Title
Discuss and consider action regarding a proposed fee and application process for business and special event use of City parks and Lake Pflugerville.
Summary
The use of city parkland and Lake Pflugerville by businesses and special events is an ever growing problem putting an increased demand on our parks system. Due to the high use by these groups of our parks system, Interim Parks and Recreation Director, Amy Atkins, has developed a set of policies and procedures as well as a permit application process to help control and manage such uses. This item was discussed at the joint work session of City Council and the Parks and Recreation Commission on Tuesday, September 28, 2010. The Council expressed concerns over the wording of the Certificate of Insurance requirement and cost of insurance for applicants. Since the September work session staff has contacted Texas Recreation and Parks Society (TRAPS) colleagues representing different regions in the state. Through that vetting process only a couple of cities with similar situations were identified: the City of San Antonio and the City of Austin. Additionally various sport and event insurance companies that specialize in this type of insurance were contacted. The insurance companies indicated that a Certificate of Insurance is issued as proof of insurance for additional insured entities and payment is required to be made in full by applicant prior to a Certificate of Insurance being issued. Staff would recommend each applicant shall provide a Certificate of Insurance with the types and amounts of coverage and a copy of the paid receipt showing the policy has been paid in full. The average annual insurance premium for a Comprehensive General Liability Insurance policy with a combined single limit of $1,000,000 per occurrence for fitness classes is $230.00. An estimated insurance premium for one day events is $300.00 per event. City Attorney Floyd Akers was contacted regarding the insurance wording and suggested the above clarification would be the best approach. Amy Atkins will be attending a City of Austin Parks and Recreation Department meeting where they will be discussing how Austin PARD will address this issue.
Status
This item is intended to provide the City Council with information regarding a staff proposed fee and application process for business and special event use of city parks and Lake Pflugerville. This item is a discuss and consider item as staff is requesting City Council to provide feedback on the proposed fee and application process to determine the parameters to allow final approval of the process.
Prior City Council Action
This item was discussed at the joint work session of City Council and the Parks and Recreation Commission on Tuesday, September 28, 2010.
Deadline for City Council Action
There is no deadline for action.
Fiscal Impact
Any revenue from this source would be credited to the general fund.
Staff Recommendation
Staff is requesting Council approval for implementation. Staff would like to recommend a fee structure based on one-time use activities, special events, fitness and recreation classes and youth day camp use. Staff recommends the implementation of a separate fee structure for the use of Lake Pflugerville for runs, bike rides, swim events and triathlons. It is staff’s recommendation that the use of the lake be allowed on a limited and controlled basis. All events would have to be approved and scheduled through the Parks and Recreation Department.
Staff is recommending:
1. Two triathlons annually (The Lake Pflugerville Triathlon and Champions Triathlon/Duathlon).
2. One 5K a month limiting participation to 250-300 (when another event is not previously scheduled).
3. One swim/run series consisting of 8 events scheduled monthly spanning April- November with participation limit set at 250-300.
4. Special events on a case by case basis (when another event is not previously scheduled).
Drafter
Amy Atkins, Interim Parks and Recreation Director