Title
Reservation Analysis
History
During a recent Police Department beat meeting several residents discussed concerns regarding the high number of people using the park pavilion in their area. Some attendees expressed concern that they felt inhibited in their access to the park playgrounds during rental gatherings. It was requested that staff complete an analysis of the park/pavilion reservation process at Veterans Park and other parks with pavilions using data from last summer. There is a desire to strike a balance between allowing the neighborhood to use the park space while still providing opportunity to reserve space for more organized picnics or other gatherings.
Currently, residents can reserve the pavilion at no charge and non-residents must pay a $25.00 rental fee. Current policy is to allow one reservation per day in order to limit the need to bring staff in on overtime to clean the park and also to allow for weekend “open-use” for drop-ins to the park. Staff analyzed the pavilion reservations that were booked last Summer 2009 from Doogan, Schussler and Veterans Parks. The attached data demonstrates that during the 27 week peak period for rentals, Veterans Park was booked for a total of 34 reservations (25 resident and 8 non-resident reservations). Doogan was next highest with a total of 29 reservations (25 resident and 4 non-resident) followed by Schussler Park with a total of 28 reservations (20 resident and 8 non-resident). The data also shows that there were no police issues associated with any of the rentals at any of the 3 locations nor was their any work orders associated with vandalism related to any of the park reservations. *Centennial Park gazebo is available for reservation only during the following months September-May due to conflicting use of parking at the Centennial Park amenities.
Alternatives discussed at the May 17, 2010 Recreation, Parks and Environmental Initiatives Committee meeting are listed below.
1. Discontinuing the reservation opportunity for non residents or continue to offer reservations to non residents but require a $50.00 reservation fee along with refundable deposit of $100.00. (Deposits for facility rentals in Village buildings requires a $150 deposit).
2. A limit to be placed on the number of reservations per weekend or limited hours per reservation could be imposed at the three park pavilions to reduce the higher volume usage.
3. A refundable deposit of $50.00 would be implemented to residents reserving space at Doogan, Schussler, Veterans or the Gazebo at Centennial park.*
On May 17, 2010, the Committee moved to recommend that reservations be limited to residents only and that a refundable $25 deposit be required for each reservation. This item was referred to the Village Board for approval.
Recommended Action/Motion
I move to approve the Village of Orland Park Outdoor Pavilion Rental Policy as outlined in the attached document.