ORDER NO. 29399 APPROVE KERR COUNTY FACILITIES BOOKING AND RENTAL POLICY Came to be heard this the 26th day of September, 2005, with a motion made by Commissioner Williams, seconded by Commissioner Nicholson. The Court approved by vote of 4-0-0 to: Adopt Policy with changes made in Paragraph 13 removing bold wording. ~,i3 ~ , COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: County Judge OFFICE: MEETING DATE: September 26, 2005 TIME PREFERRED: SUBJECT: (Please be specific). Consider, discuss and take appropriate action to Approve the Ken County Facilities Booking and Rental Policy EXECUTIVE SESSION REQUESTED: NAME OF PERSON(S) ADDRESSING THE COURT: Commissioner Williams ESTIMATED LENGTH OF PRESENTATION: 10 Minutes. IF PERSONNEL MATTER NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED A11 Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepazed for the Court's formal consideration and action at time of Court meetings. Your cooperation is appreciated and contributes towazd your request being addressed at the earliest opportunity. See Agenda Request Rule adopted by Commissioners Court. Kerr County Booking Policy-SECOND DRAFT KERB COUNTY FACILITIES BOOKING & RENTAL POLICY The Hill Country Youth Exhibit Center and the Union Church are public event facilities owned and managed by Kerr County. These facilities are made available on a first requested basis for any lawful event that meets acceptable community standards. Rules affecting rental of county property are herein stated. A rental contract between Kerr County and lessee is a legal document issued on a "first request basis." It is valid only when signed by the lessee and the Ken County Facilities Use Manager or authorized designee. A contract will not be validated by the Facilities Use Manager without proper deposit or payment in full within 5 days of reservin ag facility, as noted in the contract. 2. Contracts will be issued on an "as need" basis. Contracts for local events or events requiring short term notice to participants may be issued up to one yeaz in advance. Consecutive multiple-day events requiring long-term notice, such as conventions, livestock shows, horse, or cattle shows, trade shows, rodeos, or other events that may be sponsored by a national organization, may receive contracts up to three yeazs in advance. 3. No date may be held without a contract and deposit. "Tenured" events, those events that have used the facilities for two or more years, are allowed to have first option on the same dates for the next year. Any conflict of dates caused by request of the lessee or by calendaz, the Facilities Use Manager will mediate varying circumstances, and that decision will be final. 4. A lessee utilizing the facility for more than two (2) events per year may be offered a "multiple date contract." This allows the lessee to hold two dates with a single deposit. The deposit will roll over after each event and be applied to the next reserved date. However, if the lessee drops one of the dates, Ken County will apply the deposit to the cancelled date, and request deposits for any or all future dates. Illustration: 2 dates reserved, 1 deposit; 3 dates reserved, 2 deposits; 4 dates reserved, 2 deposits; S dates reserved, 3 deposits, etc. 5. Deposits aze due with each contract. The amount due is an amount equal to one- halfthe day rental for the facility to be used. All other fees are collected within the dates of the event as specified within the contract. The balance due for rental is payable not less than 10 days before the event. Governmental entities may secure their reservations with a Purchase Order for payment and pay within their normal payment cycle. All other organizations must pay other fees due by the conclusion of their event, or as otherwise might be specified in the contract. 6. Refunds will be given without question if the cancellation is six or more months from the event. To receive a refund of deposit within six months of the event, another lessee must rent the reserved date for an amount equal to or greater than the amount of the base rental, which would have been generated by the cancelled event. 7. Annual dates for events of the following organizations are hereby established as "protected dates" by order of Kerr County Commissioners' Court: • Hill Country District Junior Livestock Show in January and fundraiser in the month of September. • Texas State Arts and Crafts Fair during the Memorial Day weekend. • Extension and 4-H events as scheduled by the Ken County Extension Office. These dates must be established each year in January by the Kerr County Extension Office. • Kerr County Fair Association in the month of October. 8. Ken County hereby establishes three rental categories: "Commercial" entities, "1`lot-for-Profit" organizations, and "Educational events." There shall be no distinction in the Commercial Category of entities from either within or outside Ken County. To qualify for the "1`lot-for-Profit" rental rate, organizations must present, or have on file with the Facilities Use Department a current Internal Revenue Service (IRS) SOIc(3) or (6) designation. All other organizations or entities shall be considered "Commercial." "Educational Events" are generally understood to mean those events that aze sponsored by an educational entity and no admission or entry fee is chazged. "Social Events" aze considered as "Commercial" events. 9. Rental rates may, from time to time, be adjusted by order of Kerr County Commissioners' Court. The current rate schedule is attached to this policy booklet, and is available at the Facilities Use Department. 10. Proof of current Comprehensive Public Liability Insurance is required for all events scheduled at Kerr County facilities. $1,000,000 Public Liability insurance for bodily injury or death is mandatory. At least 10 days before an event, a copy of such proof of insurance including a copy of a paid receipt for premium showing the effective dates of coverage must be on file at the Facilities Use Department. 11. For free use of a Kerr County Facility, the event must be: • An event(s) sponsored by the Hill Country District Livestock Show in the months of January and September; • Extension and 4-H events scheduled by the Kerr County Extension Offices W`~ • Kerr County Fair Association annual County Fair; • A legally specified County duty, i.e., voting, condemnation, etc.; • Official Kerr county business as ordered by Commissioners' Court; • Other events held by County Elected Officials or Departments requesting free use requires advance approval of Commissioners' Court, and may not be scheduled more than 45 days before the event with the exception of a lawfully scheduled election. Exceptions to this aolicv will be allowed only if Commissioners' Court grants prior approval. 12. Prohibited Events aze as follows: ,sue Dances billed as "open to the public." !)~,IP ~ • Dances, parties, "mixers" and initiations held by social fraternity or sorority organizations. • Events not confornvng to accepted community standazds or any event that is scheduled that uses untrue or misleading information provided by the Lessee. 13. Alcohol Policy is as follows: Guests attending events may not brine alcohol into anv event. "Brine your own bottle" events are prohibited. Alcohol may be sold and/or served providing all Texas Alcohol and Beverage Control (TABC) laws and policies are adhered to, Additionally, the following rules also apply to the service of alcohol: ~'~ cohol must be served only from azea(s) designated by the Facilities Use Department. • Bottled beer and/or wine coolers must be served in plastic or stryrofoam cups. la" t • If the service of alcohol requires the presence of peace officers, this expense shall be borne by the Lessee. 14. Catering Deposits. All caterers (food and beverage) doing business at the HCYEC shall be required to have a $250 deposit on file at the Facilities Use Department Office which will be used to cover any required clean-up which the caterer fails to perform, or as partial satisfaction for any damages occurring. Any HCYEC space and/or property used by caterers and bartenders must be left in the condition it was found on arrival. Cooking on the premises is allowed only with prior approval ofthe Facilities use Department. 15. Equipment Rental. Tables, chairs, electrical hook-ups, and horse stalls are available for rent only for on-premises use (which includes river Staz Arts and Events Park), and rental rates aze included in the current rental fee schedule. In the event Ken County does not have adequate equipment suitable to the proposed use or to meet the needs of the Lessee, such equipment will be provided by the Lessee at their expense. Kerr County shall not be responsible in any manner for the Gaze and keeping of this equipment. 16. Set up and Take down fees. A fee of $150 each will be charged the Lessee for setting up or taking down the facility after the scheduled event. 17. Decorations. The Lessee is responsible for their own safety and the safety of others associated with their event during the installation, display and removal of all decorations. Other rules that apply are: • Decorations causing damage to floors, walls or other surfaces or structures are not permitted. This includes the application oftape, tacks, nails staples, etc. The Facilities Use Department will advise the type oftape that may be used. A decoration plan must bepre- approved by Facilities Use Department before decorations can begin. • Use of ceiling structures requires prior approval of the Facilities Use Department. pyrn.m-r~Gl • Use of water in decorations is allowed only by specialJand anan J additional $100 deposit. • Helium tanks must be secured to a load bearing structure upon arrival in the premises, and remain secured until removed. • Candles may be used for decoration, but must be secured in an appropriate container. • Glitter and/or confetti are not permitted for use at an event. 18. Available Hours for events. Hill Country Youth Exhibit Center and Arena: 7 a.m. to 11 p.m, Sunday through Thursday; 7 a.m, to midnight, Friday and Saturday. The Union Church: 8 a.m. to 11 p.m. Sunday through Saturday. Any event that exceeds the established hours of rental for a single day will be charged at the hourly rate for such additional time used. NOTE: OTHER PROVISIONS GOVERN THE USE OF COUNTY FACILITIES. PLEASE READ CAREFULLY THE LEASE AGREEMENT, AS LESSEE WILL BE RESPONSIBLE FOR ADHERENCE TO THE5E PROVISIONS. ADOPTED BY KERR COUNTY COMMISSIONERS' COURT, 2005. Page 1 of 1 Bill ~Iliams From: "Kerr County Judge/Commissioners' Court" To: "bill Williams" Sent: Wednesday, August 31, 2005 7:59 AM Subject: Fw: DRAFT of Ag Bam booking policey Commissioner, please see email below. Kathy -Original Message - From: David and Caroline Hanson To: Kerr County JudstelCommssioners' Court ; Ba~dwin~Buster Sent: Wednesday, August 31, 2005 7:55 AM Subject: Re: DRAFT of Ag Barn booking policey Much to my disappointment, Iwill beout of town on vacation on Sept. 26th so I cannot attend then. Do you know when they plan to have [his go into effect? I already have contracts for 2006, ¢, Caroline Hanson - Original Message - From: Kerr County Judge/Cornmissioners'__Court To: David and Caroline Hanson Sent: Wednesday, August 31, 2005 7:46 AM Subject: Re: DRAFT of Ag Barn booking policey Mrs. Hanson, I believe this item will not be on the Commissioners' Court agenda until September 26th, if that changes I will let you know. I have forwarded this email to all of the Comrssioners as requested. Have a good day, Kathy -- Original Message -- From: David and Caroline Hanson To: Kerr County Judge/Commissioners' Court ;Baldwin Buster Sent: Tuesday, August 30, 2005 8:04 PM Subject: Re: DRAFT of Ag Barn booking policey Hi Kathy, attached are our comments on the Ag Bam Booking doc. Please forward to all the commissioners. May I get on the agenda for September 12th if this is to be reviewed again? Caroline - Original Message - From: Kerr County Judge/Comrnissioners_Cour[ To: cdhanson@ktc.cpm Sent: Friday, August 26, 2005 3:46 PM Subject: DRAFT Ms. Hanson, attached is the DRAFT Kerr County Facilities Booking and Rental Policy. Kathy Mitchell 9/1/05 Comments from Hill Country Agility, David and Caroline Hanson Page 1 of 6 09/01 /2005 Dear Commissioners: Congratulations on a good job in developing this policy. This should help resolve many problems for the county and the booking agent Dave and I have reviewed the draft and inserted questions and comments into the document below in red Please consider and respond. Caroline Kerr County Booking Policy~ECOND DRAFT' KERB COUNTY FACILITIES BOOKING & RENTAL POLICY The HiIl Country Youth E~ibit Center and the Union Church are public event faca~ities owned and managed by Kerr County. These facilities are made available onA fast reyuesled basis for a~ lawful event that meets acceptable community standards. Rules affecting real of county property are herein stated. I. A rental contract between Kerr County and lessee is a legal document issued on a "first request basis." It is valid only when signed by the lessee and the Kerr County Facilities Use Manager or authorized designee. A cortract will not be validated by reservins a facility, as noted in the contract. 2. Conhacts will be issued on an "as need" basis. Contracts for local events or events requiring short team notice to participants may be issued up to one year in advance. Consecutive muhiple-day events requiring long-term notice, such as conventions, livestock shows, horse, or cattle shows, trade shows, rodeos, or other events that may be sponsored by a national oigauiza6ion,may receive conhacts up to three years in advance. "Consecutive multiple-day events" is a little confi>sirrg. 1 assume you mean" 2 or more consecutive days>,: e.g. Saturday and Sunday. or Thursday, Friday, Saturday. "may be sponsored" is very open-ended An event is either sponsored or not. The clause would be much stronger if "maybe" was replaced with "are", 3. No date may be held without a contract and deposit "Tenured" events, those events Comments from Hill Country Agility, David and Caroline Hanson Page 2 of 6 09/01 /2005 that have used the facilities for two or more years, are allowed to have first option on the same dates for the next year. Any conflict of dates caused by request of the lessee or by calendar, the Facilities Use Manager will mediate varying circrunstances, and that decision will be final. Is there a time frame for the option to remain open? Does "same dates for the next year" mean the week of the year (which is the calendar that our National Organization uses) or the literal calendar dates (like April 10, which maybe a weekday or weekend), or the weekend ofthe month (such as first weekend in October, last weekend in October). If the first is on a Sunday, is that the first weekend? This calendar stuff has driven me and my contact at National crazy. O It may make the Facilities Use manager crazy as well. O 4. A lessee utilizing the facility for more than two (2) events per year may be offered a "multiple date contract." This allows the lessee to hold two dates with a single deposit. The deposit will roll over after each event and be applied to the next reserved date. However, if the lessee drops one of the dates, Kerr County will apply the deposit to the cancelled date, and request deposits for airy or all firture dates. Illustration: 2 dates reserved, 1 deposit; 3 dates reserved, 2 deposits; 4 dates reserved, 2 deposits; 5 dates reserved, 3 deposits, etc. Why more than two (2)? Could that read two (2) or more? That would really help small organizations like ours that have cash coming in only just prior to the event. In the past, we were able to do this for our 2 events. 5. Deposits are due with each contract. The amount due is an amount equal to one-halfthe day rental for the facility to be used. All other fees are collected within the dates of the event as specified within the contract. The balance due for rental is payable not less than 0 days before the event. Governmental entities may secure their reservarions with a Purchase Order for payment and pay within their normal payment cycle. All other organizations must pay other fees due by the conclusion of their event, or as otherwise might be specified in the contract. You might want to add an (s) to day. "equal to one-half the day(s) rental" For example, if our rental is $550 a day fora 2 day event, l could argue that I owed only $275 for a deposit for the 2 days, rather than the $550 for the two days that I have been paying. I feel that it is a little clearer. 6. Refunds will be given without question if the cancellation is six or more months from the event. To receive a refund of deposit within six months of the event, another lessee must rent the reserved date for an amount equal to or greater than the amount of the base rental, which would have been generated by the cancelled event 7. Annual dates for events of the following organizations are hereby established as "protected dates" by order of Kerr County Commissioners' Court: • Hill Country District Junior Livestock Show in January and fundraiser in the Comments from Hill Country Agility, David and Caroline Hanson Page 3 of 6 o9io vaoos month of September. Is this always the same weekend, it the third weekend in January and the third weekend of September? Or are the entire months of January and September protected? • Texas State Arts and Crafts Fair during the Memorial Day weekend • Extension and 4-H events as scheduled by the Kerr County Extension Office. These dates must be established each year in January by the Kerr-(',otmty F~rterrsion Office. • Kerr County Fair Association in the month of October. Again, is the entire Month of October protected, or only the last weekend? 8. Kerr County hereby establishes three rental categories: "Commercial" entifies, "Not-for- Profit" organizations, and "Educational events." There shall be no distinction in the Commercial Category of entities from either within or outside Kerr County. To qualify for the 'Not-for-Profit" rental rate, organizations must present, or have on file with the Facilities Use Department a current Internal Revenue Service (IIZS) 501 c(3) or (6) designation. All other organizations or entities shall be considered "Commercial." "Educational Events" are generally rnrderslood to mean those everris that are sponsored by an educational entity and no admission or entry fee is charged. "Social Events" are considered as "Conrrnercial" events. 9. Rental rates may, from time to time, be adjusted by order of Kerr County Commissioners' Court. The current rate schedule is attached to this policy booklet, and is available at the Facilities Use Department. 10. Proof of carn~rt Comprehensive Public Liability Instu-arrce is regrrirecl for all events scheduled at Kerr County facilities. $1,000,000 Public Liability insurance for bodily injury or death is mandatory. At least 10 days before an event, a copy of such proof of insurance including a wpy of a paid receipt for premium showing the effective dates of coverage must be on file at the Facilities Use Deparlmerrt. 11. For free use of a Kerr County Facility, the event must be: • An event(s) sponsored by the Hill Country District Livestock Show in the months of January and S~tar-ba; • Extension and 4-H events scheduled by the Kerr County Extension Office; • Kerr County Fair Association annual County Fair; • A legally specified County duty, i.e, voting, condemnation, etc.; • Official Kerr county business as ordered by Commissioners' Court; • Other events held by County Elected Officials or Departments requesting free use requires advance approval of Commissioners' Court, and may not be scheduled more than 45 days before the event with the exception ofa lawfully scheduled election Exceptions to this polii'y will be allowed only d'Corumissioners* Court wants prior approval 12. Prohibited Events are as follows: Comments from Hill Country Agility, David and Caroline Hanson Page 4 of 6 09/01/2005 Dances billed as "open to the public." Dances, parties, "mixers" and initiations held by social fiatemity or sorority organizations. Events not confomvng to accepted community standards or any event that is schedued that uses untrue or misleading infomtation provided by the I .essee. 13. Alrnhol Policy is as follows: Guests attending events may not brine alcehol into arrv eveirt. "Brine vour own bottle" events are arohibited. Alcohol may be sold and/or served providing all Texas Alcohol and Beverage Control (T'ABC) laws and policies are adhered to. Additionally, the following rules also apply to the service of alcohol: "Attendees" might be a better choice of word here. "Guests" implies non-paying persons who were invited. I assume you also would wish to inchuke people who pay admission to an event such as the rodeo or circus. Alcohol must be served only from area(s) designated by the Facilities Use Department. Bottled beer and/or wine coolers must be served in plastic or stryrofoam cups. If the service of alcohol requires the presence of peace officers, this expense shall be home by the Lessce. 14. Catering Deposits. All caterers (food and beverage) doing business at the HCYEC shall be required to have a $250 deposit on file at the Facilities Use Department Office whichwill be used to cover any required clean-up which the caterer fails to perform, or as partial satisfaction for any damages occurring. Any HCYEC space and/or properly used by caterers and bartenders must be left in the condition it was found on arrival. Cooking on the premises is allowed only with prior approval of the Facilities use Department. 15. Equipment Rental. Tables, chairs, elechical hook ups, and horse stalls are available for rent only for on-premises use (which includes river Star Arts and Events Park), and rental rates are included in the current rental fee schedule. In the event Kerr County does not have adequate equipment suitable to the proposed use or to meet the needs ofthe Lessee, such equipment will be provided by the Lessee at their expense. Kerr County shall not be responsible in any manner for the rune and keeping of this equipment. 16. Set up and Take down fees. A fee of $150 each will be charged the Lessee for setting up or taking down the facility after the scheduled event. 17. Decorations. The Lessce is responsible for their own safety and the safety of others associated with their event during the installation, display and removal of all decorations. Other rules that apply are: • Decorations causing damage to floors, walls or other surfaces or structures are not pemiltted. This includes the application of tape, tacks, nails staples, etc. The Facilities Use Department will advise the type of Comments from Hill Country Agility, David and Caroline Hanson Page 5 of 6 09/01/2005 tape that may be used. A decoration planmust bepre-approved bry Facilities Use Deparhnerrt before decorations can begin. • Use of ceilmg structtues requires prior approval of the Facilities Use Depattrrrent. • Use of water in decorations is allowed only by special and an additional $100 deposit. • Helium tanks must be secured to a load bearing shaxcture upon amval in the premises, and remain secured until removed • Candles may be used for decoration, but must be secured in an appropriate container. • Glitter and/or confetti are not pemvtted for use at an event. 18. Available Hours for events. • Hill Country Youth Exhibit Center and Arena: 7 am. to 11 p.m., Sunday through Thursday; 7 am to midnight, Friday and Saturday. • The Union Church: 8 am to 11 p.m Sunday through Saturday. Why did you choose 7 am. as a start time? Our event has always started at 7 am. and people begin coming in at 6:30 am The concession people try to get there by 6:30 to have breakfast ready by 7 am We bare seldom there past 6:30 pm In the past we have been able to check out keys to get started that early? Is this still going to happen? There is no mention of it in this document Any event that exceeds the established hours of rental for a single day will be charged at the hourly rate for such additional time used. Although there is no mention ofit inthis docamxa>t the rental conriact does coutaiu provision for use of elechicity for RV's and rxrer~ions a fee payable to the courriy. We have had conflicts overthis in the pastwhen another eventwas scheduled in the exhibition hall while we had the arena Perhaps this couldbe clarifiedhere or in the cor~htx:t I feel that attunes, events have taken advantage ofour cormtyby using the RV spots andnotpayingwhentirey come in late in the evening. I have a system in place that insures dual our attendees with RV's pay! Another suggestion forthe renhal conhvact- Youmiglrtwant a blankto fill in for the purpose of the rental; e.g wedding reception, rodeo, dinner, dog show. NOTE: OTHER PROV[SIONS GOVERN THE USE OF COiJN"I'Y FACILITIES. PLEASE READ CAREFULLY THE LEASE AGREEMEN'T', AS LESSEE W1LL BE RESPONSIBLE FOR ADHERENCE TO TI~SE PROVISIONS. Comments from Hill Country Agility, David and Caroline Hanson Page 6 of 6 09/01 /2005 ADOPTED BY KERR COUNTY COMNIISSIONERS' COURT, 2005. KERB COUNTY FACILITIES BOOHING & RENTAL POLICY The Hill Country Youth Exhibit Center and the Union Church are public event facilities owned and managed by Kerr County. These facilities are made available on a first requested basis for any lawful event that meets acceptable community standards. Rules affecting rental of county property are herein stated. 1. A rental contract between Kerr County and lessee is a legal document issued on a "first request basis." It is valid only when signed by the lessee and the Kerr County Facilities Use Manager or authorized designee. A contract will not be validated by the Facilities Use Manager without prover deposit or payment in full within 5 days of reserving a facility as noted in the contract 2. Contracts will be issued on an "as need" basis. Contracts for local events or events requiring short term notice to participants may be issued up to one year in advance. Consecutive multiple-day events requiring long-term notice, such as conventions, livestock shows, horse, or cattle shows, trade shows, rodeos, or other events that may be sponsored by a national organization, may receive contracts up to three years in advance. 3. No date may be held without a contract and deposit. "Tenured" events, those events that have used the facilities for two or more years, are allowed to have first option on the same dates for the next year. Any conflict of dates caused by request of the lessee or by calendar, the Facilities Use Manager will mediate varying circumstances, and that decision will be final. 4. A lessee utilizing the facility for more than two (2) events per year may be offered a "multiple date contract." This allows the lessee to hold two dates with a single deposit. The deposit will roll over after each event and be applied to the next reserved date. However, if the lessee drops one of the dates, Kerr County will apply the deposit to the cancelled date, and request deposits for any or all future dates. Illustration: 2 dates reserved, 1 deposit; 3 dates reserved, 2 deposits; 4 dates reserved, 2 deposits; 5 dates reserved, 3 deposits, etc. 5. Deposits are due with each contract. The amount due is an amount equal to one- halfthe day rental for the facility to be used. All other fees are collected within the dates of the event as specified within the contract. The balance due for rental is payable not less than 10 days before the event. Governmental entities may secure their reservations with a Purchase Order for payment and pay within their normal payment cycle. All other organizations must pay other fees due by the conclusion of their event, or as otherwise might be specified in the contract. 6. Refunds will be given without question if the cancellation is six or more months from the event. To receive a refund of deposit within six months of the event, another lessee must rent the reserved date for an amount equal to or greater than the amount of the base rental, which would have been generated by the cancelled event. 7. Annual dates for events of the following organizations are hereby established as "protected dates" by order of Kerr County Commissioners' Court: • Hill Country District Junior Livestock Show in January and fundraiser in the month of September. • Texas State Arts and Crafts Fair during the Memorial Day weekend. • Extension and 4-H events as scheduled by the Kerr County Extension Office. These dates must be established each year in January by the Kerr County Extension Office. • Kerr County Fair Association in the month of October. 8. Kerr County hereby establishes three rental categories: "Commercial" entities, "Not-for-Profit" organizations, and "Educational events." There shall be no distinction in the Commercial Category of entities from either within or outside Kerr County. To qualify for the "Not-for-Profit" rental rate, organizations must present, or have on file with the Facilities Use Department a current Internal Revenue Service (IRS) SOIc(3) or (6) designation. All other organizations or entities shall be considered "Commercial." "Educational Events" are generally understood to mean those events that are sponsored by an educational entity and no admission or entry fee is charged. "Social Events" are considered as "Commercial" events. Rental rates may, from time to time, be adjusted by order of Kerr County Commissioners' Court. The current rate schedule is attached to this policy booklet, and is available at the Facilities Use Department. 10. Proof of current Comprehensive Public Liability Insurance is required for all events scheduled at Kerr County facilities. $1,000,000 Public Liability insurance for bodily injury or death is mandatory. At least 10 days before an event, a copy of such proof of insurance including a copy of a paid receipt for premium showing the effective dates of coverage must be on file at the Facilities Use Department. 11. For free use of a Kerr County Facility, the event must be: • An event(s) sponsored by the Hill Country District Livestock Show in the months of January and September; • Extension and 4-H events scheduled in January of each year by the Kerr County Extension Office; • Kerr County Fair Association annual County Fair; • A legally specified County duty, i.e., voting, condemnation, etc.; • Official Kerr county business as ordered by Commissioners' Court; • Other events held by County Elected Officials or Departments requesting free use requires advance approval of Commissioners' Court, and may not be scheduled more than 45 days before the event with the exception of a lawfully scheduled election. Exceptions to this policy will be allowed only if Commissioners' Court grants prior approval. 12. Prohibited Events aze as follows: Stand-alone dances billed as "open to the public." Dances, parties, "misers" and initiations held by social fraternity or sorority organizations. Events not conforming to accepted community standards or any event that is scheduled that uses untrue or misleading information provided by the Lessee. 13. Alcohol Policy is as follows: Alcohol may be sold and/or served providing all Texas Alcohol and Beverage Control (TABC) laws and policies aze adhered to, and the permit conspicuously posted. Additionally, the following rules also apply to the service of alcohol: Alcohol must be served only from area(s) designated by the Facilities Use Department. Bottled beer and/or wine coolers must be served in plastic or stryrofoam cups. If the service of alcohol requires the presence of peace officers, this expense shall be borne by the Lessee. 14. Catering Deposits. All caterers (food and beverage) doing business at the HCYEC shall be required to have a $250 deposit on file at the Facilities Use Department Office not less than five (5) days prior to the event which will be used to cover any required clean-up which the caterer fails to perform, or as partial satisfaction for any damages occurring. Any HCYEC space and/or property used by caterers and bartenders must be left in the condition it was found on arrival. Cooking on the premises is allowed only with prior approval of the Facilities use Department. 15. Equipment Rental. Tables, chairs, electrical hook-ups, and horse stalls are available for rent only for on-premises use (which includes river Staz Arts and Events Park), and rental rates are included in the current rental fee schedule. In the event Kerr County does not have adequate equipment suitable to the proposed use or to meet the needs of the Lessee, such equipment will be provided by the Lessee at their expense. Kerr County shall not be responsible in any manner for the care and keeping of Lessee's equipment. 16. Set up and Take down fees. A fee of $150 each per day (8 hours) will be charged the Lessee for setting up or taking down the facility after the scheduled event. 17. Decorations. The Lessee is responsible for their own safety and the safety of others associated with their event during the installation, display and removal of all decorations. Other rules that apply are: • Decorations causing damage to floors, walls or other surfaces or structures are not permitted. This includes the application of tape, tacks, nails staples, etc. The Facilities Use Department will advise the type of tape that may be used. A decoration plan must be pre- approved by Facilities Use Department before decorations can begin. • Use of ceiling structures requires prior approval of the Facilities Use Department. • Use of water in decorations is allowed only by special arrangement and requires an additional $100 deposit. • Helium tanks must be secured to a load beazing structure upon arrival in the premises, and remain secured until removed. • Candles may be used for decoration, but must be secured in an appropriate container. • Glitter and/or confetti are not permitted for use at an event. 18. Available Hours for events. • Hill Country Youth Exhibit Center and Arena: 7 a.m. to 11 p.m., Sunday through Thursday; 7 a.m. to midnight, Friday and Saturday. • The Union Church: 8 a.m. to 11 p.m. Sunday through Saturday. • Any event that exceeds the established hours of rental for a single day will be chazged at the hourly rate for such additional time used. NOTE: OTHER PROVISIONS GOVERN THE USE OF COUNTY FACILITIES. PLEASE READ CAREFULLY THE LEASE AGREEMENT, AS LESSEE WILL BE RESPONSIBLE FOR ADHERENCE TO THESE PROVISIONS. ADOPTED BY KERR COUNTY COMMISSIONERS' COURT, September 26, 2005.