AGENDA ITEM
TO:
HONORABLE CHAIR
AND MEMBERS OF THE PARKS AND RECREATION COMMISSION
FROM:
RICARDO VELOZ
DEPUTY DIRECTOR OF PARKS, RECREATION AND LIBRARY SERVICES
BY: MARTHA BAEZ
RECREATION COORDINATOR
SUBJECT:
title
FEE WAIVER REQUEST FROM FRIENDS OF SIGNAL HILL LIBRARY FOR FACILITY USE
summary
Summary:
The Parks and Recreation Commission will consider a waiver request from Friends of the Signal Hill Library to hold board meetings for two hours every other month, beginning March 2027 through December 2027 at the Signal Hill Public Library Learning Center during the 2027 calendar year. Friends of Signal Hill Library is a resident, non-profit group and qualifies as a Teir 1 category which is eligible to request a full fee waiver of facility fees, per the City of Signal Hill Policy 4.16.
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:
Staff recommend the Parks and Recreation Commission approve the Friends of the Signal Hill Library request to waive facility fees for the use of the Signal Hill Public Library Learning Center for its board meetings during the 2027 calendar year.
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Background:
In May 2026, staff proposed updates to the City of Signal Hill Policy 4.16 to create categories for group eligibility for fee waivers. The new policy, approved by the City Council, established seven categories, four of which allow for a 100 percent fee waiver (Teir 1) and three of which allow for organizations to request a reduced (modified) fee for the use of City facilities (Teir 2). The policy went into effect on July 1, 2026. Reduced fees are reflected by discounted rate in percentages in the City’s adopted fee schedule that went into effect July 1, 2026.
On September 17, 2026, staff received a request from the Friends of the Signal Hill Library (FOSHL) to hold their meetings during the months of March 2027 through December 2027 in the Signal Hill Public Library Learning Center (Attachment A).
FOSHL is a non-profit organization based in Signal Hill and is a regular community partner that works collaboratively with the Parks, Recreation and Library Services Department to host special offerings with books. Under the new policy, FOSHL qualifies as a Teir 1 group and is eligible for a full fee waiver, with the exception of staffing fees.
Analysis:
The City of Signal Hill Policy 4.9, Facility Use Permits states that the Parks, Recreation and Library Services Department will accept facility use applications up to six months in advance of the requested date (Attachment B). FOSHL’s request includes five meeting dates during the months of March, May, July, September and November; however, September and November requests are outside of the six-month window. Pending the Parks and Recreation Commission approval for the facility fee waiver request, specific meeting dates will be coordinated with FOSHL six months in advance of the requests between July and December 2027 and in accordance with the Policy. As staff work to release availability six months in advance of each requested date, and should facility availability conflict with existing programs or services, the staff would work with FOSHL to identify dates that are compatible with programming: however, the Policy does not preclude the City from advancing the fee waiver request for formal approval from the Parks and Recreation Commission for the proposed fee waiver total.
In accordance with the City’s policy granting fee waivers for City facilities, the applicant must submit a waiver request and meet the general requirements and criteria established by the City of Signal Hill Policy 4.16 - Request for Modified Fee or Fee Waiver Request for Use of City Facilities (Waiver Policy) (Attachment C). The Waiver Policy requires the Commission to make the following findings to ensure the organization is eligible to request a waiver prior to granting approval:
• The group is considered in good standing with the City, which includes but is not limited to, having no outstanding fees, or debts overdue with the City and documented history of compliance with previous City Facility use policies and procedures.
• The event or program is consistent with the City’s mission, values and objectives.
• There are no detrimental impacts on the existing facilities or City activities.
• There is a public benefit to Signal Hill residents.
• Program or event is non-discriminatory and non-political nature.
• Primary mission of organization is philanthropic and/or service-driven for the benefit of the community.
• Event or program is open to the public at no charge.
The Waiver Policy further outlines seven categories for fee waiver eligibility including:
Tier 1 - Eligible for a Full Fee Waiver:
1. Official City Partner/City Affiliated Organization
2. Intergovernmental Groups/Government Agencies
3. Resident Non-Profit
4. Non-Resident, Non-Profit
Tier 2 - Eligible for Reduced/Modified Fee
5. Schools and School Groups
6. Civic Organizations/Groups
7. Homeowners Association/Neighborhood Associations
Staff have reviewed the criteria identified in the Waiver Policy and confirmed that FOSHL meets the requirements to be eligible to request a fee waiver based on their category of Tier 1 - Resident Non-Profit status.
On June 23, 2026, City Council approved the Uniform Schedule of Fees which identified that Signal Hill based non-profit organizations are eligible to request a full fee waiver. Staff estimate the total cost of the proposed fee waiver to be $740.00 of facility use fees. The following table details the facility fee description, hourly rate, and totals for each category:
Staff recommend the Parks and Recreation Commission consider a full facility fee waiver for Friends of Signal Hill Library meetings for two hours every other month during the 2027 calendar year, from 5:30 p.m. to 7:30 p.m. at the Signal Hill Public Library Learning Center. The dates and times of the proposed meetings are scheduled during the library’s regular operating hours and do not necessitate additional staff hours for the rental of the room.
Approved:
_________________________
Yvette E. Aguilar
Attachments:
A. Application, Fee Waiver/Reduction Request Form, Letter of Intent
B. Policy 4.9 - Facility Use Permits
C. Policy 4.16 - Request for Modified Fee or Fee Waiver Request for Use of City Facilities