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HomeMy WebLinkAboutR-908-3-89RESOLUTION NO. 908-3-89(R) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, ADOPTING A POLICY TO GOVERN THE USE OF MUNICIPALLY -OWNED BUILDINGS BY MEMBERS OF THE PUBLIC AND LOCAL ORGANIZATIONS; SETTING FEES FOR SUCH USE; AND DELINEATING RULES AND RESPONSIBILITIES. WHEREAS, the City of Allen anticipates the construction, dedication and opening of new Police/ Court and Library facilities during the current year; and, WHEREAS, the City Council recognizes that the construction and operation of these facilities are paid with general revenues from ad valorem taxes; and WHEREAS, the City Council wishes to extend the greatest direct benefit possible from these facilities to the taxpayers; and, WHEREAS, the City Council finds the meeting rooms contained in new and existing City -owned buildings to be appropriate spaces for public meetings and programs sponsored by local organizations; and, WHEREAS, the City Council wishes to encourage the use of City - owned facilities for programs of a civic, cultural, educational or non-profit nature; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN COUNTY, TEXAS, THAT: Section 1. The City Council hereby adopts the policy attached hereto as "Policy for Use of City Buildings" and its attachments, made a part hereof for all purposes, for the administration of meetings rooms and other spaces described in the policy by members of the general public. Section 2. Fees administered and collected pursuant to this policy will become part of the City's General Fund. Section 3. The City Manager will administer this policy without prejudice but with discretion regarding the types of activities permitted. RESOLUTION NO. 908-3-89 (R) Page 2 DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, TEXAS, ON THE 2nd DAY OF March , 1989 . APPROVED: J Farm , MAYOR ATTEST y Marty Hendrix, CW, CITY SECRETAR I Attachment to Resoluta oh No. 908-3-89(R) POLICY FOR THE USE OF CITY BUILDINGS 1. The City of Allen provides meeting rooms which may be used by area groups and organizations when such use does not- conflict otconflict with City -related City sponsored programs and services. 2. Public meetings and programs of a civic, cultural, educational or non-profit nature appropriate to the facility are encouraged. 3. Reservations may be made up to six (6) months in advance. Applications will be accepted on a first-come, first served basis. The application for use must be completed, submitted, and approved at time of reservation. Cancella- tions must be made at least 24 hours in advance, sooner if possible. 4. A use fee of $12.00 is required for use during normal operating hours. Use of any meeting facility outside normal operating hours is contingent upon payment of additional fee in the amount of $25.00. 5. The individual or group making application for use of meeting facilities is responsible for any damage to the room and its contents. Abuse of the facilities may result in denial of future use. 6. Building Services personnel will issue a report on the condition of any meeting facility immediately (within 24 hours) following its use by a group or individual. Any damages will be reported to the official in charge. Normal wear and tear and/or dust or soil that is removable by routine cleaning procedures (eg. vacuuming) will not be considered damages and will not result in charges. 7. Charges for damages to meeting rooms will be based upon costs of cleaning products, supplies and services required to repair the damages. Such charges will be assigned by the building official in charge. Any appeals by users who find such charges to be unfair will be made in writing to the City Manager. 8. Group size is limited by the capacity of each room. A schedule of group sizes for each meeting room is listed in Attachment A. 9. Setting up, arranging and clearing of rooms is the responsibility of the person or group making the reservation. The rooms must be left exactly as found. ' ' Attachment to Resolution No. 908-3-89(R) 10. Smoking is prohibited except in designated areas in all City buildings. The designated area shall be clearly defined and posted by the official in charge of use of City Buildings. 11. Food and drinks shall be permitted only upon prior approval which shall be granted or denied at the time of reservation. Alcoholic beverages may not be served. 12. Use of City meeting rooms may be withheld from any group or individual that creates a nuisance or disregards use regulations. 13. City -sponsored events shall have the fee waived with the consent of the official responsible. 14. Use of all City Buildings shall be on an availability basis. A schedule of available meeting times shall be maintained by the official in charge of the use of City Buildings. 15. The "official in charge" of the use of City Buildings shall be designated by the City Manager. 16. The city may make available to groups and/or individuals certain equipment for their use. These items are listed on Attachment "B" herein. Use of items will be requested at time of reservation and a deposit of $10.00 per item is required. Deposits shall be refunded when equipment has been returned. Each individual or group is responsible for damage to equipment. Attachment to Resolut,ipn No. 908-3-89(p,) ATrACID00T A Permissible Group Sizes Per Facility Meeting Room 1. Police & Courts Chamber 2. Library Auditorium 3. Library Conference Room 4. Municipal Annex Chambers Maximum Group Size 45 fixed seats 175 in rows 50 at tables 12 at conference table 50 in rows Normal Hours of Operation 1. Police & Courts Building 2. Library Building 3. Municipal Annex Building 4. Central Fire Station Monday through Friday 8:00 am to 5:00 pm 10:00 am to 6:00 pm 8:00 am to 5:00 pm 8:00 am to 5:00 pm ALL OTHER TIMES SHALL BE DEEMED TO BE OUTSIDE NORMAL HOURS OF OPERATION. s Attachment to Resolution No 908-3-89(R) ATTACHMENT "B" Equipment Available for Use Podium (Municipal Annex) Slide Projector Film Strip Projector 16 mm projector CITY OF ALLEN TO: JON MC CARTY, CITY MANAGER FROM: BARBARA BUEHLER, LIBRARY DIRECTOR SUBJECT: CONSIDER AMENDING MEETING ROOM POLICY DATE: April 16, 1990 In March, 1989 Council adopted Resolution #908-3-89R adopting a policy governing the use of municipally -owned buil"dings by public and local organizations. ANALYSIS In the months since the meeting room policy was adopted, several questions have been raised regarding allowable uses and there has been some confusion surrounding fee structure and food and drink use. RECOMMENDATION To make the policy clearer and more equitable, the Finance/Administration Subcommittee recommends amending Sections #2, 4, and 11 to read as included in -the packet. ONE BUTLER CIRCLE ALLEN, TEXAS 75002 214/727-0100 POLICY FOR THE USE OF CITY BUILDINGS 1. The City of Allen provides meeting rooms which may be used by area groups and organizations when such use does not conflict with City -related City sponsored programs and services. 2. Public meetings and programs of a civic, cultural, or educa- tional nature appropriate to the facility are allowed. Commercial activities are not normally allowed. However, commercial one-time events of a special nature which will benefit the Library or the City may be permitted; such events may be required to make special arrangements, to be determined by the City Manager or his designee. 3. Reservations may be made up to six (6) months in advance. Applications will be accepted on a first-come, first served basis. The application for use must be completed, sub- mitted, and approved at time of reservation. Cancellations must be made at least 24 hours in advance, sooner if pos- sible. 4. A user fee of $12.00 is required and must be paid before approval is granted. 5. The individual or group making application for use of meeting facilities is responsible for any damage to the room and its contents. Abuse of the facilities may result in denial of future use. 6. Building Services personnel will issue a report on the condition of any meeting facility immediately (within 24 hours) following its use by a group or individual. Any damages will be reported to the official in charge. Normal wear and tear and/or dust or soil that is removable by routine cleaning procedures (eg. vacuuming) will not be considered damages and will not result in charges. 7. Charges for damages to meeting rooms will be based upon costs of cleaning products, supplies and services required to repair the damages. Such charges will be assigned by the building official in charge. Any appeals by users who find such charges to be unfair will be made in writing to the City Manager. S. Group size is limited by the capacity of each room. A schedule of group sizes for each meeting room is listed in Attachment "A". "POLICY FOR THE USE OF CITY BUILDINGS PAGE 2 9. Setting up, arranging and clearing of rooms is the responsibility of the person or group making the reservation. The rooms must be left exactly as found. 10. Smoking is prohibited except in designated areas in all City buildings. The designated area shall be clearly defined and posted by the official in charge of use of City Buildings. 11. Food and drinks shall be permitted only upon prior approval by the City Manager or his designee. A proposed menu of finger -type foods must be submitted for approval before permission will be granted. Alcoholic beverages may not be served. 12. Use of City meeting rooms may be withheld from any group or individual that creates a nuisance or disregards use regula- tions. 13. City -sponsored events shall have the fee waived with the consent of the official responsible. 14. Use of all City Buildings shall be on an availability basis. A schedule of available meeting times shall be maintained by the official in charge of the use of City Buildings. 15. The "official in charge" of the use of City Buildings shall be designated by the City Manager. 16. The city may make available to groups and/or individuals certain equipment for their use. These items are listed on Attachment "B" herein'. Use of items will be requested at time of reservation and a deposit of $10.00 per item is required. Deposits shall be refunded when equipment has been returned. Each individual or group is responsible for damage to equipment.