Facility
Rules And Regulations
The Town of Chilhowie, in and effort to operate the Chilhowie Community Center in a safe and orderly manner and to meet the objectives above, advise organizations, groups, agencies and individuals using the facility to uphold the following regulations concerning it's use.
The Town Manager of Chilhowie, or any Official of the Town assigned to the supervision of the Community Center has the right to enter the facility at any time to observe any function, whether public or private, regarding the programming or use of the facility. The Officials also have the right to rectify any infractions or violations of the rules, particularly with regard to any activity which may be objectionable or injurious to participants or the facility.
I.
Uses Not Permitted
A. Use of the Gymnasium( Multipurpose Room) for aerial sports or activities which could damage the ceiling and suspended lighting systems are prohibited. These include but are not limited to: Volleyball, Racketball, Handball, Baseball Indoor Practice, Tennis Indoor Practice, and/or other aerial sports normally played as outdoors sports.
B. Use of the building of which The Town of Chilhowie Liability and Fire Insurance Policy Coverage limits or prohibits certain events or programs shall not be permitted. Indoor pyrotechnique displays and programs are prohibited as well as any activity that poses a danger of fire damage to the community or building.
C. Use of the Building for Political Rally or Programs is prohibited due to the OHS Inc. Non-Profit Charter.
D. Uses of the building as a church for services, which are normally held in a church building, are prohibited from use of the facility. This excludes occasional use by local Churches for a regional or local meeting which cannot be reasonably accommodated in a church building. Nor does it prohibit a Church from renting the building for a community project or recreational activity.
II.
Reservation Procedures and General Policies
A.
Request to reserve the
the
B. All reservations are taken on a first-come, first-serve basis. Phone
reservations will be taken and held for 48 hours (2 calendar days) for a Chilhowie resident and 96 hours (4 calendar days) for non-Chilhowie residents.
C. Reservation may be made up to one year in advance.
D. A representative of the renting group or an individual must meet with
The Town Hall staff to discuss activity details, complete the reservation contract and receive a copy of guidelines for use, and pay the required fees. The individual making the reservation must be 18 years of age or older.
E. The Supervision policy for scheduled children's activities for 12 and under is 1 adult per 10 children at a minimum.
F. Requests for basic meetings must be made a minimum of 3 day in advance of the actual date being reserve. Requests for activities of social nature must be made at least two weeks in advance of the actual date being reserved.
G. Reservation contracts will not be issued on a permanent basis.
III. Rental Fees (checks are preferred)
A. Required Fees Rates for All Reservations (Refer to the Attached Schedule):
1. Administration Fee: A non-refundable $5 administration fee is required
of all non-Chilhowie residents, groups, and individuals.
2. Rental Fee Rates: The total rental fee is determined by the number of
hours necessary for setup,
and the scheduled activity and cleanup operations by the group or individual.
A supervisor will be present for all reservations at the
Groups may reserve the room for and extended period at an additional hourly fee rate in the attached schedule. Any group or individual exceeding the scheduled time will be charged an additional fee per hour for any fraction of an hour over the scheduled time. Rental fees must be paid two (see Section I, sub (f) above) weeks prior to the activity or the reservation will be canceled. (All fees for holiday reservations must be paid two months in advance or at the time of making the reservation if the activity will occur within the two months).
3. Inclement weather locations: Any group reserving the Community Center, as an alternative site for (inclement weather or other reason) must pay the appropriate rental fee for the space. The space will not be reserved for another group and the rental fee will not be refunded even if the group does not use the space. If the inclement weather location is used, the individual and/or group must pay any difference for the actual use of the room prior to the activity.
4. Damage Deposit: A deposit of $50 will be required for any group over 100 people. Behavior problems of any nature will result in forfeiture of the deposit.
6. Cancellations: If a person/group notifies staff of cancellation at least
three (3) weeks prior to the activity rental use, fees will be refunded in full, if a cancellation is made less than three weeks of the scheduled activity, a $25 cancellation fee will be deducted from the fees paid. If an activity is canceled within one week, rental fees will not be refunded.
7. Christmas and New Years Parties: Reservations for the Community
Center during the months of December and January are in such demand due to the holiday season the following cancellation policies will be enforced for any activity scheduled in December or January for the Community Center. More than two months: $25 cancellation fee; Two months or less: $15 cancellation fee; Less than one month: no refund for facility use.
IV. Optional Fees and Policies for Reservations
I. Set Up (Group Chooses Option A or B)
A. Policy: Plans for decorating, setting up or using any equipment must be scheduled when reserving and is included in rental use hours. All groups requiring the use of table and/or chairs shall bring their own tables and chairs.
Any group using a facility
operated by the Town of
A. Policy:
An entity may choose to clean all areas reserved and occupied by the group. Clean up must be performed immediately after the activity concludes. Refer to A Clean Up Responsibility Policy. Failure to clean areas shall result in forfeiture of all or part of the deposit and/or assessed additional cost for cleanup operations if deemed necessary.
B. Paid Cleanup:
Any person/group may choose to have the staff arrange for clean up after the activity. Arrangements should be made with the Town Hall at least three weeks in advance of the activity. The deposit submitted by the group will be forfeited if no cleanup is made.
3. P.A. Systems are the responsibility of the group reserving the building.
V. Entering and Leaving Facility
Entering:
A representative of the Renter must report to the Town Staff to gain access and enter the facility before the area is unlocked. The Town Staff supervisor will record the time group enters, review contract information and general operating policies, and show groups' equipment placement as needed.
A representative from the Renter must report to the Town Staff of the building upon departing the facility. The Staff attendant and the representative of the Renter will review conditions of areas utilized prior to departure. The representative of the renter is required to sign the clean up form. Failure to sign this form will result in forfeiture of the deposit in full. Additional fees may be charged to the individual or group for damages if additional staff is needed to clean the area.
IV.
Occupancy Regulations
a. Individual classrooms 25 persons
b. Gym 200 persons (when the occupancy is 200 persons a police office is required ).
V. Damages To Facility Or Equipment/Disruptions
A. Damages:
Any person/group that causes physical damage to the facility or to any equipment shall forfeit the deposit and/or be assessed additional cost for repairs (if deposit is no sufficient). The person/group, agency, or organization may also forfeit the privilege of future use of the building.
B. Disruptions:
Any
person/group or other person involved in a disruption at a facility operated by
the Town of
VI. Alcohol Use: No alcoholic beverages will be permitted.
VII. Tobacco Use:
The Building is a smoke free non tobacco use facility, due to the nature of the wood construction materials. Occupants are instructed to abstain from smoking the building.
IX. Waiver of Rental Fees:
The Town Manger and the Old High School Renovation Inc. Board of Directors may Grant waivers of the rental fees.
1. Service to the Town of
2. Entertainments of general benefit, to the town and meet the following.
a. No charge for participating
b. Rental cost is wavered
c. Sponsored by non-profit organization
X.
Liability:
Neither the Town of Chilhowie, nor any of its operating agencies, shall be liable to any organization, agency or individual using he facility nor to any other person, firm or corporation for any loss or damage suffered during the use of said premises used of any building, structure or due to latent or patent defects in the premises and fixtures thereon and the entity using the facility expressly agrees to indemnify and save harmless the Town of Chilhowie and all of its operating agencies from any and all claims resulting from the use of the same.
XI.
Additional Rules for the
A. Hours of Operation for rental
purposes are
B.
The stage area is equipped with both 110 volt and 220 volt power sources.
Groups with special electrical power requirements should contact the Town of
XII. Modifications:
A. The Town of Chilhowie and the Old High School Renovation Inc. reserve the right to modify this document at any time, with rule and requirement updates to accommodate current operations and Fees adjustments necessary for continued operation of the facility.
.TOWN
OF
(Minimum 2 hour rental
time at rate below, and
rental time adjust to
the next hour if you go over the limit. )
CIVIC
CLUB AND NON PROFIT Gymnasium
$10.00
Local
Non-Profit Fundraiser Gymnasium
$25.00
Local
Non-Profit (Dance) Gymnasium
$30.00
Private
Party (100 or Less) Gymnasium
$30.00
Private
Part\:( 100 or More) Gymnasium
$30.00
Commercial
Convention or Meeting Gymnasium
$30.00