HomeMy WebLinkAboutPark and Recreation Advisory Commission Packet 10-14-1982Plyuth Park and Recreation Advisory Commission
Regular Meeting of October 14, 198
7:30 p.m.
AGENDA
1. Call to Order
2. Approval of Minutes
3. Visitor Presentations
a. Athletic Associations
b. Mary Patterson and Rick Busch
c. Others.
4. Report on Past Council Action
a.. Approval of 1983 Budget
5. Unfinished Business
a. Negotiations with St. Mary's Church Update
b. 1983 LPACON/LCMR Grant Application Update
c. Review Joint Meeting with Planning Conridssi'on
d. Project. Reports
6. New Business
a. New Plats Plymouths Creek Estates
b. Select Date for Joint Meeting with. Athletic Association to Review
Task Force Report
c. 1982-83 Hinter Ice Rink Locations
d. General Discussion on Future Role of FRAC
7. Commission Presentation
8. Staff Communication
9. Adjournment
Minutes of the Plymouth: Park and Recreation Advisory Commission. Regular Meeting
September 2, 1982, 7.30 p.m.
Page 23
Present: Chairman Rice, Commissioners Chesebrough, Threinen, and Dvorak,
Planning Commissioner Magnus; staff members Blank, Nelgeson and
Patterson
Absent. Commissioners Berg, Edwards and Mullan; staff member Busch
1. CALL TO ORDER
Chairman Rice called the meeting to order at 7;35 p.m. in the Plymouth
City Center Council Chambers
2. APPROVAL OF MINUTES
Commissioners Threinen and Chesebrough pointed out misspellings in items
3, 5=b and d, and 6-b. Commissioner Dvorak moved and Commissioner Chese-
brough seconded a motion to approve the August minutes noting the cor,ections..
The motion carried with all ayes.:
3. VISITOR PRESENTATIONS
a. Athletic Association Representatives. None were present at this meeting.
b. Mary Patterson and Rick Busch. Mary explained to the Commission the
new reporting format that staff is now using to record class registra-
tion. She also discussed class comparisons between the summers of
1981 and 1982.
In Rick's absence, Director Blank presented some figures on field use
and indicated that our fall soccer program had increased its enrollment
from last year by 200 participants for a total of approximately 500
children. Chairman Rice suggested that staff should explore the idea
of having a news reporter do a feature on how the recreation programs
have grown with the opening of the new playfield:s. Perhaps this
sort of article could be done in conjunction with the opening of
Zachary Playfield.. Director Blank will discuss this possibility with
the City Manager.
Commissioner Dvorak voiced some concern over the City offering a soccer
urogram and by doing so, are we crossing over into an area that should
be offered exclusively by the athletic associations? Staff explained
that we started the program at the request of several District 284
residents. Commissioner Dvorak also requested that staff make a
greater effort to include athletic association representatives in
our monthly meetings. Staff responded that these groups were informed
some time ago that they had a place on the agenda, but date, only
one or two groups have actually taken advantage of this. PRAC then
concurred that staff should start making preparations to hold a large
meeting where all athletic associations could be represented, and to use
this meeting to discuss the recommendations/philosophies made by the
Mayor's Task Force on Park and Recreation Program Financing. November
wouldbe the best month to hold this meeting. Following this large
meeting, staff should then begin to invite one association per month
to attend PRAC meetings and ask them to make a presentation or just have
an open forum for sharing ideas, thoughts:, concerns, etc. These meetings
should be implemented beginning in January, 1983.
4. REPORT ON PAST COUNCIL ACTION
No report was given.
PRAC Minutes of September 2, 1982
Page 24
5. UNFINISHED BUSINESS
a. Negotiations with St. Mary's Church -Update. No additional progress has
beenen made at this time. Discussion of purclasing five acres for park
purposes will be done at the September 13 City _Council meeting.
b. 1983 LAWCON/LCMR Grant Application -Update. Appraisal of the proposed
sites should be done within a few weeks. All three landowners have been
contacted; two of the sites are currently for sale, and the owner of the
third parcel is willing to discuss his property. The grant application
should be approved in December.
c. 1983 ProposedBudgets and CIP. PRAC received copies of the 1983 budget
as recommended by the City Manager. It was noted that his actual recom-
mendations agreed with what staff had requested in all but one or two
areas. PRAC concurred that it appeared to be a fair budget. Director
Blank pointed out that no new tax supported programs were proposed
for 1983, and for those existing now, no increases were proposed. Only
minimal increases were proposed for fee -supported programs in 1983.
Chairman Rice asked that the minutes reflect that PRAC reviewed the
1983 budget and CIP and had no major concerns or questions Director
Blank stated that there was no cash available at this time to purchase
playground equipment for the East Beach to replace some items that
had been damaged and/'or vandalized. He recommended that PRAC amend
the proposed 1983-87 CIP to include the purchase of play equipment
for the East Beach.
COMMISSIONER THREINEN MOVED AND COMMISSIONER DVORAK SECONDED A,MOTION
TO AMEND THE 1983 CTP BY ADDING $10,000 TO THE CITY PARKS, PLAYFIELDS
AND TRAILS ACCOUNT FOR THE PURCHASE OF PLAYGROUND EQUIPMENT FOR THE
EAST BEACH. The motion carried with all ayes.
d. Funding Task Force Report. Chairman Rice began the discussion on the.
1` s'k Force f:_ or— try apo ogizing for the commissioners" attendance at
this meeting, but also noting that since four members were present,
this was enough to make a motion to the City Council on the report.
Each commissioner was asked if he or she had any statements to make
for inclusion in a report to be prepared for the City Council.
Commissioner Chesebrough had a number of concerns regarding the report
including a firm belief that a review of the detailed operating costs
should be conducted over a period of one years and that, perhaps these
costs should be broken down so that users know precisely what their
fees are paying for. He also believes that a very difficult question
to answer will be ',w much to charge for a particular program. He was
concerned too, wi,.h a statement in the report that implied that quality
recreation programs were as important to the community as other services
offered, i.e., fire and police protection, sanitation, etc. Commissioner
Threinen suggested that a subcommittee of PRAC members might be formed to
begin studying user fees and the timing for their implementation. The
subcommittee should be formed as soon as possible so that any proposed
and/or adopted fees might be implemented in 1984. She also requested that
the report to the Council should include a "thank you" to the people who
formed the task force. Commissioner Dvorak felt that before any formal
action is taken by the Council the: report should be shared with all
athletic associations and any other organizations that might be impacted
by its implementation. Chairman Rice and the other commissioners also agreed
M
PRAC Minutes of September 2, 1982
Page: 25
that this funding report should be made available to all community
groups,
COMMISSIONER CHESEBROUGH MOVED AND COMMISSIONER THREINEN SECONDED
A MOTION TO ENDORSE THE. FUNDING TASK FORCE REPORT AS PRESENTED
INCLUDLNG ALL OF THE COMMENTS AND CONCERNS OUTLINED IN THE MINUTES
OF THE SEPTEMBER 2, 1982 MEETING.. COMMISSIONER DVORAK AMENDED THE
MOTION TO READ THAT FORMAL ACTION BY THE COUNCIL SHOULD BE DEFERRED
UNTIL AFTER MEETINGS WITH ATHLETIC ASSOCIATIONS AND OTHER ORGANIZATIONS
THAT MIGHT BE AFFECTED BY ITS ADOPTION AND IMPLEMENTATION ARE HELD.
The motion carried with all ayes.
Staff will prepare a report for presentation to the Council regarding
all of the comments made at this meeting.
6. NEW BUSINESS
a. New Plats. Director Bunk discussed the Plymouth Creek Estates plat
proposed by Charles Belgarde. It covers approximately 80 acres, 60
of which are in the Comprehensive Park Plan as part of Plymouth
Creek Park. Director Blank feels that this plat is going to stir
up a lot of controversy. This plat will be formally presented to
PRAC at their October meeting.
b. Joint Meeting with Planning Commission. The date for this meeting
has been set at September 23 from 6:30-9:30 p.m., including dinner.
The following has been suggested for inclusion on the agenda:
1) Review of Goals and Objectives from City Comprehensive Plan
2) Discussion of the newly adopted park plan including trails
3) Plymouth Creek Estates plat, Hennings plat and others if
time allows.
Chairman Rice requested that staff conduct a telephone campaign to
encourage PRAC's attendance stressing the importance of this meeting..
Pat Moen should also be invited to this joint meeting.
7. COMMISSION PRESENTATION'
None.
8. STAFF COMMUNICATION
The next meeting will be October 7 at 7:30 P.M.
9. ADJOURNMENT
The meeting adjourned at 9:05 p.m.
CITY OF PLYMOUTH
3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55441
TELEPHONE (612) 559-2800
DATE: October 8, 1982 MEMO
TO; FRAC
FROM: Eric Blank
SUBJECT; 1982-83 Ice Rink Maintenance Recommendations
On the attached map T have shown locations of rinks with a circle and
an "X" through it at sites that I think we should maintain during this
winter. T have also shown sites that have been requested or were
maintained in the past to some degree by a circle filled in. These
are sites that T do not think we should maintain in the 1982-83 season,
I'm recommending that we not maintain the following sites for the
following reasons:
Site #1 - Amber Woods
recommend that we go back to Greenwood. Elementary School site, This
site, because of its location, is very, very difficult.to get equipment
in and out of. In the last two winters, we have damaged our equipment
trying to get in and,out of this site. The size of the site is also
prohibitive and, thereby, its use, is limited.
Site #2
We had requests last year to do limited maintenance on the pond in the
Meadowwood development. I'm recommending against this site because of
Its difficult location to get to and its proximity to the Olive Lane Pond
location.
Site #3 -- 5th Avenue Pcnd
Thi's ,s perhaps our most difficult one to maintain in that we have to
stretch about 350' of hose across the street to get to a hydrant to flood
this particular site. It i's also geographhcally located near Wayzata
Senior High School where there are ice rinks maintained and close to
Gleason Lake where the possibility of shoveling the lake is also
available.
Site #4 - Timber Shores Park
h'm recommnding against tis site because we had a number of calls last
year from citizens who were concerned about a couple of children who fell
through the ice as they were walking out onto the pond. The maintaining
of an ice rink on the grass is detrimental, I feel, because during most
of the year we end up with mud and weeds on that site.
I'm recommending that we look for two new additional sites, one to be
located between Zanzibar Lane and Weston Lane as a general location
serving the residential areas between Dunkirk and. Niagara Lanes and
rMemotorrM%4
Ssubj ; Ice Rink Maintenance
October 8, 1582
Page
north of 26th Avenue. r1m also recommending that we look for and seek e
site northwest of Medicine. Like somewhere in the Heritage Estates area
or immediately south of that new developmnt.
The attached: memo outlines the location and description of the proposed
skating facilities. The two proposed new Sites are not listed. The
last sheet outlines our thoughts with regard to ci"ttzen requ.est for
new sites to be maintained.
nh
Attachments
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CITY OF PLYMOUTH
3400 PLYMOUTH BLVD., PLYMOUTH, MiNN SOTA 55441
TELEPHONE (612) 559.2800
DATE: October 8, 1982. MEMO
TO; PRAC
r
FROM; Eric dank Parks & Rec. Director
SUBJECT; ICE RINK MAINTENANCE POLICY 1982-83
Within the City of Plymouth the Parks Department shall maintain;
1. 11 hockey rinks
2, 15 general rinks
3, 4. ponds,
Listed are types of rinks and locations, KR=hockey rink, G=general skating,
P -pond
PLAYFIELDS HR G P
Fern roo 2— l
Zachary 2 1
Plymouth 2 1
Ridgemount 2 1
LaCompt 1 1
Oakwood 1 1
NEIGHBORHOOD PARKS
Pilgrim ementary 1 1
Kilmer l
Circle i
Lions 1
Imperial Hills 1
Green Oaks 1
Glzanlock 1
W Medicine Lake 1
Qk,eensl and f
SCHCOL SITES
unsetElementary 1
Greenwood Elementary1
OTHERS
Olive Pond 1
Shiloh 1
12th. Ave, 1
TOTAL 11 16 4
DATE:
TO
FROM.,
CITYOF PLYMOUTH
3400 PLYMOUTH BLVD "PLYMOUTH, MINNESOTA 55441
TELEPHONE (612) 559-2800
October 8, 1982 MEMO
PRAC
Eric Blanks Park a Rec, oirector
SUBJECT,z ICE RINK MAINTENANCE POLI"
I
Our, normal work 'routine consists of-.
Broowting and flooding all hockey and general rinks daily Monday thru, Friday,
ranksbroomingofhockeyandgeneralnks and ponds are cleared and
flooded on a lower priority as time and weather permits. We do not enter
onto ponds until after the first of January or until the ice depth is 8-10".
If it snows it takes one full day to, remove snow from all rinks, 'Flooding
does not tante place until the second. day. Ice making gets very difficult
below too below zero.
We have had numerous reguests for flooding and care of 'residential type
skating rinks. As a result of this a list of requirements For those 'rinks
are as, follows:
1. There 'must be no curbs between roadway and skating rink. Water trucks can-
not clear the curb.
Z. Access must be at least 12' in width to allow for plowing plus a thirty
to forty foot wide for turning.
3. Area for rink should not only be flat it must also be level.
4. Berms for water retention must be inplace.
5. 1 would recommend no additional ponds.
A. Generally they are to steep to bring equipment in or out.
8. Shoreline ice is unpredictable due to run off or lack of freezing.,
CIO, We cannot get on rinks until later in the season. As a. result people
have already shoveled, a rink. The berm of snow from shoveling becomes
packed and frozen making our maintenance difficult. Often times rinks
are to small as a result of the shoveling.
All residential requests should be processed by the cities representatives
by November 15th of each calendar yow, Later requests make it, difficult
as a result of cool temperatures., The ground becomes frozen and the ability
to, grade or TaPe berms become difficult.
Priorities for maintenance are as follows:
1. Playfield rinks
2. Neighborhood rinks
3. Ponds
4. Residential rinks
CITY OF PLYMOUTH
3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55441
TELEPHONE (612) 559-2-900
LP,TE; actober 7, 1982 MEMO
TO> James G. Willis, City Manager 41
F ROM: Eric Blank, Director, Park and Recreation Dept. r
SUBJECT: September aartmental Report
Listed below are some of the more time-consuming projects that we were
administratively involved in during the month of September.
1. <.Jministration
a. Preparation of the final LAWCON/LCMR Grant Application. Our
application was t -Tani delivere.tothe Department of Economic
Development on Thursday, September 30, stork involved with, this
grant included the securing of land.appraisals, map preparation,
securing letters of agreement from the Minnesota Historical
Society, Hennepin County Park Reserve District, etc., and the.
writing " an environmental assessment statement for this project.
b. s. jgary' Church. Had one, meeting and numerous discussions by
phone with representatives of St. Mary's regarding land acquisition
of church property for future park purposes.
c.. Neighborhood Park Acquisition. Began the initial research for the
development of a nelg orhood park lying east of Pilgrim Lane, south.
of Plymouth Jr. High and west of County Road 18. The owners of the
property are Mr. and Mrs. Lillyblad. Have held joint meeting with.
City engineer and City planner regarding this matter. Have made
appointment with Lillyblad.s for Saturday, October g, at 11:00 a.m.
to exchange. basic information regarding their future plans for this
property and to make them aware of the City's plans for park in
this general area.
d. PRAC. Participated in the development and the running of a joint
meeting between the Park and Recreation Advisory Commission and the
Planning Commission on Thursday, September 23. Items of discussion
at that meeting were the Goals and Objectives chapter of the Compre-
hensive Plan, a new comprehensive park system plan and the Plymouth
Land Trust,
e. Construction Projects. Bids were secured and commenced for the
installation of fencing of the 90" baseball diamond at Fernbrook
Playfield. Specifications were also prepared, bids taken and awarded
for the installation of new pedestrian bridges at Shiloh and Greentree
West parks.
Memo: to dames G. Willis
October 7, 1982
Page w
f, Bud ets. Participated heavily in the development and submittal of
the M3 -budgets and the 1983-67 UP.
g. Medicine Lake Regiional Park. Participated in a meeting between
PeterPflaum.and the Park ReseTve District staff to review and settle
matters regarding private and public, trails leading to Medicine Lake
Regional Park from within Lundgren Bros property,
2. Recreation Division
a. S:orts.Major activities that we were involved with,during the
moat of ap ptemberincludedtheCity's youth soccer program which had
30 teams with 500 kids participating. We also worked with the New Nope
Plymouth soccer program which had approximately 1,000 kids participating
and 284 football and Pl w Elope -Plymouth football. Other internal programs
which were takfng placo during September were 3 -Man Basketball (24 teams),
4 -Man Football (24 teams), fall softball league (32 teams),and the Plymouth
Fire Relief Association ran a softball tournament consistfng of nine area
fire department teams. Rik was involved with, the registration of teams,
hiring of officials, development of rules' manuals, and the overall
scheduling of all youth and adult teams otl Plymouth fac.tlities.
b. General Recreation.. Mary was responsible for seeing that the
Plymouth on Ar. -d-p, newsletter was delivered to residents y $eptemher
1st, which was our deadline for publicatton. Early in: the month, we
were involved with the registration of participants for all the programs
listed in the brochure, the final details centered around the hiring
of instructors and securing of facilities. Mary and Rick have met with
all of the elementary principals and custodians In District 281 buildings
we use. The ordering of class supplies and other special supplies that
are necessary for instructors have been completed during this month.
Mary has also been in the process of contacting schools for getting
information regarding the timber of handicapped students within each
of the districts. This information will be used for future program
development, Also, Nary has been deeply involved now with the prep
aration of planning for all winter programs. The deadline for sub-
mittal of articles for the next Plymouth on Parade is October 29,
r have attached for your review the last quarteriy enrollment showing
class comparisons for 1981 and 1982.
3. Park Maintenance
The routine maintenance items for the month of September have been
progressing very smoothy, The cutting of all parks and the lining.
of athletic fields continues to be the most time-consuming projects
that we undertook on a day -toy -day basis during September. Due to the
unusually wet season, the grass has been growing rapidly requiring us
E
Memo to James G. Willis
Octoher 7, 198
Page 3
to maintain a high level of mowing. During September we have also
gone into some of the extra -ordinary owintenance items such as
spraying and fertilizing of the entire park system. One of the.
more time-collsuming projects, for Clark during the month of September
was the tree reforestation proram. The preparation of specifications
and the process of awar`di'ng bids,, getting sites staked and planting
underway was completed daring the month. Other work that Has extra
ordinary included special trail worn at.Zachary Playfield and at
the Burl Oaks development tying in a new trail to thekLuce Line.
CITE' OF PLYMOUTH
3400 PLYMOUTH BLVD,, PLYMOUTH, MINNESOTA 55441
TELEPHOWE' (612); 659-2800
LiATtdt Octooer 8, 1s8
MEMO
ro*PRAG
FRONT, Eric 81an.k
SUBJECT 1992-83 Ice Rink Maintenance Recommendations
On the attached map I have shown locations of rinks with a circle and
an 4" through it: at sites that I think we should maintain during this
winter. I have also shown sates that have been requested or were
maintained.in the past to some degree by a circle felled lin. These
are sites that I do not, think we should maintain in the 1982-83 season.
I'm recommending that we not. maintain the following sites for the
following reasons::
Site #1 - Amber Woods
sero tat wego hack to Greenwood Elementary School site. This
site, because of its location, is very, very difficult to get; equipment
in and out of. In the last two winters, we have damaged our equipment
trying to eget in and out of this site. The sfie of the: site is also
prohibitive anl, thereby, fts use is limited.
Site 12
shadrequests last year to do limited mainteraince on the pond in the
Meadowwood development, I'm recommending against this site because of
its difficult location to get to and its proximity to the Olive Lane Pund
location.
Site 03 - 5th Avenue Pond
This s per aps our most Offtcult one to ma ntai in that We t aire $o
stretch about 35.0' of hose across the street, to get to a hydrant to flood,
thus particular slite. It fs also geoaraphicaily, located near Wayzata
Senior iltgh School where there are ice rinks: maintained and close to
Gleason Lake where the possibility of shoveling the lake is also
available.
Site #4Timber Shores ParkImrecommendingagfnstthis site because we hFd a number of calls last
year from citizens who were concerned about a couple of children who fell
through the ice as they were walking out onto the pond. The maintaining
of an ice r1ok on the grass is detrimental, T feel, because during most
of the year we end up with mud and needs on that site,
I'm recommending that we look for two new additional sites, one to be.
located between Zanzibar Lana and Weston Lane ay, a generallocation
serving the residential areas between Dunkirk and Niagara Lanes and
to pRAC
uhj 1,ce. Rink Maintenance
October 8= 198
page,
north of 26th Avenue. I ° m also recommending that we look for and seem a.
site northwest of Medicine lake somewhere in the Heritage estates area
or immediately south of that new devel.opmento
The attached memo outlines the location and, description, of the proposed
skating facilities The two proposed new sites are notlisted., The
last sheet outlines ourthoughts. with regard to cittzen requests for
new sites to be maintained,
Inh
Attachments
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CITE" OF PLYMOUTH
5400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA. 65441
TELEPHONE, (612) 559-2800
E MODATE. October 8,, 1982
TO PRAG
FROM: Eric Blank# Parks & Rei. Director
SUSjEC ICE RINK. MAINTENANCE POLICY 1982=83
Within the City of Plymouth the Parks Department 11)ell ma ntain
1. 11 hockey rinks
2. 16 general rinks
3. 4 ponds
Listed bre types of rinks and locations, HR-hockey rink, G=general skating,
P-pond
PLAYPIELDS HR G P
ern roes 7 -7—
ZacharyZachary 2 l
Plymouth 2 1
Ridgemount Zl
LaCompt 1 1
Oakwood l l
TO
NEIGHBORHOOD PARKS .
Pilgrim ementary l l'
Kilmer 1
Circle 1
Lions 1
Imperial Hills: 1
Green Oaks 1
Gleanlock 1
W. Medicine Lake l
Queensland T
SCHOOL SITES
unset ementary l
Greenwood Elementary
OTHERS
Ul i vePond
Shiloh 1
12th. Ave,
TOTAL 11 16 4
CITY'OF PLYMOUTH
3400 PLYMOUTH BLVD., PLYMOUTH. MINNESOTA 55441
TELEPHONE (612) 559-2
DATE. October 8,, 1982 MEMO
TO:: PRAC
FRQM Eric Blank, Park A Rec. Director
SUBJECT, IC.E. RINK MAINTENANCE POLICY
Our normal work routine consists of::
Brooming and: flooding all hockey and general rinks dally Monday th,ru Friday..
Saturday brooming of hockey and general rinks and ponds are cleared and
flooded on a lower priority as time and weather permits. We do not enter
onto ponds until after the first of January or until the ice depth i:s 8-1011,
If it snows it takes one full day to remove snow from all rinks, flooding
does not take place until the second day. Ice making gets very difficult
below 100 below zero
We have had numerous reguests for flooding and care of residential type
skating rinks. As a result of this a list of requirements for those rinks
are as follows:
1. There must be no curbs: between roadway and skating rink. dater trucks can-
not clear the curb.
2. Access must be at least 12' in width to allow for plowing plus a thirty
to forty foot wide for turning.
3. Area for rink should not only be flat it must also be level..
4,. Beams for water retention must be: in place.
5. I would recommend no additional ponds.
A. Generally they are to steep to bring equipment: in or out..
B. Shoreline. ice is unpredictable due to run off or lack of freezing.
C. We. cannot. get on rinks until later in the season. As a result people
have already shoveled a rink. The berm of snow from shoveling becomes
packed and frozen making our maintenance difficult. Often times rinks
are to small as a result of the shoveling.
All residential requests should be processed by the cities representatives
by November 15th of each calendar year. Later requests make it difficult
as a result- of cool temperatures. The ground becomes frozen and the ability
to grade or make berms become difficult.
Priorities for maintenance are as follows:
1. Playfield rinks
2. Neighborhood rinks
3 Ponds
4. Residential rinks
4
66 -ik, 2 1 - F-A.
vwo-
1000, WI _ d ..
i0
illi &*,me,*.:i::-c
James R. paters
Assistant Professor of Recreation and Leisure Studies
point -staffed with
the Institute of Community and Area Development
The University of•Georgia
Athens, Georgia 30602
S
FEES AND CHARGES FORRECREATION DEPARTMENTS
t Editor: Ruth J. Carpenter
Editorial
Assistant: Nancy. Condon
Cover Designer: Ronnie Montgomery
Typing Services: Gayle N. Keeling
i
This publication was funded under Grant No. 1031RE334082P Georgia
Department of Natural Resources, "Survey of Local Recreation
i Departments in Georgia for the Purpose of Identifying and Analyzing
Fees and Charges, Trends and. Policies.:'
Copyright 0 1982
Institute of Co- munity and Area development
The: University of Georgia
iii.
CONTENTS
Foreword / ix
Preface / xi
To Charge or Not to Charge? / 1,
Purpose / 3
Recreation Philosophies 4
Specific Philosophies as Related to Fees and Charges 5
General Programs j _5
Special Considerations / 6
Facilities j
ii
Pros and Cans Concerning Fees and Charges j 7
I
Pros / 8
Cons j 10
Policy Development / 11.
Operating Procedures j 13
1,
Types of Fees / 14
Entrance Fee. j 14
Admission Fee /' 14
Rental. Fee / 14
f
A
v
R
User Fee / 15
License or Permit Fee / l$
Special Services Fee j 15
Basic Services vs, Special Services 1.6
lethods of Determining Fee Amounts / 19
Arbitrary Pricing / 19
Using Decisions Not Directly Related to Cost Factors / 19
Competitive Pricing / 19
Variable Pricing / 20
using;Decisions Related to Cast Factors / 21
Cost Accounting / 22
Fixed Costs / 22
Direct Costs: j 22
Indirect Costs /` 23
Capital Expenditures / 24
Calculating the Amount of the Fee / 24
Contingency or Service Fee / 2'
Accounting Procedures / 29
Receipts / 29
Deposits. I 30
General Fund Account / 30
Special Account / 31
Enterprise Fund Account / 32
Inventory Account / 33
vi
Associations / 34
Lease Agreewents / 35
Operation of an Activity or. Program 35
Operation of the Entire Facility / 36
t
Specialized Instruction / 38
Methods of Determining the Instructor's Fee / 38
A Set Mount / 38
A Percentage of the Program Revenue / 39
Fee Collection / 40
Facility Use / 41.
Cooperative Facility Use / 42
Memberships j 44
Types of Memberships. / 45
The Package Membership / 45
The. Recreational Membership / 45
The A la Carte Membership / 45
Methods of Payment of Membership Fees / 46
Fens for Residents and Nonresidents / 47
Waiver of Fees / 44
Need / 49
1 Particiration by More Than One Member of a Family / 49
Scholarships / 50
vii.
X
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i
Working Off Fees / 50
Gaining Public Acceptance for Fee Schedules / 52
Su ary / 54
Appendixes
Appendix A - Cost Accounting Form / 57
Appendix B - Policies and Regulations Governing Use of
Property/Facility by Associations and
Permit Application / 58
Appendix C - Lease Contract for a Tennis Complex. / 63
Appendix n Instructor Contract Agreement, Form A / 72
Appendix E Instructor Contract. Agreement, Forst B / 73
Appendix F - Recreation -School Agreement / 74
Appendix G - 1981: Adult Basketball Registration
Information / 77
Bibliography /' 78
viii
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1
FOREWORDWORD
In their efforts to continue to offer a full complement of
recreation, services to the public, recreation departments are
becoming more and more dependent on revenues from fees. and charges.
budgetary restrictions make it imperative for recreation directors
to utilize all available sources of revenue, staff skills, and,
material resources in order to demonstrate sound. fiscal
responsibility and professional management of their departments.
In this book, James R. Waters has presented a complete
description of the developmental methodology and utilization of fee
schedules by a recreation department.The text explains
philosophies, policies, and guidelines for the development of a fee
schedule. It also addresses alternative solutions for accounting,
provisions for providing programs outside of the department budget,
fee waiver considerations, and suggestions of Weys these ideas may
best be presented to gain public acceptance.
Ernest E. Melvin
Director
Institute of Community
and Area Development
V
t
PREFACE
Current economic conditions have caused many city and county
J
governments to decrease the appropriations allotted to recreation
departments under their jurisdiction. Fared with smaller budgets,
these departments must choose whether to reduce staff and restrict
recreation services offered to the public or to search for
additional revenues to supplement their shrinking budgets.
Traditionally, recreation departments have furnished most
programs free or have assessed a token fee to ensure that the
participants felt as appreciation for the program. Expenses
incurred by these programs were not a factor in determining fee
amounts because the popular view held that recreation should be
available to everyone in the community. In 1980, a study of the
budgets of recreation departments in Georgia revealed that 32
percent of these departments did not use fees at all. Departments
using fees reported that approximately 10 percent of their
operating budget was supported by fee revenues. It was evident
that greater utilization of a sound fee system could benefit most
recreation departments.
The Georgia Department of Natural Resources funded angp
i
additional study, also in 1980, which focused specifically on the
i
status of the use of fees and charges in the state. This study was
conducted in two parts. First, a questionnaire wasmailed to all
ffull-time recreation departments. The purpose of this
questionnaire was to ascertain the current use of fees and charges
by these departments, the existence of written policy statements,
and other fee -.related information.
xi.
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The second phase of the study included a visit to selected
departments which had indicated the existent- of a well-developed
program of fees and charges. An interview was conducted with
department personnel, to investigate the various policies and
procedures used in administering a fee- program. The underlying
philosophies and suggestions based on staff experience about the
best way to establish a program were sought, in this interview.
This book, was prepared to assist recreation departments
Wishing to develop or refine a program of fees and charges. It was
written, specifically with small departments in mind, departments
that, may not be fully utilizing the fee revenues available to them.
Larger recreation departments may also find suggestions or ideas
that will assist them in formulating or managing fee schedules and
in achieving appropriate accountability of revenues from fees and
charges.
Special recognition is given for the contributions of several
individuals to the writing of this publication. Charles C. Clegg
and Daniel. Hope III were especially helpful in reviewing the text.
The assistance of Ruth J. Carpenter and Nancy Condon, who performed.
editorial services, was invaluable.
March 1982
xii
James R. Waters
r
TO CHARGE OR NOT TO CHARGE?
Traditionally, recreation departments have attempted to
provide their programs, activities, and facilities to participants
in their community at either a low cost or, no cost at all. In the
past, operating budgets were usually allocated from appropriations
based primarily on the city or county tax structure. If fees were
charged, this money was deposited into the local government's
general fund and redistributed through its appropriation process.
This fee money was generally only a very small percentage of the
total recreation budget. Capital construction and/or land
acquisition funds came from either special appropriations or
federal and state gzants..
With the current public pressures to reduce costs, city and
county administrators face austere times, and recreation
departments will suffer along with other public agencies. In this
climate of retrenchment, appropriations for.,operating budgets will,
at the best, either level off or increase only slightly, with any
gain being lost by a corresponding drop in real purchasing power
due to inflation. At the worst, present budgets will be
substantially reduced from their current levels.
At the same time this impact on operating budgets occurs, the
public demand for additional or better recreation services
continues. Recreation department administrators are faced with
either restricting the services offered by the department or in
some way getting the city•or county to increase the operating funds
available for program and facility operations.
1
g*haps the, most neglected method of supplementing appro-
priations for operating budgets is through the collection of fees
and charges for activities and facilities offeredby the
department. The tradition, of providing recreation services free or
at a minimal cost, coupled with the fear of public rejection of a
system of fees and charges, has led to only limited use of fees' and
charges by departments. Another factor militating against the use
of fees is the general lack of knowledge of fee policies. In
addition, departments do not have adequate information about. how
fees can be determined nor about how to foster public understanding
and acceptance of these fees.
One of the major problems confronting most recreation
departments in relation to fees and charges is the paucity of
written materials or guidelines which provide information for
establishing the basis for decision making and, at the same time,
to allow continuity in operation. Administrators and board members
may have only vague ideas about operating philosophies and policies
related to fees and charges. Often these ideas and policies are
not written down and formally adopted by the governing body of the
department. This absence of guidelines can lead to vacillation
from year to. year when making administrative decisions. Mose
important, When questioned regarding a policy, administrators are
prone to respond, "Well, we have always done it that way," instead
of making a logical and consistent policy statement.
2
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PURPOSE
The purpose of this manual is to provide the inforration
needed, by a :ec;:eation department to better understand the options
involved in setting fees and charges,. Topics include fee
philosophies and policies; types of fees; methods of computing
fees; and such related subjects as methods of accounting, feet for
instruction, memberships, association egreement,s, and public
relations,.
Each recreation department is confronted with a discrete set
of problems and circumstances peculiar to its locality; therefore,
this book does not make recommendations about which policies or
pract c-.-., a, department should adopt. By reviewing the various
policies and practices which are available for use, each department
will have, the opportunity to review and consider all alternatives
and ca:n then select those solutions which best fit its
circumstances
i
RECREATIONPHILOSOPHIES
The first step in developing policies concerning the use of
fees and charges is to determine the department's recreation
philo ophies. These are the ideas and ideals that the department
director and. the recreation board and the cite council or county
comwitsion have concerning their commitment to providing recreation
services for the public that they serve.
It is important to fully d+velop these philosophies' and then
to put them in a formally adopted document. Having these
philosophies in written form assures that they are available for
review and use in support of later policy development. Written
philosophies also aid in -maintaining a consistency of operatiora
through changes in personnel in both the department and the
recreation board or coemission,
The broad, genera] philosophies Which, most departments adhere
to include:•
improving the quality of life for each individual Within
the city or county through recreation;
providing and. maintaining, recreation facilities for use:
by the general public;
providing trained and qualified personnel: for supervision
and instruction of participants in recreation
programs and activities;
involving the public in the planning and evaluation of
recreation programs, activities, and facilities;
4
providing the opportunity for all residents of the city
or county to participate in recreation programs and
activities; and to utilize the facilities of the
department.
The individual department may define and include otft,er
philosophies; the aportant considerations are that the department
specify all its philosophies and put them in writing.
SPECIFIC PHILOSOPHIES AS; RELATED TO FEES AND CHARGES
In. addition, a specific philosophy should be developed
regarding fees for program participation and, charges for use of the
facilities. Fee philosophies of departments vary widely; some hold
that all facilities and, programs should be free while others claim
that not only should the program or facility pay, all direct and
indirect costs through participation, fees but also that capital
costs of construction should, eventuaily be covered by these fees,
In developing a department philosophy concerning the use of
fees and charges, a number of issues should be reviewed and
included in the final statement. This philosophy can then be
translated into operational policies which deal. with each, issue.
General Programs
The three financial alternatives related to fees and charges
for providing recreation programs to the community are the
following.
5
1. Wo cost
The programs may be offered, at no cost to the
individual based on the premise that recreation is a.
tax -supported: program and, therefore shouldbe free:
However, current treads indicate that the public is
no longer willing to freely pour tax dollars into any
public program and is advocating that costs should be
paid by the people who participate iu the programs
Heritage Conservation and Recreation Service 1979).
Low cost
A nominal fee which would, promote appreciation for
the program, aid attendance, and decrease vandalism
may be charged. This philosophy expresses, the
opinion that people Who have shown enough interest in
a program to pay for it will participate actively.
3. Percentage of total expenses
Each program may require a fee calculated to cover a
certain percentage or all of the costs of providing,
as activity. for example, the Edmonton, Canada,
Paries and Recreation. Department has a fee schedule
that requires adult programs to return 150 percent of
the costs of offering a program by 1983 (Edmonton
Parks and Recreation Department 1978):
Special Considerations
Fee. philosophy in. relation to special circumstances or
exceptions must also be determined,. Should handicapped persons or
senior citizens receive special consideration in reduced fee pay
6
stents; if so, how much?. Should a fee waiver policy for individuals
who cannot afford to pay the fee for a specific program be
established? Should persons living outside the city or county who
wish to participate in a program be required to pay an additional,
nonresident fee?
Facilities
Whether to charge for the; use of facilities must also be
decided, in developing, a fees and charges; philosophy. Should there
be a charge to use a facility? If to, on what basic should this
charge be levied and how should it be determined? How should use
by special populations affect: this charge"?
The following is an example of a fees and charges philosophy
that addresses these considerations.
Operational funds provided through appropriations from
the general fund will be used in the administration of
the recreation department and in the provision and
general maintenance of recreation facilities. Costs
incurred ira the provision of special programs and
activities, in the: operation of facilities, or for
exclusive use of a facility will be covered by fees and
charges determined by the recreation department..
PROS AND CONS CONCERNING EERS AND CHARGES
As a department begins to develop a philosophy concerning the
use of fees and charges,.& number of arguments both for and against:
fees will be raised by both. citizens and staff members. It is
7
imperative that the department address these points, and study them,
in; such a way that citizens' questions can be answered fully and
consistently.
Pros
1,. The persons who participate in particular programs or
use facilities should help defray the costs incurred
by those programs or facilities. In general, tax
money is used for the recreation, department's.
administration and, operations. Without the
additional support suppliedby fees and charges, it
it possible: that no or only ver limited programs or
facility use could be offered to the public.,
Alternative procedures for those persons who cannot
afford to pay fees should be available. These
procedures Could include adjusting or waiving fees,
arranging a fees' work -off plan., or extending the
payment schedule.
2.. Charging fees encourages sore active, consistent, and
enthusiastic participation in programmed activities.
3. Charging fees may 'bring, a decrease in discipline
problems is classes and a lessening of abuse and
vandalism of property (Kraus and. Curtis 1973). When
fees are charged,-, security can be strengthened'
through controlled entrance and use.
8
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4. Individuals vho do not contribute to the tax base of
the community (i.e., nonresidents) should have to pay
the regular fed plus in additional amount in. lieu of
the property taxes paid by residents.
5, 'Willingness of citizens: to pay for a program or
facilit.„ may aid in future planning.. by paying a fee
to participate in a program, the individual indicates
a strong ntewrt in the program. This interest
encourages the department to offer the program again
in the future,
b, New facilities, services, and programs can be
offered. When successful programs generate more
income than their costs, these excess funds may be
used to support. other programs or facilities which do
not generate enough revenue to Pay their own
expenses.
7. Charging, fees promotes a department image of fi-scal
responsibility and concern for the taxpayer's dollar.
If a program is unable to attract enough
participation to make it at lest partially
self-supporting, perhaps it should be eliminated
rather than asking the taxpayers to subsidize it.
4
Cons
1 Charging fees is "double taxation', the citizens have
already paid for this service with their taxes
2.. Charging fees limits participation to those Who can
afford to pay:, eliminating those who cannot..
3. The success or failure of a program as well. as its worth
or quality may be judged only on its ability to generate
income.
The term Profit may be applied to the fee. This word is
distasteful when used in connection with a public; agency,
even thoughrP oft can be applied only to that amount of
the fee which, exceeds the direct and; indirect costs
associated With a particular pr-agran or facility.
5. The need for, recreation is basic to all persons, and It
should folL7w that the opportunity to fulfill this need
be available to everyone regardless of ability to pay.
10
l
POLICY DEVELOPMENT
Philosophies developed, by a department or its governing body
are merely general guidelines. for operation, Specific policies,
from which operating procedures are developed, should be drawn from;
these philosophies. As is true regarding philosophies, it i
extremely important that these; policies be written, out and adopted
by the policy setting body of the department. Doing so removes any
doubt or, misinterpretation about the operations carried on by the
department personnel that may occur when no written record is made.
Policies that should be determined by the department include-
1. the minim number of participants needed in order
for a program to be conducted, based on the
break-even point, at which collected fees cover
incurred expenses The maximum number of
participants per program should also be set;
otherwise, the instructors may be overloaded and the:
program quality adversely affected.,
2. the specific percentage to be used when only a:
portion of the total costs of operating the program
or facility is to be recovered by fees. For example,
the department may decide that 75 percent. of the
total program costs are to be{recovered from fees
charg,,gd to the participants.. These percentages ^tiNht
be diaignated separately for each age group -- youth,
adult, senior -- and for any special population,
xx
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I
3, the designation of the person who, will authorize or,
approve the fee schedules and the process to be used
for their review and revision,.
4. the waiver of fees and. the conditions under which an
individual or group would qualify for waivers or
reductions
5, the use of part-time instructors for special
activities and programs, including qualifications of
instructors and conditions of their employment.
12
After the: decisions about the. policies which will govern the
establishment or revision of a fees and charges schedule have been
made, the procedures, to carry out the policies must be determined.,
The department should decide upon. the procedures that, will be used
to
1. compute program fees and facility charges, determine
what these figures will be based on, and decide how
waivers will be handled.
2. handle revenues generated through fees and establish.
methods of giving receipts, depositing revenues, and
snaking reimbursements.
3., tarry out any special accounting and bookkeeping
practices that night be required for the revenues
collected through fees and charges.,
4. set the wage scales or the amounts to be paid to
past -tine instructors.,
13
F
TYPES OF FEES
Six types of fees h1tve been described by the National
Recreation and Park Association, They ares
ENTRANCE'FEE*
A fee charged for entry into a. pL4-k,, zoo, or developed area,
usually ,a large, opens area with controlled access/egress, such as a
botanical garden.
ADMISSION 'M',"
A fee char8ed for entry into a building or structure. Some
type of program, event, demonstration, or exhibit to attract
visitors is usually offered. A museum is an example of a facility
where an admission, fee may be required',
RENTAL 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 or equipment without interference.
For example, if a picnic shelter is rented for a family reunion,
The size of the facility and the types of its uses generally
distinguish between an entranc' and an admission. fee. Entrance
fees normally deal with large areas having varied activities,
programs, or facilities.. Admission fees usually are used with a:
single or enclosed structure with limited activities, programs, or
facilities.
14
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use durin the rental period.
the group has its exclusive 8
Equipment, such as a rowboat ora bow for archery, would also be
covered by a rental fee.
USER FEE
A Charge to an individual for participation in a program or
activity or for the nonexclusive use of a facility. Numerous
participants are usually involved in the activity or facility at
the same- time.: The registration fee for a child to take part in a
football program or the greens fee charged at a golf course are
examples of user fees.
LICENSE OR PERMIT FEE
A privilege to perform a particular action. The payment for a
permit to fish in a lake within a park is an example. of this fes..
SPECIAL SERVICES FEE
A charge for receiving extraordinary services or for having
the use of special equipment or facilities when the benefits are
specific to the individual or group which requests the service..
Instructional classes in Ceramics or tennis are examples of special
services for which fee's could be charged.
0 End
A recreation department usually offers a number of basic
services; or facilities, to the public. Basic services may be
definedas those Which promote both, physical and mental well-being,,
maintain clean and attractive parks and buildings, or provide;
recreation. services to those persons who are unable to take
advantage of the regular services; because of either financial
restrictions or physical or mental handicaps (Cryder 1980)
Generally, basic services are offered to the public free. All
costs for providing these basic services are paid from, the
appropriated budget..
Special services, on the other hand, either incur additional
costs or are provided for the benefit of a particular individual or
group rather than the general public, programs which require
special, instructional materials or additional persomiel, use
consumable: materials; or require additional preparation,
facilitates, utilities, or cleanup are classified as special. For
example,, a ceramics class requires a qualified instructor, uses
specialized material.* -(slips, glazes, and firing cones), needs
either, gas or electricity for the firing process, and usually also
requires a 'special room for the various items of equipment and
supplies. Participants in this program would normally be required
to pay an additional fee for these special services.
In a survey of recreation departments in Gc-orrgia (Waters
1982), s list of basic vs. special services was prepared. Each
department indicated whether it charged a fee either for
participation in the program or for :facility use. This list was
16
then compiled, and those services and facilities for which 55
percent or more of the departments charged an additional, fee were
classified special. If less. than 45 percent, of the departments
charged for those services or facility uses, they were considered
basic.
Services and facilities which. this survey found to be basic:
are,.
f BASICSERVICES
free play is playgrounds, gymnasiums-, etc.,
equipment for activities (basketballs, Ping-Pong
paddles, volleyball nets and balls)
BASIC FACILITIES
unlighted, unmarked baseball and softball fields
indoor and outdoor- basketball facilities
lighted and unlighted tennis courts (but not tennis
centers)
unreserved picnic tables and shelters
playgrounds
parking lots either for general facility use or for
special events
primitive campsites
Ise rooms within a community center
17
c or facilities which thin survey found to. beServicese_ _
special and therefore ones which required an additional, fee or
charge were:
SPECIAL SERVICES
all sports activities
introductory and advanced instruction, such as arts and
crafts, tennis, and cultural activities
league play anti. tournaments
reservations and reserved spaces
SPECIAL FACILITIES
lightedbaseball and football. facilities
swimming pools and beaches where lifeguards are provided
museums
improved camping facilities
indoor and outdoor theater facilities
golf courses and driving ranges
t
8
METHODS OF DETERMINING FEE AMOUNTS
Three general methods of determining the amount of a fee or
charge can be used for a particular program or facility., (1)
determining prices arbitrarily,, (2`) basing decisions on criteria
not directly ,elated to costs, and (3) basing fees primarily or
exclusively on the cost structure.
ARBITRARY' PRICING
Often, a department director or the hoard of commissioners;
decides fee amounts without using set guidelines. Generally, no.
consistent relationship between. the fee amount, and the cost of the
program is found.
This approach is often used by departments in small.
communities with a tradition of free or low -charge recreational
activities. In: this situation, the amount of the fee is nominal.
and represents :only an attempt to foster a sense of respcnsibility
in the participants.
USING DECISIONS NOT DIRECTLY kLLATED TO COST FACTORS
Two methods of dcrermining fee amounts not related' to program
and facility costs are competitive and variable pricing.
Competitive Pricing
Competitive pricing, is done by investigating the price
structure of similar facilities? 5Tograms within a given area.
19
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y
For example, a department director finds that both public and
private golf courses in the area charge green fees, Which range from
8 to. $11. The greens fee for his; course is set between these two
figures. The rationale is that a department does not want to set
its fees too low or, it may receive coapla nts about underpricing
businesses; it does 1othercoursesandcompetingwithprivatenot
want to overprice because it night lose business.
Competitive ricin does, not take into consideration theomppricing
CtU&'L cost of providing a program or operating, a facility but
rather attempts only to stay in line with other agencies' fees. The
major problem with this method is that there is usually no built-in
mechanism for keeping such prices truly competitive. The major
advantage of this method is that it usually provides a price range
that is acceptable to the public. If private recreation businesses
are included in the competitive pricing survey, then the upper
level of the price range will be higher since private companies
will have included a margin of profit in their price -Setting
formulas.
Variable Pricing
Variable pricing, although it does not take program costs into
consideration, is based on the amount the individual participant is
willing and able to pay. Howard and Crompton (1980) list four
criteria for determining the appropriate use of a variable pricing
syso: participant, product, place, and time.
Participant -- Fees are based primarily on willingness and
ability to pay. Low income and senior citizen groups might be
charged a lower price than other groups.
20
Product. - one price is set. for using unlightedtennis courts
while a higher price is in effect for using lighted: courts.
Place -- Prices vary according, to such variables as seating
arrangements at a concert or resident vs. nonresident status of
program participants.
Time Playing time for racquetball courts may have differingy84
rates for prime time and nonprime time use. Seasonal price
variation, such as charging different rates for campground, use in
the summer and winter, is another example.,
Variable pricing has several advantages:: It can provide equal
opportunity for different income groups to participate, act as a
rationing device: by controlling use rates, and serve as a method of
L
dispersing use, either by location so that people can attend
k.
programs or*use facilities which have lower fees or by time so that
people can take advantage of nonprime time fee reductions.
Two major problems exist with variable pricing. Foremost are
the political problems t"'at may arise from charging one group a
lower price than other groups. The second problem with this type
of pricing is that, ordinarily, it does nt coven the costs of
providing the, program or facility.
USING DECISIONS RELATED TO COST FACTORS
The third method of determining the amount to be charged for a
program or facility is based on the costs of offering the program.
or providing the facility and uses these amounts as a basis on
which to compute the fee. This approach is essentially a form of
cost accounting. The fee to be charged ran be set to cover either
the entire or.a part of this cost..
21
M
0
Cost Accounting
While private businesses commonly use cost accounting,
recreation professionals tend to avoid this system because they
lack the necessary training in accounting, do not want to struggle
through the calculations, or believe that cost accounting carries
the connotation of being a cold and insensitive method which is
contrr.dictory to the idea of providing recreation for everyone in
the comunity regardless of ability to pay. However, in view of
decreasing funding from public sources, this method of fee
calculation is being used more often by recre;tion. departments..
The total cost, of offering a program or service or operating a
facilit, consists of several components: fixed costs, direct
costs, indirect costs, and capital expenditures.
Fixed Costs Those costs which will be incurred regardless
of whether the program. is offered or, the facility is utilized.
Expenses such as the department's administration, debt service,
depreciation, and general operating costs are examples of fixed
costs. Traditionally, fixed costs have rarely been included in,
cost accounting when calculating the fee to be charged for a
program or facility use.
Direct Costs -- Those expenses which are incurred in
conducting a program or operating a facility. The direct costs of
offering a youth football program would be thy; officials' salaries,
equipment (football:,, down markers, etc.), lighting, trophies,
jerseys, and other expenses which can be directly attributed to
this particular. program.
22
OWN
a-
Indirect Costs Those expenses which are not directly
incurred by the program or facility but may be charged to it.
Sometimes indirect costs are referred to as overhead. For example,
a department may have an athletic director on its staff.. Hist'
salary is not incurred because of the youth football program;
hhwever, the percent of his time used to set up and conduct the
program couldbe viewed as an indirect cost. Secretarial
assistance, telephone charges, and general field maintenance are
additional examples of indirect costs of the youth football program
since it uses a percentage of the costs of each of these items.
To calculate the indirect costs of a program, some estimate of
the staff time and amount of expendable materials which the program
uses must be made. For example, if 10 percent, of the athletic
director's time is devoted to setting up and administering the
youth football program, then 10 percent of his salary could be
attributed to this program as an indirect cost.If 20 percent of
the water used by the department is used to water the football
field, then 20 Percent of the water bill coulee be attributed to the
program as an indirect cost.
The best method of determining how such time an individual is
devoting to an acti,, ity is to b ve him keep a time log or diary.
Whv. a staff member works ou a program -related activity, he should
record the time spent, including time used in telephone calls,
meetings, trophy selection, etc. Each person involved with the
program, including secretaries,, should keep a logs Keeping a.
Throughout this publication, he, his, and him are used in the
generic sense*to include male and female.
23
telephone log allows review of the telephone expenses which can be
counted as indirect costs. At the completion of the activity, the
time from the logs of all staff and support personnel can be
computed. The percentage of time used in conducting the program is
multiplied by the salaries to arrive at a dollar figure. This
total can be. added to the figure for the total telephone and other
applicable expenses to calculate the total program cost. A total
programs. log carefully recorded for one year would probably remain
reaso44ably :accurate for a number of years so that keeping a log
each year would not be necessary.
Capital Expenditures -e Those costs incurred in constructing a
facility or in. its later major modifications or improvements The
original construction of the football field was a capital.
expenditure; lights added later would also fall into this category.
Ordinarily, capital expenditures are covered in the
department's original bonds or in a supplemental bond or
appropriation. Capital expenditures are not usually included in
calculating the costs of a program.
Calculating the Amount of the Fee
To complete the cost analysis of programs or ,facility use, it.
is necessary only to decide which expenses are to be included.
Thus, if only direct and ]Indirect costs are to be included in the
analysis, these costs are compiled- from reliable records or
estimated as accurately as possible.
74
0
The number of potential participants in the program oust now
be estimated. If 100 children are expected to participate in the
program, the total cost is divided by that number. This figure
yields the total estimated cost per participant.
I '
25
CALCULATING THE PER -PARTICIPANT COST OF A YOUTH FOOTBALL PROGRAM
i
Direct Costs
Officials (10 games x 4 officials x $20) 800
Game (game balls, down jequipment
markers, etc.) 200
Practice equipment (practice balls, etc.) 200
Lighting 900
Jerseys 300
Trophies 200
2,600
Indirect Costs
Atretic director (3x of $12,000) 360
Telephone 50
Secretarial assistance (1% of $9,000) 90
500
SUMMARY
Direct costs 2,600
Indirect costs S00
3,100
Expected number of participants 100
Cost per participant 31.00
26
Appendix A, Cost Accounting Form, gives a simplified procedure for
making these calculations and for analyzing and evaluating the cost
accounting procedures used for individual programs. The evaluation
can serve as a practical guide for computing the cost analysis for
the next year.
A
Contingency or Service Fee
While the termrp ofit is not usually applied to public agency
finance, any amount of revenue which exceeds the actual costs of
the program or facility operation could be called that. Often, to
avoid the negative image this word conveys in connection, with a
public agency, other terms such as contingency or service fee are
used.
Referring to the example of a youth football program, the
total cost per participant was calculated to be $31. However, for
convenience of collection, this figure could be rounded off to $35.
The additional $4 could be designated as a contingency fee.
There is nothing wrong with adding a profit amount in the form
of a contingency fee. The additional income may well prove to be
necessary later. If only 95 children register for the youth
football program, the income will be less than the estimated amount
but the expenses will be about the same. Or if additional expenses
s
are incurred, the fees will not cover the increase. The money
collected in the contingency fee mould help make up these losses.
If the money added as a contingency fee is not needed for the
program in which it was collected, then it would be available for
use in another program which does not meet its total expense. It
x
i 27
also might be used as a scholarshipfor some child Whose parents
are unable to pay the free or, if the governmental accounting
procedures permit funds to be carried from year to year, it ighfi
be carried over to the following season to help defray its costs,.
28 ,
ACCOUNTING PROCEDURES
Money which passes through the department either as
expendituves or revenues must, of course, be properly recorded:,
Often, :his accounting function is performed using department
personnel- Periodically, of course, the city or county will; audit.
the department's books; however, ±;or all practical purposes, the
department is accountable for keeping proper financial records.
Another option is for the city or county accounting office: to
be totally responsible for keeping the books. The department would
only keep an unofficial, set of hooks in order to have a general
idea of its standing.. By permitting the city or county accounting
office to be responsible for the department's accounting function,
that portion of the budget used to support department accounting
personnel becomes available: for other expenditures. Since by law
the city or county must periodically audit agency accounting books,
it seems reasonab , to let the cityor county accounting department
handle all the department's work.
RECEIPTS
When the department collects fees or other revenues, some
method of giving receipts must be usee, This is essential. The
simplest system is to issue each staff member who will be receiving
money a three -copy, consecutively numbered receipt ht;,k. Whet: a
fee is collected, the staff member sakes out a rece.:pt,, '*ps oae
copy to the participant, €orwzards the second copy tc tkie=-vcounting
department, and retains the third copy in the receipt gook. In the
29
w
case of voided receipts when an: error was made.,. all three copies
are. retained in the receipt book.:
DEPOSITS
All revenues, regardless of the amount, should be deposited in
the bank at the end of each day to. keep the department above.
suspicion. The practice of holding cash or checks in a desk drawer
or cash box until the registration period is over or until someone
decides enough money has been collected, to !lake a deposit is an
open invitation to disaster through the money being stolen or
misplaced. One copy of the bank deposit slip should: be sent to the
accounting department, the other retained in the: files of the staff
member who collected the money.. This practice establishes an audit
trail to money cnnbe traced through each, step of its handling.
GENERAL FUND ACCOUNT
Most departments work through a, general fund account
maintained by the city or county government. All revenues
collacted by the city or county are deposited in this account, and
the operating budgets for all. departments of the government are
drawn against it. It R accepted general practice that all
revenues generated by a recreation department,, including program
fees and facility charges, are deposited into the general fund
account, and credited to the department to meet its budgeted
appropriations.
However under this system there is little incentive for the
department to attempt to maximize revenues since the funds go back
13
i
into the general fund and, regardless of how hard staff members
work on programming and generation of revenue, the revenues are not
available to their departments. Increasing its fee collection and
its total, 'revenues is no guarantee to the department that it will
have an increased operating budget for the next year,.
SPECIAL ACCOUNT
An alternative method to using a general fund account. is to
set up a, special, account authorized by the governing body to
receive department revenues. All revenues collected through fees,
charges, and other sources are deposited into the special accouct.
All direct expenses incurred through offering an activity or
program are paid out of this account. For example, all fees
collected for the youth football program would be deposit:,d in the
special account and all its directly r.ttributable expenses --
officials' salarieR, equipment costs, etc. Would be paid out of
it.
lhe accounting procedures for the special account are the same
as for the 8eneral. fund account.. An accurate audit trail for both
revontaes and expenditures must be kept in order to avoid any
que-imion of lack of fiscal responsibility. The special account
should be audited periodically by the governing body's accounting
department.
An additional arrangement should, be, wade concerning the
special account.. At the end of the governing body's fiscal year,
all unexpended budget funds normally revert to the general fund for
reappropriation in the next fis.-al year's budget. Revenue funds
31
placed is the special account should: be encumbered before the end
of each fiscal year so tD 4 the bep*ztt nt has continued use of
then instead of losing then at the end of the fiscal year. The
governing, body may want to establish, a reasonable upper limit for
the: amount of revenues that couldbe accrued, in the special
account; it may also place restrictions on how this money may be
spent
The major advantages to using the special account are
1. The department can •accurately demonstrate; efficiency of
operation of each program or facility.
2;. Excess money generated by one program; or activity may be
used to aid or strengthen other programs which slay not be
self-supporting.
3. The budget for programs and activities, can be separated
from the appropriated operating budget, enabling the
department to have a clearer picture of how well it is
budgeting its funds.
4.. The department can strengthen programing incentives.
ENTERPRISE FUND ACCOUNT
An enterprise: fund account is a specific type of special.
account set up for a highly specialized revenue-producing facility;
for example,, a tennis center.. Such specialized facilities are
expected to be completely self-supporting. All. revenues from the
facility are deposited into the enterprise fund account,, and all
expenses are paid from this account. Excess funds generated by the
facility are available for capital improvement or program expansion
32
33
use at that facility. There should be an annual audit of this
fund,
INVENTORY ACCOUNT
An inventory account is, used to carry large inventories of
resalable items so that these items do not distort the: department
budget. For example, a golf course pro shop routinely makes single
purchases of as Bauch as $20,000 worth of golf accessories which.
z will eventually be sold over a period of time., with the revenues
used to support the facility and its. inventory of sale items.
However, these: supplies are carried as inventory of the pro shop
and are entered as an expenditure in the department budget. Using
a separate inventory account to cover these supplies and the
T revenues generated from them results in; the department°s having a
more orderly, systematic, and understandable accounting program•
33
ASSOCIATIONS;
An alp ernative method for providing programs and activities
for a community Is ttr'ough the use of an association. A -A
association can be defined as any group of people who band together
to accomplish a common goal. A softball league, a, basketball.
league, a tennis. group, ,or parents who join together. to provide
football league for the chidren in the community are examples of.
groups which could form associations. The progrom is operated atd
administered by thk association-, all fess are deposited an and
bills paid thrbLhjh the association's bank account. Thus, this
money is never a part of the budget of the city or county
I'
recreat, n department. `lhe. -a'nly contributions s recreation
department: would awake to an aoxociation would be to furnish. the
facilities, provide general facility mainten :n.re, and perhaps
I supply some 'technical assistance in scheduling and. general program
operation.
The major advantage of using an asGor.iation to offer a
recreation program within the community is that persoAnel and
budget savings, can be reali ed since little supervivion and
maintenance are necessary. In addition, because the fee revenues
which P re collected do not go through the general. -fund, there it,.
less; chance that budget cuts or freezes will affect the program.
Furthermore, unspent funds con,be:carried over from one fiscal ,year
to the mart
The primary disadvantage is the- postibli` lossof program
Control by the department. For example, the association may de -
34
V
VOIOp a vin -at -all -Costs philosophy which is contrary to the
ideaSs of the recreation department. When cn association uses a
department's fAcIlitres, the department should retain a degree, of
control Over the Wsociation in order to avoid adverse publicity.
Any controversial or unpopular ;actions taken by the association
while using dep rr. nt facilities Will reflect on: the department
and, in fast, 'most community* residents will identify the activity
or program as sponsored or sanctioned by the department,.
The department should require the association to follow
accepted accounting procedures, including dual signatures on all
Association checks, bonding of all association officers who are
authorized to handle money, and a department audit of association
accounts at least once a. year.
VASE AGREEMENTS
The recreation. department's supervision over an association
can be accomplished through fiscal controls and lease agreements
Two general types of agreements for a departAent to lease a
facility to an. association are the following:
enation of"an Activity or Program
A lease agreement would guarantee the association.-- a Little
League baseball association, for example -- the exclusive use of
the facility at certain times, such as ,games and scheduled
practices. At all other times, the facility would be available to
the; general public at no charge on a first-come, first-served
Basis.' The agreement would also define other association respon-
35
0
Sibilities, Much as facility maintenance, additions or improvements
to,, the facility, , use of signs for advertising, and other related
items Appendix B Policies anti Regulations Governing, Use of
Property/Facility bey Associations and Permit Application, gives an.
exasrp3e of .a; lease agreement and the various stipul.-tions which
night be required by a; recreation department..
eratiun of the Entire Fatility
Occasionally, a department ray' benefit from; leasing to an
association; the entire operation of a facility, for example, a
tennis center with several courts, a clubhouse, and a pro shop.
Because of a, department's budgetary restrictions or, policy
limitations,, a facility, can often e more efficiently and more
profitably operated by a community association,.
In this; case, the association is responsible for, the total,
operation and maintenance of the facility, The facility is open to
the general public for use although such, special activities as
tournaments my be scheduled by the association. Generally, major
maintefaance items, for instznce, court resurfacing or such capital
improvements as additional lighting, are undertaken by the
department..
This type of lease agreement reduces 'both the department's,
operational acid personnel expenses,, In addition to these savings,
the leasing association should pay the department a percentage of
its gross revenue, an amount which is entered as projected income
in the annual budget.
36
Appendix C, 'Lease Contract for a Tennis Complex,, provides an
example of a lease agreement. between a recreation department ani a
comwunity tennis association icor the opera -'Cion of a tennis complex..
a
a
37
SPECIALIZED INSTRUCTION
Often. a department offers specialized instruction in an
activity such as arts and crafts (macrame', pottery) or a program
tennis, slimnastics). The fee for this instruction should be
figured to include the costs of the materials, and supplies and
whatever facility or utility expenses, such as electricity for the
kiln used in a ceramics, class, are incurred. The £\we should also
cover the instructcr's salary if a specialinstructor is used and.,
if spplicrbl.e, a contingency fee.
If the instructor is o department employee, generally no
instructor fee is charged. If an outside instructor is used, some
type of contract or formal agreement should be made between the
department and the. instructor. The contract may vary from a simple
form (Appendix D, Instructor Contract Agreement, Fors A)
designating the amount to be. paid to the instructor, to a
comprehensive one (Appendix E, Instructor Contract Agreement, Form
specifying fee amounts; participation *rates, cancellation
provision4, and other concerns.
HETHODS OF DSTERMININ+G THE INSTRUCTOR.'S FEE
Two general methods of deterr.Fining the tstructor's fee can be
used: a set amount,and a percentage of the program revenue..
A Set Amount.
This amount is set at a certain figure and then divided by the
minis number of participints required for the program to get the
38
per -person fee. .For example, aninstructor is p aid 150 to offer a
macrame class. If 15 participants pay a fee of $10 plus the cost
of materialsand supplies needed' for the class, the department will.
recover the total costs of the program.. The major advantage to
this method is that; if more than the minimum number register fox
the program, the department stands to awake a profit. For example,
if 25 people register for the activity, the department will make an
additional $100. The disadvantages of this method are that (1) the
instructor's motivation, could be weakened and (2) the department
could take advantage of the instructor and overload the Claus in an
attempt to increase its revenue._
A Pe:centtie of the Program Revenue
The percentage paid to the instructor usually ranges from 25
to 50 percent of the total program revenue. Thus, if the
per -person material and other variable costs come to $10 and the
amount figured to cover the instructor's fee adds another $10, the
total cost to conduct the class With 15 persons attending would be
300.. If the instructor is paid 50 percent of the total revenues,
his fee in this instance would be $150. If 10 additional
participants sign up making a total registration of 25 and the
per -person expenses are the name, the total cost would be $500,
with the instructor's 5.0 percent share amounting to $250. The
advantage to this approach is that it encourages the instructor to
do such a good jab that enrollment (and his accompanying financial.
rewards) will increase. ,,
39
FES COLLECTION
Fee collection can, be done either by the department or by the
instructor.. If the department collects the fees, all receipts must
be deposited into the general fund account or the department's
special account. All expenses - materials, supplies, and
instructor's fees - must be paid from the appropriate account and
be itemized in the annual budget.. If the instructor collects the
fees,, he pays for the materials and supplies, forwards the
agreed. -to percentage to the department, and keeps the remainder, as
his. fee. The instructor must keep accurate records of all revenues,
and expenses supported by appropriate vouchers. These records
would be subject to audit by the department., The only transaction
recorded by the department, is a revenue deposit into the general
fund or special account.
40
4 41
FACILITY USE
A, source of revenue most departments. do not 'fully utilize is
charging for the use of department facilities. Additional fees may
be collected for a variety of facility use: alternatives such as
differential fees based on the age and quality of the facility,
prise time use, and exclusive facility use for practice,, etc.
Often the cost of operating a facility is included in
computing a program or activity fee. This is generally the case
when the cost of operation can be directly attributed to the.
program or activity.. For example, lighting the softball field is a
utility, expense incurred by the softball league that should be
passed on to the participants of the program. This would be Listed
as a direct cost of the program.
A higher fee way also be charged for the use of newer
facilities. For example, the per -hour tennis court fee might be
higher at a new tennis complex than at an older facility. Setting
higher fees at new facilities encourages, continued use of older
facilities and thus better utilization of all facilities.
The time to establish a fee system at a new facility is when,
it is opened.. After a facility has been in operation for a period
of time, it is hard to convince the public that charging or raising
a fez is necessary.
Another factor to be taken into consideration when setting a
fee for facility use is the time ofscheduled use. The time period.
that a facility may be used can be dK;vided into prime times. and
nonprime times. Prime times are those periods, such as weekdays
4 41
0
after 5.00 p..,, weekends, and holidays, when everyone wants to use
the facility. Nonprime times are all other time periods. Prime or
nonprime times may also. be seasonal, that is, the prime golf season
might be April through October; nonprime might, be November through
March.
Charging a higher fee for prime time use is a comaion practice
for golf courses,, tennis centers, racquetball courts, etc. This
practi%:e enables the department to maximize revenues from the
facility, and facility use is more evenly distributed through the
day or week as participants tame advantage of lower nonprime time
fees..
Another aspect of facility use which should be considered for
charging additional fees ispractice sessions.: For example, fees
paid to participate in league play may only cover facility use
during, scheduled games. If a team wanted to use the facility for a
practice: session, an additional charge could be assessed..
Justification for this additional: fee is that the department must
recover the costs of increased facility wear and maintenance. A
team is usually willing to pay for the privilege of exclusive use
of the facility during, its practice sessions.
COOFEXATIVE. FACILITY USE
Facilities under the control of another public agency or
perhaps a private organization are often available for use by a
recreation department. In most communities the board of education;
has under its jurisdiction numerous gymnasiums, football and
baseball fields, and playground' facilities. These facilities are
42
43
often availabje: for recreation department use, either through lease
or cooperative agreements. Whatever the type of agreement, a clear
understanding and approval of the use of fees at these facilities
must be reached.
A lease agreement would allow the recreation department to
lease the facility fromthe , agency which controls the property for8
a fee. Appendix. F, Recreation -School Agreement, is an example of
an agreement between a city and/or county and a board of education
for cooperative facility use. In, the case of a department's
leasing a gymnasium for a. basketball program;, the department could
include the lease fee as a direct program expense when computing
the program Cee.
A more popular method of sharing a facility is through
a cooperative agreements between the two departments involved.
Usually this arrangement consists of exchanging services. For
4j
example, the recreation department may agree to mow and maintain
the baseball and football fields for the school system in exchange
for the use of these facilities when not in use by the schools.
43
MEMBERSHIPS
Membership fees lave long been, used in both private businesses
such as golf clubs and quasi -public organizations like YMCAs. A.
membership usually permits unlimited use of a facility or
participation in an activity without additional charge.
The use of membership fees within public recreation
departments is becoming an acceptable method of charging fees and
generating revenue. There are numerous facilities and programs
within a recreation department where the use of membership fees in
lieu of individual fees would prove beneficial. Facilities like
tennis courts, golf courses, racquetball and handball courts, and
swimming pools fall into this category. Program areas in this
category would include various sports activities at both the youth
and adult levels and arts and crafts programs. For example, an
annual sports membership would permit a child to participate in.all
sports activities offered by the department during the year..
The major advantage to a membership approach to fees is that
it gives the department advance funds to help in budget planning
for the upcoming year. The primary disadvantage is than, since: the.
membership fee is generally lower than the composite total of the
fees for the various programs and facility use, some revenue would.
be lost if the individual participated in all the programs,
A Membership can be either individual, which permits a
specific individuals to participate, or family, which allows any
member of the family to participate. Guests of the individual or
family would pay the regular fees.
44
0
TYPES OF MEMBERSHIPS
Three; types of memberships a department might consider are the
following
The Package Membership
This membership permits the individual or the entire family to
participate in all the programs; and use all the facilities at no
additional cost. For example., family members could use the golf
course, swimming pool., and tennis courts as often as they wish at
no, additional. cost.
The Recreational !Membership
This membership permits the individual or family to use the.:
facilities at nonprime times at no additional cost. For example,,
members could play golf or tennis on. weekday mornings as often as.
they wish; however, if they desire to play during grime time, an
additional fee is charged.
The A la carte Membership
In this case, the individual purchases, a membership to use
only one facility or participate in Only one activity.. For
example, a golf membership would permit the individual to play golf
at no additional charge; fees for the him to take para in any other
is
activity or to use another facility would follow the regular fee
schedule.
45
C
METHODS OF PAYMENT OF MEMBERSHIP FEES-
When using membership fees within a department., two attractive
methods of payment in addition to the usual payment modes of cash
or check are available. One method is using a bank credit card',
which permits the individual to take out the membership and,pay the:
bank on a, sc'-dule that fits his needs. Of course, the department
receives ful.- payment for the membership at the time it presents
the credit voucher to the bank.
The second method of payment is using a bank draft. The
individual authorizes the department to draw a given amount each,
month. front his ban% account. Thus, the individual's membership
fees are distributed over a period of time, but the department can.
count on revenues from this source in its budget planning.
46
I
FEES FOR RESIDENTS AND NONRESIDENTS
Whether to charge the unincorporated county residents for city
recreation services is a frequently debated topic. Various
drawbacks', such as residency verification costs, public relations
problems, and the difficulty of finding a fair method of computing
nonresident fees, are responsible for the current low use of a
nonresident fee system. if the nonresident participation rate is
high enough to be a factor in program enrollment or if it requires
additional facilities or personnel., additional fees should be
charged.
A department will often use the honor -,ystem, asking the
person registering for the program if he lives within the city, to
determine residency. Obviously, this system is opel to abuse when
no tither method of verification is used. The most common method of
verification is to check the participant's address Cher methods
of verifying residency include use of driver's license, automobile
registration, voter registration, telephone number, public utility
registration, and tax rolls. Of course, the cost of residency
verification should never exceed the amount added to the fee for
nonresident participation..
Perhaps the easiest and most accurate method of computing the
amount to be added on as a nonresident fee is to use the
percentage of the: budget that is funded- by property taxes. If 25
percent of the general budget for the city comes from property
taxes, it is safe to assume that 25 percent of the recreation
department's budget is composed of this same t: x. This tax per
47
centa$e figure should be readily available from the city accounting
department.
After determining the percentage of property tax support of
the department's budget, multiply this figure by the fee amount
paid by residents. This will yield a dollar figure that reflects
the support of the program or facility that would then be assessed
to the nonresident as an: additional fee.
For example, if the percentage of tax support of the
department's budget is found to be 25 percent, then the nonresident
fee would be figured as follows:
Resident program fee $20
Nonresident add on (25 percent) §-5
Total nonresident fee $?
Other sources of general budget revenue, such as sales taxes.
or license fees, should not be included in these computations
because the nonresident already pays this money. For enample, when
nonresidents sake purchases from businesses within the city, they
pay the same sales tax as do city residents. Only those taxes
which the nonresident does not pay should be used to determine the
amount of the nonresident add on.
48
NEED
To preclude the; exclusion from recreation programs of persons
M
who cannot afford to pay, many departments develop a policy of
waiving, fees for these individuals. Numerous methods can be used to
determine an individual's eligibility to receive a waiver of fees.
Some of these methods are the following:
L. Asia the head of the family to complete a form indicating
that family income is less, than a specified amount.
2. Use the W-2 income tax form as proof of inability to pay.
3. Ask the individual to have a welfare agency submit an
affidavit showing his need.
L. Ask for proof of participation in a free school lunch or
food stamp program.
x Accept the individual's or the family head's word
concerning the f:.Amily income level.
Regardless of the method used to determine eligibility, ex_
treme care oust be taken NOT to embarrass the individual applying
for a fee waiver.
i
PARTIG"PATION BY MORE THAN ONE MEMBER OF A FAMILY
r,
Another form of waiver can be offered _when several members of
a, family enroll in a program. The general practice in this case is
P to reduce the fee amount for each additional child. Thus, the
49
first child pays the full fee; the second child pays 75 percent of
the fee; and all other children pay 50 percent of the fee..
SCHOLARSHIPS
Another way to handle a fee waiver is through using
scholarships provided b, local businesses or civic clubs. Often
these businesses or clubs will donate funds to cover the fees of
individuals who are unable to pay. The advantages of this kind of
scholarship program are that the departmentbroadens community
participation, revenues. are increased, and the recipient is able to
participate without embarrassment.
W ri,"XING OFF FEES
Occasionally a. department adopts a policy of permitting an
individual (usually a child) to work off the program fee. This
irk might consist of doing some token job, such as keeping an area
free of trash, in order to go swimming. If the work involved
greater, skills, the individual might work at an assigned task for a
set number of hours at a predetermined salary in order to pay off
the program fee. The rationale for giving an individual the: option.
to work off his fee is that working helps him raintain his pride
and avoid embarrassment. Working -also accords the participant a
greater sense or appreciation fortheprogram.
However, several questions should be decided before adopting a
policy of permitting an individual to work off program fees. The
legality of a work -off policy should be carefully considered.
While the individual is gathering tdash, mowing grass, etc., is he
50
considered to be an employee of the "department? What
responsibility and'/or liability does the department incur if a
worker is injured on the job or if he commits a negligeht act, such
as damaging a car with a rock thrown by a lawn mower? If the
predetermined wage is below the minimum wage, is this a violation
of the law? If the child is under Ib, is this a violation of child
labor laws? These are questions which should be considered by the
governing body's legal department before establishing a work -off
program;.
Another problem encountered in a work -off program is that the
cost of having the individual work may be greater than the actual
fee amount. If a department employee must supervise or watch over
the worker, the salary for the time the employee devotes to this
supervision probably exceeds the actual value of the waived fee.
r
51
GAINING PUBLIC ACCEPT4NCE FOR FEE SCHEDULES
Gaining public acceptance of an increase in existing fees or
the -initiation of a fee system is always a problem. As previously
stated, initiatug a fee system when a department is started or a
facility is opened is the best practice. However, this is
generally not possible so the department is faced with convincing
the public that the increased fee or, new fee schedule is necessary.
An effective method of "selling" a fee increase is by
publishing a schedule giving fee increases and their effective
dates. For example, a department currently recovering, 30 percent
of the direct costs of providing a youth football program plans to
increase the percentage to 50 percent over the next two years.
They could "sell" the program by including a notice of the increase
in, the various publicity materials which the department publishes.
The following is an example of such a notice:
Because of increased costs of maintenance, equipment,
and utiliri-s and according; to the guidelines
established by the advisory board and the
Recreation and Parks Department, the following
percentages of costs will be used in calculating the
youth football program fees over the next two years.
1982 1983 1984
30% 40% 50%
Another way to gainpublic acceptance of an increase in a fee
schedule is to show how the money is being spent. For example, a
52
department can provide potential participants an iGlormation sheet
which details the various expenses per team per game. Appendix G,
1981 Adult. $askstball Registrationn Information, is sn example of a
department memo used to inform the public about how fees are spent.,
The most successful methods of disseminating information to
the plib'%c about fee schedules and. department a--tivities include
newspaper articles., brochures, department handouts, and radio and
television announcements. Posting notices on bulletin boards and'.
holding public meetings are the least effective methods. A popular
program usually gene --aces its own word-or-mcuth publicity,
53
s
SUMMA Y
Recreation departments Will continue to face restricted or
diminished budgets for the foreseeable future. These departitents
will have to either reduce: their staffs and the services they offer
or, become more proficient in generating revenues to supplement
their, budgets,
fees and charges are a most logical and readily avai
APPENDIXTS
I
I
ti
Fv
APPENDIXTS
s
55
APPENDIX A
1 COST ACCOUNTING FORM
Program nate
t' Calculated ;by
Costs Participation
Fixed costs Participation last year
Direct costs Expected participationp
Indirectcosts Percent of cost. paid by
Capital expenditures participant fee
Total. Cost
To figure the cost per participant: The total cost multiplied
by the percentage paid by participant fees divided by expected number
of participants equals the cost per participant.
Cost per participant
Contingency fee
FEE
EVALUATION
compiled at the completion of the program)
Number of registered participants _
Per-person fee X,
Total program revenues
Total, program costs
Total, program revenues
Gain (loss)
Recommendations=
s
57
a
APPENDIX B
POLICIESAND REGULATIONS GOVERNING USE OF
PROPERTY/FACILITY BY ASSOCIATIONS AND PERMIT APPLICATION
BECAUSE LOCAL ORDINANCES AND RESOLUTIONS VARY AMONG
CITIES AND COUNTIES, THE FOLLOWING SAMPLE DOCUMENT
CCX,CERNING POLICIES AND REGULATIONS GOVERNING USE OF PARK
PROPERTIES AND FACILITIES BY ASECyIATIONS SHOULD SERVE AS `
A GUIDE ONLY. IT' SHOULD BE USED WITH THE: ASSISTANCE OF
t
THE CITY OR COUNTY ATTORNEY TO ENSURE THAT IT LETS THE
SPECIFIC NEEDS AND REQUIREMENTS OF THE LOCAL GOVERNMENT.
County Recreat,oma and Parks: Department
I. Permits for use of park properties and facilities by
associations will be issued on a, first -cone, first-served basis;
however., associations which have used the property or facility the
previous year will have priority in renewing their permits, '
Permits for spring and su mer program will be issued in (month);
fall and winter progrask permits will be issued in;wonth)
2. A use P resit will reserve the property/ facility for specific
tines,: i.e-., scheduled Samos, sake -up Samos, and scheduled
practices.. This gives the association exclusive use of said
property/facility for the scheduled period When the permit is not
in effect, the property7facility will be held open for public
58
R
use on a first-come, first-served basis or scheduled by the
Department. A schedule of games, practices, and sake -up games must
be submitted with the permit application and approved by the
Department before a.persit is issued,
3 A copy of the charter and bylaws of the association shall be
placed on file with the Department at the: time of application, for a
use permit. The provisions of the association's charter and bylaws
will bre reviewed and: deemed acceptable by the. Department before a
use permit is issued. A list of current officers and the board of
directors of the association Shall be filed at the: same: time,
4. All persons shall be offered the opportunity to participate in
all association programs rC8ardless of age, race, color, national
origin, religion,, handicap, or other nonnert factors.
S. The associatLlon shall provide the Department with a list
containing each program participant's name, ages, sex, street,
address, city, and county no later than thirty (30) days after
completion of registration.
6. The association shall provide. the Department with a Copy of its
most recent financial statement at the time of application. The
t Department reserves the right to audit the financial books of the
association.
h
5
59
7 All officers of the association shall be bonded for a mi,n uaum
of amount Checks written. on the sccoWAt of the association
shall bear the icignatures of two (2) nonrelated officers of the
associations
8, The association shall not collect admission fees nor require
the public to pay other charges to attend: games or tournaments on
Department property/facility nor shall, the association allow fees
i
or charges for admission to be charged by any other group.
Donations for admission. to games or tournaments are permissible if
a sign is posted by the association. Hewever, if an individual
elects not to contribute a donation, he must be allowed to eLiter
free.
9. The association shall be responsible for making all utility
1
arrangements and for paying all, utility expenses incurred by its
program(&) during the period it has exclusive use. l
10,. No co,astruction or alterations way be done on Department
I
property/ facility withoutthe written approval of the Department
Approved. construction (for example, a concession booth at a
baseball field) shall be the property of the Department at the
conclusion of the use permit schedule,
11. Advertising is not permitted in Department parks. However, if
necessary,, an association may be allowed to erect and display one
l) sponsor board per pro ram, Design for and location of said
sponsor board must be approved by the Department
60
12. :the association shall, be responsible for cleanup around the
use area, This includes, ball'field, parking lots restrooms, and
concession: stands. Cleanup must be cbspleted prior to leaving the
property/acil,ity each night.
13. The association shall be responsible for taking pretait.ions to
prevent excessive dust,, noise (especially public address systems),,
traffic congestion, parking problems, and late use (no program
operation after (time)), or any other situation which might be a
nuisance to residents living year the property/facility,
i
14. Alcoholic beverages cannot be sold or consumed on parr
property except witi the approval of the, Department Director.
I!
Jk
PERMIT APPLICATION FOR ASSOCIATION USE
Of PROPERTY/FACILITY
The
y
Association hereby awakes application for a
special use permit for (proporty/facility) starting
at (tiwe)- on (date) and ending at(time) on
date) The Association will be granted exclusive use of
said facility for this period.
I have read and l understand the policies and regulations: of
the Department and agree to abide by thea, Failure to abide by
these, policiev/regulations. may he cause for the revocation of the
special use permit. I further agree to adhere to the: attached
ptogran schedule.
Signature. Date
Official Position
Association or League
Receivtd by Date
Special Cousiderstions
AttAchments
h 1) Association charter and bylaws
2) Current Association financial statement
3) Liget of 'current officers and board of directors of the
Association
4) Proposed program schedule
a). game dates/times
b) sake -up provisions
c) scheduled practices
62
ii
APPENDIX C
LEASE CONTRACT FOR A TENNIS COMPLEX
THE FOLLOWING IS A STANDARD FORM OI) AGREEHENrr TAAT
COULD BE USED BY A COUNTY AS A. GUIDE FOR GRANTING
CONCESSION'S AND LICENSE RIGHTS ON ITS PROPERTY. SINCE
NEGOTIATION OF A PARTICULAR AGREEMENT MAY WELL. INVOLVE
SUBJECT MATTERS NOT COVERED IN THIS STANDARD AGREEMENT,
CAUTION SHOULD BE EXERCISED TO INCLUDE IN THE .AGREEMENT
PROVISIONS REGARDING SUCH MATTERS AS ARE; NEGOTIATED AND
AGREED TO BY THE PARTIES THE INSTITUTE OF COMM'JNTITY
AND AREA DEVELOPriENT DISCLAIMS ANY RESPONSIBILITY OR
OBLIGATION ARISING FROM THE USE OR ENFORCEMENT OF THIS
STANDARD AGREEMENT BY ANYONE ORANY PARTY.
Contract No..
STATE, Or GEORGIA
COUNTY OF
THIS AGREEMENT', made and entered into this _ day of
15, by and between (name of the
governing authority of the county) of County, State
of Georgia, hereinafter referred to as Count,. and , a
corporation organized winder the laws of the State of Georgia,.
herein referred to as Company.:
WHEREAS, County owns and operates a certain public tennis
facility, located' in County, Georgia, [mown as
Center, and hereinafter referred to as "Facility";
and.,
WHEREAS, the parties hereto desire: to enter into an agreement,
for the operation of food and drink concessions; the sale, rental,
and repair of tennis equipment and related merchandise; the sale of
annual, passes; the rental of courts at the Facility; and the. giving
and supervising of tennis instruction at said Facility,
NOW THEREFORE,_for'and in consideration of the promises of the
parties herein contained and for good and valuable considerations
herein set 'forth, the parties agree as. Follows.
SECTION 1
A. County grants to Company and Company acc;pts from County
the exclusive right to operate and manage, the Facility, including
the following rights at the, Facility
y To sell and/'or operate all food and drink
concessions...
63
2: To sell, rent, or repair tennis equipment and. related
1 blat fmerchandise. (C,ompany agrees to marntaxn a sa a e raven; ory o
tannis related merchandise at all times valued at approximately
J, 0{1h,,
3 To sell, annual, passes for use of the courts at the
Facility, and to rent courts for hourly use, at rates stipulated by
the: Board cif Comissxoners of Count y.
4 To receive all proceeds: from above sales and
instructions, except as set out, herein.
D Company shall pay County, during, the tern of this
Agreement, a flat monthly fee in the amounts indicated in the
schedule below. Monthly payments shall be due by or before the
fifteenth day of the succeeding month.
1_ January $'
February
March.
April
May
June
July
August
September
October
November
December
TOTAL
2. At the end of the contract year. Company shall compute
its Gross Profits as follows: Gross receipts from court rentals,
annual passes, equipment rentals and equipment repairs shall be
added together with gross receipts from merchandise sales, lesson
fees, and concession sales, less the cost of merchandise and
concessions sold and less the cost of payments to Instructors. This
total figure shall be called Gross Profits and shall be applied to
the percentages as specified below when computing the payment due
to County. Deduction shall be allowed for returned and refunded l
merchandise. If after, computation the resulting figure is greater
than the sus of the monthly payments'remi.tted to County, then the
balance shall be paid to* County. If the resulting balance is less
than the sun. of the. monthly payments remitted to County, County
shall refund the difference to Company. This payment shall be due
no later than .
Gross Profits County Receives
0 $25,000 (1st $25,000) x
25,001 - $50,00(1j2nd $25,000) %
50,001 $75,000 %
Excess above $75,.000 %
64
It shall be the responsibility of Company to report and pay
applicable State Sales 'fax.
C. Company shall install and maintain such bookkeeping and.
accounting 'methods and methods of collection of monies as shall.
permit County accurately to compute the: gross revenue of Company::
Y
I., Company shall insure, that all financial records and
statements are kept and are prepared in accordance with. generally
accepted accounting principles.
2. Company shall insure that their financial records and
reports are submitted in accordance with the Special Facilities
Operating Manual as prepared by the and that
all recommendations of the report relating to Company requirements,
are implemented.
3. County further reserves the right to examine all
books and records of the Company at any time during the four-year
periodfollowing the termination of this Agreement.
D. Company is responsible, for seeing that the Facility is
open no less than sixty (60) hours per week, during daylight hours.;
E. County shall furnish Company with the following items of
equipment:
Other articles deemed necessary but not enumerated in the above
list shall be furnished by Company.
Company shall furnish and install ready for use at its own
expense or as the result of a rental agreement that, it negotiates
on its own behalf all the equipment that is. necessary to operate
the concession other than those listed in the above paragraph as
being furnished by County. Company is required to supply the.
following,
All the above listed equipment that is to be provided by Company
shall remain the property of Company and may be removed by it at
the termination of this Agreement. If such equipment is not
removed within thirty, (30) days after termination of this
Agreement, it shall become the property of County.
Company shall provide to County an actual physical inventory
of all: merchandise on hand within ten (10) days after the effective
date of this Agreement and within ten (i0) days after the
expiration of this Agreement.
F. All items sold' by Company shall be first class quality,
and the services provided. by Company shall be rendered courteously
and efficiently, County reserves the right to prohibit the sale of
anyL item that it deems. objectionable, and County shall have the
right to order the im#iovement of the quality of either the
merchandise or the services rendered.. Company shall not charge the
J'l public at rates, higher than the rates approved by the Board of
65
Commissioners of County.: Such rates shall, be posted
prominently within the pro shop so that the rates are displayed for
public viewing,
G Company shall be responsible for the payment of all
salaries of all its employees and. shall pay before delinquency all
charges for heat, lights, water and sewerage, telephone and other
utilities, supplies used in connection with the operation and for
resale, and all other expanses pertaining to operation of the
Facility excluding major repairs, improvements, or additions,
H. No alterations or additions of any character shall be made
on or to the Facility by Company without first obtaining the
written consent of County. If alterations or additions are made,
they shall be made at the sole expense of Company, who shall agree
to hold County harmless therefor.
1, Company is responsible to operate and maintain the
Facility open to the public and to provide; at. least the following,
personnel.:
1. One Manager/Professional
2. One Assistant Manager/Professional
3. One Custodian
J. This Agreement is not a contract of employment. No
relationship of employer and employee exists between County and:
Company or between County and any employee or agent of Company.
Company shall at all times be deemed to be an independent
contractor. Company is not authorized to bind County to any
agreements or obligations. County shall not be liable for any acts
of Company,, and County shall not be liable for any acts of
Company's employees or its agent in performing the duties under
this Agreement.
K. County shall have access to the Facility, and to. each part
thereof, during the regular business hours of Company for the
purpose of inspecting the same and making repairs on the Facility.
L. Company shall not erect any sign on the Faci.ity or in the
vicinity thereof without obtaining the advance write+.0 approval of
County.
M.. Company shall comply with applicable stat*_ and local laws
governing the operation of the Facility. 'Violation of such state
laws or the ordinances of County of _ may be considered
as cause for termination of this Agreement.
N. Company shall be, responsible, during the term of this
Agreement, for any injury or damage of any kind resulting from this,
work to persons or property. Company shall exonerate, indemnify
and save harmless County ftost and against all claims or actions,
and all expenses incidental to the defense of any such claims,
litigation and actions, based upon or arising out. of damage or
b. With limits of $100,000 property damages
inclusive of protection against damage due to-excavatior. shoring,
underpinning, and blasting, to the extent. to Which such risks are
present
c.. With thr, location and: operations to which t o
insurance applies
d.. With expiration dates of policies
e.. including Company's protective coverage for any
subcontractor's operations
f. Including an endorsement incorporating the: Hold
Harmless Agreement assumed by Company under the terms of this
Agreement
g. Including certificates containing an agreement
that the policies certified will not be changed or cancelled
without ten (10) days prior notice to County, as el idenced. by
return receipts of registered or certified letters
h. The name and address of party to whom the certi-
ficate should be issued is:
County, Georgia
County Courthouse
Georgia (Zip code)
67
R
injury (including death) to persons or property caused by or
sustained in connection with the performance of this Agreement or
by conditions created thereby or arising out of or any way,
connected with work.perforned: under this, Agreement and shall assume
and pay for, without cost to County, the defense of any and all
claims, litigation and actions suffered through any act or ohission
of Company, anyone directly or indirectly employed by or under
Company's, supervision,.
0. Company shall take out and maintain during the life of
this Agreement worker's compensation insurance and employer's
liability, insurance for all its employees in strict compliance with
state laws of Georgia.
P. Precedent to the execution of this Agreement, Company
shall furnish to County a certificate of insurance in. companies
doing business in Georgia and acceptable to County covering:
1. Worker's; Compensation Icsurance
2. Comprehensive Liability Insurance covering all
operations and automobiles;
a.: With. limits of $100/300,000 bodily injury
b. With limits of $100,000 property damages
inclusive of protection against damage due to-excavatior. shoring,
underpinning, and blasting, to the extent. to Which such risks are
present
c.. With thr, location and: operations to which t o
insurance applies
d.. With expiration dates of policies
e.. including Company's protective coverage for any
subcontractor's operations
f. Including an endorsement incorporating the: Hold
Harmless Agreement assumed by Company under the terms of this
Agreement
g. Including certificates containing an agreement
that the policies certified will not be changed or cancelled
without ten (10) days prior notice to County, as el idenced. by
return receipts of registered or certified letters
h. The name and address of party to whom the certi-
ficate should be issued is:
County, Georgia
County Courthouse
Georgia (Zip code)
67
i. The certificate of insurance is attached hereto.
SECTION II
A.. The County shall be responsible for all repairs to the
Facility and adjacentparking areas;, including resurfacing of
courts when. necessary, but work of any kind performed by County
requiring. the closing of any, section; of the Facility by County
shall be coordinated with Company to minimize the loss of revenue
caused by such closing.
B. All tournaments must be approved by the Recreation,. Parks
and Cultural Affairs Director. Company shall Lave the riG4t to: use
nomore than three, (3) courts for the purpose of providing and
su ervisin tennis instructions at the Facility. p g
C. The Company shall provide County five hundred (500)
man-hours of labor withoutt charge to assist. County to conduct four
major tournaments at the Facility and County shall allow the
Company, to use the Facility without charge for a number of court
hours not to exceed one thousand (1000) per year, Company shall
tabulate the total. number of hours used, and shall deduct the
charge for these hours at the rate of $ per, court hour from
the Gross Profits as computed in Section I, paragraph: R, after,
computation. of County's payment. }however, this same amount will be
added to Gross Receipts prior to computation of the County's
payment so as, to insure that County benefits by the appropriate
percentage.
D. The four tournaments referred' to hereinabove shall be as
follows:
1. The Multiple Sclerosis Charity Tournament
2. The Tennis Association Spring. Tournament
3. The Tennis Association Fall Tournament.
4. The State Open Junior Championships
SECTION' III
A. If, in the judgment of County, the manner of operation of
the concession or the quality of merchandise or service does not
meet the requirements of this Agreement or if Company is in default
of any other tern of this Agreement, County shah. give Company
written notice, specifying the particulars of the unsatisfactory
performance or, default. If Company fails or refutes to remedy such
unsatisfactory performance or default within seven (7) days after
receipt by Company of such notice, County may terminate this
Agreement The decision `of County on any such matter will be
final.,
G. This Agreement say be modified, by mutual agreement of the
parties. No waiver, modification, or amendment of any term,
condition or provision of this. Agreement shall be valid,, or of any
force or effect, 'unless made in writing and signed by the parties
hereto..
H All notices required to be given to Company shall be
deemed given to Company by depositing the same in the United States
nail, postage prepaid, and addressed to
All notices required' to be given to County hereunder or by law
shall be deemed given to County by depositing sane in the United
States sail, postage prepaid, and; addressed to Chairman,
County Courthouse, ,'Georgia
1. Each term of this Agreement is material and any breach by
Company of any one of the terms herein contained shall be a
material breach of the entire Agreement and shall be grounds for
the termination of the entire Agreement by County.
69
B. On the. termination of this Agreement for any reason.,
County shall have full authority to re-enter and to take full
possession of the concession premises without the necessity of
obtaining any legal process. Company stipulates that County shall
not be liable to prosecution or for damages for resuming possession
of the Facility,
C, Either (1) the filing by Company of a voluntary petition
in bankruptcy or the making of an assignment for the benefit of
creditors, or (x) a consenting by Company to the appointment of a
receiver or trustees for all or part of its property or (3) the
filing by Company of a petition or answer seeking reorganization
under the National Bankruptcy Act or any other applicable law, or
4) the filing by Company of a petitionto take advantage of any
insolvency act shall. constitute: a breach of Agreement by Company.
x On, the occurrence of any such event, County may terminate: this
Agreement by giving to Company fifteen (15) days written notice of
termination.
D,. The waiver by County of any breach of any term contained
in this Agreement shall not be deemed to be a waiver of such terms
for any subsequent breach of the same or any other term. The
i subsequent acceptance of a concession fee payment by County shall
not be deemed to be a waiver of any prior occurring, breach by
Company of any term contained herein regardless of knowledge of
County of such prior existing breacb at the tine of the acceptance
of such concession fee payment.
E. It is expressly agreed that the time shall be the essence
i of this Agreement,
F. The validity and interpretation of this Agreement and off*
each provision and part thereof shall be governed by the laws of
the State of Georgia.
G. This Agreement say be modified, by mutual agreement of the
parties. No waiver, modification, or amendment of any term,
condition or provision of this. Agreement shall be valid,, or of any
force or effect, 'unless made in writing and signed by the parties
hereto..
H All notices required to be given to Company shall be
deemed given to Company by depositing the same in the United States
nail, postage prepaid, and addressed to
All notices required' to be given to County hereunder or by law
shall be deemed given to County by depositing sane in the United
States sail, postage prepaid, and; addressed to Chairman,
County Courthouse, ,'Georgia
1. Each term of this Agreement is material and any breach by
Company of any one of the terms herein contained shall be a
material breach of the entire Agreement and shall be grounds for
the termination of the entire Agreement by County.
69
J. It is expressly agreed that this Agreement embodies the
entire agre.e•ent of the: parties in relation to the subject matter,
and that no understandings or agreements, verbal or otherwise, in
relation thereto, exist between the; parties except as 'herein
expressly set forth in this. Agreement.
K. The tern of this Agreement shall begin on January 1, ,
and terminate on December 31, This Agreement may be renewed by
written agreement of both parties for a like term, with the
percentage of gross receipts outlined in Section. L, B, to be agreed
upon before the first day of December in each year for the ensuing
contract. year,
L. No assignment of this Agreement, or of any of its rights
or interests thereunder by Company, shall be valid without the
prior written consent and approval of County.
M. County shall have the right to grant reasonable extensions
of time to Company for any purposes or for the performance of any
obligation of Company hereunder..
N; For the purposes of venue, all suits or causes of action
arising out of this Agreement shall be brought in
County, Georgia.
NOW THEREFORE, it is mutually agreed according to the terms
heretofore enumerated, and as witness thereof, the parties hereby
set their hands and affix their seals in agreement this day
of 19
COUNTY, GEORGIA
SEAL) (SEAL)
Chairman, Board of Commissioners
ATTEST: ATTEST
Clerk, Board of Commissioners
WITNESS.:. APPROVED:
County Attorney
COUNTY
Contrast No. DATE:
70
71
v
ADDITIONAL SUBJECTS THAT !MIGHT BE INCLUDED IN THIS LEASE CONTRACT
Several included in, the agreement, ifmattersthatmightbeg
the parties ago negotiate and desire, are the following;
i) Company's obligations and. County's rights in the event
of Company's holding, over after the expiration of the
tern of the agreement;
ii) Company's obligations and,County''s, rights in the event of
violations of prohibitions on the use of hazardous
substances and offensive activities on the Facility;
iii) Company's obligations for structural maintenance of the.
Facility, and requirement of County's approval. for
T alterations ; and improvement sought to be undertaken by
Company;
iv) Respective rights and obligations of the parties for the
repair ,and maintenance of the Facility;
v) Respective rights and obligations of the parties in the
event of partial or total destruction of the Facility due
to natural or other causes;
vi) Respective rights and obligations of the parties in the
event Facility is taken via eminent domain by the
1 appropriate authority;
vii) Provision for option to renew the agreement; and
viii) Provision for sale or non -sale of alcoholic beverages on
the Facility.
71
v
t
APPENDIX, D
r
INSTRUCTOR CONTRACT AGREEMENT, FORM A,
COUNTY RECREATION DEPARTMENT
I hereby agree to provide instruction for ( name of program or class }
sponsored by the County Recreation Department for a
fee of $ charged per person.
Signed
Date
Approved
Date
Total registration
Total fee intake
to instructor
to departsent
Signed
Department official)
DateD
72'
APPENDIX. E
COUNTYDEPARTMENT OF RECREATION, PARKS AND CULTURAL AFFAIRS
RECREATION CENTERS SECTION
INSTRUCTOR CONTRACT AGHLEVEN1, Mxrtb
Recreation Center Quarter
This agreement is entei'ad into this day of ,
19 , by and between County Department of Recreation, Parks and Cultural Affairs, a county
governmental agency hereinafter referred to as "Agency" and ,
hereinafter reerred to as "Instructor." The parties agree as follows:
i. Agency agrees to hire instructor as independent contractor to teach the, folimoving class(es) and/or
activity:
ClasslAcrivity Deyl inw Beginning/Ending Min./Max.
2. Agency agrees to pay instructor for each class/activity at the rate of $ per hour / %
of total gross fees collected, for each class/activity. Instructor will. be paid in full upon satisfactory
completion of each class/activity and compliance with the terms of this agreement.
3. Agency agrees to uphold the limit of the maximum number of students per class. Agency reserves the
right. to cancel each class/activity which does not have the specified minimum number of students/
participants registered.
4. Instructor agrees to teach the above class(eslactivity at the time(s) listed for the above rate of pay.
5.. Instructor agrees to notify his/her designated Center Staff as soon as possible if an emergency will pre-
vent him/her from attending class. The class may not be cancelled without the approval of the Center
Staff. Postponements of classes will be granted only by the Center Staff in the case of emergency.
Instructor agrees to make up any class he/she may miss.
6. The Instructor and Agency agree that if any of the stipulations herein stated are breached by the
Instructor, the Agency reserves the right to begin appropriate action which could result, in complete
and final_ termination of this contract agreement.
Other general class informations; —
If thiel agreement contains any element contrary to departmental policy, it will be considered null and void,
Center Director Instructor
Centers Supervisor A.P. & C.A. Dept. Head Official
73
IN
APPENDIX F
RECREATION -SCHOOL AGREEMENT
GEORGIA
County AGREEMENT
THIS AGREEMENT, made and entered into this day of ,
1.9_, by and between the City and/or County of —, Georgia and
the Board of Education, State of Georgia, hereinafter
called the Board,
WITNESSETH
WHEREAS, the governing bodies of (city and/or county) and the Board are
mutually interested in an adequate program of community recreation under the
auspices of (city and/or county) Recreation Department, and
WHEPSAS, said governing bodies are authorized to enter into agreements
to aid and cooperate in the cultivation of citizenship by providing for
adequate programs of community recreation, and
WHEREAS, (city and/or county`) has established by ordinance or
resolution a Recreation Commission responsible for carrying out the purpose
of community recreation, and
WHEREAS, in. the interest of providing the best service with the least
possible expenditure of public funds, full cooperation between (city and/or
count,) and the Board is necessary.
NOW, THEREFORE, in consideration of the premises, said (city and/or
county) and said Board do now agree to cooperate with each other in carrying
out the above purposes, and. to that end to agree as follows.
1. The Board will make available to (city and/or county) for community
recreation activities all school areas which are suitable for community
recreation activities. These areas are to be recommended by the Director of
Recreation of the (city, acrd/or county) subject to the approval of the City
Council and County Comission, superintendent of schools of (cit
and/or county and the school board.
2.. (City and/or county) will make `a.w ilable to the Board for school
events, activities and/or programs all playground areas which are suitable
for said events, activities and/or programs.. The facilities are to be
selected by the superintendent of schools, subject to the approval, of the
director of recreation.
3.. The Board agrees to allow (city and/or county) Recreation
Commission to use other selectee' school building facilities which are
suitable for community recreation, subject to the approval of the
superintendent of schools and -the school board.
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4. It is hereby agreed that a schedule of dates for the use of the
school facilities will be worked out in advance and that this schedule will
be arranged to avoid conflict between school and recreation use; that in the
scheduling of said facilities, school events and programs shall have first
priority; recreation programs established by the 'Recreation Department shall
have second priority, and events by other groups or agencies shall have
third priority.
5. It is further agreed that a schedule of dates for the use of the
recreation facilities will be worked out in, advance and that this schedule
will be arranged to avoid conflict between recreation and school use that
in the scheduling of said facilities, recreation department activities shall
have first priority, school events and programs shall have second priority,
and events by other groups or agencies shall have third priority.
6. The (city and/or county) through its Recreation Department agrees
to provide adequate personnel to supervise the recreation activities which.
take place at the selected areas after school hours and during holiday and
vacation periods.
7. It is understoodand, agreed that the personnel employed by the
city and/or county) of in its Recreation. Department shall
be under the supervision of the Recreation Department and, further, that the
school principals are expected to and will further advise in the planning
and administering of a recreation program to be conducted by (city
and/or county) on and/or in the facilities under said principal's
jurisdiction.
8. It is recognized that school properties and facilities are intended
primarily for school purposes and for the benefit of children of school age.
It istherefore agreed that, in planning, programs and scheduling activities,
the recreation needs and opportunities of such, childrenwill be well
provided for and adequately protected.
9.. It is further agreed that in the event of any dispute or
differences arising as a result of the recreation program being conducted on
the sites jointly used and selected as outlined above or as to use of a
Board facility, then, in that event, said dispute or difference shall be
settled and arbitrated by an appeal to the respective department heads of
city and/or county) Board it accordance with the established procedure,;..
10. It is further agreed that the Recreation Department will furnish
and supply all expendable materials necessary for carrying on a community
recreation program for all ages, under or on the facilities under its
supervision.
I.I. Lt is further agreed that (city and/or county) may install
sprinkler systems, turfing, lighting, physical education equipment, fencing
and additional equipment for recreation, not in conflict with school use, on
areas selected by the director of recreation, subject to the approval by the
superintendent of schools.'. Any installations of equipment or construction
on said. premises, for community recreation purposes, shall be at the city's
and/or county's cost or proportionally shared by the (city anal/or
county and board), as the respective annual budget appropriations of
city and'/or county) and Board specify..
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12. It is further agreed that plans and specifications for the
placement of all equipment, facilities and permanent improvements upon said
premises and the type, design and construction.thereof, shall be approved by
the Board; prior to any installation thereof.
13. It is further agreed that the cost of maintaining said improved
areas shall be borne proportionately by the (city anu/or county) and the
Board as determined by the relative use of said areas; and further, that
city and/or county) and Board agree to maintain such areas in good
condition during the periods of their respective responsibility.
14. It, is further agreed that any permanent improvements or equipment
installed or erected on said premises by (city and/or county) shall remain
the property of (city and/or counter and may be removed if permit for use of
area is terminated.
15. It is further urs.1lerstood and agzeed that either party to this
agreement may at any time terminate this agreement upon giving in writing to
either party three months' notice of its intention to terminate same.
16. It is further agreed this agreement nullifies and voids any
previous agreements between the Board and (city and/or county) Recreation
Commission as apply toSchool; School;
School.
IN WITNESS WHEREOF, and pursuant to the authority granted by duly
recorded resolutions, the parties hereto have caused this agreement to be
executed on their behalf.
ATTEST;
Clerk
ATTEST.
Secretary
City of___
By
Mayor
School Board
By
Chairman of the Board
County of
By
76
7i
APPENDIX G
1981 ADULT BASKETBALL REGISTRATION INFORMATION
COUNTY RECREATION DEPARTMENT
The Parks and Recreation Department and the
County Recreation Commission will cosponsor Adult Basketball Leagues
for men. and women for the 1981 season.. We want to know if your group,
industry, or church is interested in participating.
SLOW BREAK LEAGUES: Church League
Industrial League
Open League
FAST BREAK LEAGUES: Open League
Industrial League
REGISTRATION: November 20 - December 5
3:30-5:30 daily at the
Parks and Recreation.Department.
Registration will be on a first-
come, first-served, basis NOTE:
Limit of eight (8) teams per
League.
ENTRY FEE: Fee covers league play only: Referees, Scorekeeper,
Clockkeeper, Building Rental, Lights, Security (off-
duty 'law enforcement officer), Trophies (1st Place
Individual, 1st Place Team, 2nd Pace Team)
8-team league $295 - 14 games
6-team league - $215 10 games
4-team league - $195 9 games
4-team league - $135 6 games
LEAGUE COST PER TEAiN
Official (1) - $8.00 per game
Scorekeeper (1) $2.00 per game.
Timer (1) $2.00 per gave
Lights - $3.00 per game
Building rental $3.00 per game
Contingency fee J2.00 per game
20.,00 per game per team
Trophies and awards $15.00 per team for the season.
In the event that. additional security at game sites
becomes necessary, there will be an additional $40 per
night divided equally among teams participating in the
entire program.
FEE DEADLINE: Friday, December 5, 1980: 5:30 p.m.
Au_Team Not Meeting Fee Deadline Will. Not Be Scheduled
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BIBLIOGRAPHY
Clegg, Charles C. 1981. Making the Most of Nembership on a
Recreation and Parks Board. Athens, Ga. Institute of
Community and Area Development, The University of Georgia.
Cryder, Ralph S. n.d. "Classification of Fees and Charges -
Reporting." In: Revenue Sources Management School
Manual, First Year. Raleigh, N. C.: North.Carolina State
University.. pp. 100-1 to 100-25.
1980. Department Manual of Fees, Charges, and
Other Revenue ProdLcing Activities.. Los Angeles: County
Department of Recreation and Parks.
Edmonton Parks and Recreation Department. 1978. Fees'and
Charges Guidelines. Edmonton, Canada: EPRD.
Ellerbrook, Mike. 1982. "Some Straight Talk About User Fees."
Parks and Recreation 11(9): 59-62.
Georgia City and County Recreation Services Study. 1980. Atlanta:
Georgia Department of Natural Resources.
Heritage Conservation and Recreation Service.. 1979. Fees
and Charges Handbook Guidelines for Recreation &
Heritage Conservation Agencies. Washington, D. C.:
Government Printing Office, Department of the Interior.
Howard, Dennis R., and Crompton, John L. 1980. Financing,
Managing and Marketing Recreation and Park Resource,.
Dubuque, Iowa: Wm. C. Brown Co.
Kirsch, Sondra. n.d. Public Policy Manual for Fees and Charges.
Washington, D. G.. National Recreation and Park Association.
Kraus, Richard G., and Curtis, Joseph E. 1973. Creative
Administration in Recreation and Parks. St. Louis: C. V.
Mosby Co.
Spears, Charles R. 1979. A Guide for Park and Recreation Finance:
Framework for Decisions. Atlanta: Georgia Department of
Natural Resources.
Waters, Janes R. 1981. "Status of Fees and Charges inGeorgia."
Georgia Recreator 4(3): 14-15.
1982. "The Use of. Fees and Charges by Recreation
Departments in Georgia" Unpublished repot submitted to the
Georgia Department of Natural Resources.
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