A. Mission statement. To nurture a sense of community belonging by providing facilities, programs, educational classes, activities and events primarily designed to enhance the lives of Lewisville and neighboring area residents and their families.
B. 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.
C. Basic policy. Use of the Mary Alice Warren Community Center is a practical and beneficial asset to the town. In order to establish authorization and fees for use of this public facility, 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 facility.
D. Non-discrimination policy. These facilities are available to all persons without discrimination on the basis of race, national origin, sex, religion, age, or disability.
E. User fees. Fees for renting the Mary Alice Warren Community Center are set annually in the budget. Fees are required upon application submission. If the Mary Alice Warren Community Center requires janitorial service or repair work attributable to the user's abuse, the cleaning deposit will be forfeited. If damage exceeds the deposit, additional costs will be incurred by the renter/user.
F. User fee for exempted users. Nonprofit organizations and government organizations as listed in § 16-14(J) are exempt from the payment of deposits. Cleaning and damage fees are not exempt. If the facility is left unclean or damaged, the organization will be assessed a cost. Fees to utilize the Mary Alice Warren Community Center by nonprofit and government organizations on the exempt user list in § 16-14(J) are as follows:
1. One room is free when reserved Monday - Thursday.
a. An additional room can be reserved at half price.
b. The kitchen is not considered an additional room.
2. Friday, Saturday and Sunday rental fees are at half price.
G. Contracts. All users of the Mary Alice Warren Community Center are required to execute the town's standard application/agreement prior to their use of the Center. The agreement includes an indemnity holding the town harmless from any and all liability caused by the user's negligence during their use of the facility. Some groups may be required to provide proof of liability insurance as determined, on a case by case basis, by the Town Manager or designee. No sub-contracting is allowed.
H. Priority of use. The Town of Lewisville will have the first opportunity, at the beginning of each fiscal/calendar year, to reserve the Mary Alice Warren Community Center for its programs. Users can reserve the facility, based on availability, on a first come, first served basis. The town reserves the right to suspend usage for maintenance.
I. Reservations. Those desiring use of the Mary Alice Warren Community Center must fill out an application and submit it, with appropriate fees, to an official at Town Hall. Reservation dates and times may be changed by renters/users prior to the event, subject to availability. Refunds will be given according to the Cancellation Policy.
1. If reservations are made by an organization, all fees must be paid by the organization and a responsible party named. Refunds will be refunded to the organization.
2. If reservations are made by an individual, all fees must be paid by that individual and that individual is the responsible party. Refunds will be refunded to that individual.
3. Reservations must be made 14 days or more prior to the requested date.
4. All fees and refundable deposits associated with the rental of a town facility must be paid in full within 14 calendar days of receipt of the invoice. No payment plans will be accepted. If payment is not received after the 14-day period, the town reserves the right to cancel the reservation without notice.
J. Recurring use.
1. Authorized program directors requiring recurring use may submit a request to the scheduling office (Town Hall Office Manager/Events Coordinator) stating the need for a recurring reservation and 3 choices of meeting days and times. The Town Manager or designee may approve recurring requests after considering the impact on the previously approved uses and future potential needs. Recurring uses may be approved for up to 1 year and may be renewed annually. The regular request and approval cycle is as follows:
Requests submitted/received | June or November |
Recurring use schedule approved | July or December |
Recurring use schedule effective | August 1 through July 31, or January 11 through December 31 |
2. Out of cycle requests may be submitted at any time; however, other pre-approved uses will not be altered to accommodate the out of cycle requests.
K. Mary Alice Warren Community Center rules.
1. Mary Alice Warren Community Center patrons will be responsible for properly disposing of their trash in the outside trash receptacles and replacing liners in the inside trash receptacles.
2. Mary Alice Warren Community Center patrons will be responsible for properly disposing of their recyclable material in the bins provided.
3. Possession of controlled substances is strictly forbidden and consumption of all alcoholic beverage is strictly prohibited unless any required ABC permit has been obtained and prior authorization received from the town. A copy of the ABC permit must be provided to the town at least 30 days prior to the date of rental. The requirements of all ABC rules and regulations and state laws regarding possession and distribution of alcoholic beverages must be met. (See the town's Alcohol Beverage Policy.)
4. a. Music that disturbs neighboring property owners and/or residents is prohibited.
b. All music must end at 10:00 p.m.
5. No vending is allowed unless authorized by the Town Manager or designee.
6. Fees may not be charged to enter the facility.
7. Solicitation of other patrons (not participating in the user's activities) is prohibited.
8. Users are expected to be aware of and to obey all other appropriate and applicable laws concerning public conduct and safety during their use of the Mary Alice Warren Community Center.
9. Offensive behavior or excessive noise that is a nuisance to other users in the facility or surrounding neighbors is prohibited.
10. Maximum occupancy for:
a. Shallow Ford Room is on the room seating chart.
b. Lewisville Room is on the room seating chart.
c. Vienna Room is on the room seating chart.
d. Shallow Ford and Lewisville Rooms are on the room seating chart.
e. Shallow Ford, Lewisville and Vienna Rooms are on the room seating chart.
f. Magnolia Activity Room is on the room seating chart.
g. Great Wagon Conference/Meeting Room is on the room seating chart.
11. Tables and/or chairs are not to be removed from the building.
12. Tables should be covered for any usage.
13. Only battery operated candles are allowed.
14. Floor cleaning materials are in the storage room and spills should be cleaned promptly.
15. Trash can liners are also in the storage room. All trash is to be placed in can liners and the liners removed and placed in the outside receptacles.
16. a. Upon entry, building anomalies should be immediately reported to Town Hall. (8:00 a.m. - 5:00 p.m., Monday - Friday, (336) 945-5558, and weekends see numbers listed on rental application.
b. Provide a photo if possible.
17. Use of latex balloons is prohibited.
18. Please relay Mary Alice Warren Community Center rules to all participants.
19. Do not prop open outside doors. The building is heated and air conditioned. This puts an unnecessary burden on the heating/cooling system and will cause the system to fail.
20. Do not apply tape or adhesive to walls or ceiling tiles.
21. Do not drive anything such as nails or screws into walls.
22. Do not interfere/interrupt other users unless you are scheduled for use of that space at that time.
23. Entrance key codes are to remain confidential and should not be given to unauthorized users.
24. Guns and other weapons are prohibited.
25. Smoking is prohibited on the Mary Alice Warren Community Center property.
26. Fireworks, pyrotechnics and sparklers are prohibited.
27. Metal detectors and motorized hobby equipment are prohibited.
28. Glass containers are prohibited.
29. Do not move patio furniture into the building.
30. Glitter and confetti are prohibited.
31. All outside rentals of items (i.e. tables, chairs, etc.) to be brought into Mary Alice Warren Community Center must be approved by town staff prior to the event. Requests must be made no less than 14 calendar days prior to the reservation.
L. Enforcement of violations. Violation of Mary Alice Warren Community Center rules or abuse of property can result in expulsion with denial of future use and reservation privileges and assessments of costs to clean or repair damages. Rules and regulations are subject to the interpretation of and enforcement by designated town officials and the Forsyth County Sheriff's Department. Appeals may be brought before the Lewisville Parks, Recreation and Cultural Development Board. Appeals will be accepted up to 30 days following the event, must be in writing and must be submitted to the Town Clerk.
M. Cancellation policy.
30 days prior to event | Full refund (including cleaning deposit) |
15 days to 29 days prior | |
Resident | 50% of base rental fee |
Non-resident | Forfeit surcharge |
14 days or less prior | Forfeit all fees paid |
N. Commercial use policy. Renters/users to conduct commercial use is prohibited.
O. User/renters of large events are required to provide a certificate of insurance naming the town as an additional insured unless the organization falls under the umbrella of a national or local charitable organization recognized by the Internal Revenue Service under its § 501(c)(3) or § 501(c)(8) Code.
(Ord. 2021051, passed 09-09-2021; Am. Ord. 2022-039, passed 5-12-2022; Am. Ord. 2022-030, passed 6-9-2022; Am. Ord. 2022-045, passed 8-11-2022)
Cross-reference:
Facility use exemption policy, see § 16-14