STANDARD OPERATING PROCEDURE FOR PUBLIC FACILITY USE
REVIEWED / REVISED: 7-2024
PURPOSE: Leaders intent is to establish a procedure for the use of all public access facilities within Clackamas Fire District #1. This procedure applies to all facilities available for public use as outlined herein. The online Application for Public Facility Use must be completed and signed by the Applicant prior to the use of any Fire District facility, and again annually, releasing the Fire District from any liability.
DEFINITIONS:
The Fire District will mean Clackamas Fire District #1, its successors and assigns.
Facility Manager or Administrator will mean the Fire Chief, or other Fire District personnel or designee.
The Applicant will mean any person or organization that reserves or obtains a Fire District facility for organizational purposes.
Application or Policy will mean this document in whole or in part.
Guests are those persons invited to Fire District facilities by the Applicant.
PROCEDURE:
I. Applicant
A. Public facilities are available to nonprofit and government organizations only.
B. Public facilities are not available to any businesses for profit, gain or other personal or business use, or for any use whereas profit may be attained including but not limited to bazaars, fundraisers, or any other for-profit sales organizations.
C. Public facilities are permitted to religious organizations only during emergency periods, such as major crisis, or time of need basis or by the approval of the Fire Chief or designees.
D. The applicant is responsible for ensuring compliance according to the policies, procedures, and agreements set forth in this Policy, including any attachments herein.
II. Application
A. Application for Public Facility Use can be found on our website.
B. Facility Use Reservation Requests can be found on our website.
C. A Fire District Application for Public Facility Use form shall be completed online and submitted to the Administrator or designee prior to the initial use of any Fire District facility. Applicant is responsible for submitting a new application form annually in order to continue making reservations.
D. The Fire District Administrator or designee will review and approve or deny the Application and notify applicant of such decision.
E. The Fire District administrator or designee may deny an Application based on, but not limited to, the following grounds:
- Interference to the workplace.
- The application is in direct conflict with the rules and regulations outlined in this policy.
- Violating Occupancy as determined by the District Fire Marshal.
- Approval would cause a conflict with a prior scheduled event.
- In the opinion of the Fire Chief or designee, the event does not promote or is incompatible with the interests of the District.
- The applicant has violated this Policy or has previously been in breach of this Policy
- Application does not meet the standards according to this Policy
F. Applicant must be at least 18 years old.
G. The public meeting room calendar is under the direct supervision of a Fire District administrator or designee. All public meeting room reservations shall include the date of reservation, time of use, Applicant contact information, including the cell phone of applicant (in case of immediate cancellation) and any other applicable information, and shall be recorded on the Fire District public folders calendar.
III. Facilities
A. Public facility meeting rooms available for use and their maximum allowed occupancy are as follows. Additional details for each room are available at the end of this document and on the Fire District website.
1. Beavercreek Fire Station 10 - Occupancy 60
2. Boring Fire Station 14 - Occupancy: 70
3. Damascus Community Room Station 21 - Occupancy: 35
4. Sandy Fire Station Annex Building
5. Other Fire District facilities are not available for public use unless agreed to and authorized by the Fire Chief or designee. The applicable Station Captain and onduty crew will be notified of the approval prior to the use.
B. Public internet access is not available at Fire District public meeting rooms.
C. Technology equipment is not available for public use at any Fire District facility.
IV. Priority of Use
Reservation approval for Fire District facilities is based on the following priorities:
Priority 1: Fire District programs and activities
Priority 2: Fire District-affiliated organizations
Priority 3: Other government uses
Priority 4: Fire District community service organizations, such as homeowner associations, civic groups, non-profit organizations, and metropolitan district and other special districts
V. Security
A. Facilities for public use require an access code for entry. The Applicant agrees to not give the access code to any other individual unless previously approved by the Fire District.
B. Applicant agrees to not utilize the access code at any Fire District facility outside of their assigned location and time.
C. Access codes to Fire District facilities are provided to Fire District approved Applicants only.
D. Access codes can be changed at the discretion of the Fire District without prior notice to the Applicant. It is the Applicant’s responsibility to check on access codes to public facilities prior to each scheduled meeting to avoid a lock out.
E. In the event of a lock out as stated above, on duty Fire District personnel may, upon contact by Applicant, and upon verification by Fire District personnel of a prior reservation and the identification of such Applicant, provide access to such meeting room at their discretion.
F. Fire District personnel may, at their discretion, deny access to any Fire District facility if it presents a security risk to persons or property. A prior reservation does not guarantee access.
G. It is a security risk to “prop” open exterior security doors at any time during the event. Propping open doors is not permitted at any time.
H. Applicants must be available to allow entry by Guests upon arrival.
I. Applicants must close building securely upon exiting the building.
VI. Reservations and Cancellations
A. Applicants must notify the Fire District if a scheduled meeting is cancelled as soon as it is known to Applicant.
B. Reservations for any facility cannot be made more than one (1) year in advance.
C. The Fire District reserves the right to cancel a reservation. No minimum advance notice of this cancellation is required.
D. In the event a Fire District facility previously reserved becomes unavailable due to an unforeseen event or reason, the Fire District shall notify the applicant of such event or reason, and may attempt to provide a substitute location for the applicant; however, in no event shall the Fire District be liable for any damages incurred by the applicant in the event of a cancellation.
VII. Policies and Limitations
A. Fire District meeting facilities are not available for use between the hours of
9:00 p.m. and 8:00 a.m.
B. The function scheduled shall not interfere with normal operations of the District.
C. The Applicant must be present during all hours of approved use.
D. Emergency fire lanes shall always remain unobstructed. Parking, loading, and unloading are only permitted in designated areas.
E. No decorations, pictures, placards, signs, or similar items of any kind may be attached to any wall, door, ceiling, window, or outside property on Fire District property. Easels, tripods, or free-standing displays are permitted.
F. Smoking is prohibited in all Fire District facilities and on Fire District premises.
G. No alcohol is allowed at any Fire District facilities.
H. No illegal or unlawfully obtained drugs or controlled substances are allowed at any Fire District facilities.
I. No Weapons of any kind, regardless of possession of a lawful permit, are allowed at any Fire District facilities; excluding Law Enforcement Officers who have possession of a firearm for official purposes.
J. Children must be always supervised.
K. No animals are allowed in any Fire District facilities except for service dogs.
L. Facility meeting rooms must be left in the same manner as it was received. It is the responsibility of the Applicant to clear the area of all trash and remove all supplies brought in by the Applicant at the end of the approved period. Cleaning supplies will be provided by the District for use by Applicant prior to leaving.
M. Foods and/or snacks are allowed. See “L” above.
N. All coffee, coffee supplies, dry erase markers, computer, etc. are the responsibility of the Applicant and are not available for use.
O. The Fire District will not store or be held responsible for items left.
P. The Fire District is not responsible for lost or stolen articles during the time of use by an individual, group, or organization.
Q. Designated area(s) for public use are the public meeting room, lobby, and restrooms. All other areas are not permitted for public access.
R. Technology equipment is not available for public use at any Fire District facility.
S. Noise must be kept at reasonable levels. Unusual rowdiness or physical/verbal abuse to a staff member, patron, or Fire District property may result in immediate termination of the event.
T. Playing of musical instruments is not permitted at any time.
VIII. Liability
A. The Applicant shall sign the Application for Public Facility Use prior to the use of any facility which holds the Fire District, its employees, agents, and successors harmless of all property and liability claims arising out of the applicant’s use of the Fire District facility.
B. The Fire Chief or designee shall determine on a case-by-case basis whether insurance coverage will be required. If it is required, the Applicant shall provide general liability insurance in the amount of $2,000,000. The factors used to determine whether insurance will be required include, but are not limited to the following:
- Number of participants using the Fire District facility.
- Nature of the event or activity.
IX. Violation of this Policy
A. Any violation of this policy or public facility use expectations outlined by the Fire District may result in the termination of the applicants facility use.
CERTIFIED
FIRE CHIEF
NICK BROWNE