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. 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. Shallowford Square rules.
1. Possession of controlled substances is strictly forbidden and consumption of all alcoholic beverages 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.
2. Parents and supervising adults are responsible for the activities and safety of the children they bring to the park. The Town of Lewisville assumes no supervisory responsibility for children at the park.
3. Offensive behavior or excessive noise that is a nuisance to other users in the facility or surrounding neighbors is prohibited.
4. Park patrons will be responsible for properly disposing of their trash and recyclables.
5. Vehicles, trailers and campers are restricted to the parking lots and roadways except in the execution of a town event.
6. a. No vendors are allowed unless authorized by the town. Large event or open-to-the-public renters/users are allowed to have vendors IF a list of vendors is provided to the town.
b. Vendors are allowed to utilize golf type carts for set-up and take-down but the cart cannot be driven through the park during an event.
7. Appropriate food preparation and handling permits must be obtained from the Forsyth County Health Department or other such regulating agency.
8. Fees may not be charged to enter the facility.
9. Solicitation of other patrons (not participating in the user’s activities) is prohibited.
10. 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 Square.
11. Weighted tents no larger than 20 feet by 30 feet may be erected in the Square in areas designated by town officials for non-town-sponsored events. Using tent stakes to anchor tents is prohibited due to potential damage to electrical conduit or the irrigation system. "Bouncies" and other blow up items are prohibited.
12. The park closes at 10:00 p.m. unless used for a town-authorized event.
13. Fireworks, pyrotechnics and sparklers are prohibited.
14. Skateboards, bicycles, scooters, roller blades and other wheeled recreational devices are restricted to the sidewalks surrounding the park and are not allowed in the Square.
15. Pets are NOT allowed in Shallowford Square, except service animals. Horses and livestock are not permitted in the park.
16. Camping is not allowed unless part of a town-authorized event.
17. a. Music that disturbs neighboring property owners and/or residents is prohibited.
b. All music must end at 10:00 p.m.
E. Enforcement of violation. Violation of park rules or abuse of property will result in expulsion with denial of future use and reservation privileges and assessments of costs to clean and repair. 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.
F. Henry (Hank) Chilton Pavilion (herein referred to as the Pavilion) rules. The Pavilion is the covered structure located in the center of the park. Reservations guarantee the use of the Pavilion only. They do not guarantee the use of surrounding seating walls. The park itself is open to the public and may not be reserved by any particular group.
1. Generally. Users must obey all Shallowford Square rules.
2. User fees. Fees for renting the Pavilion are set annually in the budget. Fees are required upon rental application submission. If the Pavilion 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.
3. User fee exemptions. Nonprofit organizations and government organizations sponsoring public events which are free of admission 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.
4. Contracts. All users of the Pavilion are required to execute the town’s standard rental application/agreement prior to their use of the Pavilion. 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.
5. Priority of use. The Town of Lewisville will have the first opportunity, at the beginning of each fiscal/calendar year, to reserve the Pavilion for its programs. Residents and other user groups can reserve the facility, based on availability, on a first come, first served basis. The town reserves the right to suspend usage for maintenance.
6. Reservations. Those desiring use of the Shallowford Square pavilion 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 the 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.
a. 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.
b. 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.
7. Equipment. The Town of Lewisville does not provide chairs, tables, or podiums. Picnic tables are available.
8. Plastic ties; tape. Plastic ties may be used on Pavilion posts but must be removed at the end of the event. Tape may not be used on Pavilion posts. Staples, nails, thumb tacks and screws are not to be used.
9. Grills. Grills are prohibited.
10. Candles. Only battery operated candles are allowed.
G. 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 |
H. Commercial use policy. Renters/users to conduct commercial use is prohibited.
I. User/renters of large events 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 charitable organization recognized by the Internal Revenue Service under § 501(c)(3) and § 501(c)(8) of the Internal Revenue Code.
J. Signage, decorations and promotions.
b. Banners for events 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.)
2. Decorations in the park are prohibited except when renting the pavilion. No tape, staples, thumb tacks, or screws are to be used, only plastic ties which must be removed after the event.
3. Promotional materials may not be distributed without the approval of the event organizer. The event organizer is responsible for any clean-up.
K. Shallowford Square is closed to all organized events during a town sponsored event.
(Am. Res. 2000060, passed 11-09-2000; Am. Res. 2002015, passed 03-14-2002; Am. Res. 2002047, passed 06-13-2002; Am. Res. 2007034, passed 09-13-2007; Am. Res. 2008059, 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