A1925 TEMPORARY USE OF MC BUILDING FACILITIES FINAL (002).PDF
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MARICOPA COUNTY INTERNAL POLICY Policy Title: TEMPORARY USE OF MARICOPA COUNTY FACILITIES Policy Number: A1925 Current Adoption Date: MM-DD-YYYY Current Implementation Date: MM-DD-YYYY Approved by: BOARD OF SUPERVISORS Board Agenda Number: C-49-16-013-6-01 Original Adoption Date: 01-13-2016 I. PURPOSE To provide direction to reserve, prepare, secure, and clean Maricopa County Facilities for events and to recoup costs associated with facility use by Licensees for County Sponsored Events. II. APPLICATION This Policy applies to all Maricopa County elected offices, appointed departments, the Flood Control District of Maricopa County, and the Maricopa County Library District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018. This policy does not apply to Parks and Recreation or Library Facilities that have separate fee and usage policies and processes. III. DEFINITIONS A. Appointing Authority: An elected official, the single administrative or executive head of a department/Special District, or the designated representative authorized to act in this capacity. B. County Event: A program or activity for County employees approved by an Appointing Authority. C. County Sponsored Event: A community, civic, or government-oriented gathering sponsored by an Appointing Authority that is not a County Event, that is not part of daily work, and that involves the use of Maricopa County Facilities by a Licensee. D. Event Liaison: A County employee assigned by the Appointing Authority to manage a County Event or County Sponsored Event. E. License Agreement: A written agreement between the County and a Licensee to use Maricopa County Facilities for a County Sponsored Event and that, at a minimum, designates a specific time and a specific purpose for such use. F. Licensee: A non-County individual or entity that enters into a License Agreement with the County to use Maricopa County Facilities for a County Sponsored Event. G. Maricopa County Facilities: Any room, hall, or other space located in a County-owned or leased building. H. Non-County Event: A program or activity that is neither a County Event nor a County Sponsored Event. IV. POLICY A. Maricopa County Facility Use Policy Title: TEMPORARY USE OF MARICOPA COUNTY FACILITIES Policy Number: A1925 Current Adoption Date: MM-DD-YYYY Page 2 of 4 1. County Events and County Sponsored Events directly involve County employees or programs, such as meetings or trainings. 2. County Events and County Sponsored Events may be held in Maricopa County Facilities with approval from the Appointing Authority authorized to approve the use of the facility. County Sponsored Events also require a License Agreement. In addition to a License Agreement, permits may be required. Failure to submit required documents will result in cancellation of the event. 3. Prohibited events include, but are not limited to, political campaign events, meetings of a political party, non-county for-profit activities, and functions that compete with the private sector, e.g., weddings, receptions, birthday parties, etc. 4. Non-County Events are not allowed. 5. Appointing Authorities may cancel a County Sponsored Event for any reason. 6. Requests to use Maricopa County Facilities: a. must be in writing and submitted to the Appointing Authority responsible for the Maricopa County Facility b. should be submitted at least two weeks in advance 7. Events will be scheduled based on the order of approved requests. 8. Per County Policy A1912 Security Guidelines, no visitor or contractor is allowed in any Maricopa County Facility after hours or on weekends without written authorization from the onsite Security Services. B. Appointing Authority Responsibilities 1. Appointing Authorities are responsible for the use of Maricopa County Facilities occupied by their departments per County Policy A1912 Security Guidelines. 2. Appointing Authorities must ensure County Sponsored Events do not include prohibited activities as listed in section IV.A.3 of this policy. 3. Appointing Authorities must designate an Event Liaison when approving the use of Maricopa County Facilities for an event. C. Event Liaison Responsibilities 1. For County Events, the Event Liaison must: a. reserve the Maricopa County Facilities space using the appropriate scheduling system (e.g. department scheduler, Workspace Finder, Outlook) b. be available for the event c. coordinate set-up and tear-down with the event organizer d. conduct a pre- and post-event walk-through with the event organizer Policy Title: TEMPORARY USE OF MARICOPA COUNTY FACILITIES Policy Number: A1925 Current Adoption Date: MM-DD-YYYY Page 3 of 4 e. ensure the facility is returned to its original condition after the event f. ensure any damage to structures or equipment is paid for by the organizing department 2. For County Sponsored Events, the Event Liaison must: a. reserve the Maricopa County Facilities space using the appropriate scheduling system (e.g. department scheduler, Workspace Finder, Outlook) b. coordinate with Facilities Management Department (FMD) to determine necessary permits and fees c. coordinate security measures and any applicable personnel fees with Security Services d. prepare the License Agreement in consultation with the Real Estate Department e. ensure the Licensee submits all required documents at least 48 hours before the start of the event and that the required documents are signed. If required documents are not submitted and signed in time, the Event Liaison must cancel the event f. ensure the Licensee pays any applicable fees for facility maintenance and outside normal business hours use g. ensure that all required permits are obtained h. be available for the event i. coordinate and oversee the set-up and tear-down with Licensee j. coordinate with FMD to conduct a pre- and post-event walk-through with Licensee to ensure the facility has been returned to its original condition. This includes, but is not limited to, floors, walls, furniture, restrooms, and catering areas k. ensure the Licensee is aware of and abides by all requirements and directions of FMD and Security Services while using Maricopa County Facilities l. ensure the Licensee pays for damage to County property D. Security Services Responsibilities A division of Emergency Management, Security Services safeguards County assets and provides a safe and secure environment for those who work in and visit Maricopa County Facilities. Security Services must: 1. determine appropriate security measures and any applicable personnel fees for all events 2. provide written approval for access outside normal business hours for attendees with Appointing Authority authorization per County Policy A1912 Security Guidelines. Policy Title: TEMPORARY USE OF MARICOPA COUNTY FACILITIES Policy Number: A1925 Current Adoption Date: MM-DD-YYYY Page 4 of 4 Revision History Version Revision Date Description of Revision 1 01-13-2016 Initial version. (C-49-16-013-6-00) 2 MM-DD-YYYY Rewrite policy to apply to all Maricopa County Facilities. (C-49-16-013- 6-01)