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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 City of Southlake – Town Hall Use Policy 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 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 City of Southlake – Town Hall Use Policy 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 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 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 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 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 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 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 Page 9 of 9