Agenda Item Wording:
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Consideration for fee waiver - Request from Visalia Gadabouts to utilize the Visalia Senior Center at a reduced rate for the purpose of providing programs and services for senior citizens.
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Prepared by: Laurissa Roggenkamp, Recreation Manager, (559)713-4336, laurissa.roggenkamp@visalia.gov; Jason Glick, Parks & Recreation Director, (559)713-4042, jason.glick@visalia.gov.
Department Recommendation: It is recommended by the Parks and Recreation Commission and by staff that the City Council waive the rental fee of $2,952 but assess the direct staffing cost of $1,166.72.
Summary:
Visalia Gadabouts, a local non-profit 501(c)(3), has applied to use the Visalia Senior Center once a month in 2026. As a verified non-profit, they qualify for a 20% reduced rental rate but are requesting a full waiver of rental fees. Staff reviewed the request using the established 2006 process for evaluating free or reduced facility use.
After reviewing the organization’s financials, program purpose, and facility needs, staff recommended to the Parks and Recreation Commission that the rental fee of $2,952 be waived, but that the group pay the direct labor cost of $1,166.72 associated with opening and staffing the facility during non-operating hours. This approach supports senior focused programming while avoiding additional cost to the City. The Parks and Recreation Commission supported this recommendation.
Background Discussion:
In the continued effort to support senior programs and non-profit organizations that serve seniors, a process was developed in 2006 to designate free or reduced facility rental fees for use of the Visalia Senior Center. Following the established process, organizations requesting to utilize the Senior Center at a waived or reduced rate must annually submit a Facility Use Application for the upcoming calendar year. The application must include supplemental information including details about the organization/agency, non-profit status verification, and financial records for the past two years. For 2026, one application was received requesting a fee waiver, the sole applicant was Visalia Gadabouts.
The Visalia Gadabouts organization is a travel club for seniors. Gadabouts meet one Saturday per month to provide trip information. This organization is 501(c)(3) and does not collect fees for their monthly meeting from attendees (donations are accepted). Visalia Gadabouts coordinates the trips with a travel company, and participating seniors pay to attend the curated trips. As a verified non-profit organization Visalia Gadabouts are automatically eligible for the non-profit (-20%) rental rates. Visalia Gadabouts has requested a fee waiver for the 2026 rental of the Senior Center Main Room, where they will host their monthly meetings.
City staff reviewed the rental application and fee waiver request of Visalia Gadabouts to ensure that the established criteria for consideration for a fee waiver or reduced fee were met. The criteria are as follows:
• Application: Organizations must apply annually and provide records of their non-profit status and financial records.
• Programming: The program or service meets the needs and interests of Visalia seniors.
o Programs and services should be affordable and within the financial means of seniors.
• Organization Finances: The organization should not monetarily benefit (make a profit) from their use of the city facility.
o If an organization or group has profited from its use of this City facility, it is recommended that the organization pay fully appropriate rental fees.
• Facility Use: The requested amount of time and facility space fits with the needs of the program and should not displace a City program.
• Impact on City: The City should not incur expenses specifically for the function of a free or reduced fee rental.
o For use of the facility outside of normal operating hours the City must pay for a Building Attendant, this creates a City subsidy for a particular program or event.
Through the review process City staff have determined that the applicant, Visalia Gadabouts, offer a program of interest to seniors, their finances show that they do not benefit financially (create a profit), and their requested use of facility space and time are appropriate for the programming. However, the requested time is outside of regular operating hours of the Visalia Senior Center. To fulfill the rental request, the Parks and Recreation Department will have to schedule a staff member to open/close the facility, in addition to setting up the meeting space and service the facility for the duration of the rental.
For 2026, Visalia Gadabouts requested a complete fee waiver, with no cost to them for facility use. City staff’s analysis of the application unfortunately does not support the request, and as it has in prior years, staff is recommending that the fee be reduced and that the Visalia Gadabouts be charged for the direct cost of the on-site staffing.
Visalia Gadabouts are requesting for 2026 use of the Senior Center Main Room from 8:30 a.m. to 12:30 p.m. on the first Saturday of each month. Based on the Rates & Fees non-profit pricing this usage would cost a total of $2,952.00.
The direct cost to the City for staffing the facility for Visalia Gadabouts use is projected to be $1,166.72 for 2026 this is the amount that staff are recommending Visalia Gadabouts to pay.
Fiscal Impact: The Visalia Gadabouts have requested use of the Senior Center Main Room on the first Saturday of each month January - December 2026 from 8:30 a.m. to 12:30 p.m. The cost for a non-profit to reserve the space is $61.50 per hour. The applicant is requesting a fee waiver for their 2026 rental, $2,952. Direct Labor cost to have a staff member on-site, including facility preparation and clean-up after rental is $1,166.72.
Prior Council Action: Council has approved fee waivers and/or fee reductions for the Visalia Gadabouts for the past seventeen years. Beginning in 2020, Council approved rental fee waiver with assessing the direct staffing cost be paid by the applicant.
Other: The Parks and Recreation Commission met on November 12, 2025, to review the request from the Visalia Gadabouts. The commission is recommending to City Council that the rental fee be waived, but that the applicant pay the direct cost of staffing.
Alternatives: Deny applicants request for a fee waiver, applicant would pay the full facility rental cost at the non-profit rate.
Recommended Motion (and Alternative Motions if expected):
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I move to accept the recommendation from the Parks and Recreation Commission to waive the 2026 facility rental fees, but to assess the direct staffing cost for the Visalia Gadabouts use of the Visalia Senior Center to provide programs and services for seniors.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 12/31/2025
Attachments: Facility Rental Application with Fee Waiver Request and the Visalia Gadabouts 2026 Trip Sheet.