(A) Reserved users must submit an application at least fifteen (15) business days and no more than three (3) months before the start of the event.
(B) An applicant must be at least 18 years of age, and at least 21 years of age if the application will include an open container waiver request.
(C) Applicants must agree that:
(1) The organization is solely responsible for determining whether the site is safe and appropriate for the use prior to each use, and will notify the City of White Sulphur Springs of any known safety hazard. Safety includes protection of the resources as well as the participants.
(2) An authorized representative of the organization, who is at least twenty-one (21) years of age, will remain on the premises for the duration of the event.
(3) They may not store equipment at or on any field or premises, except as expressly authorized by the City of White Sulphur Springs, in writing.
(4) They are responsible for all costs due to damages by members of their party or organization. This includes, but is not limited to, vandalism, damage or destruction caused by abusive use, and garbage left at the site. These costs may be greater than the damage deposit, in which case the applicant will be billed for any amount not covered by the damage deposit.
(5) Unless otherwise agreed in writing, the reservation of a City park or park facility does not guarantee or include exclusive use of the entire park. Users may not close public areas or extend their activities into spaces outside of the reserved areas.
(6) The City of White Sulphur Springs will not be held responsible for any personal property loss or damage to vehicles other personal property.
(D) An administrative fee will be charged sufficient to cover all direct and indirect costs and expenses of processing and administering park permits, including the costs of inspections after use.
(E) Reservations are final only when the application has been approved and all applicable fees or deposits have been paid.
(F) Damage deposits.
(1) A damage deposit will be required for permitted events occurring in City parks or facilities as per the provisions contained in this Chapter.
(2) Damage inspections will be completed by City staff no later than the end of the first business day following a permitted event. The permit fee or the damage deposit will be calculated so as to cover staff time spent performing inspections.
(3) All costs due to damages by the holder of a permit or any person(s) within their party are the responsibility of the permit holder. This includes but is not limited to vandalism, damage or destruction caused by abusive use, and garbage left at the site. These costs may be greater than the damage deposit, in which case the permit holder will be billed for any amount not covered by the damage deposit.
(4) The damage deposit or a pro-rata share will be refunded within ten business days after the event depending on whether any damage occurred.
(5) The event sponsor shall have ten calendar days after receipt of the notice indicating some part or all of the damage deposit was withheld in which to submit a written notice appealing such decision to the City Council. The appeal shall include a statement as to the basis of the appeal with supporting documents or reasons. The City Council shall hear and rule on the appeal no later than the second regularly scheduled meeting of the council following filing of the notice of appeal. The hearing on the appeal shall be scheduled by the City Clerk/Treasurer upon the filing of the notice of appeal.
(6) The Mayor may waive or modify damage deposits as they deem appropriate.
(G) Fees and deposits shall be as set by Council by resolution.
(H) Applicants seeking a waiver of the insurance requirement shall indicate this request on the application.
(Ord. 2024-2, passed 7-1-2024)