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HomeMy WebLinkAbout111423-03.3 STUDY STUDY SESSION MEMORANDUM 3.3 TO: Mayor and Town Council November 14, 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. The room is also available for use by community groups during non-working hours for Town staff. The Town Council had an initial discussion during the October 10, 2023, study session about guidelines for use of the community room. Staff has drafted a use policy for initial review and feedback. DISCUSSION The following are some of the issues that staff has attempted to address and would like additional direction/feedback from the Council, based on your knowledge of the types of groups that would be likely to use the room: • Many of the policies adopted by other cities define a community group as one with at least 50% of their members being residents of the city and ask the groups to self- certify that membership. Is that an appropriate figure or should there be more flexibility, such as the non-profit being registered to a Danville address? • The maximum number of annual reservations allowed per group. Among current groups using the room, twelve is the maximum number of reservations but demand could increase as knowledge that the room is available becomes more widespread. • At the October study session, the topic of clean up was raised. One option was to require a group to make a deposit in the event of a problem, but Town staff believes that could require additional staff time as the reservation itself is free. As an alternative, the draft policy allows Town staff to cancel future reservations if the group violates any policies, including leaving the room clean upon departure. Community Room Guidelines 2 November 14, 2023 RECOMMENDATION Provide direction to Town staff on the draft use guidelines for the community room. A final set of guidelines will be prepared based on that feedback. Prepared by: Cat Bravo Management Analyst Robert B. Ewing City Attorney Attachment: Draft Use Guidelines “Small Town Atmosphere Outstanding Quality of Life” 500 L A G O N D A W A Y , D A N V I L L E , C A L I F O R N I A 9 4 5 2 6 Administration Building Engineering & Planning Transportation Maintenance Police Parks and Recreation (925) 314-3388 (925) 314-3330 (925) 314-3310 (925) 314-3320 (925) 314-3450 (925) 314-3700 (925) 314-3400 Guidelines for Use of Community Room 500 La Gonda Way (Draft) The following guidelines are applicable to reservation and use of the Town of Danville’s Community Room located at 500 La Gonda Way. Use of the Community Room is provided free to eligible community groups. Eligible Community Groups The following groups may reserve the Community Room for meetings: • A 501(c)(3) organization located in Danville, with at least 50% of membership Danville residents. • A local affiliate of a national/regional 501(c)(3), with at least 50% of the local chapter membership Danville residents. • A homeowners association located in Danville. • A Danville adult or youth sports league which is a member of the Sports Alliance. Reservations of the Community Room Reservations for the Community Room shall be made through the Town Manager’s office subject to the following procedures: • Reservations may not be made more than xx days in advance of the desired date. • Groups may reserve the room up to a maximum of twelve times per calendar year and no more than once per month. • Reservations are accepted only for weekdays after 6 PM and weekends. • Reservations are for no more than two hours. • At the time of reservation, the party making the reservation must specify the desired room setup from one of the options shown on Attachment A. • If a reservation is no longer required, the group shall notify the Town at least 24 hours in advance. • Future reservations may be cancelled or put on hold if the group violates the use policies outlined below. November 14, 2023 Page 2 • Any reservation may be cancelled if the Community Room is needed for unplanned Town usage (such as Activision of the Emergency Operations Center). Use Policies Use of the Community Room is subject to the following rules: • No food or drink. • Users should ensure the room is clean with any garbage being placed in receptacles before leaving at the end of the reservation. • The audiovisual system may not be used without prior authorization from the Town. • The use shall be limited to the Community Room and may not include use of the Rotunda. • The Community Room may not be used for political campaigning, religious services or any fundraising events.