F C P A

FAIRFAX C OUNTY PARK AUTHORIT Y
M E M O R A N D U M
TO:
Chairman and Members
Park Authority Board
VIA:
Cindy Messinger, Acting Director
FROM:
Sara Baldwin, Deputy Director/COO
DATE:
April 4, 2013
Agenda
Administration, Management and Budget Committee
Policy Work Session #5
Wednesday, April 10, 2013 – 4 p.m.
Boardroom – Herrity Building
Chairman: Ken Quincy
Vice Chair: Harold L. Strickland
Members: Edward R. Batten, Sr., Michael Thompson
1. Park Authority Policy Review (Work Session #5) – Information*
*Enclosures
If accommodations and/or alternative formats are needed, please call (703) 324-8563. TTY (703) 803-3354
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Committee Agenda Item
April 10, 2013
INFORMATION
Park Authority Policy Review (Work Session)
The Fairfax County Park Authority Policy Manual is reviewed and updated as necessary
every five years to ensure that the policies reflect the changing county need. Polices
may be revised, added, or deleted upon action of the Park Authority Board. By practice,
the Park Authority adopts new policies and updates existing policies as the need arises
over time.
The Commission for the Accreditation of Park and Recreation Agencies (CAPRA)
process that the agency is currently undergoing for reaccreditation requires that the
Policy Manual for the agency be kept-up-to-date and reviewed systematically, at least
every five years. As part of the reaccreditation effort, monthly review sessions are
scheduled with the Administration, Management and Budget committee from January
2013 through June 2013. Polices 103.3, 103.4, 301, 302, 303, 307, 402.1, 403, 404,
405, 406, 407, 408, 501, and 504 are scheduled for review during the April 2013 work
session.
ENCLOSED DOCUMENTS:
Attachment 1: Polices 103.3, 103.4, 301, 302, 303, 307, 402.1, 403, 404, 405, 406,
407, 408, 501, and 504
STAFF:
Cindy Messinger, Acting Director
Sara Baldwin, Deputy Director/COO
David Bowden, Director, Planning and Development Division
Todd Johnson, Director, Park Operations Division
Barbara Nugent, Director, Park Services Division
Cindy Walsh, Director, Resource Management Division
Judy Pedersen, Public Information Office
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Attachment 1
Fairfax County Park Authority
Policy Manual – March 2008
Policy 103.3 Accessibility
SUGGEST DELETING – Required by law to follow the ADA
The Park Authority shall ensure that the location, design, development and redevelopment of
park resources provide accessibility for all populations. The requirements of the Americans with
Disabilities Act are addressed in the policy on Criteria for Site Development and the policy on
Provision of Park and Recreation Facilities on School Grounds.
__________________
Reviewed and Adopted March 26, 2008
Page 100.20
Fairfax County Park Authority
Policy Manual – March 2008
Policy 103.4 Energy Management
SUGGEST DELETING – Addressed in County Policy
To achieve the objectives of the Authority and meet the needs of the present and future citizens,
the Park Authority shall ensure the appropriate allocation and utilization of all energy resources
involved in the planning and management of park facilities. In establishing this policy, the
Authority recognizes that the interrelated issues of energy, economics and the environment
have a profound effect on the delivery of park and recreation services and that responsible
energy management must be an integral component of park planning and operations.
Consistent with the Park Authority's established objectives and policies, the following shall be
the policy regarding energy conservation and management:
1.
Master Planning procedures shall include consideration of energy efficient design,
landscaping and the environmental and economic impact of energy usage pertaining to
park development.
2.
Planning emphasis on low energy intensive maintenance areas and recreational facilities
shall be encouraged. Energy-related standards or certification programs for new and
existing facilities shall be considered.
3.
Cooperative agreements with local, state and federal mass transit officials and
non-vehicular modes of travel to parks shall be promoted to ensure continuing access to
parklands for all citizens.
4.
Operational and maintenance procedures shall be periodically reviewed and revised as
necessary to implement energy conservation measures. Optimize the management of
natural, human and built energy systems and ensure energy efficient operations.
5.
Educational opportunities regarding energy conservation/management shall be provided
to park users and Authority staff as appropriate.
In accordance with this policy, staff shall take such measures as necessary to ensure
implementation of appropriate energy conservation, planning and management practices.
Revised and adopted March 26, 2008
Page 100.21
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
Policy
Title: Protection of Lands and Facilities
Date Approved:
Last reviewed:
Objective:
Purpose: The Park Authority shall resist by all appropriate means, including legal
action, any attempt to destroy or encroach upon any park, historical site, nature
preserve or recreational facility under its control. The Park Authority considers its
responsibilities to the citizens of Fairfax County to be in the nature of a public trust,
requiring commitment to the preservation and protection of natural, cultural, horticultural
and recreational resources located on parklands.
Policy Statement: An encroachment by definition shall include, but not be limited to,
the act of unauthorized mowing or clearing of land; the planting, tilling, or pruning of
vegetation; the deposition of debris or refuse in a park; an extension of a use by
adjacent property owner; an installation which impedes public access; the construction
of any facility or structure; the installation or maintenance of equipment and/or utilities
on parkland without the express written permission or permit of the Park Authority
unless permissions are inherently granted in accordance with the terms of an existing
easement running with the land and duly recorded in the land records of Fairfax County.
The Park Authority shall strive to be a good neighbor to adjacent property owners, with
the expectation of the same in return, by working in good faith to remedy encroachment
conditions on parkland within the parameters of Park Authority policy, regulations, and
standard operating procedures. The Park Authority shall not sell land, grant
easements, nor exchange land in order to remedy conditions resulting from
encroachment onto parkland.
This policy shall not prevent individuals or groups from (1) performing community
service activities on parkland including, but not limited to, the removal of invasive plants
or the construction of trails; or (2) adopting a park. Approval of these community
service activities require expressed written permission from the Director of the Park
Authority.
References:
Supporting Documentation:
• §1.15 Protection of Park Property, Park Authority Regulations
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
Policy Title: Easements
Date Approved:
Objective:
Last reviewed:
Purpose: The Park Authority shall consider use of easements to obtain land rights for
the protection and preservation of natural, cultural, horticultural resources and the
provision recreational opportunities countywide. The Park Authority may consider
requests for easements on park land for non-park uses, but each request shall be
carefully evaluated to ensure that any impacts to sensitive resources and public
recreational opportunities on park lands are avoided or minimized to the greatest extent
feasible.
Policy Statement: Easements on non-park properties may be negotiated in order to
protect sensitive resources, or to provide for public recreational opportunities when land
acquisition is not an option.
The Park Authority shall consider requests for easements by outside parties for nonrecreational uses of park lands under the following conditions:
1. Where the Park Authority has determined that the proposed facility is in the best
interests of public stewardship,
2. When it has been determined that there is no feasible or prudent alternative to
the use of parklands for the specified purpose,
3. Planning to minimize harm is included in the proposed project,
4. The easement is not restricted by deed or covenant,
5. The easement request is consistent with the provisions of the Fairfax County
Comprehensive Plan.
The Park Authority shall require adequate compensation for the grant of easements on
park land unless a prior agreement is already in place for the use of parklands for nonpark purposes.
References:
• Fairfax County Comprehensive Plan
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
Supporting Documentation:
• Agreement between the Fairfax County Board of Supervisors and the Fairfax
County Park Authority
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
Policy Title: Telecommunications Sites
Date Approved: Last reviewed:
Objective:
Purpose: The Authority considers its responsibilities to the citizens of Fairfax County to
be in the nature of public trust, requiring commitment to the preservation and protection
of natural, cultural, horticultural and recreational resources located on park lands. The
Park Authority shall seek to balance the general public's need for telecommunications
services with the Authority's mandate and public trust for the protection of parklands.
Policy Statement: Telecommunications facilities shall not be located on any park land
containing deed restrictions or funding restrictions that do not permit such use.
Adequate compensation shall be provided to the Park Authority for the placement of the
proposed facility. The Park Authority Board shall consider the placement of
telecommunications facilities and related equipment on park property contingent upon:
1. The proposed telecommunication facility complies with the provisions of the
Fairfax County Comprehensive Plan Policy Plan for Parks and Recreation.
2. Supporting documentation has been provided showing that alternatives to
locating new monopoles or towers on park land have been evaluated and are not
feasible, including locations on existing, non-residential structures, such as an
office building, communication or electrical transmission tower, water tank or
tower as directly supported by the Fairfax County Comprehensive Plan
provisions for Mobile and Land Based Telecommunications Services.
3. Consideration has been given to placing telecommunications facilities that
minimize impacts to park land utilizing any of the following methods: co-location
on an existing approved monopole; co-locating on existing public utility structures
such as electric transmission towers; or designing facilities as light pole
replacements on athletic fields as an alternative to new monopole or towers for
telecommunication.
4. The proposed location does not adversely affect significant natural or cultural
resources, including environmentally sensitive areas such as wetlands,
Environmental Quality Corridors, Resource Protection Areas as defined in the
Chesapeake Bay Ordinance and historic viewsheds;
5. The proposed location does not displace and is compatible with existing or
planned park facilities;
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
6. The proposed location and construction on the site does not detract from the
character of the park;
7. The proposed facility location does not adversely affect park operations or
maintenance;
8. Clear demonstration is given that impacts to adjacent uses and property owners
are minimal;
9. The placement of the telecommunications site enhances public communications
services and the public good.
Requests for telecommunications facilities that propose co-location on existing
approved monopoles, existing electric transmission lines, or athletic field light pole
replacements, and meet all applicable location criteria may be approved by the Director
of the Park Authority after consultation with the Board member in whose district the
facility will be located.
References:
• Fairfax County Comprehensive Plan, Policy Planhttp://www.fairfaxcounty.gov/dpz/comprehensiveplan/policyplan/
•
Supporting Documentation:
Fairfax County Zoning Ordinancehttp://www.fairfaxcounty.gov/dpz/zoningordinance/
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
Policy Title: Disposal of Land or Facilities
Date Approved:
Last reviewed:
Objective:
Purpose: Lands and facilities entrusted to the care of the Park Authority are a public
trust, protected from threat of loss or encroachment. However, the Park Authority may
dispose of property when it would best serve the public interest. When any such
instance occurs, citizens are guaranteed the opportunity to express their opinions in a
public hearing and the Authority is bound to consider them in arriving at a decision.
Policy Statement: The Authority may dispose of property under one or more of the
following conditions:
1. Where an exchange of property would better serve the needs of the citizens
concerned.
2. When land more suitable for the needs of the citizens who are being served by
the property in question has been or can be acquired.
3. When another governmental agency could more appropriately administer the
property.
4. When protective covenants could ensure the historic, scenic, conservation or
other values that otherwise are protected by fee ownership.
References:
Supporting Documentation:
• § 15.2-5704, Code of Virginia
1
Fairfax County Park Authority
Policy Manual – March 2008
Policy 402.1 Park and Field Adoption Programs
SUGGEST DELETING – Program NOT Policy
The Park Authority shall develop and administer programs to encourage and coordinate
community participation in the care and maintenance of park facilities. Requirements and
benefits for program participants shall be defined in Adopt-A-Park and Adopt-A-Field Program
guidelines administered by staff and included in the Appendix of this Manual. Both programs
shall be administered according to an agreement between the Park Authority and the
participant.
Benefits to be defined in the agreement for the full Adopt-A-Field Program may include, but are
not necessarily limited to, a waiver of fees or commissions and a waiver of the Athletic Field Use
policy regarding field usage dates.
All Park Authority parks and athletic fields shall be available for public use, and participation in
the Adopt-A-Park and the Adopt-A-Field program shall not provide the participant exclusive use
of the park or field.
Blank copies of the maintenance agreements used for the Adopt-A-Field (Full Adoption)
Program, the Adopt-A-Field Program, and the Adopt-A-Park Program are included in the
Appendix.
__________________
Reviewed and Adopted March 26, 2008
Page 400.4
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
Policy
Title: User Fees
Date Approved:
Objective:
Last reviewed:
Purpose: To define a policy for establishing, reviewing and approving fees for the use
of Park Authority facilities programs and services.
Policy Statement: The Park Authority shall offer a broad range of facilities and
services for the residents of Fairfax County. To support these facilities and services,
the Park Authority generates funding for its operations by charging fees that supplement
the appropriation from the County of Fairfax General Fund.
Basic facilities and services (such as open space, playgrounds and trails) appeal to a
broad spectrum of the community and, therefore, are supported by General Fund tax
dollars with no additional fees charged by the Park Authority. In instances where fees
are charged for General Fund services (such as with the summer Rec-PAC program),
the Park Authority administers these fees on behalf of the Fairfax County Board of
Supervisors. These fees are approved as a part of the County’s annual budget
process, and revenue from these fees is posted directly to the County General Fund.
Services and facilities supported entirely, or in part, by the Park Authority’s Park
Revenue Fund may have fees designated and charged, as authorized under the Park
Authorities Act, offering a mechanism to increase the availability of programs and
services that the General Fund does not provide. In general, the benefits of these
services are derived primarily by individual participants rather than the community as a
whole.
The Park Authority administers two broad categories of fees in the Park Revenue Fund.
Fees that appear in the Park Authority Fee Schedule (such as RECenter admissions,
passes and rental fees, and golf greens fees), are approved by the Park Authority Board
annually with input from the citizenry. Other fees that are programmatic or
administrative in nature are approved by the Director. All revenue received from Park
Revenue Fund fees is posted directly to the Park Revenue Fund.
User fees for facilities and services funded entirely, or in part, by the Park Revenue
Fund are established and maintained at levels which:
1. can reasonably be expected to collectively produce revenue sufficient to recover
all costs of the Park Revenue Fund and all other financial obligations as set forth
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
in the financial management principles of the Park Authority’s Financial
Management Plan;
2. are competitive with comparable facilities and services in the area;
3. reflect relevant market, economic and financial considerations;
4. attempt to balance the availability of facilities and services with their affordability;
5. reflect the principle that, where feasible, comparatively small and regular fee
increases are preferred over less frequent, larger increases.
References:
• Park Authorities Act (§ 15.2-5709).
http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+15.2-5709
•
Park Authority Fee Schedule
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
Policy
Title: Safety and Property Security
Date Approved: Last reviewed:
Objective:
Purpose: The purpose of this policy is to ensure the Fairfax County Park Authority’s mission
is achieved without compromising the safety of its employees or the public
Policy Statement:
The Park Authority is guided by the Fairfax County Security Program to ensure that its mission
is achieved without compromising the safety of its employees or the public. The Park Authority
shall protect and preserve its work force against injury and its assets against loss that could
impair the Park Authority’s ability to provide services to its customers.
The Park Authority shall institute practical measures to eliminate or minimize injury to
employees and customers; create an awareness of hazards in the workplace; foster skills and
knowledge related to safety management; and encourage employees to report and correct
hazards.
References:
• Fairfax County Security Program
http://www.fairfaxcounty.gov/parks/parkpolicy/links/2530countysecurityprogram.pdf
1
Fairfax County Park Authority
Policy Manual – March 2008
Policy 405 Rental Properties on Parklands
SUGGEST DELETING – PAB eliminated the rental program as part of the FSP
The Authority shall manage structures acquired incidentally along with parkland on the
basis of the following criteria:
1. Houses and other structures which have been evaluated and determined to be
suitable for occupancy or other public uses consistent with park purposes shall be
retained, until such time as their continued existence is no longer justified.
2. Houses and other structures suitable for rental purposes shall be retained until the
parkland is developed, at which time, if not incorporated in the park development plan,
they shall be removed.
3. Houses and other structures located in any park where development is not imminent,
but where the house and immediate grounds are compatible with, and incorporated as
part of, an approved park development plan, may be rented in accordance with the
following classification of living quarters:
Class I. Houses, facilities or living accommodations, whether or not open to the general
public, which should be occupied for purposes of operations or protection of Park
Authority-owned facilities, may be rented in order of preference to: 1. an Authority
employee currently working at the park where the rental property is located, 2. an
Authority employee, 3. a county employee, or 4. the general public provided the tenant
has the skills, training and experience to carry out the required facility management
functions.
Preference for occupancy of Park Authority residential quarters will be given to
households with maximum income limits up to and including 120 percent of the Area
Median Income (AMI) for the Washington Metropolitan Statistical Area, adjusted for
household size, except for park managers who choose to live in the park for which they
have management responsibility. Any other exceptions to this rule recommended by
the Director of the Authority will be brought to the Board for approval; the Board may
also, at its discretion, approve housing for the Director of the Authority as an exception
to this rule. However, no Authority employee shall be required to accept any such
housing as a condition of employment.
Class II. Houses on parkland acquired pursuant to provision for life tenancy or other
occupancy agreements with the previous property owner may continue to be occupied
by the designated life tenants where such use will not unreasonably or unduly restrict
the public purpose for which the park was acquired.
4. Fair market rental rates shall be assessed, as recommended by a qualified appraiser
or real estate broker designated by the Authority, and shall be adjusted commensurate
with the obligations contained in the lease. Rental rates shall be reassessed and
Fairfax County Park Authority
Policy Manual – March 2008
Policy 405 Rental Properties on Parklands (continuation)
adjusted in accordance with market conditions at a minimum of three year intervals;
interim rental adjustments shall be made by the Park Authority Board based on the
rental rate numbers prepared by the County's Department of Systems Management for
Human Services (DSMHS).
In support of this policy, staff shall take such measures as necessary to ensure
compliance with approved implementation procedures.
__________________
Revised and Adopted May 28, 2008
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
Policy
Title: Signs and Displays
Date Approved:
Last reviewed:
Objective:
Purpose: This policy shall serve to protect the aesthetic qualities of the parklands and
facilities.
Policy Statement:
The Authority shall protect the aesthetic qualities of the parklands and facilities under its
control or ownership by:
1. Requiring that a permit be obtained from the Authority prior to the placement of
any sign or display on park property by any individual, group, organization, or
government agency.
2. Temporary signs, banners or flags (including religious displays or articles
associated with a religious service, celebration, or activity) introduced by an
entity other than the Park Authority to promote an event held in a Fairfax County
park shall be in accordance with:
o the areas expressly designated for such purposes and
o the permit granted by the Park Authority for the time period specified
3. Advertisements shall be limited to Park Authority owned advertising programs or
those with approved written agreements.
4. Permanent signs recognizing an individual, group, organization or government
agencies shall be consistent with existing Park Authority sign materials and
design, or local, state or federal adopted standard and when possible, shall be
incorporated into existing sign structures.
5. Signage for joint ventures and privatized development on parkland shall require a
Park Authority Board approved written agreement.
References:
Supporting Documentation:
•
•
•
•
Department of Planning and Zoning Regulations
Park Authority Regulation 1.20 Signs, 1.02 Business Activities, Soliciting and Advertising
Park Operations Sign Standards
Park Authority Annual Memo regarding 1st Amendment activities in parks
Fairfax County Park Authority
Policy Manual – March 2008
Policy 407 Construction of Donated Facilities/Structures on Park Land
SUGGEST DELETING- Addressed in Development and Partnership Policies
The Park Authority shall consider the acceptance of donated facilities/structures proposed for
construction on park land, when such facilities/structures are in the interest of the community
and consistent with the mission of the Authority. All facilities/structures constructed on parkland
become the property of the Park Authority, except as specifically provided through written,
mutual agreement.
Requests for the construction of donated facilities/structures on parklands shall be evaluated
with regard to the following criteria:
Acceptance Criteria:
•
The donated facilities/structures proposed for construction on park land shall comply
with the existing park master plan.
•
For facilities/structures not requiring master plan approval, the proposed
facilities/structures shall be similar to existing facilities typically provided by the Park
Authority.
•
All proposed donated facilities/structures shall be required to meet existing Park
Authority design standards.
•
The purpose of the facilities/structures shall not be for the recognition of affiliations,
whether cultural, religious, fraternal, individual or organizational, except as permitted by
other Park Authority Policy.
•
The proposed facilities/structures shall not be of a religious, political, cultural or
theological nature.
•
The proposed facilities/structures shall be useable and available to all segments of the
population in a manner that is consistent with similar existing facilities.
•
The proposed facilities/structures shall be deemed to have no negative environmental or
aesthetic impacts.
•
Consideration shall be given to the continued maintenance and eventual replacement of
the facility/structure.
•
The structure/facility shall present an overall benefit, compared to alternative uses of the
land, including green space.
The Park Authority may decline to accept such proposed facilities/structures, if it is in the best
interest of the Park Authority to do so.
__________________
Reviewed and Adopted March 26, 2008
Page 400.11
FAIRFAX COUNTY PARK AUTHORITY POLICY MANUAL
Policy
Title: Memorials and Commemorations in Parks
Date Approved:
Last reviewed:
Objective:
Purpose: Fairfax County Park Authority may accept memorials and commemorations
that also serve to enhance existing parks and the utility of the park system. This might
include park benches, native trees, playground equipment, or other features desired by
the Park Authority.
Policy Statement: All memorials and commemorations shall be in compliance with the
following:
1. Will be located at a park site that is mutually agreed upon by the donor and
Fairfax County Park Authority;
2. Will be located on park land and become the property of the Fairfax County Park
Authority;
3. Must conform with the park aesthetics and be consistent with the mission of the
Fairfax County Park Authority;
4. May not reflect a political or religious statement and/or position;
5. All costs associated with the purchase and installation of the memorial or
commemoration shall be paid by the donor, unless otherwise agreed upon by the
Park Authority Board;
6. The maintenance of the memorial or commemoration shall be at the sole
discretion and control of the Fairfax County Park Authority.
The Fairfax County Park Foundation accepts memorial or commemorative donations.
References:
• See Bench and Tree Program information on the Park Foundation website
at http://www.fairfaxparkfoundation.org/projects/benchtree.htm
Fairfax County Park Authority
Policy Manual – March 2008
Policy 501 Operations – General Statement
SUGGEST DELETING – Addressed in MOU and By-laws
The administration and operation of the Park Authority shall be consistent with the policies,
goals and objectives of the Authority. Operational policies and procedures shall consider and
accommodate to the greatest extent possible the needs of the citizens who use the parks and
recreational facilities and shall comply with appropriate standards and good management
practices. Changes in operational policies may be made by the Authority as appropriate.
__________________
Reviewed and Adopted March 26, 2008
Page 500.2
Fairfax County Park Authority
Policy Manual – March 2008
Policy 504 Personnel
SUGGEST DELETING – Addressed in MOU with the County
In accordance with the Memorandum of Understanding between the Fairfax County Board of
Supervisors and the Park Authority, the Authority’s employees shall be administered under the
provisions governing the County's personnel system. Rules and regulations of the Authority
with respect to the rights and responsibilities of employees shall be in conformance with the
Personnel Regulations of Fairfax County as set forth in the Merit System Ordinance.
__________________
Reviewed and Adopted March 26, 2008
Page 500.6
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