HomeMy WebLinkAboutAgenda - 09-04-2014 - 6lORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 4, 2014
Action Agenda
Item No. 6 -1
SUBJECT: Facilities Use Policy Amendment for Inclusion of Whitted Meeting Facilities
DEPARTMENT: Asset Management Services, PUBLIC HEARING: (Y /N) No
County Attorney
ATTACHMENT(S): INFORMATION CONTACT:
1) Facilities Illustration Jeff Thompson, (919) 245 -2658
2) Orange County Facilities Use Policy Annette Moore, (919) 245 -2317
— Proposed Amendment 9/4/14 Alan Dorman, (919) 245 -2627
PURPOSE: To consider amending the County's Facilities Use Policy to recognize and govern
the new Whitted Meeting Facilities.
BACKGROUND: On May 17, 2011 the Board of County Commissioners approved the County
Facilities Use Policy. The Policy resulted from the Board's November 2010 review of the 1999
policy, Board comment, and collaboration within an inter - departmental work group consisting of
representatives of the following departments: Aging, Animal Services, Asset Management
Services, 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 new Whitted Meeting Facilities consist of room 230 (the large meeting room), room 235
(the Commissioner conference room), multi - purpose rooms 220, 240, and 250, and the storage
room 210 adjacent to the freight elevator. Attachment 1, "Facilities Illustration ", highlights these
areas.
All of the facilities are located on the 2"d floor of the Whitted "A" Building. The entire facility less
the storage room 210 and the Commissioner conference room 235 will be open and accessible
during the normal business day between 8:00 a.m. and 5:00 p.m.
Attachment 2, "Orange County Facilities Use Policy Proposed Amendment 9/4/14 ", highlights
the amendments relating to the Whitted Meeting Facilities in section 10.1 of the policy.
I
Staff recommends the following amendments for the Board's consideration to incorporate the
new Whitted Meeting Facilities:
1. Allow the main meeting room (room 230), and the multi - purpose rooms (rooms 220, 240,
and 250) to be incorporated as and governed by the following use availability codes:
a. Use code 1 — County Departments, Affiliates, and Non - Affiliates for public
purposes;
b. Use code 5 — County Departments, Affiliates, and Non - Affiliates for social and
recreational uses for public purpose events;
c. Use code 6 - Social /recreational purposes by private parties for events not
meeting the public purpose definition. This use code covers reservations by non -
County affiliated groups for non - public purpose events (such as wedding
receptions, birthday parties, anniversary parties, etc.).
2. Allow rooms 230 (main meeting room) and the multi- purpose rooms (rooms 220, 240,
and 250) to be available after normal business hours for non - County use and follow the
amended Section 10.1 of the Policy.
3. Allow the existing Policy rules and procedures (reservations, special requirements, fees,
deposits, and use conditions) to be applied to the Whitted Meeting Facilities.
Asset Management Services will manage the reservations for the Whitted Meeting Facilities.
This policy is recommended for implementation immediately upon approval in order that staff
can accommodate current and future requests for the facilities.
The overall Facilities Use Policy is being reviewed as part of the Space Study Work Group's
scope. Updates to the Policy may be recommended to the Board for consideration in March
2015.
FINANCIAL IMPACT: Should the Board approve this or other Policy amendments with regard
to the Whitted Meeting Facilities, additional fee revenue will be projected and will be included
within Budget Amendment #1. This Budget Amendment is scheduled to be presented to the
Board during its September 16, 2014 regular meeting.
3
RECOMMENDATION(S): The Manager recommends the Board approve amendments to the
County's Facilities Use Policy to recognize and govern the new Whitted Meeting Facilities in the
following manner:
1. Allow the main meeting room (room 230), and the multi - purpose rooms (rooms 220, 240,
and 250) to be incorporated as and governed by the following use availability codes:
a. Use code 1 — County Departments, Affiliates, and Non - Affiliates for public
purposes;
b. Use code 5 — County Departments, Affiliates, and Non - Affiliates for social and
recreational uses for public purpose events;
c. Use code 6 - SociaVrecreationaI purposes by private parties for events not
meeting the public purpose definition.
2. Allow rooms 230 (main meeting room) and the multi - purpose rooms (rooms 220, 240,
and 250) to be available after normal business hours for non - County uses and are
depicted in the amended Section 10.1 of the Policy.
3. Allow the existing Policy rules and procedures (reservations, special requirements, fees,
deposits, and use conditions) to be applied to the Whitted Meeting Facilities.
ulti - pupose Room
Room 220
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213
Attachment 1
Facilities Illustration
Ell ONEWMEJ
Main Meeting Room
Room 230
CORRIDOR
200
Dntrol Room
Multi- purpose
Room 243 Room
—
Room 240
CORR/OOR
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-� v
Multi- purpose Room Restrooms
Room 210 Y°' Room 250
LO _y°5
4 '
STAIR
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5
Attachment 2
PROPOSED AMENDMENT 09/04/2014
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 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 any
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 or designee.
m
2.7 Public Purpose Activity. An activity in which the action or direction concerns,
affects, or is of benefit to Orange County or the Orange County community.
2.8 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 a for - 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 Section 10.0, "County Buildings, Grounds and Parks Covered
by Policy."
41 The County Buildings, Grounds and Parks Covered by Policy list, which may be
amended from time to time by the County Manager or 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
Orange County Facilities Use Policy Proposed Amendment September 4, 2014
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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
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 provided in Section 8.0,
Fees and Deposits.
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 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;
Orange County Facilities Use Policy Proposed Amendment September 4, 2014
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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
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 a county- 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 event.
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
Orange County Facilities Use Policy Proposed Amendment September 4, 2014
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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.
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
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 part 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.
62.1 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.
Orange County Facilities Use Policy Proposed Amendment September 4, 2014
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6.2.2 Individuals /groups reserving meeting rooms in County buildings shall be
responsible for setting up tables and chairs for their use; and for
returning the set up to the "standard room set up" as posted in each
meeting room. Only tables and chairs assigned to each meeting room
are available for use by the reserving group.
6.2.3 Public address systems proposed for use by an individual or group shall
not disrupt surrounding County or Court operations or disrupt neighbors
in any way. Individuals or groups will strictly observe any noise
ordinance in effect at the event location.
6.3 Ground Use.
6.3.1 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.
6.12 Power connections are available at some venues; utility fees may be
assessed for use.
6.3.3 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, Open Space Lands and Outdoor Recreational Facilities
6.5.1 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 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.
Orange County Facilities Use Policy Proposed Amendment September 4, 2014
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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 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
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 entitled "Procedures Governing the Operation of Orange
County Facilities," which shall include, but is not limited to the reservation and
cancellation procedures and any additional procedures for County facilities use
provided in Subsection 7.2, and shall be incorporated by reference into this
policy.
7.2 County Departments with the approval of the County Manager, may establish
additional procedures regarding the use of the buildings, grounds and
equipment that are within their control.
7.3 Material changes to the Procedures Governing the Operation of Orange County
Facilities 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.oranae.nc.us /meetinarooms.
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, 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.
Orange County Facilities Use Policy Proposed Amendment September 4, 2014
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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.
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
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.
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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
Marshal.
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 Proposed Amendment September 4, 2014
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10.0 County Buildings, Grounds and Parks Covered by Policy
in 1 Ridirlinnc
Reservations for non-County use accepted 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: Social /recreational purposes by private parties for events not meeting the public purpose definition
Operating
After- hours
Hours Use
Meeting Room Identifier
Location
Use Code
Use permitted
rmitted s
137 W Margaret Lane
Library —116
Hillsborough
1,5
x'
103 Meadowland Drive
Central Orange Senior Center
Hillsborough
Ballroom
1,5,6
x''2
Conference Room
1
x'
Aerobics Room
1,5,6
x'
131 W Margaret Lane
West Campus Office Building
Hillsborough
WCOB; 004
1
x4
x 5
WCOB; 009
1
x 4
x 5
WCOB; 011
1
x4
x 5
300 W Tryon Street
Whitted Human Services Center
Hillsborough
WHSC; 230 - -Main Meeting Room
1,5,6
x2'4
x 5
WHSC; 220--Multi-Purpose
1,5,6
x2
x 5
WHSC; 240--Multi-Purpose
1,5,6
x2
x 5
WHSC; 250 -- Multi- Purpose
1,5,6
x2
x 5
2551 Homestead Road
Seymour Center
Chapel Hill
Great Hall
1,5,6
x''2
Ash
1,5,6
x'
Birch
1,5,6
x'
Dogwood.
1,5,6
x'
Gathering Area
1,5,6
x''2
2501 Homstead Road
Southern Human Services Center
Chapel Hill
SHSC - -Board Room
1
x4
x5
SHSC - -Room C
1
x 4
SHSC - -Room D
1
x 4
' Use permitted during extended department operating hours; based on availability
2 After -hours available for Classification 6 activities; full cost recovery
3 Requires additional cost for security screening by Orange County Sheriffs Department
4 On site County Personnel required; see fee schedule for associated fees
5 Reservation Subordinate to County operational Needs
Orange County Facilities Use Policy Proposed Amendment September 4, 2014
Page 10 of 17
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Use of these facilities requires written authorization of
department head or County Manager
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 rivate parties for events not meeting the public purpose definition
Operating
After-hours
Hours Use
Meeting Room Identifier
Location
Use Code
Use permitted
permitted 5
Animal Services Center --
1601 Eubanks Road Chapel
Multi- Purpose Room
Hill
3,5,6
x'
x a
1207 Eubanks Road Chapel
4
5
Solid Waste Training Room
Hill
1
x
x
306 Revere Road
Environment Agriculture Center
Hillsborough
EAC- Conference
3
EAC -Food Lab
3
x 4
510 Meadowland Drive
Emergency Services
Hillsborou h
Emergency Services - -EOC
3
Emergency Services -- Tactical Center
3
228 S Churton Street
Gateway Center
Hillsborough
Gateway Center - -Bd of Equalization and
Review Room
3
Gateway Center - Register of Deeds
Conference Room
3
113 Mayo Street
Hillsborough Commons -Board Room
Hillsborough
3
100 East King Street
Historic Courthouse
Hillsborough
Historic Courthouse -- Courtroom
2
Historic Courthouse —Grand Jury Room
2
106 E Margaret Lane
Justice Facility
Hillsborough
Justice Facility--Mural Courtroom
2,4
x 3
Justice Facility--Courtroom 3
2
Justice Facility--Courtroom 4
2
Justice Facility--Hearing Room
2
Justice Facility--Battle Courtroom
2,4
x 3
Use permitted during extended department operating hours; based on availability
2 After -hours available for Classification 6 activities; full cost recovery
3 Requires additional cost for security screening by Orange County Sheriffs Department
4 On site Co un Personnel required; see fee schedule for associated fees
5 Reservation ubordinate to County uperatioTTal Needs
Orange County Facilities Use Policy Proposed Amendment September 4, 2014
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In
Use of these facilities requires written authorization of
department head or County Manager
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
Meeting Room Identifier
Location
Use Code
After- hours
Use permitted
Operating
Hours Use
permitted 5
Elections Conference Room
208 S Cameron Street
Hillsborough
3
John M. Link Jr Government
Services Center
200 S Cameron Street
Hillsborough
LINK--Manager's Small Conference
3
LINK -- Conference
3
LINK - -HR Conference
3
LINK - -Co. Attorney Conference
3
Seymour Center
2551 Homestead Road
Chapel Hill
Theater
3
Conference Room
3
Skills Development Center
501 W Franklin Street
Chapel Hill
SDC-- Classroom 1
2
SDC-- Classroom 2
2
SDC-- Classroom 3
2
SDC-- Classroom 4
2
West Campus Office Building
131 W Margaret Lane
Hillsborough
WCOB; 302
3
WCOB; 202
3
Use permitted during extended department operating hours; based on availability
2 After -hours available for Classification 6 activities; full cost recovery
3 Requires additional cost for security screening by Orange County Sheriffs Department
4 On site County Personnel required; see fee schedule for associated fees
e eserva ion u or Ana e to Counry uperationaTNeeTs
Orange County Facilities Use Policy Proposed Amendment September 4, 2014
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10.2 Grounds and Parks
Location Identifier
Location
Use Code
Amenities
Picnic Shelter
Cedar Grove Park
5,6
13 picnic tables - -2 grills, lighting,
electricity
Ballfields (2)
Cedar Grove Park
5,6
lighted fields
Multipurpose field
Cedar Grove Park
5,6
no lights
Basketball courts
Cedar Grove Park
5,6
lighted fields
Picnic Shelter
Efland Cheeks Park
5,6
10 picnic tables, 4 grills, lighting,
electricity
Small Picnic Shelter
Efland Cheeks Park
5,6
4 picnic tables, 2 grills, lighting,
electricity
Basketball courts
Efland Cheeks Park
5,6
lighted courts
Ballfield
Efland Cheeks Park
5,6
lighted field
Ballfields (2)
Efland Cheeks Park
5,6
No lighting
Community Center
Efland Cheeks Park
5,6
Soccer fields (5)
Eurosport Soccer Center
6
5 lighted full size fields, one practice
field
Picnic Shelter
Little River Regional Park
5,6
12 picnic tables, 1 grill, restrooms,
electricity, water, lighting
Small Picnic Shelter
Little River Regional Park
5,6
6 picnic tables, 1 grill, restrooms,
electricity, water, lighting
Group Camp Site
Little River Regional Park
6
6 tent sites
Picnic Shelter
River Park/ Public Market
House
5,6
6 picnic tables, electricity,
restrooms, lighting
Ballfield
Fairview Park
5,6
Lighted field
Basketball Courts 2
Fairview Park
5,6
Lighted courts
Tennis Courts (3)
Fairview Park
5,6
Lighted courts
Picnic Shelter
Fairview Park
5,6
10 picnic tables - -2 grills, lighting,
restrooms, electricity
Central Recreation Center
300 W. Tryon St.
Activity Room 1
5,6
Gym
5,6
Lawn area
I Old Courthouse
2,4
None
Front steps
I New Courthouse
2,4
None
Orange County Facilities Use Policy Proposed Amendment September 4, 2014
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Attachment 2
Procedures Governing Operation of Orange County Facilities
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 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 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.
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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 cancel any reservation. 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. Procedures 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. 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 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.
B. Upon receipt of a request, the County Manager or designee will be informed of
the inquiry.
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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 the proposed activities.
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Attachment 2
Proposed Fee Schedule effective July 1, 2011
Fee Description
Basis
User Fees
Non -
Resident
Resident
hourly
Use Fee (except for classification 5 and 6, or as otherwise stipulated in Policy)
fee
$10
$20
Great Hall or Ballroom Senior Centers), except class 6
flat fee
$75
$125
hourly
Class 5 Use Fee; includes use, kitchen fee 3 and on -site personnel
fee
$50
N/A
hourly
Class 6 Use Fee; includes use, kitchen fee 3 and on -site personnel fees
fee
$125
$175
hourly
On -site personnel 2
fee
$15
$20
Kitchen Use 3 (senior centers only)
flat fee
$25
$50
Security Deposit; class 6 only
flat fee
$100
$100
hourly
Cleaning/lock up/utility fee
fee
$25
$25
(does not include Parks and Recreation fees, which have been previously
approved by County 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,
glassware, table linens, etc.
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