Facilities and scheduled events

The purpose of these policies and procedures are to provide a consistent guideline for Event Holders and users to ensure a safe and quality experience while using any Byers Park and Recreation District facility. This handbook of policies and procedures should be updated periodically, and any updates to this handbook may be approved by the Byers Park and Recreation District Board. 

It is the board's practice to make buildings and facilities available to the community when not in use for Byers Park and Recreation District Events.  Board policies and regulations which govern Byers Park and Recreation District use of facilities shall, when applicable, also govern community use of Park and Recreation facilities.  

The Board reserves and delegates to the general accounting department, or designee:

1. the right to approve or to refuse approval or to cancel any and all permits issued for the use of a building or its facilities when it is deemed that such action is necessary for the best interests of Byers Park and Recreation district.
2. the right to administer fees for the use of Byers Park and Recreation District facilities and for other related costs.

 User Group Categories

Group 1 – Byers Park and Recreation District / Special Districts Association / Government Entities

1. Byers Park and Recreation District-sponsored activities, such as meetings, community gatherings/events and activities.  
2. Fundraising events by users which benefit the Byers Park and Recreation District.  Fundraisers must be approved by the Byers Park and Recreation District Board.  If 100 percent of all proceeds collected are returned to the Byers Park and Recreation District, user will not be assessed fees as provided for. 
3. The Adams and/or Arapahoe County Clerk, municipalities and special districts may use district facilities free of charge.
4. Elected officials representing citizens of Adams and/or Arapahoe County may also use Byers Park and Recreation District facilities free of charge for town hall, citizen engagement and other non-campaign related activities as long as such activities are held no less than nine months prior to an election. However, town halls and citizen engagements held less than nine months before the election will be considered campaign related, and elected official will be required to pay the Group 3 fee.
5. Precinct caucuses to support activities referenced in state law may use facilities free of charge. 
6. Government entities located in Adams and/or Arapahoe County who have entered into joint use agreements as approved by the Board may use facilities at no charge in accordance with each agreement.

Group 2 – Non-District Youth Organizations

1. Character building, recreational and educational groups of school-age PK-12 children of Adams and/or Arapahoe County, such as scouting organizations and recreation associations, may use district facilities according to the current fee schedule.

Group 3 – Non-District Adult Non-Profit Organizations / Event Holder

1. Adams and/or Arapahoe County nonprofit groups may use district facilities for non-commercial and non-fundraising purposes according to the current fee schedule. Organizations such as homeowners' associations, political parties, candidates for political office (except as provided in Group 1), service clubs and churches or religious organizations are included in this group.
2. Use by groups holding town halls or citizen engagements less than nine months before an election is considered campaign related and elected official will be required to pay fees as Group 3 user.
3. Organized groups of the same characteristic, who are generally located outside of Adams and/or Arapahoe County, may use facilities for a fee according to the current fee schedule.
4. Group 3 users may announce their meetings on designated public bulletin board(s) provided they meet Byers Park and Recreation District restrictions (i.e., card size, including the name of the group or organization, the activity, the date, place, time, and person and phone number to call for further information).

Group 4 – Commercial Organizations

1. Nonprofit or profit-making individuals/organizations may use buildings or facilities for fundraising activities (e.g. carnivals, craft fairs, garage sales, etc.) or for activities where admission is charged for a fee according to the current fee schedule.
2. Profit-making groups using district facilities to conduct a commercial enterprise shall pay a fee in accordance with the current fee schedule.