(a) 
The city parks and recreation department strives to provide parks and facilities for a variety of uses within the city limits. To ensure the satisfaction and success of these parks and facilities, the city has developed a facility use policy that provides a detailed and prioritized agreement of terms and rental rates for any city resident, nonprofit group or noncity resident who is renting the facilities.
(b) 
All these policies reflect city ordinances established by city council action. In the event there is a conflict, the city ordinances shall supersede these policies.
(c) 
Applicants reserving city parks and recreation facilities agree to abide by the following policies.
(Ordinance 3008 adopted 11/8/21)
Applicant.
Applicant is the person responsible for all fees, charges, transactions, inquiries, changes, communications, and damages incurred or necessary during the course of a rental or reservation. The person completing the rental application, must be older than the age of 21.
City.
The City of Katy
City council.
The city council of Katy, Texas
Community building.
Any enclosed building facility maintained by the parks and recreation department: Woodsland Community Center.
Department.
The City of Katy Parks and Recreation Department.
Nonprofit organization.
Shall be considered a nonprofit organization if they are currently recognized as exempt from federal income taxes under section 501(c) of the Internal Revenue Code (IRC) or meets the requirements of the nonprofit organizations policy.
Resident.
A person, business or organization that resides within the city limits. In some cases, proof of residency within the defined area will be required by a city water bill.
(Ordinance 3008 adopted 11/8/21)
(a) 
Applicants must be 21 years of age or older.
(b) 
The person signing the application/contract will be designated as the ‘applicant.’ The applicant will be the contact for the reservation and is the only person authorized to make changes to the reservation. All transactions will be between the city or department and the applicant.
(c) 
The city will not accept phone or fax reservations. A government issued photo ID, such as a state driver's license or passport, will need to accompany the reservation as proof of residency.
(d) 
Use of facilities by retail businesses or for-profit enterprises in the execution of their regular and routine functions is limited to those with an active concession contract with the city. Apart from contracted concessionaires, any and all funds arising from the sale of items or services, entry fees, or other financial contributions must go toward a nonprofit organization.
(e) 
The applicant is required to be present at the facility and available to city personnel during the entire course of the event for which the applicant made the reservation. If the applicant is not at the function the event will be cancelled and all attendees will be required to leave.
(f) 
Applicants using reserved facilities shall comply with all city ordinances and federal and state laws. As in accordance with city fire codes, all exits and doorways must remain clear and unlocked during functions, and access to hallways and all fire extinguishers shall remain clear. All marked fire lanes will be kept open at all times; please do not park in these areas. Applicant agrees to abide by the posted maximum capacities at each facility.
(g) 
There is a four (4) hour minimum required for all indoor facility reservations. Applicants are limited to two (2) time-blocks per day for pavilions and gazebos. No group or individual will be allowed to rent any city facility for a duration longer than 1 week.
(h) 
Glass containers, tobacco, and gambling are strictly prohibited in city facilities and parks. Violators will be required to leave the premises and denied a refund of deposits.
(i) 
At no time shall a reserving party sublease or assign its reservation to another group or organization. Nor shall the use of the building be for any purpose other than what was stated on the application.
(j) 
Moonwalks, petting zoos and other attractions - A certificate of liability must be faxed or delivered to the city parks and recreation department within 14 days of the scheduled function or else applicant will lose all moonwalk privileges at the designated event. Such liability certificate must list city as certificate holder at 910 Avenue C, Katy, Texas 77493. Commercial liability must read a minimum of one million dollars ($1,000,000.00). Under descriptions, the appropriate functions must be listed and described such as types of rides, moonwalks, etc., placement of rides and date of scheduled function. All equipment and attractions must be maintained, installed, and operated according to applicable industry standards. Department staff will retain the right to restrict the type of equipment and attraction, and location in order to protect the integrity of the park facilities and components.
(k) 
Applicant must have proof of receipt and a valid picture ID at all times during the reservation and in order to be released a key to the facility. Facility keys will only be released to the applicant. No exceptions will be made.
(l) 
Rentals or reservations for ballfields can be made up to 90 days in advance. Rentals or reservations for parks, buildings, or structures can be made up to 12 months in advance.
(Ordinance 3008 adopted 11/8/21)
(a) 
Facilities are available for use daily including the following governmental holidays which are observed by the city: Good Friday, Easter, Memorial Day, Independence Day, Juneteenth, Labor Day, Thanksgiving, Christmas and New Year's Day.
(b) 
Facility reservations are on a first come, first serve basis.
(c) 
Rental times:
(1) 
Community buildings: 8:00 a.m. to 11:00 p.m.
* Four (4) hour minimum required to reserve.
(2) 
Gazebos and pavilions: 8:00 a.m. to 10:00 p.m.
* Time-blocks: 8:00 a.m.-12:00 p.m., 1:00 p.m.-5:00 p.m., 6:00 p.m.-10:00 p.m.
(3) 
Parks and ballfields: 8:00 a.m. to 11:00 p.m.
* Hourly: M-F 8:00 a.m.-5:00 p.m., Saturday/Sunday 8:00 a.m.-11:00 p.m.
* Time-blocks: M-F 5:00 p.m.-7:00 p.m., 7:00 p.m.-9:00 p.m., 9:00 p.m.-11:00 p.m.
(d) 
Programs conducted by the city will be given priority at all times, and the city reserves the right to change or cancel any reservation that may conflict with a city-sponsored event or program. Staff will make a good-faith effort to avoid changing any existing reservations or rentals. In the event a reservation is cancelled by the city, the applicant will be allowed to reschedule to a different time or location without forfeiting any deposit or incurring any fees for changing the reservation. Applicant will also be entitled to a refund of any deposits or fees if the rental did not take place.
(e) 
A photo identification, such as a state-issued driver's license, identification card, or federally issued passport will need to accompany the reservation.
(f) 
The city reserves the right to increase fees, deposits, or deny an application for any event or program that is deemed by the city to be inappropriate, unacceptable, or disruptive to the city or citizens of the city.
(g) 
The city reserves the right to increase fees, deposits, or deny an application based on the applicant's past rental history such as damaging city property, nonpayment, and not following city rules and regulations.
(Ordinance 3008 adopted 11/8/21)
(a) 
Rentals requiring fees and/or deposits must be paid in full before any reservation date is accepted and confirmed.
(b) 
Fees for indoor facilities are calculated on an hourly basis and there is a four (4) hour minimum required to reserve these facilities. Sports fields are calculated on an hourly or timeblock basis depending on the time and date of the reservation. Fees for outdoor facilities are calculated on a time-block basis.
(c) 
The city accepts cash, credit card, debit card, personal checks, organizational checks, and money orders as payment.
(d) 
The city reserves the right to deem deposits nonrefundable for those not abiding by the reservation and facility policies.
(e) 
Nonprofit organizations created as civic organizations or to benefit local citizens are entitled to reserve facilities utilizing the residential rate in the applicable facility. Applicants wishing to take advantage of the discounted rate must provide documentation identifying their organization as a registered 501(c) entity prior to payment of deposit and fees.
(f) 
Applicants exceeding their designated rental time will be charged for the additional hours at a rate equal to, the regular minimum hourly rate. The additional fee must be paid before the deposit can be returned.
(Ordinance 3008 adopted 11/8/21)
(a) 
To reserve a facility, a security deposit must accompany the rental application.
(b) 
The security deposit shall be used to repair, replace or compensate for any property of the facility which is damaged or missing as a result of use by the applicant. An additional charge will be billed to the user if damages exceed the security deposit.
(c) 
The applicant will be held responsible for their guests regarding damage to facility, property, and behavior, following the rules and regulations of the parks and recreation department.
(d) 
All deposits will be refunded approximately one month following the function provided the facility was cleaned, absent any damage and facility keys were returned at the end of the rental period.
(Ordinance 3008 adopted 11/8/21)
(a) 
Applicants shall familiarize themselves with the facility and available equipment before making an application.
(b) 
The city will not be responsible for any equipment that is not the property for the city during reserved usage.
(c) 
No unauthorized person or persons will be allowed to open and or close any facilities. Partitions in community center facilities may not be opened unless the applicant has reserved and paid in full for the usage of both sides of the facility.
(d) 
Applicants assume liability for the cost to repair or replace city property or equipment that is damaged or missing.
(e) 
The city reserves the right to require applicants, when it is deemed necessary, to provide public liability and/or property damage insurance and any other coverage to protect the property of the city.
(f) 
Tablecloths are required to be used on all tables. Damage to tables will result in a forfeiture of the security deposit and additional costs to replace or repair those damaged. Tables are inspected after the end of each function.
(Ordinance 3008 adopted 11/8/21)
(a) 
Each center has a variety of tables, chairs and other equipment for your use. None of the equipment may be taken out of these facilities for any reason. Applicants will be liable for any equipment missing as a result of the applicant's use whether the applicant removed the equipment or not.
(b) 
In the event the facility doesn't have an adequate number of tables, chairs or other items suitable for the applicant's needs, such items may be rented at the applicant's expense from an external source. The city is in no manner liable or responsible for personal property or rented items.
(c) 
Lost items and damages. The city is not responsible for lost, damaged, and/or misplaced personal property placed in or on its facilities or grounds. The applicant, for up to one (1) week after the event, may claim any items that remain.
(d) 
No equipment may be brought into the facilities without the approval of the director of parks and recreation or his/her designee.
(e) 
Storage. Applicants are not allowed to store equipment or supplies at the facilities other than during the hours that are specified on the application.
(Ordinance 3008 adopted 11/8/21)
(a) 
Applicants agree to comply with all city ordinances. Violators will be required to leave the premises and have their deposits deemed nonrefundable.
(b) 
The city reserves the right to require that city police officers be retained to serve as security during rentals.
(c) 
The number of officers required for any rental depends on the size, type, location, and time of the rental and will follow uniform requirements established by the parks and recreation department.
(d) 
If additional police officers are called out due to a disturbance or having more attendees than on the application, the applicant will be charged the costs incurred by the city police department to provide for the extra police officer(s).
(e) 
Groups comprised of persons eighteen (18) years of age or younger must have at least one (1) adult chaperone for every ten (10) guests. Chaperones must be 21 years of age or older and chaperones must be present through the duration of the function, set up and clean up time included.
(Ordinance 3008 adopted 11/8/21)
(a) 
It is the responsibility of the applicant to set up the tables, chairs and any other necessary items for an event scheduled for reserved use. The amount of time needed to set up, hold the function and clean up shall be included in the amount of time scheduled for the event and shall be charged to the applicant at the rate set forth under the fee schedule found in appendix A of this code.
(b) 
Applicants renting the facility are limited to the hours specified on their application. Billing will begin at the time the applicant picks up the key and ends when the applicant returns it to the city police station.
(c) 
Any use of the facility the day prior to a function or following a function will be billed at the same hourly rental rate continuously.
(d) 
Stacks of chairs are to be moved by chair dollies if provided.
(e) 
Electrical outlets are 110 volt only.
(f) 
When arranging for bands or DJs please be advised that pyrotechnics, smoke, bubble, and foam machines are prohibited.
(g) 
No person shall bring in to or use an open flame, flame producing device, or any flammable or combustible material, such as candles, incense, tea lights, charcoal, etc. Sterno heating elements are permitted.
(h) 
Decorations may not be secured to the walls in the Arboretum or Woodsland. Long straight pins, nails, and staples are prohibited. Only tape is allowed at these facilities. No decorations will be attached or hung from the ceiling or light fixtures at any building. All decorative material must be flameproof. As in accordance with city fire codes, all exits and doorways must remain clear. Staff time required to clean up such materials can be charged against the applicant's security deposit.
(i) 
The uses of any flammable material; rice, confetti, birdseed, glitter, or similar materials are prohibited in indoor facilities. Staff time required to clean up such materials can be charged against the applicant's security deposit.
(j) 
User shall not post, exhibit or allow to be posted or exhibited, any sign, advertisements, show bills, lithographs, posters or cards of description, inside or outside on any part of the building, except as authorized by the director of parks and recreation department. User shall not be permitted to nail or tack materials to any part of the facility. All posted signs must comply with the applicable ordinances of the city.
(k) 
Any markings on any hardscape within the parks (such as for the identification of locations for booths or vendors) must be made with chalk. These markings must be removed during the cleanup of the property or facility.
(l) 
Precautions must be taken to protect any and all hardscapes and softscapes within the parks from damage resulting from the spilling or leaking of materials (such as chemicals, petroleum-based fluids, cooking oils, etc.), damage from extreme heat or cold (such as hot coals or engine exhaust), or physical damage (such as rutting from wheels or tracks, damage to underground utilities from stakes, compression damage, water damage, etc.). These precautions are the responsibility of the applicant.
(Ordinance 3008 adopted 11/8/21)
(a) 
Alcohol is prohibited in all parks, pavilions, and facilities. Violators will be required to leave the premises and have their deposits deemed nonrefundable.
(b) 
Persons visibly under the influence of drugs or intoxicated will be asked to leave the premises or surrounding areas, and deposits will be deemed nonrefundable.
(Ordinance 3008 adopted 11/8/21)
(a) 
The applicant's cleaning responsibilities include: dispose of garbage in facilities and parking lot(s) into dumpster, remove all decorations including tape used, clean all tables and kitchen and dispose of any materials left inside refrigerators, or on stove area, and otherwise return the building and grounds to the condition they were in before the applicant's rental period. Applicants who do not properly follow their responsibilities of clean-up will be charged from their initial security deposit.
(b) 
Trash bags, toilet paper, paper towels, liquid soap and cleaners are provided at all facility locations.
(c) 
Trash cans are provided for trash purposes only. Please use your own containers for beverages.
(Ordinance 3008 adopted 11/8/21)
(a) 
No full refund to charges or cancellations will be given, apart from instances of inclement weather (outdoor or open-air facilities only). If a change or cancellation occurs within 48 hours of the beginning of the rental period, the city will retain all the rental fees. Cancellations or changes more than 48 hours prior to the beginning of the rental period will incur a 10% fee to cover administrative costs. All changes or cancellations must be requested in writing or presented in person.
(b) 
The staff of the parks and recreation department reserves the right to reassign facilities in order to better facilitate the ratio of room size to group size. Every effort will be made by the city's representative to avoid canceling any confirmed reservation. However, in the event of an emergency or extreme situation beyond the control of the city's representative, a confirmed reservation(s) may have to be rescheduled. All groups shall be aware of this possibility. Should a reservation be canceled for these reasons, it may be rescheduled.
(Ordinance 3008 adopted 11/8/21)
(a) 
In case of emergencies during the use of the community centers, including but not limited to plumbing problems, power failure and air conditioning problems, the applicant shall contact the parks office at (281) 391-4840. After business hours, please contact city police dispatch at (281) 391-4848.
(b) 
If the staff is called out to respond to an emergency that is not the fault or responsibility of the city, (this included pulling of fire alarms in a nonemergency situation) the applicant will be billed an amount as established in appendix A of this code.
(Ordinance 3008 adopted 11/8/21)
(a) 
Reservations for sports facilities can be made up to 90 days in advance (tournament applicants are subject to an additional set of guidelines as provided in section 1.11.156). Applicants may not exceed 10 reservations within a 90-day window.
(b) 
Deposits will be refunded or carried forward for future reservations upon the following conditions being met: the area has been thoroughly cleaned including the parking lots, all trash barrels emptied into the dumpster, the facilities have not been abused, all equipment is in place or accounted for, and fields have been returned into their original condition.
(c) 
After use of any field, the restroom key must be returned to the city police department. In the event the key is not returned, the applicant will be charged for the time until key is returned.
(d) 
Rainout dates can be rescheduled within the calendar year. City staff will determine playability and update the rain outline as necessary. If city staff deems the fields playable, rainout reschedules or refunds are not issued.
(e) 
Parking and vehicular traffic is permitted in designated areas only.
(f) 
No team or coach will be allowed to make cosmetic alterations to field, i.e., stripping of fields, leveling of dirt, pitching mound changes, without the approval of the parks and recreation director or his/her designee. If done without prior approval deposits may be retained to cover the cost of repairing or reversing the alterations.
(g) 
Once an applicant submits payment for ongoing reservations, in no case will that deposit be transferred to another applicant.
(h) 
Reservation times for athletic field rentals are reservable in hourly increments from 8:00 a.m. until 5:00 p.m. Monday-Friday and Saturday and Sunday from 8:00 a.m.-11:00 p.m. Time block reservations may be made from 5:00 p.m.-11:00 p.m. Monday-Friday: 5:00 p.m.-7:00 p.m., 7:00 p.m.-9:00 p.m., and 9:00 p.m.-11:00 p.m. In the event an applicant picks up the key prior to their designated reservation term, the city reserves the right to bill the applicant an additional term fee equal to that of which they have previously paid and deem the applicant's deposit nonrefundable. Lights are electronically set to turn on prior to the rental period if after dusk.
(i) 
City park athletic facilities are for the sole use of recreation and practice facilities. Fields, facilities and parks shall not be utilized to conduct private business without prior written approval from the parks and recreation director. Those wishing to use the facilities for tournament purposes must abide by tournament regulations.
(j) 
Programs conducted by the city will be given priority at all times, and the city reserves the right to change or cancel any reservations that may conflict with a city-sponsored event or program. Staff will make a good-faith effort to avoid changing any existing reservations or rentals. In the event a reservation is cancelled by the city, the applicant will be allowed to reschedule to a different time or location without forfeiting any deposit or incurring any fees for changing the reservation. Applicant will also be entitled to a refund of any deposits or fees if the rental did not take place.
(Ordinance 3008 adopted 11/8/21)
(a) 
Applicants must acquire event insurance with minimum liability coverage of $1,000,000.00 and provide a copy to the parks and recreation department. The city must be identified as an additional insured on the policy. The document must be presented to the parks and recreation department before the rental can be finalized.
(b) 
All scheduled tournaments must be approved by the director of parks and recreation and must show proof as an authorized designee or administrator of an organized sports organization.
(c) 
Tournament reservations are made no more than 90 days in advance of requested date(s).
(d) 
Applicants renting for the tournament must be on grounds at all times and are the responsible party for the tournament.
(e) 
Applicants are responsible for tournament clean up and disposal of all trash from receptacles into the dumpster area located at the park. Applicant is responsible for arranging in advance for sufficient garbage containers (additional cans and dumpsters) and service for the containers to compensate for the increase in trash produced by the tournament.
(f) 
Applicants needing to make cosmetic field modification during tournament play must meet with and have approval from the director of parks and recreation.
(g) 
Applicants wishing to use concession stands or sell concessions during the course of a rental must provide documentation identifying their organization as a registered, charitable, nonprofit 501(c) entity. Any and all funds generated from the sale of items or services, or other financial contributions must go toward this nonprofit organization.
(h) 
Applicants wishing to use concession stands or sell concessions during the course of a rental are responsible for acquiring all necessary inspections and permits. Copies of these must be provided to the parks and recreation department prior to the rental.
(i) 
Applicants will be charged an additional nonrefundable tournament fee to cover the use of the ancillary park amenities such as restrooms, parking lots and concession stands, if available.
(Ordinance 3008 adopted 11/8/21)
(a) 
All scheduled tournaments and leagues must be approved by the director of parks and recreation and must show proof as an authorized designee or administrator of an organized sports organization.
(b) 
League and tournament reservations are made no more than 90 days in advance of requested date(s).
(Ordinance 3008 adopted 11/8/21)