall Foyer Public Safety Community Room Police Services (817)748-8114 Headquarters 600 State St. Public Safety — West (Station 2) Community Room Police Services (817)748-8114 2100 W Southlake Blvd. Page 11 of 12 City of Southlake Policy: Facility Use Reservation Policy Appendix B Business Hours by Facility Facility Business Hours Monday — Thursday, 7:00am — 8:00pm Friday, 7:00am — 6:00pm Town Hall Saturday, 10:00am — 6:00pm Sunday, Closed Monday — Friday, Public Safety 8:00am — 5:00pm Headquarters Saturday — Sunday, Closed Monday — Friday, Public Safety — West 8:00am — 5:00pm (Station 2) Saturday — Sunday, Closed *Business Hours are subject to change and this table does not account for holidays or emergency closures. 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