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HomeMy WebLinkAbout2017-10.1 DPR to AC re: Comm. No. 2017-10 Communication No. 2017-10.1 Charmaine L. Kamaka Harry Kim Director 1 fgvor -_ �TFc 'wi.:N - 4,, Ryan K. Chong amount;) of 'awat"i Deputj,Director DEPARTMENT OF PARKS AND RECREATION 101 Pauahi Street,Suite 6• Hilo, Hawaii 96720 (808)961-8311 ■ Fax(808)961-8411 Email pjik,_iccrc:it€im a hdt► iiiLouiuN L-,ov httrl;��►i►i►L.f3a►►[1111'[11711E\.�inl€�al•1,�-arrrl-rccreatum� July 3, 2017 Mr Larry Brown, Chair Puna Community Development Plan Action Committee Subject Permitting Farmers Market Operations at County Park Facilities Dear Mr Brown I am in receipt of your May 9, 2017 correspondence regarding the above subject matter, and submit the following in response to your questions 1 The Department of Parks and Recreation (DPR) does not have a formal application form specifically for obtaining of a Farmers Market permit Attached is a copy of the "Application for Facility Use - Special Requests" form that would be utilized by anyone seeking to permission to operate a farmers market, along with any other atypical event/function, at a DPR facility Each request is reviewed by the Director on a case by case basks 2 Beyond Chapter 15, Article 9 of the Hawaii County Code, there are no administrative rules explicitly governing the operation of a Farmers Market within DPR managed sites or facilities 3 As stated previously, every request for the use of a facility is considered and vetted on an individual basis We do not currently have a formal process or matrix that can be used to determine suitability of a particular farmers market request The Director, in consultation with appropriate departmental staff, reviews each request and makes a determination 4 Currently, there is only one farmers market in operation at a DPR-controlled site — Cooper Center at Volcano Park However, unlike the farmers markets addressed in the Hawaii County Code, the Cooper Center farmers market operation is a function of an approved Memorandum of Understanding between the County of Hawaii and the Cooper Center Council (CCC) While the County exacts no fees for this farmers market, all vendor fees collected by the CCC are required to be applied directly to the physical improvement and/or maintenance of the park facilities there or for the operation of public programs at Volcano Park While the department supports the concept of farmers markets at public facilities, there are numerous challenges that must be addressed to implement such activities in County parks The following are a few of these for your consideration Puna Community Development Plan Action Committee— Farmers Markets June 20, 2017 Page 2 • Competition for Facilities DPR must ensure that the limited amount of parks sites and facilities in our inventory are being utilized for their highest and best purposes, as much as possible We also must consider historical uses and needs of DPR's various programs and activities so as not to inadvertently displace regular/recurring activities that have an established need and community benefit Further, shared use of a site by unrelated concurrent activities needs to be thoroughly scrutinized in order to avoid approving incompatible uses and/or direct competition for limited resources (such as restrooms, parking, etc ) • Compliance with the Americans with Disabilities Act and other accessibility laws Persons/entities that rent/reserve a County park site or facility for an event are not required to provide a detailed operational layout or use diagram in association with their proposed use and DPR clearly places the entire responsibility for accessibility compliance on said renter/user However, due to the presumed space requirements, function and programmatic needs of a farmers market, the County must ensure that, at minimum, the basic infrastructure exists at the sitelfacility such that accessibility compliance can reasonably be achieved • Increased Costs Revenues from permits go to the General Fund and not to the department to offset increased costs • Maintenance Expectations The addition of a farmers market at dust about any DPR site/facility is highly like to increase the expectations and demands placed on the department to enhance the upkeep of the area and implement new improvements to support farmers market operations Any such increase in maintenance or development expectations has not been budgeted for and must be considered • Wear on Parks—The anticipated increase in concentrated vehicle and foot traffic by vendors and patrons of a farmers market will have an enhanced adverse effect on existing park sites and facilities that will require a corresponding increase in maintenance services It could be the case that such effects may preclude other usersluses from being able to utilize that portion of the park during non-market hours ■ Enforcement & Oversight Farmers markets, which are presumed to operate on holidays, weekends and the late-afternoon to early evening hours of week days, will require a reasonable amount of administrative oversight to ensure compliance with terms of use and other factors However, these times of operation are generally not concurrent with DPR staff's hours and would require additional staffing, flexing of existing staff's work hours, and/or payment of overtime to staff that must then concede personal/family time to implement • Limited Resources —The increase in pressure on already limited resources will be required through an additional permitting process Please call me at 951-8561 if you have any further questions ,-5 Sin �eIy, r Charmaine L Kamaka Director Enclosures Copy Pianning Department, Director Planning Department, Puna Community Deveiopment Plan Representative County of Howai'i is an Equal opportunity Provider and Employer County of Hawaii Department of Parks & Recreation 101 Pauahi Street-Suite 6 Hilo, HI 96720 Phone (808) 961-831 1 Fax (808) 961-841 1 Application_for_Facility Use - Special Requests RESERVATIONS ARE TENTATIVE PENDING APPROVAL OF SPECIAL REQUESTS Special Requests must first be approved by the Director of the Department of Parks and Recreation: 1. NAME OF ORGANIZATION SPONSOR 2. CONTACT PERSON 3. MAILING AND/OR EMAIL ADDRESS PHONE NUMBER 4. LOCATION/FACILITY 5. TYPE OF EVENT 6. REQUESTED DATECS)ITIMES J 7. NUMBER OF PEOPLE EXPECTED: S. LIQUOR If allowed at location TO BE: Served Sold 9. TEMPORARY STRUCTURESJTENTS Yes No If temporary structures, tents or canopies will be erected (larger than 10'X 10'), a temporary structure permit is required from The Department of Parks and Recreation (Current Fee $10 per day*). This permit may also need to be routed to various agencies (Fees may be required from the Fire Department). "Effective August 1,2013- P&R Rule I includes a$10 per day fee for each temporary structure permit 10. INFLATABLES [BOUNCERSIWATERSLIDES Yes No (If allowed at location) Confirm with P&R Permit staff if inflatables allowed at site and that Vendor has the required insurance naming the County of Hawal'l as an additional insured. 11.. AMPLIFIED MUSIC Yes No If Yes, Type of music 12. VENDOR PERMITS Yes No (This permit is required for the sale of crafts, food, and other products. (Current Fee $30 per Vendor per Day")*+Effective August 1,-1013-P&R Rule 6-vendor fee increased a. Permits must be obtained by sponsor**' at least one week prior to the scheduled event. (Cash Payment only if purchasing permit less than 2 weeks from date of event) •**Effective August 1,2013-P&R Rule 6-Event Sponsors are responsible to collect and process all vendor permits b. A copy of a current Hawaii State General Excise License must be presented; or c. A copy of a 501C3 tax exempt status (Federal ID number for non-profit organizations) 13. ADMISSION CHARGE Yes--AMOUNT$ None 14. ROAD CLOSURE/TRAFFIC CONTROL If a road closure permit and traffic control is required, please contact the Traffic Services Section of the Police Department at 808-961-2226. County of Hawaii is an Equal opportunity Provider and Employer Rev 08/2013 15. PORTABLE RESTROOMS - Depending on the location/facility and number of people expected, portable restrooms may be required. The number of restrooms will be determined by the P&R Director or a representative. REQUIREMENTS REGARDING PORTABLE RESTROOMS AT A PUBLIC PA RK.' When renting portable twlets, one of every 10 must be umse�and accessible to the disabled However, If the portable toilets are not In the some area, each cluster must have an accessible portable toilet Lastly, if the portables are neat to an erisbng,accessible permanent restroom, the portable toilet must still have at least one accessible unit 16. FOOD SALES Yes No Permit required from the State Department of Health - Ph# 808-933-0917 17. WATER-RELATED ACTIVITIES - If the activity is held at a beach park or if you are hosting a water-related event (i.e. surf meet, canoe race, etc.), you may be required to provide lifeguards. A Marine/Ocean Waters Event Permit is required and can be obtained from: State of Hawaii - department of Land & Natural Resources Division of Boating &Ocean Recreation Honokohau Small Boat Harbor 74-380 Kealakehe Parkway, Kailua-Kona, HI 95740 Phone (808) 327-3590 Fax (808) 327-3575 MOWE Form http //hawaii qov/dlnr/door/pdf/forms/app_marineevent Pdf 18. ADDITIONAL REQUIREMENTS - Dependent on the nature of proposed activity/use, the following may also be required- security guards, police officers, insurance (naming the County of Hawaii as an additional insured) trash containers, potable water, ADA - Access to event, etc. FOR USE BY STAFF OF THE DEPARTMENT OF PARKS AND RECREATION The following will be required: Liquor Permit(If requested,check requirement) Yes ❑No ❑ Recd ❑ Temporary Structure Permit Yes ❑No ❑ Recd ❑ Amplified Music Form Required Yes ❑No ❑ Recd ❑ Vendor Permits Yes []No ❑ Recd ❑ Road Closure Permit/Traffic Control Yes []No ❑ Done ❑ Contact Police Department Security Guards/Special Police Yes ❑No ❑ Done ❑ If Yes, Number: Insurance Naming the County of Hawaii as Yes ❑No ❑ Recd ❑ an additional insured Portable Restrooms Yes ❑No ❑ Done ❑ If Yes, (Number Needed) Number(s): ADA_Reg Trash- Dumpster Required Yes ❑No ❑ Done ❑ ADA Information Provided to Sponsor Recd ❑ Date: (Americans with Disabilities Compliance Procedure) County of Hawaii is an Equal opportunity Provider and Employer Rev 08/2013 REQUEST FOR PERMISSION TO ERECT TEMPORARY STRUCTURE(S) OR TENT(S) ON PROPERTY UNDER THE JURISDICTION OF THE DEPARTMENT OF PARKS AND RECREATION COUNTY OF HAWAII DATE: MEMORANDUM TO: Department of Parks and Recreation FROM: (Organization) (Name) Contact Phone Number: FACILITY: EVENT: DATE OF EVENT: Requesting permission to erect temporary structure(s) or tent(s) (Attach Sketch - Diagram) Number and Sizes of Temporary Structures/Tents: Number Number Number Size Size Size --------------------------------------------------------------------------------------------------------------------- TEMPORARY STRUCTURES/TENTS If temporary structures, tents or canopies will be erected (larger than 10'X 10'), a temporary structure permit is required from The Department of Parks and Recreation (Fee $10/day"'). This permit may also need to be routed to various agencies [Fees may be required from the Fire Department]. 'Effective August 1,2013-P&R Rule 1 includes a$10 per day fee for each temporary structure permit County of Hawaii is an Equal Opportunity Provider and Employer Rev 08/2613