2018-068 Facility Use and Meeting Room PolicyDate: June 8, 2018 Report No. 2018-068
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Update to policies regarding the use of City of Denton facilities and meeting rooms.
EXECUTIVE SUMMARY:
Staff reviewed the policies relating to use of City facilities and meeting rooms and determined
that there was a lack of consistency between the current policies and practices. The updated
policy will improve transparency in the availability of meeting rooms for use by other entities
and increase the overall customer service that is provided. It is staff’s recommendation that
Policy 500.01 “Use of City Hall Meeting Spaces” and 500.02 “Use of Conference Rooms” be
repealed and replaced with a consolidated Policy 500.06 “Use of City Facilities and Meeting
Rooms”. The proposed consolidated Policy also incorporates department policies for use of city-
owned facilities and meeting rooms so that there is one comprehensive city-wide policy for
reference.
The original policies were adopted in the early 1980s and the last update was made in 2001 to
Policy 500.01. These policies covered only the use of City Hall meeting rooms and the City’s
internal use of meeting rooms.
DISCUSSION:
Staff held several meetings with various departments to discuss current policies, discuss
modifications, and combine various policies into one policy. A comprehensive policy was
drafted and submitted for review and input by the Policy Review Committee. The Policy Review
Committee is comprised of approximately 25 employees at various levels representing different
departments/divisions. The members are asked to distribute the proposed changes to individuals
in their area and solicit comments, questions, and concerns regarding the proposed changes.
Feedback from the Committee has been incorporated into the policy, although no significant
feedback was received.
The following changes have been made:
The policy scope has been expanded to include all City facilities and meeting rooms
currently available for public use.
With online room scheduling functionality now available through Microsoft Outlook, a
policy governing the scheduling and internal use of meeting rooms is no longer
necessary.
General guidelines that apply to all available facilities are included in Section 1.1 and
specific guidelines are included for individual departments.
The purpose of each facility is included in the policy to describe the role of that facility
and ensure that requests made for the use of the facilities are appropriate for their
purpose.
Date: June 8, 2018 Report No. 2018-068
Priorities were established for guidance on the ranking of reservations. These priorities
are coordinated with the purpose and intended use of each facility and will assist
departments in dealing with reservation conflicts.
A reservation application has been created for use by departments that currently do not
have an application. From a user perspective, this will increase consistency in the
procedures for reservation of a room.
Fees associated with the reservation of a room and under which conditions those fees
would be applied are included in the policy. A separate fee schedule is attached to the
policy to easily modify the fees in the future rather than update the entire policy.
Facilities that require fees are for events that benefit an individual or small group (e.g.,
social events). Events that are for a civic purpose or benefit the larger community (e.g.,
non-profits, other governmental agencies, City meetings) do not have a fee, unless the
City incurs costs outside of normal operations (e.g., overtime for building attendants or
DTV personnel).
CONCLUSION:
Staff plans to bring forward a recommendation and resolution to City Council on July 17, 2018
to adopt the new policy and incorporate Use of City Facilities and Meeting Rooms (Reference
number 500.06) within the City of Denton Policies and Procedures and repealing the City’s Use
of City Hall Meeting Spaces and Use of Conference Rooms policies (Reference number 500.01
and 500.02).
ATTACHMENT(S):
1. Policy 500.06 “Use of City Facilities and Meeting Rooms”
STAFF CONTACT:
Sarah Kuechler
Director of Public Affairs
Sarah.Kuchler@cityofdenton.com
940-349-8356
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6/7/2018 500.06 Use of City Facilities and Meeting Rooms – City of Denton.docx
CITY OF DENTON
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
SECTION: GENERAL POLICIES/PROCEDURES/DIRECTIVES REFERENCE NUMBER:
500.06
SUBJECT: USE OF CITY FACILITIES INITIAL EFFECTIVE DATE:
TITLE: USE OF CITY FACILITIES AND MEETING ROOMS LAST REVISION DATE:
POLICY STATEMENT
Certain City of Denton (City) facilities and meeting rooms are available for public use. The purpose of
this policy is to outline the circumstances under which groups, organizations, and individuals can use or
rent city owned facilities and/or meeting rooms. Furthermore, it is the intent of this policy to outline the
restrictions and priorities at each of the facilities listed in Attachment A based on the individual
facility’s purpose.
It is the general policy that City facilities and meeting rooms be made available for use by City staff,
not-for-profit organizations, other government agencies, civic organizations, and social events
following each facility’s purpose while allowing the facilities and meeting rooms to be made available
to other users on a limited basis.
DEFINITIONS
Audiovisual equipment- Audiovisual equipment are electronics available in certain rooms and facilities
(as detailed in Attachment 1). Examples include: computers, projectors, and microphones.
Arrangements to use this equipment must be indicated on the “Application for Use of Meeting Room”
or department specific form. A cable television staff member may be required when choosing this
option and arrangements to use these services must be made at least fourteen (14) days in advance.
Building attendant- A building attendant is an employee of the City responsible for the building and
required during events taking place outside of regular business hours.
Cable TV staff member- An individual employed by the City’s Denton Television department.
City sponsored or co-sponsored- Events that are organized by or in conjunction with the City.
Civic organizations- A group that is created in order to provide a services or services to the community.
Not-for-profit- An organization with a 501(c) (3) tax status specifically formed for purposes other than
operating a profit-seeking business.
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Regular business hours- Monday through Friday between 8 a.m. and 5 p.m., not including City
holidays.
Resident- A person or organization with a residence or based within the city limits.
Social Events- Events that are social in nature without the purpose of providing services to the
community or a not-for-profit organization. Examples include, but are not limited to, birthdays,
anniversary parties, weddings, and reunions.
Community building rental- Any facility rental for the Parks department facilities not including the
park.
GUIDELINES
1. General
1.1. Use of all facility or meeting rooms are subject to the following guidelines:
1. A signed agreement must be made between the lessee and the City for the use of the
facility or meeting space if the event is not sponsored or co-sponsored by the City. An
“Application for Use of Facility/Meeting Room” is available and attached hereto as
Attachment B, or an approved department specific agreement may be used. Verbal
agreements will not be honored.
2. Users shall comply with all the laws of the United States, the State of Texas, all
ordinances of the City, and all rules and regulations of the Police and Fire Departments
and other municipal authorities of the City.
3. Representatives from the City have the right to enter any portion of the rooms for any
purpose whatsoever any time during a scheduled event or activity.
4. During all public activities and events not sponsored or co-sponsored by the City, a
building attendant must be on premises. The building attendant is not responsible for
performing any personal services in conjunction with any activity or event. Depending
on event hours and City facility, there may be an additional building attendant fee.
Further information on fees are included in policy sections for each facility.
5. After any event or activity, the user is responsible for removing all of his or her effects
from the building including decorations, equipment, and waste and returning the room
to its original condition. Set-up and clean-up time must be included in the reservation
time.
6. The City Manager, or his/her representative, has the right to have objectionable persons
removed from the premises.
7. The user shall not admit to the facility, or meeting room, a larger number of persons
than permitted by the fire code. A listing of capacities for each room is indicated in
Attachment A.
8. City facilities are smoke-free/e-cigarette free facilities in accordance with Ordinance
Number 2015-121.
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9. Users will assure that persons attending the scheduled activity stay in assigned areas
and will not enter other areas of the facilities, including City offices.
10. The City has the right to refuse use of any facility or meeting room to any group if the
proposed event conflicts with the intended use of the building, is in conflict with
established policies, or is in conflict with any confirmed reservation.
11. The City reserves the right to deny the use of any facility or meeting room to
organizations, groups, or individuals, who willfully misuse, abuse, or damage City
property.
12. Public reservations for use of facilities or meeting spaces will be accepted on a first-
come and first-served basis in accordance with the priorities of each facility for which
space is available for use. No public group or individual will be given preference or
priority.
13. A public reservation may not be made more than one (1) year in advance or less than
fourteen (14) days of the date requested unless specific permission is granted.
14. Meetings scheduled during regular business hours shall not be allowed to be conducted
in a manner which is disruptive to, or interferes with, the work of City employees.
15. The City reserves the right to determine if police is required during a scheduled
activity. The City will determine the number of officers and hours required. The user is
responsible for this expense. Additional resources may be necessary at the discretion of
the City Manager or representative.
16. Users of City facilities or meeting rooms are fully responsible for any damages based
on actual repair or replacement costs of facilities or equipment.
17. Room use must be under the direct supervision of the adult making the reservation or
their designated representative as stated on the application and said individual must be
present during the reservation. Reservations are not transferable to other groups.
18. Meetings are confined to the reserved meeting room, but may be transferred to a new
room if it will accommodate the event at the City’s discretion.
19. Per City of Denton Code of Ordinances Sec 22-32, consumption of alcohol beverages
on public property is prohibited.
20. These rules and any facility specific rules are part of the agreement with the City;
failure to abide by the policies and rules shall be grounds for immediate termination of
the reservation and forfeiture of any associated rental fees at the sole discretion of the
City. Non-enforcement by the City does not constitute a waiver of the City’s rights
under this contract.
21. Nails, thumbtacks, etc. must not be used to attach decorations to the structure or
furnishings. Decorations may be used on tables only. No fire, flame, or candles are
permitted.
22. Meeting room area set-up is the responsibility of the user and must be returned to the
original configuration by the user when activities are completed. Tables will not be
removed from the classrooms without approval from the City staff.
23. Any group or agency using City facilities and meeting rooms must provide its own
materials, including copies of any materials that are required for its event. City materials
and supplies will not be used unless authorized by City staff.
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2. Main City Hall Guidelines
2.1. Purpose
The City Hall meeting rooms are for the primary purpose of meetings of City Council,
Boards, Commissions, and staff. It is intended that these meeting rooms be used to the
fullest extent for this primary purpose and then made available to other users. The City
reserves the right to cancel any scheduled activity at any time that conflicts with the
primary purpose of the meeting rooms.
2.2. Priority
1. Meetings of City Council;
2. Meetings of City Boards or Commissions;
3. Meetings of City sponsored or co-sponsored activities;
4. Meetings of City staff;
5. Uses requested by agencies or officials of local, county, state, or federal
governments; and
6. Not-for-profit and civic organizations.
2.3. Use of City Hall meeting rooms are subject to the following guidelines in addition to
Section 1.1 of this policy:
1. No refreshments shall be served in the City Council Chambers.
2. Meeting spaces are not available for use on City holidays. The rooms may be used
between the hours of 8:00 a.m. to 10:00 p.m. except for meetings of the City
Council.
3. Requests for City Hall meeting rooms for social events will not be granted.
4. Events outside of regular business hours will require a building attendant be present.
These events that require the City to pay an employee will be subject to a fee to
cover the expense in accordance with fees listed in this section. Building attendants
are not responsible for performing any personal services in conjunction with any
activity or event.
5. Events requiring the use of audiovisual equipment outside of regular business hours
will require a cable TV staff member to assist with the use of this equipment and
will be subject to a fee in order to cover the City’s expense in accordance with fees
listed in this section.
6. Reservations for City Hall meeting rooms may be made up to six (6) months in
advance of the event, but no less than fourteen (14) days of the date requested unless
specific permission is granted.
2.4. Fees Schedule
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There will be no base fee to groups for using Main City Hall meeting rooms. There will
be fees associated with additional expenses at the rates listed in Attachment C.
Additional rates may apply. If a cable TV staff member must be present, he or she will
act as the building attendant.
3. Public Library Guidelines
3.1. Purpose
The library meeting rooms are for the primary purpose of library sponsored programs. It
is intended that these meeting rooms be used to the fullest extent for this primary purpose
and then made available to other users. The City reserves the right to cancel any
scheduled activity at any time that conflicts with the primary purpose of the meeting
rooms.
3.2. Priority
1. Library programs and staff;
2. City Boards and Commissions;
3. Meetings of City staff;
4. City sponsored or co-sponsored activities;
5. Uses requested by agencies or officials of local, county, state, or federal
governments;
6. Not-for-profit and civic organizations; and
7. Other users with a valid reservation.
3.3. Use of public library meeting rooms are subject to the following guidelines in
addition to Section 1.1 of this policy:
1. Meetings will normally be held during regular library business hours. Meetings must
terminate 15 minutes before closing time or at the request of the designated staff
member. Exceptions will be made for election activities.
2. Alcoholic beverages may be permitted in the facility on rare occasions with prior
permissions from the Library Director.
3. All paper goods, food and drink items, including coffee, and the contents of the
refrigerator are strictly for library program use. The group or organization may use
appliances but are responsible for all paper goods and refreshment items.
4. Audiovisual equipment may be available at some locations. Arrangements to use
equipment must be made in advance, at the time of the request for use of a meeting
room. Available equipment is listed in Attachment A. A group may use its own
equipment.
5. The library staff shall be consulted prior to moving library furnishings in meeting
room areas.
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6. The library will not store property or equipment for a group prior to the meeting
without arrangements made in advance and will not be held responsible for any
property or equipment left after the conclusion of any reservation.
7. Organizations may collect donations to cover incidental expenses connected to the
reserved meeting only, but may not solicit donations or make sales unless it is in
coordination with a library sponsored program or event.
8. Requests for Library meeting rooms for social events will not be granted.
9. Reservations for Library meeting rooms may be made up to one (1) year in advance
of the event, but no less than three (3) calendar days of the date requested unless
specific permission is granted.
3.4. Fees Schedule
There will be no base fee to groups for using library meeting rooms. There will be fees
associated with additional expenses at the rates listed in Attachment C. Additional rates
may apply.
4. Fire Department Guidelines
4.1. Purpose
The Fire Department meeting rooms are for the primary purpose of Fire Department
activities. It is intended that these meeting rooms be used to the fullest extent for this
primary purpose and then made available to other users. The City reserves the right to
cancel any scheduled activity at any time that conflicts with the primary purpose of the
meeting rooms.
4.2. Priority
1. Fire Department programs and staff;
2. City Boards and Commission meetings;
3. Meetings of City staff;
4. City sponsored or co-sponsored activities;
5. Uses requested by agencies or officials of local, county, state, or federal
governments; and
6. Not-for-profit and civic organizations.
4.3. Use of Fire Department meeting rooms are subject to the following guidelines in
addition to Section 1.1 of this policy:
1. Requests for Fire Department meeting rooms for social events will not be granted.
2. Audiovisual equipment may be available at some locations. Arrangements to use
equipment must be made in advance, at the time of the request for use of a meeting
room. Available equipment is listed in Attachment A. A group may use its own
equipment.
3. Meeting spaces are not available for use on City holidays. The rooms may be used
between the hours of 8:00 a.m. to 10:00 p.m. In the event that the Emergency
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Operations Center is needed, Fire Department staff will notify the users and they
will be required to exit the room.
4. The Fire Department will not store property or equipment for a group prior to the
meeting without arrangements made in advance and will not be held responsible for
any property or equipment left after the conclusion of any reservation.
5. Food and drink will not be allowed in Fire Department meeting rooms.
4.4. Fees Schedule
There will be no base fee to groups for using Fire Department meeting rooms. There will
be fees associated with additional expenses at the rates listed in Attachment C. Additional
rates may apply.
5. Police Training Center Guidelines
5.1. Purpose
The Police Training Center meeting rooms are for the primary purpose of law
enforcement training activities. It is intended that these meeting rooms be used to the
fullest extent for this primary purpose and then made available to other users. The City
reserves the right to cancel any scheduled activity at any time that conflicts with the
primary purpose of the meeting rooms.
5.2. Priority
1. City law enforcement training programs;
2. Non-City law enforcement training programs;
3. Police Department programs and staff;
4. Uses requested by agencies or officials of local, county, state, or federal
governments;
5. City Boards and Commission meetings;
6. Meetings of City staff;
7. City sponsored or co-sponsored activities;
8. Not-for-profit and civic organizations; and
9. Other users with a valid reservation.
5.3. Use of Police Training Center meeting rooms are subject to the following guidelines
in addition to Section 1.1 of this policy:
1. Users may access training areas for prior set-up or storage of materials only if such
access is arranged with training center staff. The staff is not responsible for any
training materials or other property stored prior to an event.
2. Classrooms or other training areas will not be used for social gatherings or similar
functions not related to the business of the Police Department or training center.
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5.4. Fees Schedule
There will be base fee to groups for using Police Training Center meeting rooms as listed
in Attachment C. There will be no fee for internal City use and not-for-profit and civic
organizations.
Fees may be substituted for training provided for the City. Additional rates may apply.
6. Parks Facilities Guidelines
6.1. Purpose
The Parks and Recreation facilities, not including the parks, are for the primary purpose
of recreation programs, social, and community activities. It is intended that these meeting
rooms be used to the fullest extent for this primary purpose and then made available to
other users. The City reserves the right to cancel any scheduled activity at any time that
conflicts with the primary purpose of the meeting rooms.
6.2. Priority
1. Parks Department programs and staff;
2. Community building rentals;
3. City sponsored or co-sponsored activities;
4. City Boards and Commission meetings;
5. Meetings of City staff;
6. Uses requested by agencies or officials of local, county, state, or federal
governments;
7. Not-for-profit and civic organizations; and
8. Other users with valid reservations.
6.3. Use of Parks facilities are subject to the following guidelines in addition to Section
1.1 of this policy:
1. General elections and emergency shelter use will take precedent over all other
functions of the facilities. Reservations that conflict with these events will be
cancelled.
2. Rental requests with less than 4 weeks’ notice will be approved based on staff
availability and cannot be guaranteed.
3. Rental cancellations must be submitted in person. Cancellations made less than 4
weeks before the scheduled rental will forfeit its deposit. Cancellations made with
less than 2 weeks’ notice will forfeit 100% of room rental fees.
4. Rental deposits will be refunded per the following terms:
• Cancellations are made 4 weeks or more before the scheduled rental date or the
rental occurs;
• If the rental occurs, the payment for such rental was made in full;
• No damage to the facility or other breach of facility rental contract occurs;
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• If paid by cash, check, or money order, a refund check will be mailed within 30
days from rental completion or cancellation; and
• If paid by credit or debit card, within 7 business days of rental completion or
cancellation, user will receive a call from Parks Administration staff to process the
refund back to its card. Business days do not include weekends.
5. All rentals must be concluded prior to 12 a.m.
6. Depending on rental size, number of rooms being used, and time of day, rentals may
require additional staffing. See Attachment C for fees associated with building
attendants.
7. The Parks and Recreation Department (PARD) reserves the right to cancel use of
the facility at the sole discretion of the City. If cancellation is initiated by PARD,
staff will secure an alternate site, if one is available. If an alternative site is not
available, lessee may reschedule or receive a full refund.
8. Rentals for events that are open to the public will require a certificate of general
liability insurance to be kept on file with the signed rental agreement. General
liability insurance must cover a minimum of $500,000 per occurrence, name the
City of Denton as an Additional Insured, and shall be subject to approval by the
City.
9. Youth functions (under 18 years) require two adult chaperones (21 or over) for the
rentals of 1 - 50 youth. One additional chaperone is required per every 50 additional
youth. Chaperones must be present when the event starts and may not leave the
event until the event is completed and all youth have been picked up.
At the center supervisor’s discretion and in addition to chaperones and staff, youth
functions will require two police officers for the duration of the rental plus one
additional hour following the rental. See Attachment C for fees associated with
police officers. To schedule an officer please contact the Police Department non-
emergency line at 940-349-8181.
10. If reservation extends beyond lessee’s designated time, additional charges will be
assessed.
11. The recreation facilities are available for private reservation by individuals or
organizations for recreation purposes only. If the user intends to charge admission
fees, raise funds, charge enrollment fees (for example camps, clinics, and programs),
sell food or merchandise, or collect information for future sales, authorization by
PARD must be obtained and a vendor permit purchased and signed two business
days prior to the rental. Permits may be applied for at the Civic Center. If the vendor
will be selling food, a health permit must be obtained by the vendor from the
Building Inspections Department by calling (940) 349-8360. Vendor permits will
not be sold without first showing a valid health permit (if applicable). All permits
must be displayed at the point of sale. For events with multiple vendors (i.e.
networking events, vendor fairs, etc.) each vendor will be required to obtain its own
permit. The User will be responsible for any vendor on site that does not have the
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proper paperwork and will be subject to City of Denton fines for not having proper
documentation.
12. No storage of equipment will be available on-site.
13. No food or drinks are permitted in any gymnasium or game room area. If a
gymnasium rental requires the set-up of equipment (volleyball, ping pong, pickle
ball, etc.), user will be charged for staff to setup and take down at the building
attendant rate. See Attachment C for building attendant fees.
14. Decorations must be authorized and meet all fire codes.
15. Open flames, smoke/fog machines are not allowed. Chafing dishes/sternos are
permissible.
16. All trash must be put in plastic bags and placed in the dumpster.
17. Center bounce houses are for PARD programs and hosted birthday parties only.
Outside bounce houses are not permitted for use inside the facility for any reason. If
the user desires a bounce house, it must be set-up outside.
18. Users are responsible for bringing their own audio and/or sound equipment. The
center will not provide this equipment.
19. A limited number of tables and chairs are available for use. Consult with center staff
prior to the event for the inventory available. Users are responsible for setting up
and taking down tables and chairs and returning them to table/chair carts.
6.4. Fees Schedule
There will be a fee to groups for using Parks facilities and meeting rooms. City co-
sponsored events will not be charged for the use of Parks facilities. Fees for facility and
room rentals are listed on the PARD website, as well as the Park’s Fee Ordinance.
Additional fees are listed below in Attachment C
A $100 refundable deposit is due upon booking. The remaining rental balance is due 4
weeks prior to the scheduled rental date. Rentals scheduled with less than 4 weeks’
notice will require payment in full upon booking.
Additional rates may apply.
Building Room Name Contact Name Contact Phone Contact Email Location Capacity Details Fees
Main City Hall City Hall Conference Room Robin Fox 940-349-8288 Robin.Fox@cityofdenton.com 215 E. McKinney Street 26 A/V, P, TV, C N
Main City Hall Council Chambers Robin Fox 940-349-8288 Robin.Fox@cityofdenton.com 215 E. McKinney Street 114 A/V, TV,O, DC, C N
Main City Hall Council Work Session Room Robin Fox 940-349-8288 Robin.Fox@cityofdenton.com 215 E. McKinney Street 37 A/V, O, C N
Airport Airport Conference Room Julie Mullins 940-349-7736 Julie.Mullins@cityofdenton.com 5000 Airport Road 40 A/V, S, P N
Central Fire Station Fire EOC Training Room Fire Department 940-349-8840 Tammy.Peal@cityofdenton.com 332 E. Hickory Street 58 A/V, C, O N
Central Fire Station Ops Conference Room Fire Department 940-349-8840 Tammy.Peal@cityofdenton.com 332 E. Hickory Street 20 A/V, C, O N
Fire Station 7 Community Room Fire Department 940-349-8840 Tammy.Peal@cityofdenton.com 4201 Vintage Blvd 25 A/V, C, O N
Emily Fowler Central Library Meeting Room Dawn Terrizzi 940-349-8774 Dawn.Terrizzi@cityofdenton.com 502 Oakland Street 82 A/V, O N
North Branch Library Meeting Room Carmen Grant 940-349-8778 Carmen.Grant@cityofdenton.com 3020 N. Locust Street 100 A/V, O N
South Branch Library Meeting Room Fred Kamman 940-349-8726 Fred.Kamman@cityofdenton.com 3228 Teasley Lane 88 A/V, O N
South Branch Library Conference Room Fred Kamman 940-349-8726 Fred.Kamman@cityofdenton.com 3228 Teasley Lane 15 N
Denton Civic Center Meeting Room 1- Community Room Melissa Smart 940-349-8735 Melissa.Smart@cityofdenton.com 321 E. McKinney Street 20 A/V,S,C,K Y
Denton Civic Center Meeting Room 2- Back of Civic Center Melissa Smart 940-349-8735 Melissa.Smart@cityofdenton.com 321 E. McKinney Street 50 K Y
North Lakes Recreation Center Multi-Purpose Room A Megan Thomas 940-349-7752 Megan.Thomas@cityofdenton.com 2001 W. Windsor Drive 50 Y
North Lakes Recreation Center Multi-Purpose Room B Megan Thomas 940-349-7752 Megan.Thomas@cityofdenton.com 2001 W. Windsor Drive 25 O Y
MLK Jr. Recreation Center Multi-Purpose Room Bobby Givens 940-349-8576 Bobby.Givens@cityofdenton.com 1300 Wilson Street 250 O,K Y
North Lakes Recreation Center Game Room Megan Thomas 940-349-7752 Megan.Thomas@cityofdenton.com 1300 Wilson Street 45 Y
North Lakes Recreation Center Meeting Room Megan Thomas 940-349-7752 Megan.Thomas@cityofdenton.com 1300 Wilson Street 40 Y
North Lakes Recreation Center Craft Room Megan Thomas 940-349-7752 Megan.Thomas@cityofdenton.com 1300 Wilson Street 20 Y
Denia Recreation Center Multi-Purpose Room A Robbie Johnson 940-349-8578 Robbie.Johnson@cityofdenton.com 1001 Parvin Street 25 Y
Denia Recreation Center Multi-Purpose Room B Robbie Johnson 940-349-8578 Robbie.Johnson@cityofdenton.com 1001 Parvin Street 50 Y
Denia Recreation Center Multi-Puropose Room C Robbie Johnson 940-349-8578 Robbie.Johnson@cityofdenton.com 1001 Parvin Street 25 Y
Denia Recreation Center Game Room Robbie Johnson 940-349-8578 Robbie.Johnson@cityofdenton.com 1001 Parvin Street 30 Y
Denton Senior Center Multi-Puropose Room C Jane Riddle 940-349-8722 Jane.Riddle@cityofdenton.com 509 N. Bell Avenue 150 O,T,C,K Y
Denton Senior Center Orange Room Jane Riddle 940-349-8722 Jane.Riddle@cityofdenton.com 509 N. Bell Avenue 40 T.K Y
Denton Senior Center Blue Room Jane Riddle 940-349-8722 Jane.Riddle@cityofdenton.com 509 N. Bell Avenue 40 O,T,C,K Y
Denton Senior Center Conference Room Jane Riddle 940-349-8722 Jane.Riddle@cityofdenton.com 509 N. Bell Avenue 8 T,K Y
Public Safety Training Center Classroom A Paul Willenbrock 940-349-7927 paul.willenbrock@cityofdenton.com 719 E. Hickory 32 A/V, S, C, DC, O Y
Public Safety Training Center Classroom B Paul Willenbrock 940-349-7927 paul.willenbrock@cityofdenton.com 719 E. Hickory 32 A/V, S, C, DC, O Y
Public Safety Training Center Classroom C Paul Willenbrock 940-349-7927 paul.willenbrock@cityofdenton.com 719 E. Hickory 50 A/V, S, C, DC, O Y
Public Safety Training Center Classroom D Paul Willenbrock 940-349-7927 paul.willenbrock@cityofdenton.com 719 E. Hickory 50 A/V, S, C, DC, O Y
S = Smartboard P = Phone O = overhead projector
A/V = audio visual C = Computer Access K = Kitchen Facilities
DC= Document Camera
TV = Television
Meeting Rooms
APPLICATION FOR USE OF CITY OF
DENTON MEETING ROOM
Name of Meeting Room Requested:
Organization:
Person Completing Application:
Mailing Address:
Telephone: Email:
Purpose of Meeting:
Meeting Date(s):
Beginning and ending time for room reservation (Please include room set up and clean up time):
Estimated Attendance:
Beginning and ending time of actual meeting:
Will this meeting be advertised to the public? Yes No
If yes, where?:
Will refreshments be provided (if allowed in reserved room)? Yes No
Organizations are responsible for bringing their own paper goods, serving ware, and refreshments.
We, the Organization, have requested the use of the following items in advance of the requested meeting date:
Digital Projector Audio/Visual Equipment
Computer Access Kitchen Facilities
Phone Document Camera
Fees:
The undersigned agrees on behalf of the above-named organization to be financially responsible for any
damage or loss sustained to City of Denton property while being used by the organization, to all rules and
regulations set forth in the City of Denton Policy 500.06, and to return the room to the original condition. The
undersigned also agrees to pay the above fee for building attendant/Cable TV staff member if applicable.
Additionally, if applicable, the undersigned agrees to provide evidence of general liability insurance in the
amount of $500,000 naming the City of Denton as an Additional Insured.
I, as the Organization’s designee, agree to abide by the above stipulations.
Signature of person accepting responsibility for the equipment Date
Reservation Confirmed Disapproved
City Representative: Date:
Facility and Meeting Room Fee Schedule
Type of Fee Rate
Building Attendant $50 per hour (2 hour minimum)
Cable TV Staff Member $50 per hour (2 hour minimum)
Police Officer City cost (Base pay plus overtime)
Parks Building Attendant (Section 6.4) $14 per hour
Police Training Center Rental Rate
Classroom - $100.00 /Per eight (8) hour day – The user gets access to one classroom and related
equipment, but must provide its own classroom materials (handouts, tests, class materials).
Defensive Tactics Room - $150.00 /Per eight (8) hour day – The user gets access to the padded
Defensive Tactics Room but must provide its own striking pads, batons, and safety equipment, as
necessary.
Tactical Simulation Area (moveable wall) – $150.00 /Per eight (8) hour day – The user gets access to the
moveable wall simulation area for force on force training (marking cartridges), building search/active
shooter training, crime scene training, etc. This does not include any Simunition (or other brand)
marking cartridges, weapons kits, or safety equipment. This is also dependent on an agency instructor
attending a fifteen (15) minute training/safety briefing on the use of the area.
Driving Simulators - $200.00 /Per eight (8) hour day – The user gets access to the Driving Simulators and
necessary equipment/supplies. This option is dependent on the user having an instructor trained on
how to operate the driving simulator by a Police Department instructor or by FAAC incorporated.
Force Simulator - $200.00 /Per eight (8) hour day – The user gets access to the Use of Force Simulator
and necessary equipment/supplies. This option is dependent on the user having an instructor trained on
how to operate the force simulator by a Police Department instructor or by VirTra.
Operator Option for Driving Simulator or Force Simulator - $100.00 /Per eight (8) hour day - For this
fee, Police Department will provide an equipment operator for the driving or force simulator. The user
must still provide an instructor for its policies, Standard Operating Procedures, and class instruction.