During the Ashe County Commission meeting on October 6, 2025, a significant discussion centered around the county's policies and procedures for facility rentals, particularly regarding the waiver of rental fees for county departments. The committee emphasized the need for clarity on what constitutes a "county function" to ensure that no charges are levied against county departments using county facilities.

One key point raised was the necessity of defining educational events, which would allow various county departments, such as the Department of Social Services, to utilize facilities without incurring costs. The committee agreed that any events deemed educational should be exempt from rental fees, but they also acknowledged the need for a structured approach to ensure that the facility remains revenue-positive.

Concerns were voiced about the current cancellation policy, which stated that cancellations made more than four weeks prior could result in a loss of deposit. The committee proposed adjustments to this policy, suggesting that full refunds be granted for cancellations made six weeks in advance, with a 50% refund for cancellations made between four to six weeks prior. This change aims to provide a fairer system for renters while still protecting the county's interests.

Additionally, the committee discussed the importance of safety and security measures for events held at county facilities, including the need for permits as required by the fire marshal. They also touched on the necessity of maintaining cleanliness and ensuring that all departments adhere to the same standards as external renters.

The meeting concluded with a commitment to refine the proposed policies and seek legal approval before finalizing them. The committee expressed gratitude for the community's support and emphasized their dedication to serving Ashe County effectively. As they move forward, the focus will be on ensuring that the policies are both fair and functional, reflecting the needs of the county and its residents.