Res 16455/23/2023 Adopting Public Meeting Room at Fire Station 2RESOLUTION NO. "6
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CIBOLO, TEXAS ADOPTING PUBLIC MEETING ROOM
POLICY FOR USE BY THE PUBLIC OF THE TRAINING
ROOM AT CITY OF CIBOLO — FIRE STATION #2 AND CITY
HALL ANNEX — COMMUNITY ROOM; AND SETTING AN
EFFECTIVE DATE
WHEREAS the City of Cibolo City Council has reviewed a policy to outline the circumstances under which
groups, organizations or City residents may use the City of Cibolo Public Meeting Rooms; and
WHEREAS, it is the intent of this policy to make available and to give priority for use of these public meeting
rooms to the City of Cibolo, appointed Boards, Commissioners, and Committees and other groups and
organizations which are directly sponsored by the City or to which the City is a member or to organizations that
meet a public purpose for the City; and
WHEREAS, the proposed policy governs (a) which public meeting rooms are available for outside use by
groups, organizations or residents; (b) hours the public meeting room will be available and other policies related
to public meeting room use; and (c) fees regarding the reservation and use of public meeting room;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CIBOLO,
TEXAS:
Section 1. The City of Cibolo City Council has reviewed and hereby approves and adopts the Public
Meeting Room Policy for the Training Room at City of Cibolo — Fire Station #2 and City Hall Annex —
Community Room.
Section 2. The Public Meeting Room Policy is attached as Exhibit "A" of this Resolution and its terms are
incorporated by reference.
Section 2. The Resolution is effective upon its passage by the City Council.
PASSED AND APPROVED by the City Council of the City of Cibolo, Texas on this a23 day of May
2023.
OF CIBOLO, T
ATTESTS Allen, Mayor
Peggy Cirnics City Secretary
EXHIBIT A
PUBLIC MEETING ROOM POLICY
PCD 9292236 vl
Effective
PUBLIC MEETING ROOM POLICY
PURPOSE OF POLICY
The purpose of this policy is to outline the circumstances under which groups, organizations or
residents may use the City of Cibolo Public Meeting Rooms and to provide for the Fire Department's
Assistant for scheduling and coordinating the use of the public meeting room. Further, it is the intent
of this policy to remain easily accessible and give priority for use of these public meeting rooms to
the City of Cibolo, appointed Boards, Commissioners, and Committees and other groups and
organizations which are directly sponsored by the City or to which the City is a member or to
organizations that meet a public purpose for the City.
II. SCOPE:
This policy governs (a) which public meeting room is available for outside use by groups,
organizations or residents (b)hours the public meeting room will be available and other policies
related to public meeting room use, and (c) fees regarding the reservation and use of public meeting
room.
III. POLICY:
This policy provides guidance on use of the designated Training Room at City of Cibolo — Fire Station
#2 located at 3864 Cibolo Valley Drive and City Hall Annex — Community Room located at 201 West
Loop 539. The public meeting rooms are primarily used to conduct City business, but shall be made
available as a community resource to the community and non-profit groups within Cibolo City Limits,
governmental agencies, officials and City civic organizations. The Public Meeting Room shall not be
used for any political candidates, political parties, political causes, propositions, candidates, or
events. The public meeting room may be used for a candidate forum or to provide information on a
bond or charter election.
A. ROOMS AVAILABLE FOR USE BY ADAVNCE RESERVATION:
1. The following public meeting room may be reserved for the minimum period of time
noted:
ll. (210) 658-9900 ® www.cibolotx.gov 9 200 S. Main Street Cibolo, Texas 78108
OF C/8
A, 0
y
o
Tfx P,
Cibolo Fire Department—Training Room (Occupancy 56 1 4 Hour Minimum
City Hall Annex—Community Room [Occupancy 46 1 I 4 Hour Minimum
B. RESERVATIONS PRIORITIES AND LIMITATIONS ON USE:
1. Public Meeting Room is available on a first-come, first -serve basis at a specific pre -
approved time.
2. City sponsored programs or meetings take precedence over other groups at all times in
scheduling the use of the facility. If available, (a) governmental, and (b) non-profit
groups may reserve facilities for civic, cultural or educational programs or meetings.
3. All reservations are subject to the City's reserved right to unilaterally cancel a reservation
if City operations require use of the reserved room. The City shall incur No liability for
such cancellation except the reservation fees, if any, shall be returned.
4. No single entity or person may reserve public meeting room more than once a month.
C. RULES GOVERNING USE:
1. Meeting room programs must not interfere with City operations or cause a disturbance.
2. All meeting and program attendance must comply with public meeting room occupancy
limit
3. Any meeting held or information displayed by such organization must be open and
available to the general public or be intended, through the various media to provide
information to the general public.
4. Any meetings and information shall be non-partisan in nature and not for the purpose
of candidates seeking appointed or elected positions political in nature.
S. Any meetings and information shall be educational in nature and shall avoid advocacy of
a particular position in areas of public policy dispute or controversy.
6. Any meetings and information shall be non-commercial and not-for-profit in nature.
7. Any meetings and information should be reasonable related to public interests of the
City of Cibolo and its residents.
8. Public meeting room must be cleaned and returned to Its original condition. Failure to
do so will result in a janitorial fee and possible loss of all or portion of the deposit.
9. No smoking inside any City facility or within 15 feet of the entrance to any City building.
10. No animals, except service animals are permitted.
11. Any and all damage that is caused during the applicant's event, the damage shall be the
sole responsibility of the applicant. Depending on the damages, the applicant may lose
the entire deposit as well as be held responsible for any costs beyond the deposit.
1. (210) 658-9900 ® www.cibolotx.gov 9 200 S. Main Street Cibolo, Texas 78108
y OF C/9
O
-�r o
,.,
r,
ex"PS
12. Food:
a. Pre-packaged or Pre-cooked Food may be served in any of the reserved meeting
rooms. The room must be cleaned and returned to its original condition before
leaving. Failure to do so will result in a cleanup fee and possible loss of all or
portion of the deposit if the room is not returned to its original condition.
13. Alcohol: If an applicant will have alcohol during the rental of the public meeting room,
the applicant will be required to notify the City of such use and will be required to retain
a peace officer for the duration of the event. If alcohol use is discovered without a peace
officer being retained, the City shall immediately terminate the use of the public meeting
room and all attendees will be required to leave.
14. Signs:
a. The City may post signs in the rooms notifying users of applicable rules and
regulations and referring to applicable laws.
b. Users may place directional temporary sandwich board signs at the location
during the time of which their reservation is effective only.
D. Hours and Days Available for Use:
1. Except when otherwise needed for City -related business, rooms are generally available
on Mondays through Fridays from 5 PM to 9 PM and on Saturdays and Sundays 8 AM to
9 PM except as follows:
New Year's Day, Martin Luther King Day, Presidents Day, Easter Sunday,
Memorial Day, Independence Day, Juneteenth, Labor Day, Veterans Day,
Thanksgiving Day, the Day after Thanksgiving, Christmas Eve, Christmas Day,
New Years Eve and any other day the City is closed, including inclement
weather days.
2. The City Manager and Fire Chief may authorize modifications to the above dates ortimes
to meet operating needs, allow for special events, holiday observances, weather or other
reasons.
3. The City Manager and Fire Chief may authorize temporary closures of rooms or the
entirety of the Facilities for special events, inclement weather, maintenance or repairs,
or other purposes as determined by the City Manager and Fire Chief.
E. Fees:
1. The fee for use of any public meeting room is $25.00 that will be due when the
application is submitted.
2. A refundable $100 deposit will also be required at the time the application is
submitted. Within five (5) business days after the use of the public meeting room, the
deposit will be returned upon an approved final inspection by the City.
F. Application:
#,, (210) 658-9900 ® www.cibolotx.gov 9 200 S. Main Street Cibolo, Texas 78108
1. In permitting the use of the public meeting room, the City will require the applicant to
fill out an application and provide sufficient information which identifies in writing on a
City provided form:
a. The sponsor or persons making the request;
b. Purpose of the event, program or meeting;
c. Anticipated attendance;
d. Method of advertising the event, if any;
e. The day and hours for which the reservation is desired; and
f. Any other information which the City shall find reasonably necessary.
G. Cancellations / No -Shows / Refunds:
1. The City reserves the right to cancel a reservation as set forth in Section B(3) without any
liability, direct or indirect damages.
2. Will the City be Charging a Cancellation Fee? (most don't charge a cancellation fee if
cancelled at least 5 days in advance. But again, policy decision.)
H. Indemnification and insurance:
1. By submitting a public meeting room reservation application, the person, persons or
organization executing such application agree to hold harmless and indemnify the City
for any damages or claims whatsoever related to the use of the room or facility. The City
reserves the right to require the person, persons or organization reserving meeting room
facilities to provide general liability with the City of Cibolo named as an additional
insured, with coverage amounts as deemed necessary by the City Manager.
I. City Discretion to Refuse Entry or Reservation:
1. The City reserves sole discretion to refuse entry or decline to offer reservations or permit
use or occupancy of any meeting room facilities to any person or organization that has:
(a) failed to comply with any ordinances, rules, regulations, policy or permit governing
use of the meeting rooms and any of its facilities; (b) caused any damage to City property;
or (c) abused the meeting room facility reservation system such that it precludes others
a fair opportunity to utilize such facilities.
J. Other:
1. The City Manager and Fire Chief may authorize such other operating and use restrictions
deemed necessary to protect meeting and community room and other facilities from
damage or misuse.
t. (210) 658-9900 ® www.cibolotx.gov 9 200 S. Main Street Cibolo, Texas 78108
2. The reservations for use of the facility is not transferable to any other organization
without City's written consent.
3. Parking is not guaranteed. Vehicles are not permitted to park In fire lanes or In any way
that restricts the use of emergency equipment.
VI. Exceptions
When deemed In the City's best interest, the City Manager and Fire Chief shall have the authority to
authorize waivers, exemptions or exceptions to the policy set forth herein.
V. FUTURE MINOR AMENDMENTS OF POLICY AND ADOPTION OF ADMINISTRATIVE DIRECTIVES:
By ratification, the City Council hereby authorizes the City Manager to adopt administrative directives
consistent with this policy and to adopt updates and minor amendments to this policy not resulting
in any decrease to budgetary revenues from operation of the City of Cibolo community and meeting
room reservations, which shall become effective without further ratification.
VI. EFFECTIVE DATE:
Executive Order q
City Council of a ratifying resolution.
VII. APPROVAL:
Wayne Reed, City Manager
Mario Troncoso, Fire Chief
VIII. RATIFICATION:
shall be effective upon adoption by the
Date
Date
Resolution No.
Mark Allen, City Mayor Date
ATTEST:
City Clerk or Deputy City Clerk Date
(, (210) 658-9900 ® www.cibolotx.gov 9 200 S. Main Street Cibolo, Texas 78108