Submitted By: Beaches, Parks and Recreation
Prepared By: Samantha Wylie, Beaches, Parks and Recreation Director
Subject:
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CONSIDERATION OF RESOLUTION NO. 26-172, APPROVING A RECREATION FEE WAIVER REQUEST FOR SAN CLEMENTE HIGH SCHOOL FALL AQUATICS AND HOMECOMING PARADE PERMIT FEES
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Summary:
Staff recommends approval of full fee waivers for two San Clemente High School permits: fall swim team use of the San Clemente Aquatics Center under Permit No. 16207 and the annual Homecoming Parade under Permit No. 16303. The aquatic rental request totals $6,095. The parade request totals $9,560, consisting of $5,539 in permitted event fees and an additional estimated $4,021 in Maintenance and Recreation staff labor and overtime. The combined financial impact is approximately $15,655. These requests support school athletics and a community tradition and are presented to the City Council because the Cost Recovery for Beaches, Parks and Recreation Services Policy No. 201-15 requires Council approval of full fee waivers.
Background:
San Clemente High School uses City facilities and services to support student athletics and school activities. The fall aquatics permit provides scheduled lane rentals throughout the 2026 fall season. The annual Homecoming Parade was held October 2, 2026, in the downtown area and required City event permitting and operational support.
The City’s Cost Recovery Policy establishes a framework for recovering the cost of recreation services while considering the public benefit of proposed activities. Full waiver requests require City Council approval. Staff is therefore seeking Council authorization for the two permits and the additional parade staff support described below.
Discussion:
Fall SCHS Swim Team (Permit No. 16207)
The fall aquatics permit covers Wednesday and Friday rentals from August 19 through
November 13, 2026, generally from 1:30 to 3:30 p.m. The reservations include seven short-course lanes for 23 dates and three long-course lanes on occasion. The request supports scheduled high school aquatic team activities at the San Clemente Aquatics Center.
The requested waiver applies to the net charges on the rental permit at the Resident Non-Profit rate. Consistent with the permit, the waiver would apply only to the approved school program and permitted use within the eligible 1:00 to 3:30 p.m. window on days school is in session. The permit notes that no joint-use agreement is currently in place.
Homecoming Parade (Permit No. 16303)
The annual Homecoming Parade took place October 2, 2026, from 3:00 to 4:00 p.m. on Avenida Del Mar, with staging, street closures, and cleanup in the surrounding downtown area. The permit anticipated 1,500 participants and 10 school staff and volunteers. City support included event coordination, signage and barricade/street closure support, electrical services, and other operational assistance.
The $4,021 staff estimate is an add-on to the permit total and represents combined Maintenance and Recreation labor and overtime. Approval would waive the permitted event fees and authorize the City to absorb the additional staff support costs without charging the school.
Considerations Identified by Staff:
The requests support student participation in school athletics and a longstanding event that brings students, families, and the broader community together. These benefits provide a basis for Council consideration of a City subsidy under the Cost Recovery Policy.
Approval also reduces the revenue available to offset aquatics and event service costs and leaves the City responsible for the additional parade labor. The aquatics waiver is in addition to the resident nonprofit discount already included in the permit. Council should consider the public benefit alongside the policy’s cost recovery objectives and the equitable treatment of other organizations requesting fee relief.
The waivers would be limited to the two identified permits and the estimated parade staff support. Future school rentals and events would require separate consideration under the applicable policy. Staff will record approved waivers for cost recovery tracking and reporting.
Council Options:
• Adopt Resolution No. 26-172, which will approve the full fee waivers for both activities outlined in the staff report.
• Modify the fee waiver request by lowering the waiver amounts.
• Provide alternate direction to staff.
• Take no action, requiring full payment of all permit fees.
Environmental Review/Analysis:
The proposed action is a financial and administrative approval of fee relief for existing permitted activities. It does not authorize construction, facility expansion, or changes to the permitted activities. The action is not a project under the California Environmental Quality Act pursuant to State CEQA Guidelines Section 15378(b)(5), which excludes governmental organizational or administrative activities that will not result in direct or indirect physical changes in the environment.
Fiscal Impact:
Approval of this fee waiver request would result in $9,312 in foregone permit revenue and an estimated $4,021 in additional City-funded parade labor and overtime.
|
FEE TYPE |
AMOUNT |
|
Fall aquatics permit fees (pool rental) |
$6,095 |
|
Homecoming Parade permit fees |
$5,539 |
|
Subtotal Permit Fees (Soft Costs) |
$11,634 |
|
|
|
|
BP&R parade labor (Hard Costs) |
$4,021 |
|
|
|
|
Total Combined Financial Impact |
$15,655 |
Potential Action(s):
recommendation
If the City Council concurs with the contents of the staff report, the appropriate action would be to adopt Resolution No. 26-172, which will approve a full waiver of $6,095 for San Clemente High School fall aquatics use (Permit No. 16207) and a full waiver of $9,560 in special event permit fees for the 2026 San Clemente High School Homecoming Parade (Permit No. 16303).
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Attachment:
1. Resolution No. 26-172
Notification:
None.