Wallingford Parks Fees - 20210616

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Wallingford Parks & Recreation Department Facility & Fee Waiver Application Requests for fee waivers are determined on a case by case basis for community based events and community fundraisers that are aligned with the mission of the Wallingford Parks and Recreation Department.

Philosophy: • Wallingford Parks and Recreation Department strives to be an exceptional steward of facilities, parks, trails and funding for programs and services to benefit the Wallingford community.

• Charging user fees is a standard practice in the Parks and Recreation industry when individuals, private groups, or non-profit groups wish to reserve and exclusively utiliie public facilities.

• The facility/park fees are reviewed as needed by the Director of Parks and Recreation and the Recreation Commission. The .Recreation Commission will approve the fee cha·nges to be submitted to the Wallingford Town Council for final approval.

Acknowledgement: • Individual and or Organization acknowledges submittal of the application does not guarantee approval of the fee waiver.

Eligible Organizations: • Wallingford based 501(c)3 organizations may request fee waivers pursuant to the requirements set forth in this regulation.

Ellglblllty/Qualifications: To be eligible for a fee waiver, the park area must be used for a unique or special "Community Wide Event", For an event to fit this description, it must meet all of the criteria below: • Organization must be an IRS S0l(c)3 organization in good standing with a Wallingford Business • • • •

• • • •

Address Be community friendly and provide a general public benefit Organization must provide documentation (ex. Articles of incorpc,ration, by-laws) demonstrating that its activities are exclusively non-profit. · Organization must provide a list of programs/activities sponsored by your organization in the Town of Wallingford Organization must produce documentation that the program to be held at the park/facility will have at least 80% Wallingford Residents as attendees, exclusive of athletic events which include Wallingford teams.

Organization must describe the program to be held and demonstrate that it is In furtherance of the organizations purpose, If attendees will be required to pay to participate/attend the program, describe how you will make the program available to attendees who cannot afford it.

Completed Applications must be received by the Parks and Recreation Department at least two months prior to the proposed date of the event.

The Director of Parks and Recreation, or designees, shall determine eligibility for the waiver. If the waiver is denied, the Director shall provide a written explanation for the denial.

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Organi:ations receiving a waiver must still complete and comply with the requirements of a racility Reservation Permit Application

Eliglblllty Requirements: In order for your application to be considered, you must complete these requirements. If you fall to comply with this list, the application will be denied.

1. Submit a letter to the Director of Parks and Recreation on the applicant"s letterhead requesting the reason for request of fee waiver, the specific location, date and time for each facility fee waiver. The letter must be signed by the authorized representative, 2. Complete a Facility Reservation Permit Application 3. Submit a copy of the organiwtions/applicant's 501 (c)3 or (c)6 non-profit organization documents or any other documentation that may be required to show the applicant/organization is in good status as a non-profit organization (for example most recent 990 tax filing) 4, Upon approval, a copy of the applicant/organization's Certificate of Insurance naming the Town of Wallingford as additional insured is to be submitted 5. The organization must provide their policy showing that they do not deny participants due to financial hardships.

6. Submit all required information 60 days prior to the proposed date of the event. Please plan ahead. Any application received less than the 60 days from the proposed date of the event may be denied.

7. Scheduling and use of the facilities are subject to availability and do not have preference over Wallingford Parks and Recreation Programs and Events.

Events/Activities Not Eligible for Waiver: • •

Events organized by private individuals, businesses, commercial ventures Organizations based outside ofthe Town of Wallingford

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Applicants or Organizations who have fa/led to fulfill their obligations and or requirements during prt:!vlous events or activities for which the Department facility permit fet:!s were waived.

Non-Waiveable Fees: •

All applicants, regardless of waived fees will be required to pay for any fees deemed required by the Director of Parks and Recreation for actual expenses incurred as a result of the event/activity. For example; Public Works Overtime, Emergency Personnel {Police, Fire, EMT)

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Facility & Fee Waiver Application Organization:_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __

Date:_:__ _ _ _ _ __

Contact Name:_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __

Title: _ _ _ _ _ _ _ __

Address: _ _ _ _ _ _ __..;._ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Phone:;_ _ _ _ _ _ _ _ _ __

Email: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __

EIN or Business License#:_ _- ' - - - - - - - - - Type of Organization (Check One): Clovernment_ _

•Non-Profit_ _

*You must attach a copy of the 501(cl3 certificate Brief Description of Event, Including Any Justification for Fee to be Waived: _ _ _ _ _ _ _ _ _ __

WIii there be any fees charged to participants associated with this faclllty usaga?

YES

NO

List the fees charged to participants associated with this facility usage:

Requested Facility/Location of Event:, _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __

I acknowledge that this request and any subsequent approval or denial does not guarantee the availability of the parks/facilities requested. I further understand that I must have completed all applicable reservation

procedures outlined in lhe Facility ~equest Form and in the Facility and Fee Waiver Packet as required. I further acknowledge that if the request is denied .or a reduc:tion of fees is gr;:tnted, the organization f represent must pay all remaining fees by the due date and that all established permit regulations and Town of Wallingford and Parks and Recreation rules will be followed during the permitted usage.

Signature FOR 0FFIC/ii'iJ$/;. ONt YI,

Date AIV/OUNT OF tie TO BE 'CHARGEt:r

···Director of Parks & Recreation Approviid, · Approved:, _ __

Denied•,:____

· l'.llrector of Parks & Recreation Sigr\atu-,e,,,_·..-_,-'----'-----..:.."'-----

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E. FEE STRUCTURE There is a $100.00 (cash only) maintenance/key deposit fee - (see page 6 for details) 1. Wallingford Residents

A. Pavilion B. Field with Lights C. Field only D. ColJllilunity Pool Party E. ColJllilunity Pool Lap Lanes F. Tennis Court G. Volleyball Court

$50.00 per reservation $150.00 based on 3 hours $ 75.00 based on 3 hours $ 40.00 per hour - 3 hr max $ 90.00 per hour 4-6 lanes $ 25.00 per hour $ 15.00 per hour

2. Non-Wallingford Residents/Commercial Pnrposes

A. Pavilion Rental $200.00 per reservation B. Field with Lights $350.00 based on 3 hours C. Field $200.00 based on 3 hours D. ColJllilunity Pool Party $ 80.00 per hour- 3 hr max E. ColJllilunity Pool Lap Lanes $ 90.00 per hour 4-6 lanes F. Tennis Court $50.00 per hour G. Volleyball Court $ 30.00 per hour 3. Special Events, Tournaments, Fuudraisers A. Field with/out Lights

B. Park

$400.00 based on 8 hours per day $800.00 based on 8 hours per day

Usage over 8 hours: for each hour over, rates listed .in sections one and two will apply.

Note: Commercial and Special Events, Tournaments or Fundraisers who reduce hours or cancel requests within 60 days of the rental date payment is non~refundable. Tournaments or Events that require morning.ilffield maintenance will required to cover the Public Works overtime costin addition to the facility rental payment.

F. RECYCLING SYSTEM

Each person using any park facility MUST RECYCLE. The items that you must recycle are newspapers, corrugated cardboard, office paper, glass bottles and jars, food and beverage cans, plastic containers numbered 1 or 2 and scrap metals. You must remove any such items from the park facility. Take them home. or to the Town Recycling Center. Town containers are for rubbish, NOT recycling. WITH YOUR HELP, RECYCLING WORKS.

Upda!cd: 0S/03/2017

C. FEE STRUCTURE 1. Wallingford Residents A. Gynmasium B. Classroom

$35.00 per hour $25. 00 per hour

2. Non-Wallingford Residents/Commercial Purposes A. Gynmasium $65.00 per hour B. Classroom $50.00 per hour 3. Special Events, Tournaments, Fundraisers .

A. Gymnasium $600.00 based on 8 hours per day

Usage over 8 hours: for each hour over, rates listed in sections one and two will apply.

Note: Commercial and Special Events, Tournaments or Fundraisers who reduce hours or cancel requests within 60 days of the rental date payment is non-refundable.

D. BIRTHDAY/FAMILYPARTIES

1. All equipment, furniture or furnishings required for the use will be set up and taken down by the applicant and the area left broom clean. Any decorations must conform to fire code regulations, receive prior approval from the Department and be removed following the use by the applicant.

2. Applicant must keep all participants and family inembers to the permitted area only. Applicant is responsible for providing proper supervision to erisure compliance.

3. Refreshments may only be served by prior arrangement with the Department.

Refreshment items will be discussed for appropriateness and alcoholic beverages are prohibited. Refreshments cannot be brought into the gym.

Updated 3/11/2021