Memorandum

City of Lawrence

Parks and Recreation Department

TO:	David L. Corliss, City Manager
FROM:	Ernie Shaw, Interim Director
CC:
Date:	August 31, 2010
RE:	Facility Rental Policy Follow Up

After reviewing the department’s policy on renting Parks and Recreation facilities and researching other communities’ policies for best practices, discussion occurred with the Parks and Recreation Advisory Board and staff revised the facility rental policy to include practices already employed but not formalized, including the priority list of user groups to reserve/use Parks and Recreation facilities.

Additional provisions that are noted on the Special Use Permit application or receipt/contract that is signed by the renter were also added, which included City Code 15-207, stating commercial groups may need to get City Commission approval to use city facilities and parks.

All rental fees listed on our schedule of charges are currently set through comparative pricing of communities we review for best practices and other for-profit and non-profit entities who rent in the Lawrence community. The director has always had the discretion to work with an individual renter on determining fees charged for out of the ordinary rentals and or for-profit events. The policy was updated to include this, as well as additional provisions to further clarify the policy, including:

• Negotiate with all parties to offset additional cost of any activity including administrative fees, facility clean up and/or damages, staff services, etc.
• Negotiate a percentage of sales/gate with vendors and/or organizers of for-profit events
• Work with new and/or first time event promoters, having a potential for future growth and/or development for the community by discounting rates
• Providing other methods of payment, including discounts, coupons and other tradeout opportunities through co-sponsorships
•  Schedule events/programs that may affect the use of parks or pre-empt regular operation or programming.
• Regional/national tournaments
• Community events
• Protect the health and safety of the public at all times and to maintain proper management in usage of department facilities and to determine designated areas of use
• Limit use and scheduling based on budgetary limitations, number of requests or the impact of use on a facility or park.

Staff recommended and the Parks and Recreation Advisory Board concurred on the terms of Community Use and Commercial Use to distinguish rental types and have provided provisions for each. With so many different facility/park uses, it is important to provide the necessary discretion by the director to have the ability to increase/reduce charges to recover city costs.

Here is a comprehensive list of all changes/additions to the policy (some have already been stated above):

• Added City Code 15-207, which may require commercial groups to get City Commission approval to use parks and recreation facilities.
• Outlined the Special Use permit and the provisions for denial.
• Includes the adherence to all rules and regulations of Parks and Recreation, City Commission and all city ordinances.
• Users will be held responsible for any and all damage that occurred due to their use.
• Defined the user group priority list, which had been based on historic relationships and not formally documented.
• Lawrence Parks and Recreation/other City department activities
• USD 497 related activities and instruction
• Organizations partnering with Parks and Recreation for community benefit
• Those offering programming not offered by Parks and Recreation
• A higher priority will be given to those who have a successful history of working with Parks and Recreation
• Miscellaneous requests
• Defined rates as being Community Use or Commercial Use.
• 98 percent of usage is classified as Community Use.  Commercial Use rates aim to recover the city’s expenses in relation to the user’s rental, in some cases if fees are charged by renter a percentage of the gross take will also be negotiated.
• Community Use
• General use by the public for private gatherings
• Weddings, reunions, parties, receptions, picnics, etc.
• Meetings/events sponsored by those with non-profit status that may or may not charge the public
• Boys & Girls Club, Big Brothers/Big Sisters, United Way Agencies
• Meetings/events sponsored by organizations/individuals without non-profit status that may or may not charge the public
• Benefits for charities, neighborhood associations, baseball/softball teams
• Commercial Use
• All other uses that do not meet criteria for community use.
• For-profit individuals/groups/businesses
• Added the provision of the director or his/her designee to:
• Negotiate with all parties to offset additional cost of any activity including administrative fees, facility clean up and/or damages, staff services, etc.
• Negotiate a percentage of sales/gate with vendors and/or organizers of for-profit events
• Work with new and/or first time event promoters, having a potential for future growth and/or development for the community by discounting rates
• Providing other methods of payment, including discounts, coupons and other tradeout opportunities through co-sponsorships
•  Schedule events/programs that may affect the use of parks or pre-empt regular operation or programming.
• Regional/national tournaments
• Community events
• Protect the health and safety of the public at all times and to maintain proper management in usage of department facilities and to determine designated areas of use
• Limit use and scheduling based on budgetary limitations, number of requests or the impact of use on a facility or park.

The policy was reviewed by the Parks and Recreation Advisory Board at a special meeting held May 20. The Advisory Board approved of the policy and felt it was more understandable than the previous policy. Please find the revised policy attached in its entirety.

Please let me know if there is further clarification needed.