POLICY STATEMENT 89

PICNIC SHELTER USAGE

Prepared by: Dwayne Jones, Recreation Manager, PRCR

Adopted by Council: 12/13/2012

Supersedes: 1/1/2003

Effective: 12/13/2012

Purpose

To adopt an official policy for the rental of Picnic Shelters, a Town of Cary public recreation facility administered by the Parks Recreation and Cultural Resources Department.

Coverage

This policy, upon adoption by the Town Council, shall be applicable to the rental and use of Picnic Shelters until such time the policy statement is altered, modified, or rescinded by the Town Council.

Policy

The Town Council of the Town of Cary hereby establishes the following policy:

1. Facility: A picnic shelter with tables for use by groups, organizations and private citizens.

2. Facility Usage: The following priority shall be established for scheduling functions in these facilities:

a. Town sponsored programs and activities.

b. Programs/activities co-sponsored by the Town of Cary.

c. Non Town sponsored usage such as private, non-profit organizations, individuals, etc.

d. All others on a first come, first serve basis.

3. Reservations

a. Reservations for use of the facility shall be made as outlined in Standard Procedure: Sertoma Amphitheatre and Shelter Reservations.

b. Town sponsored and co-sponsored usage may be taken at any time.

c. Cary residents shall have a priority reservation period for non Town sponsored use.

d. The person making the application to reserve the facility must be at least 21 years of age and must assure adequate supervision when using the facility.

e. Police security and/or general liability insurance may be required (at the user’s expense) as determined by the Department Director or designee.

f. The Department Director or designee reserves the right to make cancellations at any time. Cancellation notices will be issued as far in advance as possible. All reservations usage fees will be returned in full if cancellation is initiated by the Department.

g. Refunds will be issued for cancellation at least 30 days in advance. A cancellation fee shall be assessed to party terminating a reservation less than 30 days prior to scheduled use. All cancellation notices must be submitted in writing to the Community Center Supervisor. Failure to notify the Community Center Supervisor of a cancellation will result in forfeiture of reservation fee. 

h. Cancellations within 5 working days of scheduled use will result in forfeiture of rental fees.

4. General Rules of Use of the Facility

a. The following shall be prohibited within or on the premises of the facility:

1) All illegal drugs and other substances;

2) Possession and consumption of liquor and alcoholic beverages;

3) Any type of behavior that is detrimental to the normal operation of the facility or the safety of the public or employees;

4) Bounce houses, moon bounces or inflatable devices unless approved by the Department Director or designee.

b. Persons or groups using the facility shall be responsible for the breakage, loss, or damage to the facility and equipment and shall bear the full replacement cost for such breakage, loss, or damage.

c. The facility shall be open to persons who are upon the premise for specific programs, activities, functions or other official Town business.

d. Groups using the cooking facility must provide their own firewood/charcoal and dispose of all ashes, etc. in metal can provided at site. Cooking facility must be left clean. Personal grills and large cookers must be located at least 10 feet from the shelter and placed on a non-combustible surface such as grass or concrete. (Note: When the Cary Fire Department issues a burning ban, fires of any kind are prohibited.)

e. All trash, garbage, litter, etc., must be placed in all trash containers provided; all tables and benches must be left in same area as found.

f. Persons or groups violating any of the general rules are subject to suspension from the facility, immediate cancellation of the rental including loss of fees and prosecution in the event of a law enforcement violation as provided in the Code of Ordinances of the Town of Cary.

g. The Department Director or designee may implement any other action deemed necessary to protect the health and welfare of the public, employees or the facility.

5. Sale of goods

a. Food, beverage or other sales are prohibited except (1) food, beverages, and other items may be sold at Town sponsored or co-sponsored programs and activities; and (2) food, beverages, and other items may be sold by a non-profit organization at its activities and programs as approved by the Department Director or designee.

b. Town staff may work with outside vendors to provide the sale of goods and/or services related to events for the duration of events held on the premises subject to agreement.

c. No other vendors may provide and/or sell goods and/or services without prior written approval from the Director or designee.

6. Fees for use of the Picnic Shelters shall be those as adopted by the Cary Town Council in the annual budget.