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 HOMEOWNERS ASSOCIATION FACILITY USE UPDATE
summary
Summary:
Staff received a request for use of an indoor City facility from Bixby Ridge Homeowners Association (Bixby Ridge HOA) for a board of director’s meeting on Tuesday, June 25, 2024 from 6:00 p.m. to 8:00 p.m.
In September 2003, Discovery Well Park was dedicated 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 and 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.
The current Discovery Well Park Community Room is currently not available for use due to City scheduled programming, but staff are able to accommodate the request at the Signal Hill Public Library to remain compliant with 2003 City Council direction. If approved, the Bixby Ridge HOA will have exhausted all of the permitted uses for the Bixby Ridge HOA for the calendar year.
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.
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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 a request for use of a City facility on June 25, 2024; however, they had initiated discussion with City staff well in advance of the 15 business day required notice.
The Bixby Ridge HOA submitted an application for use of a City facility on June 25, 2024 from 6:00 p.m. to 8:00 p.m. (Attachment B). While the original space intended for HOA use is not available due to a City scheduled program, staff recommend using the Library Learning Center at the Signal Hill Public Library as an alternate space. The date and time of the requested meeting is scheduled within the library’s operating hours, which does not require additional staffing to be scheduled. Additionally, the Learning Center remains set-up with tables and chairs for meetings and for general programs.
The Bixby Ridge HOA requested to use the second 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 used their first no fee rental on February 2, 2024, and will have exhausted their waived facility rentals for the 2024 calendar year.
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
Attachments:
A. City Council Minutes from July 8, 2003
B. Request
C. Waiver of Fees Policy