POLICY
STATEMENT 102
OPERATIONAL
Prepared
by: Mary Henderson, Director of Parks, Recreation and Cultural Resources
Supersedes:
Adopted
by Council:
Effective:
Purpose
To
adopt an official policy for the operation of the
Statement
of Philosophy:
The
Definitions
Senior
Citizens Clubs - Recognized Senior Citizen Clubs by the Town of
1.
Minimum of 90% of membership must be 55 and older with the exception that
spouses who are 54 and younger may join the club.
2.
Minimum of 75% of total club membership must be residents of the Town of
These
clubs are divided into three categories:
1.
Senior Citizen Social/Civic Clubs must meet the above criteria, keep a
copy of their current by laws or mission statement (if available) and membership
(if allowed by the by laws) at the Cary Senior Center and receive all of the
club benefits of meeting at the Cary Senior Center listed in item 4 of this
policy.
2.
Senior Citizen Church Affiliated Clubs must be sponsored by and meet at a
local church, meet the above criteria, keep a copy of their current by laws or
mission statement (if available) and membership (if allowed by the by laws) at
the Cary Senior Center. These clubs
will receive b, c, e and f of club benefits listed in item 4 of this policy.
3.
Activity Based Senior Citizen Clubs must meet the above criteria, keep a
copy of their current by laws or mission statement (if available) and membership
(if allowed by the by laws) at the
This
policy, upon adoption by the Town Council, shall be applicable to the operation
and use of the Town owned
Policy
The
Town Council of the Town of
1.
Facility: The
2.
Facility Usage: The following
priority shall be established for scheduling functions in this facility:
a.
Town sponsored and co-sponsored senior citizen programs and activities.
b.
Programs offered by Resources for Seniors, Inc.
c.
Programs and activities sponsored by Senior Citizen Clubs recognized by
and located within the Town of
d.
Activities for other ages provided by or co-sponsored by the Town of
e.
Rentals for activities and events for private functions held by
individuals and groups who are residents of the Town of
f.
Rentals for activities and events for private functions held by
individuals and groups who are non-residents of the Town of
3.
General Hours of Operation: The
Senior Center shall be available for use during times as established by the Cary
Town Council. The Department
Director or his/her designee shall reserve the right to alter hours of operation
due to weather and health or safety of the public or employees.
4.
The
Town of
a.
Space for up to 2 weekday scheduled meetings and/or a maximum 6 meeting
hours, with entire club membership, per month with advance notice of 6 months of
any permanent schedule changes (space permitting).
All room reservations and set up requests must be made with Cary Senior
Center Supervisor’s approval.
b.
Space for 1 scheduled meeting with club board/advisory committee per
month (maximum 3 hours) with one or more weeks notice (space permitting). All
room reservations must be made with Cary Senior Center Supervisor’s approval.
c.
The free weekday rental of one shelter at Bond or
d.
Coffee (with condiments and paper products) will be provided for each
club during their scheduled club meetings. Clubs
must provide all other refreshment supplies.
All posted kitchen rules must be followed by all that use the kitchen
area.
e.
Listing of Club meeting time, location, days and Club President
information in the Town of Cary Senior Center quarterly brochure and mailing of
that brochure to all club members (if allowed in Club bylaws).
f.
One evening event, after
5.
Program Registration and Fees
a.
There will be a two-week priority registration period for
b.
Classes & Workshops:
Fees
for participation in classes shall be set to recover 100% of instructor fees
plus 100% of supplies. Non-residents shall pay an additional 20% of resident
registration fees with a minimum of $5. (Exception: 1-day workshop, additional
non-resident fee equal to 20% of instructor fee with a minimum of $1.)
c.
Day and Overnight Trips:
Fees
for day trips are 100% of bus cost plus 100% of admission fees (based on a
minimum number of riders).
Staff travel costs are to be divided among all travelers expenses.
Non-residents shall pay an additional 20% of resident registration fees with a
minimum of $5.
d.
Senior Special Events and Dances:
Direct
supply and/or meal costs will be divided among all participants (resident and
non-resident will have same fee).
e.
SeniorNet classes and workshops:
All
participants in SeniorNet must join the national organization prior to
registering for any classes
6.
General Rules of Use of the Facility:
a.
An employee shall be on duty in the facility during all hours of
operation or whenever the facility is open to the public.
b.
All Town of Cary ordinances must be adhered to unless otherwise stated in
this policy.
c.
Food, beverage or other sales are prohibited except those with prior
approval by the Department Director.
d.
Any person or group using the facility shall be responsible for the
breakage, loss or damage to the facility and equipment and shall bear the full
replacement cost for such breakage, loss or damage.
e.
Persons and groups using the facility shall be responsible for any
personal items brought into the facility and shall remove same at the end of
each scheduled use time and shall return any Town owned equipment to its
designated place within the facility as directed by the facility supervisor.
f.
Any person/group violating any of the above general rules is subject to
immediate suspension from the facility and prosecution in the event of a law
enforcement violation as provided in the Code of Ordinances of the Town of
g.
The facility shall be open only to persons who are upon the premises for
specific programs, activities, functions or other official Town business.
h.
The Department Director or his/her designee may implement any other
action deemed necessary to protect the health and welfare of the public,
employees or the facility.
i.
Alcohol is prohibited with exception of approved rentals as outlined in
#8e of this policy.
7.
SeniorNet Computer Learning Center/Media Center use:
a.
The Computer Learning Center shall
be scheduled according to the following priority:
(1)
Classes, workshops and labs for SeniorNet members only.
(2)
Classes, workshops and labs for all others.
b.
c.
All computer improvements and enhancements will be the responsibility of
the
d.
Town of
8.
Reservation/Rental Priority:
a.
Town sponsored and co-sponsored reservations may be made at any time.
b.
Non-Town sponsored usage - Residents:
(1)
Sunday-Thursday not more than 3 months in advance.
(2)
Friday and Saturday not more than 6 months in advance.
c.
Non-Town sponsored usage – Non Residents:
(1)
Sunday-Thursday not more than 2 months in advance.
(2)
Friday and Saturday not more than 5 months in advance.
d.
Reservations for use of the facility shall be made as outlined in the “
e.
Non-profit organizations pay 50% of total rental fees for rentals between
the hours of
f.
Alcohol, in the form of a “
9.
Cancellation of Rentals:
a. The Department reserves the right to make cancellations
at any time. Cancellation notices
will be issued as far in advance as possible.
All reservations/damage deposits and usage fees will be returned in full
if cancellation is initiated by the Department.
b.
Cancellation (for dates other than Friday and Saturday evenings in the
month of December and New Year's Eve) may be initiated by the party making
reservation up to thirty (30) days prior to scheduled use without liability.
All cancellation notices must be submitted in writing to facility
supervisor. Cancellation made within 30 days of the scheduled use will result in
forfeiture of reservation/damage deposit.
c.
Cancellation for Friday and Saturday evenings in the month of December
and New Year's Eve may be initiated by the party making reservation up to the
last working day of September without liability.
All cancellation notices must be submitted in writing to the facility
supervisor. Any organization or
sponsor who fails to notify the facility supervisor of a cancellation prior to
the last working day in September prior to December reservation date will
forfeit reservation/damage deposit.
d.
No cancellations will be accepted within five (5) working days of
scheduled usage. Party making a
cancellation within five (5) working days of usage will be liable for payment of
rental fees and other charges in full.
10.
Fees for use of the facility shall be those as adopted by the Cary Town
Council in the annual budget of the Town of