Parks staff present updates to Policy 17-35 on county facilities, clarify contractor exceptions and fee corrections

Parks and Recreation staff on Thursday presented a set of revisions to Policy 17-35, the county policy that governs use and rental of county facilities and land, describing mostly administrative updates, a corrected fee, and several new or clarified categories of users and fees.

Lynn Lindstrom, Parks and Recreation staff member, told the board the policy was last comprehensively updated in 2021 and that earlier versions dated to 2006. She said staff had provided an amended page to correct an error in Attachment C, noting, "It was $2.50, and it was supposed to be $2." Lindstrom said the changes were reviewed with community services and other county departments and that the round of updates included both clarifications and a few substantive additions.

The revisions described by Lindstrom would: combine separate "personal" and "business" rates into a single rate for most uses; add fees and permitting language for mobile food vending; explicitly include the Los Alamos Airport small meeting room in the recreation appendix (the airport room is listed as free of charge in the draft); add family rates and a benefit for foster families and children in CYFD custody that provides free or discounted access to the aquatic center, ice rink and golf course; and make broader formatting, definition and clarity edits.

Board members asked for specific clarifications about which contractors are exempted from the policy and how priority of use works. Member Marzen asked whether the contractor exceptions referred only to maintenance contractors or to any organization holding a county contract. Lindstrom replied that "any of our contractors that hold the county contract may have different structure than what's in our policy" and explained that contract provisions often govern space or fee arrangements negotiated separately. Lindstrom and a board member used a historical example: the historical society, which operates a museum under contract that allows it to charge admission and rent certain space without fees, would not fall under the standard fee schedule.

The board also discussed the policy's priority-of-use language. Lindstrom confirmed that "county hired contractors will take precedence" under existing priorities where a contract provides such access.

There was no formal motion to adopt the updates at this meeting. The item was presented for review and questions; board members indicated they would follow up by email for clarifications on some language.

Board members and staff said the changes are intended to be largely beneficial to the community and to bring the policy language into alignment with current practice and other county contracts. Staff noted that not every fee was changed; the presentation focused on the principal updates and the corrected Attachment C line.

The board moved on to the next agenda item after the presentation; the policy update will return for further consideration when staff has provided the requested clarifications.

Ending: Staff asked board members to submit follow-up questions by email; no adoption vote occurred at this meeting.