Greg, parks staff, presented a multi-part review of the parks fee schedule and cost-recovery practices and asked for direction on changes to pavilion rental rates and special-event permitting.

Staff proposed introducing tiered pavilion fees (resident, nonresident, discounted rates for 501(c)(3) community groups), and adding an intermediate permitting tier between a basic pavilion rental and a full special-event permit for smaller ceremonies or weddings. Current practices include a deposit (staff cited $50) and staff-provided setup/cleanup for weekend rentals. Staff described confusion over when an activity constitutes a “special event;” Tim’s prior practice (not written) had used a 100-person threshold and tent presence as guidance.

Staff and commissioners discussed insurance and liquor rules: selling/serving alcohol typically requires additional permits and insurance and may require fenced areas; staff indicated the clerk’s office handles special-event insurance certificates and the city attorney is consulted for liability questions.

Bathroom rental costs for events were discussed with example ranges cited in the meeting: $200–$300 for the first day for certain sizes and higher tiers up to $500 depending on needed facilities; staff said these fees can add up for recurring public events and adjustments had been made to keep recurring community events affordable.

Commissioners agreed staff should start with pavilion rate tiers and return with recommendations by Nov. 30, per the administrative calendar.

Softball fields and league agreements were a major subtopic: participants said many softball programs are run by outside associations that lease fields (a nominal lease amount such as $1 per year was referenced) and that associations often pay for maintenance, lighting upgrades, clay purchases (example $14,000), and other repairs. That arrangement reduces city operating costs but complicates accounting and means the city may not capture revenue that could support broader park programming. Commissioners noted prior cooperative capital projects and discussed that tournament hosting could bring hotel and downtown economic activity if fields and lighting were upgraded. Staff said available grants (an example ~$100,000 discussed) would not fully fund major lighting replacements, and Clements Electric estimated larger infrastructure replacement costs could be on the order of ~$1.1 million for full lighting replacement.

No fee changes were adopted at this meeting. Staff will draft pavilion tier proposals and continue work on an events fee schedule and program metrics (NRPA/CAPRA metrics were referenced) for future action.