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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is staff’s recommendation that Policy 500.01 “Use of City Hall Meeting Spaces” and 500.02 “Use of Conference Rooms” be repealed and replaced with a consolidated Policy 500.06 “Use of City Facilities and Meeting Rooms”.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 Page 1 of 10 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. Page 2 of 10 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: USE OF CITY FACILITIES AND MEETING ROOMS REFERENCE NUMBER: 500.06 6/7/18 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. Page 3 of 10 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: USE OF CITY FACILITIES AND MEETING ROOMS REFERENCE NUMBER: 500.06 6/7/18 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. Page 4 of 10 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: USE OF CITY FACILITIES AND MEETING ROOMS REFERENCE NUMBER: 500.06 6/7/18 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 Page 5 of 10 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: USE OF CITY FACILITIES AND MEETING ROOMS REFERENCE NUMBER: 500.06 6/7/18 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. Page 6 of 10 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: USE OF CITY FACILITIES AND MEETING ROOMS REFERENCE NUMBER: 500.06 6/7/18 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 Page 7 of 10 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: USE OF CITY FACILITIES AND MEETING ROOMS REFERENCE NUMBER: 500.06 6/7/18 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. Page 8 of 10 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: USE OF CITY FACILITIES AND MEETING ROOMS REFERENCE NUMBER: 500.06 6/7/18 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; Page 9 of 10 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: USE OF CITY FACILITIES AND MEETING ROOMS REFERENCE NUMBER: 500.06 6/7/18 • 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 Page 10 of 10 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: USE OF CITY FACILITIES AND MEETING ROOMS REFERENCE NUMBER: 500.06 6/7/18 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.