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Item 3Work Session Discuss Possible Revisions to Town Hall Use Policy City of Southlake Strategy Map 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 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. Rental Fees, cont. Staff Recommendation: Require a consistent / small rental fee for all public meeting rooms outlined in City policy $20 - $40 rental fee 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.