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Board reviews fee schedule, event rentals and facility repairs as summer season approaches
Summary
BORCAB reviewed event rentals, fee schedule options (resident/nonresident, short-term passes and corporate rates), park-impact funds for landscaping and shade structures, and capital repairs (roof, underground utilities, stadium lights) tied to longer-term phases.
After the pool and fob discussions, the board turned to rental fees, event planning and facility maintenance.
Staff asked members to review the fee schedule ahead of budget season; members discussed reintroducing weekly, monthly, three-month and corporate pass options and maintaining discounted or no fees for local non-profit youth leagues. “I do not think youth leagues should be paying for usage of the fields,” one member said, and members asked that non-profits remain exempt or receive reduced rates.
The board reviewed ShrimpFest and Globe by the Gulf event needs, including that event rentals typically require additional items (generators, portable lights, dumpsters) that are not included in the base rental fee. Board members asked staff to add optional line items for power and water to the fee schedule so event organizers can budget accordingly.
On facilities, members reviewed park-impact funds (staff estimated about $300,000 available) proposed for sod, irrigation and shade sails; board discussed permanent pavilion replacements at pickleball courts and the pavilion by the fitness court, with procurement rules (bids required for purchases >$75,000) noted. Staff said quotes are pending and will be provided.
Field stadium lighting remains a major cost and regulatory hurdle: prior 2023 equipment quotes were near $200,000 (equipment only), but full installation (poles, switch gear, underground work) could run several hundred thousand dollars; members also noted turtle-season restrictions that limit when lights can be used. The board asked staff to price power hookups for two fields and to return those estimates to the board.
Members also flagged storage needs and the potential benefit of owning event equipment (bounce houses, canopies) rather than renting; staff and Friends of Bay Oaks will coordinate on a formal 'wish list' form and potential fundraising. The board voted to include the fee schedule, fob follow-up, pool input, budget and 'tangible benefits' on the next meeting agenda (Aug. 19) and adjourned.
