ORDER NO. 31715 POLICIES AND PROCEDURES FOR USE OF THE HILL COUNTRY YOUTH EXHIBIT CENTER (HCYEC) Came to be heard this the 10th day of May, 2010, with a motion made by Commissioner Letz, seconded by Commissioner Oehler, the Court unanimously approved by a vote of 4 -0 -0 to: Approve Policies and Procedures as it relates only to the 4 -H Club use of the Hill Country Youth Exhibit Center (HCYEC), with the notation that the only events listed for use of the entire facility are the Kerr County Fair and the Texas Arts and Crafts Fair, and the Mounted Police Officers exclude the use of the Outdoor Arena. 1.' COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND ONE (1) COPY OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT MADE BY: Tim Bollier OFFICE: Maintenance Department MEETING DATE: May 10, 2010 TIME PREFERRED: SUBJECT: Consider, discuss, and take appropriate action on policies and procedures for use of the Hill Country Youth Exhibit Center. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: Tim Bollier ESTIMATED LENGTH OF PRESENTATION: 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 PM previous Tuesday THIS REQUEST RECEIVED BY: THIS RQUEST RECEIVED ON: @ .M. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. Make sure any and all back up material is attached to this form. Page 1 of 1 Jody Grinstead From: Robert Henneke [rhenneke @co.kerr.tx.us] Sent: Monday, May 03, 2010 10:55 AM To: 'Jody Grinstead' Cc: 'Roy Walston' Subject: RE: 4 -H Policy Thanks, Jody. I'm hoping before the next CC meeting, you'll have the Policy signed by the 4 -H Club Representative to use to present to the Court. Maybe wait until Roy can get this back to you. From: Jody Grinstead [ mailto :jgrinstead @co.kerr.tx.us] Sent: Monday, May 03, 2010 10:50 AM To: 'Robert Henneke' Cc: 'Roy Walston' Subject: RE: 4 -H Policy Thanks Rob. I'll use this draft as "backup" on May 10th Jody Grinstead Kerr County Commissioners' Court Coordinator 700 Main Street, Ste. 101 Kerrville, TX 78028 (830) 792 -2211 From: Robert Henneke [mailto: rhenneke @co.kerr.tx.us] Sent: Monday, May 03, 2010 10:33 AM To: 'Jody Grinstead' Cc: Roy Walston Subject: 4 -H Policy Jody, I met with Roy this morning. Attached is the Policy slightly revised per our conversation. Thanks, Rob Henneke + + + + + + + + + + + + + + + + + ++ Robert Henneke Kerr County Attorney 700 Main Street, Suite BA103 Kerrville, TX 78028 (830) 792 -2220 - phone (830) 792 -2228 - fax rhenneke@co.kerr.tx.us http://www.co.kerr.tx.us/attorney/ 05/03/2010 PROCEDURES FOR USE OF THE HILL COUNTRY YOUTH EXHIBIT CENTER BY THE KERR COUNTY 4 -H CLUB This document is to set forth the Procedures for the use of the Hill Country Youth Exhibit Center by the Kerr County 4 -H Club (4 -H) and to set forth the expectations for said use. Use of any and all facilities at the Hill Country Youth Exhibit Center by 4 -H is at sole discretion of the Kerr County Commissioners Court and may be modified, limited, or revoked at any time for any reason. I. Scheduling Events /Reservations: 4 -H reservations must be made through the Reservation Agent, Jody Grinstead, by the Extension Office, and must be in writing. Expectations of 4 -H events scheduled through the Extension Office are: 1) The event is a legitimate 4 -H event 2) The event is covered with 4 -H insurance 3) Any proceeds from the event will be used for 4 -H purposes A. Annual Events: The following 4 -H Events will be given priority for scheduling purposes if the specific dates are given to the Reservation Agent a year in advance and the dates do not conflict with any of the annually scheduled events listed below: January Stock shows entire month Entire Facility April Wool Judging 3 Saturday Exhibit Hall *April Ag Awareness Day Date Varies Entire Facility May Wool/Mohair 3 Saturday Exhibit Hall June Steer Validation 4th Monday Indoor Arena August 4 -H Awards Banquet 3 d Saturday Exhibit Hall September Big Bash 1 Tuesday Exhibit Hall HCDJLS last weekend Entire Facility October Wild Game Dinner 1s weekend Entire Facility Sheep & Goat Validation 3 Sunday Indoor Arena *October Safety Awareness Date Varies Entire Facility November Swine Validation 2nd Saturday Swine Barn December Any Baby Can Event 2nd Friday Exhibit Hall Annually Scheduled Events: OTRA Indoor Arena Dates Vary San Antonio Dog Training Exhibit Hall February or March Mounted Peach Officers Entire Facility March or April Hill Country Dog Agility Indoor Arena April (1 weekend) & December (2" Weekend) Texas Gun & Knife Exhibit Hall April (4 Weekend) & September (2 Weekend) Texas Arts & Crafts Fair Entire Facility May (last weekend) Goat Sales (various lessees') Exhibit Hall July (2 and 3 weekends) Hill Country Boer Breeders Hog Barn August Texas Wood Carvers Exhibit Hall September (3 weekend) Kerr County Swine Breeders Exhibit Hall October (3' Saturday) Kerr County Fair Entire Facility October II. Set -Up: 4 -H leaders are responsible for the set -up for their events. Any 4 -H practice that uses the Exhibit Hall when the facility is already set -up for a contracted event must work around that set -up. If items are moved during the 4 -H event, they must be returned to their original location at the completion of the 4 -H event. 4 -H groups must clean up after each event. This includes sweeping the floors and taking out trash. III. Maintenance Department: The Maintenance Department will be available for 4 -H events only if they have the available manpower; their help during a 4 -H event is not guaranteed. Kerr County Maintenance Department shall ensure that the Warning Notice required by Tex. Civ. Prac. & Rem. Code §87.005 is posted during any equine activities. The Maintenance Department will plow the outdoor arena weekly and prior to any 4 -H Annual Event. However, the 4 -H leaders must keep the arena maintained during their events. IV. Equipment: 4 -H may designate in writing 4 -H adult volunteers who may use Kerr County mobile equipment. Prior to first use by the designated individual, each volunteer must receive a safety check from a member of the Maintenance Department. V. Indoor arena: The outdoor arena is for 4 -H practices and use. The Indoor Arena may be used only when reserved and scheduled in advance. VI. Keys: The Extension Office will be given 2 keys; one to keep and one to loan out to 4 -H leaders. 4 -H leaders must make arrangements with the Extension Office to get keys to the facility for their events. The facility and gates must be locked at the end of every function. Kerr County 4 -H Club agrees to follow and comply with these Procedures. BY: KeCounty 4 -H Club Representative