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HomeMy WebLinkAboutRes 2022-24 RESOLUTION NO. 2022-24 A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF FOUNTAIN HILLS, MARICOPA COUNTY, ARIZONA, APPROVING THE TOWN OF FOUNTAIN HILLS, ARIZONA TOWN COUNCIL FEE WAIVER POLICY RECITALS: WHEREAS,following directions received from the Town Council on Tuesday, February 15, 2022, staff developed the Fee Reduction and Waiver Policy, providing a uniform set of guidelines regarding requests for reduced-cost use of Town resources, properties, or adopted fees. WHEREAS, the proposed policy provides an equitable means for organizers to apply for fee reductions and to establish mutually beneficial partnerships between the Town and the community. WHEREAS, the Fountain Hills Town Council voted unanimously on May 17, 2022 to approve said policy, and now wishes to formalize it through the adoption of this resolution. ENACTMENTS: NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND TOWN COUNCIL OF FOUNTAIN HILLS that the Fee Waiver Policy, attached hereto as Exhibit A, is hereby adopted. PASSED AND ADOPTED by the Mayor and Council of the Fountain Hills, Maricopa County, Arizona, this 17th day of May 2022. FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO: bc Ginny ckey, ayor Elizabe A. lein,Town Clefk REVIEWED BY: APP VED AS TO FORM: Grady E. er, Town Manager Aaron D. Arnson, Town Attorney EXHIBIT A Fee Reduction and Waiver Policy The Town of Fountain Hills has established the Fee Reduction and Waiver Policy to provide a uniform set of guidelines regarding requests for reduced-cost use of Town resources, properties, or adopted fees. The Town recognizes the value of partnering with community agencies and organizations to provide services that benefit our community and residents. In an effort to support these organizations while balancing cost recovery efforts and resource management, the following policy and guidelines have been established. 1. This policy shall establish the guidelines, criteria, and process for reducing or waiving fees for all Town-owned facilities and properties as well as all fees as adopted in the annual fee schedule. 2. The Town Council shall have the final authority to amend this policy at their discretion. Fee Reduction Eligibility Recognizing that many not-for-profit groups operate in Fountain Hills and provide significant services to their members and our community, groups meeting the following criteria are eligible for a 50%fee reduction for rental costs. 1. All Fountain Hills-based non-profit groups may receive a 50%fee reduction. Confirmation of non-profit status as well locality within Fountain Hills must be provided. 2. Eligible fees include rental costs, open space fees, classrooms, ballrooms, or other facility costs. Permit and staffing fees including application, alcohol, etc. are not eligible for reductions. 3. Receipt of fee reductions does not absolve recipients from following permitting procedures or obtaining necessary permits, approvals, or agreements. Insurance certificates and other contractual requirements will be required. 4. Full fee waivers will not be allocated for standard rental or event use. Full waivers will be considered under very exceptional circumstances and require Council authorization to preserve impartiality, clarity, and consistency for all. 5. All approved exceptions shall be outlined in a User Agreement or other documentation where terms, conditions, timelines, and deliverables are specifically noted. Community Center Guidelines The Community Center is a popular location for meetings, events, presentations, performances, and more. While this facility is a public resource and supports many community functions, use must be balanced with Town functions, senior and recreational programming, as well as private rentals and events. Therefore the following guidelines shall apply to all fee reduction requests within the Community Center: 1. All applicants must meet the mandatory eligibility requirements, including locally based non- profit status. 2. Reservation start and end times must be accounted for in their entirety, including any pre-or post-time necessary for set up, clean up, catering needs, etc. 3. Classroom space requests will be available after 2 pm on weekdays (Monday —Thursday) and follow Community Center hours of operation. 4. Weekend (Friday and Saturday) reservations require a minimum of two ballrooms with a minimum of four-hour rental time. 5. Sunday reservations must be in conjunction with a multi-day rental. 6. Requests for multiple rooms must account for all rooms needed within the submitted timeline. 7. Reservations may be made up to six months in advance, adhere to hours of operation, and are subject to availability. 8. Approval of reservation dates/times does not guarantee future or annual availability. 9. A/V equipment, as available, will be offered at no additional fee. Large items including staging, dance floor, etc. are not eligible for fee reductions. 10. All other deposits, fees, permits, and deadlines shall apply. Special Event Guidelines The Town of Fountain Hills is an event-friendly community and is host to numerous events throughout the year. Fountain Park, Avenue Linear Park, Centennial Circle, as well as other parks, roadways, and public spaces, serve as venues for festivals, races, parades, concerts, celebrations, displays, and more. Many organizations host events to raise funds or support projects and request discounts for Town costs. In an effort to balance the active event schedule and the demand for space and resources, the following guidelines are in place for Special Event fee reductions: 1. All applicants must meet the mandatory eligibility requirements, including locally based non- profit status. 2. Fees for direct costs including MCSO support, road closure implementation, and logistic items (such as restrooms, lights, fencing, etc.) are not eligible for waivers. 3. Reservation start and end times must be accounted for in their entirety, including any pre-or post-time necessary for setting up or clean up, vendor set up, logistic deliveries, etc. 4. All events, regardless of fee waivers, must submit a Special Event Application for review. The application must meet all Town requirements including established deadlines, layout plans, insurance certificates, traffic control plans, etc. 5. Town permit fees or damage deposits are not eligible for fee waivers. 6. All events are subject to availability and review by the Special Events Committee. Approval of reservation dates/times does not guarantee future or annual availability. 7. All other deposits, fees, permits, and deadlines shall apply.