HomeMy WebLinkAboutAgenda - 06-07-2011 - 5oORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 7, 2011
Action Agenda
Item No. ~ - O
SUBJECT: Facilities Use Policy Amendment and Revisions
DEPARTMENT: Asset Management Services/ PUBLIC HEARING: (Y/N) No
County Attorney
ATTACHMENT(S):
Facilities Use Policy -Mark up Copy
Procedures Governing Operation of
County Facilities
INFORMATION CONTACT:
Pam Jones, Asset Management, (919)
245-2652
Annette Moore, Staff Attorney, (919)
245-2317
PURPOSE: To consider an amendment to the County's Facilities Use Policy; repealing the
Ordinance Regulating Parks and Recreation in Orange County; and directing the Proposed
Meeting Room and Senior Center Fee Schedule be incorporated into the County Manager's
Recommended Operating Budget for FY 2011-2012.
BACKGROUND: The Board of Commissioners approved adoption of a County's Facility Use
Policy on May 17, 2011. The Board requested that staff bring back a recommended
amendment to the Facility Use Policy that would include creating a manner by which small
groups, within specific parameters, might use County facilities at no cost during business hours.
Staff is recommending the following amendments to the Facility Use Policy:
Amendment 1: Definition of small group:
2.8 Small Group. Volunteer groups, non-profit organizations or associations of
twenty (20) or less people who the majority of are either residents or
people who work in Orange County. A small group does not include afor-
profit commercial or business group.
Amendment 2: Waiver of fees for small groups:
8.1.4 Fees shall be waived for small groups, as defined in Section 2.8, who utilize
conference or classroom facilities to hold meetings during the facilities'
normal business hours, for a maximum of two (2) hours, no more than one
time each month, subject to availability of the space. Reservations are
subordinate to County programs. Fees may be charged to small groups as
provided in Sections 6.0 and 8.3.
The Board also directed staff to incorporate the modifications to the Facility Use Policy approved
by the Board at the May 17th meeting. Staff has incorporated the modifications as the Board
requested -some items have been moved for clarity but the text has not changed and other
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items have been deleted or added to address the changes made by the Board. The following
modifications have been incorporated into the Facility Use Policy:
^ Including references to related provisions within the Policy and ensuring they are
cross-referenced for greater clarity;
^ Consistent use of gender neutral language;
^ Language has been added to clarify that cancellations without notice will only occur
under extraordinary or emergency situations. Programs are generally decided well in
advance and will be entered into the calendar so a clear and reliable view of
available space will be reflected. In the unlikely event a room is needed for an
unscheduled County program and creates conflict with a reservation, staff will work
with the person or group reserving the space to ensure their needs for meeting space
are met in a fair and equitable manner;
^ Adding a provision allowing the posting of political signs on County property at the
site of and during a precinct meetings and political convention has been added;
^ Explanation of Footnote #5 on the Facilities Inventory has been added to indicate
reservations during operating hours are subordinate to County programs that are
scheduled in the space;
^ Incorporating any additional department procedures for specific facility use into one
document, approved by the County Manager;
^ Clarify park facilities are available without reservations for normal use; and
^ Allow payment of fees with credit card.
In addition, as indicated on May 17, 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. This Policy would supersede any ordinance or policy related to facilities
use.
Finally, the staff is recommending that the Board approve the County Manager adding the
Meeting Room and Senior Center Facility Use Fee Schedule to the FY 2011-12 Recommended
Operating Budget.
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 tion Bosis User Fecs
Resident Non-Resident
Use Fee (except for classification 5 and 6, or as otherwise
sti ulated in Polic '
hour) fee
$10
$20
Small groups, as defined in Section XX.XX two-hour maximum
use no more than 1 time er month
$0
$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 Uses senior centers onl flat fee $25 $50
Securit De osit; class 6 onl flat fee $100 $100
Cleanin /lock u /utilit fee hour) fee $25 $25
Fee for each hour room is used; 30 minutes allowed for setu /breakdown at no fee.
z 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 amendments to the
Facilities Use Policy, 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.
Attachment 1 4
O-range 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 or cancel 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 ariy
other amenities as identified in ~~°^"^~°^* Section 10.0, 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 o r 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.
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2.8 Small Group. Volunteer groups, non-profit organizations or associations of
twenty (20) or less people who the majority of are either residents or people
who work in Orange County A small group does not include afor-profit
commercial or business group.
2.9 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 ~~~^~R Section 10.0, "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 #+s 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
Code Use Availability
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
Orange County Facilities Use Policy Updated June 1, 2011
Page 2 of 17
6
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
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 ;~; es~~t~-~~- f~~
c~ho•MJ~Jo (A++~nhmon~ il\ ..,.n .,.,.,~., provided in Section 8.0, Fees and Deposits.
v • •uu
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 o-r 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 #ES 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 The selling of food, concessions, or merchandise on County property is
prohibited, except for 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 authorized, food vending services must be provided
Orange County Facilities Use Policy Updated June 1, 2011
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in accordance with Orange County Division of Environmental Health
-Regulations.
5.1.3 Tobacco use including smoking, chewing, etc.(except in designated
areas);
5.1.4 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);
5.1.5 All illegal drugs and any other illegal substances;
5.1.6 Illegal gambling;
5.1.7 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.
5.1.8 Animals of any kind except service animals, those associated with a
county-sponsored program or animals in County Parks on leashes
unless expressly prohibited;
5.1.9 The use of profanity, offensive language and profane gestures, fighting
or other assaultive behavior; and
5.1.10 Use of motorized vehicles, except on designated roadways and parking
areas.
5.1.11 Skateboarding, except in designated 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, use of metal
detectors 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 evenf.
5.1.16 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 user secures 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.
5.1.17 Fees for entry into any grounds, facilities or parks.
Orange County Facilities Use Policy Updated June 1, 2011
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8
5.2 Programs or activities may not begin prior to 8:00 a.m. and must conclude by
10:00 p.m. unless written permission is granted by the County Manager or #i-s
designee. Overnight camping is allowed in designated areas in some
recreational facilities with advance written permission.
5.3 Facility Clean Up. Users, including County departments, are responsible for all
facility clean-up, which include but are not limited to, collection and removal of
trash and recyclables during and at the conclusion of the event
and leaving it in an area designated for pick up.
5.3.1 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.
5.3.2 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.
5.3.3 Waste receptacles will be made available to users. Only trash generated
as pa-rt of the event may be deposited in County trash receptacles; all
other use is prohibited
5.4 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.
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
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
Orange County Facilities Use Policy Updated June 1, 2011
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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 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.
6.3.2 Power connections are available at some venues; utility fees may be
assessed for use.
6.3.3 Marked protection areas for geo#hermal 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, Open Space Lands and Outdoor Recreational Facilities
6.5.1 TF~i~ ni+lin~i "F~:l~i~rv°~S~°-~~ .,~+rL .+nrl ronre +' I ~ '1'+' irlen+i
r ~
e++.,,.h.„e„+ ~ . 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 ~
provided in Subsection 7.1, Procedures
Governing the Operation of Orange County Facilities.
6.5.2 Parks, outdoor recreational facilities and their amenities may be used on
a first come first served basis, unless closed or reserved pursuant to this
policy. Persons having reservations shall have priority use of the park
outdoor recreational facility or amenity over those without reservations
6.6 Signage. Banners or signs may be posted on specified grounds by as provided
below. Banners and signs must be removed by the next business day after
reservation ends.
6.6.1 Advertisement for private purposes in the form of flyers, posters, signs,
placards, stickers,. etc are prohibited, except as approved in writing by
the County Manager or #is designee. Temporary signs of an
informational or directional nature may be erected on site for an
approved event, during the day of the event.
6.6.2 No political campaign signs promoting candidates running for office are
to be posted on County property; except signs may be posted within 24
Orange County Facilities Use Policy Updated June 1, 2011
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10
hours of Election Day, no closer than 50 feet from the main entrance of a
County owned facility designated as an election polling site or may be
posted in conjunction with an activity permitted in Section 3.3.
6.6.3 No posters, banners or other material may be attached to trees on
grounds or parks or to any portion of a facility in a manner that would
cause damage.
7.0 Facility Operation Procedures.
7.1 The County Manager shall authorize the development of an operating
procedures manual r"argo~~~- "~ ~„°r~~i~n „f f,,.;r+co~• entitled "Procedures
Governing the Operation of Orange County Facilities." which shall include, but
is not limited to the reservation and cancellation procedures e# and any
additional procedures for County facilities use provided in Subsection 7.2, and
shall be aftas~ied-arid incorporated by reference into this policy.
7.2 County Departments with the approval of the County Manager, may establish.
additional procedures t~di~ regarding the use of the buildings, grounds and
equipment that are witf~in their control.
7.3 Material changes to the Procedures Governing the Operation of Orange County
Facilities ad~+r}is#a+~~~--rah 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 upda#ed 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 cash1 of money order or properly authorized credit
card.
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 shall be waived for small Groups, as defined in Section 2.8. who utilize
conference or classroom facilities to hold meetings during the facilities'
normal business hours for a maximum of 2 hours no more than one time
each month, subject to availability of the space_ Reservations are
subordinate to County programs. Fees may be charged to small groups as
provided in Sections 6.0 and 8.3.
Orange County Facilities Use Policy Updated June 1, 2011
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8.1.5 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.
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
°#~ac#rxler~-~ Procedures Governing Operation of Orange County
Facilities, 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.
Orange County Facilities Use Policy Updated June 1, 2011
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9.4 Compliance with Fire Gode. 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.
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 Updated June 1, 2011
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10.0 County Buildings, Grounds and Parks Covered by Policy
10.1 Buildings
Reservations for non-Coun use alcce 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: SociaVrecreational purposes by private parties for events not meeting the public purpose definition
Meeti Room Identifier
Location
Use Code
After-hours
Use ermined Operoting
Hours Use
ermined 5
Libra -116 1,5 x'
Central Oran a Senior Center 103 Meadowlands Dr,
Hillsborough
Ballroom T,5,6 x'~Z
Conference Room 1 x'
Aerobics Room 1,5,6 x'
West Cam US Off%Ce BU%ld%n 131 W. Ma aret Lane
WCOB; 004 1 x4 x 5
WC06;009 1 x 4 x s
WCOB; 011 1 x4 x s
Se mour Center 2551 Homestead Road,
Chapel Hill
Great Hall 1,5,6 x'~Z
Ash 1,5,6 x'
Birch 1,5,6 x'
Do wood 1,5,6 x'
Gatherin Area 1,5,6 x'~Z
Solid Waste Trainin Room Eubanks Road, Chapel
Hm
1
x 4
x s
Southern Human Services Center 2501 Homstead Road,
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--
Multi Pur ose Room 1so1 Eubanks Road,
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
a Re wires additional cost for securit screenin b Oran a Count Sheriffs Department
a On site Count Personnel r wired; see fee schedule for associated fees
s Reservation ubor mate to County Operations Needs..
Orange County Facilities Use Policy Updated June 1, 2011
Page 10 of 17
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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 Operoting
- Use Hours Use
Meetin Room Identifier ' Lacvtion (Jse Code ermined ' ermined 5
Environment A riculture Center 306 Revere Road
Hillsborou n
EAC-Conference 3
EAC-Food Lab 3 x a
Elections Conference Room 208 S. Cameron Street
Hillsborough
3
Emer ency Services 510 Meadowlands Drive;
Hillsborou n
Emer enc Services--EOC 3
Emer enc Services-Tactical Center 3
Gatewa Center 208 S. Churton Street,
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
Historic Courthouse 100 East King Street;
Hillsborough
Historic Courthouse-Courtroom 2
Historic Courthouse-Grand Jury
Room 2
406 East Margaret Lane;
Justice Facilit Hillsborough
Justice Facilit --Mural Courtroom 2,4 x s
Justice Facilit -Courtroom 3 2
Justice Facilit -Courtroom 4 2
Justice Facili 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
s 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
s eservation u or mate to ounty perationa ee s
Orange County Facilities Use Policy Updated June 1, 2011
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15
Use of these facilities requires written authorization of
de artment head or Goun 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
Meeti Room Identifier
Location
Use Code
After-hours
Use ermined Operating
Hours. Use
ermined 5
John IVI. 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
Seymour Center 2551 Homestead Road,
Chapel Hill
Theater 3
Conference Room 3
Skills Development 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 Bui/din 131 W. Margaret Lane,
Hiiisborou h
WCOB; 302 3
WCOB; 202 3
Use ermitted Burin extended de artment o eratin hours; .based on availabili
Z After-hours available for Classification 6 activities; full cost recovery
s Requires additional cost for security screenin b Orange County Sheriffs De artment
° On site County Personnel required; see fee schedule forassociated fees
s eserva ion u or ma e o oun y pera Iona ee s
Orange County Facilities Use Policy Updated June 1, 2011
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16
10.2 Grounds and Parks
Location 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 kited fields
Multi ur ose field Cedar Grove Park 5,6 no li kits
Basketball courts Cedar Grove Park 5,6 li kited 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 kited courts
Ballfield Efland Cheeks Park 5,6 li kited 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 kited field
Basketball Courts 2 Fairview Park 5,6 - Li kited courts
Tennis Courts 3 Fairview Park 5,6 Li ted 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 steps New Courthouse 2,4 None
Orange County Facilities Use Policy Updated June 1, 2011
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17
QAC~e1~w~w~i~1r~ wr~d /~wr~wwllwf' ~ .1
.. w ~^
Procedures Governing Operation of Orange County Facilities
I. Reservation and Cancellation Procedures
A. Reservation.
Attachment 2
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 #~+s designee.
4. No group may reserve facilities continuously so 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 8.0 of the Facilities
Use- Policy.
8. Parks and Recreational Facilities.
a. Areas within or adjoining parks and recreational facilities as identified
in A~~t Section 10.0, Orange County Facilities Use Policy, or
on park properties such as a meadow or open field may be reserved
as long as the proposed activity is determined by the County
Manager or designee to be appropriate use of that area.
Orange County Facilities Use Policy Updated June 1, 2011
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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.
Orange County reserves the right to ~a~ke cancelta#lees e# any reservation.
~* °'* °^7e. Orange County will try to limit cancellations to extraordinary and
emergency situations. Prior to cancelling event Orange County reserves the
-right to move the event to another substantial similar County facility If a
substantially similar location is unavailable all reservation/damage deposits
and usage fees will be returned in full. Any cancellation notice will be issued
as far in advance as possible.
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).
II. P-rocedures for Lands Legacy Sites. These procedures address 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. T-his 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 named activities, County
Manager or designee will:
A. Advise the person(s) inquiring that the County has a process for evaluating
such requests, and will do so as soon as practicable.
Orange County Facilities Use Policy Updated June 1, 2011
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19
B. Upon receipt of a request, the County Manager or designee will be informed of
the inquiry.
C. Depending of the type of request, the County Manager or designee will:
1. Inform appropriate. departmental staff (the Land Conservation Manager,
Cultural Resources Specialist, Landscape Architect, Parks Superintendent,)
of the request and solicit their feedback;
2. 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
3. Consider the implications and desirability of the request and formulate an
appropriate response.
D. The County Manager 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).
E. In general, requests for site visits and field reconnaissance will be approved by
the County Manager or designee. Requests for construction, intensive
research, any type of earth-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.
F. 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 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 tFre proposed activities.
Orange County Facilities Use Policy Updated June 1, 2011
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20
Attachment 2
Proposed Fee Schedule effective July 1, 2011
Fee Descri tion Basis User Fees
Non-
Resident Resident
Use Fee except for classification 5 and 6, or as otherwise sti ulated in Polic ~ hourly
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 personnel hourly
fee
$50
N/A
Class 6 Use Fee; includes use, kitchen fee3 and on-site ersonnel fees hourly
fee
$125
$175
2
On-site ersonnel hourly
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
ap roved 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 Updated June 1, 2011
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