8.1 Facility Fee Waiver/Grant Program
May 14, 2025
Staff
Recommendation
Staff recommends that City Council authorize a Facility Rental Fee Waiver or Grant Program and direct staff to create a program for Mountain House Community Based Organizations that incorporates Council direction provided at this meeting.
Background
• On March 12, 2025, staff presented information regarding several nonprofit community-based organizations (CBOs) in Mountain House who have requested that the City waive their facility rental fees to help reduce the cost of their events or meetings • Staff presented to Council a facility use fee waiver/grant program comparison (Attachment A).
• Many comparable cities offer a variation of a fee waiver or a grant program. Each city has its own application process but, in general, the funding supports organizations’ services and events that further the strategic goals of the respective City.
Background
• Council requested that staff provide a list of groups in Mountain House that currently rent city-owned facilities (Attachment B). • Most of the CBOs rent park spaces and host large events for more than 500 attendees. Some groups charge an entrance fee for their events and some offer events that are free to attend.
• Some CBOs host private events, but most events are open to the public. Some of the CBOs are new to Mountain House, but the majority have hosted the same annual event or programs for years.
Background
• Council members stated that there should be a nonprofit verification process to ensure the nonprofits are
legitimate. Some noted that many events are heavily
funded by sponsorships, donations and advertising, and
that some charge an entrance fee.
• Council members also noted that the City currently
allows nonprofit civic organizations one free hour of use per month for indoor facilities. The City also adopted
Resolution 2024-66 that provides nonprofits a 50%
reduction in rental fees for indoor facilities and parks.
To ensure that the CBOs are nonprofit, staff has
created a Nonprofit Verification Form (Attachment
C). CBOs would be required to provide the
following:
Non-Profit Verification
“Active”
status with
the California
Secretary of
State
Member roster
with at least 75%
of its members
residing in
Mountain House
(95391)
Current IRS
Tax Exempt
Letter with
501(c)(3) or
501(c)(4)
Additional Criteria
Meetings:
Free of charge, open to
public, provide public
benefit
Budget:
Submit itemized budget,
provide proof of financial
ability
Sponsorships:
Disclose number of
sponsors, amounts of
sponsorships, donations,
advertisements
Good Standing:
No prior negative reports
Disbursement:
*Funds only applied to
rental fees only and not
additional requirements
*cover staff costs
Facility Attendant
Report:
Receive positive report at
conclusion of event
Post Event Report:
Post event, follow-up
report due within 30 days
Staff would develop the program based on additional criteria established by Council which may include the following in addition to the items listed above.
Fiscal Impact
• To the extent fee waivers are provided or grants awarded, there will be a reduction in facility rental revenue.
• The amount of the reduction will be dependent on the
amounts of waivers and grants and the number of CBO facility rentals.
• Staff would maintain records of foregone revenue.
Staff
Recommendation
Staff recommends that Council discuss the need to establish a Facility Rental Fee Waiver or Grant Program for CBOs and provide staff direction as to what should be incorporated in the program.