HomeMy WebLinkAbout1996 07 22 Regular Item I
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ITEM
COMMISSION AGENDA
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REGULAR X
CONSENT
INFORMA TIONAL
7/22/96
Meeting
MGR. R~ IDEPT@aJ
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
and/or charging a fee for exclusive use.
PURPOSE: The purpose in presenting this item is to provide sufficient information to the
Commission 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:
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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.
· To. any church, organization.or private business that sends a
representative or employee that is a resident to the department,
verifies residency 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, unless 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 no charge for this
processmg.
· 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 annually for processing requests or 54 staff hours at
$9.14 per hour totals $493.56.
See Attachment #1 "Park Pavilions Reserved for Private or
Exclusive Use".
Seven (7) various locations/Cities/County were surveyed in April to obtain
information relative to their 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 have become very popular
to not only residents but also non-profit and conmlercial organizations for
use.
*
The supply and demand for "large pavilions" in the Central Florida area is
somewhat limited 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 in order to extend their services for business
purposes.
*
Should the City decide to charge for "organizational, church and
cOl1U11ercial exclusive use" the result would most likely be less use by
these organizations presently receiving free use and thereby affording
additional use opportunities for resident/family/use.
*
It is the Parks and Recreation Departments opinion that the establishment
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. Reserve pavilions for exclusive use for residents and organizations
for which the 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 unless consideration is made for
existing staff time expended for processing of reservations-estimated
presently at $493.56 annually.
RECOMMENDATION:
*
The Parks and Recreation Department reconunends that the City
Commission consider the following for implementation:
I. No "exclusive use" reservations "free of Charge" for
anyone or any group with the exception of *non-profit,
community based organizations which are community
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 Organization
Verification Form." (see Attachment #3-Community 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 Commission'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:
Attaclm1ent #l-Park Pavilions reserved for Private or Exclusive Use
Attaclunent #2-Pavilion Survey
Attachment #3-Community Based Organization Criterion
Attaclunent #4-Community Based Organization Verification Form
COMMISSION ACTION:
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WINTER SPRINGS PARKS & RECREATION DEPARTMENT
PARK PAVILIONS RESERVED FOR PRIVATE OR EXCLUSIVE USE
Conducted From :MA Y 1 st, 1995 To: APRIL 30th, 1996
Parks Reservation Number of
Location/Site ReserVations Comments
Central Winds Park 155
W.S. Residents: ll.
Homeowner's Association: 1
Non-Profit Organization: 105
Church Organization: 5-
Day Care Organization: Q
Commercial/Profit Organization: 26
Sam Smith Park 8
W.S. Residents: 2-
Homeowner's Association: Q
Non-Profit Organization: .3.
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: .a
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: 36
Church Organization: II
Day Care Organization: Q
Commercial/Profit Organization: .3.
Total Reservations
W.S. Residents: 70
Homeowner's Association: 1
Non-Profit Organization: 152
Church Organization: 17
Day Care Organization: .Q
CommerciallProfit Organization: 3.1
Grand Total Reservations: 271
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Winter Springs Parks & Recreation Department
PAVILION SURVEY-RE: RESERVAT~ON
In ormation for this survey nrovided by tI,le following Parks and RecreatIOn epartments
PA VLLION SURVEY QUESTIONS' Altamonte Sprgs Casselberry Longwood Orlando Oviedo Port Orange Seminole Co.
Do you have group type ~avilions at any of your yes yes yes yes yes yes yes
facilities?
Do you reserve the pavilions for private or exclusive use? yes yes yes yes, Oct. l-Apr: 1 yes yes yes
If yes, are their any charges for? How much? Residents? free 4hrs $10; 8hrs $20 4hrs $4; 8hrs $20 full day $50 4hrs $20; 8hrs$40 3hrs $25 4hrs $40; 8hrsS80
Non - Residents? free same as above 4hrs $6; 8hrs $30 same as above 4hrs S30; 8hrs$60 3hrs $25 4hrs $40; 8hrs$80
Non - Profit andlor Church Groups Organizations? free same as above 4hrs $3; 8hrs $10 free approved comm. 4hrs $20; 811rs$40 3hrs $25 4hrs $40; 8hrs$80
Charge them same as others? n1a may be waived may be waived based organization may be waived nla may be waived
Child Care Organizations? free ha1f$IO; full $20 4hrs 54; 8hrs $20 full day $50 4hrs $30; 8hrs$60 3hrs $25 4hrs $40; 8hrsS80
How is this controlled? 2 hours maximum
In what time segments or increments do you reserve or
rent the pavilions? 4 hours 4 hours 2 hours full day . ' 4 hours 3 hrs 4 hours
How far in advance can you reserve a pavilion? I year 2 months 2 weeks I weeks 1 year I year
If you allow two rentals per day on a weekend how or do
you accommodate for cleanup bet\.veen the rentals? park staff park staff park staff n/a park staff park staff '
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conducted 04/96
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ATTACHMENT /13
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 "Co~munity Based Organization Verification" form at least 30 days
prior to initial requested use.
*Must complete a "Multi-Use Facility Agreement: 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.
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* Any groups 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 are 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.
ATTACHMENT 113
h~2 ,
COMMUNITY BASED ORGANIZATION CRITERION
*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 1/4
CITY OF WINTER SPRINGS
PARKS AND RECREA TION DEPARTMENT
COMMUNITY BASED ORGANIZATION VERIFICATION FORM
NAME OF ORGANIZATION:
PHONE:
STREET ADDRESS:
CITY:
ZIP:
"
List of Officers
Office Held Address
Phone
1.
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?
TAX I;D. #
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:
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ATTACHMENT /14
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PAGE 2
COMMUNITY BASED ORGANIZATION 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 ONL y**
REVIEWED BY:
DATE:
ACCEPTED
DENIED
REASON DENIED