Centre Region Parks & Recreation Board / Centre Regional Recreation Authority

2004 CRPR Pricing Policy Contents

Ronald J. Woodhead, Director

Approved by Centre Region Parks & Recreation Board / Centre Regional Recreation Authority
on 18 Nov 03.
Officially amended on 20 Jan 04 re: Large Group Events at Central Parklet.
Dr. Rick Marboe, Chair
ATTEST:Dr. Ken Mawritz, Secretary

             This document works in conjunction with the proposed 2004 CRPR Budget, currently under review by the five participating municipalities. As shown below, a balanced combination of User Fees and Municipal Contributions is vital to the ongoing success of CRPR.

% Revenue from Fees & Charges, by fund for 2004:

* includes nature center operations and capital improvements

** Total Revenue does not include carryover balances from 2003

Notes:

- Fund 40 Parks Capital Equipment is not shown since it is funded entirely from Fund 45 Parks & Recreation.

- If Pool Operations and Pool Capital are combined, the percentage of municipal support is 28% of the budget for 2004; the percentage of revenue from aquatics fees is 72%

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            For 2004 the agency will continue the existing process used by CRPR staff to calculate program and league fees. In essence, program and league fees are established based upon an examination of all costs involved with offering that program or league. With the number of special events and low-cost programs offered, each program may not cover expenses, but as a group the programs should be self-supporting.

• The pricing process for each program includes identifying direct costs (personnel, facility costs, transportation, advertising, supplies) and indirect costs (fees for staff support services, criminal background checks, insurance, overhead, etc.). Overall, program participants are asked to bear the cost for individual services (i.e., pay as you go). In addition, the fee history for each program is also an important component of determining each program fee. Given the many recreation opportunities in the region, coupled with the fact that CRPR is a public agency, the agency intends to keep the fees both attractive and competitive. Since the fee is a function of costs as well as the planned number of participants, staff will strive to keep the number of participants appropriate for a quality experience and the fees as low as possible

• The resultant program or league fee establishes the “Resident rate.” The Resident rate applies only to residents of the 5 participating COG Parks & Recreation municipalities (State College Borough, College Twp., Ferguson Twp., Harris Twp., and Patton Twp.). The Nonresident rate has been previously-established by Board action at 150% of the Resident rate (= the Resident rate + 50%).

• In the case of aquatic instructional programs held at the High School Natatorium, before 2000 the residents of Halfmoon Twp. and the SCASD section of Benner Township were included in the Resident rate, since they had contributed to school district capital costs through their SCASD real estate taxes. (Halfmoon Twp. and the SCASD section of Benner Township do not cooperate in funding CRPR operational costs). In view of the increased fees that were implemented by SCASD to recover pool operational costs, the CRPR Fee Policy provided that Halfmoon Township & Benner Township residents were to be charged the nonresident rates for CRPR aquatic programs held at the HS Pool after 01 July 00. This policy will continue through 2004.

• Recreation services are especially valuable to youth. Any adjustment in fees requires that the agency take steps to accommodate those individuals that would benefit from our services, but cannot afford the respective fees. In view of agency budget limitations, for 2002 the Board authorized the Director to waive any amount of the fee for youth as necessary, and wished to:

             - use the School Lunch Program as a measure of need, and

- seek special Gifts-For-Park donations for recreation scholarships.

             During 2001, CRPR granted 58 fee reductions/waivers totaling $1,336.

             During 2002, 94 fee reductions/waivers were granted totaling $2,824 for the year.

             Through Oct. 2003, 91 fee reductions/waivers have been granted totaling $2,865.

• With respect to adult league operations, the Recreation Supervisor will not prepare or distribute a league playing schedule that contains a team that has not paid in full. This policy was initiated in 2000 and will continue.

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• Volunteer Coaches and Assistants are very important to the success of CRPR youth sport programs. Therefore, the registration fee for one youngster per household will continue to be waived or refunded if their parent serves as a volunteer Team Coach or Assistant Coach for that program. This is intended only as a gesture of thanks from the agency, rather than a payment for volunteering.

• With respect to volunteer services and the costs associated with the Criminal Background Checks and Child Abuse Clearances for staff (implemented in 2003), and the fees involved (established by the Commonwealth):

            Which positions are required to obtain the clearances?

             A. CRPR Payroll Staff (age 18 & over during their course of CRPR employment):

                   All (seasonal & year-round) full-time staff, part-time staff, and interns involved with:

• CRPR-operated programs involving youth participants under age 18, or

                                    • parks maintenance, or

                                    • facility operations (i.e., aquatics staff).

B. Volunteers (age 18 & over during their course of CRPR service) assisting with a CRPR-operated event that:

                         • involves direct service to youth under age 18, and

                         • is held more than one day per year (not including any event planning meetings), and

                         • is operated and/or conducted by CRPR staff.

             Which positions are not required to obtain the clearances?

                        • Agency staff or volunteers who work with agency customers age 18 and over.

• Parents of current registrants who volunteer to assist with youth program operations or team supervision.

• Independent Contractors and their associates providing services to organized, CRPR-operated programs (i.e., youth sport league officials).

• Participants and supervisors of state-funded job training programs (i.e., PA. Conservation Corps) shall be exempt from this policy if their eligibility requirements include provisions for background checks.

CRPR will reimburse or pay the fees associated with the two background checks for the following staff & applicants:

• Volunteers and interns involved in program operations for children under age 18. For volunteers, the agency may withhold reimbursement until the completion of the current program pending the assistance provided by the volunteer.

• Seasonal Staff (full-time & part-time) who are involved in program, park, and pool operations for children under age 18 and employed for less than 8 hours per week over the course of their service/employment with CRPR.

• Year-round Staff (full-time & part-time) employed by CRPR as of 31 May 03. However, effective 01 Jun 03, new hires as year-round staff (full-time & part-time) will be required to furnish, at their expense, acceptable clearance reports as a condition of employment.

Applicants for all other positions are required to submit the clearance requests with payment directly to the state agencies and then furnish copies of the reports to CRPR prior to the time of their paid or volunteer service.

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             The agency will maintain the same reservation fees & policies for pavilions in 2004. The pavilion rates were last changed for 2002 (to a $35 rate for those pavilions in parks with flush toilets, and $30 for those in parks with portable toilets). Prior to 2002, designated pavilions could be reserved for $30/$25. A chart of all current pavilions and amenities is listed on Page 7.

• 2004 pavilion reservations may be made starting on 02 Jan 04 for events occurring Sat., 10 Apr 04 through Sunday, 31 Oct 04.

• The rate covers the pavilion reservation for the time period (start time to end time within one day) that the group leader specifies for the permit at the time of application. 

• CANCELLATIONS:

Any cancellations or schedule changes 7 or more calendar days prior to the reserved time are eligible for a 50% refund, credit, or transfer to another reservation.

Any cancellations or schedule changes less than 7 calendar days prior to the reserved time are not eligible for a refund, credit, or transfer.

• RAIN OUTS:

If weather conditions (at the park) prohibited use of the facility, the CRPR Office must be notified by phone no later than 5:00 PM on the first business day after the reservation day. CRPR will attempt to reschedule the group at no additional charges during the current season, pending current availability. No refund or credit can be provided.

                All park pavilions may be used at no charge if the facility is not reserved in advance by another group. The fee is charged for the privilege of reserving a picnic pavilion in advance. Specifically, permits issued for the 6½ -month 2003 pavilion season included the following reservations for each pavilion (includes agency uses):

             Blue Spring                                 8                        Orchard                                       54

             Haugh Tract                                21                      Spring Creek #1 (upstream)        103

             Graysdale                                    3                        Spring Creek #2 (downstream)   131

             Holmes-Foster #2 (lower)           45                      Spring Creek #3 (Walker Tract) 13

             Holmes-Foster #1 (upper)           44                      Sunset #1 (right)                         110

             Homestead                                  7                        Sunset #2 (left)                        113

             Lederer                                       29                      Tudek                                      145

             Millbrook Marsh Pavilion          63                      PF Pool Pavilion                         8

                                                                                           2003 Total              935 permits

             Pavilion permit revenue for 2003 will total $22,853 @ $30 or $35 per event. Of the 935 reservations in 2003, 661 of the permits were paid, 209 were reserved for CRPR activities, and 65 were reserved for SCASD uses (with 37 involving waived permit fees and 28 involving reserved facilities where no fee is charged).

             During 2004, 17 park pavilions (including the one pool pavilion and the pavilion at the nature center) will again be available for advance reservation; 14 other pavilions are not reservable in advance. The agency continues to use the computerized facility reservation system of the SportsLog database, which was placed into operation in January 1998. Prior to that time each reservation and the weekly calendars were prepared manually.

• For 2001 the agency implemented a policy where payment-in-full was due at the time the reservation was made (via credit card over the phone or in-person payment at the counter). If necessary, the person who makes the reservation can then take care of any necessary reimbursements from their company or organization. This policy has worked out very well and will be continued for 2004.

• The information on the bottom of the Page 6 lists those 14 pavilions that are not reservable. Generally, the non-reservable pavilions do not have sufficient supporting facilities to accommodate regional group events.

• The park pavilion rental fee for State College Area School District-sponsored groups will continue to be waived for Monday through Friday (daytime and evening) uses during the school year (from 14-days prior to the opening of school through the last day of school for students). Uses at other times will be charged the standard fee. The fee waiver does not include uses (or pavilion rentals) at Millbrook Marsh Nature Center or at the outdoor pools.

During 2000, the fees for 40 pavilion reservation permits were waived for SCASD ($1,200).

During 2001, the fees for 50 pavilion reservation permits were waived for SCASD ($1,505).

During 2002, the fees for 47 pavilion reservation permits were waived for SCASD ($1,580).

During 2003, the fees for 37 pavilion reservation permits were waived for SCASD ($1,295).

With regard to SCASD events on municipal park facilities that go beyond pavilion use, the District will be invoiced to recover incurred maintenance & staff costs directly associated with the event. The Large Group Event policy will apply to school events held on all municipal and Authority properties.

• Since the agency deals with so many nonprofit groups, civic groups, and sport club groups, and since the pavilion reservation fees are so reasonable (in terms of a per-person cost), the agency does not expect to waive or reduce pavilion fees for groups, except for SCASD (per above) and as provided in the Park-Partners Policy for workday events.

• All groups will be able to apply for a 2004 reservation on the first business day of the new year, and all are charged the standard permit fee (except as provided above). The agency is not proposing differential rates (or definitions) for “nonresident groups;” nor is it proposed to delay the application period by nonresident groups (i.e., where resident groups would be permitted to reserve pavilions starting 02 Jan 04, while nonresident groups could reserve a pavilion starting 01 Mar 04). These restrictions may be proposed in future years.

• For 2001 the Board authorized a supplemental $5.00 Electrical Fee to be charged if the group wishes to request access to electricity as part of their event (only at pavilions with electrical service). Access to the electrical box in the pavilions is possible only with 48-hour advance notice & payment to the CRPR office.

14 Municipal Park Pavilions are available at no charge for Public Uses (w/o reservations)

State College Borough:        Smithfield Park, Tusseyview Park

College Twp.:                Dalevue Park, Slab Cabin Park (w/ 2 pavilions), Nittany Orchard gazebo

Ferguson Twp.:                    Meadows, Suburban Park, Greenbriar-Saybrook Park

Harris Twp.:                         Fasick Park, Kaywood Park, Nittany View Park 

Patton Twp.:                         Oakwood Park, Woodycrest Park

17 Municipal Picnic Pavilions Available for 2004 Reservations

* plus pool admissions; only available in-season. 

• The Board approved a “Large Group Event Policy” for regional parks in April 1999, which applies to group activities in all municipal parks depending on the size of the group for the event. A Large Group Event (LGE) is defined as any event that exceeds 100 people, or an open event to which the general public is invited where the number of visitors may exceed this number.

• On 20 Jan 04, the Board approved amending this policy and the Large Group Event Policy to provide for a Park Reservation Fee ($30/day, the same amount as the Pavilion Reservation Fee) when a Large Group Event is conducted at Central Parklet. This fee is in response to agency responsibilities / costs for the many group events held at Central Parklet.

As with pavilion reservations, the LGE Park Reservation Fee for State College Area School District-sponsored groups will be waived for Monday through Friday (daytime and evening) uses during the school year (from 14-days prior to the opening of school through the last day of school for students). Uses at other times will be charged the standard fee. 

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As recommended by the MMNC Advisory Committee on 12 Nov 03.

             Visitors to the nature center are important to the growth of the center and the first priority is to encourage those uses without endangering the visitor, the resource, or the facilities. Group or organizational uses of the facility present the greatest potential for both positive nature center visibility and, unfortunately, damages and injuries. The purpose of this section is to establish group policies and fees for the facility and program services.

             The policies and fees are subject to change by the Centre Regional Recreation Authority as nature center facilities are improved. A group is defined as an organized, non-family body of people consisting of 8 or more individuals. Note that the current Centre Region Code Agency-approved “inside capacity” of the barn is 40 people per floor. The standard fees listed below do not include any type of fund-raising event.  The facilities are available April-Oct. only, except by special permission of the CRPR Director.

1. Use of Grounds Only w/ No Program or Instructional Services:

to include use of the picnic tables, portable toilets, drinking fountain, parking, and trash removal only. This option permits no use of or access to buildings, interior equipment, the telephone, or any shelter in case of rain. The picnic pavilion may only be used if it is not reserved by another group. In view of the size of the marsh area, the agency may grant permits for more than one group per time depending on the activity and area of use.

Fee: No charge for up to 40 people at one time. However, advance notice to CRPR is required in order to avoid a scheduling conflict with a group who may be renting use of the Pavilion or the “Barn and Grounds.” Further, if the group number exceeds 40, the group must request a “Pavilion” or “Barn & Grounds” rental.

Many local groups, including the Pennsylvania State University, make use of the grounds at the nature center for educational explorations and experiments. Documenting these uses is only possible if these groups comply with the fee policy and reserve the “Use of Grounds Only” for no charge. Not counting CRPR programs, the agency issued 5 free “grounds only” permits (with 63 visitors) during 2003.

2. Use of Picnic Pavilion Only (No Program or Instructional Services):

In line with other CRPR pavilion reservations, the reservation fee for the nature center pavilion is $30 per event per day, and payable at the time the reservation is made. A maximum group size of 64 applies to the pavilion. The pavilion may be used at no charge if it is not reserved by another group. As part of Barn & Ground reservations, the pavilion was reserved 24 times during 2003 (for 1,055 visitors), not including CRPR programs.

3. Use of Barn & Grounds w/ No Program or Instructional Services:

to include access to and use of the main floor of barn, plus all features of the “Grounds Only” reservation.

             Fee: Up to 2 hours per day (minimum): $40.00, payable in advance (was $35 in 2002)

                          Hourly Rental after 2 hour minimum: $15.00 per hour, payable in advance

These fees above are for up to 40 people on-site. A $5.00 per event surcharge will be made if the group numbers 41 or more on-site. In no case may occupancy of the barn exceed 40 people per floor at any time. The renting group is guaranteed exclusive use of the main floor-level in the barn. The starting time shall be considered as that time when the barn is requested by the group to be opened for access. The ending time shall be considered as that time when the barn may be locked up or ready for another rental. With a barn rental, no use of the pavilion is permitted; however it may be reserved separately. Not counting CRPR programs, the barn was rented on 29 occasions (with 1,177 visitors) during 2003. Many of the groups also used the pavilion.

4. Program & Instructional Services for Groups:

can be provided if requested at least 3-weeks prior to the rental date. Not counting CRPR programs, 44 group programs (for 1,858 visitors) were provided during 2003.

•           If the group selects one of the “Special MMNC Group Programs” (a 2-hour program presented by MMNC staff), the only fee is a $3.75 per participant program fee (was $3.50 in 2002). The facility rental fee for either the barn or the pavilion will be waived. The facility for the program (either the barn or the pavilion) will be determined by the Recreation Supervisor - Nature Center. If the group wishes to utilize a second facility, that facility may be reserved by the group at the rates listed above. Any student or child who attends the program with the group must be registered, including siblings or friends who are present with the group. A charge of $4.75 per person (was $4.50 in 2002) will be due on-site for any extra participants in the program. Adults are not charged for youth programs. Groups of more than 25 will be scheduled for multiple program sessions as determined by CRPR staff. Group leaders should call Centre Region Parks & Recreation for more information and scheduling. An estimated fee for this service must be paid in full at least 7 days prior to the event. All final payments are payable at the event.

•           If the group does not desire to have a standard group program, the facility rates (above) apply to the event, and a program fee will be calculated to recover all costs for planning, materials, instructors, and cleanup. Payment in full will be due at least 7 days prior to the event.

•           Groups should have at least one adult per ten children, or as determined by the CRPR staff. Group participants under the age of 5 must be accompanied by an adult unless they are visiting as part of a school group.

5. Friends of Millbrook Marsh Nature Center:

A membership fee of $35 per household per calendar year provides the following benefits:

•           Knowledge that members are supporting a local environmental education effort,

•           A Friends Newsletter: The Millbrook Marsh Messenger (4 issues per year),

•           A Calendar of Programs and Events at MMNC (included with the newsletters),

•           A Millbrook Marsh Nature Center window decal,

•           10% discount off program registration fees and facility rental fees (does not include group programs),

•           A $2.00 discount on the purchase of one MMNC T-shirt (regularly priced at $10)

Contributions to the nature center are fully tax-deductible to the extent permitted by the IRS. A household membership includes the head of the household and adults/children living at that residence for the current calendar year. As of 01 Nov 03, there are 21 members of the Friends group.

GENERAL REGULATIONS:

• All uses of the facility must end at dusk, except by written permission of the Director of Parks and Recreation.

• The Director is authorized to require the group to provide a Certificate of Insurance for the proposed event(s), listing Centre Region Parks & Recreation and Centre Regional Recreation Authority as an additional insured. The appropriate types and amounts of coverages shall be determined by Centre Region Parks & Recreation.

• Centre Region Parks & Recreation may specify permitted use-areas, schedules, and all activity locations that are in the best interest of the nature center. In addition, CRPR may establish the level of training required of group leaders to conduct any activities in the marsh, or may require that a CRPR staff member accompany the group. The costs for this leadership shall be added to the facility rental fee.

• All proposed activities must conform to the lease agreement with Penn State, the ClearWater Conservation Easement, and any agreements that may be made with nature center partners.

•Fees and regulations associated with the planned Wetlands/Water Laboratory at the Millbrook Marsh Nature Center Barn (lower level) will be presented to the MMNC Advisory Committee and the Centre Regional Recreation Authority for approval prior to implementation.

Fund-raising Events at Millbrook Marsh Nature Center:

A fund-raising event is defined as any activity which generates revenue in excess of the costs involved with that particular program or event. Any group may apply for a Fund-raising Event Permit no less than 60 days prior to the planned event, by submitting a written request to Centre Region Parks & Recreation for review. The request shall provide all information regarding the event or program. The Director shall obtain approval of the Centre Regional Recreation Authority at a regularly-scheduled meeting for each request of this type. The permit fee, which shall be determined by the Director and approved by the Authority, will reimburse the nature center for all costs involved (in addition to the facility rental fees listed above).

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 Most programs offered at the Senior Center are led by volunteers or interns, so no fee is charged to participants. Senior Center programs (daytime) utilizing the PC Learning Lab are charged a rate of $1.00 per person per hour in order to help offset computer supplies and maintenance costs.

With regard to evening room uses by community groups, starting in 2001 all groups were requested to provide, in addition to the $25 security deposit, a donation to the Senior Center in the amount of $10 per meeting. All funds raised from donations are available for use only on Senior Center programs and projects. Currently the following groups utilize the center for evening or weekend meetings: