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Home My WebLink About1996 08 12 Regular Item I 5" COMMISSION AGENDA ITEM I REGULAR X CONSENT INFORMATIONAL 8/12/96 Meeting MGR./?~4t IDEPT@:V Authorization REQUEST: The Parks and Recreation Department is requesting the Commission review and approve Resolution No. 787 which will authorize the establishment of a $25,00 exclusive use fee for park picnic pavilions reservations and use, PURPOSE: The purpose in presenting this item is to obtain approval ofthe Resolution setting a $25.00 exclusive use fee for park picnic pavilion exclusive use by individuals and groups. See Attachment #1 Resolution No.787. CONSIDERA TIONS: * On Monday July 22, 1996 the Commission approved Regular Agenda Item 'I' which established a fee and policy for exclusive picnic pavilion use at City parks. See Attachment #2. ISSUE ANALYSIS: * None other than those reviewed on July 22, 1996 and listed in Attachment #2. FUNDING: * N/A ;J.~ Page 2 Agenda Item-Pavilions August 12, 1996 RECOMMENDA TION: * The Parks and Recreation Department recommends that the City Commission approve Resolution No.787 as submitted. IMPLEMENTATION SCHEDULE: * Upon approval all future requests will apply to the new policy as approved-beginning August 13, 1996. ATTACHMENTS: Attachment #1- Resolution No.787. Attachment #2- Agenda Item I-July 22, 1996. COMMISSION ACTION: /agenda19 ATTACHMENT /11 l RESOLUTION NO.787 A RESOLUTION OF THE CITY OF WINTER SPRINGS, FLORIDA ESTABLISIDNG THE FEES TO BE PAID BY INDIVIDUALS OR GROUPS FOR THE EXCLUSIVE USE OF PICNIC PAVILIONS LOCATED AT CENTRAL WINDS PARK (1), SAM SMITH MEMORIAL PARK, SUNSHINE PARK, AND TROTWOOD PARK (1); PROVIDING FOR CONFLICTS AND EFFECTIVE DATE, WHEREAS, the City Commission of the City of Winter Springs, Florida has found it necessary to periodically review its fee schedules pertaining to activities and facilities within the City; and, WHEREAS, the City Commission of the City of Winter Springs, Florida, has determined that it needs to establish those fees to be paid by individuals or groups for the exclusive use of the picnic pavilions. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA, THAT: SECTION 1- The Fee Schedule for the exclusive use of the picnic pavilions located at Central Winds Park (1), Sam Smith Memorial Park, Sunshine Park and Trotwood Park (1), by individuals or groups is hereby adopted as being established as a $25.00 exclusive use permit fee for each four (4) hour use. SECTION II -The twenty-five ($25.00) exclusive use permit fee is refundable only when written cancellation notice is received by the Parks and Recreation Department at 1126 East State Road 434 or hand delivered and received at 1000 East State Road 434, Winter Springs, Florida 32708, ten (10) calendar days prior to the approved use date. SECTION III-The exclusive use permit fees are applicable to exclusive permitted uses with the exception of non-profit, community based organizations which are community serving in pwpose. Non-profit community serving and community based organizations may qualify their status by executing a Community Based Organization Verification Form-obtained through the assistance of the Parks and Recreation Depaltment located at 1000 East State Road 434, Winter Springs, Florida 32708. SECTION IV- This Resolution shall remain in force and effect until supplemented, amended, repealed or otherwise altered. SECTION V-Resolutions or parts of Resolutions in conflict with this Resolution are hereby appealed. SECTION VI- This Resolution shall take immediate effect upon its passage and approval. PASSED AND ADOPTED THIS DAY OF , 1996. CITY OF WINTER SPRINGS, FLORIDA JOHN F, BUSH, MAYOR ATTEST: CITY CLERK ,< ITEM ATTACHMENT U2 COMMISSION AGENDA I REGULAR X CONSENT INFORMATIONAL 7/22/96 Meeting MGR. IDEPT Authorization . REQUEST: The Parks and Recreation Department is requesting the Commission review information gathered relative to scheduling group picnic pavilions in the City for exclusive use purposes and requests that a policy be set for scheduling andlor charging a fee for exclusive use. PURPOSE:. The purpose in presenting this item is to provide sufficient information to the . C0l1U11ission for consideration in establishing a policy for exclusive pavilion use which they deem appropriate for potential users. CONSIDERATIONS: * Exclusive use is presently considered use by a resident, or a group represented by a resident, that has requested, scheduled and reserved a pavilion for private use and has a permit authorizing its use by the resident or group. * Several youth "Day Care" businesses operate within the City. At times we receive requests to reserve a group pavilion for exclusive use by these, businesses. These businesses utilize the pavilions and playground facilities as an extension of their services to their patrons. * We presently do not reserve pavilions on an exclusive use basis for "Day Care" businesses because we feel that a monopoly of the facilities would develop and there would be no available space for public use. * The Parks and Recreation Department presently reserves pavilions on an exclusive use ("exclusive" defined as sole use for non public attendance or private use) and permitted basis at no charge as follows: July 22, 1996 Agenda Item Page 2 , * ISSUE ANALYSIS: · To any resident of the City that personally comes into the , department, verifies residency and completes the proper form. · Toany church, organization.or private business that sends a represent~tive or employee that is a resident to the department, verifi~s residelicy and completes the proper form. This includes churches, organizations or private businesses that are not physically located in the City of Winter Springs, however, they employ Winter 'Springs residents. · Processing of the facility use/permit form normally takes twelve (12) to fifteen (15) minutes of staff time, w1less the requestor calls and wants to change to another park location. This adds two (2) to three (3) additional minutes to the process-not considering the mailing of the corrected form. There:is ilO charge for this process mg. · During the twelve (12) month period of May 1, 1995 through April 30, 1996, the Parks and Recreation Department processed 271 pavilion use requests along with other requests for which we received cancellations prior to use. The 271 uses total a minimum expenditure of 54 staffhours/6.77 work days mIDually for processing requests or 54 staff hours at $9.14 per hour totals $493.56. See Attac1ID1ent # 1 "Park Pavilions Reserved for Private or Exclusive Use". Seven (7) various locations/Cities/County were surveyed in April to obtain information relative totheir pavilion reservation process and charges. Six (6) of the seven (7) contacted charge a fee. See Attachment #2 Pavilion Survey-Re: Reservations. * With the City's population growing on a steady basis and the fact that the City provides very attractive pavilion facilities for large group type use-the July 22, 1996 Agenda Item Page 3 City of Winter Springs picnic/pavilion facilities havC'-l:>ecome very popular to not only residents but also non-profit and conU11ercial organizations for use. * The supply and dema~1d for "large pavilions" in the Central Florida area is somewhat limite~ when the .large metropolitan population is considered. As the survey indicates, only one City does not charge for use of pavilions, that is why the City of Winter Springs facilities are so popular- they are free. * Organizations that reserve our pavilions have City residents book/reserve the facility under their name and residency in order to meet the resident requirement-thereby circumventing the requirement * Family oriented reservations sometimes require sp'ace for only ten (10) to twenty (20) individuals; however, a complete pavilion is reserved which could accommodate sixty (60) to seventy five (75) people. This results in a waste of available pavilion space. * If allowed many "child care organizations" would reserve,pavilion use on a high frequency basis ill order to extend their services for business purposes. * Should the City decide to charge for "organizational, church and commercial exclusive use" the result would most likely be less use by these organizations presently receiving free use and thereby affording additional use oppoltunitiesfor resident/family/use. * It is the Parks and Recreation Departments opinion that the establislunent of a policy relative to "Exclusive Use" of pavilions is needed. The alternatives available to us' at this time are as follows: A. Reserve pavilions on a "first come-first served" basis to residents only for exclusive use with no charge as we presently do. This would be for family use only-not organizational use. B. No reservations for exclusive use. Maintain facilities but process no reservations for exclusive use. Anyone wishing to utilize pavilion facilities will obtain use on a "pot-luck basis", in other words, when you arrive at the site if the pavilion is not in use you July 22, 1996 Agenda Item Page 4 FUNDING: have first use and priority. c. Rese~e pavilions for exclusive use for residents and organizations for which th~ resident is employed. Reserved by the resident for use by the company or organization. Charge or no charge basis. D. Reserve pavilions for exclusive use for residents/family use only at no charge but charge for commercial and organizational exclusive use. Charge $25.00 for processing use request. E. Consideration for reserving only one of the two pavilions located at both Central Winds Park and Trotwood Park on an "exclusive use" basis. This action would guarantee that one pavilion would be available for resident "pot luck" use afthese parks. F. Reserve pavilions to residents free of charge and residential churches and organizations that are physically located within the City limits. * No funding allocation is applicable wlless consideration is made for existing staff time expended for processing of reservations-estimated presently at $493.56 a1UlUally. RECOMMENDATION: * The Parks and Recreation Depaltment reconunends that the City Commission consider the following for implementation: 1. No "exclusive use" reservations "free of Charae" for . ~ anyone or any group with the exception of *non-profit, community based organizations which are commwiity serving in purpose. July 22, 1996 Agenda Item Page 5 * Non-profit/community serving/community based organizations may qualify their status by executing a "Community Based Org'anization Verification Form." (see Attachment #3-Commw1ity Based Organization Verification Form and Attachment #4-Community Based Organization Criterion) 2. Reserving only one (1) of the two (2) pavilions located at Central Winds Park and Trotwood Park for "exclusive use" -this would guarantee "pot luck" availability to the public at all times during park hours. Sam Smith and Sunshine Park pavilions would also still be available for "exclusive use" reservation requests. 3. Initiating a $25.00 reservation and permitting processing fee for any organization, (non-profit and profit) church or commercial entity wishing to reserve a pavilion facility for exclusive use purposes. Uses would be scheduled and approved in increments of four (4) hour use:' IMPLEMENTATION SCHEDULE: Based solely upon the City Commissioi1's decision either to charge or not charge for reservation processing the policy could be implemented immediately or after the approval of a Resolution if required. ATTACHMENTS: Attachment #l-Park Pavilions reserved for Private or Exclusive Use Attachment #2-Pavilion Survey Attachment #3-Commwlity Based Organization Criterion Attachment #4-ConuTIunity Based Organization Verification Form COMMISSION ACTION: AITACllMENT III WINTER SPIUNGS PAIU(S & RECREATION DEPARTMENT PARK PAVILIONS RESERVED FOR PRIV ATE OR EXCLUSIVE USE i . Conducted From :MA Y 1st, 1995 To: APIUL 30th, 1996 Parks Rcserva tion Numbcr of Location/Site RescrVations Comments Central Winds Park 155 W.S. Residents: 18. Homeowner's Association: 1 Non-Profit Organization: 105 " Church Organization: ~ Day Care Organization: .Q Commercial/Profit Organization: 26 Sam Smith Park 8 W.S. Residents: ~ Homeowner's Association: .Q Non-Profit Organization: J. Church Organization: .Q Day Care Organization: Q Commercial/Profit Organization: Q Sunshine Park 39 W.S. Residents: 28 Homeowner's Association: Q Non-Profit Organization: ~ Church Organization: 1 Day Care Organization: Q Commercial/Profit Organization: 2 Trotwood Park 69 W.S. Residents: 12 Homeowner's Association: Q Non-Profit Organization: :iQ Church Organization: II Day Care Organization: Q Commercial/Profit Organization: 1 Total Reservations W.S. Residents: 70 Homeowner's Association: 1 N:on-Profit Organization: 152 Church Organization: 11 Day Care Organization: .Q. CommerciallProfit Organization: 3.1 Grand Total Rescrvations: 271 C:\i\OMIJ'ARKSUR V Winter Springs Parks & Recreation Departmcnt PAVILION SURVEY-RE: RESERVATrON n ormatIOn or thIs survey prOVided by t le ollowJn2: nr 's an RecreatIOn epartmcnts PA VLLION SURVEY QUESTIONS. Altamonle Sprgs Casselberry Longwood Orlando Oviedo Port Orange Seminole Co. Do you have group type ~avilions at any ofyol,lf yes yes yes yes yes yes yes facilities? Do you reserve the pavilions for private or exclusive use? yes yes yes yes, Oct. I-Apr. I yes yes yes If yes, are their any charges for? How much? Residents? free Ahrs $10; Shrs $20 4hrs S4; 8hrs $20 full day 550 4hrs S20; 8hrs$40 3hrs 525 4hrs $40; 8hrsSSO Non - Residents? free same as above 4hrs $6; 8hrs $30 same as above 4hrs 530; 8hrs$60 3hrs S25 4hrs S40; 8hrsSSO Non - Profit and/or Church Groups Organizations? free same as above 4hrs $3; 8hrs $10 free approved COInlll. 4hrs S20; Slirs$40 3hrs S25 4hrs $40; 8hrsSSO Charge them same as others? nla may. be waived may be waived based organiz.ation may be waived nla may be waived Child Care Organizations? free halfSl0; full $20 4hrs S4; 8hrs $20 nlll day $50 4hrs 530; 8hrs$60 3hrs 525 4hrs $40; 8hrsSSC How is this controlled? 2 hours maximum In what time segments or increments do you reserve or ' , rent the pavilions? , 4 bours 4 hours - 2 hours full day . : 4 hours 3 hrs 4 hours , ' How far in advance can you reserve a pavilion? 1 year 2 months 2 weeks 1 weeks, 1 yea r : I year If you allow two rentals per day on a weekend how or do you accommodate for cleanup between the rentals? park staff park staff park staff nla park slaff park staff ' .. '. J f f f P k d D .. .. ~ t (= ~ .. g ~ conducted 04/96 ~ c:\a\pavsrvy ATTACHMENT fl3 -. COMMUNITY BASED ORGANIZATION CRITERION *Must be a non-profit group or have tax exempt status through the Internal Revenue Service, ' *Must serve, but is not limited to, the ,Citizens or community of Winter Springs. *Must complete a' "Community Based Orga~ization Verification" form at least 30 d~lYS prior to initial requested use. *Must complete a "Multi-Use Facility Agreelllent: no later than ten (10) days prior to the actual date of requested usage. *Must pay all insurance and security deposits which may be required prior to the Facility Use Contract being confirmed, J * Any gr'oups dealing with the political parties or causes, elections, or are not eligible for Community Based Status, ' *Churches are not eligible for Community Based Status. *Maximum contract time is three months. (Continual basis use) *Existing contracts cannot be submitted for renewal prior to 30 days of their expiration date, * All meetings, socials, events, etc. must be free and any admissions/donations for special functions must be approved prior to the event. Approval must be received in writing from the Parks and Recreation Management or his designee 10 days prior to the event. * Alcoholic beverages arc prohibited on property. *Users are to remain in assigned area(s) and are responsible for supervising all participants in their program so as not to interfere with other possible on-going activities/programs within the area. *Permanent or temporary storage of any items before the event day or after the event, will not be provided. *Management will not be responsible for items stolen or left on premises. , , ..1 ATTACHMENT li3 .. Page 2 COMMUNITY BASED ORGANIZATION ClUTElUON *The signee of this agreement or his/her designee is the sole liaison between the organization and facility management. ' *The organization and participants are, to honor all facility/City of Winter Springs rules and codes. *Failure to adhere to any of these conditions may result in immediate cancellation of the existing agreement and future use of other City facilities. ATTACHMENT 114 . of. ' CITY OF WINTER SPRINGS PARKS AND RECREATION DEPARTMENT COMMUNITY BASED ORGANTZA TTON VERIFTCA TTON FORM NAME OF ORGANIZATION: PHONE: STREET ADDRESS: CITY: ZIP: List of Officcr"s Officc Hcld Addrcss Phonc L 2. 3. 4. PRESENT MEETING LOCATION ADDRESS: NUMBER OF VOTING MEMBERS: ARE YOU CHARTERED WITH THE STATE OF FLORIDA?_CHARTER# ARE YOU A NON-PROFIT ORGANIZATION? TAXLD. # DOES YOUR ORGANIZATION HAVE AN ESTABLISHED BANK ACCOUNT? BANK: ADDRESS: YEAR EST: WHEN WAS YOUR ORGANIZATION FOUNDED? MONTH YEAR FROM WHERE ARE YOUR ORGANIZATION'S REVENUES DERIVED? WHAT ARE YOUR ORGANIZATION'S TWO MAJOR ANNUAL EXPENSES? NUMBER OF PAID STAFF: VOLUNTEERS: ATTACHMENT /14 . ..'- 'i PAGE 2 COMMUNITY BASED ORGANIZATIO,N VERIFICATION FORM WHAT IS THE PURPOSE OF YOUR ORGANIZATION? (USE BACK OF FORM IF NECESSARY): IN WHAT WAYS OR METHODS DOES YOUR ORGANIZATION SERVE THE COMMUNITY OF WINTER SPRINGS AND ITS RESIDENTS? **FOR CITY OF WINTER SPRINGS USE QNL y** REVIEWED BY: DATE: ACCEPTED DENIED REASON DENIED