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Brentwood City Commission Agenda
Meeting Date: 01/14/2020  
Resolution 2020-03 - Amending Shelter Policies and Parks Fee Structure for Use of City Park Facilities
Submitted by: Dave Bunt, Parks & Recreation
Department: Parks & Recreation  
Information
Subject
Resolution 2020-03 - Amend the Shelter Policies and Parks Fee Structure for Use of City Park Facilities
Background
The Parks Department's non-routine work plan for this year included a review of the department's fee structure. Overall the current fees are within the market average for the area. However, it was brought to staff’s attention the concern that Brentwood residents may not be getting priority to reserve the various park shelters/pavilion as compared with residents outside the City.

Staff evaluated the 400 reservations made last year (see attached breakdown). The results did show that the overall percentage of reservations made by Brentwood residents was only 52%, with some parks' percentages better than others. Staff then evaluated our policies/procedures to see how we might be able to ensure that Brentwood taxpayers are getting first priority and therefore increased usage of the City's park facilities. In addition, some policy changes related to operations and deposits are also being recommended.

The recommended changes in polices are attached with changes highlighted in red, but below is a summary of the changes staff recommends:
  1. Reservations for the calendar year open on February 1.  It is proposed that for the month of February, reservations will be open to Brentwood residents/businesses only.
    • A social media campaign to spread the word;
    • Direct emails sent to last year’s reservations;
    • Website will be updated with new information
       
  2. Deposits are no longer required for any facility reservation.
     
  3. For Brentwood residents/business, there is no charge for rentals of shelters/pavilion, but insurance will be required for businesses requesting athletic facility use.
     
  4. Maintain current rate structure for Williamson County residents/businesses.
     
  5. For non-Williamson County residents/businesses, increase the current non-resident fees by $50 to every current option available.
     
  6. Change start times for the first rental to 10:00 am (currently 8:00 am) to assist the limited staff in completing their general park opening assigned tasks and prepare a shelter.  Note that the two-hour break between multiple reservations on the same day remains unchanged.
The Park Board reviewed and approved the recommended changes at its January 6 meeting. Note that the impact of these changes will be tracked this year, and potential additional changes might be necessary next year if these changes do not have the desired results.

If you have questions, please contact Parks Director Dave Bunt.
Staff Recommendation
Staff is recommending approval of the policy changes.
Previous Commission Action
No prior Commission action on this item.
Fiscal Impact
Amount : TBD
Source of Funds: Parks Reservation and Events
Account Number: 110-34740
Fiscal Impact:
It is difficult to accurately project the financial impact of the proposed changes.  While the increased fee amount will result in additional revenue for any non-Williamson County based reservations, the other changes designed to provide more opportunity for Brentwood residents to make reservations will, if successful, have the offsetting effect of reducing the overall number of non-resident reservations paying fees.  Overall, staff projects that the financial impact, either positive or negative, will be minimal.
Attachments
Resolution 2020-03
Shelter/Pavilion Policy
Fee Schedule
Reservation Breakdown
Signed Resolution

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