HomeMy WebLinkAbout101023-03.2
STUDY STUDY SESSION MEMORANDUM 3.2
TO: Mayor and Town Council October 10, 2023
SUBJECT: Use Guidelines for Community Room
BACKGROUND
The Town’s new facility at 500 La Gonda Avenue contains a community room, accessed
from the rotunda. The community room will serve as the Town’s Emergency Operations
Center in the event of an emergency and is used by the Town Council, commissions and
staff for a variety of meetings and training sessions.
During the design process of the building, the Town Council expressed its desire to have
the room available for use by community groups, that use being free of charge. While
there has been some use of the room already, Town staff would like to draft use
guidelines for Council approval that would establish a process for all to follow. The
purpose of this agenda item is to receive initial Council input before drafting guidelines.
DISCUSSION
The following are some of the issues/concerns that Town staff has identified regarding
use of the community room and would like to receive direction from the Council:
• How do we define a “community group”? Council has previously indicated that
the intended users are Danville groups, but does that mean exclusively Danville,
primarily Danville or something else?
• Do we wish to limit frequency of use by the same group? More frequency
potentially means fewer users.
• What can we do to limit use of staff resources? Room set up and clean up require
time from the Town’s facility attendants, which we aren’t charging for.
Standardized seating arrangements, limits on food and drink and other steps
would help on this front.
• Staff has received requests to use the rotunda in conjunction with the community
room-is that something we want?
• How do we distinguish between non-profits (which currently can rent Town
facilities at reduced rates) and groups which would use the community room for
free?
Community Room Guidelines 2 October 10, 2023
RECOMMENDATION
Provide direction to Town staff on parameters for use guidelines for the community
room.
Prepared by:
Cat Bravo
Management Analyst
Robert B. Ewing
City Attorney