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MEMO DATE: 21 January 1994 TO: Mayor and Councilmembers FROM: Carol Kriegler, Parks Recreation Director RE: Use of community facilities I. BACKGROUND INFORMATION With the city hall council chambers and conference room and two park buildings, city staff routinely deals with inquiries and tasks related to the rental of these facilities. Staff typically responds to one or two facility rental inquiries per day. Given the strong interest in use of these facilities and the inherent responsibility in making these public facilities available to all, it is critical that the city have a practical and efficient rental application process as well as a fee schedule that is both fair and appropriate. A review of the list of previous year's facility renters indicates a very wide range of the types and interests of past facility users. No group, whatever their cause or interest, can be denied access to rental of public facilities. Currently, most facility rental inquiries occur by phone. Potential renters are typically interested in learning the extent of facility availability for their event and the associated costs. In many cases, the potential renter is calling the city as well as any number of other potential facilities in an effort to investigate the available options for their event. It is at this time that staff needs to make a determination as to a group's eligibility for facility rental fee exempt status. The caller does not want to be referred to someone who may be tied up or wait for an eligibility check. Facility reservations are made on a first -come, first served basis for any time within the current calendar year. If interested at the time of inquiry, a "facility use agreement" is made available in the event that the individual desires to confirm and lock in a reservation for a special date. Payment of the applicable rental fee and deposit is required prior to key pick -up. The rental fee is intended to cover costs associated with clean -up staff time and supplies, and general operating costs, i.e. electric, water, etc that are covered in the city's general fund. For groups exempt from the rental fee, a deposit is still required. This is intended to insure timely key return and a method of fee recovery in the event of facility damage or lack of clean -up associated with their use. In the past year staff has received three facility rental requests that raised our awareness for the need for possible clarification and change regarding the list of organizations exempt from facility rental fees. Currently a list exists indicating what "public service organizations" are allowed free use of facilities. That list follows: