AGENDA ITEM
TO:
HONORABLE CHAIR
AND MEMBERS OF THE PARKS AND RECREATION COMMISSION
FROM:
YVETTE E. AGUILAR
PARKS, RECREATION & LIBRARY SERVICES DIRECTOR
SUBJECT:
title
BIXBY RIDGE HOA FACILITY USE UPDATE
summary
Summary:
Staff received an application for use of and indoor City facility from Bixby Ridge Homeowners Association (Bixby Ridge HOA) for a board of director’s meeting on Tuesday, February 13, 2024 from 5:30-8:00 p.m.
In 2003, Discovery Well Park was dedicated in September, and the City Council subsequently approved recommendations by the Parks and Recreation Commission (Commission) to limit the usage of the new community center to residents only for the first year to allow for review of parking and facility usage issues but limited “no fee” HOA meetings to two per year, per group. The City Council also directed the Commission to review this after three months and recommend revisions as appropriate. To date, the original recommendation from the City Council remains in place.
Strategic Plan Goal(s):
Goal No. 5 High-Functioning Government: Strengthen internal communication, recruitment, retention, systems, and processes to increase the effectiveness and efficiency of City services.
recommendation
Recommendation:
Receive and file.
body
Background:
In 2003, the City Council approved Signal Hill homeowners association to use City facilities two times per year, per group, without any fees, and directed the Parks and Recreation Commission to review the usage and parking to make recommendations as appropriate (Attachment A).
In the most recent version of the Parks, Recreation and Library Department policies from 2017, the policy states:
Signal Hill Home Owner Associations’ (HOA) and/or their Management Company’s rental fees, will be waived twice a calendar year, for their HOA meetings. Staff fees still apply and a refundable cash deposit must remain. (City Council action, July 8, 2003)
To date, the original recommendation from the City Council remains in place.
Analysis:
The Bixby Ridge HOA submitted an application for use of a City facility on February 2, 2024; however, they had initiated discussion with City staff well in advance of the 15 business day required notice (Attachment B). The date and time of the requested meeting was scheduled within the library’s operating hours, which did not require additional staffing to be scheduled. Additionally, the Learning Center remains set-up with tables and chairs for meetings and for general programs.
They requested to use one of their two no fee reservations for this request, with the understanding that any associated staffing fees would not be waived. The Bixby Ridge HOA, per policy, are allowed one more no fee rental of a City facility in calendar year 2024.
Additionally, staff informed Bixby Ridge HOA that any additional reservation requests to use a City facility and waiving of facility and staff fees would need to be approved by the Parks and Recreation Commission and/or City Council, per the facility fee waiver policy (Attachment C).
Approved:
_________________________
Yvette E. Aguilar