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Home My WebLink AboutE01.0 Building Use (City Hall) �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: BUILDING USE SECTION: E NUMBER: 1.0 (CITY HALL) PREPARED BY: City Manager's Office REVISED DATE: 02/01/2014 PAGE: 1 of 3 PURPOSE 1.1 The purpose of the Building Use policy is to outline appropriate facility usage policies for City Hall. AUTHORITY - The Assistant City Manager is responsible for City Hall building security and supervision of all activities that exceed departmental authority. PROCEDURE 1.2 ACCESS 1.2.1 The City Hall Building is on a master key system with a graduated system of access. 1.2.1.1 Grand Master keys are only issued to the City Manager, Assistant City Manager and Building Maintenance Superintendent. 1.2.1.2 Copying or loaning any key to the City Hall building is strictly prohibited. 1.2.1.3 Building Maintenance is responsible for opening the rear door north of the main rear doors each morning prior to 8:00 a.m. and ensuring that they are secured at the close of each business day at 5:00 p.m. 1.2.1.4 Occupant Department Heads or other employees as approved by the Assistant City Manager will be issued keys that will be keyed for their areas and the outside doors. 1.2.1.5 Requests for authorization for keys require the approval and signature of the Assistant City Manager. 1.2.2 Each department head is responsible for designating an individual within their department for operating security gates (where applicable) every day. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: BUILDING USE SECTION: E NUMBER: 1.0 (CITY HALL) PREPARED BY: City Manager's Office REVISED DATE: 02/01/2014 PAGE: 2 of 3 1.2.3 Department heads are also responsible for seeing that their department main doors and offices are locked at the end of each working day. All offices must be locked at the end of each working day. 1.3 EMPLOYEE USE OF BREAKROOM 1.3.1 Employees are encouraged to use the employee break room. Citizens will also from time to time use this room to meet with staff. 1.3.2 The room is equipped with two microwaves and a refrigerator. The refrigerator is intended to store food and drinks for lunch or other one day functions. Food and drinks are not to be left in the refrigerator over night. Maintenance staff will clean out the refrigerator each night. Items left will be discarded. 1.3.3 No personal dishes, silverware or appliances will be stored in the employee break room over night. The break room is not equipped with a dishwasher. Employees that desire to bring their lunch should bring their own dishes, knives, forks, etc, and eat their lunch in the employee break room. Employees may use the sinks provided for clean up. Maintaining the break room is the responsibility of each person that uses it. 1.4 EATING AND DRINKING AT DESKS Please use discretion when eating at desks in public locations to avoid negative public perception. Snacks are allowed. Please exercise good judgment when distinguishing between a meal and a snack. Drinks are allowed at employee desks but they must be in a cup or glass. 1.5 SMOKING Smoking in City Hall is prohibited. Smoking in front of the building is prohibited. The perception that city employees are outside the building on a smoking break is to be avoided, especially along Main Street. Smoking may occur on the Barton Street side of the building away from the main doors. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: BUILDING USE SECTION: E NUMBER: 1.0 (CITY HALL) PREPARED BY: City Manager's Office REVISED DATE: 02/01/2014 PAGE: 3 of 3 1.6 OFFICE DECORATING Individuals occupying offices are allowed to decorate their own offices within the following parameters. 1.6.1 Wall hangings in offices, including pictures and/or art must be hung with only picture hangers available through building maintenance. 1.6.2 Art chosen for offices should be in good taste and consistent with the theme of City Hall. 1.6.3 Pins, nails, glue, tape or any other device or adhesive other than that specified and made available by building maintenance are strictly prohibited. 1.6.4 Only offices equipped with fabric walls may use push pins to secure maps, etc. 1.6.5 No decorations or wall hangings are allowed in conference rooms, waiting rooms, break rooms, reception areas or any of the public common areas throughout the building. These areas will be decorated with pieces themed specifically for the building. 1.7 OFFICE WINDOWS AND DOORS The opening of office windows and outside doors for the purpose of ventilation is prohibited. Mini-blinds within each respective office area should be closed facing upward at the close of each business day. 1.8 USE OF BUILDING FOR SOLICITATION No solicitations of any kind are authorized in the City Hall Building including city employees soliciting other employees.