POLICY STATEMENT 102

CARY SENIOR CENTER OPERATIONS

Prepared by: Dwayne Jones, Recreation Manager

Supersedes: 6/14/2012

Adopted by Council: 11/15/2012

Effective: 11/16/2012

Purpose 

To adopt an official policy for the operation of the Cary Senior Center, a public facility designed to primarily serve Cary residents age 55 and older. 

Statement of Philosophy:

Cary Senior Center program offerings will be based on the Cary Senior Center Mission Statement:

The Cary Senior Center is supervised by the Town of Cary’s Parks, Recreation and Cultural Resources Department’s Senior Program staff.  The Cary Senior Center strives to provide quality leisure activities and services to all adults ages 55 and older.  These activities are designed to assist, inform, entertain and enrich the lives of the Town of Cary’s citizens.  The Cary Senior Center also facilitates the needs of senior adult clubs in the Cary area.  It is our goal to improve the lives of Cary’s senior citizens through our offerings.

Definitions 

Senior Citizens Clubs - Recognized Senior Citizen Clubs by the Town of Cary must meet the following criteria: 

1.   Minimum of 90% of membership must be 55 and older with the exception that spouses who are 54 and younger may join the club.

2.   Minimum of 75% of total club membership must be residents of the Town of Cary.

These clubs are divided into three categories:

1.   Senior Citizen Social/Civic Clubs must meet the above criteria, keep a copy of their current by-laws or mission statement (if available) and membership (if allowed by the by-laws) at the Cary Senior Center and receive all of the club benefits of meeting at the Cary Senior Center listed in item 4 of this policy. 

2.   Senior Citizen Church Affiliated Clubs must be sponsored by and meet at a local church, meet the above criteria, keep a copy of their current by-laws or mission statement (if available) and membership (if allowed by the by-laws) at the Cary Senior Center.  These clubs will receive b, c, e and f of club benefits listed in item 4 of this policy.

3.   Activity Based Senior Citizen Clubs must meet the above criteria, keep a copy of their current by-laws or mission statement (if available) and membership (if allowed by the by-laws) at the Cary Senior Center.  These clubs will receive b, c, e and f of the club benefits listed in item 4 of this policy.

Coverage

This policy, upon adoption by the Town Council, shall be applicable to the operation and use of the Town-owned Cary Senior Center until such time that 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:  The Cary Senior Center is designed to provide multi-purpose utilization of the building including three classrooms, one media room, a conference room, exercise room, first-aid room, counseling room, offices, two multipurpose rooms, kitchen, outdoor areas and restrooms.  

2.   Facility Usage:  The following priority shall be established for scheduling functions in this facility:

a.   Town sponsored and co-sponsored senior citizen programs and activities.

b.   Programs offered by Resources for Seniors, Inc. 

c.   Programs and activities sponsored by Senior Citizen Clubs recognized by and located within the Town of Cary. 

d.   Activities for other ages provided by or co-sponsored by the Town of Cary and other approved sponsors. 

e.   Rentals for activities and events for private functions held by individuals and groups who are residents of the Town of Cary.

f.    Rentals for activities and events for private functions held by individuals and groups who are non-residents of the Town of Cary. 

3.   General Hours of Operation:  The Senior Center shall be available for use during times as established by the Standard Procedure 61: Cary Senior Center.  The Department Director or designee shall reserve the right to alter hours of operation due to weather or the health and safety of the public or employees.

4.   Reservations:

a.     Reservations for use of the facility shall be made as outlined in Standard Procedure 61 “Cary Senior Center”.

b.     Town sponsored and co-sponsored reservations may be made 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/damage deposits and usage fees will be returned in full if cancellation is initiated by the Department.

g.     Cancellation may be initiated by the party making the reservation up to thirty (30) days prior to scheduled use without liability.  All cancellation notices must be submitted in writing to the facility supervisor. Cancellations made within 30 days of the scheduled use will result in forfeiture of reservation/damage deposit.

h.     No cancellations will be accepted within five (5) working days of scheduled usage.  Party making a cancellation within five (5) working days of usage will be liable for payment of rental fees and other charges in full.

5.   General Rules of Use of the Facility:

a.   An employee shall be on duty in the facility during all hours of operation or whenever the facility is open to the public.

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

(1)        Smoking within the building (smoking is permitted in designated areas outside the facility as permitted by law);

(2)        All illegal drugs and other substances;

(3)        Weapons of all kinds except law enforcement officers in the execution of their duties and public demonstrations as approved by the Department Director or designee;

(4)        Animals of any kind except those serving the needs of the handicapped and those used in public demonstrations or programs as approved by the Department Director or designee;

(5)        Possession and consumption of liquor and alcoholic beverages;

Exception: Possession and consumption of alcoholic beverages may be allowed pursuant to the following conditions.  For purposes of this Policy, “alcoholic beverages” means malt beverages and unfortified wine (beer and wine) with less than 16% alcohol by volume; and “liquor” means fortified wine, spirituous liquor, and mixed beverages; all as defined by the North Carolina Alcoholic Beverage Control Commission.

(a)        Alcoholic beverage possession and consumption shall be allowed during Town-sponsored and co-sponsored programs and activities.  Additionally, alcoholic beverage possession and consumption shall be allowed during a facility rental for programs and activities not sponsored or co-sponsored by the Town upon proper application by rental users as described below. 

(b)        Rental users shall submit an “Application to Serve Beer and Wine” which must be approved by facility staff, and pay all applicable fees as outlined in the annual budget of the Town of Cary. Possession and consumption of alcoholic beverages in connection with facility rentals by rental users shall be limited to the room or rooms that have been rented by that user.  

(c)        Additional police security may be required at the rental user’s expense.  Such need will be at the discretion of the Facility Supervisor. 

(d)        Rental user shall comply with all regulations of the North Carolina Alcohol Beverage Control Commission.

(e)        Rental users must provide proof of host liquor liability insurance coverage from a licensed insurer, or proof that caterer or bartender has liquor liability coverage.  The caterer must also provide general liability coverage naming the Town of Cary as Additional Insured.

(f)         Consumption of alcoholic beverages for Police training purposes shall be exempt from sub-paragraph (a) through (e) above.

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

d.   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.

e.   Persons or groups using the facility shall be responsible for any personal items brought into the facility and shall remove same at the end of each scheduled use time and shall return any Town owned equipment to its designated place within the facility as directed by the facility supervisor.

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

g.   Persons or groups violating any of the general rules are subject to immediate suspension from the facility and prosecution in the event of a law enforcement violation as provided in the Code of Ordinances of the Town of Cary. 

h.   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.

                 6.         Sale of goods

a.     Food, beverage or other sales are prohibited except (1) food, beverages, alcoholic beverages, and other items may be sold at Town sponsored or co-sponsored programs and activities; and (2) food, beverages, alcoholic 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 at the Cary Senior Center without prior written approval from the Director or designee.

                7.         Cary Senior Citizen Club Benefits: 

The Town of Cary will provide at the Cary Senior Center the following support at no cost to recognized senior citizen clubs as based in club definitions:

a.   Space for up to 2 weekday scheduled meetings and/or a maximum 6 meeting hours, with entire club membership, per month with advance notice of 6 months of any permanent schedule changes (space permitting).  All room reservations and set-up requests must be made with Cary Senior Center Supervisor’s approval.

b.   Space for 1 scheduled meeting with club board/advisory committee per month (maximum 3 hours) with one or more weeks notice (space permitting). All room reservations must be made with Cary Senior Center Supervisor’s approval.

c.   The free weekday rental of one shelter, per club with 3 months notice.  All reservations must be made with Cary Senior Center Supervisor’s approval.

d.   Coffee (with condiments and paper products) will be provided for each club during their scheduled club meetings.  Clubs must provide all other refreshment supplies.  All posted kitchen rules must be followed by all that use the kitchen area.

e.   Listing of Club meeting time, location, days and Club President information in the Town of Cary Senior Center quarterly brochure and mailing of that brochure to all club members (if allowed in Club by-laws). 

f.    One evening event, after 5pm, once per year for the entire club to meet as a whole, space permitting, with a minimum of 3 months advance notice.

 8.         SeniorNet Computer Learning Center/Media Center use:

a.   The Computer Learning Center shall be scheduled according to the following priority:

(1)  Classes, workshops and labs for SeniorNet members only. 

(2)  Classes, workshops and labs for all others.

b.   SeniorNet Computer Learning Center guidelines are to be followed at all times.

c.   All computer improvements and enhancements will be the responsibility of the SeniorNet Computer Learning Center volunteers and sponsors in coordination with the Cary Senior Center staff.

d.   Town of Cary Parks, Recreation and Cultural Resources Department has final approval of the use of the Computer Learning Center schedule, programs and participation.

9.         Fees shall be those as adopted by the Cary Town Council in the annual budget.