Council delays approval of farmhouse facility fees and alcohol policy after councilors and residents raise concerns

The Town of Oak Ridge Town Council voted 3-2 to delay adoption of the Farmhouse Community Center facility fee schedule and alcohol policy, asking the Parks and Recreation Advisory Board and staff to refine language on commercial use, insurance requirements and senior access before returning the full policy to council at the December meeting.

The policy package includes a fee schedule for resident and nonresident rentals, a senior-citizen concession (two free hours for Oak Ridge residents aged 65 and older, Monday–Thursday, subject to availability), and rules governing commercial vendors, event signage, parking, vendors, inclement weather, and alcohol service. Council members raised detailed questions about where the policy draws the line between informal community uses and commercial activity, the $1,000,000 insurance threshold for “commercial uses,” how alcohol service would be verified and controlled, and whether the proposed hourly rates would cover long-term maintenance.

Councilmember Greason questioned the proposed resident rate (about $20 per hour in the draft presented) and contrasted it with the facility’s $800,000 construction cost, asking whether fiscal assumptions were realistic. Councilmember Stone asked for clearer triggers for permitting vehicles on grass, what constitutes a commercial vendor, and whether million-dollar insurance requirements would be appropriate for small art sales or exercise classes.

Parks & Rec members and staff told the council the board had benchmarked comparable municipal facilities and aimed to keep resident fees low to encourage community use; staff said the rates align with nearby facilities such as the Kernersville Community House. Parks and Rec recommended a separate senior category and the two-hour free rental for Oak Ridge residents aged 65 and older, to be booked by availability. Town attorney and staff added a “hold harmless”/indemnity clause to reduce town liability exposure.

Council requested clearer written policy language on: (1) the definition and triggers for “commercial use” and the associated insurance requirement; (2) how alcohol service will be enforced (verification of caterer/ABC licenses or licensed bartender and whether staff can enter events to verify compliance); (3) parking and approval process for additional parking on grassy areas; (4) what “reduced fees” for nonprofits means in practice; and (5) an explanation or appendix showing how the fee amounts were benchmarked.

After discussion a substitute motion was made and amended to send the entire policy back to Parks & Rec for further revision and to return to the council at the December meeting. The motion passed 3-2. Councilmembers who voted to delay said two months would allow staff and Parks & Rec to address the concerns; councilmembers voting no preferred approving parts of the policy (notably the alcohol rules) sooner.

Council and staff noted the farmhouse is not expected to be available for rentals until early 2025 because construction completion and parking/sidewalk work are still pending. Parks & Rec leaders said they will revise the policy language and provide supporting notes on how rates were set and examples of vendor approval criteria for council review.