AGENDA #5i
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Report on Use of Town Hall Council Chamber
DATE: November 10, 2003
BACKGROUND
At the Council’s August 25, 2003 meeting, Council members requested that the current policy on use of the Council Chamber by community organizations or others be reviewed, and that possible revisions be provided for the Council’s consideration. Council members also asked that staff review the meeting room use policies of other communities. It was suggested that rental of the Council Chamber may be considered.
DISCUSSION
Present Use of Meeting Room
In addition to the Town Council, the Council Chamber is used regularly by several Chapel Hill advisory boards, the OWASA Board of Directors, and the Chapel Hill-Carrboro Board of Education. It is used periodically for other special events, such as candidate forums, information meetings, and other Town-sponsored events. Town staff frequently use the Council Chamber during business hours for various meetings.
Attachment 1 provides a detailed schedule of Council Chamber use over the past 14 months. As the chart shows, over the fourteen month period from September 2002 through October 2003, the Council Chamber was used on average 18.8 times per month, with an average use of 12.9 days each month.
The heaviest use by the Council, advisory boards and others occurs on Monday, Wednesday, and Thursday evenings, although the Planning Board has its regularly scheduled meetings on the first and third Tuesdays each month. Staff use is primarily during regular business hours between 8:30 a.m. and 5 p.m. Monday through Friday.
Use of the Chamber declines over the summer months, with July showing the least use.
Current Policy
The Council’s current policy for use of the Council Chamber is included in the Administrative Policies and Procedures Manual, an excerpt of which is provided as Attachment 2. That policy states, in part, “When rooms are not needed for Town Council or advisory board meetings, department or Town staff activities, they may be made available to non-profit community organizations.” The policy also states the priority in which requests for space will be reserved:
§ Town Council meetings
§ Meetings sponsored by the Mayor or Council member(s)
§ Other meetings of official Town boards, committees, commissions, task forces and work groups
§ Town-sponsored activities
§ Meetings of other local, State, and federal governmental officials
§ Community groups sponsoring programs of a non-commercial nature (including local precinct meetings).
The policy, as applied to community groups, states in part:
· the times that meeting rooms can be reserved,
· that meetings must be open to the public,
· that all meetings must be free of charge,
· that requests for regularly occurring meetings are not generally accepted,
· that meetings not interfere with the conduct of Town business,
· that the rooms and equipment must be left in good condition,
· that limited membership groups will not regularly be permitted to use meeting space,
· that the users must agree to be responsible for any damages to facilities or equipment, and
· that commercial use of meeting rooms are not permitted.
Because of limited parking and Town business needs, meetings of community groups have not been scheduled during normal business hours when citizens are conducting business at Town Hall.
Policies of Other Communities
It appears that the policy used by Chapel Hill is similar to those used in nearby jurisdictions (Attachment 3). We found that the majority (six) do not allow use of their meeting room by groups outside of advisory boards and other government agencies. Of the remaining four, three allow non-profit groups to schedule use of their meeting room.
We received information from Carrboro, Cary, Durham, Durham County, Greensboro, Orange County, Raleigh, Wake County, Wake Forest, and Winston-Salem. Attachment 3 provides details of the responses received.
Of the ten city and county governments contacted, four have a written policy, one provides security during meetings, and none charge a fee.
Five of those surveyed allow use by advisory boards and government agencies only; four allow use by non-profit groups only; and, one (City of Durham) uses a “case-by-case” method with the City Manager making the decision on requests for use.
Hours of use allowed by those surveyed were: three use a “case-by case” method, three allow use during regularly scheduled advisory board meeting times, one is after 5 p.m. only Monday-Friday, and two allow use Monday-Sunday, with the requirement that a Friday evening or weekend meeting must have a staff member present.
CONSIDERATION OF CURRENT POLICY
If the Council wishes to allow groups other than non-profits to use the Council Chamber, we believe several issues should be considered. These include the possible interference with use by non-profits, use of and potential damage to microphones and other audio-visual equipment, the need for security monitors for the safety of people and property, care and cleaning of the Council Chamber, limitations on types of groups using the facility, and consideration of rental fees. (Currently, the Library allows the use of its facilities and audio-visual equipment at no charge; the Community Center charges for use of its facilities and equipment.
Non-profit agencies depend on the use of Town meeting rooms at little or no cost. A change in Town policy may adversely impact those agencies.
The equipment located in the Council Chamber must be maintained in good working order. Because of the frequency of use and variety of groups now using the equipment, it is sometimes difficult to assure that it remains operational. For example: repair/replacement of a microphone averages about $200; bulbs for the television spotlights cost approximately $450 each; replacement bulb for the projection equipment is $300.
An additional consideration may be the cost involved in providing security monitors if meetings are scheduled outside of normal hours, such as on Friday evenings or weekends. We do not now contract for security at those times.
The cost for cablecasting meetings is a separate cost, and the group utilizing the service makes payment directly to the Town’s contract producer.
CONCLUSIONS
Compared to the local governments surveyed, Chapel Hill’s policy allows a wider range of use, in that the Council does not restrict the use of the audio-visual equipment, allows non-profits to schedule use of the room, and provides security services at no charge.
The Council Chamber is used weekly by the Council, staff, advisory boards, non-profit groups, and others. We believe that the Chamber is utilized frequently and, as Attachment 1 shows, does not stand idle for long periods.
RECOMMENDATION
We recommend no change in the current policy on use of the Council Chamber.
If the Council wishes to revise the policy to allow use by for profit groups we will prepare specific policy recommendations for consideration at a later meeting.
ATTACHMENTS
1. Use of the Council Chamber in Town Hall (p. 5).
2. General Meeting Room Policy (excerpt from Administrative Policies and Procedures Manual (p. 13).
3. Policies of Other Communities (p. 15).
Use of the Council Chamber in Town Hall
(by group)
September 2002 through October 2003
|
Use or Group |
Date |
Time of Use/ Reservation |
|
Planning Board |
Tuesday 9/3/2002 |
6:30 PM |
|
Board of Adjustment |
Wednesday 9/4/2002 |
6:30 PM |
|
Chapel Hill-Carrboro School Board |
Thursday 9/5/2002 |
5:00 PM |
|
South Orange Black Caucus Candidates' Forum |
Friday 9/6/2002 |
6:30 PM |
|
Council Business Meeting (set up) |
Monday 9/9/2002 |
8:30 AM |
|
Council Business Meeting |
Monday 9/9/2002 |
7:00 PM |
|
Development Ordinance Briefing |
Thursday 9/12/2002 |
4:00 PM |
|
Historic District Commission |
Thursday 9/12/2002 |
6:30 PM |
|
Council Public Hearing (set up) |
Wednesday 9/18/2002 |
8:30 AM |
|
Council Public Hearing |
Wednesday 9/18/2002 |
7:00 PM |
|
Police Presentation |
Thursday 9/19/2002 |
11:30 AM |
|
Clerk’s Office |
Thursday 9/19/2002 |
2:00 PM |
|
Council Business Meeting (set up) |
Monday 9/23/2002 |
8:30 AM |
|
Council Business Meeting |
Monday 9/23/2002 |
7:00 PM |
|
Community Design Commission |
Wednesday 9/25/2002 |
7:00 PM |
|
OWASA |
Thursday 9/26/2002 |
6:30 PM |
|
Public Information Meeting (Rezonings) |
Monday 9/30/2002 |
4:00 PM |
|
Uses: 17; Days Used: 12 |
||
|
Planning Board |
Tuesday 10/1/2002 |
6:30 PM |
|
GIS Demonstration |
Wednesday 10/2/2002 |
9:00 AM |
|
Board of Adjustment |
Wednesday 10/2/2002 |
6:30 PM |
|
Chapel Hill-Carrboro School Board |
Thursday 10/3/2002 |
5:00 PM |
|
Council Business Meeting (set up) |
Monday 10/7/2002 |
8:00 AM |
|
Council Business Meeting |
Monday 10/7/2002 |
7:00 PM |
|
Greenwood Road Traffic Calming Public Information Meeting |
Tuesday 10/8/2002 |
7:00 PM |
|
Historic District Commission |
Thursday 10/10/2002 |
6:30 PM |
|
Council Public Hearing (set up) |
Wednesday 10/16/2002 |
8:30 AM |
|
Council Public Hearing |
Wednesday 10/16/2002 |
7:00 PM |
|
Clerk’s Office |
Thursday 10/17/2002 |
8:30 AM |
|
League of Women Voters Candidates Forum |
Thursday 10/17/2002 |
6:00 PM |
|
Council Business Meeting (set up) |
Monday 10/21/2002 |
8:30 AM |
|
Council Business Meeting |
Monday 10/21/2002 |
7:00 PM |
|
Planning Board - Land Use Management Ordinance |
Tuesday 10/22/2002 |
5:30 PM |
|
Community Design Commission |
Wednesday 10/23/2002 |
7:30 PM |
|
Public Information Meeting - Land Use Management Ordinance |
Thursday 10/24/2002 |
4:00 PM |
|
Use or Group |
Date |
Time of Use/ Reservation |
|
OWASA |
Thursday 10/24/2002 |
6:30 PM |
|
Development Ordinance Workshop |
Saturday 10/26/2002 |
8:00 AM |
|
Council Public Hearing (set up) |
Monday 10/28/2002 |
8:30 AM |
|
Council Public Hearing |
Monday 10/28/2002 |
7:00 PM |
|
Community Design Commission |
Tuesday 10/29/2002 |
6:30 PM |
|
Uses: 22; Days Used: 15 |
||
|
Council Work Session (set up) |
Monday 11/4/2002 |
8:30 AM |
|
Council Work Session – Downtown Issues |
Monday 11/4/2002 |
7:00 PM |
|
Council Work Session (set up) |
Tuesday 11/5/2002 |
8:30 AM |
|
Council Work Session – LUMO |
Tuesday 11/5/2002 |
8:30 AM |
|
Meadowmont Hilltop and Greenway Condo Public Information Meeting |
Tuesday 11/5/2002 |
4:00 PM |
|
Board of Adjustment |
Wednesday 11/6/2002 |
6:30 PM |
|
Chapel Hill-Carrboro School Board |
Thursday 11/7/2002 |
5:00 PM |
|
Council Business Meeting (set up) |
Monday 11/11/2002 |
8:30 AM |
|
Council Business Meeting |
Monday 11/11/2002 |
7:00 PM |
|
Planning Board |
Tuesday 11/12/2002 |
6:00 PM |
|
Chapel Hill-Carrboro School Board Redistricting Public Hearing |
Wednesday 11/13/2002 |
6:30 PM |
|
Public Information Meeting - Nisbet Subdivision Application |
Thursday 11/14/2002 |
4:00 PM |
|
Historic District Commission |
Thursday 11/14/2002 |
6:30 PM |
|
Council Public Hearing (set up) |
Monday 11/18/2002 |
8:30 AM |
|
Council Public Hearing |
Monday 11/18/2002 |
7:00 PM |
|
Community Design Commission |
Wednesday 11/20/2002 |
6:30 PM |
|
Triangle Transit Authority |
Thursday 11/21/2002 |
5:30 PM |
|
Council Business Meeting (set up) |
Monday 11/25/2002 |
8:30 AM |
|
Council Business Meeting |
Monday 11/25/2002 |
7:00 PM |
|
OWASA |
Tuesday 11/26/2002 |
7:00 PM |
|
Uses: 20; Days Used: 13 |
||
|
Council Meeting – LUMO |
Monday 12/2/2002 |
8:00 AM |
|
Planning Board |
Tuesday 12/3/2002 |
6:30 PM |
|
Board of Adjustment |
Wednesday 12/4/2002 |
6:30 PM |
|
Chapel Hill-Carrboro School Board |
Thursday 12/5/2002 |
6:30 PM |
|
Public Arts Commission |
Friday 12/6/2002 |
5:30 PM |
|
Council Business Meeting (set up) |
Monday 12/9/2002 |
8:30 AM |
|
Council Business Meeting |
Monday 12/9/2002 |
7:00 PM |
|
Council Business Meeting (set up) |
Thursday 12/12/2002 |
8:00 AM |
|
Council Business Meeting |
Thursday 12/12/2002 |
7:00 PM |
|
Community Design Commission |
Wednesday 12/18/2002 |
6:30 PM |
|
Uses: 10; Days Used: 8 |
||
|
Use or Group |
Date |
Time of Use/ Reservation |
|
Council Work Session (set up) |
Monday 1/6/2003 |
8:30 AM |
|
Council Work Session – LUMO |
Monday 1/6/2003 |
7:00 PM |
|
Planning Board |
Tuesday 1/7/2003 |
6:30 PM |
|
Board of Adjustment |
Wednesday 1/8/2002 |
6:30 PM |
|
Historic District Commission |
Thursday 1/9/2003 |
6:30 PM |
|
Council Business Meeting (set up) |
Monday 1/13/2003 |
8:30 AM |
|
Council Business Meeting |
Monday 1/13/2003 |
7:00 PM |
|
Community Design Commission |
Wednesday 1/15/2003 |
6:30 PM |
|
Joint Council Meeting |
Thursday 1/16/2003 |
9:00 AM |
|
Council Public Hearing (set up) |
Wednesday 1/22/2003 |
8:30 AM |
|
Council Public Hearing |
Wednesday 1/22/2003 |
7:00 PM |
|
Public Information Meeting |
Thursday 1/23/2003 |
4:00 PM |
|
OWASA |
Thursday 1/23/2003 |
6:30 PM |
|
Council Business Meeting (set up) |
Monday 1/27/2003 |
8:30 AM |
|
Council Business Meeting |
Monday 1/27/2003 |
7:00 PM |
|
Council Budget Public Hearing (set up) |
Wednesday 1/29/2003 |
8:30 PM |
|
Council Budget Public Hearing |
Wednesday 1/29/2003 |
7:00 PM |
|
Peace meeting |
Thursday 1/30/2003 |
6:00 PM |
|
Public Arts Commission |
Friday 1/31/2003 |
5:00 PM |
|
Uses: 19; Days Used: 13 |
||
|
Planning Board |
Tuesday 2/4/2003 |
6:30 PM |
|
Board of Adjustment |
Wednesday 2/5/2003 |
6:30 PM |
|
Chapel Hill-Carrboro School Board |
Thursday 2/6/2003 |
5:00 PM |
|
Council Business Meeting (set up) |
Monday 2/10/2003 |
8:00 AM |
|
Council Business Meeting |
Monday 2/10/2003 |
7:00 PM |
|
Peace meeting |
Tuesday 2/11/2003 |
6:00 PM |
|
Council Budget Work Session (set up) |
Wednesday 2/12/2003 |
8:00 AM |
|
Council Budget Work Session |
Wednesday 2/12/2003 |
4:00 PM |
|
Clerk's Office |
Thursday 2/13/2003 |
8:00 AM |
|
Historic District Commission |
Thursday 2/13/2003 |
6:30 PM |
|
Council Budget Work Session (set up) |
Wednesday 2/19/2003 |
8:00 AM |
|
Council Budget Work Session |
Wednesday 2/19/2003 |
5:30 PM |
|
Community Design Commission |
Wednesday 2/19/2003 |
8:00 PM |
|
Rotary Against Drugs: High School Speech Contest |
Saturday 2/22/2003 |
12:00 PM |
|
Council Business Meeting |
Monday 2/24/2003 |
8:00 AM |
|
Street Fair Review Committee Public Forum |
Tuesday 2/25/2003 |
6:00 PM |
|
Council Budget Work Session (set up) |
Wednesday 2/26/2003 |
8:00 AM |
|
Parking Lot Attendant Testing |
Wednesday 2/26/2003 |
9:30 AM |
|
Council Budget Work Session |
Wednesday 2/26/2003 |
4:00 PM |
|
Parking Lot Attendant Testing |
Thursday 2/27/2003 |
4:30 PM |
|
OWASA |
Thursday 2/27/2003 |
6:30 PM |
|
Use or Group |
Date |
Time of Use/ Reservation |
|
Council Budget Work Session (set up) |
Friday 2/28/2003 |
8:30 AM |
|
Council Budget Work Session |
Friday 2/28/2003 |
12:00 PM |
|
Uses: 23; Days Used: 14 |
||
|
Council Business Meeting (set up) |
Monday 3/3/2003 |
8:00 AM |
|
Council Business Meeting |
Monday 3/3/2003 |
7:00 PM |
|
Planning Board |
Tuesday 3/4/2003 |
6:30 PM |
|
Council Budget Work Session (set up) |
Wednesday 3/5/2003 |
8:30 AM |
|
Council Budget Work Session |
Wednesday 3/5/2003 |
5:30 PM |
|
Board of Adjustment |
Wednesday 3/5/2003 |
8:00 PM |
|
Chapel Hill-Carrboro School Board |
Thursday 3/6/2003 |
5:00 PM |
|
Parking Services - Presentation |
Monday 3/10/2003 |
10:00 AM |
|
Planning Department |
Thursday 3/13/2003 |
5:00 PM |
|
Mayor's Habitat Committee |
Thursday 3/13/2003 |
5:30 PM |
|
Historic District Commission |
Thursday 3/13/2003 |
8:00 PM |
|
Rotary Against Drugs: High School Speech Contest |
Sunday 3/16/2003 |
12:00 PM |
|
Council Public Hearing (set up) |
Monday 3/17/2003 |
8:00 AM |
|
Council Public Hearing |
Monday 3/17/2003 |
7:00 PM |
|
Council Energy/Sustainability Workshop |
Wednesday 3/19/2003 |
|