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HomeMy WebLinkAbout10-09 - Res. Establishing Fees and Charges Policy for Parks and Trails DepartmentRESOLUTTONNo. lÞ-Ôq A RESOLUTION ESTABLISHING A FEES AND CHARGES POLICY FOR MASON COTINTY PARKS AND TRAILS DEPARTMENT. WHEREAS, Chapter 67.20.010 RCW, provides the authority for Counties to own and operate recreational facilities for public use, and to set forth the regulations, policies, and practices governing such use, and WFIEREAS, Mason County Parks and Trails Department owns and operates County Parks for the enjoyment and use of its residents and visitors, and WHEREAS, County Parks receive increasing use each year from the public, while funding for administration, operations, and maintenance from the County Current Expense Fund has declined, and WHEREAS, the implementation of Fees and Charges for certain park use and services can enhance declining revenues from the Current Expense Fund, and WHEREAS, many of the Mason County Parks and Department services that previously were free in the future may require a fee to support park administration, operations, and maintenance; NOW THEREFORE BE IT RESOLVED thatthe Board of County Commissioners of Mason County does hereby establish a "Fees and Charges Policy" as set forth in Exhibit A, pertaining to the use of Mason County Parks and facilities; BE IT FURTHER RESOLVED, that the Parks and Trails Department, or such department or organization designated by the County with the responsibility for operating and maintaining park facilities at some point in the future, shall be atthorized to develop and adminisfer any processes and procedures necessary to implement the fees and charges policy, as set forth in Exhibit A or subsequently amended. Signed this 10th day of February 2009. BOARD OF COUNTY COMMISSIONERS MA SON COLTNTY, WASHINGTON ATTEST: T -S/-,ç4- C: Parks and Trails Department J:\RESOLUTIONS\2009\Fees and Charges Poliry Parks.doc Tim Sheldon, Chair APPROVED AS TO FORM: Mason County Parks & Trails Department ''FEES AND CHARGES POLICY'' INTRODUCTION 'Whv does Mason Countv Parks & Trails Department need a fees and charges policv? The nation's park and recreation agencies have always, to a greater or lesser extent, offered diversified recreational services to its citizens, recognizing govemment's responsibility to provide open space, parks, trails, and leisure opportunities. But, in view of the increasingly heavy demands for new and expanded services, the rapid increase in operating costs and capital expenditures, and because of limited access to tax revenue, it has become difficult to maintain existing levels of service, much less provide new services. Consequently, park and recreation agencies must develop sound and consistent policies that will serve as a tool for evaluating services and establishing appropriate fees and charges. The imposition of fees makes possible for continued maintenance services, administrative support, recreation services and can be justified on the basis that such services would not otherwise be possible. The reduction in the availability of tax dollars for public services, particularly at local levels of government for parks and recreation services continues to shrink. The result is local jurisdictions must either to reduce the quality and range of community services offered or to seek alternate revenue sources to finance these services, or both. In many government organizations the primary altemate source of revenue to the property tax and sales tax is reasonably based user fees and charges that have a direct service benefit.. I. STATEMENTOF'PHILOSOPHY: The underlying principle of the Mason County Parks & Trails Department fiscal program must be to efficiently offer the most diversified recreational services possible, ensuring that all citizens of Mason County have equal opportunity and choice in participation. Since the demand placed upon the department to provide services is greater than the public's ability or willingness to appropriate public funds to support that demand, it has become an economic necessity to charge certain fees for these services. However, fees and charges for Mason County Parks & Trails Department services provide only one source of financing for the public agency. Fees must be thoroughly evaluated prior to inception to integrate them into the fiscal matrix supporting public parks and recreation services, a matrix which includes general fund appropriations, capital improvements funds, grants-in-aid, and special gifts and donations. The Board of County Commissioners, as the policy body of Mason County, must determine the amount of general fund support versus user fees. The goal of this fees and charges policy analysis is to establish a written operatins philosophy and a consistent policy statement that will be formall)' adopted bl¿ the Park & Recreation Advisory Board and the Mason County Board of County Commissioners. A. GeneralPhilosophies Mason County Parks and Trails I)epartment Mission Statement: 66Provide a diverse system of safe, attractive, and professionally maintained parkso trails, and recreation opportunities designed to enhance the quality of life for all who reside in and visit Mason County." IT IS THE GOAL OF'MASON COUNTY TO PROVIDE OUR CITIZENS: A Quality of Life Commitment by: o Providing for each individual within Mason County; recreation, parks, trails, and open spaces; o Providing safe and clean recreation and park facilities for use by the public; and . Providing accessibility for all and encouragement for everyone's active participation. Quatity Parks & Recreation Services by: o Providing adequately trained, qualified and certified staff for park maintenance and operations; o Providing trained and qualified staff for office operations and administration, ando Providing trained and qualified staff to deliver excellence in customer service. Opportunities for Community Involvement by:o Involving the public in the planning, design, operation and evaluation of park programs, activities and facilities; and o Providing the opportunity for all residents to visit parks and trails and to utilize the facilities of the department. Excellence in Fiscal and Operational Services by:o Developing an objective cost analysis to use as a planning and operating tool to improve the management and cost recovery for department services;o Providing Countyresidents with fees and charges that reflect the tax support provided to the department by the County elected; o Establishing user fees and charges that are equitable for all users;o Establishing user fees that encourage payment by users for services provided to individuals or user groups for their specific use; o Establishing a scholarship program to provide assistance to those who can not afford the fees and charges; ando Continuing to provide fundamental basic services free of charge, except through taxes paid, to the public. B. Specific Philosophies IT IS THE POLICY OF MASON COUNTY THAT: 1. Basic Park & Recreation Services Should Be Free Fundamental services are those that tend to preserve and promote physical and mental well being, provide patron safety, and provide park and recreation services and facilities to groups with limited ability to provide for themselves, such as the young, the older citizen, the disabled and the economically disadvantaged. Therefore. public funds should be used for acquisition of lands. improvement of existine property and facilities. ma{ragement. maintenance and basic services. Other park and recreation services and facilities should be free unless fees are determined appropriate because of one or more of the following: a. Cost per hour of the service or operating the facility. This may be so where: - the service uses consumable materials; - the service requires a facility with high capital, operating or maintenance costs; - the service requires special preparation or clean-up (baseball fields);- the service requires an extra cost above the average normal anticipated cost, b. A fee will expand activities for all people, at the least possible cost to the majority of citizens; therefore, charging a fee assists in providing activities of a special nature. c. Use of the service or facility is limited to a relatively few individuals or special interest groups of a private ôharacter; therefore, those who directly benefit to the exclusion of others should pay extra for the privileges enjoyed. d. Public property is used for private economic gain; therefore, the fees and charges for use of public recreation and park facilities by private and closed membership groups should be implemented. e. The public demands more activities and more services beyond the level of commitment from appropriated taxes dedicated to pay for them. 2. Special Considerations given: Mason County Parks and Trails Department fees and charges policy must be flexible-to allow for discounts for people who do not have the ability to pay and I or organizations that agree to a formal partnership with the City. a. Ability to Pay Criteria: Some individuals may not be able to afford the fees and charges for facilities managed by the department. In such cases the department may provide discounted rates. b. SpeciallnterestÆartnership Groups: Special consideration should not be granted to special interest groups or individuals in the form of discounted fees or charges. Exceptions may be granted to groups who are sponsored by the Department and/or the County who provide in-kind volunteer services or revenue donations with a direct benefit to the operations and maintenance of the Department. Partnership agreements may also provide opportunities for exception consideration. In all cases this must be addressed within the formal partnership agreement. c. Proprietary or Commercial Groups: Proprietary or commercial groups using Mason County parks or facilities for financial gain or profit should be charged an additional fee for the privilege of conducting their business on Mason County Parks & Trails Department property. Such additiohal fees are warranted in that the Department's fee and charges program is designed to recover costs for facilities on a non-profit basis. Therefore, the use of these facilities by for profit pu{poses is inconsistent with Mason County Parks & Trails Departments basic philosophy and revenue goals. Where public developed and maintained resources are used by a for-profît group to make a profit, the public should share in that profit to recover a portion of the management and development costs. d. Non residents: Definition: An índívìduøl and immedíatefamíly not residing in ønd/or owníng property/busíness withín the boundøríes of Møson County. Many individuals who live outside Mason County participate in and enjoy the use of Mason County Parks & Trails Department facilities and recreation services but make no property tax contribution to help support the operation. Therefore, it may be reasonable to incorporate into the fee-and-charges policy, non-resident fees for admission, reservations/rentals, and participation fees. Note: any park acquired or developed with grant money from the Recreation and Conservation Office (RCO) can not have a higher non- resident fee charged and a low resident fee charged. il. DEF'INITIONS OF'FEES AND CHARGES A. Basic Serviges Basic Services are the maintenance of clean, safe, attractive parks and buildings for the general public as well as services to those persons who are unable to take advantage of the regular services because of either financial restrictions or a disability. Generally, basic services are offered to the public free. All costs for providing these basic services are paid from the appropriated budget. Unscheduled use at a park play area would be an example. B. Special Services Special Services are those above Basic Services, for which the department normally incurs additional costs or which are provided for the benefit of a particular individual or group rather than the general public. Program administrative costs (salaries plus fringe benefits) as well as the cost of the services and supplies associated with the provision of these specialized recreation programs shall be offset by the assessment of an appropriate fee. Rental of baseball fields or picnic shelter would be an example. III. TYPES OF F'EES AND CHARGES Mason County Parks & Trails Department has identified six (6) basic fees and charges. They are: A. Entrance Fee A fee charged for usage of a park, or developed site, usually large, open area with controlled access/egress, such as the sports complexes. B. Admission Fee A fee charged for entry into a building or structure. Some type of progratr', event, demonstration, or exhibit to attactvisitors is usually offered. A special event at a facility would be an example. C. Rental or Reser)¡ation Fee Payment for the exclusive use of a facility. The word exclusive is emphasized because the individual pays for the privilege of using the facility without interference. For example, if the Shelter at Walker Park is reserved for a family reunion, the group has exclusive use during the rental period. Equipment, such as additional picnic tables, barbecues or staff time for set-up, take down or clean-up, could also be covered by the fee. D. User Fee A charge to an individual or organization for use of a park or facility. The field use fees at MCRA and Sandhill Park are examples, or the fee to launch a boat at one of the County boat launches. License or Permit Fee A fee to account for the privilege to perform a particular action. The payment for a permit or license to use the parks for profit or for a commercial enterprise to operate within a park or facility. Special Services Fee A charge for receiving extraordinary services beyond customary levels or for having the use of special equipment or facilities where the benefits are specific to the individual or group which requests the service. Installation of a pitching mound is an example. IV. FEE ESTABLISHMENT In cases where fees are to be charged, the fee rate should be instituted to off set operational costs if possible and to lower the financial subsidy that is provided to the Parks and Trails Department through the budget process. For example, fees charged for baseball games should be based to the greatest degree possible on the costs to. prepare a field, including labor charges and supplies. Capital cost for equipment would generally not be included in the fee calculation. V. COMMERCIAL USE OF'F'ACILITIES Safeguards are necessary to ensure proper use of public facilities when requests are received by the Department to conduct commercial or promotional activities on park or E. F. County property or to utilize the names of public structures or facilities in advertising a product. A. Requisites for Approval: Commercial and promotional activities in parks and recreation facilities should be authorized only if they provide a positive public service and meet a legitimate public need and do not take precedence over public recreation use. Commercial or promotional activities on park property shall be permitted only when they are clearly not in conflict with ongoing Department sponsored programs, or if the program can be conducted without any restriction on public use for an uffeasonable period of time. commercial or promotional use of public facilities including use of public names of structures should not be authorized if such use constitutes an expressed or implied endorsement of commercial products, services, or activities. - Fee's charged for commercial use of parks should be higher than fees charged to the general public for recreational use in cases where a fee is charged to the public to use parks. Authorization to Approve Requests: A request to conduct commercial or promotional activities on park areas, to post forms of advertising on park premises, or to utilize the names of structures or facilities in advertising a product should be directed to the Parks & Trails Director. - Approval shall be granted by the Director or their designated representative for permission to post signs, banners, posters or any other forms of advertising on park facilities. All materials of this type must be consistent with the overall aesthetic appearance of the park. Advertising materials for specific activities must be taken down upon completion ofthe event. Such items donated for permanent use at a park facility must meet all of the aforementioned requirements for approval. - Requests to utilize the names of public structures or facilities in advertising a product should be forwarded to the Director for approval. - Commercial activities will be approved through a license or permit process. Charges for Commercial Activities: All costs incurred by the Department resulting from commercial use of a park or B. C. County facility should be recoverable as a part of the special service fee. - Groups or organizations conducting commercial activities at park facilities must pay ahigher rate than the prevailing rental rates for use of the facility by the general public. - Sponsors of profit-making, commercial activities conducted on park or County property must provide the department with evidence of comprehensive general liability insurance sufficient to protect the County against risk, with a limit of at least $1.0 million for each occurrence, which names the County as an additional insured, or Certificates of Insurance acceptable to the Director. - In addition to the rental fee and insurance, the sponsors of profit-making, commercial activities conducted on park or County property should pay the County a percent of the gross receipts to be established by the Park & Recreation Advisory Board. (Example: Flea Market in County parking lot.) - Any ongoing commercial or profit making operation using County facilities will be require a special license or permit, with the duration and fee's established through the license or permit application process. - V/ithin thirty (30) days after acommercial or promotional activity, an itemized list of all gross income associated with such an event is to be transmitted to the Director, together with payment of the established percentage fee. D. Charges for Charitable (.non-sponsored) Activities: - Charitable, non-profit, community-serving organizations which conduct an event on park property for the pulpose of raising funds, not sponsored by the Department, must pay only the facility rental fees or the established percent of their gross receipts, whichever is greater. Organization must provide IRS status to veri$ standing. - Charitable, non-prof,rt, community-serving orgarizations should alsó provide the Department with evidence of comprehensive general liability insurance sufficient to protect the County against risk, with a limit of at least $ 1 .0 million for each occuffence, which names the County as an additional insured, or Certificate of Insurance acceptable to the Director. - Fees collected by the Department from these fund-raising activities on park facilities will be deposited in the Parks and Trails Department Revenue budget. E. Charges for Charitable (sponsored) Activities:. Charitable, non-profit, community-serving organizations which conduct an event on park property for the purpose of raising funds for the Parks and Trails Department activities or projects, should not be required to pay facility rental fees or percentages of gross receipts, nor should they be required to carry insurance. All revenues collected from these fund-raising activities on park facilities should be turned over to the Department, and deposited into a designated project account and credited as a gift or donation. VI. CALCULATING F'EES AND CHARGES Fee's and charges shall be established by the Board of County Commissioners. Once fees are approved, fees and charges will be adjusted annually beginning in2071 by using the Seattle Consumer Price (CPI) Index. See exhibit A, CPI Forecast. VII. USE OF'PARKS AND TRAILS DEPARTMENT FEES AND CHARGES Parks and Trails Department fee's and charges will be used to supplement the Parks and Trails Department annual budget from the County Current Expense Fund budget. Intent of utilizing various fees and charges is to use these funds in the operations and maintenance of Parks and Trails facilities. Specifically to use fees collected in specialized operations. An example would be to use ballfield use fee's for the operation and maintenance of MCRA and Sandhill Parks. VIII. EVALUATION OF POLICY AND F'EES AND CHARGE SCHEDULE Mason County Parks & Recreation Department shall review annually the Fees and Charges Policy and the Fees and Charges Schedule and make appropriate adjustments as recommended by the Parks & Recreation Advisory Board and approved by the County Commissioners. IX. AUTHORITY F'OR SETTING FEES AND CHARGES A. The County Commissioners are responsible for setting the Fees and Charges Schedule. Mason County Parks and Trails staff and the Parks and Recreation Advisory Board will provide recommendations for establishing fees and charges. Exhibit A CPI Forecast Forecast of Seattle CPI-U, All items (1982- 84=100) Jpdated 8-22-08 lndex:Annual 1982- 84=1 00 growth rate 2000 (actual) 179.2 3.7o/o 2001 (actual) 185.7 3.60/o 2002 (actual) 189.3 1.9o/o 2003 (actual) 192.3 1.60/o 2004 (actual) 194.7 1.2% 2005 (actual) 200.2 2.8o/o 2006 (actual) 207.6 3.7o/o 2007 (actual) 215.7 3.9o/o 2008 224.4 3.9% 2009 229.8 2.60/o 201 0 235.4 2.4% 2011 240.8 2.3o/o 2012 246.2 2.3o/c 2013 251.8 2.3o/o 2014 257.4 2.2o/o 2015 263.2 2.20/o NOTE: CPI-U covers all urban consumers. 10