Parks and Recreation Department

Facility Use Policy and Fee Structure

The Marco Island Parks and Recreation Department (Department) is charged by the Marco Island City Council (Council) with the responsibility for issuing permits for the use of City parks and facilities, recreation and athletic fields, and to collect required fees from users in accordance with the Facility Use Fees established by Council.

Department staff, under the direction of the Parks and Recreation Director (Director) shall promote the provisions of this policy to facility, park, and athletic field users, and shall be responsible for: the collection of fees, development of facility use and athletic field schedules, application forms, issuance and revocation of permits, development of facility use rules and regulations, and all other matters relevant to the implementation of this policy. The Director shall ensure that the policy is applied consistently.

Priority Use of Facilities

City programs/seasonal sport activities have scheduling priority for all facilities, parks, and athletic fields.

Reservation Procedures

1. All requests for facility use must be submitted to the Department in writing and on the Facility Rental Agreement form.
   1. The user does not have permission to use a Department facility unless the Department issues a written confirmation.
2. Requests will be considered by the Department in accordance with the following criteria:
   1. The request has been submitted in writing.
   2. The facility requested has not been previously reserved.
   3. The proposed activity does not unduly prevent the general public from utilizing adjoining or adjacent facilities.
   4. The proposed activity does not cause a negative impact to the surrounding neighborhood.
   5. The request is not being made more than three (3) months in advance of the requested date. Organizations that have a history of reserving park facilities up to twelve (12) months in advance shall be allowed to continue this practice.
   6. Field reservations are limited to no more than three (3) consecutive months. League seasons that last longer than three (3) months will be considered.
   7. The proposed activity does not violate any City ordinance or general law.
   8. The proposed activity does not generate expenses to the City unless recovered through agreed upon fees.
   9. The user sponsoring the activity will obtain any and all permits that may be required by the City, County or State.
   10. Insurance requirements, if applicable, can be met.
3. Approvals:
   1. Once approved by the Department, a written confirmation will be issued to the user.
   2. Use fees must be paid at the time the Department provides written confirmation for the use of a facility. Fees that exceed $200 may be paid in two installments with 50% of the fee to be paid when the Department approves the use of a facility and the balance due to be paid one (1) week prior to the scheduled use date.
   3. The user will carry the permit issued by the Department at all times during the scheduled use.
4. Refunds:
   1. Refunds will be approved if a reserved use is canceled, provided cancellation is received by the Department one week prior to the reserved use.

User Group Classifications and Definitions

“Community Use” – This category includes all Not-for-Profit Groups, Non-Profit Groups, Tax Exempt Entities, users and organizations that either reside in Marco Island or that make Marco Island their principal location, and are using a facility for recreational, cultural, educational (non-entrepreneurial), social, and/or fraternal purposes. 

“Entrepreneurial Use” – This category includes all other users and organizations that are using a facility to offer classes, seminars, etc., that serve as a means to generate income, either directly or indirectly.

“Youth Sports” – This category includes all “Community Use” groups, users, and organizations providing youth sports.

User Fees

The Department will assess fees for facility use based upon the appropriate User Group Classification, as defined herein and based upon the Facility Use Fees. Rental fees do not include setup and break down of a facility. An additional $20.00 per hour per staff person charge will apply.

Additional Fees

Fees for “Additional” services or fees for concession operations may also be charged by the City. A summary of these fees are provided in the Facility Use Fees.

Mackle Park Business Hours - Monday – Saturday: 8:00 a.m.–9:00 p.m.; Sunday: 9:00 a.m.–5:00 p.m.

Racquet Center Business Hours – Monday – Friday: 8:00 a.m.–9:00 p.m.; Saturday – Sunday 8:00 a.m.-12:00 p.m. 

Cancellation Fee 

• Fee is charged to organizations who fail to cancel a facility use reservation at least one week prior to the reservation date. Fee is per occurrence.

Field Lights (ballfield and athletic field) 

• Field lights are available for night games and practices at Winterberry Park, Mackle Park and Tommie Barfield Baseball Field. A fee is charged. 

Rental Non-Business Hours – Fee is charged to users wishing to use community center outside of business hours.

City Staff OT Rate 

• Fee is charged to users who use the community center outside of normal business hours and users who need City staff to groom athletic fields outside of normal maintenance staff hours (Mon. – Fri. - 7:00 a.m. – 3:30 p.m.).

Security Staff 

• Fee is charged to users who need off-duty Marco Island Police to serve as security for any function or event. The City may require security staff for some events.

Concessions 

• Fee is charged to users who want to operate a concession (food) in conjunction with an athletic or City sponsored event. 

Maintenance/Cleanup Refundable Deposit

•  A deposit is required when a user intends to serve food or beverage in association with their use of City facilities. The deposit is based on the estimated attendance. If the user satisfactorily cleans the area being used, the deposit will be returned. If extra cleaning is required by City staff, the deposit will be retained by the City.

Trash Disposal Fee

•  Fee is charged to users who will generate an excessive amount of trash associated with their use of City facilities. Fee is based on the direct cost for contractors to provide an “extra” collection of City dumpsters.

Insurance Requirements

Insurance is required for all organizations using Department facilities for all events where attendance is estimated to be thirty (30) or more people, with the exception of regular business meetings. 

Community Use/Entrepreneurial Use 

• Users shall have insurance coverage with a minimum of $300,000 per occurrence combined single limits for bodily injury and property damage liability, including premises and operations. The City of Marco Island shall be named as an “additional insured” (not certificate holder). If the Director believes a proposed use has an above average risk, such as a special event, liability insurance in the amounts of $500,000 or $1,000,000 may be required.

• If the user is subject to Florida Workers Compensation Law, coverage shall be provided as required by law. The coverage shall be statutory limits in compliance with applicable state and federal law. The policy must include Employers Liability with a minimum limit of $100,000 per occurrence.

Youth Sport and Athletic Leagues 

•  Users shall have insurance coverage with a minimum of $1,000,000 per occurrence combined single limits for bodily injury and property damage liability, including premises and operations. The City of Marco Island shall be named as an “additional insured” (not certificate holder). If the user is subject to Florida Workers Compensation Law, coverage shall be provided as required by law. The coverage shall be statutory limits in compliance with applicable state and federal law. The policy must include Employers Liability with a minimum limit of $100,000 per occurrence.

Facility Definitions

The following is a listing of facilities managed by the Parks and Recreation Department.

* Includes Tennis & Racquetball
T.B.D. = To be determined.