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.
B. Basic policy. The Lewisville Town Council desires to continue the historical use of the G. Galloway Reynolds Community Center in as much as is practical and beneficial 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.
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. Historical use. In 1978, the G. Galloway Reynolds Community Center was built by the Lewisville Community Center Board, Incorporated, as the Lewisville Community Center. The Center was built to serve as a civic building for the Lewisville community, Forsyth County, North Carolina, to be used principally by nonprofit, charitable organizations, such as the Lewisville Civic Club, school groups, garden clubs, scouting groups, and other such organizations whose activities benefit the community at large, in order to assist the organizations in the performance of their charitable functions. (Articles of Incorporation of Lewisville Community Center, Inc., 03-08-1976)
E. User fees. Fees for renting the G. Galloway Reynolds Community Center are set annually in the budget. Fees are required upon rental application submission. If the 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 exemptions. Nonprofit organizations and government organizations are exempt from the payment of user fees and deposits. Cleaning and damage fees are not exempt. If the facility is left unclean or damaged, the organization will be assessed a cost. For additional information on the requirements for exemption from user fees and deposits, refer to § 16-14 of the Town Code.
G. Contracts. All users of the G. Galloway Reynolds Community Center are required to execute the town’s standard rental 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 year, to reserve the Community Center for its programs, followed by scouting organizations, the Lewisville Civic Club, and other recurring, nonprofit, or government users. 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 G. Galloway Reynolds Community Center must fill out a rental 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. Exempt organizations and paid reservations have priority over non-reserved use.
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.
J. Recurring use.
1. Groups 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 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 1 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. G. Galloway Reynolds Community Center rules.
1. G. Galloway Reynolds 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. G. Galloway Reynolds Community Center patrons will be responsible for properly disposing of their recyclable material in the bin(s) 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 G. Galloway Reynolds 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 the first floor is 48 and 16 for the second floor meeting room.
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. If renting the second floor, realize that our senior workout room is next door. The senior room is for senior residents only. Please do not allow children access to this room.
18. Please relay G. Galloway Reynolds 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 G. Galloway Reynolds Community Center property.
26. Fireworks, pyrotechnics and sparklers are prohibited.
27. Metal detectors and motorized hobby equipment are prohibited.
28. Glass containers are prohibited.
L. Enforcement of violations. Violation of G. Galloway Reynolds 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. Recurring user/renters or user/renters of events open-to-the-public 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) and § 501(c)(8) code.
(Am. Res. 2000060, passed 11-09-2000; Am. Res. 2002015, passed 03-14-2002; Am. Res. 2002047, passed 06-13-2002; Am. Res. 2007028, passed 09-13-2007; Am. Res. 2008058, passed 10-09-2008; Am. Res. 2010052, passed 10-14-2010; Am. Ord. 2015011, passed 02-12-2015; Am. Ord. 2015029, passed 03-12-2015; Am. Ord. 2016013, passed 4-14-2016; Am. Ord. 2017039, passed 11-2-2017; Am. Ord. 2021051, passed 09-09-2021)
Penalty, see § 1-8
Cross-reference:
Facility use exemption policy, see § 16-14