Item 10DCity 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
please refer to Appendix “A” for further clarification
bodies ().
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
please refer to Section VI(B) of this policy, “Access During
reservation period (
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
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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
including the assessment,
consideration requirements and approval process (
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
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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
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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.
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(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
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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.
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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
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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).
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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.
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