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HomeMy WebLinkAboutAgenda - 02-16-1993 - VIII-B 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No Vm-$ ACTION AGENDA ITEM ABSTRACT Meeting Date: February 16, 1993 SUBJECT: ORANGE COUNTY FACILITIES USE POLICY AND PROPOSED FEES DEPARTMENT Budget Offices PUBLIC HEARING YES NO _x_ Recreation and Parks Department ATTACHMENT(S) INFORMATION CONTACT Memorandum from MaryAnne Moore Sally Kost 2151 Revised Orange County Facility MaryAnne Moore 2664 Policy and Fee Schedule TELEPHONE NUMBER Hillsborough 732-8181 Chapel Hill 968-4501 Mebane 227-2031 Durham 688-7331 PURPOSE: To present the response of the Recreation and Parks Advisory Committee to the Commissioners' questions/concerns regarding Orange County facility policy and fees. BACKGROUND: Last September, the Commissioners received a report on the proposed policy and fee schedule for use of County facilities. The Commissioners requested that the Recreation and Parks Advisory Committee (RPAC) review the policy and make a recommendation on the following specific areas of concern: (1) Damage deposit established at $50 per reservation (2) Issuing Keys to non-County staff (3) County staffing in attendance at all events in County facilities These concerns are addressed in the attached memorandum from MaryAnne Moore. In addition to addressing the above mentioned concerns, RPAC also made the following recommendations to the Commissioners: 1. The County should provide telephones at all County recreation and park facilities so that patrons can 2 call for emergency assistance if needed. Installing one pay telephone at each recreation/park facility would cost approximately $2, 880 per year. 2 . The Recreation and Parks Department has an established "Facility Use, Reservation, and Rental Policy. " RPAC recommends that the departmental policy statement, be considered a supplemental departmental policy to the County-wide policy, governing only the use of recreation and park facilities, not other County facilities. 3 . Fee Schedule - RPAC recommends that the proposed fee schedule be approved with all fees effective July 1993, except those for the Homestead Community Center and the Efland-Cheeks Community Center. The fee schedule for these two facilities should be effective immediately. RECOMMENDATION: The Manager recommends that the Board of Commissioners approved the attached Facility Use Policy and Schedule as amended with the fee schedule for Efland-Cheeks and Homestead Community Centers effective immediately and the fees established for all other facilities effective July 1, 1993 . The Manager further recommends that staff study RPAC's recommendation regarding pay telephones installed at each facility. Attachment 1 3 GE c ooT N P Orange County Recreation and Parks Department '` •, r`. t y ® Post Office Box 8181 • Hillsborough, North Carolina 27278 n y Life.Beinit. P 47100' Q Mary Anne Black, Director MEMORANDUM TO: Sally Kost, Budget Director FROM: MaryAnne B. Moore `1'Y 1/ -- DATE: January 11, 1993 SUBJECT: Facility Use Policy and Fee Schedule; RPAC recommendations regarding On Tuesday, January 5th, the Orange County Recreation and Parks Advisory Council discussed at great length the proposed Orange County Facility Use Policy and Fee Schedule. Outlined below find the Council' s recommendations to the Commissioners concerning: A. County Staffing Requirements B. Keys C. Damage Deposit. The Council had other important recommendations for the Commissioners, as well. These cover the issues of facility use fee waivers, public access to a telephone at every recreation facility or park, existing departmental policy use, and proposed. fee schedule and are addressed here also. The discussion first established four (4) types of user groups of recreation and parks facilities: User Type 1 County Departments User Type 2 County - City Schools and Municipal Departments User Type 3 Civic-Community Groups for public purpose User Type 4 Private Groups (reunions, weddings, birthday parties, etc. ) "County Affiliates" in the RPAC discussion included the county' s non- departmental agencies receiving county funding or any agency leasing county property. There was no recommendation concerning in which user group these agencies should be included, but RPAC discussion seemed to always link them with User Type 3 . . Offices located at 300 W. Tryon Street, Hillsborough, NC Telephones: 919 732-8181 • 919 967-9251 • 919 688-7331 • 919 227-2031 • Fax: 919 732-4743 4 Page 2 of 7 Types of fees associated with reservations were then discussed: Reservation Fee Holds the reservation and pays for the use of the building for the exclusive use of an individual or group (per hour, usually) Staffing Fee Staff cost for on-site supervision during the reservation (this is in addition to the reservation fee) Damage Deposit Covers repair/replacement costs if damage to county property occurs during use. RPAC There should be no fee associated with any county RECOMMENDATION: department use (User Type 1) of recreation and park facilities. RPAC COMMENTS: RPAC has no specific recommendation regarding the assessment of any fees for county "affiliates. " Council members did express that although the Commissioners may want to waive the reservation fee for these groups that the staffing fee, if any, should not be waived. A. COUNTY STAFFING RPAC A Recreation and Parks Department staff member RECOMMENDATION: should be on-site for every non-county department reservation of a recreation and parks department facility. The need to staff any reserved use by User Type 2 should be at the discretion of the Director of Recreation and Parks. Facility reservations by User Types 3 and 4 should always be staffed. Any direct staffing cost incurred by the county should be off-set by the organization using the facility, at the rate of $ 6.00 per hour. This staffing fee should be waived for User Type 2, even though staff costs may be incurred. The staffing fee should not be waived for the use of User Types 3 or 4 . o i 5 Page 3 of 7 RPAC COMMENTS: We have an obligation to protect the county' s recreation and parks facilities and assets within those facilities. (One Council member had a question about the county' s liability if we do not provide staff during reserved use -- does the absence of staff affect our fire or damage insurance rate? ) Our four municipalities and two school systems should be able to reserve and use the recreation and park facilities at no charge, since there are many cooperative ventures (with no exchange of fees) with the towns and the schools in leisure programming and recreation/park service provision. STAFF INFORMATION: In the six-month period from July to December 1992 , the hours of reserved non-recreation and parks department use of these indoor facilities were as follows: Non-County County Department Department Use Use Central Recreation Center 46 hours 67 hours Northern Recreation Center 93 6 Homestead Community Center 66 404 Efland-Cheeks Community Center 134 39 TOTALS: 339 hours 516 hours At a $6.00 per hour direct staff cost ($ 5.00 wage + FICA) for non- county department use, the county' s expenditure for these six months (as proposed) would have been $ 2,034. As recommended, this cost would be entirely off-set by the fee paid by the organization at the time of the reservation, except for those costs incurred for municipality and school use. Although the reserved use by the towns and school systems are minimal now, it is expected that school use of our recreation and park facilities will increase in the up-coming years as both our organizations continue to seek to maximize the use of existing facilities. 6 Page 4 of 7 B. KEYS RPAC No keys used in the securing of any recreation and RECOMMENDATION: parks department facility should be issued to any person other than a county department staff member in conjunction with a reservation of that facility. This recommendation to not issue keys to anyone includes county "affiliates. " The county should invest in a lock system that uses keys that are physically unable to be reproduced outside the lock manufacturer' s plant. RPAC COMMENTS: One copied key (or one lost key) opens whole buildings up to theft and unauthorized use. Until the county can provide a key that can not be reproduced, recreation and park facility keys should not be issued to anyone, including county "affiliate" staff members or representatives. Our facilities are going to be used more and more by citizens and staff, with more and more keys to county facilities out in the community. We should provide adequate security of county assets. STAFF INFORMATION: Copies of keys to recreation and parks department facilities are "floating" around in the community. These are especially attractive keys for a young person to have ( for fun, theft and vandalism reasons. ) We have had unauthorized use of our facilities due to unauthorized possession and use of keys (2:00 a.m. basketball games at Northern Recreation Center, unauthorized key-entry into agency offices after breaking into the building, for example. ) County affiliates (leasing agencies) experience staff turn-over without county management of facility key issue and key return to/from these staff members. The cost of a lock and key system like that described by RPAC is approximately $ 5,500 for all recreation facility exterior doors and park entrance gates. County assets at recreation and park facilities total approximately $ 91,000. 7 Page 5 of 7 C. DAMAGE DEPOSIT RPAC A damage deposit should be waived for User RECOMMENDATION: Type 2 . The requirement of a damage deposit for User Type 3 should be at the discretion of the Director of Recreation and Parks. A damage deposit should always be required for User Type 4 reservations. The amount of damage deposit should be $ 50 .00 per reserved use. RPAC COMMENTS: Requiring a damage deposit is a means of forming a sense of ownership and/or commitment to the safe and respectful use of the county facility. It is an important element in the facility use process and fee schedule, regardless of the fact that the deposit will be returned in almost all cases. STAFF INFORMATION: It is hoped that the damage deposits will be returned in almost every case. The administrative cost to initiate and complete the deposit refund will be very minimal. D. ACCESS TO PUBLIC TELEPHONES AT ALL RECREATION /PARK FACILITIES RPAC The county should provide telephones at all county RECO1' 4ENDATION: recreation and park facilities so that patrons can call 9-1-1 if an emergency should arise. It is recommended that these telephones be programed so that in-coming calls are blocked. STAFF INFORMATION: Installing one pay phone at each recreation/park facility will cost the county approximately $ 40 per month. Annual cost for 6 phones = $ 2,880. 8 Page 6 of 7 E. OPERATIONAL GUIDELINES FOR USE OF COUNTY RECREATION AND PARK FACILITIES RPAC The Recreation and Parks Department has an RECOMMENDATION: established "Facility Use, Reservation, and Rental Policy, " which outlines the departmental policies governing specific operational concerns. In that the proposed County-wide Policy strengthens and provides a framework for the departmental policy and in that the departmental policy is not in conflict with the County-wide Policy as proposed, RPAC recommends that the departmental policy statement as amended and approved by RPAC in September of 1992 be considered a supplemental departmental policy to the County-wide policy, governing only the use of recreation and park facilities, not other county facilities. RPAC COMMENTS: RPAC also checked to ensure that the proposed policy is not in conflict with any existing local ordinances governing the department. STAFF INFORMATION: A copy of the departmental policy that RPAC refers to is attached for your information. G. FEE SCHEDULE RPAC RPAC recommends that the proposed fee schedule be RECOMMENDATION: approved with all fees effective July 1993, except those for the Homestead and Efland-Cheeks Community Centers. The fee schedule for those two facilities should be effective immediately for any new reservations taken for these facilities. The department has no approved fee schedule for these two new facilities. 9 Page 7 of 7 RPAC wishes to thank the Commissioners for the opportunity to review and provide recommendations concerning the proposed policy. They did comment that any approved document should refer to our department as the "Recreation and Parks Department" and that the facilities affected should be listed by their correct/official name to avoid confusion (see attached. ) RPAC also agreed to all changes made on the attached which are cosmetic/operational, not policy-oriented. cc: RPAC Members John M. Link, County Manager Albert Kittrell, Assistant County Manager Attachment 2 10 Revised 2/3/93 SECTION 1: PROPOSED POLICY FOR USE OF COUNTY FACILITIES A. FACILITIES The following facilities are covered by this policy for use as follows: 1 Facility may be used for social/recreational use, by civic or other organizations for, public purposes, and by County departments. 2 County department use only 3 Special use - permission by County Manager 4 County departments and affiliates and civic organizations or other organizations for public purposes 5 Special Use - Permission by County Department Head FACILITY RESPONSIBILITY USE Library Conference Room Library 4 Aging Conference Room-Whiffed Aging 4 Superior Court Room Manager 3 Old Courthouse Manager 3 Public Works Conf. Room Public Works 5 Northside Conference Room Aging 2 911 Center EMS 5 Government Srvs. Building Manager 3 Food Lab Cooperative Ext. 4 Planning Conference Rooms Planning 4 Government Srvs Annex Personnel 2 Central Recreation Center Gym Recreation and Parks 1 Northern Recreation Center Recreation and Parks 1 Northern Recreation Ctr cafeteria/classrooms Recreation and Parks 1 Efland-Cheeks Community Center Recreation and Parks 1 Homestead Community Center Recreation and Parks 1 Central Recreation Activity Area 1 Recreation and Parks 1 Central Recreation Activity Area 2 Recreation and Parks 1 B. FACILITY USAGE 1. The following priority shall be established for scheduling functions in these facilities: a) County sponsored programs and activities; 11 b) Chapel Hill-Carrboro City Schools and Orange County Schools; municipal departments and boards; c) Programs and activities sponsored by recognized civic and other organizations for public purposes located within Orange County; d) Activities and events for private functions held by individuals and groups who reside or work in Orange County. 2. The Board of County Commissioners may prohibit any organization from using County facilities. 3. Activities of a strictly business or commercial nature for profit are excluded. C. RESERVATIONS 1. Reservations are to be made through the appropriate responsible department. 2. Reservations are accepted no earlier than 90 days prior to the requested date of use, with the exception of reservations for weekend use of Efland-Cheeks Community Center and Homestead Community Center, which may be made up to 180 days in advance. 3. No group may reserve facilities continuously as to preclude the use of the facility by any other group or organization. 4. Parents or legal guardians must reserve the facility for anyone under 21 years of age and must assure adequate adult supervision for youth groups using any facility. D. GENERAL RULES FOR USE OF FACILITIES 1. The following shall be prohibited within or on the premises of the facility: a) Smoking (except in designated areas); b) Alcoholic beverages; c) All illegal drugs and other substances; d) Weapons of any kind except law enforcement officers in the execution of their duties or those associated with a Recreation and Parks Department sponsored program; e) Animals of any kind except those serving the needs of the handicapped or those associated with Recreation and Parks Department sponsored program; f) The use of profanity and profane gestures. 2. Persons/groups using the facility shall be responsible for the breakage, loss, or damage to the facility and equipment and shall bear the full replacement cost for such breakage, loss or damage. 3. All programs or activities in County facilities must conclude by 11 p.m., unless special permission from the responsible department is given. 4. The number of individuals attending functions in County facilities shall not exceed the limits as established by the County Fire Marshal. 12 5. The responsible department may make further rules regarding the serving of refreshments, use of equipment, and the process for making the reservation. 6. Kitchens, where provided, are for food warming and serving only. Preparation of meals and cooking is prohibited. 7. It is the responsibility of the organization using the facility to set up the tables and chairs for their use. E. CANCELLATION OF RESERVATIONS 1. Orange County reserves the right to make cancellations at any time. Cancellation notices will be issued as far in advance as possible. All reservation/damage deposits and usage fees will be returned in full if cancellation is initiated by Orange County. 2. Cancellation may be initiated by party making a reservation up to thirty days prior to scheduled use date without liability. All cancellation notices must be submitted in writing to the responsible department and received a minimum of 30 days prior to the reservation to receive a refund. Any cancellation made within thirty days of the scheduled use date will result in forfeiture of reservation/damage deposit. 3. Should a facility be closed due to inclement weather or other unforseen circumstances,the person or group making the reservation will be given the option to reschedule. If no suitable date can be rescheduled, full refunds of reservation/damage deposit and/or usage fees will be given. F. FEES Fees for use of the facility shall be those as adopted by the Board of County Commissioners. SECTION 2: FEES FOR COUNTY FACILITIES A. FACILITIES Fees are charged for social/recreational use for the following facilities: Central Recreation Center Activity Area 1 Central Recreation Center Activity Area 2 Central Recreation Gymnasium Northern Recreation Center Gymnasium Northern Recreation Center cafeteria/classrooms Efland-Cheeks Community Center Homestead Community Center B. FEE SCHEDULE 1. CENTRAL RECREATION CENTER ACTIVITY AREA 1 - Capacity- 150 13 ■ First Hour - $20, each additional hour $15 (Add $5.00 per hour for weekends and holidays) Two hour minimum 2. RECREATION ACTIVITY AREA 2 - Capacity- 80 First Hour - $15.00, each additional hour $10.00 (Add $5.00 per hour for weekends and holidays) Two hour minimum 3. CENTRAL RECREATION CENTER GYMNASIUM WEEKNIGHTS: $30.00 per 1 1/2 hour for full court $20.00 per 1 1/2 hours for cross court WEEKENDS/ HOLIDAYS: $45.00 per 2 hours for full court $35.00 per 2 hours for cross court 4. NORTHERN RECREATION CENTER GYMNASIUM WEEKNIGHTS: $20.00 per 1 1/2 hour for full court WEEKENDS/ HOLIDAYS: $30.00 per 2 hours for full court 5. HOMESTEAD COMMUNITY CENTER AND EFLAND-CHEEKS COMMUNITY CENTER $25.00 first hour, $20.00 each additional hour two hour minimum 6. NORTHERN RECREATION CENTER $20 first hour, $15.00 each additional hour) two hour minimum 7. NORTHERN RECREATION CENTER CLASSROOMS 3, 4, 7, and 9 $10.00 per hour (add $5.00 per hour for weekends/holidays) C. DEPOSITS A $50 damage deposit is required for all reservations when a fee is to be charged. Deposits are payable when the reservation is made. Deposits will be refunded in full if cancellations are made 30 days or earlier prior to the reserved date of use. 14! D. OTHER The above fees are charged for recreational and social use. There is no charge for community use of facilities for community meetings,meetings for public purposes, unless the County must pay staff to monitor and/or secure the building. In these cases when additional staff costs are associated with the use of the facility, a charge of$6.00 per hour will be applied. Any other additional unusual costs associated with the use of the facility will be the direct responsibility of the user of the facility.