Item 10AItem 10A Discuss Possible Revisions to Town Hall Use Policy
City of Southlake Strategy Map
Live Our Core Values
The City of Southlake provides municipal services that support the highest quality of life for our residents and businesses. We do this by delivering outstanding value and unrivaled
quality in everything that we do.
Fulfill Our
Mission
Promote
Learning
and Growth
Provide
Financial
Stewardship
Serve Our
Customers
B5 Optimize use of technology
B4 Provide high quality customer service
Manage the
Business
Safety Mobility Infrastructure Performance Management Quality Partnerships
and Security and Service Delivery Development and Volunteerism
Deliver on Our
Focus Areas
Integrity ● Innovation ● Accountability ● Commitment to Excellence ● Teamwork
C1 Achieve the highest standards of safety and security
Policy History
Approved by the City Council in 2001
The policy was established to accomplish the following:
Sustain the facility’s life-cycle
Protect and preserve the building’s unique qualities
Guide the management and use of the facility
Prevent misuse
Current Policy Details
Non-profit/community organizations allowed to use rooms
Events allowed during weekend and non-business hours
Off-duty officer required for non-business hours
Requests considered by City Manager’s Office on a case-by-case basis
Current Issues
Comprehensive Facility Policy
Exterior Signage
Room Fees
Public Art
Comprehensive Policy
3 different policies govern the use of City community rooms
Town Hall Use
Park Use
DPS Community Room Use
Staff Recommendation:
Create a comprehensive facility use policy
Exterior Signage
Current Policy:
“Decorations may not be affixed to any walls, furniture, finishings, or equipment in the Town Hall facilities.”
Staff Recommendation:
“Any interior or exterior decorations and signage may not be affixed to any walls, furniture, finishings, equipment, or be placed in the ground inside or outside of the City facility
unless approved by the City Manager’s Office.”
Rental Fees
Different fee schedule for different facilities
Rental Fees, cont.
Staff Recommendation:
Require a consistent / small rental fee for all public meeting rooms outlined in City policy
$20 - $40 rental fee
Rental Fees, cont.
Public Art
City receives requests to display art in Town Hall
No process to determine the appropriateness of display
2 displays in Town Hall last year:
Independence Day (lobby)
Art in the Square (lobby and 3rd floor rooms)
Public Art
Public Art component comprised of 3 divisions:
Planned Visual Art Exhibits
Ad Hoc Visual Art Exhibits
Performing Art Programs
Public Art
Planned Visual Art Exhibits:
Exhibits of a limited duration (3 to 4 weeks) 5 times per year
2 would be reserved for CISD student Art
City would place call to artists approved by Arts Council.
Ad Hoc Visual Art Exhibits:
Temporary exhibits
Allowing for topical limited duration showings
Will need application approved by staff and Arts Council.
Public Art
Performing Arts Programs:
Limited to a single performance
Will need application approved by staff and Arts Council
Exception would be city sponsored events or performances
Public Art
Staff Recommendation:
Staff be allowed to develop the process indicated briefly in this presentation to provide for planned visual arts exhibits , ad hoc visual arts exhibits, and performing arts programs
each of which will be reviewed by the Arts Council for permission to display or perform.
Questions / Discussion
Rental Fees, cont.
This table illustrates the per hour rental fees of surrounding cities compared to Southlake. The averages were calculated not including Southlake.
Town Hall Users
The chart below illustrates the types of meetings scheduled in Town Hall during Q3 of FY 2009.