Item 4R AudioMayor and members of City Council item 4R is requesting Council consideration of
the proposed Facility Use Policy.
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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).
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The current policy regarding the public use of Town Hall was approved by City
Council on July 17, 2001. The policy was established to sustain the facility’s lifeThe policy was established to sustain the facility’s life--
cycle, protect and preserve the unique qualities of Town Hall, guide the cycle, protect and preserve the unique qualities of Town Hall, guide the
management and use of the facility, and prevent misuse management and use of the facility, and prevent misuse
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Since 2001 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. Atthe
November 3 rd, 2009 city council meeting staff discussed the current issues with the
City Council surrounding the Town Hall use policy. Here are the issues that were
discussed:
•The need for a comprehensive policy
•Exterior signage associated with room reservations
•Addition of a room reservation fee
•And public art displays as a permissible use in the community rooms
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Currently there are many different policies that govern the use of the City
community rooms. Staff is recommending the creation of a new comprehensive
facility use policy that governs all the City’s facilities. With the adoption of this policy
the Town Hall Use Policy and the DPS Use Policy will be overridden. I refer you to
section 1, Statement of Purpose, of the new proposed policy.
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Staff is also recommending 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 8, Signage and Decoration, of the new policy)
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The city receives requests on occasion to have art displayed particularly in The city receives requests on occasion to have art displayed particularly in
the lobby of Town Hall but has not had an effective process in place to the lobby of Town Hall but has not had an effective process in place to
determine the appropriateness of the display.determine the appropriateness of the display.
Last year a display for the Independence Day program was well received and Last year a display for the Independence Day program was well received and
at Art in the Square the lobby and 3at Art in the Square the lobby and 3floor rooms were used to display CISD floor rooms were used to display CISD
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school art and was equally well received. Currently CISDschool art and was equally well received. Currently CISDis displaying is displaying
student art in the Town Hall foyer.student art in the Town Hall foyer.
Staff has included language permitting this type of use in our. The Arts Council has
discussed how an art displaying program in the City’s facilities might work, and Jim
Blagg and Kerry McGeath are working with the Arts Council to create specific
guidelines surrounding this program. (see section 9, Public Art Displays)
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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 would bring all of our community rooms under the same provision.
(see section IV.e, General Guidelines)
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this policy does not propose an exact deposit and fee schedule, but instead 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 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)
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 current policy per the
City Council’s direction. If you have any questions or concerns with this item you
may contact Ben Thatcher at 817-748-8005.
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