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Home My WebLink About121923-05.07 ADMINISTRATIVE STAFF REPORT 5.7 TO: Mayor and Town Council December 19, 2023 SUBJECT: Resolution No. 87-2023, adopting use guidelines for the Town’s Community Meeting Room BACKGROUND The Town’s new municipal offices at 500 La Gonda Way contain a community meeting room which is used by the Town Council, commissions and staff for a variety of meetings and training sessions. The Community Meeting Room also serves as the Town’s Emergency Operations Center in the event of an emergency. The Town Council has determined that the Community Meeting Room should be available for use by community groups during non-Town business hours. The Town Council has subsequently discussed guidelines for use of the room during publicly noticed study sessions that took place on October 10 and November 14, 2023. DISCUSSION The proposed Community Meeting Room Use Guidelines address the following topics: • Which community groups are eligible to use the room. In general, the list includes Danville-based non-profits that are predominantly serving Danville residents. Groups that do not meet these criteria are eligible to rent other Town facilities per the Town’s Master Fee Schedule. • The reservation system. • The use and set up of the room. In order to limit Facilities staff time spent setting up and cleaning the room, the guidelines specify the permitted room set up and limit food and drink in the room. PUBLIC CONTACT Posting of the meeting agenda serves as notice to the general public. FISCAL IMPACT None. Community Meeting Room Guidelines 2 December 19, 2023 RECOMMENDATION Adopt Resolution No. 87-2023, adopting use guidelines for the Town’s Community Meeting Room. Prepared by: Cat Bravo Management Analyst Reviewed by: Robert B. Ewing City Attorney Attachment: Resolution No. 87-2023 Exhibit 1 – Community Meeting Room Guidelines RESOLUTION NO. 87-2023 ADOPTING USE GUIDELINES FOR THE TOWN’S COMMUNITY MEETING ROOM WHEREAS, the Town’s new municipal offices at 500 La Gonda Way contain a Community Meeting Room; and WHEREAS, the Town wishes to make the Community Meeting Room available for use by community groups during non-work hours; and WHEREAS, in order to facilitate such use, the Town has developed guidelines to address which groups are eligible, how reservations will be handled, and rules for actual use of the room; now therefore be it RESOLVED, that the Danville Town Council adopts the Guidelines for Use of the Community Meeting Room, attached as Exhibit 1 and incorporated by this reference. APPROVED by the Danville Town Council at a regular meeting on December 19, 2023, by the following vote: AYES: NOES: ABSTAINED: ABSENT: ______________________________ MAYOR APPROVED AS TO FORM: ATTEST: _______________________________ ______________________________ CITY ATTORNEY CITY CLERK DocuSign Envelope ID: 8FC86D36-39C9-4866-8B7C-6D4CC3AF07B1 “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 Meeting Room 500 La Gonda Way The following guidelines are applicable to reservation and use of the Town of Danville’s Community Meeting Room located at 500 La Gonda Way. Use of the Community Meeting Room is provided free to eligible community groups. Eligible Community Groups The following groups may reserve the Community Meeting Room for meetings: • A registered non-profit organization located within incorporated-Danville, with at least 50% of membership Danville residents. • A local affiliate of a national/regional incorporated non-profit, with at least 50% of the local chapter membership incorporated-Danville residents. • A homeowners association located in incorporated-Danville. • A Danville adult or youth sports league which is a member of the Sports Alliance. The Town will provide a reservation form allowing groups to self-certify that they in fact are eligible. Reservations of the Community Meeting Room Reservations for the Community Meeting Room shall be made through the Town Manager’s office subject to the following procedures: • Reservations must be made a minimum of 30 days and no more than one (1) year 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. EXHIBIT 1 DocuSign Envelope ID: 8FC86D36-39C9-4866-8B7C-6D4CC3AF07B1 • Future reservations may be cancelled or put on hold if the group violates the use policies outlined below. • Any reservation may be cancelled if the Community Meeting Room is needed for unplanned Town usage (such as Activation of the Emergency Operations Center). Use Policies Use of the Community Room is subject to the following rules: • No food or beverages may be served (individuals may bring their own beverage). • 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 Meeting Room and may not include use of the Rotunda. • The Community Meeting Room may not be used for political campaigning, religious services or any fundraising events. Attachment A: Room Set-Up Options DocuSign Envelope ID: 8FC86D36-39C9-4866-8B7C-6D4CC3AF07B1 Please select from the available pre-set floor plans: _______ Option A: Meeting-style for up to 40 people. _______ Option B: Classroom-style for up to 36 people. ATTACHMENT A DocuSign Envelope ID: 8FC86D36-39C9-4866-8B7C-6D4CC3AF07B1 _______ Option C: Assembly-style for up to 70 people. Use of Additional Equipment: ______ 65’’ Monitor ______ Handheld Microphone (2 available) ______ Lapel Microphone (5 available) DocuSign Envelope ID: 8FC86D36-39C9-4866-8B7C-6D4CC3AF07B1