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Urbandale staff seeks council direction on park-shelter fee-waiver policy
Summary
Parks staff presented options to formalize park-shelter rental and fee-waiver practices: require fees for all users with limited carve-outs for partners (e.g., Lions Club, Urbandale School District), recover cleaning costs for nonprofit events, or offer discounts for 501(c)(3) groups. Council asked for comparative rates and draft policy options.
Urbandale parks staff brought a discussion item to the council on whether to adopt a formal policy for park-shelter rental fees and fee waivers.
Staff explained that currently fee waivers are handled case-by-case and estimated $15,250 in waived fees over the last five years, including $10,400 for various nonprofits and $3,000 for Urbandale School District uses. Staff proposed a default policy that would require all users to pay established shelter fees to ensure fairness and reduce administrative burden, while recommending specific exceptions (continued Lions Club use for certain events and reciprocal arrangements with Urbandale School District). Staff also suggested recovering hard cleaning costs (approximately $125to $140) for nonprofit events so the city does not subsidize custodial expenses.
Councilmembers raised alternative models used by peer cities (discounts for 501(c)(3) organizations, weekday vs. weekend price distinctions, and carve-outs) and asked staff to return with a spreadsheet comparing rates in surrounding communities and two or three draft policy proposals (light, medium, heavy) for consideration. Staff indicated they will prepare options and more detailed rate comparisons.
No formal policy was adopted; council asked staff to return with clearer options and recommended guidelines for partnership criteria and fee recovery.
