All Doña Ana County Community Centers shall be managed in accordance with County Resolution 2019-91, approved by the Doña Ana Board of County Commissioners. 

The County Facilities and Parks Director or designee, in accordance with County Resolution 2019-91 approved by the Board of County Commissioners, shall be responsible for the daily management of all the community centers.  The Facilities and Parks Department will maintain a current calendar of events for the facilities and is responsible for scheduling the use of the facilities and processing any payments from private Event Holders. The Facilities and Parks Department Director or designee is hereby delegated signature authority for all Facility Use Agreements entered into pursuant to this policy.

The community centers are the focal point for a wide variety of recreational, social, and human services programs, events and meetings. The Facilities & Parks Department shall coordinate all activities at the Community Centers to enhance community engagement and to provide a safe and secure environment for public and private use. 

All community centers may be for non-county sponsored events, private events, or voter education events. The current fee schedule, rental form, and operating procedures will be available at both the Facilities and Parks Office and at each community center. All Reservations can be made in person, on-line, or by email by the Event Holder who must be 21 years of age or older and who shall be responsible for enforcement of all terms of this agreement for any event. The Event Holder or official of the sponsoring organization must be on site throughout the event. Upon the discretion of the Facilities & Parks Director or designee, all usage and rental requests will be subject for review and approval/denial according to the operating procedures, and if deemed necessary, further review by the County Manager. 

There shall be no event charge for use by individuals or groups sponsoring events or activities that are open and free to the public and support the County's mission. Events or activities open to the public exceeding 75 people after normal business hours shall require a County employee, vetted volunteer, or security guard to be present during the event. There shall be a private event charge for use by individuals or groups sponsoring events or activities that are not open to the public.

Prohibited events or activities are those that pose a potential threat, danger, injury to individuals or property, the intended use conflicts with any other event or activity already scheduled, or where the intended use is illegal or contrary to the terms of these operating procedures or facility use agreement.  

Liability Insurance

Groups or individuals, other than the County sponsoring events or activities will be required to provide liability insurance in amount of $250,000.  A Certificate of Liability Insurance naming "Doña Ana County" as an additional insured with the same coverages as the insured shall be submitted to the Facilities and Parks Office no later than 5 business days prior to the event. An Insurance Waiver may be considered for rentals of small gatherings less than 75 people. The County reserves the right to cancel a previously approved usage request if insurance requirements are not met.

The applicant (user/rental group), as consideration for the approval of the applicant’s request for the usage of the community center, expressly agrees to indemnify and hold the County harmless for any and all claims of any nature arising from or due to the applicant’s use of the Community Center per County Resolution 2019-91.

Either party may cancel the reservation.  A minimum of 5 business days written notice shall be given to the Facilities & Parks Department concerning the cancellation of previously scheduled activities/events in order to receive a full refund.  In the event the County cancels, a full refund shall be returned to the event holder.

All groups using the Community Center on a specific time schedule must vacate the premises by the conclusion of the time allocated in the rental agreement. All approved rental agreements include up to eight (8) hours of facility use, including set-up and clean-up of the event. The Community Center will be available on a limited basis on County observed holidays.

15 business days prior to event:

• Completed Facility Use Agreement
• Full Rental Fee
• Full Deposit, if applicable

5 business days prior to event:

• Insurance documents, if applicable
• Copy of food permit, if applicable
• Receipt and cost of security, if applicable
• List of personal furniture or equipment to be brought into Community Center, if applicable

All public access areas, entrances, exits, corridors, doorways, and other passageways shall be unobstructed at all times. Any vehicles, material or equipment blocking fire lanes or exits shall be removed at the expense of the Event Holder. Any unsafe conditions or activities shall be terminated immediately. The County reserves the right to remove any objectionable, disorderly, or disruptive person(s) or items from the community center at any time.

All County property must be protected from damage, mistreatment, and loss.  The Event Holder shall be responsible for all damage to County property and for damages that occur as a result of the actions of the Event Holder's party, staff, agents, contractors, sub-contractors, invitees, and guests from the commencement of the period of use to the end of the event, including all pre- and post-event preparation and clean-up activities. In cases where property has been damaged or abused beyond normal wear, the cost of repairing or replacing the property shall be paid by the respective user or organization within two weeks after the activity/event. This includes replacement costs for stolen or lost property. The Event Holder will be charged all reasonable costs incurred by the County for replacement or repairs of such damage.  These charges shall be billed to Event Holder within fifteen (15) business days after the event.

A designated staff member of the Facilities & Parks Department will conduct both a pre- and post- activity inspection with the person in charge of the rental/user group to ensure that there is an understanding of components and regulations of the facility and for immediate detection and acknowledgement of damaged or lost items generated by the user/rental group.

Parking will be permitted in authorized areas only. ADA parking areas will be used by those individuals who have current permits. All groups utilizing onsite parking will be required to provide proper control and security measures, as well as general parking lot clean-up.

Facility Use Agreements are entered into exclusively by and between a specific Event Holder and the Doña Ana County Facilities & Parks Department. The Event Holder shall not assign its rights or obligations under the Community Center Agreement without the prior written consent of the County. If the Event Holder relinquishes or cancels a date or dates, those days shall revert to the County for rescheduling.

Rental fees are established by Doña Ana County and are subject to change.  We charge $25.00 an hour for all Community Center Rentals.  We also charge a $50.00 refundable deposit.  This deposit is sometimes waived depending on the event and/or circumstances.  This rental fee shall be made payable to Doña Ana County.  The County reserves the right to modify forms and methods used for Rental Fee Schedule and Facility Use Agreement.

1. Event Holder shall enforce all order and discipline when on the premises in accordance with County Resolution 2019-91 for maintaining an environment free of inappropriate and disrespectful conduct. Violations shall be documented and submitted to the County.
2. Event Holder is responsible for leaving the area clean and in the same condition prior to the event. Damage to the property shall be reported to County's Property Manager or designee. All trash in and around the facility must be removed by the Event Holder.
3. Event Holder shall use only the designated portion of the Community Center and only during the time specified in the Facility Use Agreement. The Event Holder shall be responsible for reserving sufficient time to prepare for, conduct and close out the activity. Failure to limit usage of the facility to the hours shown on the facility use agreement, shall result in forfeiture of the total deposit and possible additional charges.
4. Use of the kitchen may be restricted if the County or any of its contractors have a food preparation permit for the kitchen.If Event Holder is allowed kitchen use, it must follow all applicable health standards for state food preparation and serving rules.
5. Event Holder shall obtain all required food permits and submit copies to the County.
6. Event Holder may use the tables and chairs that are at the community center and no additional County furniture or equipment may be used. If the Event Holder brings additional furniture or equipment, it must be labeled, inventoried, and a list of these items must be submitted to the County in writing prior to any event.
7. All event equipment set-up such as lighting, speakers, etc., shall be approved in advanced by the County.
8. Arrangements for opening and closing the Community Center are coordinated with the Facilities & Parks Department according to the terms of the Facility Use Agreement.
9. The County shall not be responsible for personal items left after reservation hours. The County shall stock the bathrooms with appropriate supplies.
10. All materials used for decoration or display in or around the facility must be approved in advance by the County and be removed by the Event Holder within the specified rental period.
11. Unruly or illegal behavior shall be grounds for immediately termination of the rental agreement, and the occupants shall immediately vacate the Community Center premises. Any and all such behavior may result in forfeiture of the full deposit.
12. NO alcoholic beverages, including but not limited to beer, wine, and liquor; nor illegal substances, are allowed on or in the grounds or buildings of the community center.
13. State law prohibits smoking in all indoor places and within 25 feet of each public facility and must be enforced by event organizers and participants.

Pets will not be allowed in the Community Center with the exception of service animals.

Violations of any and all of the rental conditions may result in the forfeiture of all or part of the event deposit and/or prevent future rental privileges.

The County shall determine if there are any additional safety requirements that are reasonably necessary. This determination will be based on the type of event, number of participants and risk factors, and any prior problems encountered with the Event Holder. Any additional requirements shall be in writing and included in the Facility Use Agreement. The Event Holder shall be responsible for all associated costs.

ATTACHED: Exhibit A: Doña Ana County Facility Use Agreement Form Attached (2 pages)