Item 10A Discuss Possible Revisions to Town Hall Use Policy

City of Southlake Strategy Map Live Our Core Values The City of Southlake provides municipal services that support the highest quality of life for our residents and businesses. We do this by delivering outstanding value and unrivaled quality in everything that we do. Fulfill Our Mission Promote Learning and Growth Provide Financial Stewardship Serve Our Customers B5 Optimize use of technology B1 Implement and share best practices across all departments B3 Pursue innovative service delivery options B4 Provide high quality customer service B2 Collaborate with select partners to implement service solutions F1 Achieve competitive financial benchmarks F2 Maintain or improve AA bond rating F4 Maximize return on investments F3 Invest to provide and maintain high quality public assets Manage the Business Safety Mobility Infrastructure Performance Management Quality Partnerships and Security and Service Delivery Development and Volunteerism L2 Enhance leadership capabilities to deliver results L3 Attract, develop and retain a skilled workforce L1 Ensure our people understand the strategy and how they contribute to it L4 Recognize and reward high performers L5 Actively promote opportunities for partnerships and volunteer involvement (individual and group) Deliver on Our Focus Areas Integrity ● Innovation ● Accountability ● Commitment to Excellence ● Teamwork C3 Provide attractive and unique spaces for enjoyment of personal interests C4 Attract and keep top- tier businesses to drive a dynamic and sustainable economic environment C2 Provide travel convenience within city and region C5 Enhance resident quality of life and business sustainability through tourism C1 Achieve the highest standards of safety and security

Policy History Approved by the City Council in 2001Approved by the City Council in 2001 The policy was established to accomplish the following:The policy was established to accomplish the following: –Sustain the facility’s life-cycle –Protect and preserve the building’s unique qualities –Guide the management and use of the facility –Prevent misuse

Current Policy Details Non-profit/community organizations allowed to use roomsNon-profit/community organizations allowed to use rooms Events allowed during weekend and non- business hoursEvents allowed during weekend and non- business hours Off-duty officer required for non-business hoursOff-duty officer required for non-business hours Requests considered by City Manager’s Office on a case-by-case basisRequests considered by City Manager’s Office on a case-by-case basis

Current Issues Comprehensive Facility PolicyComprehensive Facility Policy Exterior SignageExterior Signage Room FeesRoom Fees Public ArtPublic Art

Comprehensive Policy 3 different policies govern the use of City community rooms3 different policies govern the use of City community rooms –Town Hall Use –Park Use –DPS Community Room Use Staff Recommendation: Create a comprehensive facility use policy

Exterior Signage Current Policy: “Decorations may not be affixed to any walls, furniture, finishings, or equipment in the Town Hall facilities “Decorations may not be affixed to any walls, furniture, finishings, or equipment in the Town Hall facilities.” Staff Recommendation: “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 of the City facility unless approved by the City Manager’s Office.”

Meeting Space Rental Fees Deposit / Refundable Cleanup Fee The Lodge, Senior Activity Center, and Community Center rooms $15 per hour $100 DPS East training room and DPS West training room N/A $100 for no food or drinks and/or foyer $150 for events with food and drinks Town Hall third floor training rooms N/A $100 for no food and drinks with limited usage of the 3rd floor training room area $150 for food and drinks with limited usage of the 3rd floor training room area $450 for usage of foyer area and/or usage of the complete 3rd floor training room area Rental Fees Different fee schedule for different facilitiesDifferent fee schedule for different facilities

Rental Fees, cont.

Staff Recommendation: Require a consistent / small rental fee for all public meeting rooms outlined in City policyRequire a consistent / small rental fee for all public meeting rooms outlined in City policy –$20 - $40 rental fee Rental Fees, cont.

Public Art City receives requests to display art in Town HallCity receives requests to display art in Town Hall No process to determine the appropriateness of displayNo process to determine the appropriateness of display 2 displays in Town Hall last year:2 displays in Town Hall last year: –Independence Day (lobby) –Art in the Square (lobby and 3 rd floor rooms)

Public Art Public Art component comprised of 3 divisions: –Planned Visual Art Exhibits –Ad Hoc Visual Art Exhibits –Performing Art Programs

Public Art Planned Visual Art Exhibits: –Exhibits of a limited duration (3 to 4 weeks) 5 times per year –2 would be reserved for CISD student Art –City would place call to artists approved by Arts Council. Ad Hoc Visual Art Exhibits: –Temporary exhibits –Allowing for topical limited duration showings –Will need application approved by staff and Arts Council.

Public Art Performing Arts Programs: –Limited to a single performance –Will need application approved by staff and Arts Council –Exception would be city sponsored events or performances

Public Art Staff Recommendation: Staff be allowed to develop the process indicated briefly in this presentation to provide for planned visual arts exhibits, ad hoc visual arts exhibits, and performing arts programs each of which will be reviewed by the Arts Council for permission to display or perform.

Questions / Discussion

Rental Fees, cont. CityResident RateNon-Resident RateDeposit Colleyville$60$90$200 Bedford$25$45$100 Euless$15$30$25 Keller$73$85$100 Hurst$10$10$50 Grapevine$50N/A$50 Southlake$0$0$100 Average$39$52$88 This table illustrates the per hour rental fees of surrounding cities compared to Southlake. The averages were calculated not including Southlake.

Town Hall Users The chart below illustrates the types of meetings scheduled in Town Hall during Q3 of FY 2009.