HomeMy WebLinkAboutAgenda - 11-18-2010 - 2ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 18, 2010
Action Agenda
Item No.
SUBJECT: Facilities Use Policy Revisions
DEPARTMENT: Asset Management, County PUBLIC HEARING: (Y/N) No
Attorney
ATTACHMENT(S):
INFORMATION CONTACT:
Draft Facilities Use Policy Pam Jones, Asset Management, (919) 245-2652
Annette Moore, Staff Attorne , (919) 245-2317
PURPOSE: To review and comment on revisions to the Gounty's Facilities Use Policy.
BACKGROUND: The current Facilities Use Policy has been in use since 1993 and is outdated.
The policy has been revised through the efforts of several department directors that regularly
interact with the public regarding use of various facilities in the County. It strives to recognize
the public purpose uses that could and should be carried on in the facilities over and above
regular County operations, while striking a use balance that will not unnecessarily restrict either
the public nor the County's use; and will assure the buildings remain viable for as long as
possible.
Highlights
Highlights of the revised Policy include:
• All meeting rooms, grounds and parks as listed in the facilities inventory are available for
Orange County department use. Departments may also be asked to go through a
reservation process for tracking purposes and to avoid scheduling conflicts.
• Facilities available for non-County and after hours use include:
o Southern Human Services Center
o Seymour Senior Center
o Animal Services Multi-Purpose Room
o Solid Waste Training Room
o Skills Development classrooms
o Central Orange Senior Center
o West Campus Office Building meeting rooms (3)
o Library Meeting Room
o Link Center Public Meeting Room
o Efland Community Center
Courtrooms may also be used for specific purposes, such as for annual meetings of
recognized political parties
2
• Political parties may use facilities in accordance with G.S. 163-99, and defined in G.S.
163-96 for the express purpose of annual or biennial precinct meetings and county and
district conventions so long as the event does not conflict with the operation of the
building.
• County Facilities may not be used in the promotion of individual candidates; however,
courtrooms would be available for candidate forums that involve a full slate of candidates
running for office.
• Meetings held by recognized political parties pursuant to General Statutes will not be
charged a use fee, but will be subject to cleaning and utility fees. This does not conflict
with Statute.
• Schools, other local, state and federal governments using County facilities may do so at
no cost other than cleaning and utility fees UNLESS the same school, local, state or
federal government charges the County for use of facilities owned by that entity; in such
case, fees as presented in the fee schedule would apply.
• Selling of food, concessions or merchandise at County facilities is prohibited. However,
these activities may be carried out at a recreational facility, providing the proper Vending
permit is obtained from the County. Environmental Health regulations may apply.
• Alcoholic beverages are prohibited on County property, except as authorized by the
County Manager by special written permit. Host liability insurance would be required of
the user to ensure the County's liability was minimized.
• If an event reaches a size that warrants special consideration, the use permit may be
predicated upon additional conditions being met such as: proof of liability insurance,
provision of on-site security, off-site parking. Hog Day is an example of this type of
event.
• Facility kitchens may be used with permission.
o A fee is likely to apply
o Users must clean up adequately or be subject to a clean up fee
• Clean up requires recyclables be separated appropriately.
• A/V or public address equipment or presentation technology is not provided by the
County, except in the theater at the Seymour Center, where qualified staff must set up
and operate the equipment. Users will be subject to special fees for this service.
• Reservations will be accepted 90 days in advance or less, except for Senior Centers and
recreational facilities where private parties (such as weddings) need longer lead time for
reservations.
• No group may reserve space continuously so as to preclude its use by others (i.e.
standing meetings).
Use categories or classifications have been developed and appear in Section 4.2 of the Policy.
Only events classified as public purpose, as defined by the Policy, may be held in County
facilities, with the exception of events within Category Six, which allows private use for social
and recreational non-public purpose events (such as wedding receptions or anniversary
parties). These events can be held ONLY at the two Senior Centers and at Recreational
facilities. The fee schedule covering Category Six events is based on full cost-recovery and is
in keeping with area market rates for similar facilities.
On-going Challenges
The reservation process is still under construction. It is intended to be a single portal for the
person making a reservation. Once the reservation has entered the system, it will be routed to
the responsible parties for processing and approval and the reservation will then be confirmed.
Ideally, the requestor will be able to do most of the work electronically, which is not presently
accommodated in house. Staff is exploring options for bridging existing software used by
Recreation and Senior Centers with a more user friendly application for the public. A third
component is to use a software application that will allow a flat screen monitor to be used to
display the meetings that are to be held in the building. This will be particularly effective for the
meeting attendees at the West Campus Office Building where meetings could be held in seven
different areas of the building. The use of a flat screen to display meetings and their locations
was included in the design of the building. Finding compatible software to meet these three
needs and present a seamless process to the user is the challenge to be met.
Another challenge is how facilities will be secured following an after-hours meeting. In order to
more effectively use custodial staff, work hours were changed to an early morning shift (yam)
rather than evenings. Although this is more efficient for custodial work, it leaves a gap in how
buildings are to be secured when anon-county user holds after hours meetings. Staff is
exploring three possibilities to address this matter:
• Collaborating with Orange Enterprises or another contractor who could provide lock up
services; or
• Forming the County's own in-house team with seasonal workers; or
• Installing technology that would lock the building automatically at pre-designated times.
Any additional labor required would be factored into the fee schedule for after-hours use.
Fees
Proposed fees will be based on:
• Current Orange County fees, in the case of Recreation facilities; and
• Similar services at other locations in the area; and
• Total cost recovery for Category Six reservations. These will also be compared to similar
facilities available for rent at area hotels and university facilities.
Timeline
November 18, 2010 -Policy is presented and discussed. Board comments as desired.
By February 2011 -Board comments are incorporated and Policy is approved, including fee
classification.
By February 2011 -Technology decisions are made.
By June, 2011 -Fees are approved as part of the 2012 Budget.
July 1, 2011 -Facilities Use Policy becomes effective.
FINANCIAL IMPACT: Financial impacts will be discussed at such time fees are established.
RECOMMENDATION(S): The Manager recommends the Board provide comment to staff
regarding the contents of the Facilities Use Policy as may be appropriate.
DRAFT
Orange County Facilities Use Policy
1.0 Policy Statement. This policy is established to assure that facilities owned and
operated by Orange County are utilized in a manner that has a public purpose that
meets the needs and interests of the community, as well as to set clear policies,
procedures, regulations and fees regarding such uses. This policy supersedes all
other County and Department policies regarding the use of County facilities as defined
in this policy.
2.0 Definitions. For the purposes of this policy, the following definitions shall apply to
terms used herein:
2.1 Affiliated Group. A group with a public purpose who meets one or more of the
following:
2.1.1 Receives more than fifty percent (50%) of operating funds from the
County; or
2.1.2 Receives at least fifty percent (50%) of the group's governing board is
appointed by the County; or
2.1.3 Receives at least 50 percent (50%) of the group's membership is
appointed by the County.
2.2 Building. Enclosed climate controlled structure that may be divided into areas
for various uses.
2.3 County Department. An operational unit within County government whose
primary source of funding is from the County and who is supervised by the
County Manager, an elected County official, the Health Board or the Social
Services Board or a group recognized by the County and whose sole purpose is
to provide support and or resources to a County Department.
2.4 Grounds. Areas outside County buildings including lawns owned by the
County.
2.5 Non-affiliated Group. Any public purpose group not meeting the definition of
Affiliate.
2.6 Parks. Picnic shelters, playing fields, basketball courts, tennis courts and any
other amenities as identified in Attachment 1, County, Buildings and Grounds
Covered by Policy, which is hereby incorporated by reference and may be
amended from time to time by County Staff.
2.7 Public Purpose Activity. An activity in which the action or direction concerns,
affects, or is of benefit to Orange County or the Orange County community.
2.8 User. An individual, group or organization using County buildings, parks or
grounds.
3.0 In General. Except where noted in this Facility Use Policy, County facilities, parks and
grounds are limited to public purpose activities.
4
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3.1 Other than Public Purpose Use. Where the use of the facility is for other than a
public purpose (i.e. Class 6 activities) the total cost of activity venue operation
shall be reflected in the established fee.
3.2 Commercial or Business Use Prohibited. For profit commercial or business
activities are specifically prohibited.
3.3 Political Parties. As provided in G.S. § 163-99, and defined in G.S. §163-96, a
political parties may use County buildings and the grounds surrounding those
buildings designated as a Category 4 Use without charge, except for custodial
and utility fees for the express purpose of annual or biennial precinct meetings
and county and district conventions so long as the event does not conflict with
the operation of the building.
4.0 Covered Buildings, Grounds and Parks. Buildings, grounds and parks (collectively
referred to as "facilities") owned or operated by Orange County are covered by this
Policy and are listed in Attachment 1, County Buildings, Grounds and Parks Covered
by Policy.
4.1 The County Buildings, Grounds and Parks Covered by Policy list, which may be
amended from time to time by the County Manager, shall contain the list of all
facilities by name and address owned or operated by the County, the approved
use of the facility, the hours of permitted use and the availability of weekday
reservations.
4.2 Facility Use Code Classification. For purposes of this policy, the use availability
of far-i~itiPS nwneri nr neerated by the Orange County are classified as follows:
5
Use Use Availability
Code
1 Facility may be used by County Departments ,affiliates and non-affiliates for
public purposes
2 Facility may be used upon written permission by the County Manager
3 Facility may be used only by County Departments; or with written permission by
Department Head
4 Facility may be used for political events as defined by this policy
5 Facility may be used by County Departments, affiliates and non-affiliates for
social and recreational uses for public purpose events
6 Facility. may be used for social/recreational purposes by private parties for
events not meeting the public purpose definition
4.3 Priority of Use. In an effort to ensure facilities are utilized in the manner and
intent for which they were originally established and to ensure facilities are
available to serve the needs of the general public as a whole while at the same
time providing for use by other parties, a priority use for scheduling conflicts
shall be determined as follows:
4.3.1 Priority 1: County sponsored programs and activities (no cost)
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4.3.2 Priority 2: Orange County Schools and Chapel Hill Carrboro City
Schools, as provided in subsection 4.4
4.3.3 Priority 3: County affiliates
4.3.4 Priority 4: Municipalities located in Orange County and state and
federal programs, as provided in subsection 4.4.
4.3.5 Priority 5: , County non-affiliates
4.3.6 Priority 6: All others
4.4 Organizations using facilities after-hours at no cost will be assessed a
cleaning/lockup/utility fee associated with the specific facility. Schools, other
local, state and federal governments using County facilities may do so at no
cost other than cleaning and utility fees unless the same school, local, state or
federal government charges the County for use of facilities owned by that entity;
in such case, fees as presented in the fee schedule will apply.
5.0 Rules for Usage of Facilities.
5.1 The following shall be prohibited within or on the premises of County facilities.
5.1.1 Selling, offering for-sale, soliciting or promoting the sale of any goods or
services on County premises is prohibited, except in association with
approved events held by the County; or by special written permission of
the County Manager or his designee. Exceptions are allowed for groups
associated with various County departments as provided in section 2.3,
whose fundraising activities are for the direct support of a County
Department;
5.1.2 Tobacco use including smoking, chewing, etc.(except in designated
areas);
5.1.3 Alcoholic beverages, except as authorized by the County Manager for
special events, in which case host liability insurance shall be required
(beer and wine only);
5.1.4 All illegal drugs and other substances;
5.1.5 Illegal gambling;
5.1.6 Weapons of any kind except by law enforcement officers in the. execution
of their duties or by an approved security service associated with a
county- sponsored program;
5.1.7 Animals of any kind except service animals, those associated with a
county-sponsored program or animals in County Parks on leashes
unless expressly prohibited;
5.1.8 The use of profanity, offensive language and profane gestures; and
5.1.9 Attaching signs, banners, decorations or similar items to any portion of
the facility in a manner that would cause damage to such.
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DRAFT
5.1.10 Advertisement for private purposes in the form of flyers, posters, signs,
placards, stickers, etc. Temporary signs of an informational or
directional nature may be erected on site for an approved event, during
the day of the event.
5.1.11 Use of motorized vehicles, except on designated roadways and parking
areas.
5.1.12 Hunting, trapping, or in any manner abusing animals.
5.1.13 Damaging trees or other living plants.
5.1.14 Fishing, swimming, horseback riding, boating, fires, and hitting of golf
balls, except in designated areas.
5.1.15 Make or causing to be made any loud, disturbing or unnecessary noises.
The County Manager, or their designee, may exempt from the provisions
of this section a person performing in a park or on recreational premises
at an authorized event.
5.1.16 The selling of food, concessions, or merchandise in conjunction with a
recreation facility rental or athletic facility rental is not authorized without
the express written permission in the form of a Vending Permit. If
approved, food vending must be provided in accordance with Orange
County Division of Environmental Health Regulations.
5.2 Depending on the activity, the user may be responsible for hiring and paying
off-duty law enforcement officers, emergency services personnel, or others if
required as a condition of scheduling the event. Usage of the courthouse
facility may require a deputy sheriff for which a fee may be required.
5.3 Programs or activities may not begin prior to 7a.m. and must conclude by 11
p.m. unless written permission is granted by the County Manager or his
designee. Overnight camping is allowed in designated areas in some
recreational facilities with advance written permission.
5.4 Users, including County departments, are responsible for all facility clean-up
including, but not limited to, bagging trash and leaving it designated area for
pick up. A cleanup fee will be assessed and taken out of deposit as provided in
subsection 8.3 for users that do not adequately clean up after themselves.
5.5 In making County facilities, grounds and parks available for use under this
policy to individuals or groups, the County assumes no obligation or
responsibility for the activities of the individuals or groups; nor makes any direct
or indirect endorsement of the activity.
5.6 Consistent with State law and County policy, recyclables used during an event
held in County facilities, parks and grounds must be separated and placed in
designated containers.
6.0 Special Requirements
7
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6.1 Kitchen Use. Kitchens, where provided, are for food warming and serving only.
Preparation and cooking of meals is prohibited unless special permission is
granted in writing at the time reservations are made.
6.1.1 Users, including County departments, are responsible and accountable
for kitchen areas, if used. Users will be billed for cleanup that they do not
adequately complete themselves.
6.2 Equipment Use. Unless otherwise arranged with the County, each
individual/group shall be responsible for providing any equipment necessary for
the planned activity, including, but not limited to audio/visual and other
technology.
6.2.1 If County equipment is available for use, qualified County staff must be
present to operate the equipment. There will be a fee for use of the
equipment and staff to operate the equipment.
6.2.2 Individuals/groups reserving meeting rooms in County buildings shall be
responsible for setting up tables and chairs for their use; and for
returning the set up to the "standard room set up" as posted in each
meeting room. Only tables and chairs assigned to each meeting room
are available for use by the reserving group.
6.2.3 Public address systems proposed for use by an individual or group shall
not disrupt surrounding County or Court operations or disrupt neighbors
in any way. Individuals or groups will strictly observe any noise
ordinance in effect at the event location.
6.3 Ground Use.
6.3.1 Banners may be posted on specified grounds by permit only. Banners
must be removed the next business day after reservation ends. No
posters, banners or other material may be attached to trees on grounds
or parks.
6.3.2 Anchoring tents, canopies or other allowed structures must be
accomplished with sandbags or in another non-invasive manner. This
includes temporary structures that may be erected in parking lots as part
of an approved event.
6.3.3 Power connections are available at some venues; utility fees may be
assessed for use.
6.3.4 Marked protection areas for geothermal fields and athletic fields must be
observed. Permits may be immediately revoked for any violation of this
requirement.
6.4 Parking. Individuals/groups shall park in designated areas assigned to the
specific facility being used. Parking restrictions at event sites are strictly
enforced.
6.4.1 Large events may be required to utilize off-site park and ride lots. The
event holder will assume all costs and responsibility for transportation to
the venue.
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6.4.2 Users are responsible for complying with any onsite parking regulations.
6.5 Parks and Recreational Facilities
6.5.1 This policy addresses the parks and recreational facilities identified in
Attachment 1. Use of planned future park properties or open space lands
which are not generally open to the public is not authorized except for
activities sponsored or co-sponsored by an Orange County department.
These activities will be considered on a case-by-case basis, as per
existing protocol.
6.5.2 The user is responsible for the collection and removal of trash and
recyclables during and at the conclusion of the event.
7.0 Facility Operation Procedures.
7.1 The County Manager shall authorize the development of procedures that
govern the operation of facilities, including the reservation and cancellation of
County facilities, which shall be attached and incorporated by reference into this
policy.
7.2 County Departments with the approval of the County Manager, may establish
additional rules regarding:
7.2.1 The use of the buildings, grounds and equipment that are within their
control.
7.2.2 The Department responsible for specific building and grounds may
establish additional rules regarding the serving of refreshments as may
be appropriate.
8.0 Fees and Deposits. The Board of County Commissioner, as part of the annual budget
process, shall adopt fees and deposits use of County facilities.
8.1 Fees. Fee schedules are updated annually and are posted on the County's
website at www.co.orange.nc.us/meetingrooms.
8.1.1 Fees shall apply for facility use both during and after business hours;
additional fees may apply for facility use after business hours.
8.1.2 Fees must be paid in full at least ten (10) days in advance of the event. If
any checks are returned the event shall be cancelled unless the user pays
the fee in cash or money order plus any returned check fees prior to the
date of the event.
8.1.3 Fees are charged depending on the day and time of the facility use
requested and the type of group reservation.
8.1.4 Fees may not be charged by the user for entry into the grounds, facilities or
parks.
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10
DRAFT
8.2 Deposit. A deposit shall be required for use of and damage to the facility as
provided in the fee schedule.
8.2.1 The deposit may include an administration fee, which shall be subject to
review by the Board of Commissioners annually.
8.2.2 Deposits are payable when the reservation is made.
8.2.3 Deposit Refunds. Deposit will be refunded within thirty days following
the event. Deposits are refunded in full, minus any fees or damage
replacement costs as provided in subsection 8.3 of this policy.
8.2.4 Cancellations. If a cancellation is made in accordance with the
reservation and cancellation procedures governing this policy, (see
Attachment 2, Reservation and Cancellation Procedures) the deposit
shall be returned as provided in the Reservation and Cancellation
Procedures minus the administration fee.
8.3 Damages. Users are responsible for any breakage, loss or damage except for
normal wear and tear including, but not limited to: furnishings and equipment,
damage to walls, doors, marker boards or other meeting room amenities; picnic
tables, grills, basketball goals or other park amenities; and shall bear the full
replacement cost for such breakage, loss or damage.
8.3.1 Unless otherwise directed the facility must be placed back in the
condition it was prior to use by the user.
8.3.2 Any replacement costs for damages will be deducted from the deposit
prior to returning any it to the user.
8.3.3 Any clean-up fees will be deducted from the user's deposit.
9.0 Use Conditions
9.1 Safety. Individuals or groups must take all necessary precautions to ensure the
safety and well-being of all activity participants.
9.2 Indemnity. Users must agree to indemnify and hold harmless the County for all
injuries or damages occurring to persons or property in conjunction with the use
of County buildings, grounds and parks.
9.3 Insurance. Users may be required to provide a Certificate of Insurance showing
liability insurance coverage at limits satisfactory to the County's Risk Manager.
9.4 Compliance with Fire Code. The number of individuals attending functions in
County buildings shall not exceed the limits established by the County Fire
Marshall.
9.5 Compliance with Laws. Users are responsible for compliance with all
ordinances and laws related to the proposed use of County buildings, grounds
or parks, and must obtaining all necessary permits for the proposed event.
Users are required to provide copies of required permits prior to date of event.
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9.6 Reservation of Rights. The Board of Commissioners, or their designee,
reserves the right to prohibit use of County facilities, for just cause, to any
individual, group or organization.
9.6.1 Facility. Just cause included, but is not limited to, improper use or prior
misuse of county facilities, failure to abide by the provisions of this policy
and failure to compensate the county for use and/or damages to a
facility.
9.6.2 Activities. Just cause includes, but is not limited to, activities that are
inconsistent with the public purpose or the use of the facility.
9.7 Waiver of Terms. The County Manager reserve the right to waive or vary any
provision in this policy when doing so would more effectively serve the public's
interest, except when prohibited by law.
9.8 Supersedes all other Policies: Upon adoption, this .policy supersedes all other
policies currently governing use of County facilities, grounds and parks.
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Attachment 1
County Buildings, Grounds and Parks Covered by Policy
1. Buildings
eeti Room Identifier
ocation
se
Class
After
hours Use
rmitted Weekday
Reservations
Accepted
based on
Avaifubiii
West Cam us Office Buildi 131 W. Margu~et Lone,
Hi//sborou h
WCOB; 302 3
WCOB; 202 3
WCOB; 004 2 x x
WCOB; 005--TRAINING 3
WC0B;009 1 x x
WCOB; 011 1 x x
Libra
LIBRARY 116 1,5 x
Environment A riculture Center 306 Revere Rond
Hillsborou h
EAC-Conference 3
EAC-Food Lab 3 x x
Board of Elections 208 S. Cameron Street
Hillsborou h
Elections Conference Room 3
John M. Link Jr Government
Services Center 200 S.Cnmeron Street,
Hillsborou h
LINK--Mans er's Small Conference 3
LINK-Conference 3 x
LINK--HR Conference 3
LINK-Co. Attorne Conference 3
Justice Facility 106 Enst Margaret
Lane; Hillsborou h
Justice Facilit -Mural Courtroom 3,4 x
Justice Facilit -Courtroom 3 4
Justice Facilit -- Courtroom 4 4
Justice Facilit Hearin Room 4
Justice Facilit -Battle Courtroom 3,4 x
12
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Historic Courthouse 100 Enst King Street;
Hillsborough
Historic Courthouse Courtroom 3,4 X
Historic Courthouse-Grand Jury
Room
4
Gntewn Center 208 S. Churton Street,
Hillsborough
Gateway Center-Bd of Equalization
and Review Room
3
Gateway Center-3rd Floor
Conference
3
Whined Human Services Center 300 West Tryon Street;
Hillsborou h
Activi Room 1 5,6 x X
G m 5,6 x X
Solid Waste Center Eubanks Rond, Chapel
Hill
Trainin Room 1 x X
Animal Services Center 1601 Eubanks Rond,
Chn el Hill
Multi-Purpose Room 1,5,6 x X
Southern Human Services Center 2501 Homstend Rond,
Chn el Hill
SHSC-Board Room 1 x X
SHSC--Room C 1 x
SHSC-Room D 1 x
Skills Develo meat Center 501 West Franklin
Street, Chn el Hill
SDC--Classroom 1 4 x X
SDC--Classroom 2 4 x X
SDC-Classroom 3 4 x X
SDC--Classroom 4 4 x X
Emergent Services 510 Meadowlands Drive;
Hillsborou h
Emer enc Services--EOC 3
Emergency Services--Tactical
Center
3
Central Oran a Senior Center 103 Meadowlands Drive,
Hillsborou h
Ballroom 1,5,6 x
Conference Room 3 x
Common/Drop In Area 1,5,6 x
Aerobics Room 1,5,6 x
13
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DRAFT
Se mour Center 2551 Homestead Road,
Chapel Hill
Great Hall 1,5,6 x
Ash 1,5,6 x
Birch 1,5,6 x
Do wood 1,5,6 x
Gatherin Area 1,5,6 x
Theater 1,5,6 x
Conference Room 3
Eflnnd Communi Center 117 Richmond Road,
Eflnnd
Communi Meetin Room 1,5,6 x x
Hillsborou h Commons 113 Mayo Street,
Hillsborou h
Board Room 3
2. Grounds and Parks
14
Location Identifier Location `Use classification Amenities
Picnic Shelter
Cedar Grove Park
5,6 13 picnic tables-2 grills,
li htin ,electrici
Ballfields 2 Cedar Grove Park 5,6 li hted fields
Multi urpose field Cedar Grove Park 5,6 no li hts
Basketball courts Cedar Grove Park 5,6 li hted fields
Picnic Shelter
Efland Cheeks Park
5,6 10 picnic tables, 4 grills,
li htin ,electrici
Small Picnic Shelter
Efland Cheeks Park
5,6 4 picnic tables, 2 grills,
li htin , electricit
Basketball courts Efland Cheeks Park 5,6 li hted courts
Ballfield Efland Cheeks Park 5,6 li hted field
Ballfields 2 Efland Cheeks Park 5,6 No li htin
Soccer fields 5
Euros art Soccer Center
6 5 lighted full size fields,
one ractice field
Picnic Shelter
Little River Re Tonal Park
5,6 12 picnic tables, 1 grill,
restrooms, electricity,
water, li htin
Small Picnic Shelter
Little River Re Tonal Park
5,6 6 picnic tables, 1 grill,
restrooms, electricity,
water, li htin
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15
Group Cam Site Little River Re Tonal Park 6 6 tent sites
Picnic Shelter
Public Market House
5,6 6 picnic tables, electricity,
restrooms, li htin
Ballfield Fairview Park 5,6 Li hted field
Basketball Courts 2 Fairview Park 5,6 Li hted courts
Tennis Courts 3 Fairview Park 5,6 Li hted courts
Picnic Shelter
Fairview Park
5,6 10 picnic tables--2 grills,
lighting, restrooms,
electrici
Lawn area Old Courthouse 3,4 None
Front steps New Courthouse 3,4 None
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Reservation and Cancellation Procedures
I. Reservation and Cancellation Procedures
A. Reservation.
16
Attachment 2
A completed Application for Facility Use is required for all reservations.
2. A Notice of Reservation Approval will be provided to the requestor prior to
the event. The Notice will serve as the proof of reservation and must be
available during the meeting/event should questions about the reservation
arise.
3. Reservations are accepted no earlier than 90 days prior to the requested
date of use for all non-County department use, except with the written
authorization of the County Manager or his designee.
4. No group may reserve facilities continuously as to preclude the use of the
facility by any other group or organization.
5. Parents or legal guardians must reserve the County facility for anyone under
18 years of age and must assure adequate adult supervision of youth
groups using any facility. This may require the user paying for security
officers to monitor activities both in and outside the County facility being
used.
6. Refunds, due to inclement weather, will not be issued for indoor facility or
picnic shelter permits unless the County Manager closes county offices.
Should a County facility be closed due to inclement weather or other
unforeseen circumstances, the party making the reservation will be given
the option to reschedule, before being refunded all reservation/damage
deposits and usage fees.
7. Parks and Recreational Facilities.
a. Areas within or adjoining parks and recreational facilities as identified
in Attachment 1, or on park properties such as a meadow or open
field may be reserved as long as the proposed activity is determined
by the Department of Environment, Agriculture, Parks and Recreation
Director to be appropriate use of that area.
b. A facility or area within a park may not be reserved for more than
three successive days.
c. An entire park may not be reserved for use.
1.
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B. Cancellations.
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1. Orange County reserves the right to make cancellations of any reservation
at any time. Cancellation notices will be issued as far in advance as
possible. All reservation/damage deposits and usage fees will be returned in
full if cancellation is initiated by Orange County.
2. Cancellations for Category 6 facilities may be initiated by the party making a
reservation up to two weeks prior to the scheduled use date in writing to
receive a refund of the deposit minus the non-refundable administrative fee.
Cancellations made within two weeks of event will result in forfeiture of to a
50% holdback of reservation/damage deposit.
3. Cancellations for reservations of Categories 2, 3, 4 and 5 space are subject
to refund if cancellation is made prior to one week of the schedule use.
Cancellations within two week of the schedule use are not subject to refund.
4. Orange County will endeavor to provide no less than 48 hours notice for any
reservation that must be cancelled.
c. Reservations and cancellations for County facilities may be made on line at
www.co.orange.nc.us/meetin rooms or by faxing an Application for Facility Use to
(919) 644-3001 (on-line preferred).
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