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Home My WebLink About4D, Adoption of Rec Fee Assistance Program. ... � � .. .. � i E � a i �.� EN HILL ` S � - � f � E Re uest f r n il A i n� q o Cou c ct o= � _ 4 E a i a i i .._.....---�___..._.__._...._-� .................................................................................�....._..,...._......._............_.�_.__....�......_..._................._......__......_�.......�......_......... ..i....._........._.....�.��........�............._......�.��._...�.�.��._.�.�.�.__.___._._.........................._..........._......._............_....�.........._....��.�_..�...�._�.�.._.._.�.�..._........�._.. Tf Prepared By: Michelle Olson, Parks and Recreation = � Council Meeting Date: January 11, 2010 Manager ? _ _ � Adoption of the Recreation Fee Assistance Program Budgeted Amount: Actual Amount: Funding Source: NA NA NA Recommendation: 1. Motion to adopt the Recreation Fee Assistance Program. - - --- -- - - ---------- ------ --- ------ --------- -------- - - ---- --- -� --_-------- --...-- _-_� -- -.-.�- _---_------.-.---._...-------._.-----�--.-_-..-------�_-- -... .....-- -.-..--- - - . .............................................�--...._._._._._..._........__._......___..,_..._...._._.__._....._....._...._._..........._........._.._.................................. .. .... . . . . . .... . .... . . . . . . . . . ................................__......__......_......__.........._._.._.----.........._............_............ Supporting Documents: 1. See the attached memo from Michelle Olson, Parks and Recreation Manager 2. Proposed Recreation Fee Assistance Program Guidelines 3. Proposed Recreation Fee Assistance Application �;�. EN HILLS MEMORANDUM DATE: January 11, 2010 TO: Honorable Mayor and City Council Members Sue Iverson, Acting City Administrator FROM: Michelle Olson, Parks and Recreation Manager SUBJECT: Recreation Fee Assistance Program Back�round The Parks and Recreation Department has followed a standard fee assistance procedure that has been in place internally for years. With the struggles in the economy, the City's fee assistance requests have increased in the past year. For this reason and because there is no official written program, staff presented a draft version of a fee assistance program for review at the December 21, 2009 City Council Work Session. After review of the program, Council asked that staff bring it back for approval at tonight's meeting. Staff has included a draft of the proposed Recreation Fee Assistance Program Guidelines (Attachment A) and application form (Attachment B) for Council review. Below is a list of items that highlight additions and changes to the current procedures: • Each individual in a qualifying family may receive full assistance up to $40. There was no maximum set with our previous procedures. • Events, trips or activities that require the purchase of a ticket or payment to another service provider are not eligible for fee assistance. This includes the following programs but is not limited to: Sports camps, specialized drama and science camps and field trips. • To qualify for fee assistance, the family must be eligible for the free or reduced lunch program at school or receive public assistance. • The family must provide documentation (school district letter, WIC card, or other form) that they are on the free or reduced lunch program for the current year or other public assistance program. • In the event a participant cannot attend the activity/class they registered for, the City asks that the resident provide the Parks and Recreation Department at least a 24 hour notice. For ongoing programs (such as a 6-9 week class), they must attend 75 percent of the class sessions to remain eligible for future fee assistance. I IMetro-inet. us l a�denhills IPR�PWIParks IMemos I Council Memos 101112010 Recreation Program Fee Assistance Policy.doc �a Bud et The City of Arden Hills does not have a designated fund for fee assistance. The Parks and Recreation revenue in the general fund is reduced by each fee assistance request. On average, we receive anywhere from 5-10 fee assistance requests per year. During the December 21, 2009 Council Work Session, Council asked that staff set a$500 limit for annual assistance. Recommendation Staff recommends a motion to adopt the Recreation Fee Assistance Program. Requested Council Motion � Motion to adopt the Recreation Fee Assistance Program. Attachments A— Proposed Recreation Fee Assistance Program Guidelines B— Proposed Recreation Fee Assistance Application Form I IMet�o-inet. us l a�denhills IPR�PWIParks IMemos I Council Memos 101112010 Recreation Program Fee Assistance Policy. doc • • Pro osed Recreation Fee Assistance Pro ram Guidelines p g _ _ _ _ ___ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ . . _ _ _ _ _ _ _. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _. _ _ _ _ _ _ E� ILI� Cit of Arden Hills y Recreation Fee Assistance Pro ram g Pro�ram Purpose: The City of Arden Hills Parks and Recreation activities are supported by the taxpayers of Arden Hills, which keeps fees affordable. However, some residents still need financial help to participate in classes and activities. The fee assistance program is designed to assist individuals and families to overcome financial limitations and participate in the City of Arden Hills Recreation Programs. Eligibility for the program is determined by completing an application and supplying the correct documentation. Pro�ram Guidelines: 1. The participant must be a resident of Arden Hills 2. The family must be eligible for the free or reduced lunch program at school or receive public assistance. 3. The family must provide documentation (school district letter, WIC card, or other form) that they are on the free or reduced lunch program for the current year or other public assistance program. All information submitted for the purposes of ellglblllty determination into the Fee Assistance Program is considered confidential and is not shared with the staff working in the programs. 4. Each individual in a qualifying family may receive full assistance up to $40, depending on funding availability. 5. The program limits assistance to one class per quarter per individual. 6. Participant will be responsible for paying any additional fees for materials, rentals, etc ... 7. Events, trips or activities that require the purchase of a ticket or payment to another service provider are not eligible for fee assistance. This includes, but is not limited to the following programs: Summer camps, specialty drama and science camps. 8. In the event that your plans change and you cannot attend the activity/event you registered for, please contact the Parks and Recreation Department at 651-792-7800 at least 24 hours in advance. This is very important as at times the City maintains a waiting list for activities and with 24 hours notice the City may be able to contact another person interested in participating. No notification not only prevents others from participating, but the City often still needs to incur the same costs as if you were attending. 9. For ongoing programs (such as a 6-9 week class), you must attend 75 percent of the class sessions to remain eligible for future fee assistance. 10. In the event you do not attend a registered activity/event you registered for and you do not notify the City at least 24 hours in advance the following action will be taken: The first time you will receive a letter re-stating the guidelines. The second time, you will be suspended from participating in the fee assistance program for one calendar year. \�1Vletro-inet.us\ardenhills�PR&PW\Recreation�Fee Assistance\fee assistance program guidelines.doc 1 /5/2010 Submittin� an application: In order for the City to approve fee assistance, the following information is required to be considered: • Completed application. • Documentation (school district letter, WIC card, or other form) that the family is on the free or reduced lunch program for the current year or other public assistance program. Fee Assistance Process: l. Application: The completed application is submitted to the City with proper required . documentatlon. 2. Staff Review: The Parks and Recreation Manager will review the application. 3. Notification: Once a reduced fee is approved or denied based on eligibility, the registrant will be notified of final payment (if any) amount and this amount will be due within five working days or before the beginning of class, whichever comes first. While the City strives to provide fee assistance for all eligible applicants, all fees awarded are based on funding availability. There is no guarantee for fee assistance, r�egardless of eligibility. \�1Vletro-inet.us\ardenhills�PR&PW\Recreation�Fee Assistance\fee assistance program guidelines.doc 2 1 /5/2010 • • Proposed Recreation Fee Assistance Application Form _ _ _ _ � EN HILLS Arden Hills Parks and Recreation FEE ASSISTANCE APPLICATION Eligibility Requirements: 1. The participant must be a resident of Arden Hills. 2. The family must be eligible for the free or reduced lunch program at school or receive public assistance. 3. The family must provide documentation (school district letter, WIC card, or other form) that they are on the free or reduced lunch program for the current year or other public assistance program. Fee Assistance Program: 1. Each individual in a qualifying family may receive full assistance up to $40, depending on funding availability. 2. The program limits assistance to one class per quarter per individual. 3. Participants will be responsible for paying any additional fees for materials, rentals, etc. 4. The following programs are exempt (but not limited to): Summer sports camps, specialty drama and science camps, and field trips. 5. All information submitted for the purposes of eligibility determination into the Fee Assistance Program is considered confidential and is not shared with the staff working in the programs. Parent's Name: Phone: Address: City: Zip: School Attending: Is the family on free or reduced lunch program or public assistance? Child's Name Grade Activity Title Activity # Fee Y N Fee w/assistance TOTAL DUE: SIGNATURE I certify that all of the above information is true and correct. I understand that school officials may verify the information on this application. [Signature of Parent or Guardian] [Date]