A. Purpose. To establish uniform guidelines for use of town facilities to the benefit of the town, its residents and the operating staff.
B. Basic policy. 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. 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. User fees. User fees are established annually at the time the annual budget is adopted by the Town Council.
E. User fee exemptions. Organizations may be exempted from the payment of user fees and deposits as approved by the Town Council. The exemption shall be in the form of a Town Council ordinance and shall be included in the list of exempted organizations listed elsewhere in this policy. Organizations not listed in the Exemption Policy must pay all fees.
1. Organizations located in the Town of Lewisville, that are defined by the Internal Revenue Code as § 501(c)(3) and § 501(c)(8) desiring recurring use may request to be exempted from user fees and deposits by submitting a request for exemption to the Town Council through the Town Manager or his or her designee. Requests for exemption shall be considered at the next regularly scheduled meeting of the Town Council.
2. Organizations serving the residents of the Town of Lewisville as defined below may request to be exempted from user fees and deposits by submitting a request for exemption to the Town Council through the Town Manager or his or her designee. Requests for exemption shall be considered at the next regularly scheduled meeting of the Town Council.
a. Regularly comes together for the purpose of promoting, providing or supporting services to the town or its residents;
b. Uses a location within the town for its primary service place;
c. Has an office in the Town of Lewisville;
d. Has a majority of town residents in its service population;
e. Conducts a majority of its activities in the town; or
f. Focus a significant program in the town.
3. Organizations grandfathered by the Town Council (Lewisville Garden Clubs and Homeowner Associations), non-profit organizations located in the town that are defined by the Internal Revenue Code as § 501(c)(3) and § 501(c)(8), and government organizations located in the town are exempt from the payment of user fees and deposits at Shallowford Square, G. Galloway Reynolds Community Center and Jack Warren Park. User fees for exempted users at the Mary Alice Warren Community Center are outlined in § 16-18(F). Cleaning and damage fees are not exempt. If the facility is left unclean or damaged, the organization will be assessed a cost.
4. National or regional organizations located in the town associated with health, human services or educational issues involving public schools may use a town facility for an event once yearly for the purpose of fund raising and the event shall be exempt from user fees and deposits. These organizations are not exempt from cleaning and damage fees. If the facility is left unclean or damaged, the organization will be assessed a cost.
F. Contracts. All users of town facilities are required to execute the town’s standard rental application/agreement prior to their use of a facility. 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 staff. No sub-contracting is allowed.
G. Reservations. All users are required to reserve the use of town facilities through the Town Hall scheduling office. Reservations are to be approved by the Town Manager or his or her designated representative. Reservations are requested no later than 2 weeks in advance of the required usage. Exceptions may be granted by the Town Manager or his or her designee. Reservations made by an organization must name a responsible party.
H. Recurring use.
1. Groups requiring recurring uses 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.
2. 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 |
3. 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.
I. Cancellations. Non-use of dates by recurring users are to be reported to the scheduling office as early as possible so that the date will be available to other users.
J. Terms of use.
2. Exempted organizations (for regular meetings and/or activities):
a. Lewisville Civic Club.
b. Winston-Salem/Forsyth County Schools.
c. Winston-Salem/Forsyth County Schools Parent Teacher Association.
d. Boy Scouts of America (local units sponsored by local organizations).
e. Girl Scouts of America (local units sponsored by local organizations).
f. Lewisville Garden Clubs.
g. Lewisville Historical Society.
h. Lewisville Area Arts Council (LAAC).
i. Lewisville Branch Library (cooperative agreement with the Forsyth County Library System).
j. Friends of the Lewisville Library.
k. Piedmont Triad Regional Council and PTRC sponsored programs.
l. Northwest Little League.
m. American Legion.
n. 4H Clubs.
o. Lewisville Athletic Association.
p. Homeowner Association (once yearly meetings).
q. Vienna Civic Club.
r. Shepherd's Center.
s. FCSO Explorer Post 975.
t. Rotary Club of Western Forsyth County.
u. Indian Association of the Carolinas.
v. Tealdrops, Inc.
w. Forsyth Home Educators.
x. Shallow Ford Foundation.
y. Tim Sutton Ministries.
z. Lewisville United Methodist Church.
aa. The American Red Cross.
3. Exempt users 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) or § 501(c)(8) of the Internal Revenue Code or are grandfathered from the original list.
(Am. Res. 2003039, passed 08-14-2003; Am. Res. 2007035, passed 09-13-2007; Am. Res. 2007068, passed 11-01-2007; Am. Res. 2008036, passed 10-09-2008; Am. Res. 2010002, passed 01-07-2010; Am. Res. 2010048, passed 09-02-2010; Am. Res. 2010052, passed 10-14-2010; Am. Res. 2011063, passed 12-01-2011; Am. Res. 2013012, passed 03-14-2013; Am. Res. 2014045, passed 09-04-2014; Am. Ord. 2015011, passed 02-12-2015; Am. Ord. 2015029, passed 03-12-2015; Am. Ord. 2016034, passed 10-13-2016; Am. Ord. 2019037, passed 07-11-2019; Am. Ord. 2020002, passed 01-09-2020; Am. Ord. 2021037, passed 07-08-2021; Am. Ord. 2021051, passed 09-09-2021; Am. Res. 2022-034, passed 7-14-2022; Am. Ord. 2022-060, passed 11-11-2022; Am. Ord. 2022-062, passed 11-10-2022; Am. Ord. 2022-063, passed 11-11-2022; Am. Ord. 2023-027, passed 6-8-2023)