Town of Washington Park: Facilities and Grounds Use Policy
Purpose:
The purpose of this Facilities and Grounds Use Policy is to define the applicability of certain grounds and
facilities within the Town of Washington Park (the “Town”) for public use and to further define the terms under
which interested parties may apply for use and utilize these grounds and facilities. The Waterfront Common
Area, the Town Playground, and the Town Municipal Building (each of which are defined in greater detail
below) may be reserved for public meetings, provided certain conditions of use and maintenance are met. It
is the intent of the Commissioners of the Town of Washington Park, subject to the terms and processes
described below, to allow the use of the identified grounds and facilities within the Town of Washington Park for
the benefit of residents of Washington Park, provided such use does not interfere with the operations of the
Town or constitute an activity that is commercial in nature.
Applicability:
The Facility and Grounds Use Policy applies to the following:
1. The Municipal Building and immediately adjacent grounds located at 408 Fairview Avenue.
2. The Town Playground located within the fenced are directly across Fairview Avenue from the Municipal
Building, but excluding the tennis courts and the fenced area that encloses the tennis courts located
immediately adjacent to the Town Playground.
3. The Waterfront Common Area, which is located in the area south of Riverside Drive and enclosed by
the linked-chain border.
4. The Tennis Courts.
In general, the public may request to use the preceding facilities and grounds pursuant to this policy by
requesting such use in writing to the Town Clerk.
Application:
All reservations will be considered on a first-come basis. Reservations for the use of facilities and grounds will be
scheduled as completed applications, including any fees and deposits, are received.
In order to reserve any of the facilities or grounds in the Town of Washington Park, eligible applicants must
complete and submit an application and required fees or deposits to the Town Clerk’s Office no earlier than six
months and no later than one month prior to the date for which the facility is being requested.
The Town Clerk is authorized to cancel or relocate any reservations due to scheduling conflicts or unforeseen
events that make the use of a facility or grounds unsafe, unreasonable or otherwise not in the best interest of
the public. In the event that a cancelation or relocation of a reservation is required by the Town, the Town will
notify the applicant as soon as possible to the change and refund any required fees or deposits. Groups or
entities that have reserved a facility or grounds and need to cancel the reservation must provide a minimum of
a two week notice of such cancelation or forfeit the deposit on the facility or grounds.
Eligible Applicants and Priority of Use:
The following groups or entities shall be eligible to reserve any of the applicable facilities or grounds in the Town
of Washington Park pursuant to this policy. In the event that a conflict exists between one or more groups or
entities for the use of a specific facility or grounds, a priority shall be given to the group or entity as shown
below.
Priority One: Town Commission Meetings as well as any appointed Boards, Committees, or other working
groups meeting to perform Town Commission business.
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Priority Two: Town-sponsored events, such as the annual Town Picnic.
Priority Three: Homeowners, Property Owners, and The Washington Park Garden Club.
Priority Four: Non-profit organizations, including other governmental entities, provided that the use of the
facilities or grounds is for educational, business, or professional meetings.
Priority Five: Other individuals, groups, or entities, provided that the activity for which the facilities or grounds is
to be used is non-commercial.
The Municipal Building may not be reserved for weddings, or similar events.
Priority Four and Priority Five groups or entities may not use a facility or grounds more than once in any three
month period.
Availability of Facilities and Grounds:
Generally, the applicable facilities and grounds of the Town are available for use, pursuant to this policy,
Monday through Friday, between the hours of 9 a.m. and 5 p.m.
The facilities and grounds may also be available Monday through Friday between the hours of 5 p.m. and 10
p.m.; however, fees related to monitoring may apply.
In addition, the facilities and grounds may be available on certain holidays and weekends between the hours
of 9 a.m. and 10 p.m.; however, fees related to monitoring may apply.
Applicable facilities and grounds are not available on Memorial Day, the 4th of July, Labor Day, the Sunday of
Columbus Day Weekend, Thanksgiving Day, Christmas Day, New Year’s Day or Easter Sunday.
In order to accommodate as many groups or entities as possible during popular dates for meetings, unless
otherwise approved by the Town Clerk, applicable facilities and grounds must be reserved with specific time
periods. Facility Use Applications that do not contain specific time periods, or that contain general time
periods, such as “all day,” will be denied. In addition, groups or entities may be asked to alter requested time
periods to assist in accommodating as many groups or entities as possible.
Release and Indemnity:
The applicant is responsible for any and all damages to any facility or grounds, including the cost for clean-up
and repair. That applicant shall assume full liability for all accidents or claims of accidents as a result of
activities taking place associated with the use and shall agree to hold the Town harmless and indemnify the
Town for any injury or damage to persons or property, including the period of time during which the facilities or
grounds are being prepared for use as well as any follow-up activity related to the use.
Depending upon the type of event or activity or in the event that an applicant group or entity is not associated
with the Town of Washington Park, proof of insurance may be required at the sole discretion of the Town Clerk.
In this case, a Release and Indemnity Agreement may be required by the Town as a condition of the use of any
rooms and facilities and grounds in the Town.
Facilities and Grounds Deposits and Fees:
Priority One and Two groups and entities will not be charged any deposits or fees.
Priority Three groups and entities will be required to pay a deposit, and (depending on usage) a monitoring and
cleaning fee, but not a rental fee.
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Priority Five groups and entities will be required to pay all fees listed.
The following fees shall apply for the use of facilities and grounds unless waived by the Town Clerk; separate
checks are required for deposits and fees:
Deposits:
1. Municipal Building Main Room & Bathroom: $ 150.00
2. Municipal Building Kitchen: $50.00
3. Playground: $150.00
4. Waterfront Common Area: $250.00
5. Tennis Courts: $150.00
Rental Fees:
1. Municipal Building Main Room & Bathroom: $ 150.00
2. Municipal Building Kitchen: $50.00
3. Playground: $150.00
4. Waterfront Common Area: $250.00
5. Tennis Courts: $150.00
Cleaning Fees:
1. Municipal Building Main Room & Bathroom: $ 75.00
2. Municipal Building Kitchen: $75.00
3. Playground: $75.00
4. Waterfront Common Area: $150.00
5. Tennis Courts: $150.00
Deposits will be refunded after the date for which the room or facility was reserved.
If clean-up of the facilities and/or grounds is adequately performed (with judgment of the adequacy of cleanup provided solely through a review by the Town Clerk or other Town Staff) within 24 hours of the conclusion of
the event by the group or entity that rents the facilities or grounds, the cleaning fee will be waived.
Monitor Fee for Rooms and Facilities reserved after 5 p.m. or on holidays or weekends: $25.00 per hour.
In the event that a room, facility or any of its contents suffers significant damage due to the actions or neglect
of groups or entities that have reserved the room or facility for use, the group or entity will be charged the
actual costs to repair or replace the room, facility or damaged item, in addition to forfeiting the deposit for the
use of the room or facility, which will be deducted from the final charge for damages incurred.
General Rules of Use:
1. The Town will not provide personnel or equipment unless a specific request is approved in advance by the
Town Clerk. All use of facilities and grounds, except incidental use by Town staff, must be scheduled in
advance through an application filed with the Town Clerk’s Office. All required deposits and fees must
accompany the application.
2. The use of facilities and grounds does not obligate the Town to provide any furnishings or equipment not
currently assigned to the area. Furnishings and equipment may not be removed from the facility or
grounds. Additional equipment may be brought into/onto facilities/grounds if noted on the application
and approved by the Town Clerk.
3. Under no circumstances will a group or entity using a facility or grounds be given a key to access any part
of the Municipal Building. If used during normal operating hours, Town staff will provide access to the
Municipal Building. Access to facilities and grounds during non-operating hours will be provided through
the monitor staff.
4. Town equipment (except furnishings), including wireless network equipment, may not be used unless
expressly authorized by the Town Clerk.
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5. The use of displays, decorations or similar items is expressly limited to tables or easels. The attachment of
displays, decorations or similar items on walls, doors, windows or any other surface is prohibited. The use of
open, pit, or any other types of fire (including all types of fireworks) or any other device that exposes the
Municipal Building or grounds to an open flame any other type of fire is prohibited.
6. If used and approved for use by the Town Clerk, use of portable toilets must comply with all local and state
laws and regulations.
7. No function will be allowed where any member of an organization carries a gun, rifle, firearm, or other
weapon. An exception may be made for a memorial service or special event associated with the
recognition of any branch of the military or historical conflict so long as any weapon is used only
discharging blanks and the organization has received appropriate permits and/or permissions from the
Town Clerk and the Beaufort County Sheriff’s Department.
8. The Municipal Building and Playground are smoke free environments; hence, smoking is prohibited.
9. The use of alcohol and drugs on the Playground, unless expressly permitted by the Town Clerk, is prohibited.
10. All foods must be prepared off-site. The use of the kitchen areas is limited to the re-heating and final
preparation of food items. The kitchen areas are not intended to be used to produce food items from
scratch.
11. Groups or entities using rooms and facilities will return the rooms and facilities to their pre-event condition in
accordance with the checklist provided with the application.
12. Groups or entities using rooms and facilities will be expected to be aware of and abide by any and all
Federal and State maximum occupancy requirements associated with the rooms and/or facilities used.
13. Ingress and egress to the facilities or grounds by the applicant may not restrict the orderly flow of traffic on
adjacent roads and arteries, and traffic must comply with all local, state, and federal laws.
14. Parking during normal operating hours is limited solely to areas designated in advance by the Town Clerk.
15. The use of any signage must be noted on the application and approved by the Town Clerk. Under no
circumstances may a group or entity use Town insignias, including the Town seal or name without the
express permission of the Town Clerk.
16. If a group or entity does not conclude the use of a room or facility in accordance with the rental period
applied for (defined as more than fifteen minutes beyond the time indicated on the application), it will
result in the forfeiture of the deposit.
17. Groups and entities using the facilities and grounds of the Town are responsible for their behavior and are
expected to comply with all policies, laws and regulations. Failure to do so could result in dismissal from the
Town’s facilities and grounds and the denial of future use applications. Loud and disruptive behavior,
including cursing and bad language, is prohibited.
18. The Town reserves the right to deny the use of the rooms and facilities of the Town if it is determined that to
allow the use is not in the best interest of the public. The Town also reserves the right to evict any group or
entity from any facility or grounds in the Town if to do so is deemed to be in the best interest of the public.
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