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Council discusses updated facility use policy; no action taken
Summary
City staff outlined an updated facility use policy to cover the council chambers, a front conference room and the parking lot, including a fee structure to recoup staff costs. Staff said Lake Borgne Park will not be opened to non‑city special events at this time because of insurance, staffing and the absence of a permitting ordinance.
City staff presented an updated facility use policy to the Newcastle City Council March 4 and asked for feedback; the council did not take action and staff will return a resolution after incorporating council direction.
The city clerk explained the proposed policy extends coverage to the council chambers, the front conference room and the parking lot, and includes a fee structure intended to recoup staff time and maintenance costs. The clerk said the policy clarifies allowable uses, responsibilities for setup and cleanup, and new security and insurance requirements.
On the question of Lake Borgne Park, the clerk said it is not feasible at this time to open the park to non‑city sponsored third‑party special events. “Our insurance carrier actually defines special events ... special events that involve more than 100 people or that are open to the public,” the clerk said, and staff noted the city repealed its special events ordinance in 1999, leaving no formal permitting mechanism for third‑party large events.
Councilmembers asked whether smaller park spaces (an elevated grassy area near the boardwalk) could be rented and how existing shelter rentals work. Staff said current shelter rentals have a 50‑person maximum, are administered through the front desk and that additional rental options could be explored but would require balancing staff capacity and maintenance costs.
Staff said they will accept written edits from councilmembers, return a redlined draft or a resolution for future consideration, and seek to keep rental rules content neutral so all community groups have equal access under established guardrails.
Why it matters: The policy would create a formal, transparent process for community groups and HOAs to use city meeting spaces and the parking lot and would set insurance and fee expectations; staff emphasized any expansion of rentals must be affordable and sustainable for city operations.
Next steps: Staff requested council feedback and will return a proposed resolution for formal action at a later meeting.
