HomeMy WebLinkAboutRes 19-19 Repealing Resolution 17-39 and amending the Facility Use Guidelines and Policies TOWN OF WESTLAKE
RESOLUTION NO. 19-19
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, REPEALING RESOLUTION 17-39 AND ADOPTING THE UPDATED
FACILITY USE GUIDELINES AND POLICIES TO INCLUDE NEW PROCEDURES
AND RENTAL SPACES.
WHEREAS, the Town of Westlake wishes to maintain all Town owned and leased
facilities in exemplary condition; and,
WHEREAS, the Town wishes to offer the citizens of the Town of Westlake additional,
convenient and attractive, rental meeting space at the Fire-EMS Station No. 1; and,
WHEREAS, the Town recognizes the need to adopt standard rental rules and
regulations to ensure the accessibility to, and the responsibility of the renters;
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the citizens of Westlake.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true
and correct and are incorporated herein by reference as if copied in their entirety.
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.
SECTION 2: That the Town of Westlake Town Council does hereby approve the
proposed policy, attached as Exhibit "A", governing the Town of Westlake Facility Use
Guidelines and Policies.
Resolution 19-19
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SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 26TH DAY OF AUGUST 2019.
ATTEST: Z&&X,X
Laura L. Wheat, Mayor
F(tcm`� '�' APPROVED AS TO FORM:
Kelly Edv! ds, Town Secretary
OF wFS�, L. Stanton Lowry, Town Attorney
r'�X AS
Resolution 19-19
Page 2 of 10
Town of Westlake Facility Use
T H E T O W N O E Guidelines and Policies
WESTLAKE
DISTINCTIVE BY DESIGN
General Policy Requirements:
1. Compliance - 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.
2. Primary Purpose 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, Planning and Zoning
Committee, affiliate groups of the Town Council, school classrooms, public
administration, etc. In the event a resident has reserved space, every effort will
be made to avoid a conflict. However, in certain circumstances, unforeseen use
of a space may be required for municipal or school 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.
3. Outside Fees - The municipality shall not be responsible for any outside fees
incurred by the resident should a rental reservation be cancelled.
4. Political Activity Campaigning, Endorsements & Logos - 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 logo is prohibited unless the applicant is
an officially recognized affiliate.
5. Audio/Visual Technology - 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.
Resolution 19-19
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6. Non-public Areas of Buildings/Facilities - 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.
7. 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.
8. Damages and Cleaning - Individuals and organizations using any of the
available rooms/facilities 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.
9. Cleaning-The resident is responsible for cleaning the facility at the conclusion of
the rental. The reservation must include the necessary time for these activities.
10. Insurance Requirements - Insurance shall be required per the conditions of our
lease agreement with the facility owner. Please refer to the Insurance Requirements
section belozv for more information.
11. 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.
12. Losses - 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.
Facility Availability
1. The Performance Hall, Cafeteria area, Multi-Purpose Hall (MPH), Gym and
Sports Fields of the Westlake Academy/Civic Campus is available for use
Monday through Friday between 5:00 p.m. and 10:00 p.m. and Saturday and
Sunday between the hours of 6:00 a.m. and 10:00 p.m. after which an additional,
extended hours fee of $15.00 per hour will apply. NOTE: The Sports Fields may
be used during daylight hours only.
Resolution 19-19
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2. The Council Chambers/Courtroom is available for use Tuesday thru Thursday
from 8:00 am to 10:00 pm based on availability. Any resident requesting this
space should contact the Director of Public Works and Facilities (hereinafter
known as Director) or his/her designee to determine if availability exists.
3. The Westlake Fire Department Administration Training Room and Mall are
available for use Monday's and Tuesday's from 9:00 a.m. to 3:00 p.m. only, based
on availability. Any resident requesting this space should contact the Director or
his/her designee to determine if availability exists. Additional guidelines for this
location include the following:
a. Maximum number of participants is 25
b. Outside tables and chairs may not be brought in to the facility
c. This space may only be rented nine times in one calendar year (Jan -Dec)
by the same organization.
d. May only be used for formal business meeting purposes (meetings that
include activities such as games, arts & crafts, food preparation, etc. are
not allowed)
4. Availability is determined upon submission of an application and deposit, which
may be obtained on the Towri s website, Facility Use Application at and remitted
to the Town Hall offices at 1500 Solana Boulevard, Building 7, Suite 7200,
Westlake, TX 76262 or via email at dMcfarlane«westlake-tx.or�.
Application Process
1. A Facility Use Application must be filled out and submitted at least 14 days prior
to the requested reservation date. Application forms are available in the lobby of
Town Hall or may be obtained on the Towri s website, Facility Use Application.
2. No verbal or tentative agreements will be accepted.
3. The applicant must be a resident of the Town of Westlake or a Town or School
affiliate, must remain on-site for the duration of the rental period, and is
responsible for the adherence to the guidelines and policies of the Town for all
individuals during the use of the facility.
4. The Facilities and Recreation Department reserves the right to terminate a
reservation during the activity if the conditions so warrant (i.e., severe weather,
etc.).
Resolution 19-19
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Deposits*
1. To be assessed according to the request and duration of reservation:
a. $500 - one day rental of Cafeteria, MPH, Gym, Performance Hall or Sport
Fields
b. $2000 - extended commitment rental for Cafeteria or Performance Hall
c. $1000 - one day rental of the Town Council Chambers/Courtroom or Fire
Department Administration Training Room and Mall
2. The deposit is refundable under the following conditions:
a. Provided that no damage has occurred to the facility or fixtures (reviewed
by the applicant and Town representative at the conclusion of the use
period).
b. Renter must have followed all facility use guidelines and policies and
Town ordinances during the event.
3. The deposit will be returned within 14 days from the rental date and will be
mailed to the applicant.
Reservation Time and Rental Fees'
1. Facilities may be reserved for a minimum of three (3) hours and a maximum of
six (6) hours.
2. The reservation period will include the time necessary to set up and clean the
facility - no additional time will be allocated for these activities.
3. Fees to be assessed according to the request and duration of reservation:
a. $350 - Three-hour rental of Cafeteria or Gym
b. $100 - Each additional hour rental of Cafeteria or Gym
c. $475 -Three-hour rental of Performance Hall or MPH
d. $150 -Each additional hour rental of Performance Hall or MPH
e. $150 - Three-hour rental of Sports Field
f. $ 50 - Each additional hour rental Sports Field
g. $100 - per hour for the Town Council Chambers/Courtroom
h. $ 50 - per hour for the Fire Department Administration Training Room
and Mall
*Town and School affiliate groups will not be charged deposits or rental fees
Resolution 19-19
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Reservation Requirements, Availability, and Limitations
1. The Town does not provide eating utensils, tablecloths, office supplies, electronic
equipment or any other type of products during the reservation period. The
individual or organization reserving the facility must provide these types of
items.
2. The room occupancy rate will be posted and explained to the applicant during
the rental process. In accordance with fire codes, the occupancy rate may not
exceed the maximum allowable number of individuals at any time during the
rental period.
3. The Town and/or Westlake Academy reserves the right to alter the schedule or
limit the use of the facility due to any Town or School related events or
conditions which pose a conflict with the requested rental period.
Facility Access
1. The rental agreement will include provisions for a Town of Westlake
representative to be present during the use of the facility when necessary. The
representative will provide building access and work with the applicant to
ensure the facility is secured and cleaned at the conclusion of the rental.
2. In the event of an unforeseeable emergency, and the representative is detained or
not available, the applicant may contact the Facilities and Recreation Assistant at
(817) 490- 5768 or the Director at (817) 829-6974 to gain access to the building.
3. All lights must be turned off and facility doors must be secured at the conclusion
of the reservation.
4. Please do not attempt to force open the doors or break a window to enter the
facilities.
Cancellations
1. In order to receive a full refund of all fees and deposits, the reservation must be
cancelled at least 14 days prior to the reservation date. If cancellation occurs
after the 14-day period, the Department reserves the right to assess a $100
administrative fee to cover staffing costs.
2. No refunds of the rental fees will be given for notices within two days of the
reservation date or for a cancellation notice after the rental date.
Resolution 19-19
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Damages
1. Individuals and organizations reserving the facility are responsible for the costs
associated with repairing the building or replacing items that are damaged
during the rental period.
2. Failure to remit the required repair/replacement fees for the damages will result
in the loss of future reservation privileges and any deposit.
Chaperones
1. The resident who submits the reservation application must remain on premises
at all times during the use of the facility. Failure to remain on site may result in
the loss of future reservation privileges and the deposit.
2. Reservations for a youth event require a minimum of two adult chaperones for
1 - 30 youth participants. One adult chaperone must be provided for each
additional 15 participants. Youths are defined as anyone less than 21 years of
age.
3. The Town reserves the right to require the presence of a police officer during
these types of events. The personnel cost for the off-duty assignment will be the
responsibility of the applicant.
Cleaning
1. The resident and/or organization is responsible for cleaning the facility at the
conclusion of the rental. The reservation must include the necessary time for
these activities.
2. The Town representative will provide access to the cleaning supplies and
equipment for the resident or organization.
3. All furniture must be returned to the original configuration prior to vacating the
premises.
4. All trash must be bagged and removed from the facility at the conclusion of the
rental period. Outside trash receptacles (dumpster storage containers) are
provided behind the Cafeteria area at the school and directions will be provided
with rental of all other spaces.
Resolution 19-19
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5. A checklist will be provided to the applicant and reviewed with the Town
representative to ensure all necessary tasks have been completed to clean and
prepare the facility for future use.
Food/Drink
1. Refreshments are allowed in the Performance Hall, Multipurpose Hall, Cafeteria
and Fire Department Administration Training Room and Mall. Food and drink
are not allowed in the Gym.
2. Tables and chairs will be provided (upon prior request) for those individuals
who are hosting a catered event.
Decorations/Special Activities
1. Decorations may be used that 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.
2. Items such as nails, thumbtacks and permanent tape may not be used.
3. Painter's tape is the only approved method for decorating purposes and must be
fully removed from the facility upon completion of the reservation.
4. Plans for special activities including, but not limited to: bounce houses,
inflatables, dunking booths, amplified sound systems, etc. must be reviewed and
approved by the Director or his/her designee prior to their use.
Tobacco and Alcohol Use and Pet Policy
1. No smoking, use of tobacco products or alcoholic beverages are allowed on any
Town owned or leased property. This includes the Westlake Town Hall, Fire-
EMS Station and all Westlake Academy facilities.
2. No pets are to be in the facility during the rental period. The only exception
would be service animals.
Insurance Requirements
1. Proof of insurance that lists the Town as an additional insured entity is required
for all organized programs of athletic competitions, including but not limited to
basketball, soccer and little league groups.
Resolution 19-19
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2. Insurance is not needed for individuals or groups of residents who use the
athletic fields for a one-time-use basis.
3. Proof of insurance may be required for other groups renting the facilities and
will be addressed individually.
Liabifi : 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.
PLEASE NOTE: The above information concerns general reservation policies and
covers most reservation requirements. For specific concerns or those questions not
answered above, it is the responsibility of the applicant to contact the Director or
his/her designee to ensure compliance with all policies.
Resolution 19-19
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