Administrative Policy #5.14 - Guidelines for Free Use of Parks and Recreation Facilities

Purpose

To establish guidelines in the review, approval, and exemption from paying fees for use of Corvallis Parks and Recreation facilities. 

To provides a methodology to permit free or reduced-cost use, where appropriate, while optimizing the generation of fee-based revenue in addition to property tax to financially support the ongoing facility operation as described in the Parks and Recreation Cost Recovery and Resource Allocation Philosophy model.

Guidelines

The Parks and Recreation Department (CPRD) operates recreation facilities which are available to the public. These facilities are used for a variety of recreation programs, community events, meetings, classes, and social gatherings.

Fees are charged for the use of these facilities to help defray the cost of operations and maintenance of the facilities. The following are guidelines for reviewing requests for exemptions from payment of rental or user fees.

a. All users must pay to use Parks and Recreation facilities, according to the Council-adopted Cost Recovery and Resource Allocation Philosophy model. The only exemption to paying a fee is outlined below in Exemptions. 

b. Any user wishing to be exempt from paying a fee for the use of Parks and Recreation facilities must complete the Request for Free Use form and receive approval from the Parks and Recreation Director or designee.  An exemption to paying a fee for each facility use may be authorized for a period of up to three months.  A user is required to reapply for exemption for each use. The intended use must be providing a program or service that has considerable benefit to the community as defined in the Cost Recovery and Resource Allocation Philosophy. Any violation of any of the requirements by the exempted user may jeopardize any future consideration of fee waivers.

1. The Parks and Recreation Department reserves the right to remove any or all rooms, buildings, or park areas from free use, if the use will result in a loss of revenue to the City because there is public demand to rent the facility.
2. Free or reduced-cost use is intended for programs or events that are directly related to the applicant's mission and City of Corvallis Strategic Operational Plan and Imagine Corvallis 2040 Vision.
3. The Parks and Recreation Department and other City departments have priority use of facilities. The CPRD have prioritized use of facility space in the order stated below.
4. CPRD Facility programming
5. CPRD Cross-Facility programming
6. CPRD Associate Rentals and City-Sanctioned Facility Use,
7. Non-profit / Intergovernmental Rentals
8. Private / Commercial Rentals
9. All users, outside of those named in Exemptions, requesting free use of a City Parks and Recreation facility must complete a Request for Free Use Form.

e. All users are required to follow Parks and Recreation rules and guidelines. Users are responsible for set-up and clean-up, damage to the facility, and, when required, liability insurance.

1. A user requesting free use must sign an anti-discrimination agreement included on the Request for Free Use form.
2. An approved Free Use Agreement will not exempt the user from fees for services that are normally associated with use or that have a financial impact on the City's ability to honor the free-use request. Additional facility use fees may include: alcohol permits, concession permits, building attendants for after-hour use or additional expenses needed to accommodate or support the request. Sound permits may be exempt from permit fees with an approved Free Use Agreement.
3. Users are required to give two weeks prior notice in the event of a cancellation to facilitate rebooking of the facility.
4. Free use is a courtesy that may be revoked at any time.
5. Users granted free use may not extend those privileges to any other person or agency, including clients, customers, partners, or vendors, without specific written approval from the City.
6. Exempted users granted free use can only reserve a facility three months in advance, unless negotiated otherwise in mutual agreements.

These guidelines will be implemented by the facility supervisor. Appeals will be resolved through the Parks and Recreation Director or designee.  The decision of the Parks and Recreation Director can be appealed to the City Manager. The decision of the City Manager is final.

Exemption

The following are exempt from paying a fee and do not need to complete a Free Use Agreement.  All reservation permits must be completed for each reservation.

a. City of Corvallis-sponsored or co-sponsored events, meetings, or activities. Co-sponsored activities must be verifiable through a signed agreement or memorandum of understanding. A Corvallis Parks and Recreation Department Co-Sponsorship form must be submitted documenting the sponsorship.

b. Arrangements executed through a separate agreement involving the use of City Parks and Recreation facilities

c. Benton County, a tax-supported government agency, as long as Benton County also provides free use of its facilities to the City.

1. Each department within the County must complete a separate Free Use Agreement
2. Only official, tax-supported departments or divisions of Benton County will qualify; it is not sufficient to have "Benton County" in the name of the group to qualify for free

d. Friends of Corvallis Parks and Recreation

e. Visit Corvallis

f. Another City Department

Definitions

Anti-Discrimination Statement: The user agrees not to discriminate on the basis of race, religion, sex, color, national origin, family status, marital status, sexual orientation, age, source of income, or mental or physical disability during the course of their use.

Benefit: The degree to which programs and services positively impact the public (may be individual or community-wide) or, in other words, the results of the programs and services.  The National Recreation and Park Association define the benefits of Parks and Recreation as:

1. 1.  Socialization
2. 1.  Healthy Lifestyle – life-long wellness
3. 1.  Economic Development and Vitality
4. 1.  Environmental Stewardship

CPRD Cross-Facility: Programming offered in one CRPD facility that is developed and/or managed by another CRPD facility.

CPRD Associate: An organization offering programming similar to what CPRD would offer and often includes a co-sponsorship or other type of agreement. Examples of associate organizations are the Corvallis Environmental Center, Corvallis School District, Corvallis Aquatic Team, and Corvallis Arts Center.

Fee: A payment for the use of parks and recreation facilities, permit or service.

Permit: An application form issued or authorized by the Parks and Recreation Department for use of a Parks and Recreation facility.

Parks and Recreation Facilities: All buildings, parks, natural areas, structures, roads, playing fields, swimming pools, and picnic areas which are operated and maintained by the Parks and Recreation Department. 

Review/Update

The Parks and Recreation Director will prepare this Administrative Procedure for review as needed for City Manager approval.

Last reviewed: 08-2021

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