PARKS AND RECREATION DEPARTMENT
USER FEES POLICY
Some parts of this policy will not become effective until January, 2006.
Please contact our office at 968-2784 if you need clarification.
RESIDENT AND NON-RESIDENT STATUS
1. Priority by Place of Residence: Registration procedures will be followed that will give first priority to residents of the Town of Chapel Hill or Orange County over non-Town or County residents. The Parks & Recreation Department reserves the right to provide priority registration to Town of Chapel Hill residents over Orange County residents in selected programs.
2. Teams: Teams will receive priority resident status (for program registration and rental reservations) if at least 60% of the maximum number of members allowed on team rosters resides in Chapel Hill or Orange County.
3. Exemptions: The Director may grant exemptions to resident status in extraordinary situations in order to ensure minimum program enrollment.
4. Non-resident User Fee: Youth and adult program participants or team members who reside outside of the Town limits of Chapel Hill and Orange County may use Department programs, equipment, and facilities by paying the total of 100% of a program's cost and a non-resident surcharge of 20% per program, rounded to the nearest dollar. This surcharge offsets property taxes paid by Town and County residents to support the Town's programs and facilities.
ESTABLISHING PROGRAM FEES
1. Program Costs: Program costs (with the exception of aquatic programs) will be determined by totaling direct costs, such as the costs of specialized employees, special facilities and equipment, and expendable materials and supplies, and dividing the total cost by the minimum number of participants in the program.
· Program participation fees for youth (18 and under) will be set to recover 100% of the program’s direct costs.
· Adult programs will be assessed a 10% administrative charge in addition to the 100% of direct costs.
2. Street Fairs: Booth fees will be based on 100% of the Parks and Recreation Department's direct program costs (minus costs related to the motorcycle show) and dividing the total by the number of booth spaces.
3. Swimming Pool Fees: Single admissions, 3 and 6-month and annual passes as well as visit passes are available to pool users. Fees will be reviewed yearly and will be determined by considering pool operation/personnel costs and other local public pool rates. The Department may establish hours during which admission fees for swimming will not be collected.
- Gymnasium Use Fees: Participants will be required to show a photo ID to verify residency and age. Single daily admission fees, 20-visit and annual passes will be available.
- Climbing Wall Belay Testing Fee: There will be a belay testing fee of $10 residents, $12 non-residents, paid at the time of testing. No refunds will be given if you do not pass the test.
7. Program Improvement Cost Recovery: If special equipment or facility improvement costs for a specific program can be clearly identified, surcharges may be added to the program's user fee to recover these costs over the life of the equipment or improvement. A $3 fee will be included in all activity and program fees to cover the cost of criminal background checks for Parks and Recreation Department personnel.
8. Fees for Experimental Programs: The Department may establish experimental youth workshops and classes, the costs of which have not been included in the original operating budget. In these cases, the Department may charge fees that will recover at least 50% of the direct program costs. The intent is to initiate new programs and allow time and flexibility for the program to gain momentum.
9. Nearest Dollar: User fees will be rounded to the nearest dollar.
10. Annual Review: The Parks and Recreation Commission will annually review all services and recommend a USER FEES POLICY to the Town Council.
11. Definition of Family: The definition of family participants in Parks and Recreation programs includes persons who are married, persons who are registered as domestic partners, persons who are single parents, and any youth under age 19 in these households to a maximum of 4 people. For fee reductions, eligible youth will be dependents confirmed through the Orange County Department of Social Services, Chapel Hill Housing Department, school Family Specialists, or dependents as listed on Federal Income Tax Return.
12. Schedule of Fees: A user fee schedule will be published annually.
13. Service Charge for Returned Checks: Service charge for checks returned due to insufficient funds: $25 per check, accepted in cash or money order. Patrons with outstanding balances due to returned checks will be prohibited from participating in and registering for Parks and Recreation programs.
Payment in Lieu of Recreation Space: As allowed in Section 5.5.2(h) of the Land Use Management Ordinance, developers providing payments in lieu of Improved Recreation Space on new multifamily dwellings or planned developments, with the consent of the Town Council, shall pay $12 per square foot for all required recreation space not provided within the development.
SCHEDULE OF FEES
PAYMENT OF PROGRAM FEES
FEE REDUCTION POLICY
The Chapel Hill Parks and Recreation Department is committed to making its programs, activities, and special events available to as many citizens as possible. This policy has been established to meet the needs of individuals or families judged to have limited financial resources. It is the intent of the Town of Chapel Hill that no person be prevented from participating in Parks and Recreation programs because of the inability to pay a full fee. The Parks and Recreation Department will make accommodations for participants who cannot complete the Fee Reduction Application without assistance.
- Residence: Persons receiving fee reductions must reside in the Town of Chapel Hill or Orange County.
Proper Forms: Requests for fee reductions must be submitted on a Fee Reduction Application.
2. Confidentiality: All fee reduction applications are public documents that must be made available to any person upon request. However, in the absence of a request to provide this information, Parks & Recreation Department staff will keep all information strictly confidential.
3. Criteria: Individuals who qualify for a fee reduction will be required to pay a portion of the total program fee based on household size and income*, relative to a Financial Assistance Eligibility Scale. This scale will use annually updated income statistics published by the U.S. Department of Housing and Urban Development. Based on the FAE scale, patrons would normally pay 10, 50, or 75 % of program fees.
*Household income is defined as the sum, on an annual basis, of all pay, allowances, maintenance/child support, social services allowances and other income for the household.
4. Verification: Household income, eligible household members, and dependents will be verified by one of four methods:
· Verification through the Chapel Hill Department of Public Housing.
· Verification through the Orange County Department of Social Services.
· Verification through the school Family Specialists.
· The patron will provide the P&R Department with a copy of their last year’s federal tax return (adjusted gross income will be used), and their current pay stub(s).
The Chapel Hill Parks and Recreation Department will contact the Chapel Hill Department of Public Housing, or the Orange County Department of Social Services, to verify Fee Reduction Applications. Patrons requesting verification through a school Family Specialist will provide a letter from the Family Specialist verifying their appropriate information. Once qualified, the fee reduction would be valid for one year.
5. Provisional Approval: Approval is provisional until verified. If verification indicates that a fee reduction is not applicable, any prior programs for which a reduced fee was paid, will require full payment.
6. Fee Reductions for Pool Passes: Pool passes will not be issued until verification is complete. Please allow 2 weeks for the verification process.
7. Percentage of Program Fees: Patrons are required to pay a portion of the total program fee based on the Financial Assistance Eligibility Scale. Once qualified and a level of payment is determined, patrons would pay either10, 50, or 75% of program fees.
8. Documentation: Patrons who cannot verify their financial status through the Chapel Hill Department of Public Housing, the Orange County Department of Social Services, or the school Family Specialists are required to provide a copy of their last year’s tax return and current pay check stubs at the time of registration.
9. Minimum Charge Per Program: Patrons will pay the percentage of the program for which they qualify, unless that cost would be less than $5.00. In those instances the participant would pay $5.00 per program.
10. Financial Circumstances: Patrons who have circumstances that affect their ability to pay the percentage of program fees for which they qualify, would be able to discuss their situation with a program specialist, who has the authority to further reduce fees.
11. Programs Excluded: The Director may exclude certain programs with particularly high program costs, such as trips and private classes, from fee reduction eligibility.
12. Gymnasium Passes Excluded: Fee reductions shall not be granted for purchase of gymnasium passes. The Director of Parks and Recreation may grant exceptions under extraordinary circumstances.
13. Approval by Director: The Director of Parks and Recreation, or his designee, will review each fee reduction request and will have final authority to approve or deny the request.
PRORATING OF PROGRAM FEES
Program fees may be prorated at the program specialist’s discretion. Program specialists will determine the cut-off point whereby participants can no longer join programs in progress. Prorated fees will be calculated on a per-week or per-meeting-date basis.
PROGRAM CANCELLATION AND REFUND POLICY
The following policy regulates the refunding of registration fees for Parks and Recreation programs, activities, and events:
1. The Department will make a full credit for all programs cancelled or adjusted as to time, date, or place. Patrons may request a refund by contacting the administrative office.
2. In the event that a participant registers by mail and the person’s preferred first, second, and third program choices are full, the Department will issue a full refund or a credit for future use.
3. Credits will remain in effect for a period of two (2) years.
4. Program participants in classes and ongoing programs will be given a refund or credit of the program registration fee paid, less a $10 processing fee, if the participant(s) are not completely satisfied with the program AND have followed the procedures in this refund policy. This does not include day trips or special single day workshops or programs.
A refund or credit of registration fees, less a $10.00 processing fee, will be made if the participant requests a refund, in writing, according to the guidelines below:
· For normally scheduled programs, the participant requests a refund before the second meeting.
· For youth athletic leagues, the refund request occurs before the first skill evaluation.
· For youth athletic leagues which do not include skill evaluation, refund requests must be submitted prior to the coaches’ meeting.
· For street fairs the refund is requested at least 2 weeks prior to the distribution of booth spaces.
· For adult sport team league deposits, the refund request occurs before the first organizational meeting of team captains.
· For camps, the refund request occurs at least 7 days prior to the first day of the camp.
· For overnight bus trips, the refund request occurs at least 30 days prior to the trip.
· Swimming pool passes: The amount of the refund will be prorated (weeks/visits) based on the refund request date. Pool passes are not transferable. Pool pass extensions will be made on a case-by-case basis, normally with supportive medical information.
· For personalized swim lessons, the refund request occurs at least two business days prior to the scheduled lesson.
· No credit or refund will be given if the participant fails to notify the Department, in writing, within the time constraints designated above.
USE OR RENTAL OF EQUIPMENT AND FACILITIES
1. Use of Rental of Departmental Areas and Facilities: Organizations and the general public may rent, when not in use for Department sponsored and co-sponsored activities, some areas and facilities. Department facilities cannot be used or rented for personal profit. No Parks & Recreation Department facilities may be used for private lessons. Area and facility rental rates will be computed by adding the personnel costs and hourly operating costs for the facility in question. Approved rentals are for only the specific facility identified on the rental receipt and do not include other parts of a facility.
2. Use of Town Facilities by the School System: The Chapel Hill‑Carrboro School System and the Town's Mutual Cooperation Agreement, signed November 1977, guides the joint use of areas and facilities. No charges are assessed by either party for use of outdoor areas, fields, or courts. Fees for the use of Schools and Town facilities by the other party will be reviewed annually and adjusted accordingly in relation to the utility, custodial, and incidental arrangement costs incurred. Generally the charges for school use of Department facilities will be 50% of the established rental fee for that facility. A "Mutually Acceptable Employee" will assume responsibility for the activity and the facility.
- Priority of Use: Parks and Recreation Department sponsored and co‑sponsored activities and programs will have priority in scheduling the use of all Department facilities.
- Applications for Use: Rental applications for facilities, except athletic playing fields, will be accepted three times per year, coinciding with the publication of the Department’s Program Brochure. Applications will be accepted for rental dates that fall between publish dates of the current and the next Program Brochure.
Athletic playing field rental applications will be accepted twice a year.
- Beginning on January 1, for rentals occurring April 1 – July 30
- Beginning on June 1, for rentals occurring August 1 – November 30
- Set-up and Tear-down: please include time for set-up and tear-down in your rental request.
- For seasonal, high-demand facilities (i.e. athletic playing fields, gyms, A.D. Clark pool, etc.) staff may consider all rental requests and allocate rental time based on the number of requests and the overall time requested.
7. Restrictions: The Department shall restrict rentals of some facilities during certain periods of the year:
o Athletic playing fields are rented April 1 - November 30.
o Lincoln Center gym is rented May 1 - September 30.
o Chapel Hill Community Center Gym is rented October 1 - April 30, weekdays before 6:00 pm; May - September, with the exception of day camp.
o Northside Gym is rented February 1 - April 30 and August 1 - September 30.
o Facilities may not be rented from 12:00 midnight until 6:00 a.m.
o A Parks and Recreation Supervisor must be present at ball fields and gyms.
o All pool rentals require a Parks and Recreation lifeguard to be present.
The Parks and Recreation Director may grant exceptions to these rental restrictions under extraordinary circumstances.
8. Application Guidelines: In order to make the necessary special arrangements, facility rental applications should be submitted at least two weeks prior to the requested date(s) of use. Staff reserves the right to accept rental reservations within two weeks of the rental date, however, all fees (deposit and hourly fee) for rentals with less than two weeks notice, must be paid in cash.
9. Security Deposit: A security deposit of $100 for damages will be collected for all facility rentals, with two exceptions: 1.) Picnic shelter rentals, and 2.) Rentals by non-profit groups of meeting rooms for meetings. The Parks and Recreation Director may waive the rental deposit at her discretion. At the conclusion of the rental, and if no damages have occurred, the facility is left in a clean and orderly condition, and if no additional time was used for set-up/tear down, etc., the security deposit will be refunded to the renter through the Town's Finance Department.
10. Rental Fees: All rental fees must be paid in full within two weeks of rental approval, unless other arrangements have been made with the facility supervisor.
Long-term rentals (lease agreements): For long-term rentals, arrangements may be made with the facility supervisor for hourly rental fees to be paid in two equal payments. If thisarrangement is approved, the security deposit of $100, plus half of the hourly rental fee will be due within two week of reservation approval; the balance will be due halfway through the reservation dates. Late and/or missed payments will result in cancellation of your reservation.
11. Cancellation: All requests to cancel a facility reservation must be made in writing.
For all facility reservations, cancellations received 7 or more days from the reservation date will be refunded less a $10 processing fee. Cancellations with less than 7 days notice from the reservation date will not be refunded.
12. Publicity: All publicity (flyers, mailings, advertising, etc.) related to events held at rented Parks and Recreation facilities must be pre-approved by the facility supervisor. Failure to comply with this will result in cancellation of the rental.
13. Rental Guidelines: All applicants requesting use of Department equipment and facilities must observe the following general guidelines and requirements:
a) Facility Access: Town facilities are available on a non-discriminatory basis. Appropriate activities need to accommodate individuals regardless of age, sex, race, color, religion, national origin, physical or mental disabilities, affectional preference, or marital status.
b) Renter Eligibility: Reservation agreements must be signed by persons age 21 years or older who are duly authorized to act for the applicant. When the planned activity is primarily for persons under 21 years old, the person signing the reservation agreement will be responsible for providing one adult chaperon for each group of 10 individuals in attendance, under the age of 21. The Parks and Recreation Department reserves the right to require the renter to provide police security for special programs.
c) Non-profit Activities: Town facilities and equipment may be used for fund raising activities provided such activities are not for private purposes or profit. Entry fees may be charged for events and tournaments provided that all proceeds benefit the non-profit organization. In all cases, the Town may request a signed financial account of actual expenses and revenues within 7 days after the event.
d) Activities for Profit: Admission may not be charged for entrance into Town-owned or controlled areas and facilities by private individuals and/or for profit organizations. Special exemptions may be made when the Department enters into a cooperative agreement with an individual or organization. In most cases, the Department will require the co-sponsoring agency to pay to the Town a percentage of gross receipts. The percentage amount to be paid to the Town will normally be 20% of gross receipts. If conditions warrant, the Director of Parks and Recreation may alter this amount. Facilities may not be rented for personal profit events.
e) Governmental Boards and Agencies: Facilities are available at no charge to official government boards and agencies for events in the public interest when not otherwise in conflict with this policy.
f) Prohibited Activities and Items: Beer, wine, alcoholic beverages, firearms, or illegal drugs are not allowed within Town parks and facilities. Note: The Town Manager, or his designee, may approve applications for specific events serving alcohol on the James Wallace Parking Deck. Smoking is not permitted within Town parks and facilities.
g) Renter Responsibilities: the renter must leave the area, facility, and/or equipment in a clean and orderly condition.
h) Decorations: All forms of decoration must be approved by Department staff prior to placement. Decorations must not be taped, nailed, tacked, or otherwise attached to any tables, walls, ceilings, or any other portions of the buildings or equipment.
i) Damage to Facilities: Any and all damages to the areas, facilities or equipment while being used by the renter will be the responsibility of the renter/organizational representative and payable in full to the Town of Chapel Hill. Payment will include the costs of all labor, materials, and supplies to repair or replace the damage to facilities or equipment. If necessary, the Department will use the renter’s damage deposit to make repairs or replace damaged items.
j) Liability: The Town assumes no liability for the renter's use of the equipment or facility. As a condition of the use of the equipment or facility, the applicant shall hold the Town harmless from any claim or liability arising out of any activity or conduct of the renter while using the equipment or facility in question.
RENTAL OF OUTDOOR FACILITIES
Tennis courts, athletic playing fields, the James C. Wallace Plaza, the A.D. Clark Pool, and some picnic shelters may be reserved. All other outdoor facilities and play areas are not available for reservation, but are open to the public during normal park hours, on a first‑come, first‑served basis.
Inclement Weather: In the event of inclement weather, the Department may cancel a reservation because of potential harm to the user or the facility. Cancellation will be noted on the Athletic and Program Hotline. Failure to abide by this policy can result in cancellation of your rental reservation.
Rain Date Credits: To receive a credit for a rain date, renter will provide the facility supervisor with a written request within seven days of the rain date. Requests made after the seven-day period will not be granted.
1. Athletic Playing Fields may be rented by those wishing practice or game time. Rental time must be for a minimum 2‑hour period. The Department requires that a Town Field Supervisor or a designee approved by the Department be present at all times.
· A fee of $20 per hour, per field, will be required for daytime reservations.
· A fee of $40 per hour, per field, will be required for evening reservations involving the use of ballfield lights.
· Upon request, the Department may prepare a field for play, to include dragging, lining, etc., and will maintain the field in an acceptable game condition. This additional service, when available, is $20 for the first field and $10 for each additional field.
· Ballfields may be rented for tournaments. A Town staff Field Supervisor must be present at all times during tournament play. Tournament rental fees: Daylight use: $50 per field per day; Day/Evening use: $70 per field per day; Field Supervisor $8 per hour.
· Cell Phone: Until telephones are installed at the facilities, a representative from each league/renter must have a cell phone at the fields during field use.
· Facility Light/Keys: If your rental includes the use of field lights for evening play, a representative from your organization will be assigned a key to the field’s locked light facilities. This representative is the ONLY person who should use the key. He/she is responsible for turning in the key to the Parks and Recreation administrative office within 24 hours of lease end.
2. Picnic Shelter Rentals are available at Umstead, North Forest Hills, Hargraves, and Homestead Parks. The rental fee is $15 for a 4-hour block. Rental time is limited to an 8-hour period, except by special permission of the Director of Parks and Recreation.
3. Tennis Courts may be reserved by those wishing match or practice time. Rental time is limited to a 3‑hour period. Reservations will not be accepted for more than one-half of the playable courts at any one site. A fee of $10 per hour, per court, is required for daytime reservations and $20 per hour, per court, for evening reservations requiring use of the lights.
4. The A.D. Clark Pool may be rented when not open to the general public, or by permission of the Director of Parks and Recreation or his designee. The total rental fee will vary depending upon the number of people attending the activity. The Dept. will provide lifeguards. All safety & operating rules and regulations must be observed. The minimum rental period will be 2 hours.
The following fee schedule will be used for A.D. Clark Pool Rental:
a) Groups under 50: $40 per hour (2 lifeguards will be on duty)
b) Groups of 50‑100: $60 per hour (3 lifeguards)
c) Groups of 101‑125: $75 per hour (4 lifeguards)
5. The James Wallace Parking Deck Plaza may be reserved for special events that are open to the general public. The individual or organization reserving the facility, with the permission of the Director of Parks and Recreation or his designee, may charge admission fees for events. Specific procedures must be followed to reserve the Plaza, including prior approval from the Town's Police, Public Works, and Transportation Departments. The minimum fee for reserving the Plaza will be $35 per hour.
6. The Gene Strowd Community Rose Garden may be reserved for special events by permission of the Director of Parks and Recreation or his designee. Reservation time is limited to an 8-hour period, except by special permission of the Director of Parks and Recreation. A $100 damage deposit is required for all Garden rentals.
RENTAL OF INDOOR FACILITIES
Department controlled indoor facilities may be reserved if proper application is made and the request is consistent with adopted policy. A Department staff member must be present during the entire rental period. If the facility is normally closed during a rental, the cost of bringing in staff will be added to the rental fee. A minimum 2-hour rental period is required.
1. The Hargraves Recreation Center may be rented for a fee of $35 per hour.
2. Meeting Room Use: The Community Center and Hargraves Center’s Northside Gym meeting room may each be rented for $20 per hour.
Fees for non-profit, for-profit and individuals/families:
a) Non-profit: Meeting room use will be free of charge to citizens and community groups offering programs of a non-commercial nature that are open to the public and benefit the community at large. This provision is not intended to provide free space for private parties, functions, or activities that benefit only an individual or a select group (including family groups). Normally free space will be available only to community non-profit groups. However, the Director of Parks and Recreation may grant exemption from fees forindividuals and groups that desire to use rooms for the benefit of the general community.
b) For-profit groups will be charged an hourly fee for meeting room use.
c) Groups or individuals will be charged an hourly fee for meeting room use for birthday parties, family reunions, and other similar functions.
Ongoing Use of Meeting Rooms:
a) Limited membership groups, such as denominational groups, partisan political groups (except partisan precinct meetings which are permitted by State Law) and labor organizations will not normally be permitted to use Parks & Recreation meeting rooms on a regular basis, but may apply in writing to the Parks & Recreation Department Director for permission to use the rooms for special occasions.
b) Rooms may not be used by individuals or groups to fulfill State primary or secondary education requirements. Exceptions in unusual circumstances may be granted by the Director of Parks and Recreation.
Governmental meetings shall be open to the public as required by law.
Extra chairs, screens, blackboards, etc. may be provided by the user and must be removed immediately following the meeting or activity.
3. Gymnasiums may be rented for $50 per hour, and is limited to a 3-hour period. Renter must agree to wear only Department-approved athletic footwear. 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 will be factored in as rental time.
4. The Community Center Climbing Wall may be rented when the gym schedule permits. The rate will be the same as the gym rental, plus hourly staff costs. When renting the climbing wall, an additional $9.00 per hour, per staff member, will be charged, in addition to the gym rental and damage deposit fees.
5. The Chapel Hill Community Center Pool may be rented when not open to the general public, programmed by the Parks and Recreation Department, and with permission of the Director of Parks and Recreation or his designee. The Department will provide lifeguards. All safety and operating rules and regulations must be observed. The total rental fee will vary depending upon the number of people attending the activity, and the minimum rental time is 2 hours.
The following fee schedule will be used for the Chapel Hill Community Center Pool Rental:
a) Groups under 50: $40 per hour (2 lifeguards will be on duty)
b) Groups of 50‑100: $60 per hour (3 lifeguards)
c) Groups of 101‑125: $75 per hour (4 lifeguards)