UTAH COUNTY BUILDING and grounds USE POLICY 2007 APPROVED BY THE UTAH COUNTY COMMISSION November 20, 2007 TABLE OF CONTENTS 1. Department Building Use 2. Grounds 3. Reasons for the Policy 4. Responsibilities 5. Scheduling 6. Commission Chambers 7. Conference Rooms Within Office Areas 8. Rules of use for County Meeting and Activity Areas, Grounds, and Buildings 9. Supervision of Children 10. Tables and Chairs 11. Other Equipment 12. Food and Beverages 13. Special Items 14. Safety 15. Fire Codes 16. Emergency Procedures 17. Room Capacity 18. Contracts for Outside Use 19. Fees 20. Refund Policy 21. Insurance 22. Exceptions to Fee Schedule 23. Furniture 24. Dances Utah County Building Use Application Form 1. Department Building Use The individual departments of the County are provided office and support space for their departmental use. In addition, meeting rooms and conference rooms are provided on a scheduled basis for county functions. When the meeting rooms and conference rooms are not being used to accommodate county and county tenant needs, the rooms are made available on a fee basis to other users and the public. All users are expected to treat the facilities properly. Each county employee is expected, through their department, to watch for inappropriate behavior or use in the buildings. Problems of behavior or use should be reported to Security. Maintenance problems in the buildings should be reported to Public Works as soon as detected. Security Pager, Leave # 851-8300 Public Works Ext 8611 or 851-8611 2.Grounds The grounds adjacent to County buildings may be made available for use on a limited basis through entering into a written use agreement with the County Commission. For purposes of this policy, the grounds adjacent to the Historic County Courthouse and the County Administration Building shall be considered as a single unit. The area under and around the Weeping American Elm on the south side of the County Administration Building is not available for use. Users shall provide a layout map of their intended uses which shall become part of the contract. Users of the grounds shall comply with the following minimum requirements unless specified otherwise in the use agreement: a. No more than 30% of the total grounds area of a facility may be used at any one time. b. Consecutive hours of occupancy shall not exceed 84 hours for any one event including setup and take-down time. c. No area may be used more than once by any user within any 2 month period of time. The County may require a longer period between uses of a particular area depending on the condition of the area. d. The grounds shall be protected from damage. The cost to repair any damage shall be paid by the user. e. Sidewalks shall be not be obstructed by booths, tents, displays or other items. f. No vehicles may be driven on or parked on grass or other planted areas. Large trucks and other heavy-weight vehicles shall not be driven on sidewalks. g. Plywood or similar material shall be placed as flooring in the work areas of all food vendor booths. h. Parking lots that have not been approved for use shall be kept unobstructed and open to public use. i. Electricity may be available for use from the County on a negotiated basis. No culinary water is available for use. j. Users shall notify the County in writing, prior to execution of the use agreement, of any intent to occupy or otherwise utilize any properties or roads not owned by the County which are adjacent to the grounds. The streets adjacent to the Health and Justice Building (100 South Street, 100 East Street, and 200 South Street) shall not be blocked off during business hours or times that the building is being used in the evenings . k. Users shall participate with a County representative in a walk-through of the grounds before and after each event to inspect the condition of the grounds. l. Violation of any of these provisions may be cause for the County to deny a user’s future applications for use of the grounds. 3. Reasons for the policy These policy guidelines are issued to assure that the use of County facilities will be pleasant and comfortable for each user . The guidelines also are for maximizing the use of the meeting rooms and conference rooms in County buildings. When these policies are accepted and observed, order prevails, confusion and disappointment are minimized, and the buildings and grounds remain beautiful and useful longer. Every individual and department is respectfully requested to comply with the policies outlined herein. 4. Responsibilities a. County Commission. The Utah County Commission is ultimately responsible for the proper maintenance, care and use of the buildings, grounds and individual rooms in the Utah County buildings. The County Commission delegates building and grounds security to the Sheriff's Security Division. The County Commission delegates the maintenance and care of the buildings and grounds to the Utah County Public Works Department. Maintenance is performed by the Public Works Department. Part of the custodial services are performed by a private contractor under the supervision of the Public Works Department. Department use of the space is delegated to the individual department. Use of the grounds, meeting rooms and conference rooms are scheduled through the Public Works Department. b. Security. The Security Division of the Sheriff's Department is responsible for security of all Utah County buildings and grounds. Security also serves as a lost and found agent for the buildings. Security can be reached by calling their pager at 851-8300 and leaving a call back number. c. Public Works. The Public Works Department is responsible to maintain and care for the Utah County Buildings and grounds. The department is also responsible to coordinate Buildings and Grounds Use Policy Page 3 schedules for meeting rooms, conference rooms, the ballroom, the rotunda, lobby areas and grounds use, and to make sure these areas are set up for events as directed. Scheduling can be accomplished by calling Public Works at 851-8611. d. Public Works Director. The Public Works Director is responsible for building and grounds maintenance, supervision of custodial services, room arrangements and energy conservation. Concerns or suggestions can be directed to the Public Works Director at 851- 8600. e. Custodial Services (Custodian). Utah County contracts a portion of its custodial services to a professional custodial service. Custodial concerns can be directed to Public Works at 851-8611. f. Departments. Departments are responsible to take care of all their assigned building facilities. Each Department is also responsible to enforce the rules of this building policy. Each Department is responsible for the costs of major projects, additions to space, and moving furniture or boxes. The Public Works Department will assist with these items at cost. Cleanup after each use of a common area is the responsibility of each user department. 5. Scheduling The meeting rooms of the County are arranged so that they can accommodate many activities at the same time. Proper scheduling is essential to maintain order and control. Rooms can be scheduled by calling Public Works at extension 8611 or 851-8611. All scheduling requests shall be made as far in advance as possible. Grounds use can be scheduled and contract arrangements made for the use of the grounds by contacting Public Works at 851-8611. SCHEDULES CANNOT BE CONFIRMED MORE THAN 180 DAYS IN ADVANCE. The following rooms are scheduled by Public Works: L 700 and Kitchen Administration Building L 800 Administration Building L 900 Administration Building 1400 Commission Chambers (Limited use) Administration Building 1500 Conference Room Administration Building 1600 Multipurpose room Health & Justice Building 1601 Multipurpose room Health & Justice Building 2500 Multipurpose room Health & Justice Building 2501 Multipurpose room Health & Justice Building 3012 Conference room Health & Justice Building 211 Board Room Historic County Courthouse 306 Ballroom Historic County Courthouse Rotunda Historic County Courthouse           6. Commission Chambers The Commission Chambers are available for use on a limited basis outside of the regularly scheduled meeting times of the County Commission, the Planning Commission, the Board of Adjustment, and the Board of Equalization. 7. Conference Rooms Within Office Areas Conference rooms within office areas are for the use of the department where they are located. On a limited basis, these rooms may be available if scheduled through the department involved. Departments planning to use these rooms outside of regular business hours should notify Public Works, at 851-8611, at least 24 hours prior to the use so that lighting, HVAC, and elevator control systems can be programmed accordingly. 8. Rules of use for County Meeting and Activity Areas, Grounds, and Buildings a. Proper conduct is required of all participants and guests using County facilities. b.No smoking or drug use is allowed. Alcoholic beverages are not allowed to be served or consumed at or in Utah County owned facilities. c. COUNTY BUILDING FACILITIES SHALL NOT BE USED FOR COMMERCIAL PURPOSES SUCH AS SELLING PRODUCTS OR SERVICES, OR CHARGING ENTRANCE FEES. d. Time for preparation and cleanup must be scheduled as part of the time reserved for meetings and activities. e.Preparation, SETUP and cleanup are the responsibility of the party reserving the facility. f. Meetings and activities must be conducted in a manner to avoid any damage to the buildings and its furnishings. Activities on the grounds shall conform to the these rules and the rules found in Section 2 - Grounds. USERS WILL BE BILLED FOR ACTUAL LABOR, MATERIALS, AND OTHER COSTS OF DAMAGES. gParticipants and guests are to remain in the area of the building that has been reserved for the meeting or activity. Playing in halls, rest rooms, elevators or other unreserved areas by children is prohibited. The party reserving the facility is responsible for the conduct of all participants and guests. h.Meetings and activities shall end on time. Sufficient time shall be given for cleanup within the scheduled time for the reservation so that back to back events may be scheduled. i. Lights should be turned off in the scheduled room at the conclusion of the activity. J. Pets or animals (except seeing-eye dogs) are not allowed in the buildings. 9. Supervision of Children Children attending meetings or activities in County facilities must be supervised at all times by the adults present. If children are unwilling to be supervised, they shall be invited to leave or be referred to Security. Children shall not be allowed to play in halls, elevators or rest rooms. Children shall not be left unattended in the parking lots, on the grounds or in other unreserved areas during meetings or activities. 10. Tables and Chairs The County has a limited number of tables and chairs for use with meetings and activities within the buildings only. Arrangements for tables and chairs should be made at the time the facility is reserved. If tables or chairs are brought into the building by the user, they shall have non-mar feet and shall be delivered to and removed from the building using the service entrances. Outside tables and chairs are not to be in the building prior to or after the time of the reservation. Tables and chairs shall not be removed from the building or used outside. 11. Other Equipment Arrangements for equipment should be made at the time of reservation for meetings and activities held in County buildings. Equipment brought into the building from the outside must be delivered and removed using service entrances. Equipment can not be stored in the building prior to the start of the reservation time or be left after the conclusion of the reservation time. a. Sound Systems. The County has limited ability to furnish sound systems for some meetings and activities. b. Podiums. The County has a limited number of podiums available for use in the buildings. c. TV/VCR/DVD. The County has a limited number of TV/VCR/DVD carts available for use in the buildings. d. Projection Screens. The County has a limited number of projection screens available for use in the buildings in areas where the walls cannot be used for projection. e. Overhead Projector. The County has a limited number of overhead projectors available for use. f. White board. The County has a limited number of white boards available for use. 12. Food and Beverages Food serving areas are available adjacent to Room L 700, Room 1600, Room 2500, the Ballroom, the 2nd floor of the Courthouse, and Room 211. The rooms are equipped with sinks, Buildings and Grounds Use Policy Page 6cupboard space, refrigerators and microwaves. Food and beverages are allowed in any of the reserved areas except the Commission Chambers provided proper care is taken of the facilities.Extreme care should be taken to avoid spills of all food and beverages. Accidental spills shouldbe cleaned up immediately. All waste material should be placed in proper disposal containers and taken to the dumpsters in the parking lot. The rooms should be completely cleaned by the user. STAINING FOODS AND DRINKS WILL NOT BE PERMITTED IN RESERVED AREAS. RED PUNCH IS NOT PERMITTED IN ANY AREA. 13. Special Items a. Special lighting, sound equipment or other non-standard equipment will not be allowed in the buildings. Media production companies (video, film, audio, etc.) must make specific arrangements through Public Works to use County facilities, and will be required to provide appropriate insurance. b. Folding partitions in the buildings are not to be opened or closed except by Public Works. c. Glitter, rice, confetti, graphite, paint, birdseed, hay, straw, corn stalks, grass, palm fronds, and non-fire retardant Christmas trees are not allowed in the buildings. d. Open flames are not allowed in the buildings or on the grounds. Lighted candles, candle warmers, or open flames of any kind are not to be used. e. Tables, chairs and other heavy items are to be carried when moved to avoid damage to the floor. Tables, chairs and other equipment are not to be taken from the buildings for any reason. f. All decorations, posters, displays, etc. used in meeting rooms shall be free-standing and shall not be attached to walls, panels, partitions, or ceilings. 14. Safety Applicable City safety laws and regulations are to be observed in Utah County buildings and on the adjacent grounds. All users of Utah County buildings and grounds are obliged to keep the buildings and grounds safe for building tenants, other users and the general public. Activities that jeopardize the grounds, buildings, furnishings or building occupants shall not be permitted. If water, DRINKS OR FOOD ITEMS are spilled on the floor, they shall be cleaned up immediately. Hallways, stairways, exits and traffic areas shall remain free of tables, chairs, boxes and other items at all times. Storage areas shall be kept safe, neat and clean. Chemicals shall not to be stored in office closet areas or any other area of the building, unless designed for that storage. 15. Fire Codes City Fire Codes apply in all Utah County buildings. Fire extinguishers are provided at strategic locations in the buildings in case of emergency. Fire extinguishers are not to be removed unless they are used to put out a fire. Fire exits are available and are clearly marked with exit signs. Emergency exits are equipped with crash hardware for immediate exit in case of emergency. Portable heaters are not allowed in the buildings except as permitted on a case-by-case basis by Public Works. Only one electrical appliance or lighting fixture is to be used on each outlet. Extension cords, if needed, should be three-wire variety (#14 three-wire). Care should be taken not to overload electrical circuits. 16. Emergency Procedures Should an emergency occur while the building is occupied, appropriate public safety notification procedures should be followed and, if needed, applicable building evacuation plans should be followed. Security and Public Works should be notified as soon as possible. Designated meeting places during a building evacuation shall be determined in advance by each tenant department. In an earthquake emergency, care should be taken to stay in safe locations within the building rather than exiting the building. 17. Room Capacity The following are the listed room capacities for the various public rooms in the Utah County Buildings: ROOM NO. DESCRIPTION CAPACITY SEATED L 700 Administration Assembly Room 60 50 L 800 Administration Assembly Room 90 80 L 900 Administration Assembly Room 90 80 1400 Commission Chambers - Administration 80 80 1500 Conference Room - Administration 30 25 1600 Multipurpose room - Health & Justice 86 80 1601 Multipurpose room - Health & Justice 71 65 2500 Multipurpose room - Health & Justice 86 80 2501 Multipurpose room - Health & Justice 71 65 3012 Conference room - Health & Justice 20 15 200 Courthouse Second Floor 439 200 211 Courthouse Board Room 30 25 306 Courthouse Ballroom 223 130             17. Contracts for Outside Use The use of Utah County Facilities (Buildings and Grounds) for non-County functions, may require a signed contract (fourteen days processing time) with the Utah County Commission. Standard forms of contract for various types of events are available for review. Contracts are processed at the Administration Division of Public Works (2855 South State - 851-8611). 18. Fees All non-County users are required to pay a fee for use of any of the scheduled facilities. Fees for use of County facilities for non-County functions are established for rent (which includes insurance and security); equipment; and cleaning deposits. Fees must be paid at least fourteen days prior to the scheduled use. Deposits will be refunded to the user if the above rules are observed and the area is left in a clean condition. The established fees per event by non-County users for the use of County facilities are found in the attached fee schedule. 19. Fees All non-County users are required to pay a fee for use of any of the scheduled facilities, except as provided in Section 22 hereof. Fees must be paid at least fourteen days prior to the scheduled use. Users scheduling less than fourteen days in advance shall pay the required fees at the time of scheduling. The established fees per event by non-County users for the use of County facilities are found in the Public Works Department Fee Schedule. 20. Refund Policy Cleaning deposits will be refunded to users if the above rules have been followed and if the facilities are left clean and in good order. Public Works will determine eligibility for the refund immediately after the event and prepare a request for reimbursement to the Auditor. Check disbursement takes about fourteen days. USERS WILL BE BILLED FOR COSTS ASSOCIATED WITH IMPROPER CLEANING AND DAMAGE TO THE FACILITIES. 21. Insurance a. Third-party users of the Historic Utah County Courthouse shall be required to purchase a Tenant Users Liability Insurance Program (“TULIP”) policy to meet the insurance requirements of Utah County for use of the rotunda and/or ballroom in the Historic Utah County Courthouse. b. Third parties using or renting Utah County owned facilities, other than the rotunda and/or ballroom in the Historic Utah County Courthouse, shall be required to obtain either a TULIP policy through Utah County or a liability insurance certificate from their own insurer, naming Utah County as an additional insured on the third-party user’s liability insurance policy. c. The cost of the required TULIP policy is included in the rental fees for after-hours use of the “Ballroom and/or Rotunda” as listed in the Public Works Department Fee Schedule. The TULIP policy cost for all other uses will be determined at the time of reservation and will be charged to the user in addition to rent, except for groups covered by County insurance. Buildings and Grounds Use Policy Page 9 d. No exceptions to this insurance requirement shall be made. e. Copies of all liability and insurance certificates will be kept on file by Utah County for five (5) years from the date of use by the third-party user. f. All liability insurance certificates naming Utah County as an additional insured shall be in amounts equal to or greater than the liability caps contained in U.C.A 63-30d-604. 22. EXEPTIONS TO FEE SCHEDULE a. A non-County user that is a non-profit entity may request that the Board of Utah County Commissioners waive fees for the use of County-owned facilities by addressing a letter to the Board prior to the execution of the required agreement. Said letter requesting the waiver of fees shall address how the County would receive fair and adequate consideration for a fee waiver for use of the County facilities, and how such a fee waiver would contribute to the safety, health, prosperity, moral well-being, peace, order, comfort, or convenience of the County’s inhabitants. b. The Board of Utah County Commissioners may elect to waive fees for use of County facilities if it determines that the County is receiving fair and adequate consideration for the waiver of fees for use of the facilities, and that such a fee waiver would contribute to the safety, health, prosperity, moral well-being, peace, order, comfort, or convenience of the County’s inhabitants. c. There shall be no rental fee assessed for the monthly meetings of the Utah County Art Board, or for bodies of which Utah County is a voting member. 23. Furniture Furniture is provided by the County for county departments. When additional or replacement furniture is needed, the department should consult with Public Works to determine costs to be included in budget requests. The selection of furniture will be determined after considering the items compatibility with the existing county furniture, initial cost and life cycle cost. Furniture should be sent to Public Works when it no longer functions as intended or needs repair. Public Works will keep a minimal supply of furniture available for temporary use 24. Dances a. Dances are allowed only in the Rotunda of the Historic County Courthouse and on the County-owned parking lot located south of 200 South Street. b. All dances must comply with Provo City Ordinances. Only dances described in c. and d. below will be allowed. c. Dances conducted by a governmental entity or a public school will be allowed provided that: i. A contract is entered into between the county and the governmental entity or the school which provides for the terms of the use of the facility for the dance. ii. A certificate of insurance, in amounts acceptable to the County, shall be provided by the governmental entity or the school to cover the liability associated with the dance. iii. A fee, as set forth in the Public Works Department Fee Schedule, is paid for use of the facility. A portion of this fee will be used to hire two County security officers to monitor the dance. iv. The County security officers shall have the authority to disband the dance if conditions warrant. v. A cleaning/damage deposit, as set forth in the Public Works Department Fee Schedule, is paid to ensure that the facility is left clean and in good repair after the event. Deposits will be forfeited if the facility is not left clean or damage occurs to the facility during the event. vi. The public generally shall not be allowed to attend the dance. vii. Tickets to the dance must be distributed in advance of the event. Tickets may not be sold or distributed at the door. viii. Attendance at dances in the Historic County Courthouse shall be limited to 439 people to comply with the fire code for the building. No more than 439 tickets may be provided or distributed for the dance event. d. Dances provided as entertainment for invited guests at an event such as a wedding reception are permitted in the Historic County Courthouse. e. Organizations sponsored by a governmental entity or a school will not be allowed to use County facilities for dances.
Home | Departments | County Info | Online Services | Residents | Visitors | Business Links | Contact Us | Quick Find | Search | Help Copyright © 2006 Utah County Government. All Rights Reserved. Disclaimer/Terms of Use/Privacy/Security/Accessibility Statements..

	Divisions
	Event Permits
	Building Rentals
	Parks
	Survey Control
	GPS Base Station
	Forms & Policies
	Fees
	Utah County Stormwater Coalition
	News
	Calendar
	FAQ's
	Related Links
	Survey
	Contact Us
	About Us