AGENDA #4k
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Response to Chatham County Together (CCT!) Petition for Use of Community Center Pool
DATE: February 25, 2002
This item is in response to a petition from Chatham County Together (CCT!) to receive complimentary passes to the Town’s Community Center pool for CCT! volunteers.
For at least the last 15 years, the Council has adopted a set of User Fee Policies for the Parks and Recreation Department as part of the budget process. Section A specifically addresses Resident and Non-Resident Status. Section A.4. states:
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 half-dollar. This
surcharge offsets property taxes paid by Town and County residents to
support the Town's programs and facilities.
Fees for use of all facilities, including the Community Center pool are based on this premise. (Please see the attached “User Fee Policies,” effective July 1, 2001.)
On January 14, 2002, the Council received a petition from Kim S. Caraganis, Director of Chatham County Together (CCT!), a non-profit organization in Chatham County serving Chatham County at-risk youth, ages 6-17. Among the services CCT! provides is structured recreation activities. As Chatham County has limited recreation facilities, Ms. Caraganis petitioned the Council to provide complimentary passes to CCT! or allow CCT! to make a donation to the Town for use of Town facilities. (Please see attached CCT! petition.)
The Town has historically honored a reciprocal agreement with Carrboro and Orange County to allow all County residents to use any of the participating facilities and programs at the same fee
as Town of Chapel Hill residents. On April 10, 2000, the Council formally adopted an Open Facilities Policy, reaffirming this reciprocal relationship with the Town of Carrboro and Orange County. For the current fiscal year, the Orange County Board of Commissioners allocated the Town of Chapel Hill $81,000.
We believe that the CCT! provides valuable services to residents of Chatham County and sympathize that Chatham County does not currently operate any indoor aquatic facilities. However, the Chapel Hill Community Center was built exclusively with Town funds. With the exception of the annual funding from the Orange County Board of Commissioners, the facility is operated entirely with Town funds. We do not believe it is appropriate to use Town of Chapel Hill funds to support non-resident use of Town facilities. We appreciate the CCT!’s willingness to make a donation for use; however we believe that the minimum amount the Town should accept for use of the facility is the amount specified in the adopted non-resident fee.
We note that in the past two years, the Parks and Recreation Department has received two requests from Chatham County residents with disabilities, requesting fee waivers for use of Town facilities. In both cases, the Department has denied the requests based on the Council-adopted User Fee Policy.
One solution would be for the CCT! to rent the Community Center pool for use. The User Fee Policy permits the Director of Parks and Recreation or her designee to rent the pool to individuals or groups when it is not open to the general public or programmed by the Parks and Recreation Department. The total rental fee varies, depending upon the number of people attending the activity. The minimum rental time is 2 hours. The following is the current fee schedule:
· Groups under 50: $40 per hour
· Groups of 50 to 100: $60 per hour
· Groups of 101 to 125: $75 per hour
While availability of the Community Center pool will be extremely limited for the next few months, particularly due to the A.D. Clark Pool extraordinary maintenance project, the Parks and Recreation Department would be pleased to work with CCT! staff to determine potential facility rental time.
RECOMMENDATIONS
Parks and Recreation Commission: The Commission is scheduled to review the CCT! request at its February 20, 2002 meeting. The Commission’s recommendation will be distributed on Friday, February 22.
Manager’s Recommendation: That the Council adopt the attached resolution denying the Chatham County Together (CCT!) request for complimentary passes for volunteers based on the adopted User Fee Policy.
ATTACHMENTS
1. Parks and Recreation Department User Fee Policies, effective July 1, 2001 (p. 5).
2. Petition from Kim Caraganis, Director, CCT!, December 6, 2001 (p. 16).
3. Recommendation from Parks and Recreation Commission (p. 17).
A
RESOLUTION DENYING THE CHATHAM
COUNTY
TOGETHER (CCT!) REQUEST FOR COMPLIMENTARY PASSES FOR VOLUNTEERS
BASED ON THE ADOPTED USER FEE POLICY (2002-02-25/R-12)
WHEREAS, the Town of Chapel Hill Council annually adopts a User Fee Policy document for use of parks and recreation facilities and programs; and
WHEREAS, the Town has no reciprocal relationship with Chatham County for use of Town facilities; and
WHEREAS, residents of Chatham County have not financially contributed to the construction or maintenance of Town of Chapel Hill recreation and park facilities; and
WHEREAS, the Parks and Recreation Commissions has reviewed the request and provided comment to the Council;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council hereby regrettably denies the Chatham County Together (CCT!) request for complimentary passes for volunteers.
This the 25th day of February, 2002.
ATTACHMENT 1
Effective July 1, 2001
The charging of user fees is an equitable method of recovering costs or portions thereof, from the participant receiving a chosen specialized Parks and Recreation service. In order to assess fees uniformly for all types of programs and services, the following policies are adopted:
SECTION A: 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.
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 half-dollar. This surcharge offsets property taxes paid by Town and County residents to support the Town's programs and facilities.
SECTION B: 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 and dividing the total by the number of booth spaces.
3. Swimming Pool Fees: Single admissions, season passes, and punch passes are available to pool users. Fees will be reviewed yearly and will be determined by the operation and personnel costs of the pools. (Please see Section C: Schedule of Fees)
5. Equipment/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.
6. 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.
7. Nearest Half-Dollar: User fees will be rounded to the nearest half‑dollar.
8. Annual Review: The Parks and Recreation Commission will annually review all services and recommend a USER FEES POLICY to the Town Council.
9. 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 minor children in these households to a maximum of 4 people.
10. Schedule of Fees: A user fee schedule (Please see Section C) will be published annually.
11. Service Charge for Returned Checks: Service Charge for Checks Returned Due to Insufficient Funds: $25 per check.
Resident Non-resident
Age 18 Years and younger: Free $20
Age 19 and older: $10 $40
Age 18 Years and younger: Free $1
Age 19 and older: $1 $2
CLIMBING WALL FEE SCHEDULE
Resident Non-resident
Daily Admission $2.50 $3
20 Punch Pass $45 $60
Single Pool Admission Fees
Preschool (5 years and under) Free $2
Child (Under 6 years) $1.25 $2
Adult (19 years and over) $2.50 $3
The Department may establish hours during which admission fees for swimming will not be collected.
Family passes are for a maximum of four people. For families of more than four people, please add the Additional Family Member charge listed under each pass, for each additional family member. There will be a charge of $5 per pass to replace lost annual passes
Annual passes are valid for a period of one year, with a yearly cycle beginning in September and running through August. Prorated passes will be available for partial cycles.
Resident Non-resident
Child (under 6 years) Pass not required $50
Youth (6‑ 18 years) $85 $100
Adult (19 years and over) $170 $204
Family $257 $308
Additional Family Member $45 $50
Resident Non-resident
Child (under 6 years) Pass not required $50
Youth (6-18 years) $45 $72
Adult (19 years and over) $90 $108
Family $180 $220
Additional Family Member $23 $36
Resident Non-resident
Child (under 6 years) Pass not required $40
Youth (6-18 years) $22.50 $40
Adult (19 years and over) $45 $60
Resident Non-resident
Child (under 6 years) Pass not required $20
Youth (6-18 years) $12 $20
Adult (19 years and over) $23 $30
1. Payment of Program Fees: Program fees must be paid at the time of registration. No registration will be accepted without a minimum payment of the first $40 of program costs, per person, per program, at the time of registration.
2. Payment Plans: If a balance remains after the minimum payment of $40 per person, per program has been paid (at the time of registration), a payment plan may be set up. Payment plan schedules will be established so that all fees are paid in full before the program begins. Patrons are required to keep up-to-date with their payment schedule. Missed and delinquent payments will jeopardize participation in current and future Parks and Recreation programs.
3. Volunteer Coaches: Children of current volunteer Parks and Recreation coaches will be allowed to participate in the sport their parent coaches without charge.
The Chapel HillParks 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.
2. Proper Forms: Requests for fee reductions must be submitted on a Fee Reduction Application.
3. 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.
4. Criteria: All individuals requesting a fee reduction will be required to pay a portion of the total fee based on overall household size and income, relative to a Financial Assistance Eligibility Scale. 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. (See Fee Reduction Application, Appendix A.)
5. Documentation: No supporting documentation is required at the time of registration, however, Parks and Recreation Department staff reserve the right to require documentation of financial status.
6. Minimum Charge Per Program: A participant will pay the percentage of the program cost for which they qualify, 25, 50, or 75%, unless that cost would be less than $10. In those instances the participant would pay $10 per program.
7. Programs Excluded: The Director may exclude certain programs with particularly high program costs, such as trips and private classes, from fee reduction eligibility.
8. 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.
9. 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.
The following policy regulates the refunding of registration fees for Parks and Recreation programs, activities, and events:
1. Program participants in classes and ongoing programs will be given a 100% refund of the program registration fee paid if the participant(s) are not completely satisfied with the program and have followed the procedures in the refund policy. This does not include day or overnight trips or special single day workshops or programs.
2. The Department will make a full refund for all programs cancelled or adjusted as to time, date, or place.
3. 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. The credit will remain in effect for a period of five (5) years.
4. A full refund of registration fees will be made if:
§ For normally scheduled programs, the participant cancels before the second meeting.
§ For youth athletic programs and classes, cancellation occurs before the first skill evaluation.
§ For street fairs and adult sports team league deposits, cancellation occurs at least 2 weeks prior to the distribution of booth spaces or before the first organizational meeting of team captains.
§ For camps, the cancellation occurs at least 7 days prior to the first day of the camp.
§ For overnight bus trips, cancellation occurs at least 30 days prior to the trip.
§ For swimming pool season passes, the participant requests a refund. The amount of the refund will be prorated by the number of weeks the pass was used. Season pool passes are not transferable.
§ For private swim lessons, cancellation occurs at least two business days prior to the scheduled lesson.
§ No refund will be given if the participant fails to notify the Department within the time constraints designated above.
SECTION G: RENTAL OF EQUIPMENT AND FACILITIES
1. 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. Area and facility rental rates will be computed by adding the personnel costs and hourly operating costs for the facility in question.
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.
Athletic playing field rental applications will be accepted twice a year.
6. Restrictions: The Department shall restrict rentals of some facilities during certain periods of the year:
· Athletic playing fields are rented April 1 - November 30.
· Lincoln and Chapel Hill Community Center gyms are rented May 1 - September 30.
· Northside Gym is rented February 1 - April 30 and August 1 - September 30.
· Facilities may not be rented from 12:00 midnight until 6:00 A.M.
· A Parks and Recreation Supervisor must be present at ball fields and gyms.
· 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.
7. 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 reserve 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. Renters who cancel their rental within two business days of the rental date may forfeit a portion or their entire rental fee.
8. 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 of meeting rooms when they are rented 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 security deposit will be refunded to the renter through the Town's Finance Department.
9. Rental Guidelines: All applicants requesting use of Department equipment and facilities must observe the following general guidelines and requirements:
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.
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.
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.
Rental Fees: All rental fees must be paid at the time of application, unless other arrangements have been made prior to the period of reservation.
Renter Eligibility: Reservation agreements must be signed by persons age 18 years or older who are duly authorized to act for the applicant. When the planned activity is primarily for persons under 18 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 18.
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.
Prohibited Activities and Items: Beer, wine, alcoholic beverages, firearms, or illegal drugs are not allowed within Town parks and facilities. Smoking is not permitted within Town parks and facilities.
Renter Responsibilities: the renter must leave the area, facility, and/or equipment in a clean and orderly condition.
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.
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 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.
10. 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, ballfields, the James Wallace Parking Deck Plaza, the A.D. Clark Pool, and some picnic shelters may be reserved if the request is consistent with Department procedures regarding the use of facilities and equipment.
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. In the event of inclement weather, the Department may cancel a reservation because of potential harm to the user or the facility.
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 $12 per hour, per field, will be required for daytime reservations. These fees will entitle the user to a field in safe, playable condition.
· A fee of $25 per hour, per field, will be required for evening reservations involving the use of ballfield lights. These fees will entitle the user to a field in safe, playable condition.
· 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.
2. Picnic Shelter Rentals are available at Umstead, North Forest Hills 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 Department will provide lifeguards. All safety and 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:
Groups under 50: $40 per hour (2 lifeguards will be on duty)
Groups of 50‑100: $60 per hour (3 lifeguards)
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.
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. The Northside Gymnasium Meeting Room and the Chapel Hill Community Center Meeting Room may be rented for $20 per hour.
3. Gymnasiums may be rented for $30 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 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: Groups under 50: $40 per hour
Groups of 50 to 100: $60 per hour
Groups of 101 to 125: $75 per hour