Public Works initiates RFP for new event planner to enhance community gatherings

The Parks and Recreation Committee of Atherton convened on April 2, 2025, to address several key issues regarding park reservations and community events. The discussions highlighted the complexities surrounding park usage, particularly the balance between public access and the enforcement of reservation policies.

A significant topic of conversation revolved around the current reservation system for park facilities. Committee members expressed concerns about the enforcement of rules regarding group sizes and reservations. It was noted that while reservations are public, there is often confusion about the necessity of payment for larger groups. Currently, groups of up to 12 can use park facilities without charge, but those exceeding this number are expected to pay for reservations. However, enforcement of this policy appears lax, with no staff present on weekends to monitor compliance. This raises questions about the effectiveness of the current system and whether it adequately serves the community's needs.

The committee acknowledged that while the issue of unauthorized park usage is not widespread, it could become problematic if larger groups begin to disrupt reserved events. Members discussed the potential for complaints from those who have made reservations, suggesting that if such issues arise, stricter enforcement may be warranted. The conversation underscored the need for a balance between ensuring public access to parks and respecting the rights of those who reserve spaces for events.

Additionally, the committee touched on the topic of memorial benches in the parks. Members inquired about the costs associated with purchasing and maintaining these benches, indicating a desire for transparency in how funds are allocated for park improvements. It was clarified that while there is a standard fee for dedicating a bench, the costs of maintenance do not necessarily correlate with the fees collected.

The meeting concluded with discussions about the search for an event planner, with plans to issue a Request for Proposals (RFP) to attract qualified candidates. The committee aims to broaden outreach efforts to ensure a diverse pool of applicants, reflecting a commitment to enhancing community events.

Overall, the meeting highlighted ongoing challenges in park management and the importance of clear communication regarding policies. As the committee moves forward, addressing these issues will be crucial in fostering a positive experience for all park users in Atherton.