Subject Recreation Fee Policies and Procedures by wiy19586

VIEWS: 27 PAGES: 10

									                                                                                                             12


Office of the City Manager
                                                                      CONSENT CALENDAR
                                                                      March 25, 2008

To:                Honorable Mayor and Members of the City Council
From:              Phil Kamlarz, City Manager
Submitted by: William Rogers, Acting Director, Parks Recreation & Waterfront
Subject:           Recreation Fee Policies and Procedures
RECOMMENDATION
Adopt a Resolution approving Recreation Fee Policies and Procedures and rescinding
Resolution No. 62,951–N.S.

FISCAL IMPACTS OF RECOMMENDATION
The Recreation Fee Schedule is adopted by Resolution through a separate public
hearing and fee process. The adoption of these Recreation Fee Policies and
Procedures is for organizational purposes and does not affect the Fee Schedule.

CURRENT SITUATION AND ITS EFFECTS
Recent changes in the Parks Recreation & Waterfront Department have triggered the need
to update and reorganize the policies and procedures related to Recreation Fees. First, as
of February 2008, the Marina Recreation Programs moved to the Recreation Division,
including the Adventure Playground, Marina Experience, and Shorebird Nature Center.
Second, in mid-2007, the Recreation Division began providing a Skate Park Camp and
Skate Park Group Lessons, and the Department instituted a new fee waiver policy for
Camp Service Providers at Tuolumne and Echo Camps. Exhibit A is an updated
Recreation Fee Policy reflecting these changes.

BACKGROUND
Policies and Procedures for Parks and Recreation Programs and Facilities were last
approved on June 14, 2005 (Resolution No 62,951–N.S.) On February 25, 2008, the
Parks and Recreation Commission M/S/C (Huang/Ferrera) recommended that the Fee
Policies and Procedures endorsed by the Commission should be forwarded for approval
to the Berkeley City Council. Ayes: Becker, Ferrera, Gurdziel, Huang, Porter; Gross;
Paskowitz; Abstain: Gross; Absent: Chavez, Stephens.

CONTACT PERSON
Scott Ferris, Youth & Recreation Services Manager, Parks Recreation & Waterfront,
981-6706

Attachments:
1: Resolution
      Exhibit A: Fee Policies and Procedures
      2180 Milvia Street, Berkeley, CA 94704 ● Tel: (510) 981-7000 ● TDD: (510) 981-6903 ● Fax: (510) 981-7099
                  E-Mail: manager@ci.berkeley.ca.us Website: http://www.ci.berkeley.ca.us/manager
                            RESOLUTION NO. ##,###-N.S.

                  RECREATION FEE POLICIES AND PROCEDURES

WHEREAS, on June 14, 2005, Council last approved Parks and Recreation policies and
procedures (Resolution No. 62,951–N.S.); and

WHEREAS, the following changes in the Parks and Recreation Division have triggered the
need to update the policies and procedures related to Recreation fees: 1) the Marina
Recreation Programs moved to the Recreation Division; 2) the Skate Park Camp and
Skate Park Group Lessons were included under the low-income fee policy; and 3) Camp
Service Providers at Tuolumne and Echo Camps were included under the fee waiver
policy; and

WHEREAS, the Berkeley City Council must approve fee policies.

NOW THEREFORE, BE IT RESOLVED by the Council of the City of Berkeley that the
attached Recreation Fee policies and procedures are established for parks and recreation
programs and facilities as shown in Exhibit A.
                           City of Berkeley           Exhibit A
             RECREATION FEE POLICIES AND PROCEDURES
                      Effective: March 25, 2008



                        TABLE OF CONTENTS


       HEADING                                          PAGE

I.     CLASSIFICATION AND DEFINITION OF GROUPS          1

II.    ELIGIBILITY REQUIREMENTS                         3

III.   TUOLUMNE AND ECHO CAMPS                          4

IV.    LOW INCOME FEE SUPPORT                           6

V.     FEE WAIVERS                                      7

VI.    REFUNDS                                          8

VII.   IMPLEMENTATION OF NEW FEES                       8




                             Page 1 of 8
                              City of Berkeley
                RECREATION FEE POLICIES AND PROCEDURES
                         Effective: March 25, 2008



I.         CLASSIFICATION AND DEFINITION OF USER GROUPS

     The following classifications and definitions are established for the purpose of
     determining recreation facility priority use and rental charges (exception: Athletic
     Fields).

     User Groups may be required to provide insurance, (as a condition of facility use)
     as determined by the City of Berkeley Risk Manager.

      A.    City of Berkeley: Any department of the City of Berkeley using the facility
            for recreational or educational purposes.

      B.    Public Agencies: Agencies, such as City Commissions and Boards, the
            School District, State of California, County, or University of California, that
            provide a service to the City of Berkeley. (For example, the university
            providing tutoring to City recreation program participants.)

      C.    Resident Groups serving Berkeley Residents with disabilities: A disability
            may be physical, mental, emotional or developmental.

      D.    Resident Non-Profit Youth Groups: Any organized resident youth group
            (e.g. YMCA, YWCA, religious institutions) that meets the following criteria:

               1. A majority of the members are 17 years of age or under;
               2. There are adult leaders, advisors and/or chaperones who are
                  present during events at COB facilities;
               3. The group has documentation of non-profit status and adheres to
                  all applicable rules and laws for non-profits including established
                  meeting schedule, board of directors, and by-laws;
               4. The group/non-profit organization does not discriminate on the
                  basis of race, color, religion, ancestry, national origin, age (over 40),
                  sex, sexual orientation, marital status, political affiliation, veterans’
                  status, disabilities (physical and mental), and medical condition
                  (including cancer and HIV status);
               5. The group’s activities are recreational, educational, or social in
                  nature;
               6. At least 50% of the membership are residents of the City of
                  Berkeley.

            E. Resident Senior Citizen Groups: Any organized adult group meeting
               the requirements listed under Resident Non-Profit Adult Groups (“F”

                                      Page 2 of 8
                          City of Berkeley
            RECREATION FEE POLICIES AND PROCEDURES
                     Effective: March 25, 2008



            below); and at least 75% of the membership is comprised of persons
            55 years of age or older.

        F. Resident Non-Profit Adult Groups: Any organized adult group (e.g.
           PTA, civic improvement, service club) having the following
           qualifications:

            1. The group has documentation of non-profit status and adheres to
               all applicable rules and laws for non-profits including established
               meeting schedule, board of directors, and by-laws;
            2. The group/non-profit organization does not discriminate on the
               basis of race, color, religion, ancestry, national origin, age (over 40),
               sex, sexual orientation, marital status, political affiliation, veterans’
               status, disabilities (physical and mental), and medical condition
               (including cancer and HIV status);
            3. The group’s activities are recreational, educational, or social in
               nature;
            4. At least 50% of the membership are residents of the City of
               Berkeley.

       G.    Residents: Berkeley residents (who can prove residency as noted
             below) whose event/rental is not open to the public. (For example,
             wedding receptions, parties.) Liability and/or other insurance may be
             required as determined by the City’s Risk Manager.

       H.    Non-Resident: Persons residing outside of Berkeley. Liability and or
             other insurance may be required (as a condition of facility use) and
             will be determined by the City’s Risk Manager.

II.   ELIGIBILITY REQUIREMENTS

             A. Residency: Proof of residency is required to receive the resident
                rate. A recent utility bill (within the past two months) is required
                for verification. Youth attending Berkeley Public Schools are
                eligible for the resident rate with current school photo
                identification card, and/or letter from school.

       B.      Age: New program participants may be required to provide proof of
               age at the time of registration to receive a youth discount. A copy of
               birth or baptismal certificate is acceptable proof.



                                  Page 3 of 8
                                City of Berkeley
                  RECREATION FEE POLICIES AND PROCEDURES
                           Effective: March 25, 2008



III.   TUOLUMNE AND ECHO CAMPS

        A.   Fee Classifications

             1.   Adult (ages 15+)
             2.   Youth (ages 7-14)
             3.   Child (ages 3-6)
             4.   Infants (under 3) stay free of charge.

        B.   Calculating Rates

             1.   Tuolumne and Echo Camps
                  Rates for one full day include breakfast, lunch, dinner, and overnight.
                  Stay is calculated from the first meal after arrival to the last meal
                  before departure.
             2.   Special Discounted Programs for Echo and Tuolumne Camp
                  The Department Director or designee may establish a discount
                  during low-attendance periods or during times when no formal camp
                  is in session as a method to increase camp use. A discount of up to
                  40% may be given provided there is a clear benefit to the City of
                  Berkeley and/or the City’s camp fund.
             3.   Off Season Use
                  Off-season rates are applied when there is no program occurring at
                  the Camp. (Off-season individuals or groups may use the
                  campgrounds, tents, cots with mattresses, and facilities, including
                  food service.)

         C. Reservations

             1.   A reservation will be cancelled if the balance is not paid at least 30
                  days before arrival date.
             2.   Increasing the length of stay or number of persons in the cabin at
                  least 30 days before the scheduled arrival date is allowable if space
                  is available, provided the applicable service charge is paid as defined
                  in the prevailing fee schedule.

         D. Camps Service Charges

              1. Changing Reservation: Any change in reservation at least 30 days
                 prior to camp arrival/start date will result in a service charge
                 according to the prevailing fee schedule.

                                      Page 4 of 8
                              City of Berkeley
                RECREATION FEE POLICIES AND PROCEDURES
                         Effective: March 25, 2008



              2. Emergency or Illness at Camp: In the event of an emergency or
                 illness occurring at camp, any unused portion of the reservation fee
                 may be waived by the Department Director or designee, less a
                 service charge, as indicated by the prevailing fee schedule. Doctor’s
                 note and original receipt is required.

      E.    Group Rentals -- Camps

            1. Exclusive use of Echo Camp requires a minimum of 80 people.
               Groups of less than 80 people may rent the camp, but use will not be
               exclusive.
            2. Exclusive use of Tuolumne Camp requires a minimum of 150 people.
               Groups with less than 150 people may rent the camp, but use will not
               be exclusive.
            3. Certificate of Insurance showing evidence of liability insurance in limits
               of not less than $1,000,000, and naming the City of Berkeley as an
               additional insured, is required.
            4. Groups Rentals are required to pay a 10% non-refundable deposit due
               upon submission of the rental agreement to the City. An additional 20%
               non-refundable deposit is due 10 weeks before arrival date. Balance is
               due one week prior to arrival at camp.
            5. Group Rentals do not include access to the kitchen for meal
               preparation.
            6. Groups must provide one dedicated medical staff at the user group’s
               expense.
            7. Groups must provide lifeguards, at the user group’s expense. The
               number of lifeguards is based on the number of participants as
               determined by Camp Manager.
            8. A cleaning deposit, as indicated in current fee schedule, is required.
               Deposit will be returned if the camp has been left in the same condition
               as before the rental, as determined by Camp Manager.

IV.        LOW INCOME FEE SUPPORT

           Low-income fee support is available to youth who are Berkeley residents
           and who meet Federal Low Income Guidelines. Individuals or groups who
           are eligible for low-income fee support must provide proof of Berkeley
           residence and proof that they or their family’s income meets Federal Low
           Income Guidelines. The Department Director, or his/her designee, can
           approve low- income support for the following programs:



                                     Page 5 of 8
                                City of Berkeley
                  RECREATION FEE POLICIES AND PROCEDURES
                           Effective: March 25, 2008



             A. Citywide Fun Camps, Swim and Youth Tennis Lessons, Skate Park ½
                Day Camp and Skate Park Group Lessons: A 50% discount from the
                standard/core fee for the first child registered; 75% discount from the
                standard/core fee for additional children from the same family.
                Participant is allowed only one discount annually.

              B. All Camp Programs (Day Camp, Tuolumne and Echo Camps):
                 Fees will be reduced by 50% for a limited number of participants, as
                 determined by the Director of Parks, Recreation and Waterfront, or
                 his/her designee. Participant or family is allowed only one discount
                 annually.

     The Marina Programs do not require Berkeley residency, however, individuals or
     groups requesting low income fee support for these programs are required to show
     proof that the individual’s income meets Federal Low Income Guidelines:

              A. Marine Biology and Boating Classes: A 50% discount from the
                 standard/core fee. Eligible program participants will receive one
                 discount per class per year.

              B. Docent Training Programs: A 50% discount from the standard/core fee.
                 Eligible program participants will receive one discount per class per
                 year.

              C. Classroom Field Trips to the Nature Center or Adventure Playground: A
                 50% discount from the standard/core fee will be allowed for qualifying
                 classrooms. To qualify, teachers must first send a letter with proof that
                 a minimum of 50% of the class (s) qualify for the school’s free lunch
                 program. Letter must be directed to:

                     Youth & Recreation Services Manager
                     1947 Center Street, 1st Floor,
                     Berkeley, CA. 94704.

V.      FEE WAIVERS

        A.    Youth: In a limited number of cases, fees may be waived altogether for
              youth who would otherwise not be able to participate in the program due to
              extreme financial, familial or other hardship. The Director of Parks,
              Recreation and Waterfront, or his/her designee will evaluate requests for
              waivers. Scholarship recipients are required to demonstrate proof of

                                       Page 6 of 8
                             City of Berkeley
               RECREATION FEE POLICIES AND PROCEDURES
                        Effective: March 25, 2008



           Berkeley residency and that personal or familial income meets Federal
           Low Income Guidelines.

      B.   Camp Service Providers: Nurses and Independent Contractors are paid
           for their services and may receive a waiver of all camp fees while they are
           providing this service. One additional adult or two children under the age
           of fifteen, accompanying the camp service provider, may receive a waiver
           of all camp fees. Up to three additional family members, accompanying
           the camp service provider, may receive an 80% waiver.

      C.   Artists-in-Residence: Artists in Residence are not paid for their services
           and may receive a waiver of all camp fees while they are providing this
           service. One additional adult or two children under the age of fifteen,
           accompanying the artist-in residence, may also receive a waiver. Up to
           three additional family members may receive an 80% waiver.

      D.   Camp Volunteers: Volunteers may receive a fee waiver of all camp fees if
           the following applies: 1) Must be a previous City of Berkeley or Tuolumne
           or Echo Camp employee; 2) must be over 18; 3) Volunteers must stay in
           employee cabins; and 4) No guests of Volunteers are allowed.

VI.   REFUNDS

      A.   Recreation and Marina Programs: All requests for refunds must be
           directed to the Recreation and Youth Services Manager, 1947 Center
           Street, Berkeley, CA. 94704. The original receipt must be submitted with
           a written request for a refund. The request must state the reason for the
           refund, and the date, time and location of the program. The Recreation
           and Youth Services Manager will render a decision to either: 1) refund the
           fee; 2) pro rate the fee; or 3) deny the request.

           No refunds or credit will be granted without 7 days notice prior to start of
           class (exception: illness). The City will deduct 25% of the amount paid
           from the Refund to cover administrative expenses, and will add a
           minimum $5.00 service charge. A refund will be granted for an individual
           or family if a doctor’s certificate is provided along with the written request
           for the refund.

      B.   Camp Programs: A full refund will be provided, less an administration fee
           (per current fee schedule), if the entire reservation is cancelled at least 30
           calendar days prior to date of reservation. No refunds will be given if
           cancellation is made less than 30 days before camp reservation date.
                                     Page 7 of 8
                             City of Berkeley
               RECREATION FEE POLICIES AND PROCEDURES
                        Effective: March 25, 2008




VII.   IMPLEMENTATION OF NEW FEES

       The Director of Parks, Recreation and Waterfront, or his/her designee, reserves
       the right to establish fees for new Recreation programs up to $250 based on
       comparison with other municipalities.




                                    Page 8 of 8

								
To top