A. General policy statement. The Town of Lewisville desires that community recreational facilities be used for the benefit of its residents, the enjoyment of family-oriented activities, and the enrichment of the town’s culture. The goal of the Lewisville Parks, Recreation and Cultural Development program is to provide quality events for Lewisville residents in a cost effective manner. Town Hall and the Town Hall Annex are not available for community or rental event activities.
B. Basic policy. In order to establish authorization and fees for use of public facilities, the Town Council directs the Town Manager to maintain standard policies and procedures designed to accommodate fair consideration of all requests for use of the town’s facilities.
C. Non-discrimination policy. These facilities are available to all persons without discrimination on the basis of race, national origin, sex, religion, age, or disability.
D. Definitions.
1. NON-TOWN-SPONSORED EVENTS.
a. These are events that are fully paid for, hosted and staffed by either an approved town-exempt organization, other non-profit organization, for profit organization or individual.
b. Use of deputies for these events are to be contracted directly and in compliance with the Sheriff's Office with proof of approval by the Sheriff's Office.
2. TOWN-SPONSORED EVENTS. These are events that are paid for and are under the auspices of the town’s Parks, Recreation and Cultural Development Board. There are 2 kinds of town-sponsored events:
a. Those events hosted entirely by the town (paid entirely by the town and staffed by town employees).
b. Those events which are paid entirely by the town and for which the town contracts with a vendor but may be run by the town and staffed by the town and/or vendor.
3. LARGE EVENTS. Large events as defined here are estimates of 300 or more persons,may only be scheduled at Shallowford Square and/or may be open to the public.
E. Non-town-sponsored events. G. Galloway Reynold Community Center Operating Policies and Rules, Shallowford Square Operating Policies and Rules, Facility Use Exemption Policy, Jack Warren Park Operating Policies and Rules, Mary Alice Warren Community Center Operating Policies and Rules, Special Events Operating Policy, § 16-14 and the town's Alcohol Beverage Policy apply.
F. Town-sponsored events.
1. The town budgets expenditures for town-sponsored events on a per capita basis through taxes.
2. Corporate sponsorship is not allowed at town-sponsored events.
3. Signage and promotions.
a. Banners and signs may be used to provide information to the public by the town. Banners are to be hung/removed by town staff only on 1 of the information light poles on Shallowford Road. (Dimensions are 24" x 60" finished length. End hems are 4" each sewn.)
b. Only promotional materials associated with the town may be distributed.
4. Vending.
a. Staff provides vending for town-sponsored events unless approved organizations are asked to provide or assist in vending.
b. Only approved organizations are allowed to vend during town-sponsored events.
c. The organization must submit its rental application 30 days prior to a town-sponsored event to make arrangements and must meet all requirements related to concessions being sold and Health Department permits.
d. The organization may not sub-contract vending.
e. The organization may not solicit donations or distribute materials for their organization at a town-sponsored event.
g. Rented food vending trailers are allowed.
5. Rules may be established for each town-sponsored and non-town-sponsored event for the health, safety and welfare of staff, participants, residents and any others involved in the event.
6. The town may loan specific items on its equipment requisition list to exempt organizations. A staff member must be assigned to work with electronic equipment at the cost of the organization.
G. General rules.
1. Fires or pyrotechnic devices are prohibited on all town owned property unless part of a town-authorized event. Only town sponsored events are allowed fires or pyrotechnic devices on town owned property. The public’s use of these items is prohibited.
2. No grills are allowed unless associated with rental of a facility and may not be placed under the pavilion or in or near playground areas.
3. Only service animals are allowed on town property.
4. No goods, products, promotional or other material, except material expressly associated with an event scheduled for the Shallowford Square pavilion or other facility, may be distributed on town owned property.
5. Private golf carts are prohibited for use at Shallowford Square and Jack Warren Park.
6. Public safety carts are allowed at the Square.
7. Chairs may be placed at the Square on the morning of a performance/event but must be removed after each performance/event (plays, movies, and the like). Any not removed at the end of a performance/event will be removed by town staff. (Since plays have 2 consecutive week-end performances, each day of the week-end will be counted separately.)
8. Blankets may not be placed for an event until 5:00 p.m. and must be removed after each performance. Blankets will be removed daily by town staff.
9. No propane, generators or flammable liquids are allowed on town owned property without authorization from Town Hall.
10. Pavilions are the only rentable areas in the parks.
11. Cleaning check lists must be returned within 30 days showing the facility in good condition in order to receive a refund.
12. Skateboards, bicycles, scooters, roller blades and other wheeled recreational devices are not allowed on town property.
13. Shallowford Square is closed to all organized events during a town sponsored event.
(Res. 2007037, passed 09-13-2007; Am. Res. 2008035, passed 06-12-2008; Am. Res. 2010052, passed 10-14-2010; Am. Ord. 2015011, passed 02-12-2015; Am. Ord. 2021051, passed 09-09-2021)