Commission approves fee waiver so Performing Stars can hold large gala at community center

The Mill Valley Parks & Recreation Commission voted June 4 to approve a rental fee waiver for Performing Stars of Marin that will allow the organization to hold a large gala at the community center this year.

Chris Hubacher, facility supervisor for Mill Valley Arts and Recreation, told commissioners the group requested a 75% waiver because facility fees alone were quoted at about $4,850 and their budget had assumed $5,000 in rental costs. Staff recommended a 75% waiver of rental fees while keeping staffing fees and deposits in place.

Hubacher said the applicant had budgeted $5,000 before knowing a fee waiver was possible and later asked for larger discounts; staff clarified that the $5,000 figure did not include staffing or deposit costs. “The 75% request came, I believe, after they saw the tentative contract,” Hubacher said.

Chair Chris Carney proposed a modification that would set the organization’s out-of-pocket cost at $2,500 for rental and staffing combined, plus a $900 refundable deposit, and commissioners approved that motion unanimously. Carney framed the change as a way to match the applicant’s budget expectations while ensuring staffing and deposit coverage.

Commissioners asked about event timing and calendar conflicts; Hubacher said staff began coordinating dates close to the 365-day booking window and that the Halloween date in contention was chosen because it was the closest available slot when the applicant placed a hold.

The approval directs staff to finalize the contract with the adjusted fee and deposit; commissioners expressed support for the organization’s community work and said they expect the event to proceed successfully.

Next steps: staff will finalize the facility rental contract under the approved terms and process the refundable deposit if no damages or overtime occur.