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Item 4RM E M O R A N D U M February 24, 2010 TO: Shana Yelverton, City Manager FROM: Ben Thatcher, Assistant City Manager Approval of the Proposed Facility Use Policy SUBJECT: Action Requested: City Council approval of the proposed Facility Use Policy. Background Information: The current policy regarding the public use of Town Hall was approved by City Council on July 17, 2001. Since that time the City has built more public/community rooms and the use of these rooms has dramatically increased as more and more community groups become aware of the opportunities to use these facilities. With that in mind there is a need to update our current policy regarding the use of these community rooms. At the November 3, 2009 City Council meeting the City Council discussed the current Town Hall Use Policy, and staff proposed a few needed changes. At this time staff is bringing forward a new policy that encompasses public use guidelines for all of our facilities and incorporating the following additions and changes: Comprehensive Policy - Create a new comprehensive facility use policy that governs all the City’s facilities that have community meeting rooms (i.e. DPS buildings, Senior Activity Center, the Lodge, and Town Hall). With the adoption of this policy the Town Hall Use Policy and the DPS Use Policy will be overridden. (see section I, Statement of Purpose) Fees and Deposits – Currently the Town Hall Use Policy and the DPS Use Policy outlines a deposit schedule for use of the community rooms, and at last November’s City Council meeting staff proposed the idea of implementing a non- refundable reservation fee along with the clean- up/damage deposit. Staff is recommending - 4R 1 Shana Yelverton Approval of Facility Use Policy Page 2 of 4 removing the deposit schedule out of the facility use policy but referring individuals to the City’s adopted fee schedule for the associated deposits and fees. Staff is planning on bringing forward an amendment to the City’s fee schedule incorporating the facility use deposits and fees when the mid-year budget amendments are made some time in April. (see section VI, Fees and Deposit) Signage - Provide language that speaks to community group signage outside of the facilities. Currently the policy addresses signage inside the Town Hall, but there is no language speaking to posting signs on or around the building. We’ve included language that speaks to this for all of our facilities. (see section VIII, Signage and Decoration) Public Art - Display public art in City facilities. The City is starting to receive requests from groups wanting to display art in City facilities, more specifically Town Hall. Language permitting this type of use in our facilities has been placed in the policy. The Arts Council has discussed how an art displaying program in the City’s facilities might work, and Jim Blagg and Kerry McGeath is working with the Arts Council to create specific guidelines surrounding this program. (see section IX, Public Art Displays) Alcohol – From time to time we receive inquiries from groups that would like to do a fundraising effort in the community rooms that may include wine tasting, etc. While the use of alcohol is not allowed in City facilities we are including an option to request a variance from the City Manager to allow this use. Currently a similar variance request procedure is in place for use of Parks facilities (city code- Ch 12, Parks and Recreation; Sec 12-33, Variances), of which the Senior Activity Center and the Lodge currently falls under. Including this provision in this comprehensive facility use policy - 4R 2 Shana Yelverton Approval of Facility Use Policy Page 3 of 4 would bring all of our community rooms under the same provision. (see section IV.e, General Guidelines) Financial Considerations: As mentioned above the policy does not propose an exact deposit and fee schedule, but refers the public to the City’s annual fee schedule for those details. Currently there is no rental fee for the Town Hall and DPS community rooms, but there is a fee for renting the Lodge and Senior Activity Center. Staff is planning to include the below deposits and fees in the City’s annual fee schedule at a future City Council meeting for City Council consideration: Location Cleanup ResidentNon- FeeRate*Resident Rate* Tier I CommunityDPS HQ $100-$25$50 Room$150 TrainingDPS West $100-$25 $50 Room$150 Foyer AreaTown Hall $450 $25 $50 TrainingTown Hall $100 to $25 $50 Rooms$450 SeniorSenior$100 - $25 $50 CenterActivity$150 Center Tier II The Lodge Bicentennial $100 $15 $30 Park *Rates apply to events held during business hours only. Events held during non-business hours may require an off-duty police officer present at an additional cost. Note that the proposed deposit schedule will not change from the current deposit schedule. A new onetime, non-refundable fee will be proposed for the use of the rooms. - 4R 3 Shana Yelverton Approval of Facility Use Policy Page 4 of 4 Strategic Link: This policy is a key component of the City’s ability to Invest to provide and maintain high quality public assets (F2 on the City’s Strategy Map). Citizen Input/ Board Review: The policy was an item for discussion at the November 3, 2009 City Council Work Session. At that time staff expressed a desire to revise the policy per the City Council’s direction and bring this item back for consideration. Legal Review: This policy was modeled after the Town Hall Use Policy which was reviewed by the City Attorney. Alternatives: Alternatives may include the following: Input towards the discussion and policy revision as desired. Ongoing use of the City’s current use policies in their various forms. Supporting Documents: Supporting documents include the following items: Copy of the proposed Facility Use Policy Copy of the current Town Hall Use Policy Staff Recommendation: Staff recommendation to City Council is to approve the new Facility Use Policy. - 4R 4 City of Southlake Policies and Procedures Policy: Facility Use Policy Source: City Council Category: Facilities Effective Date: March 2, 2010 I. Statement of Purpose The City of Southlake has several facilities that offer opportunities for public use. The Facilities Use policy is a guideline for the management of these public facilities. The adoption of this policy will replace the Town Hall Use Policy as well as the DPS Use Policy. For information about available facilities and associated staff contacts, please see Attachment A. II. Definitions a.Business Hours: Business hours for the designated public use rooms in Southlake facilities are 8:00 a.m. – 5:00 p.m., Monday through Friday. b.Deposit: Amount established in the City’s fee schedule, provided at the time of the room reservation, to be kept by the City in the event that after usage, the facility is damaged beyond normal wear and tear and requires cleaning and/or repair. c.Fee Schedule: The annual, City-adopted schedule which lists all fees associated with reserving community rooms. d.Not-for-Profit: A group organized for some charitable, civil or other social purpose which does not entail the generation of profits for shareholders. e. Off-Duty Officer:City of Southlake Department of Public Safety police officer hired to attend meetings occurring outside of business hours. f.Resident: Citizen who lives within the city limits of Southlake. III. Building Use Disclaimer Use of all Southlake public facilities shall be for the primary purpose of conducting official business on the behalf of the City of Southlake. Tarrant County also has a priority to use public meeting rooms in Town Hall to conduct its business. Meetings of the City Council and/or Tarrant County, City and/or County Committees, City and/or County appointed boards and commissions and City and/or County departments shall take precedence over other community uses of facilities. The City of Southlake shall have the authority to schedule priority functions that may necessitate the removal of community use activities previously scheduled. If such change is required, the appropriate staff person shall notify the contact person identified on the reservation request form as soon as possible and will attempt to suggest and offer space in another City facility to hold the event. As the county is a partial owner in the Town Hall facility, they may schedule events in their areas (identified in the interlocal agreement entered into by the City and County) as desired; however they will coordinate all scheduled meetings outside of their designated areas with the City Manager’s Office. IV. General Guidelines a.Building Use: City facilities are not available to for-profit, for commercial uses or for the promotion or sale of products. Facilities are available for public uses, community benefits and not-for-profit uses, unless otherwise restricted. Approval for events or meetings in city facilities will be considered in accordance with the following criterion: i. The requesting organization is a not-for-profit organization. ii. The request is reasonably related to City or County business. iii. The requesting organization is based in Southlake, that is its Post Office address is a Southlake address, or that a majority of its members, including officers, reside in the City of Southlake, or that the proposed use is deemed a community benefit. iv. The event is requested in sufficient lead time for staff to determine impact on the facility and previously scheduled events. v. The sponsoring organization agrees to indemnify and hold harmless the City and its agents and is capable of carrying sufficient liability insurance as may be required. vi. The sponsoring organization will provide a deposit and any other necessary fees as may be required by the City’s fee schedule. vii. The event will not cause detrimental impact to City staff and available resources, or to the physical capacity of the requested location to host the vent including but not limited to: 1. The parking capacity at the requested location and the potential impact of the requested event on other planned events 2. The number of planned participants and the traffic impact upon the requested location 3. Other scheduled events and/or uses of the requested location that increase the usage of the requested location above the recommended capacity. Appropriate staff as designated by the City Manager or her designee may approve events that meet the criteria described. If the event does not meet these criteria, or the application is denied, the requesting organization may petition the City Manager for review and recommendation of approval or denial to the City Council. The City Council’s decision shall be final. Use of the City Council Chambers and Executive Conference Room shall be reserved for City of Southlake decision-making and other appointed bodies. b.Application Submission: Written requests in the standard format for reservations shall be submitted to the appropriate staff for review. In order to consider a request, the City of Southlake must receive the Facility Use Request form within at least ten (10) business days prior to the requested time. See Attachment B for form. Application Review: Staff shall review all requests and notify applicant of approval c. or disapproval within two business days of submission. d.Cancellation and Scheduling of Multiple Dates: The City of Southlake requires notice of any cancellations within a forty-eight (48) hour period prior to the reservation time. Failure to comply will be grounds for the City’s denial of the privilege or reserving facilities in Southlake in the future. In order to maximize the availability of the facility for community use, consideration of requests will be on a case-by-case basis. Multiple dates for community use submitted at one time will not be approved. Community groups that would like to use the rooms on an ongoing weekly or monthly basis may submit one reservation request for three months worth of use. During the last month of the current reservation quarter the group may then submit a request for another three month segment of use. e.Alcohol: The use of alcohol at City facilities is not allowed. However, for events held outside of normal business hours, a variance to this requirement may be granted upon request, at the discretion of the City Manager. A variance shall not be granted by the City Manager unless a written request is submitted which demonstrates: i. Special circumstances exist which are particular to the applicant’s event, ii. Applicant has agreed to hire an off-duty officer for the duration of the event, iii. That the use of the facility by other groups will not be adversely affected by granting the variance, and iv. The organization has met the following insurance requirements: Any organization or association that desires to serve alcohol while utilizing public facilities belonging to the City of Southlake shall be required to provide proof of insurance. Such organizations shall have a general liability policy, naming the City as an additional insured for an amount of at least one million dollars ($1,000,000) for personal injury or death arising out of any one occurrence and property damage insurance in an amount of not less than five hundred thousand dollars ($500,000) for damage to property arising out of any one occurrence. Organizations subject to this provision shall be required to submit to the City of Southlake proof of insurance in a form acceptable to the City Attorney prior to approval of requested variance. f.Smoking: Smoking is not permitted in City facilities. g.Possession of Firearms: Civilian possession of firearms is prohibited in City facilities. h.Equipment: Due to the sophisticated systems within City of Southlake facilities and limited staffing, utilization of facilities’ audio / visual equipment is prohibited. i.Amplification During Business Hours: As community rooms are located in City facilities where the business of the City and County is operated, amplification through the use of microphones and speakers is not allowed during business hours in order to minimize the disruption to those working adjacent to or in close proximity of these community rooms. V. Facilities : See Attachment A for a list of facilities available for public use. VI. Fees and Deposit : A usage fee and deposit, as specified in the City’s fee schedule, is to be paid prior to the usage date and within forty-eight (48) hours of application approval. Proof of payment of the applicable fee must be received by the appropriate staff within a forty-eight (48) hour period from the approval date, or the approved request is subject to be invalidated. Deposits will be returned to the applicant upon staff review and approval of the condition of the areas utilized by the individual and/or organization. If a determination is made that the facility is damaged beyond normal wear and tear, the submitted deposit will be retained by the City. VII. Requirement of Off-Duty Police Officer – At certain facilities, when events are held outside of business hours with no staff member present, the person making the reservation is required to hire an off-duty police officer to be present for the event. See Attachment A for list of applicable facilities. The organization submitting a reservation request must pay the cost of a Department of Public Safety Police Officer to be present during the reservation period. Approval of requests during non-business hours is subject to the availability of a police officer to be present during this time. Forms for requesting an off-duty police officer are located in Attachment C of this document. VIII. Signage and Decoration 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 the City facility unless prior approval is obtained. IX. Public Art Displays The display of public art is a permitted use in City facilities. Public art display requests are subject to the public art guidelines as outlined by the Southlake Arts Council and City Council. The placement of public art is left to the discretion of city staff, and will be addressed in the approval process. Public art is subject to all terms within the Facilities Use Policy. X. Fundraising Events in Public Facilities a. Authorized Fundraising Events: City-initiated events and events approved by the City Council as a budgeted special event area allowed in City facilities. All other fundraising events by outside organizations must meet the criteria of Section IV.a. b. Fundraising Events by Not-for-Profit Organizations: Organizations requesting use of public facilities for fundraising events shall complete and submit an application to the appropriate staff as indicated in Attachment A. Generally, the City will grant approval only for events which meet the criteria listed in Section IV.a of this policy. XI. Individual and/or Group Responsibilities a.Facility Setup: The responsibility for setting up tables and chairs (if applicable) shall remain with the individuals or the organization making the reservation. The City does not provide staffing or materials to aid in the setup or cleanup of the facility. b.Damages: Individuals or groups making reservations are responsible for any damage to the facility during the reservation period, and deposits may be retained by the City for damages that exceed normal wear and tear. In addition, the City reserves the right to assess additional charges for damages as warranted, and that individuals and/or groups are subject to applicable criminal and/or civil penalties. Finally, damages to the facility by individuals or groups may result in the denial of future reservation requests. c.Facility Clean-Up: If applicable, tables, chairs, and any provided equipment must be returned to the original arrangement when the use of the facility is complete. Individuals and organizations must remove all trash, equipment, and other items at the end of the reservation time. Facilities must be left in good, clean condition when the activity is complete. Individuals and/or organizations making the reservation are responsible for turning off all lights and securing the facility. XII. Compliance with Applicable Procedures, Policies and Pertinent Ordinances Users of City facilities must comply with procedures, policies, restrictions, and all pertinent ordinances of the City of Southlake. Any questions regarding items not listed in this policy should be referred to the City Manager’s Office. XIII. Intent of Non-Discrimination The City will not discriminate against any person or persons because of their age, sex, race, religion, color, or natural origin, not will the City permit the individuals or organizations making the reservations to engage in such discrimination. XIV. Releases of Liability : With submittal of the use application, the petitioner 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, without limitation, reasonable fees and expenses of attorney, expert witnesses and other consultants) arising out of any negligent act or omission committed by the petitioner, its officers, employees, agents, guests, and invitees, in connection with the activities conducted under this agreement. This indemnification shall specifically include any claims arising from the negligence or the City, its agents, officials and employees. The City assumes no responsibility for property placed in the facility in connection with the use of the facility. Attachment A List of Available Facilities Facility Available Room Staff Contact Town Hall Third Floor Training RoomsCity Manager’s Office Assistant Town Hall Foyer Area City Manager’s Office Assistant DPS Headquarters Community Room Police Services Office Assistant DPS West Station Community Room Police Services Office Assistant Senior Activity Center Meeting room Community Services Office Assistant The Lodge Entire facility Community Services Office Assistant Attachment B: Facility Use Request Form Please Note: All reservations are taken on a first-come, first-served basis. Rental Fee, Deposit, and Off-Duty Officer Reservation (if necessary) are due prior to reservation confirmation. Town Hall DPS FacilitiesCommunity Services Training Room A Headquarters Community Room Senior Activity Center Training Room B West Community Room The Lodge Training Room C Training Room D (kitchen included) Foyer CONTACT INFORMATION Person Responsible: _____________________________________ Phone Number: _________________________ Cell Phone Number: _________________________ E-Mail Address: ______________________________________ Address: _____________________________ City ___________________________ State ________ Zip ________ Alternative Contact: Name: __________________________________________________ Phone Number: _________________________ EVENT INFORMATION Requested Date: _______________________________ From: ___________AM/PM To: ___________AM/PM Type of event/meeting/activity: ________________________________________________________________________ Detailed Information about the event, including planned activities or any equipment/special needs:* _________________________________________________________________________________________________ _________________________________________________________________________________________________ Number of participants expected to attend: ______________________________________________________________ Organization Represented: _____________________________________ Non-Profit: Yes _______ No _______ Is this event a fundraiser? Yes ________ No ________ Please explain: Does your organization maintain a Southlake Mailing address or PO Box? Yes ________ No ________ Does your event provide a community benefit? If yes, explain below. Yes ________ No ________ Do a majority of your members, including officers, reside in Southlake? Yes ________ No ________ Will your event cause any impact on City Staff or City resources? Yes ________ No ________ Is your group willing to indemnify and hold harmless the City of Southlake? Yes ________ No ________ Does your organization carry liability insurance? Yes ________ No ________ Amount: $ _________________ Estimated space requirements for this event: _____________________________________________________________ Estimated parking requirements _______________________________________________________________________ Number of planned participants________________________________________________________________________ * If more space is needed, please continue on an additional piece of paper and attach to this form. (continued on next page) FUPC: ACILITY SEOLICY OMPLIANCE Please thoroughly read through the Facilities Use Policy attached to this form. By signing below, you are stating that you understand the rules and regulations pertaining to Southlake facilities and their proper use. Furthermore, you fully agree to abide by and uphold these rules throughout your reservation and leave the facility in the same condition in which you found it. Failure to abide by these rules may result in forfeiture of security deposit and denial of future use of City of Southlake facilities. Signature of Applicant: ____________________________________________ Date ____________________________ ERSA: VENTSEQUESTING TO ERVE LCOHOL With submittal of this application, the petitioner 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, without limitation, reasonable fees and expense of attorney, expert witnesses and other consultants) arising out of any negligent act or omission committed of the petitioner, its officers, employees, and agents, in connection with the activities conducted under this agreement. This indemnification shall specifically include any claims arising from the negligence of the city, its agents, officials, and employees. The petitioner at its own expenses, shall obtain and keep in force during the term of the event public liability insurance as will protect the petitioner and the City from all claims for damages to property and person, and such insurance policy shall carry the City of Southlake as an additional insured. Signature of Applicant: ____________________________________________ Date ____________________________ IN THE EVENT OF AN EMERGENCY, CONTACT D.P.S. AT 817-743-4524 or 911 FOR OFFICE USE ONLY: Date Received / Processed by: _______________________________ Rental Fee: $ ______________________ Date Approved: ___________________________________________ Deposit: $ _________________________ Approved by: _____________________________________________ Date of Payment: ___________________ Off Duty Officer Reservation Rcvd: ____________________________ Check _____ Cash_____ Credit ____ Amount Refunded: __________________ Date Refunded: ____________________ Attachment C Southlake Department of Public Safety Off-Duty Work Agreement The City of Southlake is pleased to offer opportunities to its police officers for off-duty assignments.. However, the City must ensure that your business will agree to certain conditions before it will allow the placement of off-duty officers. These conditions are as follows: Members of the Southlake Police Department are prohibited from accepting off-duty assignments wherein the actual or potential use of law enforcement powers or other public safety related authority is anticipated unless such assignments are scheduled through the Southlake Department of Public Safety. Therefore, all requests for officers to work such off-duty assignments must be made through the Southlake Department of Public Safety by contacting Michael Bedrich at 817/748-8137.Any arrangements made with any individual officer will not be honored. Police Officers assigned to work off-duty assignments wherein the actual or potential use of law enforcement powers or other public safety related authority is anticipated will be paid by your business thirty-two dollars and fifty cents ($32.50) per hour for every hour worked by the officer. The checks should be made payable to the individual officer(s) and forwarded to the Southlake Department of Public Safety no later than ten days following the date the off-duty assignment is performed. The Southlake Department of Public Safety will forward the checks to the individual officer(s). The Department of Public Safety believes that compliance with these conditions is necessary not only for the benefit of its officers, but also for the benefit of the public as whole. Therefore, if your business is unable or unwilling to comply with these conditions, the Southlake Department of Public Safety may not elect to authorize its officers to work off-duty assignments for you. Your signature below signifies that you have read this agreement and agree to comply with the conditions set forth herein for the placement of off-duty police officers. I have read the conditions set forth in this agreement for placement of off-duty police officers and agree that __ (Insert as appropriate I/my business) will comply with them. I understand that failure to comply with these conditions may result in the refusal by the Southlake Department of Public Safety to authorize its officers to accept off-duty assignments __ (Insert as appropriate I/my business) offer(s). Printed Name Date Title Signature Attachment C Southlake Department of Public Safety Off-Duty Officer Request Form City of Southlake Policies and Procedures Policy: Town Hall Use Policy Source: City Council Category: Southlake Town Hall Effective Date: July 17, 2001 Revised Date: -- I.Purpose. The purpose of this policy is to serve as a guideline for the management and scheduling of uses within the Southlake Town Hall, to balance the requirements necessary to conduct public business with the needs of citizen and community-based access and use of the Town Hall. II.Building Use Priority. Use of the Southlake Town Hall shall be for the primary purpose of conducting official public business on the behalf of the City of Southlake and Tarrant County. Meetings of the City Council (“City”) and/or Tarrant County (“County”), City and/or County Committees, City and/or County appointed boards and commissions, and City and/or County departments shall take precedence over other community uses of the facility. III.Town Hall Facilities and Permitted Uses. A.Third Floor Training Rooms – The third floor training rooms (Rooms #3a, 3b, 3c, and 3d) are available for community uses when they are not previously scheduled for City and/or County business. B.City Council Chambers and the Executive Conference Room – Outside of use by the members of the City Council, the City Council Chambers and the Executive Conference Room are available only to City and/or County decision making bodies (please refer to Appendix “A” for further clarification). C.Mayor’s Office – As the official office of the Mayor and City Council, this area is not available for community use. D.Foyer Area – The Foyer area is available for community use during non-business hours when the area is not previously scheduled for City and/or County business. Please note that applications for the use of this facility must include a request to hire an off-duty police officer to be present in the building during the entire reservation period (please refer to Section VI(B) of this policy, “Access During Non-Business Hours” for further clarification regarding this requirement). E.Municipal Court and the Southlake Public Library – The Municipal Court and the Southlake Public Library are subject to the individual sets of policies and City of Southlake – Town Hall Use Policy 02/24/10 Page 1 of 9 City of Southlake Policies and Procedures procedures that guide the management and use of those facilities, as approved and periodically revised by the City and/or the County. F.Fundraising Events in Southlake Town Hall – Fundraising events may be an eligible use in the areas where community use is allowed, provided that that the event is reasonably related to City or County business, or that the request derives from a City-sponsored organization. All fundraising requests are subject to the consideration requirements and approval process (including the assessment, collection, and return of cleanup fees) assigned to community usage of the facility. IV.Approval Process. A.Approval Authority – The City Manager may approve events (or suggest and offer space at an appropriate City facility) that meet the criteria described, and may provide explanation as to other criteria considered in processing the request. B.Request Review – The City Manager or his designee will review and approve or deny the use request based upon criteria including, but not limited to, the following: 1.The request being reasonably related to City or County business; 2.The request is of a not-for-profit nature; 3.The facility may not be used for commercial purposes or the promotion or sale of products; 4.The event will not cause a detrimental impact to the City and/or County staff and available resources, or the physical capacity of the requested location to host the event, including, but not limited to: (a)The availability to have City or County staff to accommodate requests for reservations during non-business hours. (b)The parking capacity and the potential impact of the requested event on other planned events. (c)The number of planned participants and the traffic impact upon the location. (d)Other scheduled events and/or uses of the location that increase the usage of the Town Hall facilities above the recommended capacity. C.Appeal of the City Manager’s Decision – If the event does not meet the stipulated criteria or the application is not approved, the requestor may petition the City City of Southlake – Town Hall Use Policy 02/24/10 Page 2 of 9 City of Southlake Policies and Procedures Council for review and approval or denial. The City Council’s decision shall be final. V.Scheduling Procedure. A.Required Notice – Written requests in the standard format for reservations shall be submitted to the City Manager’s Office for review. In order to consider a request, the City of Southlake must receive the request form for community uses of the building within at least ten (10) business days prior to the requested time. For information regarding reservations within Southlake Town Hall, please contact the Secretary to the City Manager at (817) 481-1420, or submit a request in writing to the following address: City of Southlake Attn: City Manager’s Office 1400 Main Street, Suite #460 Southlake, Texas 76092 B.Required Notice of Cancellation – The City of Southlake requires notice of any cancellations within a forty-eight (48) hour period from the reservation time; failure to comply may be grounds for the City’s denial of the privilege of reserving facilities in Southlake Town Hall in the future. C.Non-Approval of Submitted Multiple Dates – In order to maximize the availability of the facility for community use, consideration of requests will be on a case-by-case basis. Multiple dates for community use submitted at one time will not be approved by the City Manager’s Office. D.Reservation Overrides – The City of Southlake shall have the authority to schedule priority functions that may necessitate the removal of community use activities previously scheduled. If such change is required, the City Manager or his designee shall notify the contact person identified on the submitted request form to the City Manager’s Office as soon as possible, and will attempt to suggest and offer space in another City facility to hold the event. E.Tarrant County Scheduling – As the County is a partial owner in the facility, they may schedule events in their areas (identified in the interlocal agreement entered into by the City and County) as desired, however they will coordinate all scheduled meetings outside of their designated areas with the City Manager’s Office. VI.Use Regulations. A.Required Staff Support – Business hours for the Southlake Town Hall are from 8:00 a.m. to 5:00 p.m., Monday through Friday. For reservation requests that are approved for events to be held during business hours, the City Manager will City of Southlake – Town Hall Use Policy 02/24/10 Page 3 of 9 City of Southlake Policies and Procedures designate a staff official to assist the individual and/or organization during the reservation period. If no staff is available at the reservation time, the meeting request must be scheduled for another time when staffing is available. B.Access During Non-Business Hours – A City and/or County official or a member of the City and/or County staff must be present for all community uses of the facility during non-business hours (times other than 8:00 – 5:00 p.m., Monday through Friday). If there is no such presence planned in the building during a reserved community use, the individual and/or organization submitting the reservation request must pay the cost for a police officer to be present during the reservation period. Approval of requests during non-business hours is also subject to the availability of a police officer to be present at that time. C.Assessment of Cleanup Fees – Upon request approval the applicant will submit to the City Manager’s Office the applicable cleanup fee for the event category (please refer to Appendix “B” or to the City of Southlake Fee Schedule for clarification of the applicable fees). Payment of the applicable fee must be received by the City Manager’s Office within a forty-eitght (48) hour period from the reservation period, or the approved request is subject to be invalidated. Cleanup fees will be returned to the applicant upon staff review and approval of the condition of the area(s) utilized by the individual and/or organization. If a determination is made that the facility is damaged beyond normal wear and tear, the submitted cleanup fees will be retained by the City. D.Equipment – As general practice, due to the sophisticated systems within Southlake Town Hall and limited staffing, utilization of the building’s audio / visual system is prohibited. However the City does have some limited portable audio / visual equipment that is available for use during approved reservations. Please contact the City Manager’s Office for a description of such items. E.Access to Parking Adjacent to Town Hall – The City of Southlake and Tarrant County own the parking spaces adjacent to the Town Hall Building. However, as general practice the parking spaces adjacent to the building will not be reserved for the exclusive use of the Town Hall, but will be available for the customers and/or patrons of Town Square. The City of Southlake reserves the right to designate reserved parking spaces in these areas on a temporary basis for use(s) directly related to City and/or County business. F.Prohibited Activities – The following prohibitions shall apply to reservations in the Southlake Town Hall: (a)Decorations – Decorations may not be affixed to any walls, furniture, finishings, or equipment in the Town Hall facilities. Questions regarding allowable decorations may be directed to the City Manager’s Office for clarification prior to the reservation time. City of Southlake – Town Hall Use Policy 02/24/10 Page 4 of 9 City of Southlake Policies and Procedures (b)Smoking and alcoholic beverages – Smoking and alcoholic beverages are not allowed in the Town Hall facility. (d)Possession of firearms – Civilian possession of firearms are prohibited in Southlake Town Hall. G.Other City Meeting Facilities – If the City is unable to grant a space in Southlake Town Hall for a community use, the City Manager or his designee will attempt to provide space at other City facilities to accommodate the request, subject to availability. These other facilities potentially available for public use include the following: (a)Senior Activity Center, 307 Parkwood Drive; (b)Community Center in Bicentennial Park, 400 North White Chapel Boulevard; (c)Department of Public Safety Facilities, 667 North Carroll Avenue and West Site Facility, 2050 W. Southlake Boulevard (upon completion). VII.Individual and Group Responsibilities. A.Facility Setup – The responsibility for setting up tables and chairs (if applicable) shall remain with the individuals or organizations making the reservation. The City does not provide staffing or material(s) to aid in the setup or cleanup of the facility. B.Facility Cleanup – If applicable, tables, chairs, and any provided equipment must be returned to the original arrangement when the use of the facility is complete. Individuals and organizations must remove all trash, equipment, and decorations at the end of the reservation time. Facilities must be left in good, clean condition when the activity is complete. Individuals and/or organizations making the reservation shall be responsible for turning off all lights and securing the facility. C.Responsibility for Damages – Individuals or groups making reservations are responsible for any damage to the facility during the reservation period, and cleanup fees may be retained by the City for damages beyond normal wear and tear. In addition, the City reserves the right to assess additional charges for damages as warranted, and that individuals and/or groups are subject to applicable criminal and/or civil penalties. Finally, damages to the facility by individuals or groups may result in the denial of future reservation requests. VIII.Compliance with applicable procedures, policies, and pertinent ordinances. A.Required Compliance – Users must comply with procedures, policies, restrictions, and all pertinent ordinances of the City of Southlake. Any questions arising about City of Southlake – Town Hall Use Policy 02/24/10 Page 5 of 9 City of Southlake Policies and Procedures items not specifically addressed in this policy should be referred to the City Manager’s Office. IX.Non Discrimination. A.Intent of Non Discrimination – The City will not discriminate against any person or persons because of their age, sex, race, religion, color, or natural origin, nor will the City permit the individuals or organizations making the reservations to engage in such discrimination. X.Release of Liability. A.Indemnification – With submittal of the use application, the petitioner 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, without limitation, reasonable fees and expenses of attorney, expert witnesses and other consultants) arising out of any negligent act or omission committed by the petitioner, its officers, employees, agents, guests, and invitees, in connection with the activities conducted under this agreement. This indemnification shall specifically include any claims arising from the negligence of the City, its agents, officials, and employees. B.Responsibility for Property - The City assumes no responsibility for property placed in the facility in connection with the use of the facility. City of Southlake – Town Hall Use Policy 02/24/10 Page 6 of 9 City of Southlake Policies and Procedures Please return this form to the City Managers Office at: 1400 Main Street, Suite 460 – Southlake, Texas 76092 Phone (817) 481-1433 - Fax (817) 481-1463 Organization: Request submitted by: Date: Date of Event: Time of Event: From: AM / PM To: AM / PM Facility Requested: Type of event: Description of Event (includes estimated space and parking requirements, the number of planned participants, an estimated turnover time among participants, the time and resources the petitioner(s) have contributed to the planning of the event, etc.) Contact Person: Work Phone: Home Phone: Mobile Phone: Address: City State Zip Email Address (If applicable) WITH SUBMITTAL OF THIS APPLICATION, THE PETITIONER 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, WITHOUT LIMITATION, REASONABLE FEES AND EXPENSES OF ATTORNEY, EXPERT WITNESSES AND OTHER CONSULTANTS) ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY THE PETITIONER, ITS OFFICERS, EMPLOYEES, AGENTS, GUESTS, AND INVITEES, IN CONNECTION WITH THE ACTIVITIES CONDUCTED UNDER THIS AGREEMENT. THIS INDEMNIFICATION SHALL SPECIFICALLY INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF THE CITY, ITS AGENTS, OFFICIALS, AND EMPLOYEES. Upon approval, this signed petition entitles the scheduled user to full use of the requested facilities herein. This reservation takes priority over any first-come users or non-reserved parties. _________________________________________ ____________________ Signature of Responsible Person Date _________________________________________ ____________________ City Manager or his designee Date City of Southlake – Town Hall Use Policy 02/24/10 Page 7 of 9 City of Southlake Policies and Procedures Appendix A Use of the City Council Chambers and the Executive Conference Room A.Use of the City Council Chambers and Executive Conference Room - The City Council Chambers and the Executive Conference Room shall be reserved for the City of Southlake decision-making bodies. These include the following: The Southlake City Council; The Southlake Planning and Zoning Commission; The Southlake Zoning Board of Adjustment (ZBA); The Southlake Parks Development Corporation (SPDC); The Southlake Building Board of Appeals (BBOA); The Southlake Crime Control and Prevention District (CCPD). B.Other Boards and Commissions Use of Southlake Town Hall – The following advisory bodies to the City Council and ancillary boards and commissions may meet in the Southlake Town Hall as appropriate in the third floor conference room areas. These bodies will receive priority consideration over community uses. These include the following: The Southlake Parks and Recreation Board; The Southlake Library Board; The Joint Utilization Committee; Metroport Teen Court; The Executive Committee and Standing Committee of the Southlake Program for the Involvement of Neighborhoods (SPIN), including public meetings sponsored by SPIN as the facility is available. Friends of the Southlake Library (due to the work ongoing in the Southlake Public Library, this would be on an interim basis until the facility is open). Other City Council appointed committees, task forces, or advisory bodies. Questions regarding the use of specific facilities in Southlake Town Hall may be directed to the City Manager’s Office at (817) 481-1420. C.Other Regular Meetings and Locations – The following boards and commissions will continue to meet at the following locations, but may use Town Hall facilities as needed: Southlake Crime Control and Prevention District Board of Directors – DPS Training Room, 667 N. Carroll Avenue. Joint Drug and Alcohol Committee – DPS Training Room, 667 N. Carroll Avenue. The Southlake Library Foundation – Senior Activity Center, 307 Parkwood Drive. Keep Southlake Beautiful (KSB) – Community Center, Bicentennial Park, 400 N. White Chapel Boulevard. The Southlake Youth Action Commission (SYAC) – Community Center, Bicentennial Park, 400 N. White Chapel Boulevard. Southlake Sister Cities – Senior Activity Center, 307 Parkwood Drive. Senior Advisory Committee – Senior Activity Center, 307 Parkwood Drive. Friends of the Southlake Library (FOSL) – Southlake Public Library (upon opening of the facility). Mayor’s Advisory Committee – Senior Activity Center, 307 Parkwood Drive or Southlake Town Hall (as determined by the Mayor). City of Southlake – Town Hall Use Policy 02/24/10 1:58 PM Page 8 of 9 City of Southlake Policies and Procedures APPENDIX B CLEANUP FEES ASSOCIATED WITH TOWN HALL RESERVATIONS FOR COMMUNITY USAGE A.Cleanup Fees for Community Usage of Town Hall – The following cleanup fees are to be assessed for community use of the Town Hall facility. Upon approval, the applicable fees are to be remitted to the City Manager’s Office within forty-eight (48) hours prior to the reservation time. The fees will be returned to the applicant upon staff review of the facilities utilized at the conclusion of the reservation period, and a determination is made that the facilities were in good condition, and the area was returned to the original condition. The City reserves the right to keep the fees if it is determined that the facilities were not left in good condition, or that damages beyond normal wear and tear exist. rd Meetings / Events – No Food and Drinks, limited usage of the 3 floor training room area - $100.00. rd Meetings / Events – Food and Drinks, limited usage of the 3 floor training room area - $150.00. rd Meetings / Events – Usage of foyer area and/or usage of the complete 3 floor training room area - $450.00 B.Responsibility for Damages – Individuals or groups making reservations are responsible for any damage to the facility during the reservation period. The City of Southlake reserves the right to assess additional charges for damages as warranted, and individuals and/or groups are subject to applicable criminal and/or civil penalties as a result of damaging the facility. City of Southlake – Town Hall Use Policy 02/24/10 1:58 PM Page 9 of 9