Post on 27-May-2018
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MECKLENBURG COUNTY
PARK & RECREATION DEPARTMENT
REVENUE AND PRICING POLICY
FISCAL YEAR 2009-2010
Administrative Office
5841 Brookshire Boulevard
Charlotte, NC 28216
(Final version, July 1, 2009)
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TABLE OF CONTENTS
SECTION
1 Revenue Policy
2 Policy Definitions
3 Service Classifications
4 Fee Adjustments
5 Determining Fees and Charges
6 Facility Rental
7 Equipment Loan/Rental
8 Special Facilities
9 Other Sources of Revenues
10 Payments and Refunds
11 Competition and Pricing
12 Policy Revision Procedures
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APPENDICES
A Fee Schedule
B Golf rates per each course
C Park Ordinances
D Sample Concession Contract
E Beer/Wine Permit
F Facility Reservation Form
G Program Cost Worksheet
H Rent/Borrow/Lease Form
I Special Revenue Funds
J Previous Years Fee Analysis
K First Right of Reservation Policy
L Operations Guide: Grady Cole Center and Memorial Stadium
M Check Acceptance/Return Policy
N Tennis Court Block Reservation Policy
O Soccer Field Cost Recovery Program Analysis
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SECTION 1
REVENUE POLICY
I. INTRODUCTION
The Mecklenburg County Department of Park and Recreation offers diversified leisure
services to its residents. Historically, these services were financed by appropriation of tax
dollars from the County's general fund and from general obligation bonds, which is to say that
residents of Mecklenburg County have previously paid for their parks, recreation areas, and
leisure services primarily through taxation.
In recent years, the growing population in and around Charlotte and Mecklenburg County has
increased demand for new, expanded, and more diversified services. Additionally, costs of
land and capital projects have increased, as have operational costs, and a greater emphasis has
been placed on generating non-tax revenues. These pressures are of such magnitude as to
cause alternative sources of revenues to be more and more critical for the operation of parks
and facilities. In the field of park and recreation, sources of funds other than local taxes
include:
- Gifts and bequests
- Grants
- Contractual receipts
- Concessions and leases
- Fees and charges
- Sponsorships
II. PHILOSOPHY
The Mecklenburg County Park and Recreation Department endeavors to provide the highest
quality leisure experiences possible within its appropriated budget. Funds have traditionally
come from property taxes paid by the residents of Mecklenburg County. Yet, these same
taxpayers may benefit in varying degrees from the services provided. With this in mind, the
department attempts to balance the cost-to-benefit ratio by providing certain basic facilities
and services without a fee for use or participation. Extended or specialized facilities and
programs are provided through fees to the user and/or participant to recover all or part of the
costs.
Conversely, patrons who reside outside of Mecklenburg County and do not contribute support
to the County's park and recreation efforts via taxes, and those patrons who propose to use
public recreation facilities for proprietary gains, will incur fees and charges higher than the
local taxpayer. Beyond passing along the cost of services to those who benefit most directly
from those services, the department recognizes other less tangible benefits from the use of a
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fair and equitable system of fees and charges. Examples are:
1) Paying even a modest fee appears to give the patron a "pride-of-ownership"
feeling and a greater sense of appreciation for the service or activity.
2) Charging fees tends to reduce the frequency of vandalism and promote a sense
of ownership.
3) Charging an entrance fee can sometimes aid in traffic control and reduce park
congestion.
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SECTION 2
POLICY DEFINITIONS
The following definitions are provided to clarify the meaning of terms used within this
policy document:
I. TYPES OF FEES AND CHARGES:
Entrance Fees: Fees to enter a developed park, recreation area, cultural or historic area.
Admission Fees: Fees to enter a building or enclosed structure, as in a fee to enter a sports
facility for an event.
Rental Fees: Payments made for the privilege of exclusive use of park property of any kind.
User Fees: Fees for the use of a facility, participation in an activity such as a group program or
instructional class, or fares for a controlled ride.
Sales Revenues: Revenue obtained from the operation of stores, concessions, restaurants, and
from the sale of merchandise and other property.
License and Permit Fees: Fees to obtain written consent to perform some lawful action,
typically after permission has been issued by a division of government. Examples include
payment to obtain a fishing license or concession permit.
Differential Fees: Those additional fees charged to non-county taxpayers for the use of County
facilities, programs, etc. The non-county fee is generally 50% higher than the fee charged to
the local resident/patron.
Special Services Fees: Fees for supplying extraordinary articles, commodities, activities, or
services that may not be considered standard or routine functions of a public agency, such as
individual or private golf lessons, photo/video location fees for advertising/motion picture
firms, or athletic league entry fees.
Nominal Fee: A minimal fee intended to recover a portion of the costs associated with a basic
service, as in a field light fee for a youth athletic game or league.
II. TYPES OF REVENUE/REVENUE SOURCES
1. Compulsory Revenues: Revenue from mandatory payments such as tax revenues or special
assessments.
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2. Alternative Revenues: Revenue sources other than compulsory revenues. These revenues
may include gifts, sponsorships, donations, grants, fees and charges.
3. Contractual Revenues: Contractual revenues include revenues from vending contracts,
leases, and management agreements.
a. Concessionaire Contracts: Contracts awarded to individuals or businesses to sell
goods in County Parks. A permit to sell is purchased by the concessionaire, or the
department generally receives a percentage of the concessionaire's gross receipts.
b. Performance Contracts: Contracts awarded to provide specific or specialized
services for the department. When applicable, the department receives a share of the
gross receipts.
c. Management Agreements: Contracts awarded for the complete operation of a special
facility such as a golf course. The department receives a percentage of the gross
receipts and/or a minimum monthly rental fee.
III. OTHER DEFINITIONS USED WITHIN THE POLICY
Service: Any program, class, event, activity, sales or rental opportunity provided by the
department.
Special Facility: Also called a revenue-based facility. These facilities are approved and
constructed with the understanding that all or a major portion of the construction and/or
operating costs will be recovered through the collection of user fees and charges.
Direct Costs: Those costs that can be directly and exclusively attributed or assigned to a
specific service.
Indirect Costs: Those costs that can be attributed to more than one (1) program or service.
Examples would include departmental administrative staff salaries, insurance,
acquisition/construction depreciation or the costs of operating an activity bus that may be used
for several different programs.
Full Costs: These are both the direct costs and a pro rated percentage of the indirect costs that
can be attributed to a specific service.
County Sponsored: Services that are organized, promoted, and conducted exclusively by
County staff and are the responsibility of the County.
County Co-Sponsored: Services that are organized, promoted, and conducted in part by
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County staff and in-part by an outside agency, organization, or individual(s) and are the
negotiated responsibility of both parties as defined by a performance contract. Any fees
assessed to the outside group for facility use of staff time shall be established to recover the
County's direct costs at minimum.
County Facilitated: Services that are organized, promoted, and conducted by an outside
agency, organization, or individual(s) with limited assistance from County staff. These
services are the responsibility of the outside group. County involvement often includes
permission to use a County facility or promotional assistance. Normally, these levels of service
are defined by the warranties/guarantees of a contract. Any fees assessed to the outside group
for facility use or staff time shall be established to recover the County's direct and indirect
costs.
Capital Reserve Fund or Special Revenue Fund: A revenue fund established to support a
specific park or facility. In lieu of the County’s “general fund,” revenues are accrued in a
special revenue or capital reserve fund and may be used for capital improvements at the
designated facility. The Board of County Commissioners must authorize expenditures.
Director: The Director of Park & Recreation or designee.
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SECTION 3
SERVICE CLASSIFICATIONS
Services offered by the department may be broadly identified as "basic services", "extended
services", and "special services". In this section, these categories are defined and identified
with a listing of typical services in each classification. These classifications determine, in part,
how much of each service's cost will be recovered through user fees and charges.
I. BASIC SERVICES
These services generally represent a minimum level of leisure opportunity available to all
County residents. These services are often provided free of charge, such as greenway trails
and outdoor playgrounds. Nominal fees and charges may be required for some basic services
in order to control use, or to hold a reservation for exclusive use.
II. EXTENDED SERVICES
These services may be described as traditional public leisure services. Considerable staff
planning and supervision is required. These services benefit both the participant and the
community due to their educational, cultural, physical, and/or economic value. Generally, the
direct costs of these services will be recovered through fees and charges. Examples include
instructional classes, adult athletic leagues, trips/excursions, etc.
III. SPECIAL SERVICES
These may be described as services beyond the scope of traditional public leisure services. The
individual user or participant enjoys the benefits from these services exclusively. Direct costs
and a portion of the indirect costs will be recovered through fees and charges. Examples
include golf course fees, aquatic center passes, boat launch fees, campground rentals,
Memorial Stadium rental, etc.
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SECTION 4
FEE ADJUSTMENTS
I. SPECIAL GROUPS AND SITUATIONS:
A. Youth: Reduced fees shall be established for youth eighteen (18) years of age or
younger. Youth fees for basic services shall be nominal. Fees for extended services shall
generally recover 50% of direct costs. Fees for special services shall generally recover
up to, but no more than 100% of direct and indirect costs. Proof of age may be
required at the time of registration.
B. Non-County Residents: Because many non-county residents use Mecklenburg County
park and leisure services without making compulsory tax contributions to help support
these services, it is reasonable to establish non-resident differential fee rates. In
general, fees and charges for non-residents shall recover 100% of a service's direct cost
and an additional 50% for that service's indirect costs. Proof of residency and age may
be required at the time of registration.
C. Senior Citizens: Due to the fixed income of many residents sixty-two (62) years of age
and over, the department shall establish senior adult fees. Fees for basic services shall
be nominal. Fees for extended services shall generally recover no more than 75% of
direct costs. Fees for special services shall generally recover up to, but no more than
100% of direct and indirect costs. Proof of age may be required at the time of
registration.
D. Family: For the purpose of establishing a “family” fee, the definition of a “family” is
defined as the spouse and legal dependants. For example: husband, wife, and children
living in the household. It does not include grandparents, grandchildren, cousins, etc.
unless there is a legal guardian relationship, such as a grandparent having custody of a
child or similar circumstance.
II. PRIME TIME RATES:
A. Rates at Non-Revenue Facilities: Fees may be increased for certain services at prime
times of the day, week, month, or year. Generally, these increases shall not exceed the
direct and indirect cost of providing the service. The reason for prime time pricing is to
control or limit the use of a facility during periods of potential overuse.
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1. Definition of “Weekend/Holiday” and “Weekday:” Friday may be considered a
“weekend” day within the facility rental pricing structure. Weekdays would be
Monday-Thursday and the lower rates applied, with the occasional exception of
holidays that fall on a weekday.
B. Rates at Revenue Facilities: Prime time rates are not limited to the recovery of
direct and indirect costs at revenue facilities. Increased prime time rates may exceed
these full costs, but as with all fees, are subject to review by the Park and Recreation
Commission and approval by the Board of County Commissioners.
III. SEASON PASSES:
A. Season passes may be offered at various facilities, or amenities within certain facilities,
for various services to encourage use and to reduce the costs of fee collection and
provide a higher level of convenience to repetitious users.
IV. WAIVERS:
A. Fees and Charges: On rare occasions, fees and charges may be reduced or waived
completely when such action is determined by the Director to be in the best interest of
the Mecklenburg County Park and Recreation Department and the service applicant.
Charlotte-Mecklenburg Schools and private schools located in Mecklenburg County
receive an automatic waiver of rental fees for weekday use of standard open-air picnic
shelters.
B. Non-Profit Waiver Requests: Local non-profit organizations may secure waiver of fees
through accomplishment of a special park project. The project must be approved in
advance of the waiver through submission of a proposal to the Director or designee.
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SECTION 5
DETERMINING FEES AND CHARGES
During the annual budget process of each fiscal year, fees and charges for “Basic” and
“Special” services, as defined in Section 3, Service Classifications, will be recommended by the
department staff, reviewed by the Park and Recreation Commission, and submitted to the
Board of County Commissioners for approval. “Extended” services, which are generally fees
for classes, leagues, camps, clinics, special events, etc., will be established administratively by a
fee determinant process. The fee determinant process will consider staffing, cost of materials
and supplies, facility expenses, anticipated participation, and market/demographic variables as
described in Section 4, Fee Adjustments. A sample fee determinant model is provided in
Appendix F, Program Cost Worksheet.
Fees and charges are evaluated in an identical manner, which includes the following process:
1. Determine the direct and indirect costs of providing the service. The hourly rate for
volunteer labor has been defined by the Point of Light Foundation as $16.54.
2. Determine the service classification (SECTION 3).
3. Make adjustments to the fee or charge as outlined in SECTION 5.
4. Identify the market rate or current fee being charged for a similar service.
5. Consider inflationary factors for services.
6. Take into consideration any budget mandates as related reliance on revenue to
relieve tax burden on public.
7. For Extended Services, which are generally classes, leagues, camps, clinics, and
similar programs, complete the program fee determinant process, secure the
appropriate administrative approval within the district or division, and proceed
with marketing and implementation of the program.
8. For Basic and Special Services, present the recommended fee or charge to the Park
and Recreation Commission for review and then recommended to the Board of
County Commissioners.
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SECTION 6
FACILITY RENTAL
This policy prescribes the specific regulations under which the Mecklenburg County Park and
Recreation Department shall make its facilities available for use by departmental/non-
departmental groups.
The facilities of the department are first and foremost for the use of department sponsored and
scheduled programs and services. When its facilities are not in use by its related service
divisions, the department, at its discretion, may make certain facilities available to other
groups. Priority for use will be as follows:
l. Park and Recreation Department sponsored programs
2. Mecklenburg County Departments and Affiliates (i.e. Charlotte-Mecklenburg
School System)
3. Civic functions, church functions, private functions, and others
With revenue producing facilities such as the Grady Cole Center and Memorial Stadium,
smaller department-sponsored events may be relocated to accommodate a major or revenue-
producing event at the discretion of the Director. Also, while the department will take into
consideration the compatibility of events that may be booked simultaneously at Grady Cole
and Memorial Stadium, the rental of one (1) does not preclude the rental of the other.
I. USE OF DEPARTMENT NAME
Use of a facility does not imply endorsement or sponsorship of the event by the department or
the County. Therefore, publicity shall be designed in such a way that no suggestion of
endorsement and/or sponsorship is implied. All such publicity shall be reviewed in advance by
the designated department staff and upon his/her recommendation be approved by the
Director of the Park and Recreation Department.
II. ADMINISTRATION OF FACILITY RENTALS
l. Execution of this policy shall be the responsibility of the Director of Park and
Recreation.
2. The Director shall decide whether any group qualifies for facility use under this
policy and shall have the authority to cancel a facility use permit or contract at any
time for cause.
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3. It shall be the responsibility of the Director with the involvement of the Park and
Recreation Commission to give any special interpretation or to make any decision
concerning the use of facilities not covered specifically in this policy or when there is
a question concerning the use of facilities.
III. TYPES OF FACILITIES
The department offers the following facilities for rental/use:
Picnic shelters/picnic sites
Classrooms/meeting rooms
Gymnasiums
Athletic fields and courts
Cross-Country Running Course
Campground
Aeromodeler Flying Field
Grady Cole Center
Memorial Stadium
Bandshell/Amphitheater
Other facilities by special request
Administrative Support Assistants shall refer all short notice (7 days or less) request for
picnic shelters or indoor assembly facilities to the respective General Manager who will
make all arrangements to accommodate such requests. Once all arrangements have been
made the Park General Manager will direct the Administrative Support Assistants to
complete all reservation procedures in the department’s reservation system and process all
paperwork for payment.
All softball tournament facility bookings shall require an advance deposit of $300.00. This
deposit will be paid in two installments. The first shall be a $100.00 deposit per
tournament which is due by January 1st of each year. The balance of $200.00 is due no less
than thirty (30) days prior to the actual weekend tournament date which has been reserved
in advance. The total deposit is nonrefundable however it will be credited to the total
facility rental fee and deducted accordingly.
Rental fees for commercial video/film permits, low impact video/film, still photography and
student media are assessed only when any video/filming is for commercial use when a
product is being made for sale or resale to the public and filming/video causes a major
disruption to the staff and or facility.
Fees for rental/use of the above named facilities, services and locations are listed in Appendix
A. Fees are evaluated annually as described in SECTION 4 of this Revenue Policy.
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SECTION 7
EQUIPMENT LOAN/RENTAL
The department may loan selected equipment to the public for limited use. Generally, use of
equipment is to be limited to park and recreation facilities and property, and the department
reserves the right to refuse loan of equipment due to conflicting departmental needs or concern
regarding wear and tear on a particular item. Some equipment will also have a rental fee
based on replacement costs, demand, and comparable market rates. All equipment is intended
first and foremost for departmental use. A listing of available equipment and rental fees can
be found in Appendix A.
I. EQUIPMENT LOAN/RENTAL GUIDELINES
A. Reservations for equipment shall be made a minimum of two (2) weeks in advance
and endorsed on a department Rent/Borrow/Lease form (Appendix I).
B. Reservations are on a first-come, first-served basis.
C. If a rental fee is required, payment in advance of equipment pick-up is required.
D. Late returns of equipment and non-payment of late fees shall result in forfeiture of
future rentals.
E. Equipment will be inspected and demonstrated for functional use by staff prior to
and upon return by borrower/renter.
F. In the event the equipment is damaged beyond normal wear and tear, the
borrower/renter shall be responsible for paying up to the full retail market
replacement cost of the item(s).
G. Borrower/renter is responsible for loading and transporting all rented equipment.
H. Equipment must be picked-up and delivered by the borrower/renter during normal
facility business hours for the facility from which the equipment is rented.
I. Equipment must be returned by the borrower/renter to the facility from which it
was obtained.
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SECTION 8
SPECIAL FACILITIES
Special facilities are largely operated and maintained from user fee revenues. Fees and
charges collected may be set aside in a special fund, known as an enterprise fund. This fund is
separate from the County general fund. An enterprise fund is used to finance the operational
costs related to a specific special facility.
The Department recommends striving for or increasing direct cost recovery by seeking to add
operational value by: (1) outsourcing operations to an external entity; or (2) continuing self-
operations and annually increasing admission fees for youth and adult patrons until admission
fees parallel admission fees at Ray’s Splash Planet and the Mecklenburg County Aquatic
Center.
In some cases, a portion of revenues earned at selected County-owned public facilities
managed through full-service Management Agreements are placed in special accounts called
Capital Reserve Project Funds for facility improvement projects. These funds must be
approved and established by the Board of County Commissioners on an individual basis
(indicated by * below).
The following department facilities are identified as special facilities:
I. PUBLIC GOLF COURSES
A. Charles T. Myers Public Golf Course*
B. Revolution Public Golf Course*
C. Sunset Hills Public Golf Course*
D. Renaissance Public Golf Course*
E. The Tradition at Mallard Creek
II. PUBLIC AQUATIC FACILITIES
A. Mecklenburg County Aquatic Center*
B. Ray’s Splash Planet*
C. Marion Diehl Center Pool
D. Cordelia Pool
E. Double Oaks Pool
In response to the Fit City Challenge, Mecklenburg County employees can join several
Mecklenburg County Park and Recreation facilities throughout the County to use the
fitness equipment. Fees are: Mecklenburg County Aquatic Center – Employee only
$10.00/biweekly & employee family peak pass $18.00/bi-weekly; Ray’s Splash Planet –
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Employee only $14.00/bi-weekly & employee family pass $22.00/bi-weekly; Ray Pass (
includes all Park & Recreation facilities) – Employee only $18.00/bi-weekly & employee
family pass $26.00/bi-weekly; Tuckaseegee, West Charlotte, Southview, Mallard Creek &
First Ward Fitness Centers – Employee only $5.00 per center bi-weekly, no family pass.
All membership fees are paid by payroll deductions.
III. TENNIS FACILITIES
A. Jeff Adams Tennis Center*
IV. EQUESTRIAN FACILITIES
A. Latta Plantation Equestrian Center*
V. STADIA/ARENAS
A. American Legion Memorial Stadium
B. Grady Cole Center
VI. HISTORIC FACILITIES
A. St. Mary's Chapel*
B. Dowd House
C. Latta Place
D. Rural Hill Plantation
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SECTION 9
OTHER SOURCES OF REVENUE
I. GIFTS AND DONATIONS
In recent years Mecklenburg County has established a proud tradition of maintaining and
developing nature preserves and parks for both the active and passive recreation enjoyment of
all residents and visitors. Public funds provide the basic financing needed to develop and
maintain parks and facilities. However, those extra amenities that can make leisure time
activities more enjoyable are sometimes beyond the budget limitations of the department. One
(1) of the ways that these special needs can be met is through the Park Partners Program.
(Appendix L)
The Park Partners Program enables the patron to donate funds and/or materials and supplies
to the department to purchase or provide equipment, landscaping, programs, buildings,
vehicles, service in-kind, or land for future parks. Individuals, groups, organizations, service
clubs, businesses, companies, scout groups, and church groups can all become Park Partners.
A gift through the Park and Recreation Department, may be either cash for a specific item, or
the item itself. If the contribution does not cover the entire cost, the money will be
accumulated toward the purchase of that item. If additional contributions are not made to
purchase the item, the donor may either select an alternate gift or have the Park and
Recreation Department determine where the donation may be best used.
Many Park Partners will be volunteers, both individuals desiring to help with a program or
project, and through groups or organizations on a more formal basis. In appreciation for their
service, the department may provide volunteers discount or complimentary admission to
parks, programs, or events.
PARTNERS FOR PARKS DISCOUNT
Contributors to the Partners For Parks Foundation at a $50 or above level receive a
discount of 10% for all department services. The contributor receives a card to present at
the point of purchase. The actual cost of producing the card is paid for by the Partners For
Parks Foundation.
II. GRANTS
Professional staff of the department may investigate the possibilities of securing a grant or
outside funding source for department facilities and programs. All department grant
applications must be reviewed and approved by the Director of Park and Recreation and, in
some cases, other County Administrators. Receipt of grant funds must be formally accepted
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and the budget amended by the Board of County Commissioners.
III. CORPORATE SPONSORSHIPS
Staff pursues corporate sponsorship of events, programs, and facilities on an ongoing basis.
These arrangements may involve the donation of funds, volunteer time, equipment, supplies,
or labor by the corporate sponsor in return for name recognition of that sponsor's
contribution and involvement.
The decision of whether or not to enter into a sponsorship agreement shall always depend on
the County's philosophy, leisure needs of the county's residents, the goals and priorities of the
County/department. Generally, sponsorships will be solicited through established programs or
campaigns such as “Ray’s Kids to Camp,” the parks gifts program, athletic leagues, the
memorial tree program, etc. Major individual, non-recurring, or “one-time” sponsorships,
such as the title sponsorship for an event or facility, will be reviewed and approved by the
Director of Park and Recreation and, if applicable forwarded to the Park & Recreation
Commission and/or Board of County Commissioners.
IV. SPECIAL REVENUE FUND
Vehicle entry fees collected at McDowell Park are set aside in a special revenue fund. Capital
reserve funds have also been established to accrue a portion of the revenues from the golf
courses, Equestrian Center, St. Mary’s Chapel, Aquatic Center, Mallard Creek Recreation
Center, and boat launch facilities. These funds are used to finance capital projects. (Appendix
J).
V. CONTRACTUAL REVENUES
A. Concessionaire Contracts: The department, through approval by the Board of County
Commissioners, is authorized to issue concessionaire permits to qualified individuals,
groups and businesses. The primary purpose of the concessionaire program is to offer
park visitors the opportunity to purchase food, beverages, ice, and other goods at
special events and activities in the County parks. Secondarily, the concessionaire
program is intended to generate revenues for the department. A sample concessionaire
contract form is included as Appendix C.
B. Concessionaire Selection: Interested individuals, groups or businesses must first
complete an application for a permit. The department may also advertise "Requests
for Proposals" (RFP's) to solicit providers of such services on an extended basis
through a performance contract. Conducting sales on County property is a
privilege, not a "right." Concessionaires abusing their privilege will lose privileges.
Permits will be awarded based on the following considerations:
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l. The appropriateness of the goods to be sold in regard to the nature of the event and
service goals of the department
2. The quality of the goods to be sold
3. The quality of the concessionaire's service and promptness of previous payments to
the County
4. The proposed prices of the goods to be sold
5. The number of concessionaires selling similar goods with current permits
6. Location or site requested
Concessionaire permits will be awarded for up to one (l) year unless otherwise negotiated.
Concession permits may be revoked if:
l. The concessionaire fails to pay a permit fee or report sales revenues and submit a
commission to the department within thirty (30) days after operation at an event of
activity or other deadline that may be established
2. The concessionaire falsifies sales revenue records or understates revenues
received
3. The quality of service or goods sold falls below the department's standards after
previous warning has been issued describing the deficiencies
4. Failure to submit an annual report
5. Failure to provide services on dates assigned to concessionaire
6. The concessionaire leaves excessive trash or causes damage to public property
7. The department is notified of unpaid taxes or other financial deficiencies with any
branch of local, state, or federal government
8. Expiration or inadequate insurance
9. Failure to comply with applicable health laws and regulations
The department reserves the right to assign concessionaires to specific parks and sites within a
park to ensure a controlled sales environment appropriate for public property. Concessionaires
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are not permitted to show up at parks unannounced and are not allowed to park trailers or carts
without approval of the specific location.
C. Concessionaire Responsibilities: For the privilege of selling goods on public parkland,
the concessionaire will purchase a concessionaire permit that will be valid for a
designated period of time, generally up to one (1) year. Generally, the department will
receive a negotiated flat fee. The Director, at his discretion may authorize different
percentages, flat fees, and other rental payment plans for concession privileges if
circumstances warrant such an alternative. The concessionaire may be required to
submit an official monthly or annual income statement for sales made in County Parks
during the previous year or other specified time frame. The concessionaire shall notify
the department of a cancellation of operation(s) for an upcoming event at least fourteen
(14) days before the date of the event.
1. Concessionaires must have a valid Charlotte-Mecklenburg business license.
2. Concessionaires must provide proof of general liability insurance in the amount
required by the County, and name the County as an additional insured.
3. Concessionaires must have authorization from the Mecklenburg County Health
Department for prepared foods.
The County reserves the right to conduct unscheduled, random audits of the concessionaire's
cash collection procedures at any time during operation in County Parks. The department
may also choose to control revenue collection through ticket or coupon sales at any event
providing the concessionaire has been informed of this procedure at least seven (7) days before
the event or activity.
Concessionaires applying to contract with the County for the first time may be required to
provide samples of their product(s) for inspection at the department's business office or at a
park site to be determined by Park and Recreation Staff.
B. PERFORMANCE CONTRACTS
Unlike concession contracts, performance contracts may not involve goods sold, but rather the
provision of special services for the department. Examples may include instructional classes,
activity lessons, or officiating at athletic events.
Contracts will be awarded to individuals, groups or businesses offering reputable services that
meet the current service goals of the department. When revenues are generated, the County
and the contractor shall share gross receipts earned according to the terms of the negotiated
contract. Performance contracts are generally no more than one (1) year in length, but may be
for longer periods if the cyclical nature of the business, capital demands of the operation, or
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other factors justify the term length.
C. MANAGEMENT AGREEMENTS
Management Agreements are negotiated and awarded for the complete operation of a special
facility. This type of agreement is instituted when departmental operation(s) of the facility is
either cost prohibitive or is not cost-effective; or when the operation(s) require a level of
expertise beyond the capabilities of departmental staff. Golf courses are prime examples of
this type of special facility. The department receives a percentage of the gross receipts and/or
a minimum monthly rental rate. The length of terms and conditions of renewal may vary
based on the approval of the Director and/or County Manager.
D. LEASES
The department may, with the approval of the Board of County Commissioners, and in
accordance with the statutes of the State of North Carolina, lease property to private sector
organizations for the development and provision of park and recreation facilities. Facilities
developed on property leased from the department will be open and available to the public,
and may not be exclusive in any manner that is discriminatory on the basis of race, sex, origin,
or physical ability.
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SECTION 10
PAYMENTS AND REFUNDS
I. PAYMENT SCHEDULE
Generally, all payments or deposits must be received before services will be rendered and
made payable to Mecklenburg County. For example, athletic league and tournament teams
are required to make pre-season and pre-tournament payments by certified check or money
order in advance of scheduled games. Generally, personal checks will not be accepted. For
some programs and/or facilities, non-refundable down payments may be required.
II. NON-PAYMENTS
Individuals or groups that fail to meet established payment deadlines will receive a standard
form letter (Appendix C) indicating the balance due, late payment charges assessed (if
applicable), and a final payment deadline. This payment deadline will be ten (10) days from
the correspondence date. Individuals or groups that do not submit payment in full within this
period will have their registration/reservation canceled immediately and will be denied future
participation in department programs or future facility rental until their account has been
settled.
III. RETURNED CHECKS
All returned checks will be assessed a $25.00 service fee, which is the amount allowable under
state law.
IV. PAYMENT EXTENSIONS
Requests for a payment deadline extension may be submitted in writing to the Director of Park
and Recreation with justification and explanation of need.
V. FULL REFUNDS
A. Departmental Services: A full refund will be issued in the event of insufficient
program enrollment or inclement weather for departmental programs.
Additionally, park/facility visitors or program participants of activities planned and
implemented by the department will be granted a full refund if the patron is not
satisfied with the service rendered. Refund requests must be submitted in writing
and indicate the reason or cause of dissatisfaction with the service.
B. Non-Departmental Activities: In lieu of refunds due to inclement weather for non-
departmental activities such as family picnics, athletic field reservations, etc., the
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department reserves the right to issue a credit for a future reservation for the same
type of facility at a later date.
C. Services by Independent Contractors: Refunds will be made according to the
individual contractor's agreement.
VI. PARTIAL REFUNDS
A. A 10% service charge will be applied to refund requests for programs and/or services
not yet rendered. For example, a patron registers for a program and determines later
they are no longer interested, have a schedule conflict, or cannot participate for some
other reason. In cases such as these, the patron must submit a written request for a
refund at least ten (10) days before the service date, activity, or first class of an
instructional session.
B. Refunds will generally not be granted for requests with less than ten (10) days before
the first session).
C. In unusual situations (patron is relocating, has an illness or becomes physically unable
to continue program, etc.) where a refund is requested for services that have been paid
in advance (such as Aquatic Center annual passes), the balance of remaining value will
be refunded after receipt of a written request.
VII. FACILITY RENTALS
A. In the case of shelter rentals, special facility rentals, and athletic field rentals, there will
be no refund of the facility fee (or down payment if applicable) if the cancellation is
made less than thirty (30) days prior to the reservation date. Cancellations made fewer
than thirty (30) days in advance provide little opportunity for rental to another party.
B. A refund less a 10% service charge will be approved when the registrant submits a
written request at least thirty (30) days before the rental date. Exception: a non-
refundable deposit is required to reserve major revenue-producing facilities: 1) Grady
Cole Center, Memorial Stadium, Aquatic Center, and major multi-field softball
complexes. The deposit will be credited toward the final payment of facility rental. If
the reservation is canceled, the deposit is forfeited. (The Special Facility Manager, at
his/her discretion, may allow the deposit to be credited to another event or reservation,
provided the party making the reservation has not canceled previous reservations.)
C. The Director of Park and Recreation will review special requests when submitted in
writing.
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SECTION 11
COMPETITION AND PRICING
A primary goal of the Mecklenburg County Park and Recreation Department is to provide a
comprehensive leisure service delivery system to meet the needs and desires of all county
residents. Generally, the services provided by the department are not offered by local private
businesses. The department shall not attempt to duplicate or compete with services offered by
private business. However, in the event that services provided by private sector businesses do
not meet the leisure and recreation needs or desires of all county residents, the department
may establish alternative service delivery opportunities. Should any business claim that these
alternative services create unfair competition, the department shall provide reason to justify
the service in question. These claims shall be reviewed by the Park and Recreation
Commission and submitted to the Board of County Commissioners if required.
Fee levels for services similar to those offered by the private sector shall be reviewed as part of
the fee determination process and departmental fees shall not be intentionally lowered to
create undue competition.
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SECTION 12
POLICY REVISIONS
The Mecklenburg County Park and Recreation Department Revenue and Pricing Policy shall
be reviewed for amendment on an annual basis during the County budget process by the
Director's Office, with involvement from the Department's Service Divisions. Recommended
policy changes will be reviewed by the Park and Recreation Commission and recommended
for approval to the Board of County Commissioners. The Director may approve changes in
administrative procedures described in the policy.
The fee schedule shall also be reviewed annually during the budget process by the Director's
Office, with participation from the Department's Service Divisions. Changes in the fee
schedule shall be reviewed by the Park and Recreation Commission and recommended for
approval to the Board of County Commissioners.
County residents may submit suggested policy changes in writing for annual consideration.
These suggestions should be addressed to the Director of Park and Recreation.