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Backup 06/03/1992 R Parks & Recreation Advisory Hoard ( PARAH ) Backup June 3 , 1992 -EXECUTIVE SUMMARY- RECOMMENDATION THAT THE BOARD OF COLLIER COUNTY COMMISSIONERS REVIEW THIS SUMMARY REPORT REGARDING THE FINANCES OF THE COUNTY-WIDE BEACH AND WATER FACILITIES AND PROVIDE DIRECTION FOR THE FY 92-93 BUDGET. OBJECTIVE: To establish FY 92-93 budget policies for the County's Beach and Water related services using a review of existing revenues and expenses and policies. CONSIDERATIONS: The County currently has four boat launch, four beach parks, and one beach access parking lot facilities. Each is operated and maintained by the Parks and Recreation staff. Responsibilities range from no staffing with simple clean up and mowing type maintainance to full concessionaire services, parking attendants, tram drivers and maintainance responsibilities. Attached is a summary and detail sheets indicating the costs and revenues of each. In total the County' s Beach and Water operation revenues do not meet the expenses. In FY 1990-91 (the last full FY of information, rounded to the nearest 1, 000) , the total revenues generated were $240, 000,. against expenses of $334 , 000, producing a shortfall of $94 , 000 (28%) . In addition, the- County budgets its annual payment to the City of Naples through this same series of cost centers adding an additional $96, 000 in FY 90-91, $155, 000 in FY 91-92 . However this amount has no relationship with the operations of the County facilities. Based upon the seasonal numbers received in this current fiscal year it appears that revenues will be down at nearly all of the facilities. While on the other hand the expenses, primarily manpower will be slightly higher. Whether beach parks or beach parking facilities should pay for themselves through user fees or be supported wholly or partially through ad valorem taxes has always been the fundamental question at the center of the Board' s deliberations regarding beach parking. Eight other nearby coastal Florida Counties were surveyed to determine their fee policies; the results are attached. However, in nearly each case, it seems that ad-valorem funds are used in some part to support beach maintenance activities. The objectives of establishing a fee driven system should be decided initially in order to determine what type of operation is needed and then what revenues, if any are necessary to support that type of operation. For example, if the objective is only to realize revenue to offset the cost of maintaining the facility, then unmanned parking meters may be appropriate. If security of the vehicles and oversight of the park facility is the objective then manning the park is important. If both and full cost recovery is the objective then manning the facility with an increase in the fee to make revenues match expenses should be the direction. Options for accomplishing each is as follows: 1. ] The least cost method, from an operating standpoint, is to have non-manned sites with parking fees charged by meter or gate. Each site could be retrofitted with meters for a capital cost of $190, 000. _ Given current fee schedules, the total revenues would remain constant at $240, 000 while expenses would be decreased by $140, 000 providing a $33 , 000 annual profit. The initial capital investment could be recouped in 5.75 years. A certain amount of vandalism can also be expected with parking meters that are unmanned. 2 . ] The second method is to continue the current method which includes manning the larger parks and metering those smaller facilities which cannot justify a full time position. To increase the fee to cover the operational costs would amount to an increase in the fee from $1. 00 to $1. 75, producing an additional $106, 000 in revenue. However an increase to two dollars would be recommended for ease of handling and to establish a reserve for future capital expenditures which would generate +$35, 000 annually. 3 . ] A third method would be to eliminate the charge for parking altogether at all of the County sites and simply pay the expenses associated with maintenance from the general fund. This would amount to a cost to the general fund of $208, 000 which would be roughly a $115, 000 greater cost to the general fund than the partial support provided during FY 91-92 . While there is an endless range of alterations that can be made to each, these are the major policy options. Based sheerly on finances, the County would choose the first option ensuring that fees were charged which sufficiently paid not only operating/maintenance costs but repayment of capital and established a capital reserve for replacement and future improvements. However to maximize the use of the County facilities by the public, the third alternative is clearly the best choice. The actual cost to the County would increase by $115, 000 but would only be slightly greater than the payment made to the City to allow free beach parking for County residents there. It can be assumed that the number of residents and visitors who take advantage of the beach facilities would be enhanced by this alternative. It must also be noted that the County does not charge to park at any of its other park facilities although they too require substantial maintainance expenditures. FISCAL IMPACT: The impact will be determined by the policy decision made. Current operations would be expected to realize revenues of $142 , 000 from fees, $86, 000 from concessions, $12 , 000 from annual beach permits and boat launching fees and $94 , 000 from the general fund; against expenses of $334 , 000. An increase in the current fee to fully cover costs would amount to a parking fee of $1.75 per day. Based upon annual attendance of 142, 000 the increase from $1. 00/day to $1.75/day would produce an additional $106, 000 in revenue. An elimination in the fees altogether would result in an annual cost to the general fund for FY 92-93 of $208,000. The total budget for Beach and Boat ramp operations would decrease by $140, 000 in expenses (8 part time employees) and $142, 000 in revenue. GROWTH MANAGEMENT IMPACT: There is no real growth management impact as this is an on-going operational issue. RECOMMENDATION THAT THE COLLIER COUNTY BOARD OF COMMISSIONERS, provide staff direction regarding the fee schedule for the County beach and water facilities. Prepared by: Thomas W. 011iff, Public Services Administrator Reviewed by: W. Neil Dorrill, County Manager MEMORANDUM TO: PARAB Members DATE: May 18, 1992 RE: Information Contained in this packet is the following information: A. Beach & Water Revenues FY 90/91 FY 91/92 (through March) B. Audit of Revenue Collection by Internal Auditor C. Resolution adopting the Facilities Rental Policy D. Policy for renting or reserving facilities E. Registration Form used for program participants F. Formulas established in 1988 for determining Registration fees for programs Fees for Athletic Adult Leagues Fees for Athletic Youth Leagues G. Resolution establishing a policy for reservation and use of County athletic fields H. Tentative Budget Summary bj/7159 BEACH & WATER REVENUES (EXCLUDING SALES TAX) 91/92 thru March 90/91 RFA 6,949. 24 12 ,927 . 02 Cool Concessions 15, 082 .73 4, 734 . 02 Marco Marina - Caxambas Concession 12 , 949 . 41 23 , 478 . 75 Launch 4 , 634 . 00 17, 583 . 41 8 , 142 . 00 31, 620. 75 Registry 22 , 086. 44 44, 310. 64 Extra Parking 486. 00 313 . 00 Total $62 , 187.82 $93 , 905. 43 Parking Fees Tigertail 42 , 121 69, 444 Vanderbilt 13 , 564 31, 001 Clam Pass 23 , 998 41, 856 $79, 683 $142 , 301 7157 1 r COLLIE'. C`111N-I Y I;,, „I`i;l AUGUST 4, 1987 ?: 0 07 OCT 19 M1 9: 1 I RESOLUTION NO. 87- 178 RE-CUILItR A NDIRECREATIONGFACILITIESERENTALTPOLICY. WHEREAS, Collier County owns various community parks, indoor facilities and other park land through the unincorporated areas of Collier County; and WHEREAS, a rental policy is necessary for consistent and effective operation, to insure maximum use of the facilities and outdoor areas and to provide equitable fees and charges; and WHEREAS, the Board of County Commissioners finds that the adoption of the Parks and Recreation Facilities Rental Policy is - in the best interest of the citizens of Collier County. NOW, THEREFORE, DE IT RESOLVED DY THE BOARD OF COUNTY • • COMMISSIONERS OF-COLLIER COUNTY, FLORID)\, that:, '. • 1) The Parks and Recreation Facilities Rental Policy as set forth in Exhibit "A" attached hereto and incorporated herein is • .3� hereby adopted. ' f . • 2) The Rental Permit and Agreement Form attached as Exhibit I: 'ID" is hereby approved. . This Resolution adopted after motion, second and roll call . vote as follows: Commissioner Pistor Motioned and aye Commissioner Goodnight Seconded and aye Commissioner Saunders Absent and not voting Commissioner Glass Aye Commissioner Hasse Aye DATED: August 4, 1987 ATTEST: _ BOARD OF COUNTY COMMISSIONERS JAMES C. GILES, Clerk - COLLIER COUNTY, FLORIDA Virgin' Mayri, Deputy a erk MAX A. MASSE, JR. , Cliai man Approved as to legal form • and sufficiency: . hG. weig4 Assistant County Atti•> y ( � qqq '1r,. B9Gi; le6 rr'[ 31 • 1 e • EOGi 1l;f j Pau 82 AUGUST G, 1987 CO) EXHIBIT "A" • COLLIER COUNTY PARKS AND RECREATION DEPARTMENT FACILITIES AND OUTDOOR AREAS RENTAL POLICY SECTION I - PURPOSE: The purpose of this polif'Y'g. to tinsure. maximum use of facilities and outdoor areas- SA16tl' 'In Collier County and provide equitable fees and charges co..,lected. from users of such facilities and outdoor areas. I. SECTION II - DEFINITIONS AND USES - Outdoor Areas: Open-space land owned or leased by Collier County. Such outdoor areas shall include but not be restricted to • • sports fields, (excluding softball fields) playgrounds and other park and recreation land areas. Outdoor areas shall be used for those purposes designated or implicit in their character. Any deviation from this appropriate use shall require permission from • the Parks and Recreation Director, Public Services Administrator 'or • County, Manager. . . . Facilities: Buildings and dwellings owned or leased by Collier County. Such facilities to include but not be restricted to community center areas and rooms, pavilions, shelters and other : areas located in Parks and Recreation structures. Facilities shall....: • be used for those purposes designated or implicit in their character. Any deviation from this appropriate use shall require • permission from the Parks and Recreation Director, Public Services Administrator or County Manager. SECTION III - LIMITATIONS: Current deviations from the fees and charges mandated by this policy, due to demographic and other factors, may be continued. • The Director or his designee may waive enforcement or application of any of the regulations or restrictions with respect to any facility and outdoor areas for activities deemed reputable if such waiver does not interfere with public safety or enjoyment. SECTION IV - USER CLASSIFICATIOIJ: Individuals and groups will be included in one of four classes based on the class criterion. Individuals or groups involved in fund raising or solicitation will pay full fees, as mandated by the fee structure, regardless of their class status. Individuals and groups that meet the Class I and Class II criteria will not be charged a rental fee for Facilities-and Outdoor Areas during normal Departmental operating hours. The following class structure shall exist: 1 401) . . • ` I-... • • L: • (;) AUGUST 4, 1987 • 1. Class I — Charitable, Non—Profit Organizations • ( 1) Must be a Charitable, non—profit Organization. ( 2) Must be registered with the State of Florida and submit • a tax exempt number. 2. Class II — Civic and Governmental Organizations ( 1) Organization that is of Collier County Origin and 50% of the membership resides in Collier County. 3. Class III — Commercial or For Profit Organizations ( 1) All individuals and groups that are businesses or organizations for profit. • 4. Class IV - Private Citizehs , .• • ( 1) Individuals having private parties and are not associated with any businesses or organizations. SECTION V — FEE STRUCTURE -:i • 1. Facilities: • ( 1) During hours that are not normal departmental operation hours, all individuals and groups, r.egardless •of class, shall be charged $20.00 per hour, in addition to the appropriate hourly rental rate for the reservation and use of any facility. (2) The rental fee for facilities having under 1,500 sq.ft. of floor space shall be $10.00 per hour. (3) The rental fee for facilities having over 1,500 but less than 3,000 sq. ft. of floor space shall be $20. 00 per hour. ( 4) The rental fee for facilities having over 3,000 sq. ft.of floor space shall be $30.00 per hour. (5) The rental fee for facilities regardless of size,that • are used for performances, exhibitions, fund raisers, food preparation or distribution shall be $30.00 per hour. (6) Any special request or additional clean—up required will be assessed by the Department and an hourly fee will be charged to the renter for services rendered. • 2 BOG;; itl l i'lr.! 83 • r ea& 1C11)rlrE 64 AUGUST 4, 1987 • 2. Outdoor Areas: ( 1) During hours that are not normal departmental operation hours, all individuals and groups, regardless of Class, shall be charged $20.00 per hour In addition to the appropriate hourly rental rate for the reservation and use of any outdoFw ea. '; + . i: .,r; (2) The rental fee Yer, }aob? Areas under 1,500 sq. ft. in area shall be $5r1)0.•per hour. v• 1. ( 3) The rental fee for Outdoor Areas over 1,500 but less than 3,000 sq. ft. in area shall be $10. 00 per hour. • (4) The rental fee for Outdoor Areas over 3,000 sq.ft. in area shall be $20.00 per hour. • (5) The rental fee for Outdoor Areas, regardless of size, ' = used for performances, exhibitions, fund raisers, food preparation or distribution shall be $30.00 per hour. t • .. , ,(G) Any 'special ' request or.additional clean-up.. required vi1T1 • . be assessed by the department and an hourly fee will be charged for services rendered. , SECTION VI — INSURANCE AND INDEMNIFICATION Indemnification as approved by the County Attorney shall be included in the Rental Permit and Agreement Form. • Cl. The following provisions shall apply for all events with the exception of regular business ' meetings for Class I and Class II as defined in Section IV, parts 1 and 2 of this Agreement: The organization shall have comprehensive general liability coverage with minimum limits of $300,000 per occurrence combined single limits for bodily injury liability and property damage . liability, including premises and operations. If the user falls under the State of Florida Worker's Compensation Law, coverage shall be provided for all employees. The coverage shall be for statutory limits in compliance with the applicable State and Federal laws. The policy must include Employers liability with a minimum limit of $100,000 each accident. 2. Class III as defined in Section IV, part 3 of • this agreement-shall have comprehensive general liability ccvtlrage with minimum limits $300,000 per occurrence combined single limits for bodily injury liability and property damage liability, including premises and operations. As determined by County Risk Management 3 t • I \ 3 C) , • AUGUST 4, 1987 Director, in the event of above average exposure $500,000 liability coverage shall be required and in the event of unusual or high - exposure $1,000,000 liability shall be required. If the user falls under the State of Florida Worker's Compensation Law, coverage shall be provided for all employees. The coverage shall be for statutory limits in • compliance with the applicable State and Federal laws. The policy must include Employers liability with a minimum limit of 8100,000 each accident. 3. The following provisions shall apply for all events with the exception of community or. civic • meetings for- Class IV as define q in •Sect ion IV, .+ part 4 of this agreement: With 30 persons or less the individual shall sign a Collier County hold harmless and indemnification agreement and no insurance shall be required. Collier County shall be included as an Additional Insured on the Comprehensive General Liability Policy. =! - Class IV as defined in Section IV, part 4 of this agreement with 31 persons or more shall sign a Collier County hold harmless and indemnification agreement and shall provide insurance coverage as provided in Section VI, part 2 here above. Certificates of Insurance meeting the required insurance provisions shall be presented to the Parks and Recreation Department. Certificate shall state that coverage is specific to the subject event. SECTION VII - RESERVATION PROCEDURES 1. Departmental programs and operations have scheduling priority for all facilities and outdoor areas. 2. All requests for Facility and Outdoor Area - reservations must be submitted to the Parks and Recreation Department in writing on the "Rental Permit&"Agreement" form at least two weeks prior"-tu-the date of use. 3. Reservations will be approved and a permit issued by the Director or designee to the • individual or group based on the following criteria: ( 1) That the proposed activity or use is 4 806K 1"�'r='-`- 1) • • �[±? AUGUST 4, 1987 6064 116 PAI E 86 not reasonably anticipated to incite violence, crime or disorderly conduct and not violative of any general of local law. • `J +asst (2) That the proposed activity will not entail unusual or bifile.nsoMe expense or police operation by\Ehe county or by any community in which it is located. (3) That the facility has not been reserved for another use at the same day and/or hour required. (4) All other applicable County and State permits have been obtained and submitted with the application. • . . • (5) The proposed activity or use will not' ` . • interfere with public enjoyment of the area. • 4. A deposit is required at the time of reservation. The < deposit will be returned provided that the rental space'"' is left in an adequate condition as determined by Director or his designee. 5. Deposits will be charged as follows: _ 1. Facilities: ( 1) Facilities under 1,500 sq. ft. in area shall require a $30.00 deposit. (2) Facilities 1,500 sq.ft. but less than 3,000 •" sq. ft. in area shall require a $50.00 deposit. (3) Facilities of over 3,000 sq. ft in area shall require a $70.00 deposit. • 2. Outdoor Areas: ( 1) Outdoor Areas under 1,500 sq. ft. in area shall require a $25.00 deposit. • (2) Outdoor Areas under 1,500 sq. ft. but less than 3.000 e4:ft. in area shall require a $35.00 deposit. (3) Outdoor Areas of over 3,000 sq.ft. shall require a $50. 00 deposit. 6. Deposits will be returned due to cancellations if the 5 • • 1 _ .- AUGUST 4, 1987 cancellations are made prior to 5 working days before the scheduled event. If cancellation is made later than 5 working days before the scheduled event, the deposit will be forfeited. 7. The deposit fee may be waived for individuals and groups that repeatedly use the facility or outdoor area on a regular basis. SECTION VII — ENFORCEMENT 1. The Director or his designee, shall administer the provisions of this policy, including the collection of fees, preparation of application forms, issuance of permits and revocation of • permits, .prbmulgat.ton of rules .and •regulat ions to implement the- provision of this policy;. and • all other items relative thereto. 2. Any person or group violating any of the provisions of this policy shall be subject to expulsion from the facility or outdoor area; f.;; • further, they shall be subject to any penalty prescribed by general or local law which is applicable to the conduct or activity which resulted in the expulsion. • 6 eoc� 1GFi Fa.r 87 • • 806K 1onWE 88 AUGUST 4, 1987 a � U EXHIBIT "B" RENTAL PERMIT & AGREEMENT FORM • Name/Organization: ✓'4:9c':., `, • Address: City: State: Zip: Telephone (Home) Telephone ( Work) Items needed, i.e. chairs, tables For office use only Facility/Outdoor Area (s): Deposit S .,Specific Area (s) Requested: . • . 4 • Date of Use:_/_/_ Time Use begins Time Use Ends • Purpose of Use: Estimated Attendance: • 0 — 1,500 Sq. Ft. $ 1,500 — 2,999 Sq. Ft. $ 3,000 + Sq. Ft. a Tax Total ( Excluding deposit) Contact Personnel Telephone Number RULES & REGULATIONS 1. Possession of permit is required while using facility or outdoor area. Failure to supply permit when requested by Director or his designee may result in expulsion from area. 2. Facilities or outdoor areas must be left in clean and adequate condition as determined by Director or his designee, or deposit will be•partially or fully forfeited. 3. All county ordinances and Park and Recreation rules must be adhered to at all times.- while using facilities and outdoor areas. 4. Prohibited at facilities and outdoor areas are fires in undesignated areas, animals, alcoholic beverages or intoxicants, solicitors, sign advertisements and any act or behavior that may be displeasing to the public's enjoyment. 5. The group or individual(s) to whom a permit is issued shall be • F • • L____ AUGUST 4, 1987 • liable for any loss, damage, negligence or injury sustained by other person(s) in their party. , 6. The Director or his designee has the authority to revoke . any valid permit for violation of rules or ordinances, or • County need, or other valid causes. A minimum of six (6) weeks notice to permittee shall be given if the County requires the use of such facility or outdoor area. 7. I, the Applicant, agree to indemnify and hold. harmless Collier County, the County Parks and Recreation Department and any employee of Collier County against any and all claims by or on behalf of any person or legal entity arising from Applicant's use of premises, the conduct of Applicant's business or from any activity permitted by the.Applicant in or about the premises, ' . And will further indemnify and hold harmless' the,County, -its ,A. .. - Departments and Employees against performance of any agreements on the Applicant's part, or arising from any act of negligence of the Applicant, or any of the Applicant's part, or arising from any act of negligence of the Applicant, or any of the Applicant's agents, contractors, employees, or -}^"' ., licensees, and from and against all costs, attorney's fees, -'r'`' expenses, and liabilities incurred in or about any claim or ® proceeding brought thereon. I have caad and fully understand all rules as regulations .as stated above. Date: Signature of Applicant, or Parent/ Guardian if under 18 ( If signing for organization, etc. , sign name and authority to - sign) Approved: Date: Parks and•Recreation Department Official 1 iscu 1 n(��� t 9 n (;11 nq 8 • CDLLIFSZ COUNTY PARKS AND RECREATION DEPARTMENT RECREATION MANAGEMENT PROCEDURE PROCEDURE: Rental of County Facilities and Outdoor Areas EFFECTIVE DATE: June, 1987 ( revised 10-16-87) PROCEDURE : P-017 I. SCOPE: To describe the procedure for renting or reserving County Facilities and/or Outdoor Areas. II. PROCEDURE: • All groups or individuals requesting the use of any County facility or outdoor area ( excluding Golden Gate Community Center and softball fields) should follow the guidelines set forth in the "Collier County Parks and Recreation Department Facilities and Outdoor Areas Rental icy. This Pol icy passed by Collier County Board of County Commissioners. was All Recreation Staff members should be fully familiarized with the policy. ( See Attachment A) . A. If a group or individual would like to reserve or rent the County facilities and open space areas, the following must be completed: I . User group or individuals must complete Section A and C of "Rental Permit and Agreement Form". ( Attachment B) . 2. Recreation staff member should complete Section B and sign Section C of "Rental Permit and Agreement Form". ( Attachment B) . 3. Be sure no other group has already reserved facility or area. B. All groups must pay the deposit fee with the exception of the following: i 1 . A group that has used the same facility, i. e. Frank Mackie at least five times in good faith. • 2. A group that has been appointed by the Collier County Board of Commissioners. 3. The deposit should be attached to a copy of the "Rental Permit and Agreement Form". The deposit is returned to the party if the facility or area is left clean and orderly. • 7 (;) The deposit is never cashed unless facility or area : . left in unsatisfactory condition. it i3 the staff' s responsibility to sat up chairs and tables for group use. Non-profit groups who use the facility at no charge should assist staff in setting up tables end .;hairs. Profit groups who pay full fees should no lsslst in any set-ups. D. i.:_ean-ups should be done by prof it and non-profit group users. Any clean up, excluding taking tables and -chairs down should be charged to the group. This .charge .will be sub-tr rted from their deposit. Make sure the. groups are ar-'.'- - of their clean-up responsibilities. .75tsons regarding rental use that you are unable to answe. s-ould be forwarded to the Recreation Superinten- - . .:t. ?aarta l 1 4 Attar.'.meat A C COLLIER COUNTY PARKS AND 'RECREATION • - DEPARTMENT FACILITIES AND OUTDOOR AREAS. _ • RENTAL POLICY - SECTTON -t - PURPOSE - - The purposek.,of. thi-s policy is to insure maximum us.e f o '. .•• facilities-and outdoor areas located in Collier County and' :provide equitable fees and charges collected from users of su.ch 'facilities and outdoor areas. c SECTION: 1.17.----.- DEFtI .IONS: AND USES 14 "Outdoor-"Areas:--:Opep-saace Iand owned or leased by- Collier County. Such -outdoor areas •shall :include but not be restricted- to sports fields, ( excluding softball fields) playgrounds and other park and recreat.ion..land areas. Outdoor areas shall be used: fot those purposes desi,gnat-ed'--or imnl.icit in their character:•' Any deviation from this appropriate use shall require permission from the Parks and Recreation Director, Public Services Administrator or County Manager. Fac' " '" ' es: Buildings and dwellings owned or leased by Collier County. Such facilities to include but not be restricted to community center areas and rooms, pavilions, shelters and other areas located in Parks and Recreation structures. Facilities shall be used for these purposes designated or implicit in their character. Any deviation from this appropriate use shall require permission from the Parks and Recreation Director, Public Services Administrator or County Manager. SECTION T." - L :" -N":O:V : Current deviations from the fees and charges mandated by this policy, due to demographic and other factors, may be continued. The Director or his designee may waive enforcement or application of any of the regulations or restrictions with respect to any facility and outdoor areas for activities deemed reputable if such waiver does not interfere with public safety or enjoyment. S=CT_O 1 17 - USER Cr F:C Individuals and e:•oucs will be included in one of four classes I based on the class criterion. Individuals or groups involved in fund I raising or solicitation will pay full fees, as mandated by the fee structure, regardless of their class status. Individuals and groups that meet the Class I and Class _I criteria will not be charged a rental fee for race ' 4 - : es and Outdoor Areas during normal _ePartmen.,al operating hours. 'rhe following class structure shall exist: 1 1. Class I — Charitable, Non—Profit Organizations < 1) Must be a Charitable, non—profit Organization. < 2) Must be registered with the State of Florida and submit a tax exempt number. 2. Class II - Civic and Governmental Organizations < 1) Organization that is of Collier County Origin and 50% of the membership resides in Collier County. • 3. Class III — Commercial or For Profit Organizations < 1) All individuals and groups that are businesses or organizations for profit. 4. Class IV — Private Citizens < 1) Individuals having private parties and are not associated with any businesses or organizations. SECTION V — FEE STRUCTURE 1. Facilities: ( 1) During hours that are not normal departmental operation hours, all individuals and groups, regardless of class, shall be charged $20. 00 per hour, in addition to the appropriate hourly rental rate for the reservation and use of any facility. < 2) T a rental fee for facilities having under 1,500 sq. ft. of floor space shall be S10. 00 per hour. < 3) The rental fee for facilities having over 1,500 but less than 3, 000 sq. ft. of floor space shall be 520. 00 per hour. • ( 4) The rental fee for facilities having over 3, 000 sc. ft. c_ floor space shall be $30. 00 per hour. < 5) The rental fee for facilities regardless of size, that are used for performances, exhibitions, fund raisers, food preparation or distribution shall be s30. 00 per hour. < o ) Any special request or additional clean—up required will be assessed by the Department and an hourly fee will be charged to the renter for services rendered. 2 • r ? ..Q 2. Outdoor Areas: ( 1) During hours that are hours, 311 not normal departmental operation individuals and groups, regardless of Class, shall be charged 320. 00 per hour in addition to the apr.. .y� iate hourly rental rate for the reservation and use of any outdoor area. ( 2) The rental fee for Outdoor Areas under 1,500 sq. ft. in area shall be 35. 00 per hour. ( 3) The rental fee for Outdoor Areas over 1,500 but less than 3,000 sq. ft. in area shall be $10. 00 per hour. ( 4) The rental fee for Outdoor Areas over area shall be s20. 00 per hour. 3.000 sq. ft. in ( 5) The rental fee for Outdoor Areas, regardless used for performances, exhibitions, of size, fund. preparation or distribution shall be 330. 00i per shour. ( 6) Any special request or additional clean-up required will be assessed by the department and an hourly fee will be charged for services rendered. I: SECTION VI - INSURANCE AND INDEMNIFICATION r Indemnification as approved by the County Attorney shall be included in the Rental Permit and Agreement Form. 1. The fol lowing provisions shall apply for all events with the exception of regular business meetings for Class I and Class II as defined in Section IV, parts 1 and 2 of this Agreement: The organization shall have comprehensive general liability coverage with minimum limits of 3300,000 per occurrence combined single limits for bodily injury liability and property damage liability, including premises and operations. If the user fails under the State of Florida Worker' s Compensation. Law, coverage shall be provided for all employees. The coverage shall be for statutory limits in compliance with the applicable State and Federal laws. The policy must include Employers liability with a minimum limit o 3100, 000 each accident. 2. Class III as defined in Section IV, p rt this agreement shall have comprehensive en of eral liability coverage with minimum limits sg00, 000 per occurrence combined single limits for I 414. bodily injury liability and property damage liability, including premises and operations. by County Risk Management 3 • 401) Director, in the event of above average exposure 5500, 000 liability coverage shall be required and in the event of unusual or high • exposure 51, 000,000 liability shall be required. If the user falls under the State of Florida Worker' s Compensation Law, coverage shall be provided for all employees. The coverage shall be for statutory limits in compliance with the applicable State and . Federal laws. The policy must include Employers liability with a minimum limit of 5100,000 each accident. 3. The following provisions shall apply for all • events with the exception of community or civic meetings for Class IV as defined in Section IV, part 4 of this agreement: With 30 persons or less the individual shall sign a Collier County hold harmless and indemnification agreement and no insurance shall be required. Collier County shall be included as an Additional Insured on the Comprehensive General Liability Policy. I IL Class IV as defined in Section IV, part 4 of this agreement with 31 persons or more shall sign a Collier County hold harmless and indemnification agreement and shall provide insurance coverage as provided in Section VI, part 2 here above. Certificates of Insurance meeting the required insurance provisions shall be presented to the Parks and Recreation Department. Certificate shall state that coverage is specific to the subject event. SECTION VII — RESERVATION PROCEDURES 1. Departmental programs and operations have scheduling priority for all facilities and outdoor areas. 2. All requests for Facility and Outdoor Area reservations must be submitted to the Parks and Recreation Department in writing an the "Rental Permit & Agreement" form at 1ea5�y weeks prior to the two date c� use. 3. Reser7at ; ons will be approved and a permit issued by the Director or designee to the individual or group based on the following criteria: 4 46 ( 1) That the proposed activity or use is 4 not reasonably anticipated to incite . violence, crime or disorderly conduct and not violative of any general of local law. ( 2) That the proposed activity will not entail unusual or burdensome expense or police operation by the county or by any community in which it is located. " ( 3) That the facility has not been reserved for another use at the same day and/or hour required. • ( 4) All other applicable County and State permits have been obtained and submitted with the application. ( 5) The proposed activity or use will not interfere with public enjoyment of the area. 4. A deposit is required at the time of reservation. The deposit will be returned provided that the rental space is left in an adequate condition as determined by Director or his designee. 5. Deposits will he charged as follows: 1. Facilities: ( 1) Facilities under 1, 500 sq. ft. in area shall require a 530. 00 deposit. ( 2) Facilities 1, 500 sq. ft. but less than 3,000 sq. ft. in area shall require a $50. 00 deposit. ( 3) Facilities of over 3, 000 sq. ft in area shall require a $70. 00 depcs it. 2. Outdccr Areas: ( 1) Outdoor Areas under 1, 500 sq. ft. in area shall . require a $25. 00 deposit. ( 2) Outdoor Areas under 1, 500 sq. ft. but less than 3,000 sc. ft. in area shall require a $35. 00 deposit. ( 3) Outdoor Areas of over 3,000 sq. ft. shall require a $50. 00 deposit. 6. Deposits will be returned due to cancellations if the 5 cancellations are made prior to 5 working days before the scheduled event. If cancellation is made later than 5 working days before the scheduled event, the deposit will be forfeited. 7. The deposit fee may be waived for individuals and groups that repeatedly use the facility or outdoor area on a regular basis. SECTION VII — ENFORCEMENT 1. The Director or his designee, shall administer the provisions of this policy, including the collection of fees, preparation of application forms, issuance of permits and revocation of permits, promulgation of rules and regulations to implement the provision of this policy-,. and all other items relative thereto. 2. any person or group violating any of the provisions of this policy shall be subject to expulsion from the facility or outdoor area; further, they shall be subject to any penalty • prescribed by general or local law which is applicable to the conduct or activity which resulted in the expulsion. 4rnt l. po l 6 • Attachment B • RENTAL PERMIT & AGREEMENT FORM - Name/Organization: Address: City: State: Zip: Telephone ( Home) Telephone ( Work) Items needed, i. e. chairs, tables For office use only Facility/Outdoor Area ( s) : Deposit S • Specific Area ( s) Requested: • Date of Use: / / Time Use begins Time Use Ends Purpose of Use: Estimated Attendance: 0 — 1, 500 Sq. Ft. S 1,500 — 2,999 Sq. Ft. s 3,000 + Sq. Ft. s Tax Total ( Excluding deposit) Contact Personnel Telephone Number RULES & REGULATIONS 1. Possession of permit is required while using facility or outdoor area. Failure to supply permit when requested by Director or his designee may result in expulsion from area. 2. Facilities or outdoor areas must be left in clean and adequate condition as determined by Director or his designee, or deposit will be partially or fully forfeited. 3. All county ordinances and Park and Recreation rules must be adhered to at all times while using facilities and outdoor areas. 4. Prohibited at facilities and outdoor areas are fires in undesignated areas, animals, alcoholic beverages or O intoxicants, solicitors, sign advertisements and any act or behavior that may be displeasing to the public' s • enjoyment. • 5. The group or individual( s) to whom a permit is issued shall be liable for any loss, damage, negligence or injury sustained by other person( s) in their party. • 6. The Director or his designee has the authority to revoke any valid permit for violation of rules or ordinances, or County need, or other valid causes. A .minimum of six < 6) weeks notice to permittee shall be given if the County requires the use of such facility or outdoor area. 7. I, the Applicant, agree to indemnify and hold harmless Collier County, the County Parks and Recreation Department and any. employee of Collier County against any and all claims by or on behalf of any person or legal entity arising from Applicant' s use of premises, the conduct of Applicant' s business or from any • activity permitted by the Applicant in or about the premises, and will further indemnify and hold harmless the County, its Departments and Employees against performance of. any agreements on the Applicant' s part, or arising from any act of negligence of the Applicant, or any of the Applicant' s part, or arising from any act of negligence of the Applicant, or any of the Applicant' s agents, contractors, employees, or licensees, and from and against all costs, attorney' s fees, expenses, and liabilities incurred in or about any claim or proceeding brought thereon. I have read and fully understand all rules as regulations as stated above. Date: Signature of Applicant, or Parent/ Guardian if under 18 ( If signing for organization, etc. , sign name and authority to sign) Approved: Parks and Recr _ Date: a= 'on =eparzment Official 4rnt. prm PARRS AND RECREATMGN FEES AND CHARGES REMEATIONAL INST DC TDON 1L CLASSES 1. PER PARTICIPANT: Instructor receives 70% of the total registration fee per registrant and Department receives the other 30% for indirect cost, supplies/equipment, publicity, and administrative support staff. 2. PER RCM: Following formula is utilized to determine fee assessed: Formula: C = P + I N Where: C = Cost per participant for said specialized instruction or pram P = Personnel cost to conduct lion of program I = Indirect cost of 30% for supplies, publicity, and administrative n;strative support staff N = Number of participants COLLIER COUNTY PARKS AND RECREATION DEPARTMENT FEES AND CHARGES FOR ATHLETIC LEAGUES Fees and charges for athletic leagues will be determined according to the following formula: ADULT LEAGUES Formula: C = (T X P) + S N Where: C = Cost per team (Sponsor Fee) T = Total number of games to be played P = Personnel to conduct league, i.e. , referees, umpires, scorekeepers and other staff that is not normally provided by the Department S = Supplies and materials necessary to conduct league N = Number of teams in league A $20. 00 registration fee per participant will also be charged to help offset Administration and maintenance cost. YOUTH LEAGUES Formula: C = $175. 00 C = Cost per team (Sponsor Fee) A $20. 00 registration fee per participant will also be charged to help offset Administrative and maintenance cost. Effective 6/01/91 7164 TY M E M O R A N D U M ?,1Y J hid JJ: 03 REE.7:l,n- rd1 DATE: May 18, 1992 r lnlL tD TO: Murdo Smith, Acting Director Parks & Recreation FROM: Thomas C. Palmer, Assistant County Attorney TCID RE: Parks & Recreation Department Registration I Form Application/Indemnification Provision PKR92051401 This memorandum is in reply to your Request for Legal Services (attached) . I understand your question to be as follows: Can the County require each person who desires to participate in a formal County activity in a County park, such as to rent a racketball court, join a sports team, etc. , sign I liw an indemnification form similar to the indemnification form shown on the attached application form? Fees are usually, but not always, required. I have found no constitutional principle, law, rule, regulation, or contractual promise that prohibits the County from requiring a person to sign the subject indemnification form as a precondition to that individual's participating in the range of activities involved in requiring the form. The form is nondiscriminatory. The form does require the individual to indemnify the County against the County's own negligence or against the negligence of a County employee. The form requires the individual signer to indemnify the County against claims filed by third parties against the County if the third party claim arises from the applicant's use of the County's lands. Conclusion: It is not illegal for the County to continue its existing policy regarding the subject indemnification form. cc: Kenneth B. Cuyler, County Attorney Tom 011iff, Public Services Administrator • TCP/mmd/2086 • .r : . I ; ; : • . II uI • ; • ' JTirint Firmly, and Clearly: I Name of Participant or Sponsoring Firm- Last: First: Address: City: State: Zip: Telephone Numbers: Day: Evening: Emergency: (Name): Telephone No: Age: Sex: Birth Date: Grade: School: Allergies: Medication Currently Taking: Other Conditions: Program: Location: Cash: $ Check: $ Team Name Date Begins: Date Ends: Time Begins: Time Ends: Do you reside within the Naples City Limits?Yes: No: Have you participated in county programs before? Yes: No: Type of Donation: T-Shirt Size for Youth Athletic Programs Only Youth Please Circle Appropriate Size: Adult SM MED LG X-LG I agree, to indemnify and hold harmless Collier County, the County Parks and Recreation Department and any employee of Collier County against any and all claims by or on behalf of any person or legal entity arising from Applicant's use of premises, the conduct of Applicant's business or from any activity permitted by the Appli- cant in or about the premises, and will further indemnify and hold harmless the County,its Departments and Employees against performance of any agreements on the Applicant's part, or arising from any act of negli- gence of the Applicant, or any of the Applicant's agents, contractors, employees, or licensees, and from and against all costs, attorney's fees, expenses, and liabilities incurred in or about any claim or proceeding brought thereon, all to the extent of the County's liability under general law. The County Parks and Recreation Depart- ment reserves the right to deny registration,,and to charge fees where applicable. The Applicant must adhere to all County Ordinances, and Parks and Recreations Rules and Regulations. Date: Signature of Participant or Parent/Guardian if under 18 years of age FACILITY USAGE INFORMATION Date of Use: / / Time Use Begins: Ends: Facility: Purpose of Use: P&RD Official: Date: VALIDATION: I. • FF COUNTY III _2APR 2I A I I. 40 tiECEi'V E :/ A Lr� PARKS AND RECREATION DEPARTMENT PUBLIC SERVICES DIVISION BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA r . AUDIT OF REVENUE COLLECTION ACTIVITY James C. Giles Clerk of the Circuit Court Audit Performed by: Carmen Fatica, C.P.A. Internal Auditing Director April t16, 19922-2 RECEIVED APR 1 61992 PUBLIC SERVICES r PARKS AND RECREATION DEPARTMENT AUDIT OF REVENUE COLLECTION ACTIVITY TABLE OF CONTENTS Page Memorandum to Public Services Division Administrator 1 Detailed Findings, Recommendations and Auditee' s Statement of Corrective Action to be Taken and Explanation 2 I o* cIAc,,,). County of Collier �+. V,/ice o CLERK OF THE CIRCUIT COURT c COWER COUNTY COURTHOUSE u i' 3301 TAMLAM TRAIL EAST °., ,o P.O.BOX 413044 you■n � NAPLES FLORIDA 33941-3044 CIRCUIT COURT COUNTY COURT James C. Giles COUNTY RECORDER CLERK BOARD OF Clerk COUNTY COMMISSIONERS April 16, 1992 TO: Thomas 011iff, Administrator Public Services Division FROM: Carmen Fatica, C.P.A. Director of Internal Auditing PURPOSE: The purpose of this audit was to determine if adequate internal controls exist for the Parks and Recreation Department revenue collection activities. SCOPE OF AUDIT: Samples of the revenue collection transactions were examined for the four months ended November 30, 1992 . Various auditing procedures were performed as considered necessary in the circumstances . FINDINGS: The audit disclosed various findings which are presented for management' s attention in the Detailed Findings and Recommendations section of this report. The cooperation and assistance of the staff of the Parks and Recreation Department was very much appreciated. i would be pleased to assist in the implementation of any of the recommendations . c: Board of County Commissioners W. Neil Dorrill, County Manager 1 CPARKS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 1. Board of County Commissioners should be requested to approve the method of setting fees or the actual fees The Parks and Recreation Department (P&RD) offers to the public various instructional classes and athletic programs . The fees charged for the various activities depend on the costs incurred by the P&RD to hold the activity. Generally, the P&RD determines its costs to be the cost of the instructor, who is usually contracted, plus 30 percent to cover indirect cost for supplies, publicity and administrative support staff. The acting director of the P&RD said a study of costs was made in 1985, which supports the 30 percent indirect cost charge. This study could not be located. The auditor was told that the fees set for the various activities offered by the P&RD were in accordance with Resolution Number 82-138, passed September 14, 1982 , which is titled, Resolution Establishing County Policy to Maximize Utilization of User Fees and/or Concession Revenues to Off-Set Increased Costs of Parks and Recreation Programs . This resolution does not set specific fees for each activity or state a methodology that should be followed when setting fees for the various activities . The resolution does state that, " . . . it shall be the policy of Collier County to maximize user revenues in the operation of our parks and recreation programs . " 2 PARKS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 1. Board of County Commissioners should be requested to approve the method of setting fees or the actual fees (continued) When the auditor performed an audit of the P&RD in 1986, there existed a draft of a resolution that had a method for setting fees for the P&RD' s various instructional classes and athletic programs . The acting director of P&RD said he was unsure if this resolution was presented to the Board of County Commissioners . He also stated that the fees set are part of the budget approved by the Board of County Commissioners. In AGO 79-64 , involving a question regarding fees for the county ambulance services, it was opined that, "the fee schedule must be codified in a duly enacted county ordinance. " Recommendation To insure that authorized fees are being charged for the various instructional classes and athletic programs offered by the P&RD, it is recommended that the Board of County Commissioners be requested to approve by ordinance the method( s ) being used by the P&RD to set the fee charged or to approve the actual fees as is done with the P&RD Racket Club fees . While the Board of County Commissioners approves the P&RD' s budgeted revenues , the Board does not review and approve the formulas or methods used to set the fees or the actual fees to be charged. 3 PARRS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 1. Board of County Commissioners should be requested to approve the method of setting fees or the actual fees (continued) Recommendation (continued) To determine if 30 percent of the cost of the instructor cost is adequate to cover the current overhead costs of the P&RD, it is also recommended that a new study of overhead costs be made. Response From Public Services Administrator The Parks and Recreation Department will be drafting an Ordinance regarding the method and the setting of fees by Resolution. The Department is reviewing fee polices and procedures and the method will be addressed at that time. This Resolution will be presented to the Division Administrator, then to the BCC for review and adoption. 4 PARRS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 2. Verify the accuracy of gross receipts reported by the Tigertail Beach food and beverage concessionaire Cool Concessions , Inc. has operated the food and beverage concession at Tigertail Beach since May 1, 1991 . The auditor was told by one of the owners of the concession that the daily sales amount for the Statement of Gross Receipts submitted to the County is determined by counting the cash on hand at the end of the day. The concessionaire does not have a-cash register control total to reconcile to the ending cash on hand total. This internal control weakness would be strengthen if a cash register "Z" sales control reading is used to determine daily sales . The auditor discussed the internal control weakness with the concessionaire (owners) and they agreed to use the cash register "Z" sales reading each day to arrive at daily sales . The concessionaire will submit to the County a "Z" reading tape and any overring or void slips to reconcile the "Z" reading tape to daily sales listed on their Statement of Gross Receipts . The owners were informed what they have agreed to do is nothing more than was done by the previous concessionaire. Recommendation To insure that the cash register' s "Z" sales readings are the basis for gross receipts reported to the County, it is recommended that the Parks and Recreation Department verify the accuracy of the daily sales reported by the concessionaire on their Statement of Gross Receipts . 5 PARRS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 2. Verify the accuracy of gross receipts reported by the Tigertail Beach food and beverage concessionaire (continued) Response From Public Services Administrator Effective March 1, 1992 Cool Concessions' Inc. , the Food and Beverage Concessionaire at Tigertail Beach, has been directed to issue cash register receipts on all sales . Signs have been installed stating that receipts must be given with sales . The Daily "Z" sales tapes are checked monthly to verify the accuracy of reporting on the statement of gross receipts . These checks are performed by Parks and Recreation staff. 6 PARRS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 3. Determine that the Tigertail Beach food and beverage concessionaire is issuing cash register tape receipts During the visit to Tigertail Beach, it was noted that Cool Concession' s (CC) personnel were not offering their customers cash register receipts after a sale was rung up. An owner of CC said receipts were not offered because customers would throw them on the ground, and CC personnel would have to pick them up. It was explained that it was a requirement of the Parks and Recreation Department that receipts be issued and suggested that customers be requested to discard the receipt into a nearby wastebasket if it was not wanted. CC' s owner agreed to issue cash register tape receipts in the future. Recommendation To insure that CC customers are issued cash register tape receipts and that all sales are recorded, it is recommended that the Parks and Recreation Department periodically make unannounced observations to determine that cash register receipts are being issued. Any exceptions noted should be documented by memo to the concessionaire. Response From Public Services Administrator As of March 1 , 1992 the Supervisor in charge periodically (daily) makes spot checks to insure that customers are issued cash register receipts . Signs have also been installed stating receipts must be given on all sales . 7 PARRS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 4 . Verify the accuracy of gross receipts reported by the Tigertail Beach water equipment rental concessionaire Recreational Facilities of America (RFA) operates the beach and the water equipment rental concession at Tigertail Beach. RFA does not use a cash register to record sales, but uses a four part prenumbered receipt supplied by the Parks and Recreation Department for each transaction. The first copy of the receipt is sent to the County to support the concessionaire' s Statement of Gross Receipts ( SGR) . In 1989, the Finance Department' s personnel agreed to test check the numeric sequence of the receipts issued and the daily receipt totals to the SGR. The audit revealed that the Finance Department' s Revenue Section personnel were not test checking the accuracy of the SGR as detailed above. The auditor was told by the Revenue Section personnel that they were too busy to perform the clerical checks detailed above. Recommendation To determine that the sales recorded on the prenumbered receipt issued by RFA are accurately reported by them on their SGR, it is again recommended that the Finance Department test check the numeric sequence and clerical accuracy of the receipts submitted by RFA with their SGR. Response From Finance Department Director We agree to implment the recommendation. 8 PARKS AND RECREATION DEPARTMENT • DETAILED FINDINGS AND RECOMMENDATIONS 5. Verify the accuracy of gross receipts reported by the Clam Pass concessionaire The Registry Resort, the Clam Pass concessionaire, does not use a cash register' s non-resettable control total as a basis for arriving at the receipts reported on their monthly Statement of Gross Receipts submitted to the County. An internal control weakness exists because the cash register' s resettable "X" reading is the basis for daily gross- receipts reported to the County. If the employees operating the cash registers were dishonest, this internal control weakness could easily result in the understatement of gross receipts to the County, which would consequently understate the Registry's payment to the County. When this auditor last did an audit in 1988 of the Clam Pass concession gross receipts, the Registry Resort was using two cash registers that had non-resettable "Z" reading tape capabilities . The assistant controller of the Registry Resort told the auditor that those cash registers became inoperative and were replaced with the current cash registers without these capabilities . The auditor discussed this internal control weakness with the assistant controller and he agreed to replace the current cash registers with cash registers with non-resettable "Z" sales reading grand total (GT) capabilities. He also agreed to supply a "Z" sales reading GT tape for the beginning and end of each month and to reconcile the difference between the GT totals to the monthly gross receipts reported to the County, detailing any daily overrings or voids that occur. 9 PARRS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 5. Verify the accuracy of receipts reported by the Clam Pass concessionaire (continued) Recommendation To insure that the cash register's "Z" sales readings are the basis for the gross receipts reported to the County, it is recommended that the Parks and Recreation Department verify the accuracy of the reconciliation of the cash register' s "Z" sales reading GT totals to the monthly receipts listed on the Statement of Gross Receipts submitted to the County. Response From Public Services Administrator As of April 9, 1992 the Registry Resort has purchased new cash registers with grand total capabilities . The daily "Z" Reports are matched to Gross Receipts monthly by our Department. • 10 r PARKS AND RECREATION DEPARTMENT 111 DETAILED FINDINGS AND RECOMMENDATIONS 6. Determine that the Clam Pass concessionaire is issuing cash register tape receipts During two visits to the Clam Pass Park it was noted that the Registry Resort employees did not offer to give the customer the cash register receipt after their purchase was rung up. Also, the required posted signs stating that the attendant is required to issue a receipt for each transaction were missing. After the 1988 Clam Pass concession audit, this auditor was told by the Registry' s controller that cash register receipts would be issued to customers and receipt issued signs would be posted. Without the receipt being given out, the County is not assured that sales are adequately and correctly rung up. The Registry' s assistant controller agreed to post the receipt issued signs in a place that is plainly visible and to reinstitute the practice of issuing cash receipts to all customers . Recommendation To insure the Clam Pass Park concession customers are issued cash register tape receipts and all sales are recorded, it is recommended that the Parks and Recreation Department periodically make an unannounced visit to Clam Pass to determine that cash register tape receipts are being issued and receipt issued signs are posted. Any exceptions noted should be documented by a memo to the concessionaire. 11 PARRS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 6. Determine that the Clam Pass concessionaire is issuing cash register tape receipts (continued) Response From Public Services Administrator Effective March 1, 1992 unannounced visits are accomplished by supervisor to verify that cash register receipts are issued. Signs have also been installed stating attendant is required to issue receipts for each transaction. • • 12 PARRS AND RECREATION DEPARTMENT 411 DETAILED FINDINGS AND RECOMMENDATIONS 7. Post a sign at the Caxambas Park concession stating a receipt will be issued The concessionaire' s retail store at Caxambas Park has a cash register with a dual register tape. The store employee told the auditor that he gives out a cash register receipt when the customer requests one. Taped to the cash register is a sign stating, "Ask For Receipt" . The auditor saw a duplicate cash register tape in the register with four or five transactions that had not been given to customers . Recommendation To insure that all sales are accurately recorded on the cash register, it is recommended that the Parks and Recreation Department provide the concessionaire one of the signs they use which states , "Attendant is required to issue a receipt for each transaction" . Response From Public Services Administrator • Signs have been posted stating Attendant is required to issue a receipt for each transaction. 13 PARKS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 8. The Board of County Commissioners should approve Racquet Club fees and selling prices Board Resolution Number 85-14 established a schedule of user fees for the Collier County Racquet Club, effective January 15, 1985 . Fees have since been increased for some memberships without the approval of the Board of County Commissioners . The Racquet Club also sells some tennis apparel and equipment which are not addressed in the resolution. Recommendation To insure that authorized fees and selling prices are being charged by the Racquet Club, it is recommended that the Board of County Commissioners be requested to approve the fee changes and to establish a profit markup to be used for pricing tennis apparel and equipment. Response From Public Services Administrator The Parks and Recreation Department will be amending Resolution Number 80-14 to approve Racquet Club fees when improvements are completed at the facility. In regard to setting a mark up price for items sold at the Racquet Club Tennis Shop, it is difficult to set a set price. Prices of merchandise are marked up a minimum of 50o and some as high at 150% . With the Amendment to the Resolution, the Department will submit guide lines for the mark up of Racquet Club Pro Shop merchandise. 14 PARRS AND RECREATION DEPARTMENT DETAILED FINDINGS AND RECOMMENDATIONS 9. The Racquet Club office should be locked when unattended When the auditor and the Beach and Water Supervisor (B&WS) arrived at the Parks and Recreation Racquet Club at the middle of the morning, no one was attending the office. The Racquet Club Supervisor was on a tennis court giving a lesson. She apparently did not notice us because she did not come to the office. The B&WS had to go on the courts to fetch the Racquet Club Supervisor. The office contained tennis apparel and equipment for sale and also had a cash register with the key in it. After our audit, the Racquet Club Supervisor returned to her lesson. While we were still outside the office a teenager with a tennis racket entered the unattended office and walked around. He left without asking us for help. Recommendation To safeguard products for sale and money from theft, it is recommended that the office be locked when the attendant has to leave. A sign could be placed on the door explaining where the attendant can be located. Response From Public Services Administrator The Racquet Club has instituted a policy that when the office is unattended, it will be locked. A sign will be placed on the office door allowing staff to be located in the event of an emergency or if the public needs access to the facility. 15 . ® PARKS AND RECREATION DEPARTMENT ` DETAILED FINDINGS AND RECOMMENDATIONS 10. Concessionaires should submit an annual statement of gross receipts certified by a CPA The concession agreements with the Registry Hotel and Recreational Facilities of America, Inc. (RFA) require the concessionaire to supply the County with, " . . a written annual statement of the gross receipts . " Furthermore, "Said statement shall be certified as true, accurate and complete by the Concessionaire and by an independent Certified Public Accountant. " The Registry Hotel agreement and the RFA agreement commenced on March 15, 1988 and December 19, 1987 , respectively. To date it appears that an annual statement of 10r gross receipts certified by an independent certified public accountant has not been received from either concessionaire. Recommendation To comply with the concession agreement and to better assure the County that monthly gross receipts reported are accurate, it is recommended that each concessionaire be requested to submit as soon as possible an annual statement of gross receipts certified by an independent certified public accountant for the years required by their respective agreements . Response From Public Services Administrator Parks and Recreation will request an annual statement of gross receipts certified by a CPA for the last contract year and all subsequent years . 16 I4] y� t '`'t iii, ;. November 26, 1985 't.a r :1 3 ' '0' RESOLUTION NO. 85- 251 RESOLUTION ESTABLISHING A POLICY FOR RESERVATION •1.' `" AND USE OF COUNTY ATHLETIC FIELDS FOR ATHLETIC TOURNAMENTS OR ACTIVITIES NOT CONDUCTED AND/OR CO-SPONSORED BY THE PARKS AND RECREATION DEPARTMENT WHEREAS, the Board of County Commissioners adopted Resolution 82-138, establishing a County policy to maximize Utilization of user fees and/or concession revenues to offset operating costs of Parks and Recreation programs; and • f, ,WHEREAS, in furtherance of said Board policy it is• appropriate to establish a field reservation policy for all ' ! • athletic tournaments and fund-raising activities other than those conducted and/or co-sponsored by the Parks and Recreation I Department; and WHEREAS, the establishment of a field reservation policy and ! '' : user fees for tournaments and fund-raising activities, other than those conducted and/or 'co-sponsored by the Parks and Recreation Department, will be used to offset operating costs of the Parks and Recreation Department; NOW THEREFORE BE RESOLVED BY THE BOARD ' OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that: The Athletic Field Reservation Policy, attached hereto and incorporated herein as Exhibit "A" , is hereby approved 'for the reservation and use of County athletic fields for all athletic tournaments and fund-raising activities not conducted and/or I (4, co-sponsored by the Collier County Parks and Recreation 0 P . Department. 's=,t i,4 ,,i,, • t, ,�'i • r1 t yy, r, booK 081:,:„.. 57 4 ' ■ • YV, PA.,. 58 November 26, 1985 0 ''''qt' t This Resolution adopted after motion, second and roll call , g ` vote as follows: Commissioner Voss Motioned and aye r1 al Commissioner ' Goodnight Aye I; i! Commissioner Hasse Aye Commissioner Holland Nay i Commissioner Pistor Aye ,f . DATED: November 26, 1 , , ;;;p. 985 A,�t:', t ATTEST:. • a �� , o•or ,� BOARD OF COUNTY COMMISSIONERS ,; i. . Q • LpI�Arr` i'. ' AG. clerk COLLIER COUNTY • .:;:c'Af4 t .'y COUNTY, FLORIDA .,,p - • i.;2.:.;;'''':'. '4, ›...16;& ...... —,.... By: q ....-24-47- f .!.7.i• �, a ,,►',;`•. . N A. PISTOR, Chairman f fApp, pved• s to form and • ,koc h liifficiency: ■ ---4---- ..., s Kennet B. Cuy , Assistant Coun y Attorney , I. • • •) y t , F ' ,r1 ' 1. i 44 P i4 2 ,t,,,: l i, '',A;, { t • yr , r :. 3' �� >P November 26, 1985 A r IA. t ' II EXHIBIT "A" i ATHLETIC FIELD RESERVATION POLICY _ RULES AND REGULATIONS; FEES AND CHARGES; (1) Any group or organization (referred to herein as Organization) requesting the use of an athletic field regulated by Collier County, for the purpose of an athletic tournament or fund-raising activity must submit, on a Collier County reservation form, a. reservation request including a description j of all intended uses and/or activities. This reservation form +inus•t 'bd' received by the Athletic Supervisor no later than one (1) ! month prior to the requested tournament, activity or event. (2) At the time an athletic field is reserved, the Nevi 1 Organization shall be required to submit a nonrefundable deposit in the amount of twenty-five dollars ($25. 00) for the purpose of servicing and processing the reservation request. (3) For a two day tournament, a fee of $10.00 per scheduled game shall be charged, with a $200.00 minimum. For a one day ' tournament, a fee of $10. 00 per scheduled game shall be charged, ' with a $100.00 minimum. This fee is required to be submitted to the Parks and Recreation Department no later than two (2) weeks prior to the scheduled tournament date. (4) If, as a result of inclement weather or for any other - reason, additional services are provided by the Collier County Parks and Recreation Department, .other than those requested and scheduled, the Organization will be charged an amount necessary to reimburse the County for additional direct labor charges. (5) If a tournament is cancelled as a result of inclement weather, the Organization will receive a refund for all unplayed games (at the rate of $10 .00/game) , less any maintenance costs incurred by the Parks and Recreation Department. BOOK 0D1 PAc,E 59 3 • ft• .J; November 26, 1985 Boo ;`:F091 PAGE 60 (6) Unless an Organization cancels its field reservation at least seven (7) days prior to the scheduled tournament or event, a ` cancellation fet in the amount of $25.00 will be assessed -against the Organization. (7) If an Organization wishes to conduct concessions in conjunction with the tournament or event, a written request must be submitted to the Parks and Recreation Department including evidence that the Organization has acquired or will acquire all applicable permits. A $25.00 fee will be assessed • per day, for each concession booth or location. All concessions must be approved by the Collier County Parks and Recreation Department. , tt (8) Any Organization which reserves and uses an athletic field must adhere to all Collier County Ordinances and Rules and Regulations of the Collier County Parks and Recreation Department. 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