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Item 4R AudioMayor and members of City Council item 4R is requesting Council consideration of the proposed Facility Use Policy. 1 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). 2 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 3 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 4 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. 5 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) 6 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 rdrd 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) 7 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) 8 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. 10