TO: Mayor and Town Council

FROM: W. Calvin Horton, Town Manager

SUBJECT: Response to Chapel Hill Downtown Economic Development Corporation’s Petition to Waive Fees for Use of the Hargraves Center for a Summer Concert

DATE: June 27, 2005

This report responds to a request by the Chapel Hill Downtown Economic Downtown Development Corporation Board of Directors to waive the rental fee for the use of the Hargraves Center and Park for a planned August 2, 2005 concert. The attached resolution would waive the rental fees for use of the facility and authorize the Manager to reserve, at no charge, a stage owned by the Town of Carrboro for this event.

BACKGROUND

The Town’s current Parks and Recreation User Fee Policy requires rental rates for various Parks and Recreation Department facilities. Rental of the Hargraves field is normally $15 per hour. Gymnasium space may be rented for $30 per hour, and is limited to a three-hour period. Rental of the Northside Gymnasium at the Hargraves Center for non-athletic events is acceptable with payment of an additional flat fee of $70 per rental. The additional fee is intended to reimburse the Town for the time and expense of protecting the gym floor. The renter must handle all set up and breakdown of equipment. This time would be factored in as rental time.

The Parks and Recreation Department co-sponsors several programs throughout the year by providing free facility space for programs that serve the community and are consistent with the mission of public parks and recreation. These include several luncheons for senior citizens, offered in conjunction with the County Department on Aging; dances for individuals with disabilities, sponsored by the OPC (Orange, Person, and Chatham) Area Programs; and events such as the local Neighborhood Night Out event, working with EmPowerment.

DISCUSSION

The Downtown Economic Development Corporation has made a request to reserve the athletic playing field area adjacent to the Hargraves Center for a concert to culminate this year’s Neighborhood Night Out community event, which is planned to end at Hargraves Park. Set-up would begin at 4:00 p.m. The concert would begin at 7:00 p.m. and end at 9:00 p.m. The Downtown Economic Development Corporation would also reserve the Northside Gymnasium at the Hargraves Center in case of inclement weather.

We believe that the proposed August 2 concert would be an appropriate way to culminate both the Downtown Economic Development Corporation’s summer concert/movie series and the community’s Neighborhood Night Out event. It is also consistent with the Parks and Recreation Department’s missions of fostering a sense of community and enhancing the quality of life for our community’s citizens. We believe the request for a fee waiver is reasonable and that it would be appropriate for Town staff to work with the Downtown Economic Development Corporation on this event.

RECOMMENDATIONS

Manager’s Recommendation: That the Council adopt the attached resolution approving a waiver of the rental fees for use of Hargraves Center facilities for an event on August 2, 2005.

ATTACHMENTS

1. Parks and Recreation Department User Fee Policies, effective July 1, 2004 (p. 4).

2. Petition from Downtown Economic Development Corporation, June 15, 2005 (p. 21).

A RESOLUTION APPROVING A WAIVER OF RENTAL FEES FOR THE DOWNTOWN ECONOMIC DEVELOPMENT CORPORATION AUGUST 2, 2005 CONCERT AT THE HARGRAVES CENTER (2005-06-27/R-9)

WHEREAS, the Downtown Economic Development Corporation has planned a concert for the community at the Hargraves Center; and

WHEREAS, the Downtown Economic Development Corporation formally petitioned the Town of Chapel Hill Council to waive rental fees; and

WHEREAS, the August 2, 2005 event is consistent with the Parks and Recreation Department’s mission of fostering a sense of community;

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council hereby approves the Downtown Economic Development Corporation’s request for a fee waiver of facility rental fees for the August 2, 2005 concert at the Hargraves Center.

This the 27^th day of June, 2005.