The Santa Fe Springs Department of Community Services recognizes and appreciates the value of partnering with other agencies and organizations to provide services that benefit the community and its residents. In an effort to provide support to organizations, the City of Santa Fe Springs has established a Fee Waiver Policy for determining when fees may be waived.
SECTION 1 - FEE WAIVER PROCESS
Fees established by the City of Santa Fe Springs for the use of City parks and facilities may be waived by the Director of Community Services if the applicant submits a fee waiver application and meets the defined criteria within this policy.
a. A Fee Waiver application must be submitted no later than 30 days prior to the date of the event.
b. Approval of the fee waiver does not relieve the applicant/organization of the obligations to comply with all other permit requirements, including but not limited to liability insurance, health permits, ABC License, deposit, etc.
FEES
The following list defines the established fees that can and cannot be waived.
Fees and costs that may be eligible for waiver:
a. Park and/or Facility use/rental fees (except for Heritage Park & Clarke Estate)
Fees and costs that are NOT eligible to be waived:
a. Staffing or labor
b. Security fees
c. Facility/Park Deposits
d. Refuse costs
e. Custodial costs
f. Maintenance costs
g. Other City Department charges
FEE WAIVER ELIGIBILITY
The Department of Community Services recognizes the value that organizations/agencies play in providing benefits to the community and Santa Fe Springs residents. Fees may be waived for organizations/agencies if the following criteria are met.
Tier I Criteria
a. A non-profit organization or association that is headquartered in Santa Fe Springs, verified through their Tax Identification Number. Such organization shall be organized and exist in the City for a minimum of one year (1) prior to the event.
b. The organization must have as their sole purpose to benefit the City or a particular City Department or service.
c. Schools located within the City of Santa Fe Springs or related organizations such as private schools within the City.
Tier II Criteria
Organizations/agencies that do not meet the criteria under Tier I may still qualify if they are able to meet all criteria in Tier II.
a. The event or program is consistent with the City or the City Department’s mission, values and objectives.
b. The program or event provides a valuable and definable benefit to the Santa Fe Springs community; including but not limited to youth programs and events.
c. The proposed event or program will have no negative impact on the existing facility/park or cause the need for increased maintenance; and will not displace any existing City programs or reservations.
d. There is no evidence of previous violations of any permits previously issued to applicant or organization.
APPEAL PROCESS FOR DENIAL OF FEE WAIVER APPLICATION
An applicant may appeal the initial ruling by the Director of Community Services to the City Manager as follows:
a. The appeal shall be made in writing (letter or email) to the Director of Community Services within ten (10) calendar days following the fee waiver denial.
b. Upon receipt of the written appeal, the Director of Community Services will promptly notify the City Manager and provide all fee waiver application documents for review. A decision will be made within ten (10) calendar days of the appeal by the City Manager.
If the appeal to the City Manager is denied, the applicant may file a final appeal to the Santa Fe Springs City Council.
a. The final appeal shall be filed with the City Clerk within five (5) calendar days following the decision of the City Manager.
b. Upon receipt of the final appeal, the City Clerk shall promptly notify the Department of Community Services and set the date for the City Council hearing at the next available council meeting.
c. Upon confirmation of the City Council hearing meeting date, the City Clerk will notify the applicant of the meeting date.
d. After the hearing by the City Council, the Council may affirm, modify, or overrule the decision or action to the City Manager, but any action taken by the City Council requires a majority vote. If the City Council fails to obtain the requisite votes to affirm, modify or overrule, the decision of the City Manager shall stand.
SECTION 2 - CONTINUAL PARK & FACILITY USE
Organizations may utilize City parks and facilities for continual use if specific criteria are met. Organizations must meet eligibility requirements and the continual use of City parks and facilities require a reduced fee of $30 per day (fees subject to change), per use. The application period is renewed every 6 months in January and July.
Eligibility
1. A non-profit organization or association that is headquartered in Santa Fe Springs, verified through their Tax Identification Number.
a. Such organization shall be organized and exist in the City for a minimum of one year (1) prior to the event.
b. The organization must have as their sole purpose to benefit the City or a particular City department or service.
2. Schools located within the City of Santa Fe Springs or related organizations such as private schools within the City.
Criteria
1. The Continual Use Application deadline is June 1 and December 1 of each year. Organizations must submit a completed application in order to request the use of City parks or facilities. Applications are required every 6 months, even if your use had previously been granted. Notification of the application status will be provided no later than June 20 and December 20th of each year.
2. A reduced park and facility use fee of $30 per use applies to year round continual use. This fee covers the use and upkeep of the parks and facilities.
3. Year Round Continual Use fees only apply to usage of parks or facilities during normal operating hours. If the requested use falls outside of operating hours, the organization is responsible for the staff fees to open, oversee and close the park or facility.
4. A deposit in the amount of $250 is required upon approval of the application request.
5. General liability insurance issued by an insurance company accredited in California in the amount of $1,000,000 must be obtained by the applicant naming the City as additionally insured is required for the duration of the requested use.
6. The maximum time allowed for per day use is 2 hours, to include set-up and clean-up times. An organization that provides Department approved community services may get the daily use fee waived. Prior approval of the community services project must be obtained in order to qualify.
SECTION 3 - USE OF CITY EQUIPMENT
Organizations may request to utilize City equipment for use at City facilities that require delivery. In order to request the use of designated City equipment, the following process and criteria must be met and followed.
Eligibility
1. A non-profit organization or association that is headquartered in Santa Fe Springs, verified through their Tax Identification Number.
a. Such organization shall be organized and exist in the City for a minimum of one year (1) prior to the event.
b. The organization must have as their sole purpose to benefit the City or a particular City department or service.
2. Schools located within the City of Santa Fe Springs or related organizations such as private schools within the City.
Criteria
1. Equipment may only be used in which the event is for a charitable purpose or serves a definable public benefit and that is open to the public.
2. Equipment may only be utilized on City property. City equipment may not be utilized off-site.
3. Request for the use of the City Equipment must be made 30 days in advance prior to the event.
4. A deposit in the amount of $250 is required upon approval of the application request.
5. A signed copy of the Release and Hold Harmless Agreement is required if the application is approved.
6. Agencies are required to cover the staff costs for transportation, set-up and tear-down of equipment. Fees for transportation, set-up and tear-down will be set when the application is approved.
Type of Equipment Available for Request (Quantities may vary subject to current availability)
· 96” Rectangular Tables (20)
· 60” Round Tables (30)
· Event Chairs (700)
· 8’x4’ Stage Panels (12)
· Stage Stairs (2)