HomeMy WebLinkAboutRes 17-39 Amending the WA Civic Campus Facility and Town Hall Use Guidelines and policies TOWN OF WESTLAKE
RESOLUTION NO. 17-39
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,TEXAS,
AMENDING THE FACILITY USE POLICIES FOR THE TOWN HALL AND
WESTLAKE ACADEMY CAMPUS FACILITY USE GUIDELINES AND POLICIES.
WHEREAS, there is a need in the community for meeting/function space; and
WHEREAS,Westlake Academy, a Town owned and operated facility,has been identified
as a community asset, which includes buildings and grounds that may be utilized by Westlake
residents on a limited basis; and
WHEREAS, the municipality leases office and meeting space for the Town Hall
administration; and
WHEREAS,Town staff and the Westlake Academy staff have identified uses and limited
and conditional availability for renting the facilities; and
WHEREAS, Westlake desires to engage its citizens; and
WHEREAS,the Town Council finds that renting the facilities benefits the public and is in
the best interest of the citizens of Westlake, and
WHEREAS, rental fees will be collected and will offset operational and repair cost
associated with the use of the facility.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: All matters stated in the Resolution above are found to be true and correct
and are incorporated herein by reference as copied in their entirety.
SECTION 2: The Town Council of the Town of Westlake hereby approves the
amending of the rental of identified space at Town Hall and the Westlake Campus through the
Facility Use Policy and Guidelines Exhibit "A".
SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 17-39
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SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 27th DAY OF NOVEMBER, 2017.
ATTEST: La ra Wheat, Mayor
44 A,
Kellard , Town Secretary Thomas E. ry ' To n Manager
APPROVO, S TO-PO
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L t ton Lo y, Attorney a
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Resolution 17-39
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Policy Number: TC-001
Category: Facilities
Subject: Town Hall and Westlake Academy Facility Use Policy and
Guidelines
Effective Date: November 27,2017
Policy Purpose
To ensure safe use of Town/Academy owned facilities and provide for equitable access to those
available for use to the public.
The Town of Westlake owns or leases various types of buildings for government administration,
public safety, and educational use in our community. As such, the Council has reviewed the
available space and made a portion of the buildings available for rental use by residents. This
policy addresses each location according to the type/use of the facility along with a broad overview
of the associated rules, processes and guidelines for use.
Town staff will post applications, access, deposits, fees, cleaning, and other site specific items
within the Facility Use Guidelines on the Town's website and in the main lobby of the
municipality.
Westlake Academy/Civic Campus Facility
At this campus, the buildings are owned and operated by the Town of Westlake. The facility's
primary purpose is for use as an educational campus for our students in grades K-12. In certain
instances, a portion of the campus/buildings may be available for rental by Westlake residents.
Deposits for the available locations on campus will not exceed$2,000 per rental request(based on
room requested and length of rental period) and are refundable provided that no damage has
occurred to the facility or fixtures (upon review by the applicant and Town representative at the
conclusion of the use period). The renter must also follow all facility use guidelines, policies and
Town ordinances during the event in order to be eligible for a refund. The deposit will be returned
within 14 days from the rental date and will be mailed to the applicant.
Fees to be assessed according to the request and duration of reservation:
a. $350—Three (3) hour rental of cafeteria area
b. $475 —Three (3) hour rental of cafeteria and Performance Hall
c. $100—Each additional hour rental of cafeteria area
d. $150—Each additional hour rental of cafeteria and Performance Hall
e. $150—Three (3) hour rental of the sports field
f. $ 50—Each additional hour rental of the sports field
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g. $325 —Three (3) hour rental of the gym
h. $ 95 —Each additional hour rental of the gym
i. $475 —Three (3) hour rental of the Multi-purpose Hall
j. $150—Each additional hour rental of the Multi-purpose Hall
Food/Drink — in certain instances, refreshments are allowed in the rental areas of the campus
facility. Food and drink are not allowed in the gymnasium. Tables for the cafeteria may be
provided (upon prior request) for those individuals who are hosting a catered event.
Decorations —may be used with the caveat that they do not cause damage to the walls, ceilings
or any other part of the room,furniture or fixtures and must be removed at the end of the reservation
period. Applicants should consult the Facility Use Guidelines for further information.
Tobacco and Alcohol Use and Pet Policy — No smoking, use of tobacco products or alcoholic
beverages are allowed on any Town owned or leased property. No pets are to be in the facility
during the rental period. Service animals assisting the disabled are welcome.
Insurance Requirements — Proof of insurance is required for all vendors, organized programs of
athletic competition, including but not limited to basketball, soccer, softball and little league
groups. Insurance is not needed for individuals or groups of residents who use the athletic fields
on a one-time-use basis. Applicants should consult the Facility Use Guidelines for further
information.
Town Hall
This location is leased by the Town of Westlake and is subject to certain conditions and
requirements as a component of our contractual obligations with the owner of the facility. The
building may have other tenants, besides the municipality and as such, we must comply with use
and access according to our lease.
The Council Chambers/Courtroom may be available at certain times(Tuesday thru Thursday only)
for use based on the current calendar for this location. Any resident requesting this space should
contact the Facility Director or his/her designee to determine if availability exists.
Deposits for the room will be$1,000 per rental request and are refundable provided that no damage
has occurred to the facility or fixtures (upon review by the applicant and Town representative at
the conclusion of the use period). The renter must also follow all facility use guidelines, policies
and Town ordinances during the event in order to be eligible for a refund. The deposit will be
returned within 14 days from the rental date and will be mailed to the applicant.
The room rental rate is $50 per hour for the additional use of HVAC based on our current lease.
Staff will not be available for room setup or takedown and no on-site audio visual is available in
this location.
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This room is not available for long term rental or designed to be available for on-going meeting
space. It is offered on an intermittent basis due to the limited space and the schedule required for
town and school administration. Residents should consult the Facility Use Guidelines for further
information.
Tobacco and Alcohol Use and Pet Policy — No smoking, use of tobacco products or alcoholic
beverages are allowed on any Town owned or leased property. Service animals assisting the
disabled are welcome.
Decorations—are not allowed in the Council Chambers. Nothing may be affixed to the wall or the
dais bench. Post-it pads may be affixed to the glass surfaces (windows, door areas) only.
Staff will update and publish this information in the Facility Use Guidelines on an as needed basis.
General Policy Requirements for All Locations
Individuals and organizations utilizing the facility are required to abide by all applicable Town
ordinances, state laws and reservation policies. If a group fails to comply with the requirements
of the policy, forfeiture of the facility deposit may occur and future use of any facility may be
denied.
Primary Pgrpose of Meeting Space — The meeting rooms and available space at any municipal
location serve the primary purpose of holding meetings and discussions for the Town Council,
Board of Trustees, school classrooms, public administration, etc. In the event a resident has
scheduled a rental space, every effort will be made to avoid a conflict. However, in certain
circumstances unforeseen use of a space may be required for municipal business and a reservation
may be cancelled. Staff will notify the resident as soon as possible and offer additional availability
according to the meeting calendar.
The municipality will also not be responsible for any outside fees incurred by the resident should
a rental reservation be cancelled.
Political Activity Campaigning, Logos, & Endorsements
Town owned and leased facilities are not available for use as a campaign location or for other
political activity.
Any use of a Town owned or leased facility does not constitute nor should it be construed as
supporting the discussions or views of the participants of any given meeting. Residents should
refrain from publishing or advertising any material that states or implies an endorsement.
Use of any Town or Westlake Academy logos is prohibited unless the applicant is an officially
recognized affiliate.
AudioNisual Technolog —is generally not available in Town rental space(s). An exception may
be granted for those requesting a long term rental on the Academy campus. Should staff be
necessary to support audio/visual needs for long term commitments, additional fees may apply.
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Non-public Areas of Buildin /Fg acility—in the event a resident utilizes a portion of Town owned
or leased facilities, access is limited to the space available and notated in the agreement. Non-
public spaces such as offices, kitchens, storage closets, classrooms, etc., will not be available for
use by the resident.
Sales and Fundraising — are prohibited on Town owned/leased property unless the event is town
sponsored or conducted by a Town or Academy affiliate group. This includes for profit
groups/businesses or advertisement of goods or services.
Damages and Cleaning — Individuals and organizations reserving any of the available
rooms/facility are responsible for the costs associated with repairing the building or replacing items
that are damaged during the rental period. Failure to remit the required repair/replacement fees
for the damages will result in the loss of future reservation privileges and any deposit.
The resident is responsible for cleaning the facility at the conclusion of the rental. The reservation
must include the necessary time for these activities.
Insurance Requirements — shall be required per the conditions of our leasing agreement with the
facility owner. Please refer to the Facility Use Guidelines for more information.
Liability — When using any Town owned or leased space, the user agrees to hold harmless the
Town and its employees/representatives from and against any claims for damages to persons or
property arising out of any use of the facility and its premises by the user. Users are responsible
for their guests adherence to the policies herein described.
In addition, the Town shall not be responsible for damage or loss of property or materials during
a rental period. This includes items left in common spaces of any facility.
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