AGENDA ITEM
TO:
HONORABLE CHAIR
AND MEMBERS OF THE PARKS AND RECREATION COMMISSION
FROM:
YVETTE E. AGUILAR
PARKS, RECREATION & LIBRARY SERVICES DIRECTOR
BY:
ALISON DOBAY
COMMUNITY SERVICES MANAGER
SUBJECT:
title
RAYMOND HEIGHTS HOMEOWNERS ASSOCIATION FACILITY USE UPDATE
summary
Summary:
Staff have received a Facility Reservation Request for use of an indoor City facility from Raymond Heights Homeowners Association (Raymond Heights HOA) for a meeting on Monday, July 1, 2024 from 4:00 p.m. to 5:00 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 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 the 2003 City Council direction. If approved, the Raymond Heights HOA would remain eligible for one (1) no fee use of the Community Room at Discovery Well Park for the 2024 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
body
Background:
In 2003, City Council approved homeowners’ associations to rent two facilities per year per group with the recommendation that the Parks and Recreation Commission would review the usage and parking 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 per 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 Raymond Heights HOA submitted a request for use of a City facility on July 1, 2024 from 4:00 p.m. to 5:00 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.
If the request is approved by the Commission, Raymond Heights HOA will have one of their two no fee reservations remaining, with the understanding that any associated staffing fees will not be waived.
Additionally, staff informed Raymond Heights 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. Application and Letter
C. Waiver of Facility Fees Policy