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Agenda - 05-17-2011- 8f
ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 17, 2011 SUBJECT: Facilities Use Policv Revisions DEPARTMENT: Asset Management Services/ County Attorney Action Agenda Item No. g " -~_ PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Facilities Use Policy -Mark up Copy Facilities Use Policy -Clean Copy INFORMATION CONTACT: Pam Jones, Asset Management, (919) 245-2652 Annette Moore, Staff Attorney, (919) 245-2317 PURPOSE: To consider adopting the County's Facilities Use Policy; and repealing an Ordinance Regulating Parks and Recreation in Orange County. BACKGROUND: In November 2010 the Board of Commissioners reviewed proposed revisions to the 1999 Facilities Use Policy. Comments by the Board, as well as operational changes prompted by additional staff discussions, have been incorporated into the document. A copy of the document highlighting the changes is attached. The policy is the result of an inter-departmental work group consisting of representatives of the Department on Aging, Animal Services, Asset Management, Board of Commissioners' Office, County Manager's Office, County Attorney's Office, Financial Services, Library, Environment, Agriculture, Parks and Recreation (DEAPR), and Solid Waste. The Policy presented for consideration is summarized below: Available Facilities: o Reservations for public. purpose meetings and events are accepted for the following County facilities: o Main Library, West Campus Office Building and Central Orange Senior Center in Hillsborough; o Southern Human Services Center and Seymour Senior Center in Chapel Hill; o Training Room at Solid Waste Operations Center; and o Multi-purpose room at Animal Services Center. o Courthouse facilities are available for use by political parties as provided in North Carolina General Statute §163-99, and defined in North Carolina General Statute §163- 96. o Note: Only these meeting rooms are recommended for public reservations at this time in order to minimize operating costs, while still providing a core of conveniently located meeting rooms. Meeting rooms in other County buildings are classified in a manner that would not preclude their use upon request, but would not be listed on the website as available (e.g. Link Government Services Center meeting room). 2 Hours of Availability o Based on availability, reservations are accepted during hours of operation at the Main Library, Central Orange Senior Center, the Seymour Senior Center, and Animal Services Center. o After-hours reservations are accepted for the Southern Human Services Center, Solid Waste Training Room and the West Campus Office Building; however these facilities may be subject to additional fees for on-site personnel who may not otherwise be on duty. Making a Reservation: o The online process: ^ RecTrac is a program previously used for reserving Recreation and Parks as well as Department on Aging facilities. It is a comprehensive program that offers excellent tracking of reservations and fees and interfaces with the County's financial software thereby providing a high degree of fiscal integrity. ^ The County is in the process of upgrading to the Web component of the program, Web Trac, which will allow on-line reservations and payment by credit card. All departments handling facility reservations will use this software. The public will enter through a single portal for making reservations. Regardless of which department is responsible for processing the reservation, the appearance to the public will be consistent. o The walk in process: ^ Reservations may also be made in person by visiting the offices of the responsible Department. ^ Fees may be paid via cash, check or credit card for walk in reservations. Fees: o Facilities are classified by activity type allowed (see Attachment 1 to Facilities Use Policy). Reservations are accepted for Classifications 1, 5 and 6; although exceptions may be made for other classifications based on the written approval of either the Manager or department head responsible for the meeting room site. The fee proposed for meeting room usage is $10 per hour of reserved time, with 30 minutes provided free for set up and break down of the meeting space. This fee helps offset the administrative time needed to manage reservations, as well as to offset building operational costs and acknowledge wear and tear on facilities and furniture. Facility fees will be isolated for potential use in future furniture replacements as may be needed. o Classifications 5 and 6 allow recreational and social activities to be held at an increased use fee. o Classification 6 covers reservations by non-County affiliated groups for non-public purpose events (such as wedding receptions, birthday parties, anniversary parties, etc.). Classification 6, with a proposed rental rate of $125 per hour, attempts to cover total costs of operation, including on site staff and wear and tear on facilities and fixtures. o Classification 5 covers social/recreational events (retirement events, employee appreciation events, etc) held by County affiliates. The hourly fee is discounted to $50/hour in acknowledgement that the user is aCounty-affiliate, while recognizing the extraordinary wear and tear activities of this type brings to the facilities. o Recreation and Park fees remain as published annually and approved by the Board of Commissioners. o Higher fees are charged to non-Orange County residents as reflected in the attached fee schedule. o Facility Use Fees will become a component of the budget for annual consideration by Board of Commissioners. Effective Date: This policy is recommended for implementation on September 1, 2011 to allow a more orderly implementation of the reservation software and finalize the credit card acceptance process. Staff acknowledges the changes this represents to the public and will ensure effective notification and training occurs. Supersedes all other Policies: This Policy is intended to consolidate all terms of use of County facilities into one comprehensive Policy. This Facilities Use Policy incorporates all material terms of the Ordinance Regulating Parks and Recreation, effective since August 6, 1990. In order to avoid duplication between the Ordinance and this Policy, the Ordinance should be repealed. Further, any ordinance or policy related to facilities use is superseded by this Policy. FINANCIAL IMPACT: The Recreation and Parks fee schedule remains intact as approved by the Board of Commissioners in the FY2010-2011 Budget. The fee schedule associated with meeting rooms and Senior Center space as proposed in this policy is cited below. Fee Descri Lion Basis User Fees Resident Non-Resident Use Fee (except for classification 5 and 6, or as otherwise sti ulated in Polic ' hour) fee $10 $20 Great Hall or Ballroom Senior Centers , exce t class 6 flat fee $75 $125 Class 5 Use Fee; includes use, kitchen fee3 and on-site ersonnel hour) fee $50 N/A Class 6 Use Fee; includes use, kitchen fee3 and on-site ersonnel fees hour) fee $125 $175 On-site ersonnel2 hour) fee $15 $20 Kitchen Use 3 senior centers onl flat fee $25 $50 Securit De osit; class 6 onl flat fee $100 $100 Cleanin /lock u /utili fee hour) fee $25 $25 ' Fee for each hour room is used; 30 minutes allowed for setu /breakdown at no fee. 2 Re uired for all Class 6 reservations; and if reservation is made for non-business hours Kitchen use includes use of kitchen for warming food, (no cooking). Does not include use of dishes, cutle lassware, table linens, etc. RECOMMENDATION(S): The Manager recommends the Board adopt the Facilities Use Policy as presented, effective September 1, 2011; repeal an Ordinance Regulating Parks and Recreation in Orange County, effective September 1, 2011, and any other ordinance or policy related to facilities use; and direct the fee schedule be incorporated into the FY 2011-2012 Manager's Recommended Operating Budget as presented. 4 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. No Orange County public facility, regardless of its primary purpose, is exclusively reserved for use by a single interest group, organization or population group. The Board of County Commissioners reserves the right, under extraordinary circumstances to pre-empt meetings or events by County departments and groups. The Board of County Commissioners will give as much notice as possible; and the Clerk to the Board will assist the affected group in finding another meeting site. 2.0 Definitions. For the purposes of this policy, the following definitions shall apply to terms used herein: 2.1 Affiliated Group. A_group, consisting primarily of Orange County residents 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 Affi I late. 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 the County Manager or designee. 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. Orange County Facilities Use Policy Page 1 of 19 5 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. 3.1 Other than Public Purpose Use. Where the use of the facility is for other than a public purpose (i.e. Class 6 and religious 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, except as may be authorized by the County Manager. 3.3 Political Parties. As provided in G.S. § 163-99, and defined in G.S. §163-96, 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 or his designee, 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 we°'~ay-reservations. Material changes in this schedule shall be reported annually to County Commissioners. 4.2 Facility Use Code Classification. For purposes of this policy, the use availability of facilities owned or operated by the Orange County are classified as follows: Use Use Avuilnbility 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 definitions includes use for religious functions Orange County Facilities Use Policy Page 2 of 19 6 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) 4.3.2 Priority 2: Orange County Schools1 Chapel Hill Carrboro City Schools, and Durham Technical Community College as provided in subsection 4.4 4.3.3 Priority 3: County affiliates 4.3.4 Priority 4_: Municipalities located in Orange County and federal and state programs includes the University of North Carolina), 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. Based on availability, 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 (Attachment 4) 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 mother illegal substances; 5.1.5 Illegal gambling; Orange County Facilities Use Policy Page 3 of 19 5.1.6 Weapons of any kind except by civil and military law enforcement officers in the execution of their duties (including off duty officers as may be necessaN to comply with departmental policy) ceremonial weapons, such as for use by a color guard, or by an approved security service associated with acounty- 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, fighting or other assaultive behavior; 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. 5.1.10 Advertisement for private purposes in the form of flyers, posters, signs, placards, stickers, etc except as may be approved in writing by the County Manager or his designee. 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 Skateboarding except in designated areas. 5~-a-X5.1.13 Hunting, trapping, or in any manner abusing animals. 5-1-X35.1.14 Damaging trees or other living plants. 545.1.15 Fishing, swimming, horseback riding, boating, fires, use of metal detectors and hitting of golf balls, except in designated areas. 5-1-45.1.16 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. X65.1.17 Any activity that may create an extraordinary risk exposure to Orange County is prohibited without the express written permission by the County Manager and the provision of insurance coverage as prescribed by the Orange County Risk Manager. All such policies of insurance shall include Orange County as additional named insured. Examples of such activities include the use of large, inflatable children's play apparatus and landing aircraft on County property. 5-1-x-75.1.18 The selling of food, concessions, or merchandise on County property is prohibited, except the selling of food, concessions or merchandise in conjunction with a recreation facility rental or athletic facility rental may be+s-+~et authorized withe~t 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. Orange County Facilities Use Policy Page4of19 8 5.1.19 Users may not charge entry fees into the grounds, facilities or parks. 5.2 Depending on the activity type and time of use, the user may be responsible for hiring and paying off-duty law enforcement officers, emergency services personnel, or on-site personnel ^+"required as a condition of scheduling the event. Usage of the courthouse facility will_require a deputy sheriff for which a fee may+x~y be required. 5.3 Programs or activities may not begin prior to 8~a.m. and must conclude by 10~ 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 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 Orange County Facilities Use Policy Page 5 of 19 9 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 or signs may be posted on specified grounds by permit only. Banners and signs 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. No political campaign signs promoting candidates running for office are to be posted on County property; except signs may be posted within 24 hours of Election Day, no closer than 50 feet from the main entrance of a County owned facility designated as an election polling site. 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. 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 (Attachment 3). 6.5.2 The user is responsible for the collection and removal of trash and recyclables during and at the conclusion of the event. Waste receptacles will be made available to users. Only trash generated as part of the event may be deposited in County trash receptacles; all other use is prohibited. Orange County Facilities Use Policy Page 6 of 19 10 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. 7.2.3 Material changes to administrative rules will be reported annually to County Commissioners. 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. Reservations made with less than ten (10) days advance notice must be paid by cash or money order. 8.1.3 Fees are charged depending on the day and time of the facility use requested and the type of group reservation. CY~... A 1 ..1...«....J 1.. 41.e .. or i... 0..4.. .. 4A.... ....J.. F...:1:4:.... .. 8.2 Deposit. A deposit ma rLsl~atl-be required for use of and damage to the facility as provided in the fee schedule, considered by County Commissioners annually during the budget process. 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. Orange County Facilities Use Policy Page 7 of 19 11 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. 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 assessed to the user, or will be deducted from #~-deposits that may be on account with the County prior to returning any it to the user. 8.3.3 Any clean-up fees will be assessed to the user, or will be deducted from the ~ ~~~-deposits that may be on account with the County. 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. 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 includes, but is not limited to, improper use or prior misuse of county facilities, failure to abide by the provisions of this policy Orange County Facilities Use Policy Page 8 of 19 12 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 reserves 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. Orange County Facilities Use Policy Page 9 of 19 13 Attachment 1 County Buildings, Grounds and Parks Covered by Policy 1. Buildings Reservaltions for non-Conn use acre ted for these facilities Use Code 1: County Departments ,affiliates and non-affiliates for public purposes Use Code 2: Used upon written permission by the County Manager or designee Use Code 3: Used only by County Departments; or with written permission by Department Head Use Code 4: Political events as defined by this policy Use Code 5: County Departments, affiliates and non-affiliates for social and recreational uses for public purpose events Use Code 6: SociaUrecreational purposes by private parties for events not meeting the public purpose definition Operating After-hours Hours Use Meeti Room Identifier Locution Use Code Use ermined ermined s Libra -116 1,5 x' 103 Meadowlands Dr, Central Oran a Senior Center Hillsborou h Ballroom 1,5,6 x'~Z Conference Room 1 x' Aerobics Room 1,5,6 x' West Cam us Office Buildin 131 W. Mar aret Lane WCOB; 004 1 x4 x s WC0B;009 1 x 4 x s WCOB; 011 1 x 4 x s 2551 Homestead Road, Se mour Center Chapel Hill Great Hall 1,5,6 x''2 Ash 1, 5,6 x' Birch 1,5,6 x' Do wood 1,5,6 x' Gatherin Area 1,5,6 x''2 Eubanks Road, Chapel 4 5 Solid Waste Trainin Room Hill 1 x x 2501 Homstead Road, Southern Human Services Center Chapel Hill SHSC--Board Room 1 x a xs SHSC--Room C 1 x a SHSC-Room D 1 x a Animal Services Center-- 1501 Eubanks Road, Multi Purpose Room Chapel Hill 3,5,6 x' x 5 ~ Use ermitted Burin extended de artment o eratin hours; based on availabili z After-hours available for Classification 6 activities; full cost recove a Re wires additional cost for securi screenin b Oran a Coun Sheriffs De artment ° On site Count Personnel re wired; see fee schedule for associated fees Orange County Facilities Use Policy Page 10 of 19 14 .Use of these facilities requires written authorization of de artment head or Count Mana er Use Code 1: County Departments ,affiliates and non-affiliates for public purposes Use Code 2: Used upon written permission by the County Manager or designee Use Code 3: Used only by County Departments; or with written permission by Department Head Use Code 4: Political events as defined by this policy Use Code 5: County Departments, affiliates and non-affiliates for social and recreational uses for public purpose events Use Code 6: SociaUrecreational purposes by private parties for events not meeting the public purpose definition After.-hours Opervting Use Hours Use Meetin Room Identifier Locotion Use Code ermined rmitted 3 306 Revere Road Environment A riculture Center Hillsborough EAC-Conference 3 EAC-Food Lab 3 x4 208 S. Cameron Street Elections Conference Room Hillsborough 3 510 Meadowlands Drive; Emergenc Services Hillsborou n Emer enc Services-EOC 3 Emer enc Services--Tactical Center 3 208 S. Churton Street, Gateway Center Hillsborough Gateway Center-Bd of Equalization and Review Room 3 Gateway Center-Register of Deeds Conference Room 3 Hillsborough Commons-Board 113 Mayo Street, Room Hillsborough 3 100 East King Street; Historic Courthouse Hillsborou n Historic Courthouse--Courtroom 2 Historic Courthouse-Grand Jury Room 2 106 East Margaret Lane; Justice Facilit Hillsborough Justice Facilit --Mural Courtroom 2,4 x s Justice Facili -- Courtroom 3 2 Justice Facilit -- Courtroom 4 2 Justice Facilit Hearin Room 2 Justice Facilit --Battle Courtroom 2,4 x s Use ermitted Burin extended de artment o eratin hours; based on availabili z After-hours available for Classification 6 activities; full-cost recove a Re wires additional cost for securi screenin b Oran a Coun Sheriffs De artment a On site Coun Personnel re wired; see fee schedule for associated fees Orange County Facilities Use Policy Page 11 of 19 15 Use of these facilities requires written authorization of de artment head or Count Mana er Use Code 1: County Departments ,affiliates and non-affiliates for public purposes Use Code 2: Used upon written permission by the County Manager or designee Use Code 3: Used only by County Departments; or with written permission by Department Head Use Code 4: Political events as defined by this policy Use Code 5: County Departments, affiliates and non-affiliates for social and recreational uses for public purpose events Use Code 6: SociaUrecreational purposes by private parties for events not meeting the public purpose definition Meetin Room Identifier Location Use Code After-hours Use ermined ©pernting Hours Use ermined 5 John M. Link Jr Government Services Center 200 S.Cameron Street, Hillsborough LINK-Mana er's Small Conference 3 LINK-Conference 3 LINK-HR Conference 3 LINK--Co. Attorne Conference 3 Se mour Center 2551 Homestead Road, Chapel Hill Theater 3 Conference Room 3 Skills Develo ment Center 501 West Franklin Street, cna el Hill SDC--Classroom 1 2 SDC--Classroom 2 2 SDC--Classroom 3 2 SDC--Classroom 4 2 West Cam US Off%Ce BUiIClIII 131 W. Margaret Lane, Hiflsborou h WCOB; 302 3 WCOB; 202 3 Use ermitted Burin extended de an.ment o eratin hours; based on availabilit s After-hours available for Classification 6 activities; full cost recovery a Requires additional cost for securi screening b Oran a County Sheriffs Department a On site County Personnel required; see fee schedule for associated fees- Orange County Facilities Use Policy Page 12 of 19 16 2. Grounds and Parks Locution Identifier Location Use Code Amenities Picnic Shelter Cedar Grove Park 5,6 13 picnic tables-2 grills, lighting, electrici Ballfields (2 Cedar Grove Park 5,6 li hted fields Multi ur use 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, lighting, electrici Small Picnic Shelter Efland Cheeks Park 5,6 4 picnic tables, 2 grills, lighting, electrici Basketball courts Efland Cheeks Park 5,6 li hted courts Ballfleld Efland Cheeks Park 5,6 li hted field Ballfields 2 Efland Cheeks Park 5,6 No li htin Communi Center Efland Cheeks Park 5 6 Soccer fields 5 Euros ort Soccer Center 6 5 lighted full size fields, one practice field Picnic Shelter Little River Re Tonal Park 5,6 12 picnic tables, 1 grill, restrooms, electrici ,water, li htin Small Picnic Shelter Little River Re Tonal Park 5,6 6 picnic tables, 1 grill, restrooms, electrici ,water, li htin Grou Cam Site Little River Re Tonal Park 6 6 tent sites Picnic Shelter River Park/ 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, electricit Central Recreation Center 300 W. T on St. Activit Room 1 5 6 G m Lawn area Old Courthouse 2,4 None Front ste s New Courthouse 2,4 None Orange County Facilities Use Policy Page 13 of 19 17 Attachment 2 Reservation and Cancellation Procedures I. Reservation and Cancellation Procedures A. Reservation. A completed Application for Facility Use is required for all reservations. 2. A Notice of Reservation Approval/Disapproval will be provided to the requestor within three business days following receipt of the completed Application. ^r'p,-~+~",~^-. e`=e^±. An approved Application Thy*.:c° 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 Abe issued for indoor facility or picnic shelter permits if "ni~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 Facility Reservations extending past operating hours will be subject to an hourly fee for on-site personnel as provided in Section 5.2 of the Facilities Use Policy. 8. 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. Orange County Facilities Use Policy Page 14 of 19 18 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. B. Cancellations. 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. Orange County will endeavor to provide no less than 48 hours notice for any reservation that must be cancelled. `~ 3. Written cancellations for Category 6 reservations ;a^~'~*~° received by Orange County two weeks or more prior to the event will be refunded entirely except fora $25 administrative fee. Written cancellations for Category 6 reservations made-within seven days^^o~k prior to the event will be refunded 50% of the reservation amount. Written cancellations received less than 48 hours prior to the event will not be refunded. ~e ° 4. Written cancellations for all other Use Categories will be refundedl minus a $20 administrative fee, within 30 days of cancellation notice, if received within 24 hours of the reservationm~^~Tn~-a-~ n~-~,~;~tiv° f°°, ,•,;+ti:n ~n ~-, (`onn ~i^nc f^r r°~°ni~~nc ref (~04° /~ r,,ppcc 7 '~ /1 one-) ~. cn~n° ~r° c~ phi //+++ ~r~ V>-fG~GTYGf TTTVT'~Gfiri~VT7~VT~ , r"~7"fq~Ji7'~Jp77JeGTCO r°f~ ~nr•1 if non^~~4irn~^vi--iv mr-rrradi°-.-PT. el(~r-~e' c-~^vrtE.~li'i~~~.a~ c. Reservations and cancellations for County facilities may be made on line at www.co.orange.nc.us/meetingrooms or by faxing an Application for Facility Use to (919) 644-3001 (on-line preferred). Orange County Facilities Use Policy Page 15 of 19 19 Orange County Facilities Use Policy Page 16 of 19 20 Attachment 3 Department of Environment, Agriculture, Parizs and Recreation Process for Addressing Requests to Visit, Analyze or Construct at Lands Legacy Sites (Enacted July 28, 2006) This process addresses requests to visit, evaluate, conduct field research, or construct any type of structure on sites that are held in fee-simple and managed by the Lands Legacy Program. This policy does not cover firms or persons that are under contract to perform design, research or construction activities for the County on these sites (such as park engineering or construction). Upon receipt of a request to pursue the above activities, DEAPR staff will: 1. Advise the person(s) inquiring that the County has a form (attached) and process for evaluating such requests, and will do so as soon as practicable. 2. Upon receipt of a request, the DEAPR Director will be informed of the inquiry. 3. Depending of the type of request, the DEAPR Director or designee will: a. Inform appropriate departmental staff (the Land Conservation Manager, Cultural Resources Specialist, Landscape Architect, Parks Superintendent,) of the request and solicit their feedback; b. As needed and depending on the type of request, inform the appropriate other entities (County Manager, Asset Management Director, or other related department head) to advise of the request and solicit feedback; and/or c. Consider the implications and desirability of the request and formulate an appropriate response. 4. The DEAPR Director or designee will apprise other departmental staff of the planned response, and as needed inform the County Manager, Asset Management Director or other department head (depending on the type of request). 5. In general, requests for site visits and field reconnaissance will be approved by the DEAPR Director. Requests for construction, intensive research, any type ofearth-moving or digging, testing or use of other equipment brought to the site will be shared with the County Manager and other related department heads as above. These types of requests may require a longer consideration time prior to a response. 6. The person(s) making the request will be informed of the answer, apprised of any parameters or conditions within which the request may be granted, and provided any waiver forms or other Orange County Facilities Use Policy Page 17 of 19 21 paperwork required before the activity may occur. Generally, applicants must provide copy of a valid Certificate of Insurance showing liability and worker's compensation coverage of the sponsoring agency as it respects the proposed activities. Orange County Facilities Use Policy Page 18 of 19 22 Attachment 4 Proposed Fee Schedule effective July 1, 2011 Fee Descri tion BQ.s%S User fees Non- Resident Resident ~ hourly Use Fee (exce t for classification 5 and 6, or as otherwise sti ulated in Polic) fee $10 $20 Great Hall or Ballroom Senior Centers ,exce t class 6 flat fee $75 $125 hourly Class 5 Use Fee; includes use, kitchen fee3 and on-site personnel fee $50 N/A hourly Class 6 Use Fee; includes use, kitchen fee3 and on-site ersonnel fees fee $125 $175 hourly On-site ersonnel2 fee $15 $20 Kitchen Use 3 senior centers onl flat fee $25 $50 Securit De osit; class 6 onl flat fee $100 $100 hourly Cleanin /lock u /utili fee fee $25 $25 (does not include Parks and Recreation fees, which have been previously approved b Count Commissioners Fee for each hour room is used; 30 minutes allowed for setup/breakdown at no fee. 2 Required for all Class 6 reservations; and if reservation is made for non-business hours 3 Kitchen use includes use of kitchen for warming food, (no cooking). Does not include use of dishes, cutlery, lassware, table linens, etc. Orange County Facilities Use Policy Page 19 of 19 23 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. No Orange County public facility, regardless of its primary purpose, is exclusively reserved for use by a single interest group, organization or population group. The Board of County Commissioners reserves the right, under extraordinary circumstances, to pre-empt meetings or events by County departments and groups. The Board of County Commissioners will give as much notice as possible; and the Clerk to the Board will assist the affected group in finding another meeting site. 2.0 Definitions. For the purposes of this policy, the following definitions shall apply to terms used herein: 2.1 Affiliated Group. A group, consisting primarily of Orange County residents 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 the County Manager or designee. 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. Orange County Facilities Use Policy Page 1 of 18 24 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. 3.1 Other than Public Purpose Use. Where the use of the facility is for other than a public purpose (i.e. Class 6 and religious 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, except as may be authorized by the County Manager. 3.3 Political Parties. As provided in G.S. § 163-99, and defined in G.S. §163-96, 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 or his designee, 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 reservations. Material changes in this schedule shall be reported annually to County Commissioners. 4.2 Facility Use Code Classification. For purposes of this policy, the use availability of facilities owned or operated by the Orange County are classified as follows: 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; includes use for religious functions Orange County Facilities Use Policy Page 2 of 18 25 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) 4.3.2 Priority 2: Orange County Schools, Chapel Hill Carrboro City Schools, and Durham Technical Community College as provided in subsection 4.4 4.3.3 Priority 3: County affiliates 4.3.4 Priority 4 : Municipalities located in Orange County and federal and state programs (includes the University of North Carolina), 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. Based on availability, 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 (Attachment 4) 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 any other illegal substances; 5.1.5 Illegal gambling; Orange County Facilities Use Policy Page 3 of 18 26 5.1.6 Weapons of any kind except by civil and military law enforcement officers in the execution of their duties (including off duty officers as may be necessary to comply with departmental policy), ceremonial weapons, such as for use by a color guard, or by an approved security service associated with acounty- 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, fighting or other assaultive behavior; 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. 5.1.10 Advertisement for private purposes in the form of flyers, posters, signs, placards, stickers, etc, except as may be approved in writing by the County Manager or his designee. 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 Skateboarding, except in designated areas. 5.1.13 Hunting, trapping, or in any manner abusing animals. 5.1.14 Damaging trees or other living plants. 5.1.15 Fishing, swimming, horseback riding, boating, fires, use of metal detectors and hitting of golf balls, except in designated areas. 5.1.16 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. 5.1.17 Any activity that may create an extraordinary risk exposure to Orange County is prohibited without the express written permission by the County Manager and the provision of insurance coverage as prescribed by the Orange County Risk Manager. All such policies of insurance shall include Orange County as additional named insured. Examples of such activities include the use of large, inflatable children's play apparatus and landing aircraft on County property. 5.1.18 The selling of food, concessions, or merchandise on County properly is prohibited, except the selling of food, concessions or merchandise in conjunction with a recreation facility rental or athletic facility rental may be authorized with 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. Orange County Facilities Use Policy Page 4 of 18 27 5.1.19 Users may not charge entry fees into the grounds, facilities or parks. 5.2 Depending on the activity type and time of use, the user may be responsible for hiring and paying off-duty law enforcement officers, emergency services personnel, or on-site personnel required as a condition of scheduling the event. Usage of the courthouse facility will require a deputy sheriff for which a fee may be required. 5.3 Programs or activities may not begin prior to 8a.m. and must conclude by 10 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 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 Orange County Facilities Use Policy Page 5 of 18 28 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 or signs may be posted on specified grounds by permit only. Banners and signs 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. No political campaign signs promoting candidates running for office are to be posted on County property; except signs may be posted within 24 hours of Election Day, no closer than 50 feet from the main entrance of a County owned facility designated as an election polling site. 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. 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 (Attachment 3). 6.5.2 The user is responsible for the collection and removal of trash and recyclables during and at the conclusion of the event. Waste receptacles will be made available to users. Only trash generated as part of the event may be deposited in County trash receptacles; all other use is prohibited. Orange County Facilities Use Policy Page 6 of 18 29 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. 7.2.3 Material changes to administrative rules will be reported annually to County Commissioners. 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. Reservations made with less than ten (10) days advance notice must be paid by cash or money order. 8.1.3 Fees are charged depending on the day and time of the facility use requested and the type of group reservation. 8.2 Deposit. A deposit may be required for use of and damage to the facility as provided in the fee schedule, considered by County Commissioners annually during the budget process. 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 Orange County Facilities Use Policy Page7of18 30 Attachment 2, Reservation and Cancellation Procedures) the deposit shall be returned as provided in the Reservation and Cancellation Procedures. 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 assessed to the user, or will be deducted from deposits that may be on account with the County prior to returning any it to the user. 8.3.3 Any clean-up fees will be assessed to the user, or will be deducted from the deposits that may be on account with the County. 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. 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 includes, 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. Orange County Facilities. Use Policy Page8of18 31 9.7 Waiver of Terms. The County Manager reserves 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. Orange County Facilities Use Policy Page 9 of 18 32 Attachment 1 County Buildings, Grounds and Parks Covered by Policy 1. R~rilrllinnc J - Reservations for non-Goan use ncce ted for these facilities. Use Code 1: County Departments ,affiliates and non-affiliates for public purposes Use Code 2: Used upon written permission by the County Manager or designee Use Code 3: Used only by County Departments; or with written permission by Department Head Use Code 4: Political events as defined by this policy Use Code 5: County Departments, affiliates and non-affiliates for social and recreational uses for public purpose events Use Code 6: SociaUrecreational purposes by private parties for events not meeting the public purpose definition Operating After-hours Hours Use Meeti Room Identifier Location Use Code Use ermined rmined 5 Libra -116 1,5 x' 103 Meadowlands Dr, Central Oran a Senior Center Hillsborough Ballroom 1,5,6 x''2 Conference Room 1 x' Aerobics Room 1,5,6 x' West Cam us Office Buildin 131 W. Mar aret Lane WCOB; 004 1 x4 x s WC06;009 1 x 4 x 5 WCOB; 011 1 x4 x s 2551 Homestead Road, Se mour Center Chapel Hill Great Hall 1,5,6 x''2 Ash 1,5,6 x' Birch 1,5,6 x' Do wood 1,5,6 x' Gatherin Area 1,5,6 x''2 Eubanks Road, Chapel ' s Solid Waste Trainin Room Hill 1 x x 2501 Homstead Road, Southern Human Services Center Chapel Hill SHSC--Board Room 1 x 4 x 5 SHSC--Room C 1 x a SHSC-Room D 1 x a Animal Services Center-- 1601 Eubanks Road, Multi Purpose Room Chapel Hill 3,5,6 x' x s 'Use ermitted Burin extended de artment o eratin hours; based on availabili z After-hours available for Classification 6 activities; full cost recove s Requires additional cost for securi screenin b Oran a Coun Sheriffs De artment a On site Coun Personnel re aired; see fee'schedute for associated fees Orange County Facilities Use Policy Page 10 of 18 33 Use of these facilities requires written authorization of de artment head or Count Maria er Use Code 1: County Departments ,affiliates and non-affiliates for public purposes Use Code 2: Used upon written permission by the County Manager or designee Use Code 3: Used only by County Departments; or with written permission by Department Head Use Code 4: Political events as defined by this policy Use Code 5: County Departments, affiliates and non-affiliates for social and recreational uses for public purpose events Use Code 6: Social recreational purposes by private parties for events not meeting the public purpose definition After=hours. Operoting Use Hours Use... Meetin Room Identifier Location Use Code ermined ermined 5 306 Revere Road Environment Agriculture Center Hillsborough EAC-Conference 3 EAC-Food Lab 3 x a 208 S. Cameron Street Elections Conference Room Hillsborou h 3 510 Meadowlands Drive; Emer enC SerVICeS Hillsborough Emer enc Services-EOC 3 Emer enc Services-Tactical Center 3 208 S. Churton Street, Gateway Center Hillsborou h Gateway Center-Bd of Equalization and Review Room 3 Gateway Center-Register of Deeds Conference Room 3 Hillsborough Commons-Board 113 Mayo Street, Room Hillsborough 3 100 East King Street; HtStOrIC COUrthOUSe Hillsborou h Historic Courthouse--Courtroom 2 Historic Courthouse-Grand Jury Room 2 106 East Margaret Lane; Justice Facilit Hillsborou h Justice Facili --Mural Courtroom 2,4 x s Justice Facilit -- Courtroom 3 2 Justice Facilit -Courtroom 4 2 Justice Facilit Hearin Room 2 Justice Facilit --Battle Courtroom 2,4 x s ~ Use ermitted Burin extended de artment o eratin hours; based on availabili 2 After-hours available for Classification 6 activities; full cost recove a Re wires additional cost for securi screenin b Oran a Coun Sheriffs De artment a On site Coun Personnel re wired; see fee schedule for associated fees Orange County Facilities Use Policy Page 11 of 18 34 lJse of these facilities requires written authorization of de artment head or County Mana er Use Code 1: County Departments ,affiliates and non-affiliates for public purposes Use Code 2: Used upon written permission by the County Manager or designee Use Code 3: Used only by County Departments; or with written permission by Department Head Use Code 4: Political events as defined by this policy Use Code 5: County Departments, affiliates and non-affiliates for social and recreational uses for public purpose events Use Code 6: Social/recreational purposes by private parties for events not meeting the public purpose definition Meeti Room Identifier Location Use Code After-hours Use ermined Operating Hours Use ermined 5 John M. Link Jr Government Services Center 200 s.cameron Street, Hillsborou h LINK-Mana er's Small Conference 3 LINK-Conference 3 LINK-HR Conference 3 LINK-Co. Attorne Conference 3 Se mOUr Center 2551 Homestead Road, Chapel Hill Theater 3 Conference Room 3 Skills Develo ment Center 501 West Franklin Street, Chapel Hill SDC-Classroom 1 2 SDC-Classroom 2 2 SDC--Classroom 3 2 SDC-Classroom 4 2 West Cam US Office BUiIC>f%n 131 W. Margaret Lane, Hillsborou h WCOB; 302 3 WCOB; 202 3 ' Use ermitted Burin extended de artment o eratin hours; based on availabilit z After-hours available for Classification 6 activities; full cost recovery s Requires additional cost for securi screenin b Oran a Coun Sheriffs Department a On site Coun Personnel required; see fee schedule for associated fees Orange County Facilities Use Policy Page 12 of 18 35 2. Grounds and Parks Locution Identified Locution Use Code Amenities Picnic Shelter Cedar Grove Park 5,6 13 picnic tables-2 grills, lighting, electrici Ballfields 2 Cedar Grove Park 5,6 li hted fields Multi ur use 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, lighting, electrici Small Picnic Shelter Efland Cheeks Park 5,6 4 picnic tables, 2 grills, lighting,. electrici 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 Communi Center Efland Cheeks Park 5,6 Soccer fields 5 Euros ort Soccer Center 6 5 lighted full size fields, one practice field Picnic Shelter Little River Re Tonal Park 5,6 12 picnic tables, 1 grill, restrooms, electrici ,water, li htin Small Picnic Shelter Little River Re Tonal Park 5,6 6 picnic tables, 1 grill, restrooms, electrici ,water, li htin Grou Cam Site Little River Re Tonal Park 6 6 tent sites Picnic Shelter River Park/ 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, electricit Central Recreation Center 300 W. T on St. Activit Room 1 5,6 G m 5,6 Lawn area Old Courthouse 2,4 None Front ste s New Courthouse 2,4 None Orange County Facilities Use Policy Page 13 of 18 36 Attachment 2 Reservation and Cancellation Procedures I. Reservation and Cancellation Procedures A. Reservation. 1. A completed Application for Facility Use is required for all reservations. 2. A Notice of Reservation Approval/Disapproval will be provided to the requestor within three business days following receipt of the completed Application. An approved Application 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 be issued for indoor facility or picnic shelter permits if 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. Facility Reservations extending past operating hours will be subject to an hourly fee for on-site personnel, as provided in Section 5.2 of the Facilities Use Policy. 8. 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. Orange County Facilities Use Policy Page 14 of 18 37 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. B. Cancellations. 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. Orange County will endeavor to provide no less than 48 hours notice for any reservation that must be cancelled. 3. Written cancellations for Category 6 reservations received by Orange County two weeks or more prior to the event will be refunded entirely except for a $25 administrative fee. .Written cancellations for Category 6 reservations within seven days prior to the event will be refunded 50% of the reservation amount. Written cancellations received less than 48 hours prior to the event will not be refunded. 4. Written cancellations for all other Use Categories will be refunded, minus a $20 administrative fee, within 30 days of cancellation notice, if received within 24 hours of the reservation c. Reservations and cancellations for County facilities may be made on line at www.co.orange.nc.us/meetingrooms or by faxing an Application for Facility Use to (919) 644-3001 (on-line preferred). Orange County Facilities Use Policy Page 15 of 18 38 Attachment 3 Department of Environment, Agriculture, Parks and Recreation Process for Addressing Requests to Visit, Analyze or Construct at Lands Legacy Sites (Enacted July 28, 2006) This process addresses requests to visit, evaluate, conduct field research, or construct any type of structure on sites that are held in fee-simple and managed by the Lands Legacy Program. This policy does not cover firms or persons that are under contract to perform design, research or construction activities for the County on these sites (such as park engineering or construction). Upon receipt of a request to pursue the above activities, DEAPR staff will: 1. Advise the person(s) inquiring that the County has a form (attached) and process for evaluating such requests, and will do so as soon as practicable. 2. Upon receipt of a request, the DEAPR Director will be informed of the inquiry. 3. Depending of the type of request, the DEAPR Director or designee will: a. Inform appropriate departmental staff {the Land Conservation Manager, Cultural Resources Specialist, Landscape Architect, Parks Superintendent,) of the request and solicit their feedback; b. As needed and depending on the type of request, inform the appropriate other entities (County Manager, Asset Management Director, or other related department head) to advise of the request and solicit feedback; and/or c. Consider the implications and desirability of the request and formulate an appropriate response. 4. The DEAPR Director or designee will apprise other departmental staff of the planned response, and as needed inform the County Manager, Asset Management Director or other department head (depending on the type of request). 5. In general, requests for site visits and field reconnaissance will be approved by the DEAPR Director. Requests for construction, intensive research, any type ofearth-moving or digging, testing or use of other equipment brought to the site will be shared with the County Manager and other related department heads as above. These types of requests may require a longer consideration time prior to a response. 6. The person(s) making the request will be informed of the answer, apprised of any parameters or conditions within which the request may be granted, and provided any waiver forms or other Orange County Facilities Use Policy Page 16 of 18 39 paperwork required before the activity may occur. Generally, applicants must provide copy of a valid Certificate of Insurance showing liability and worker's compensation coverage of the sponsoring agency as it respects the proposed activities. Orange County Facilities Use Policy Page 17 of 18 40 Attachment 4 Proposed Fee Schedule effective July 1, 2011 Fee Descri tion Bosis User Fees Non- Resident Resident hourly Use Fee exce t for classification 5 and 6, or as otherwise sti ulated in Polic ~ fee $10 $20 Great Hall or Ballroom Senior Centers ,exce t class 6 flat fee $75 $125 hourly Class 5 Use Fee; includes use, kitchen fee3 and on-site ersonnel fee $50 N/A hourly Class 6 Use Fee; includes use, kitchen fee3 and on-site ersonnel fees fee $125 $175 hourly On-site ersonnel z fee $15 $20 Kitchen Use 3 senior centers onl flat fee $25 $50 Securi De osit; class 6 onl flat fee $100 $100 hourly Cleanin /lock u /utili fee fee $25 $25 (does not include Parks and Recreation fees, which have been previously a proved b Count Commissioners Fee for each hour room is used; 30 minutes allowed for setup/breakdown at no fee. z Required for all Class 6 reservations; and if reservation is made for non-business hours 3 Kitchen use includes use of kitchen for warming food, (no cooking). Does not include use of dishes, cutlery, lassware, table linens, etc. Orange County Facilities Use Policy Page 18 of 18