Loading...
Park Reservations Policy No.500.1051. POLICY Administrative Policy & Procedure No. 500.105 Park Reservations The City manages and encourages the reservation of park facilities for the use, enjoyment, and safety of the public. 2. REFERENCES SVMC 6.05.120 2. DESCRIPTION AND IMPLEMENTATION a) In General. The Spokane Valley Parks and Recreation Director has the authority to create, administer, and enforce a system to govern park reservations. This authority includes park reservation final approval authority. b) City Goals When Managing Park Reservations. The Parks and Recreation Department's first priority is the general visiting public. As visitors and taxpayers, the public provides the funding to operate the parks. Spokane Valley Parks and Recreation Department manages park reservations to achieve the following objectives: i) Promote a diverse range of activities and opportunities; ii) Ensure fair and equitable access to parks; iii) Balance needs of casual and organized park users, event participants, and park neighbors; iv) Ensure efficient and effective use of park space while at the same time protecting and preserving park environments; v) Ensure that park activities are conducted in a safe and responsible manner. The Department will strive to reduce user conflicts by scheduling park reservations in the appropriate spaces and at appropriate frequencies. e) Department Authority to Regulate Park Reservations. The Parks and Recreation Department reserves the right to restrict specific activities in parks. Reasons for restricting activities relate to potential damage to the park, the impact the activity will have on others' enjoyment of the park, as well as risk management or public safety considerations. To minimize the impact events have on parks, the Parks and Recreation Department applies a variety of measures, such as site monitoring, restricting activities, controlling amplified sound, and limiting vehicle access. Any activities prohibited by law are not permitted in parks. By ensuring that park preservation measures are in place and adhered to, event organizers and the Parks and Recreation Department are ensuring the site's continued use for hosting events. Policy No. 500.105 Park Reservations Page 1 of 4 Effective; 6 A 1/Z 6 t U d) When Reservations May Be Made. Park reservation requests are accepted starting on the first business day after the first of each year for the year in which the activity will take place. The Parks and Recreation Department shall determine the date, time, and manner that reservations for the year will begin being accepted. i) Reservations must be made at least 48 hours prior to the activity. ii) The maximum number of people allowed per reservation is 400. e) Facility Usage Application. In order to request a reservation of a park facility, a completed Facility Usage Application must be submitted along with full payment of all fees and deposits. The application is available on the City website and at the Parks and Recreation office. fj Insurance. Insurance coverage is required for all events with high risk activities, including inflatable play equipment, car shows, horse arena, all sporting activities, etc. The proof of liability must be submitted in order to receive a Facility Permit, and must name the City of Spokane Valley as additional insured for at least $1 million per occurrence and $2 million aggregate. g) Amplified Sound Permit. An Amplified Sound Permit Application must be submitted for amplified sound of any type with a volume audible at a distance over 30 feet in a city park. There is no charge for this permit. The application is subject to the Parks and Recreation Director's approval. h) Reservation Approval. Complete reservation requests are processed in the order in which they are received. Reservations require approval from the Parks and Recreation Director or designee. Factors considered during the approval process include but are not limited to: the type of event; which park is utilized; and whether there is already another reservation that day. After approval of an application, a Facility Permit will be issued. i) Site Suitability. The majority of parks have not been designed to accommodate large scale events as most lack the necessary amenities such as: washrooms; parking; and access to water or power to support major events. In addition, most parks have differing features and requirements; thus, what is appropriate in one park may not be appropriate in another. The following are factors the Parks and Recreation Department considers: i) Compatibility of the event with existing uses /users of the park, includingpublic safety. ii) Intensity and frequency of other park uses and users. It is recognized that it is possible to "over program" a park; thus, efforts are made to distribute events across the park system as well as regulate the frequency on a specific site. iii) Park condition: protection and preservation. Generally, the scheduling of an event cannot be at the expense of the park's regular use; focus is on whether the area's current condition can withstand the activity as well as whether the scheduling of an event could possibly damage the park beyond immediate repair. Policy No. 500.105 Park Reservations Page 2 of 4 Effective: j) Providing Notice of Reservation. Reservation notices will be posted so that other park users are aware the site is reserved. Reservation recipients should keep a copy of their Facility Permit as proof of their reservation. k) Fees and Charges. The following are the fees and charges the Parks and Recreation Department imposes for reservations: i) Reservation fees. To offset costs to the City associated with administering reservation procedures, the City requires a nonrefundable fee. An EVENT reservation fee is required in lieu of the standard reservation fee for: groups of 200 or more people; and groups with high risk activities. High risk activities include but are not limited to car shows, inflatable play equipment, sporting activities, etc. ii) Refundable damage deposit. To offset costs to the City associated with repairing damage incurred from an event, the City requires a refundable damage deposit. Violating park iules and regulations may also result in forfeiture of the damage deposit. iii) Cancellations. Cancellations must be made at least two (2) weeks prior to the reservation in order to receive a full refund of the reservation fee. Cancellations occurring within two (2) weeks of the reservation will be refunded only if a replacement can be found to take the place of the cancellation. I) Limitations on Shelter Reservations. Park shelter reservation fees at Browns, Edgeeliff, Mirabcau Meadows, Sullivan, Terrace View, and Valley Mission are for a maximum of five (5) hours per reservation. Two (2) consecutive reservations may be accepted from one group; reserving a shelter 6 -10 hours constitutes two paid reservations. Shelter reservation fees at Mirabeau Springs are for a maximum of two (2) hours per reservation; reserving the shelter 3 -4 hours constitutes two paid reservations. A maximum of two (2) reservations will be accepted per day at each shelter. The Parks and Recreation Department may allow more than two reservations per day at Mirabcau Springs if the reservations are for photos in one -hour blocks. Car show reservations are limited to four (4) total per calendar year and are authorized at Mirabcau Meadows only. m) Special Interest/Partnership Groups. Special consideration should not be granted to special interest groups or individuals in the form of discounted fees or charges. Exceptions may be granted to groups who arc sponsored by the Department and/or the City. An example would be a city co- sponsorship of a community -wide event. n) Sale of Goods or Services. These policies are subject to Administrative Policy & Procedure No. 500.110 Vendors in Parks. o) Duty or Liability of the City. It is the specific intent of these policies and procedures to place the obligation of compliance upon the applicant or sponsor, and no provision hereof is intended to impose any duty upon the City of Spokane Valley or any of its officers, employees, or agents. Policy No. 500.105 Park Reservations Page 3 of 4 Effective: Nothing contained in these policies and procedures is intended to be or shall be construed to create or form the basis for liability on the pant of the City of Spokane Valley, or its officers, employees, or agents, for any injury or damage resulting from the failure of the applicant or sponsor to comply with the City's municipal code and the Parks and Recreation Department's policies and procedures. l ity Deputy City Manager Policy No. 500.105 Park Reservations Page 4 of 4 Effective: