Gymnasium Policy

A. All reservations for the rental of the gymnasium will be made through Town
Hall; the Recreation Director must be informed prior to final approval.

B. Activities which may cause permanent damage cannot be allowed i.e., tables
and chairs, certain types of shoes (tennis shoes only!), certain activities;
determined by the Recreation Director.

C. Requests for rental of the gymnasium must be made ten (10) days prior to the
date of the rental along with $100 (in cash) deposit, in addition to any
applicable fees. (The $100 is refundable after inspection by the Recreation
Department and no damage has occurred; including removal of all
decorations, props, etc. and properly cleaned to include the restrooms and
garbage emptied.)

D. A rental agreement between the renter and the Recreation Department will be
completed and a copy given to the renter. The rental agreement must be
present at the event.

E. A recreation staff member must be present for facility supervision at the
expense of the facility user (included in the rental fee).

F. All functions must be terminated by 12:00 a.m. (midnight). All in attendance
must vacate the premises, including the parking area by 12:00 a.m.
(midnight).

G. All facility arrangements must be made and paid for in advance to include
concessions, seating, sound systems, decorations, etc., if available and
approved. All decorations, props, etc. must be flame resistance.

H. No alcoholic beverages will be allowed. I. No smoking will be allowed in the building.

J. All rentals must be athletic in nature, i.e. basketball, volleyball,

dodgeball, etc.; any exceptions in usage must have prior approval through the Recreation Director.

PURPOSES AND DEPARTMENT PROCEDURES

A One of the main purposes of the Recreation Department is to provide services and activities for the residents of Erwin.

B. Anyone or any organization wanting the Recreation Department to participate hi a
function or work detail not directly related to our normal working habits., must be
approved by the Recreation Director.

C. Any person hired by the department must have prior approval from the Director
and foil-time hire must have had prior interview with the Director and approval
from the Town Manager.

D. Reservation of ball fields must be made through the Athletic Program
Supervisor.

E. Teams have a two hour practice time limit and lights are out at 10:00 p.m. No
new inning will start at the Municipal Park complex after 10:45 p.m. except
during tournaments.

F. Fields will be reserved only for those teams participating in our recreation
league and church or community groups within the town Knots of Erwin.

G. No tournaments without consent of the Recreation Director.

H. Any recreation staff member has the right to ask non-residents to leave a facility when that person(s) is not eligible to participate. (Be polite and calm and if person(s) will not leave, instruct them in a pohte manner that if they do not leave the police can and will be called.)

I. Security within the building must be a staff member and a police officer for private parties extending beyond 7:00 p.m. (Exceptions by the Recreation Director.)

J. Building must be cleared and/or emptied of participants by 10:00 p.m., unless special permission and prior approval of rentals by the Recreation Director.

K. Each activity/event shall carry its own fee (outside the normal rental fee) which shall be determined prior to the specific event/activity.

L. No individual or organization may charge monies to come into their function, unless it is a local civic organization or has prior approval from Recreation Director.

M. No alcoholic beverages are allowed in or on any town property or any non-town property that at the time is used for town activities or events.

O. New policies and procedures for the Department should be posted two weeks prior to effective date.