Consider approving a policy establishing a uniform rental fee structure for City Parks and Recreation reservable facilities, including a limited fee exemption for qualifying K–12 school activities during regular school-day hours, and establishing procedures for administration and City Council consideration of exceptions based on significant public benefit (Carl White)

Staff Report & Agenda Item Details

<strong>Summary:</strong> The proposed Parks and Recreation Facilities Rental Fee Policy establishes a consistent and equitable approach to rental fees for City park pavilions and other reservable recreation facilities. The policy formalizes the City's practice that all exclusive use of reservable facilities is subject to the adopted rental fee schedule unless specifically exempted by City Council. It also eliminates inconsistent administrative practices regarding fee waivers for special events and nonprofit organizations that have occurred over time without formal City Council policy. The policy includes a limited exemption for public and private K–12 schools using designated facilities during regular school-day hours for official educational activities and provides that any additional exceptions must be approved by the City Council upon a finding of significant public benefit.<br><h2><br></h2><strong>Background:</strong> City park and recreation facilities are public assets maintained through taxpayer funding and Parks and Recreation operating revenues. Rental fees help offset the costs of operating, maintaining, and improving these facilities while ensuring continued public access.<br data-pasted="true">Historically, the Parks and Recreation Department has not charged rental fees for the use of park facilities associated with certain public special events. In addition, the Department has periodically received requests to waive rental fees for nonprofit organizations and other community groups. While these practices have occurred administratively, they have not been formally established or authorized by City Council policy, resulting in inconsistent application of rental fees and uncertainty regarding when fee waivers are appropriate.<br>To provide clear policy direction, staff developed the proposed Facilities Rental Fee Policy for consideration by the Parks and Recreation Advisory Board. On July 1, 2026, the Board recommended adoption of a uniform rental fee policy that applies the adopted fee schedule consistently to all users, regardless of nonprofit status or organizational mission, while providing a limited exemption for qualifying K–12 school activities during regular instructional hours.<br><br><strong>Analysis: </strong>The proposed policy establishes a clear, transparent, and Council-authorized framework for administering facility rental fees by:<br data-pasted="true"><ul data-spread="false"><li>Requiring the adopted rental fee to be charged for all exclusive use of reservable Parks and Recreation facilities unless otherwise approved by City Council.</li><li>Eliminating informal or inconsistent fee waivers for public special events, nonprofit organizations, or other groups that are not expressly authorized by policy.</li><li>Applying the adopted fee schedule uniformly to all individuals, businesses, nonprofit organizations, governmental entities, and community organizations.</li><li>Providing a limited exemption for official K–12 scho

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