HomeMy WebLinkAboutAgenda - 11-02-2017 - 6-b - Facilities Use Policy Amendment for Inclusion of Community Center Facilities and Fee Schedule Changes 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 2, 2017
Action Agenda
Item No. 6-b
SUBJECT: Facilities Use Policy Amendment for Inclusion of Community Center Facilities
and Fee Schedule Changes
DEPARTMENT: Asset Management Services,
County Attorney
ATTACHMENT(S): INFORMATION CONTACT:
Jeff Thompson, 919-245-2658
1) Orange County Facilities Use Annette Moore, 919-245-2317
Policy Proposed Amendment Alan Dorman, 919-619-8859
(Clean Version)
2) Orange County Facilities Use
Policy Proposed Amendment
(Mark-up Version)
3) Advisory Board Meeting Overflow
Policy
UNDER SEPARATE COVER
4) Presentation and Community
Center Operating Agreements—
Available at the Following Link:
http://www.orangecountync.gov/dep
artments/asset management servi
ces (ams)/Comm®Center-Agree.pdf
PURPOSE: To consider amending the County's Facilities Use Policy to:
1) recognize and govern the recently renovated Cedar Grove, Efland Cheeks and Rogers
Road Community Centers;
2) update reservation, operations, and cancellation processes;
3) update the Fee Schedules for non-Parks and Recreation spaces;
4) address the requirement to ensure adequate meeting space for advisory and quasi-judicial
boards according to the Advisory Board Meeting Overflow Policy, dated November 1,
2016; and
5) update the guidelines regarding the availability and sale of alcoholic beverages on County
premises.
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BACKGROUND: On May 17, 2011 the Board of Orange County Commissioners ("BOCC")
approved the County Facilities Use Policy that resulted from the Board's November 2010 review
of the 1999 policy draft, BOCC comment, and collaboration consisting of County departmental
representatives. On September 4, 2014, the Board of Orange County Commissioners approved
the first amendment to this policy that integrated the Whitted Meeting Facilities spaces.
The proposed second amendment of the Facilities Use Policy (Attachment 1) is a result of a
collaborative, inter-departmental work group consisting of representatives of the following
departments: Aging, Asset Management Services, Board of Orange County
Commissioners' Office, County Manager's Office, County Attorney's Office, Environment,
Agriculture, Parks and Recreation (DEAPR), Financial Services, Information Technologies, and
the Orange County Library. The review of the Facilities Use Policy was conducted over a
period of two years as a result of the 2014-15 Space Study Work Group and end users
interested in generally improving the policy in addition to integrating newly available facilities.
The recommended amendments address the following additional operating guidelines:
Community Center Integration
Recommended amendments relating to the addition of Community Centers are highlighted in
section 10.1 (pages 10 and 11) of the policy recommendation. These highlights pertain to space
use and availability designations in conformance with similar public facilities that are currently
governed by the Facilities Use Policy. Staff also recommends that the individual Center
operating agreements below be recognized and integrated within the amended Facilities Use
Policy.
Rogers Eubanks Neighborhood Association (RENA) Operating Agreement.
On February 18, 2014, the Board of County Commissioners approved entering into operating
agreement with non-profit organization Rogers Eubanks Neighborhood Association (RENA) for
the operation of the County's Rogers Road Community Center (link to this Operating
Agreement: http://www.orangecountync.gov/departments/asset management services (ams)/C
omm®Center-Agree.pdf). This agreement stipulates operating hours and conditions reflected in
the updated Facilities Use Policy.
RENA will operate and staff the Rogers Road Community Center Monday through Friday,
between 10AM to 7PM, and on Saturday between 10AM to 6PM. The Rogers Road Community
Center is available for rentals from Monday through Friday, between 7:30PM to 11PM, and
between 7AM to 11PM on Sunday.
Cedar Grove Neighborhood Association (CGNA) Operating Agreement.
On June 20, 2017, the Board of County Commissioners approved entering into operating
agreement with non-profit organization Cedar Grove Neighborhood Association (CGNA) for the
operation of the County's Cedar Grove Community Center (link to this Operating
Agreement: http://www.orangecountync.gov/departments/asset management services (ams)/C
omm®Center-Agree.pdf). This agreement stipulates operating hours and conditions reflected in
the updated Facilities Use Policy.
CGNA will operate and staff the Cedar Grove Community Center Monday through Friday,
between 10AM to 7PM. The Cedar Grove Community Center is available for rentals Monday
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through Friday, between 7:30PM to 11:00PM, and on Saturdays and Sundays between 7AM to
11PM.
United Voices of Efland Cheeks (UVEC) Operating Agreement.
On June 20, 2017, the Board of County Commissioners approved entering into operating
agreement with non-profit organization United Voices of Efland Cheeks (UVEC) for the
operation of the County's Efland Cheeks Community Center (link to this Operating
Agreement: http://www.oranciecountync.covidepartments/asset management services (ams)/C
omm®Center-Agree.pdf). This agreement stipulates operating hours and conditions reflected in
the updated Facilities Use Policy.
UVEC will operate and staff the Efland Cheeks Community Center Monday through Friday,
between 10AM to 7PM. The Efland Cheeks Community Center is available for rentals Monday
through Friday, between 7:30PM to 11:00PM, and on Saturdays and Sundays between 7AM to
11PM.
The Department of Environment, Agriculture, Parks & Recreation will manage the reservations
for the Community Centers during available times contemplated in the amended Policy. This
policy is recommended for immediate implementation upon approval, in order that staff can
accommodate current and future requests for the facilities.
Fee Adjustments
Staff proposes the following amendments for the Board's consideration to incorporate the
proposed fee schedule changes as described in Attachment 1, page 17. Staff notes that the
overwhelming majority of County facility use governed by this policy supports County operations
and programs that are not assessed any fees. The proposed amendments are designed to
streamline the very small of proportion of resident and non-resident use that falls outside of
County operations and programs.
1. The amendment proposes a single use fee for both resident and non-resident users that,
in most cases, is equal to the non-resident rate from the previous policy. The average
proposed fee reduction is 13% (see Attachment 2, "Orange County Facilities Use Policy
Proposed Amendment (Mark-up Version)", page 28). As an illustration, FY 16-17 budget
for these categories was $2,000 and the actual fees generated was $957.50
2. Previous versions of the Facility Use Policy had different fees for residents and non-
residents, which were confusing for both residents and non-residents and were difficult to
administer.
3. Continue to allow users 30 minutes prior to event to setup/breakdown space with no fee
attached;
4. Allow the Use Fee be waived for County Departments and other associated public
purpose groups (schools, supported outside agencies, etc.) for social and recreational
uses for public purpose events;
5. Allow the social or recreational purposes by private parties for events not meeting the
public purpose definition to include use fee, applicable kitchen use fee (Department on
Aging Centers only) and On-site Personnel fees when applicable, and imposing the
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separate hourly Cleaning/Lock up/Utility Fee when applicable; and
6. Continue to recognize the separate Parks and Recreation fee schedule, which have been
previously approved by County Commissioners.
Operations Adjustments
Staff proposes the following amendments for the Board's consideration to incorporate the
proposed operational changes in Attachment 1, pages 1 and 4:
1. Allow the use to be changed from affiliate to associate;
2. Allow hours of operation be extended to 7AM to 11 PM; and
3. Allow the procedures for Lands Legacy Sites to remain a separate policy.
Reservation Adjustments
Staff proposes the following amendments for the Board's consideration to incorporate the
proposed reservation changes in Attachment 1 , pages 15 and 16:
1. Allow submission of completed application and applicable fees to serve as conditional
approval of the reservation. If user is paying with cash, a call to the space administrator
will be made for making the reservation and arranging for payment within the approved
timeframe;
2. Allow notification to decline be made by the space administrator within four to seven
business days of the received application and applicable fees, and fees will be returned in
this case;
3. Allow an approved Application to serve as proof of reservation, and must be available
during the meeting/event should questions about the reservation arise;
4. Allow reservations to be accepted no earlier than 180 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;
5. Allow continuous reservations to be accepted no more than 5 business days in advance,
with the knowledge that said reservation precludes the use of the facility by any other
group or organization. User will refer to respective applicable facility's user agreement for
additional exceptions; and
6. Allow facility's use extending past operating hours to be subject to an hourly fee for on-
site personnel, as provided in Section 8.0 of the Facilities Use Policy.
Cancellations
Staff proposes the following amendments for the Board's consideration to incorporate the
proposed reservation cancellation changes, as defined in Attachment 1, pages 15 and 16,
Procedures Governing Operation of Orange County Facilities:
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1. Allow written cancellations (including email) made in two weeks or more prior to the event
for Use Category 6 reservations, with full refund;
2. Allow written cancellations (including email) made within seven days prior to the event for
Use Category 6 reservations, with 50% refund;
3. Allow written cancellations (including email) made within only 48 hours prior to the event
for Use Category 6 reservations, with no refund; and
4. Allow written cancellations (including email) for all other Use Categories refunded, minus
applicable administrative fee, within 30 days of cancellation notice, if received within 24
hours of the reservation.
Advisory Board Meeting Overflow Policy(Attachment 3)
Staff proposes that the Board consider incorporating the Manager's administrative policy of
ensuring adequate space for advisory and quasi-judicial boards for anticipated high or "overflow"
attendance.
Policy Clarifications regarding the Use and Sale of Alcohol
Staff proposes that the Board consider amendments to Attachment 1, Page 3, Section 5.1.3
(highlighted in yellow), regarding the following clarifications regarding the offering and/or sale of
alcoholic beverages on all County owned properties:
1. County Manager approval of the availability and sale of alcoholic beverages is contingent
on the applicant securing permitted approval by the appropriate local government
jurisdiction and law enforcement authority; and
2. The County Office of Economic Development work closely with Asset Management
Services to market, educate, and assist individuals and organizations in an efficient
process of applying for and securing the appropriate approvals for alcohol use on County
owned properties.
FINANCIAL IMPACT: Should the Board approve this or other Policy amendments with
regard to the Community Centers, fee schedule changes, operational changes, reservation and
cancellation procedures, the changes in revenue will be reflected in the County Manager's FY
18 -19 Recommended Budget.
SOCIAL JUSTICE IMPACT: The following Social Justice Goals are applicable to this item:
• GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND
EQUITY
The fair treatment and meaningful involvement of all people regardless of race or color;
religious or philosophical beliefs; sex; gender or sexual orientation; national origin or
ethnic background; age; military service; disability; and familial, residential or economic
status.
• GOAL: ENABLE FULL CIVIC PARTICIPATION
Ensure that Orange County Residents are able to engage government through voting and
volunteering by eliminating disparities in participation and barriers to participation.
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RECOMMENDATION(S): The Manager recommends the Board amend the County's Facilities
Use Policy to:
1) recognize and govern the recently renovated Cedar Grove, Efland Cheeks and Rogers
Road Community Centers;
2) update reservation, operations, and cancellation processes;
3) update the Fee Schedules for non-Parks and Recreation spaces;
4) address the requirement to ensure adequate meeting space for advisory and quasi-
judicial boards according to the Advisory Board Meeting Overflow Policy, dated
November 1, 2016; and
5) update the guidelines regarding the availability and sale of alcoholic beverages on County
premises.
Attachment 1 7
Orange County Facilities Use Policy — Revision 2 — 11-2-2017
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.
The County Buildings, Grounds and Parks Covered by this Policy, which may be
amended from time to time by the County Manager or designee, are listed in
Attachment 1, and includes: facility name and address, 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.
2.0 Definitions.
For the purposes of this policy, the following definitions shall apply to terms used herein:
2.1 Associated Group. A group consisting primarily of Orange County residents
with a public purpose.
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 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.
2.6 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.
2.7 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.
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2.8 User. An individual, group or organization using County buildings, parks or
grounds.
3.0 In General. Except where noted in this Facility Use Policy, County facilities, parks and
grounds are limited to public purpose activities.
4.0 Use Availability. Buildings, grounds and parks owned or operated by Orange County
are covered by this Policy and are listed in Attachment 1.
4.1 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, or associates 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, or associates 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
4.2 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:
4.2.1 Priority 1: County sponsored programs and activities (no cost)
4.2.2 Priority 2: Orange County Schools, Chapel Hill Carrboro City Schools,
and Durham Technical Community College as provided in subsection 4.3
4.2.3 Priority 3: County associates
4.2.4 Priority 4: Municipalities located in Orange County and federal and
state programs (includes the University of North Carolina), as provided in
subsection 4.3.
4.2.5 Priority 5: All others
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4.3 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, 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;
5.1.2 The selling of food, concessions, or merchandise, 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 Alcoholic beverages, except as authorized by the County Manager for
special events, in which case: a) host liability insurance shall be required
(beer and wine only); and b) compliance with local government and law
enforcement regulations granted through applicable permitting processes
(fees may apply). The County Manager authorization will be contingent
on the special event applicant securing the County Risk Management
insurance authorization as well as applicable permits issued by local
government jurisdictions and law enforcement. The forms are to be
se designee Am
Services ubmitted Directorto the). The County County Manag Office r of Economic( Development sset Manage will
collaborate with Asset Management Services to market, educate and
assist applicants in this process.
5.1.4 All illegal drugs and any other illegal substances;
5.1.5 Illegal gambling;
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 a county- sponsored program;
5.1.7 Animals of any kind except service animals (as defined by the Americans
with Disabilities Act), animals associated with a county-sponsored
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program, or animals in County Parks on leashes except where expressly
prohibited;
5.1.8 The use of profanity, offensive language and profane gestures, fighting
or other assaultive behavior;
5.1.9 Use of motorized vehicles, except on designated roadways and parking
areas;
5.1.10 Skateboarding, except in designated areas;
5.1.11 Hunting, trapping, or in any manner abusing animals;
5.1.12 Damaging trees or other living plants;
5.1.13 Fishing, swimming, horseback riding, boating, fires, use of metal
detectors and hitting of golf balls, except in designated areas;
5.1.14 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;
5.1.15 Any activity that may create an extraordinary risk exposure to Orange
County without the express written permission by the County Manager.
User shall secure necessary insurance coverage as prescribed by the
Orange County Risk Manager. All such insurance policies shall name
Orange County as additional insured. Examples of such activities
include the use of large, inflatable children's play apparatus and landing
aircraft on County property; and /or
5.1.16 Fees for entry into any grounds, facilities or parks.
5.2 Programs or activities may begin as early as 7:00 a.m. and must conclude by
11:00 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 withheld from user deposit as
provided in subsection 8.3 for users that do not clean space adequately,
including placing waste in provided receptacles;
5.3.2 Deposit will be fully refunded upon satisfactory assessment of space
after use, to include returning space to required setup, and no additional
cleaning needed, nor damages;
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5.3.3 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; and / or
5.3.4 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.
5.5 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.
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. Refer to the facility's user
agreement, where applicable, for more details.
6.1.1 Users, including County departments, are responsible and accountable
for kitchen areas, if used. Users will be billed for additional cleanup when
they do not adequately complete themselves.
6.1.2 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. Refer to facility's user agreement
where applicable for specific locations (WHSC 230, WCOB 004, etc)
6.1.2.1 If County equipment is available for use, qualified County staff
may be present to operate the equipment. Training will be
scheduled prior to the event. Refer to the facility's user
agreement, where applicable, for specifics on requested space
and fees. There may be a fee for use of the equipment and
staff to operate the equipment.
6.1.2.2 Individuals/groups reserving meeting rooms in County
buildings shall be responsible for setting up tables and chairs
for their use; and for returning to the "standard room set up" as
posted in each meeting room. Refer to the facility's user
agreement, where applicable, for details on requested space
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standards. Only tables and chairs assigned to each meeting
room are available for use by the reserving group.
6.1.2.3 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.
6.2 Ground Use.
6.2.1 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.
6.2.2 Power connections are available at some venues. Marked protection
areas for geothermal fields and athletic fields must be observed. Permits
may be immediately revoked for any violation of this requirement.
6.3 Parking. Individuals/groups shall park in designated areas assigned to the
specific facility being used. Parking restrictions at event sites are strictly
enforced.
6.3.1 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.
6.3.2 Users are responsible for complying with any onsite parking regulations.
6.4 Parks, Open Space Lands and Outdoor Recreational Facilities
6.4.1 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.
6.4.2 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.
6.5 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.
6.5.1 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
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the day of the event. Refer to the user agreement where applicable for
more information and possible fees.
6.5.2 No political campaign signs promoting candidates running for office are
to be posted on County property. The exceptions are:
6.5.2.1 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
6.5.2.2 signs may be posted in conjunction with an activity permitted in
Subsection 5.5.
6.5.3 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 for use of County facilities.
8.1 Fees. Fee schedules are updated annually and are posted on the County's
website at http://oranciecountynaclov/MeetincRooms, and included in
Attachment 4 of this policy.
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.
Reservations made with less than ten (10) days advance notice must be
paid by cash, money order or credit card. Separate checks are needed for
reservation, and security deposit. Returned checks are grounds for
cancellation, unless fee plus applicable returned check fees are paid in
cash, money order or credit card by the user prior to event.
8.1.3 Fees are charged depending on the day and time of the facility use
requested and the type of group reservation.
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8.1.4 Fees shall be waived for small groups, as defined in subsection 2.7, 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 Section 6.0 and subsection 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 the facility and to cover any damage
to the facility, as provided in the fee schedule (Use Code 6).
8.2.1 Deposits are payable when the reservation is made.
8.2.2 Deposit Refunds. Deposit will be refunded within thirty days following
the event. Deposits are refunded in full, minus any repair costs for
damage as provided in subsection 8.3 of this policy.
8.2.3 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,
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 invoiced to the user, or will
be deducted from deposits that may be on account with the County prior
to returning the deposit to the user.
8.3.3 Any additional clean-up fees will be invoiced to the user, or will be
deducted from the deposits that may be on account with the County prior
to returning the deposit to the user.
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 obtain 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.
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County Buildings, Grounds and Parks Covered by Policy Attachment 1
Reservations for non-County use accepted for these facilities
Use Code 1: County Departments,or associates and non-associates 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 and associates 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 permitted 5
1601 Eubanks Road
Animal Services Center-- Chapel Hill
Multi-Purpose Room 3,5,6 x ' 5
Cedar Grove Community Center
Available from Monday through Friday
from 7:30PM to 11PM, and from 7AM to 5800 Highway 86 North
11PM Saturday and Sunday Cedar Grove x ' 5
Conference room 102 5,6 x 4 x
Gymnasium Room 109 5,6 x 4 x°
Small Group Room 121 5,6 x 4 x
Large Group Room 122 5,6 x 4 x
Recreation Room 123 5,6 x 4 x
Class Room 130 5,6 x 4 x
Efland Cheeks Community Center
Available from Monday through Friday
from 7:30PM to 11PM, and from 7AM to 117 Richmond Road
11PM Saturday and Sunday Efland,NC 5,6 x 4 x 5
Activity Room 5,6 x 4 x 5
137 W Margaret Lane
Library—116 Hillsborough 1,5 x 1
103 Meadowland Drive
Passmore Center Hillsborough
Ballroom 1,5,6 x1'2
Conference Room 1 x 1
Aerobics Room 1,5,6 x1
1 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 may be required;see fee schedule for associated fees
5 Reservation Subordinate to County Operational Needs
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Attachment 1 Continued
Reservations for non-County use accepted for these facilities
Use Code 1: County Departments,or associates and non-associates 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 and associates 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 permitted 5
Rogers Eubanks Road Community
Center
Available from Monday through Friday
from 7:30PM to 11PM, and from 7AM to 101 Edgar Street
11PM Saturday and Sunday Carrboro
Activity Center 5,6 x 4 x 5
Ball Court 5,6 x 4 X 5
Meeting Space 5,6 x 4 x 5
2551 Homestead Road
Seymour Center Chapel Hill
Great Hall 1,5,6 x 1'2
Ash 1,5,6 x'
Birch 1,5,6 x 1
Dogwood 1,5,6 x 1
Gathering Area 1,5,6 x 1,2
Theater 3 x 4
Conference Room 3 x 4
2501 Homestead Road
Southern Human Services Center Chapel Hill
SHSC--Board Room 1 x 4 x5
SHSC--Room C 1 x 4
SHSC--Room D 1 x 4
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 x5
WHSC; 250--Multi-Purpose 1,5,6 x2 x 5
1 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 may be required;see fee schedule for associated fees
5 Reservation Subordinate to County Operational Needs
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Attachment 1 Continued
Use of these facilities requires written authorization of
department head or County Manager
Use Code 1: County Departments,or associates and non-associates 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 and associates 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- COerating
hours 1/se Hours 1/se
Meeting Room Identifier Location 1/se Code permitted permitted 5
208 S Cameron Street
Elections Conference Room Hillsborough 3
510 Meadowland Drive
Emergency Services Hillsborough
Emergency Services--EOC 3
Emergency Services--Tactical Center 3
306 Revere Road
Environment Agriculture Center Hillsborough
EAC-Conference 3
EAC-Food Lab 3 x 4
228 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 Room 113 Mayo Street Hillsborough 3
100 East King Street
Historic Courthouse Hillsborough
Historic Courthouse--Courtroom 2 x3
Historic Courthouse—Grand Jury Room 2 x3
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
1 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 may be required;see fee schedule for associated fees
5 Reservation Subordinate to County Operational Needs
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Attachment 1 Continued
Use of these facilities requires written authorization of
department head or County Manager
Use Code 1: County Departments,or associates and non-associates 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 and associates 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 Operating
Use Hours Use
Meeting Room Identifier Location Use Code permitted permitted 5
John M. Link Jr Government 200 S Cameron Street
Services Center Hillsborough
LINK--Manager's Small Conference 3
LINK--Conference 3
LINK--HR Conference 3
LINK--Co. Attorney Conference 3
501 W Franklin Street
Skills Development Center Chapel Hill
SDC--Classroom 1 2
SDC--Classroom 2 2
SDC--Classroom 3 2
SDC--Classroom 4 2
1207 Eubanks Road
Solid Waste Training Room Chapel Hill 1 x 4 x 5
131 W Margaret Lane
West Campus Office Building Hillsborough
WCOB; 004 1 x4 X 5
WCOB; 302 3 x4 x 5
WCOB; 202 3 x4 x
1 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 may be required;see fee schedule for associated fees
5 Reservation Subordinate to County Operational Needs
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Grounds and Parks Attachment 2
Location Identifier Location Use Code Amenities
13 picnic tables--2 grills, lighting,
Picnic Shelter Cedar Grove Park 5,6 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
10 picnic tables, 4 grills, lighting,
Picnic Shelter Efland Cheeks Park 5,6 electricity
4 picnic tables, 2 grills, lighting,
Small Picnic Shelter Efland Cheeks Park 5,6 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
5 lighted full size fields, one practice
Soccer fields (5) Eurosport Soccer Center 6 field
12 picnic tables, 1 grill, restrooms,
Picnic Shelter Little River Regional Park 5,6 electricity, water, lighting
6 picnic tables, 1 grill, restrooms,
Small Picnic Shelter Little River Regional Park 5,6 electricity, water, lighting
Group Camp Site Little River Regional Park 6 6 tent sites
River Park/Public Market 6 picnic tables, electricity,
Picnic Shelter House 5,6 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
10 picnic tables--2 grills, lighting,
Picnic Shelter Fairview Park 5,6 restrooms, electricity
Central Recreation Center 300 W. Tryon St.
Activity Room 1 5,6
Gym 5,6
Lawn area Historic Courthouse 2,4 None
Front steps New Courthouse 2,4 None
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Attachment 3
Procedures Governing Operation of Orange County Facilities
Reservation and Cancellation Procedures
A. Reservation.
1. Upon submission of completed application and applicable fees, the
reservation is conditionally approved. If paying with cash, call the room
administrator to make reservation and arrange payment within approved
timeframe.
2. If reservation is declined, notification will be made within four to seven
business days of the received application and applicable fees. Fees will be
returned in this case.
3. An approved Application will serve as the proof of reservation and must be
available during the meeting/event should questions about the reservation
arise.
4. Reservations are accepted no earlier than 180 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. Please refer to facility's
user agreement, where applicable, for additional exceptions.
5. No group may reserve facilities continuously so as to preclude the use of the
facility by any other group or organization. The exception to this is if the
desired space is available no more than 5 business days in advance. Please
refer to facility's user agreement, where applicable, for additional
exceptions.
6. 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 to pay for security
officers to monitor activities both in and outside the County facility being
used.
7. 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.
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Attachment 3 Continued
8. Facility Reservations extending past operating hours may be subject to an
hourly fee for on-site personnel, as provided in Section 8.0 of the Facilities
Use Policy.
9. Parks and Recreational Facilities.
a. Areas within or adjoining parks and recreational facilities as identified in
Attachment 2, 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.
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 cancel any reservation, and move the
event to another substantial similar County facility. Orange County will try to
limit cancellations to extraordinary and emergency situations. If a
substantially similar location is unavailable, all deposits and usage fees will
be returned in full.
2. Written communication (including email) is required to cancel Category 6
reservations:
a. Written communication (including email) is required to cancel
Category 6 reservations, must be received by Orange County two
weeks or more prior to the event to be refunded, except for applicable
administrative fee.
b. Written cancellations for Category 6 reservations within seven days
prior to the event will be refunded 50% of the reservation amount.
c. Written cancellations received less than 48 hours prior to the event
will not be refunded.
3. Written cancellations for all other Use Categories will be refunded, minus
applicable 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
http://oranclecountync.clov/MeetincRooms.
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Attachment 4
Proposed Fee Schedule effective November 2, 2017
Fee Description Basis User Fees
hourly
Use Fee (except for classification 5 and 6, or as otherwise stipulated in Policy) 1 fee $20
Great Hall or Ballroom (Senior Centers), except class 6 flat fee $125
hourly
Class 5 Use Fee; includes use, kitchen fee2 and on-site personnel fee N/A
hourly
Class 6 Use Fee; includes use, kitchen fee2 and on-site personnel fees' fee $45
hourly
Afterhours on-site personnel' fee $20
Kitchen Use 2 (senior centers only) flat fee $50
Security Deposit; class 6 only flat fee $100
hourly
Cleaning/lock up/utility fee fee $25
(does not include Parks and Recreation fees, which have been previously
approved by County Commissioners)
1) When required for non-business hours reservations, or as otherwise required by Orange County.
2) 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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Attachment 2
Orange County Facilities Use Policy
I 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.
The County Buildings, Grounds and Parks Covered by this Policy, which may be
amended from time to time by the County Manager or designee, are listed in
Attachment 1, and includes: facility name and address, 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.
2.0 Definitions.
2.0 —For the purposes of this policy, the following definitions shall apply to terms used
herein:
2.1 AssociatedAffiliated 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 thc
County; or
2.1 .2 Receives at least fifty percent (50%) of the group's governing board is
appointed by thc County; or
2.1.32.1 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.
25
Parks. Picnic shelters, playing fields, basketball courts, tennis courts and any
other amenities as identified in Attachment 1 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.
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.
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.
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. Whcrc the use of the facility is for othcr than a
venue operation shall be reflected in the established fcc.
3.2 Commercial or Business Use Prohibited. For profit commercial or business
activities are specifically prohibitcd, except as may bc authorized by the County
Manager.
3-33.1 'e _- •_ - . _—_-------_-_------------_- .. ---_ --_— ------ -_ '--
- -- - - - - -- - -- - --
and utility fccs for the express purposc of annual or biennial prccinct meetings
4.0 Availability. - e - e _ • e — _ - • - - - - . 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.Section 10.0, "County Buildings,
Grounds and Parks Covered by Policy."
4 The County Buildings, Grounds and Parks Covered by Policy list, which
may bc amended from time to time by the County Manager or designee, shall
424.1 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:
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Use Use Availability
Code
1 - Facility may be used by County Departments, or associatesaffiliatcs
and non affiliatcs 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, or associates affiliatcs
and non affiliatcs 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
4,34.2 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:
/1.3.1/1.2.1 Priority 1: County sponsored programs and activities (no cost)
/1.3.2/1.2.2 Priority 2: Orange County Schools, Chapel Hill Carrboro City
Schools, and Durham Technical Community College as provided in
subsection 4.34
/1.3.3/1.2.3 Priority 3: County associatesaffiliatcs
/1.3./1.2.4 Priority 4: Municipalities located in Orange County and federal
and state programs (includes the University of North Carolina), as
provided in subsection 4.34.
/1.3.5 Priority 5: County non affiliatcs
/1.3.6/1.2.5 _Priority 6: All others
4,44.3 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. 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.
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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 prcmiscs is prohibitcd, 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
Sectionscction 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
in accordance with Orange County Division of Environmental Health
Regulationsi-
5.1 .3 Tobacco use including smoking, chcwing, ctc.(cxccpt in dcsignatcd
c rcas);
5.1. 15.1.3 Alcoholic beverages, except as authorized by the County
Manager for special events, in which case: a) host liability insurance
shall be required (beer and wine only); and b) compliance with local
government and law enforcement regulations granted through applicable
permitting processes. The County Manager authorization will be
contingent on the special event applicant securing the County Risk
Management insurance authorization as well as applicable permits
issued by local government jurisdictions and law enforcement. The
forms are to be submitted to the must be secured through the County
Manager designee (Asset Management Services Director). The County
Office of Economic Development will collaborate with Asset Management
Services to market, educate and assist applicants in this process.
5.1.55.1.4 All illegal drugs and any other illegal substances;
5.1.65.1.5 Illegal gambling;
5.1.75.1.6 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 a county- sponsored programi-
5.1.85.1.7 Animals of any kind except service animals (as defined by the
Americans with Disabilities Act), those animals associated with a county-
sponsored program or animals in County Parks on leashes unlcss
except where -expressly prohibited;
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5.1.95.1.8 The use of profanity, offensive language and profane gestures,
fighting or other assaultive behavior; and
5.1.105.1.9 Use of motorized vehicles, except on designated roadways and
parking areasi-
5.1.115.1.10 Skateboarding, except in designated areasi-
5.1.125.1.11 Hunting, trapping, or in any manner abusing animalsi-
5.1.135.1.12 Damaging trees or other living plantsi-
5.1.1115.1.13 Fishing, swimming, horseback riding, boating, fires, use of metal
detectors and hitting of golf balls, except in designated areasi-
5.1.155.1.14 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 eventi-
5.1.165.1.15 Any activity that may create an extraordinary risk exposure to
Orange County is prohibitcd without the express written permission by
the County Manager. User shall secure necessary and the uscr sccurcs
insurance coverage as prescribed by the Orange County Risk Manager.
All such policies of insurance policies shall nameinclude 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; and /or
5.1.175.1.16 Fees for entry into any grounds, facilities or parks.
5.2 Programs or activities may .n t-begin as early as 7prior to 8:00 a.m. and must
conclude by 114-9:00 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 permissioni-
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 withheld from usertaken out of
deposit as provided in subsection 8.3 for users that do not clean space
adequately, including placing waste in provided receptacles; cican up
aftcr thcmsclvcs.
5.3.2 Deposit will be fully refunded upon satisfactory assessment of space
after use, to include returning space to required setup, and no additional
cleaning needed, nor damages;
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5.3.25.3.3 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; and / or-
55.3.4 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.
5.5 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.
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. Refer to the facility's user
agreement, where applicable, for more details.
6.1.1 Users, including County departments, are responsible and accountable
for kitchen areas, if used. Users will be billed for additional cleanup
whenthat they do not adequately complete themselves.
6.26.1.2 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. Refer to facility user agreement
where applicable for specific locations (WHSC 230, WCOB 004, etc)
6.2.16.1.2.1 If County equipment is available for use, qualified County
staff mayniust be present to operate the equipment. Training
There will be scheduled prior to the event. Refer to the facility's
user agreement, where applicable, for specifics on requested
space and fees. There may be a fee for use of the equipment
and staff to operate the equipment.
6.2.26.1.2.2 Individuals/groups reserving meeting rooms in County
buildings shall be responsible for setting up tables and chairs
for their use; and for returning te-the sct up to the "standard
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room set up" as posted in each meeting room. Refer to the
facility's user agreement, where applicable, for details on
requested space standards. Only tables and chairs assigned
to each meeting room are available for use by the reserving
group.
6.2.36.1.2.3 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.
6-36_2 Ground Use.
6.3.16.2.1 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 fccs may be
as€csscd for usc.
6 -36.2.2 Marked protection areas for geothermal fields and athletic fields
must be observed. Permits may be immediately revoked for any
violation of this requirement.
66.3 Parking. Individuals/groups shall park in designated areas assigned to the
specific facility being used. Parking restrictions at event sites are strictly
enforced.
6..16.3.1 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..26.3.2 Users are responsible for complying with any onsite parking
regulations.
6,56.4 Parks, Open Space Lands and Outdoor Recreational Facilities
6.5.16.4.1 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
subsectionSubscction 7.1, Procedures Governing the Operation of
Orange County Facilities.
6.5.26.4.2 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.
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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.
6.6.16.5.1 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. Refer to the user agreement
where applicable for more information and possible fees.
6.5.2 No political campaign signs promoting candidates running for office are
to be posted on County property. The exceptions are:
6.6.26.5.2.1 ; 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 permittcd in
Scction 3.3.
6.5.2.2 signs may be posted in conjunction with an activity permitted in
Subsection 5.5.
636.5.3 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 for use of County facilities.
8.1 Fees. Fee schedules are updated annually and are posted on the County's
website at http://orangecountync.gov/MeetingRooms, and included in
Attachment 4 of this policy. __._ _ •_-.• _._
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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. 4f
datc of thc cvcnt. Reservations made with less than ten (10) days advance
notice must be paid by cash, money order or properly authorized credit card.
Separate checks are needed for reservation, and security deposit. Returned
checks are grounds for cancellation, unless fee plus applicable returned
check fees are paid in cash, money order or credit card by the user prior to
event.
8.1.3 Fees are charged depending on the day and time of the facility use
requested and the type of group reservation.
8.1.4 Fees shall be waived for small groups, as defined in subsectionScction 2.78
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 SectionSections 6.0 and subsection 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 the facility and to cover any damage
to the facility, as provided in the fee schedule (Use Code 6)., considcrcd by County
Commissioncrs annually during thc budgct proccss.
8.2.1 The dcposit may includc an administration fcc, which shall be subjcct to
rcvicw by thc Board of Comm issioncrs annually.
8.2.28.2.1 Deposits are payable when the reservation is made.
8.2.38.2.2 Deposit Refunds. Deposit will be refunded within thirty days
following the event. Deposits are refunded in full, minus any repair costs
forfees or damage replacement costs as provided in subsection 8.3 of
this policy.
8.2A8.2.3 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,
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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 invoicedasscsscd to the
user, or will be deducted from deposits that may be on account with the
County prior to returning the deposits it to the user.
8.3.3 Any additional clean-up fees will be invoicedassessed to the user, or will
be deducted from the deposits that may be on account with the County
prior to returning the deposit to the user.
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
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 obtainebtaini g 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.
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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.
411(:411111111r
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10.0 County Buildings, Grounds and Parks Covered by Policy Attachment 1
10.1 Building
Reservations for non-County use accepted for these
facilities
Use Code 1: County Departments,or associates affiliates and non-
associatesaffiliatcc 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 Department° af
� °°te and associatesnen-
affiliatc 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- °peratin
Meetirg hours g Hours
Room Use Use
Identifi Use permitte permitted
er Location Code d 5
Animal 1601
Eubanks
Services Road
Center-- Chapel Hill
Multi-
Purpose
Room
Cedar
Grove
Commu
nity
Center
Available
from
Monday
through
Friday
from
7:30PM
to 11 PM,
and from
7AM to
11 PM 5800
Saturday Highway
and 86 North
Cedar
Sunday Grove x x 5
Conferen x 4 x '
ce room
102
Gymnasi x 4 x 5
um
Room
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109
Small 5 x 4 x '
Group
Room
121
Lame 5,6 x 4 x '
Group
Room
122
Recreatio 5,6 x 4 x
n Room
123
Class 5,6 x 4 X y
Room
130
Efland
Cheeks
Commu
nity
Center
Available
from
Monday
through
Friday
from
7:30PM
to 11PM,
and from
7AM to
11PM
Saturday 11
Ri7 chmond
and Road
Sunday Efland,NC 5,6 X 4 X 5
Activity
Room 5,6 x 4 x 5
137 W
Margaret
Lane
Library Hillsborou
—116 gh 1,5 x '
Passmor
eGentral 103
e Meadowla
nd Drive
Hillsborou
Center gh
Ballroom 1,5,6 x 1'2
Conferen
ce Room 1 x
Aerobics
Room 1,5,6 x 1
1 Use 131 W
permitted Margaret
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during Lane
extended Hillsborou
department an
operating
hours;
based on
availability
West
Sam-pes
Offise
2—After-
hours
available
for
Classificati
on 6
activities;
full cost
recoveryW
COBi
004 X-4
3-Requires
additional
cost for
security
screening
by Orange
County
Sheriffs
Department
WGB13i
000 ;4e
4 On site
County
Personnel
may be
required;
see fee
schedule
for
associated
feesWCO
B; 011 4 X—e
5 Reservation Subordinate to County Operational Needs
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Attachment 1 Continued
Reservations for non-Coun use acce•ted for these facilities
Use Code 1: County Departments or associates and non-associates 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 and associates 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 Operating
Use Hours Use
Meeting Room Identifier Location Use Code permitted permitted
Rogers Eubanks Road Community
Center
Available from Monday through Friday
from 7:30PM to 11PM, and from 7AM to 101 Edgar Street
11PM Saturday and Sunday Carrboro
Activity Center ow:111
Ball Court 5,6 x 5
Meetinq Space 5,6 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
Theater 3 x 4
Conference Room 3 x 4
2501 Homestead Road
Southern Human Services Center Chapel Hill
SHSC--Board Room x 4
SHSC--Room C X 4
SHSC--Room D X 4
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 H
Great Hall °^�^ 1,5,6 x-
Ash 1,5,6
Birch 1,5,6
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Degweed 1,5,6
Gathering Area 15,6
Southern Human Services
2501 Homstead Road
Center Chapel Hill
SHSC Room D - 4
1 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 may be required;see fee schedule for associated fees
5 Reservation Subordinate to County Operational Needs
Attachment 1 Continued
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Use of these facilities requires written authorization of
department head or County Manager
Use Code 1: County Departments,or associates affiliate and non-associatesaffiliate 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 associatesnon 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 Use
hours Use permitted
Meeting Room Identifier Location Use Code permitted
Animal Services Center 1601 Eubanks Road Chapel
Multi D��rpo a Doom ll-li 37574 X-
49!17 Eubanks Road Chapel
Soli l \A/�c+e Try g Room } 4 x-e
Elections Conference
208 S Cameron Street3416
Center Revere Road Hillsborough 3
EAC Confcrcnco
EAC Food Lab *-4
510 Meadowland Drive
Emergency Services Hillsborough
Emergency Services--EOC 3
Emergency Services--Tactical Center 3
306 Revere Road
Environment A•riculture Center Hillsborough
EAC-Conference 3
EAC-Food Lab 3 x 4
228 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 Hillsborough
Historic Courthouse--Courtroom 2X-3
Historic Courthouse—Grand Jury
Room 2X-3
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
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Justice Facility--Hearing Room 2
Justice Facility--Battle Courtroom 2,4 x 3
1 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 may be required;see fee schedule for associated fees
5 Reservation Subordinate to County Operational Needs
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Attachment 1 Continued
I
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Use of these facilities requires written authorization of
department head or County Manager
Use Code 1: County Departments,or associates affiliate and non-associatesaffiliate 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 associatesnon 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
Use permitted
Meeting Room Identifier Location Use Code permitted 5
208 S Cameron Street
I Elections Conference Room Hillsborough 4
John M. Link Jr Government 200 S Cameron Street
Services Center Hillsborough
LINK--Manager's Small Conference 3
LINK--Conference 3
LINK--HR Conference 3
LINK--Co. Attorney Conference 3
2551 Homestead Road
Seymour Center Chapel Hill
Theater 4
Conference Doom 4
501 W Franklin Street
Skills Development Center Chapel Hill
SDC--Classroom 1 2
SDC--Classroom 2 2
SDC--Classroom 3 2
SDC--Classroom 4 2
1207 Eubanks Road
Solid Waste Trainin• Room Cha•el Hill 1 x 4 x 5
131 W Margaret Lane
West Campus Office Building -Hillsborough
WCOB; 004 1 x 4 X 5 I
WCOB; 302 3 x 4 x 5
WCOB; 202 3 XI
1 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 may be required;see fee schedule for associated fees-
5 Reservation Subordinate to County Operational Needs
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I
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4 Grounds and Parks Attachment 2
Location Identifier Location Use Code Amenities
13 picnic tables--2 grills, lighting,
Picnic Shelter Cedar Grove Park 5,6 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
10 picnic tables, 4 grills, lighting,
Picnic Shelter Efland Cheeks Park 5,6 electricity
4 picnic tables, 2 grills, lighting,
Small Picnic Shelter Efland Cheeks Park 5,6 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
5 lighted full size fields, one practice
Soccer fields (5) Eurosport Soccer Center 6 field
12 picnic tables, 1 grill, restrooms,
Picnic Shelter Little River Regional Park 5,6 electricity, water, lighting
6 picnic tables, 1 grill, restrooms,
Small Picnic Shelter Little River Regional Park 5,6 electricity, water, lighting
Group Camp Site Little River Regional Park 6 6 tent sites
River Park/ Public Market 6 picnic tables, electricity,
Picnic Shelter House 5,6 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
10 picnic tables--2 grills, lighting,
Picnic Shelter Fairview Park 5,6 restrooms, electricity
Central Recreation Center 300 W. Tryon St.
Activity Room 1 5,6
Gym 5,6
Lawn area HistoricOl-d Courthouse 2,4 None
Front steps New Courthouse 2,4 None
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Attachment 32
Procedures Governing Operation of Orange County Facilities
Reservation and Cancellation Procedures
A. Reservation.
1 . Upon submission of completed application and applicable fees, the
reservation is conditionally approved. If paying with cash, call the room
administrator to make reservation and arrange payment within approved
timeframe.
2. If reservation is declined, notification will be made within four to seven
business days of the received application and applicable fees. Fees will be
returned in this case.
1 . A complctcd Application for Facility Usc is rcquircd for all rescrvations.
3. A Noticc of Rcscrvation Approval/Disapproval will be providcd to thc
rcqucstor within thrcc busincss days following rcceipt of thc complctcd
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.
3-4. Reservations are accepted no earlier than 18058 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. Please refer to facility's
user agreement, where applicable, for additional exceptions.
45. No group may reserve facilities continuously so as to preclude the use of the
facility by any other group or organization. The exception to this is if the
desired space is available no more than 5 business days in advance. Please
refer to facility's user agreement, where applicable, for additional
exceptions.
5-6. 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 to paypaying for security
officers to monitor activities both in and outside the County facility being
used.
5-7. 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
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reschedule, before being refunded all reservation/damage deposits and
usage fees.
Attachment 3 Continued
8. Facility Reservations extending past operating hours maywill be subject to
an hourly fee for on-site personnel, as provided in Section 8.0 of the
Facilities Use Policy.
Parks and Recreational Facilities.
a. a—Areas within or adjoining parks and recreational facilities as identified
in Attachment 2Section 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.
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 cancel any reservation, and move the
event to another substantial similar County facility. —Orange County will try
to limit cancellations to extraordinary and emergency situations. Prior to
cancelling event, Orange County reserves thc right to move thc 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.
possible.
reservation that must be cancelled.
2. Written communication (including email) is required to cancelcanccllations
#e-r Category 6 reservations:
a. Written communication (including email) is required to cancel
Category 6 reservations, must be -received by Orange County two
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weeks or more prior to the event towill be refunded, entirely except
for applicablea425 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 loss than /18 hours prior to the
event will not be refunded.
c. Written cancellations received less than 48 hours prior to the event
will not be refunded.
A—Q Written cancellations for all other Use Categories will be refunded, minus
applicablea $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 http://orangecountync.gov/MeetincRooms. e.e _---.-_._ ••-- -- --••
or by faxing an Application for Facility Use to (919) 61'1 3001 (on line preferred).
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II. Procedures for Lands Legacy Sites. These procedures address requests to visit,
cvaluatc, conduct field rcc rch, or construct any typc of structure on sites that arc
hcld in fee-simple and managcd by thc Lands Lcgacy Program. This policy docs not
covcr firms or persons that arc undcr contract to perform design, research or
construction activitics for thc County on these sites (such as park engineering or
Managcr or dcsigncc will:
A. Advise thc person(s) inquiring that thc County has a proccss for evaluating
such requests, and will do so as soon as practicable.
B. Upon receipt of a rcqucst, thc County Managcr or dcsigncc will be informcd of
the inquiry.
C. Depending of the type of request, the County Manager or designee will:
1 . Inform appropriate dcpartmcntal staff (thc Land Conservation Manager,
•• . -
othcr entities (County Manager, Assct Management Director, or other
rclatcd dcpartmcnt head) to advise of the rcqucst and solicit fccdback;
aver
3. Consider the implications and desirability of the rcqucst and formulate an
appropriate response
D. The County Manager or dcsigncc will apprise other departmental staff of thc
_ - • •-e - __ - - •e _ •--.ed inform the County Manager, A: ct
request).
E. In general, rcqucsts for site visits and field reconnaissance will be approved by
thc County Manager or dcsigncc. Requests for construction, intcnsivc
research, any type of earth-moving or digging, testing or use of other
cquipmcnt brought to the site will be shared with the County Manager and
other rclatcd dcpartmcnt heads as above. Thcsc typcs of rcqucsts may require
a longer consideration time prior to a response.
F. The person(s) making the rcqucst will be informcd of the answer, apprised of
any parameters or conditions within which the requcst may be granted, and
provided any waivcr forms or othcr paperwork rcquircd bcforc the activity may
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occur. Generally, applicants must provide copy of a valid Certificate of
sponsoring agcncy as it rcspccts the proposcd activitics.
� J
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Attachment 42
Proposed Fee Schedule effective Septembers 1, 20172011
Fee Description Basis User Fees
Resident Nen--Res-Wen+
Use Fee (except for classification 5 and 6, or as otherwise stipulated
in Policy) 1 hourly fee $-1-0- $20
Great Hall or Ballroom (Senior Centers), except class 6 flat fee $75 $125
Class 5 Use Fee; includes use, kitchen fee2#ee4 and on-site personnel hourly fee $59 ON/A
Class 6 Use Fee; includes use, kitchen fee2#ee4 and on-site personnel
fees'-fees hourly fee $45125 $475
Afterhours onQe-site personnel''- ,tee hourly fee $15 $20
Kitchen Use24 (senior centers only) flat fee $5024 $58
Security Deposit; class 6 only flat fee $100 $488
Cleaning/lock up/utility fee hourly fee $25 $2g
(does not include Parks and Recreation fees, which have been
previously approved by County Commissioners)
When required-Fee for each hour room is used; 30 minutes allowed for setup/breakdown at no fee.
1)- -Required for all Class 6 rcccrvations; and if rcccrvation is mad°for non-business hours reservations, or as
otherwise required by Orange County.
4-)-- 4-Kitchen use includes use of kitchen for warming food, (no cooking). Does not include use of dishes, cutlery,
glassware, table linens, etc.
Orange County Facilities Use Policy
I ,44244 Orange County Facilities Use Policy
11/02/2017 Amendment—Recommended by Facilities Use Policy Work Group
Page 28 of 28
Attachment 3 52
Section I: General Government and Administration
Policy 12.0: Advisory Board Meeting Overflow Policy
Reviewed by: County Manager
Approved by: County Manager
Original Effective Date: November 1, 2016
Revisions:
Policy Statement
It is the policy of Orange County to ensure the public has access to all meetings of advisory boards.
Purpose
To direct staff to prepare alternate meeting facilities and/or provide alternative electronic public access for those
board meetings expected to generate a large public turnout.
Applicability
Applies to all Orange County advisory and quasi-judicial boards.
Policy
12.1 Meeting Overflow
12.1.1 Orange County is committed to providing the public full access to meetings of the County's
advisory and quasi-judicial boards. Orange County staff members who provide assistance to advisory
and quasi-judicial Orange County boards are directed to ensure the public has access to all meetings of
such boards.
12.1.2 When meetings of advisory or quasi-judicial boards are expected to generate a substantial
turnout such that the regular meeting facility may be inadequate to host the meeting, staff shall contact
the director of Asset Management Services and the Clerk to the Board of Commissioners to determine
whether an alternative location is available. If an alternative location is available that location shall be
reserved and kept ready for potential use for the meeting. If an alternative location is not available staff
shall work with the director of Asset Management Services, and other departments as may be needed, to
provide increased access to the meeting through the placement of additional audio/video equipment.
12.1.3 In the event a meeting is relocated in order to accommodate a large public turnout staff shall
consult with the County Attorney to ensure compliance with open meetings law, the Americans with
Disabilities Act, and other applicable laws.
This policy may be reviewed annually and updated as needed by the Manager's Office