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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: April 1, 2003 <br />Action Agenda <br />Item No. C,~ C~ <br />SUBJECT: Facilit Use Policies and Procedures -Smith Middle School Soccer Field <br />DEPARTMENT: Recreation and Parks PUBLIC HEARING: (YIN) No <br />ATTACHMENT(S): <br />Carrboro Recreation and Parks <br />Department Proposed <br />Reservation/Rental Procedure for Smith <br />Middle School soccer field 3B <br />INFORMATION CONTACT: <br />Lori Taft, Recreation and Parks <br />Director <br />245- 2660 <br />TELEPHONE NUMBERS: <br />Hillsborough 732-8181 <br />Chapel Hill 968-4501 <br />Carrboro Unofficial Minutes Durham 688-7331 <br />Mebane 336-227-2031 <br />PURPOSE: To review the proposed Facility Use Policies and Procedures for the Smith Middle <br />School soccer field. <br />BACKGROUND: The February 2001 Joint Use Agreement between Orange County, the Town <br />of Carrboro and Chapel Hill-Carrboro City Board of Education states on page 6, paragraph 1, <br />that " ...the Town and the County will work together to coordinate programming of the use of the <br />fields when school is not in session and that the Town will be the lead entity for programming <br />such use and communicating with the Board of Education regarding the same." In pursuit of <br />satisfying this requirement, Orange County and Carrboro staff met to develop a proposed <br />policies and procedures document. On Tuesday, March 25 the Carrboro Aldermen met and <br />approved the document proposed by Orange County and Carrboro staffs with modifications. <br />Those modifications are reflected in the attached "Reservation/Rental Procedure for Smith <br />Middle School Soccer Field" (underlined in parentheses). The various components of the <br />Policies/Procedures are summarized below along with reasons for modifications made by <br />Carrboro. A copy of the unofficial minutes from their meeting is also attached. <br />Request for use -This paragraph states that the field will be open for play from April through <br />November (Closed during the winter months to allow for proper cultivation), it also states that <br />applications will be accepted from soccer governing bodies only. (Individual teams affiliated <br />with a league may not apply independently). <br />Carrboro Aldermen tabled their discussion of this paragraph (left the start month blank so that <br />Orange County and Carrboro staff can have the opportunity to identify the conditions under <br />which the field could be opened for play without incurring excessive damage prior to <br />April 1 each year. <br />