Reservation Policies and Procedures:

• All Groups desiring to utilize Available Facilities are required to complete a City of Von Ormy Facility Use Application. The individual signing the Application (the “Applicant”) must be a City of Von Ormy resident and 18 years of age or older. The Applicant is responsible for the event and will be held responsible for all actions, behavior, and damage caused by his/her guests/attendees.
•  The completed application form (Attachment B: Facility Use Request Form) should be submitted to the applicable department within ten (10) business days or two weeks prior to the event. An application must contain all requested information. Groups that would like to use a meeting room on a monthly basis may submit one Facility Use Application for twelve (12) months of use. Prior approval does not guarantee future approval.
•  When submitting the Facility Use Request Form, the Applicant also must submit the Facility Use Policy Compliance and Indemnification and Hold Harmless Agreement (Attachment C).
• Application forms may be obtained Online at the City of Von Ormy Website or can be made available in person at Von Ormy City Hall, 14723 Quarter Horse, Von Ormy TX 78073, between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday.

• For the Applicant:
  •   Proof of residency
• For the Organizations/Groups:
  • Community benefit; and/or
  • Non-profit status, if applicable.

Availability of facilities varies due to City activities and programs. 

•  Approval of applications for events and meetings in Available Facilities will be considered in accordance with the following criteria:
  •  The requesting Group is a non-profit or a not-for-profit group or organization.
  • The requesting Group is based in the City of Von Ormy, or a majority of its members reside in the immediate area of Von Ormy, or the proposed use is deemed a community benefit.
  • The event is requested in sufficient lead-time for staff to determine impact upon the facility and previously scheduled events.
  • The Applicant agrees to indemnify and hold harmless the City, and is capable of carrying sufficient liability insurance, if required.
  • City staffing and security needs.
  • The requested use of the City facility will not cause detrimental impact to City staff and available resources, or to the physical capacity of the requested facility, including but not limited to:
    • The parking capacity at the requested location and the potential impact on other planned events;
      • The number of planned participants and the traffic impact upon the requested location; and
      • Other scheduled events and/or uses of the requested facility that increase the usage of the requested location above the recommended capacity.
• If the application is denied by the City Administrator, the Group may appeal the decision to the City Board of Commissioners. The City Board of Commissioner’s decision shall be final.
•  Applicant shall be present at all times while the City facilities are being used. Non- compliance may result in denial of future requests.
•  Any use after business hours requires direct approval of the City Administrator and is subject to availability. Approved use of City facilities outside of business hours requires all city documents and records to be secured and inaccessible by organization or group or anyone during the event being in a separate room secured by a locked door. The process for issuing keys, security codes, or lock combinations allow for issuance prior to event at discretion of City Administrator. Applicant is required to return any issued keys within 24 hours of the event to the City Administrator or City Administrator’s designee. Applicants may not access City Facilities outside of their scheduled time. Failure to abide by this policy could result in forfeiture of future facilities use. 
• Use of City facilities with an anticipated attendance over a certain amount may require security whenever the City deems it appropriate. Cost of security is the responsibility of the Applicant. If security is deemed necessary, the Applicant submitting the reservation request must make arrangements with the Von Ormy Police Department for an off-duty officer(s) and shall pay the cost of a Von Ormy police officer to be present during the reservation period. Approval of reservation requests where security is required are subject to the availability of an off duty Von Ormy police officer(s) to be present during the reservation period. Rates for off-duty Von Ormy police officers and scheduling information is set forth in Attachment D.
•  Due to the size and nature of events with greater than 30 attendees, the City may require a Special Event Permit and/or general liability insurance for bodily injury and property damage be acquired by the Group with policy limits set by the City, and naming the City as an additional insured. 
•  The City reserves the right to cancel any and all reservations without providing any other accommodations in the event the facility is needed for municipal government purposes, or if the facility becomes unavailable due to unforeseen maintenance or safety issues.
•  A Group may not assign or transfer its reservation to another Group.

PROHIBITED USES:

• Any commercial business, fee‐based or promotional activity;
•  Any programs involving the sale, advertising, or promotion of products or services;
•  Any business firms and other for-profit organizations soliciting or selling products or services, regardless of purpose;
•  Private social functions, such as showers, birthday parties, dances, etc. (Inside the Von Ormy Municipal Building only);
•  Any meeting whose noise levels will interfere with activities in City offices or adjacent properties;
•  Any groups that will have participants in excess of the occupancy limit;
• Any illegal activity;
•  Any purposes contrary to federal, state, or local law;
• Any activity not consistent with the general business purpose of the building;
• Any other use deemed inappropriate by the City Administrator.

GENERAL RULES AND REGULATIONS:

• Attendance at meetings will be limited to the capacity of the individual meeting rooms as determined by the Fire Marshal and listed in Attachment A of this policy. If there is a conflict between the Fire Marshal’s determination and Attachment A, the Fire Marshal’s determination is controlling.
• Seating and/or supplementary furniture are not allowed in corridors outside the meeting rooms.
•  Groups may only enter and exit the building from the public doors. Doors may not be propped open, and emergency exits cannot be blocked.
• City staff will control all heating, air conditioning, lighting, and any other electrical or mechanical system(s) in the building. Applicant only shall make requests to the City staff for any adjustments. 
•  No group or participant may permanently affix any item to any part of a meeting room, including a wall, door, window treatment, or woodwork. Any residue or damage caused by someone’s use of the City Facility may be deducted from the group or individual’s deposit for use of the facility. 
•  Meeting room doors must be closed while conducting meetings during business hours. The conduct of the meeting will be respectable and well governed.
•  Use of the facility must not interfere with the conduct of official City business or be unduly disruptive to others present in the City facility or to adjacent properties. No group or participant may harass any city employee or representative or use foul language. If it is determined by a City employee or   representative that the behavior of a participant is unruly, that participant or group may be forced to leave the premises. 
•  Non-alcoholic beverages and light refreshments are allowed. 
•  All trash, including food and beverage, created by the user or participants, shall be placed in proper receptacles and at the end of the meeting or allowed period of use must be taken to the dumpster. 
• No pets shall be permitted inside the facilities, only service animals are allowed. Groups and their participants accept responsibility for any damage, residue, or refuse created by their service animals and will be responsible for the cleaning or repair thereof. 
•  Smoking, including e-cigarettes and vaping, is not allowed in City facilities.
• No alcoholic beverages or illegal substances shall be served upon, consumed upon, or brought into the City facility.
•  No sparklers, open flames, or burning candles are permitted.
• No pyrotechnic devices or fog machines are allowed inside the City facility.
• Use of any glitter, confetti, or streamers is prohibited.
•  All City facilities shall be left in good, clean condition. All tables and chairs must be returned to the original arrangement when the use of the facility is complete.
•  The Applicant will be responsible for the provision of any specific non‐facility Americans with Disabilities Act (ADA) required accommodations.
• No Group may consider a City facility or Municipal Office Building as its mailing address. 
•  All minors, individuals younger than 18 years of age, must be accompanied by an adult, with no more than ten (10) minors per one (1) adult.

EQUIPMENT:

•  As meeting rooms are located in City facilities where the business of the City is operated, amplification through the use of microphones and speakers is not allowed during business hours in order to minimize the disruption to those working adjacent to or in close proximity to the meeting rooms.

DISCLAIMER:

• Use of City facilities does not constitute City endorsement of the viewpoints, beliefs, ideas, or policies expressed by organizations or individuals using the space, and may not be advertised or implied as having such approval or endorsement.

 NON-DISCRIMINATION:

• The City will not discriminate against any person or persons because of their age, sex, race, religion, color, or natural origin, nor will the City permit individuals or Groups making the reservation to engage in such discrimination.

RELEASES OF LIABILITY:

• The City assumes no responsibility for personal injury or injury to or loss of property brought or placed in the facility in connection with the use of the facility.

Paperwork Required for Application to be Considered Complete

• Applicant or organization proof of residency,
• Explanation of community benefit provided by organization,

• If non-profit, submit proof of non-profit status,
• Liability Insurance.

• Date of Request must be available on the calendar below.

***The Municipal Building is not available for reservation during the week regular meetings of the Board of Commissioners are held. Reservations may be canceled as needed for special meetings and workshops. ***

Available reservation dates are on the calendar below.