Mountain House staff proposes new indoor rental rules and fees as bookings surge

Staff member Laura presented a draft indoor facility rental policy to the Mountain House Parks and Recreation Commission, saying the district has seen a large jump in demand: "indoor facility rentals have increased 122% from this time. From last year, revenue has increased 218%," she said.

The draft keeps current base fees but introduces several operational changes intended to reduce last‑minute workload and better protect facilities. Key proposals: require applications 60 days in advance with a 30‑day "drop‑dead" deadline for completed paperwork; add a distinct damage deposit in addition to a room deposit; allow long‑term rentals with a monthly payment plan; and limit last‑minute changes (the first change is free; subsequent changes within 14 days incur a $25 fee). Laura also told commissioners that insurance would remain mandatory: "Insurance is indeed required no matter how small or big the rental is, facility rental or even a picnic rental," she said.

The draft clarifies prohibited items (no open flames or incense; Sterno canisters allowed when used for heating food), requires a dumpster for combined Unity Center A+B events or outdoor plaza events with attendance above 150, and formalizes a room layout review process using new software to ensure capacity and table/chair needs are met.

Commissioners spent much of the discussion on fees and access. Alternate Commissioner Sharma suggested incentivizing online applications, proposing a lower online application fee: "If maybe $25 for online," she said. Several commissioners urged clearer criteria for when janitorial or security charges apply, and one commissioner proposed consolidating the room and damage deposits into a single, larger deposit to reduce public confusion. Others countered that separate deposits better distinguish reservation guarantees from potential damage liability. Commissioners also expressed concern that current weekend rates appeared high to residents and asked staff to reassess weekend surcharges as part of a broader fee study.

Staff said the fee schedule will be reassessed and brought back to the commission for formal approval. Laura said the commission can suggest edits tonight and staff will return the revised policy for a vote next month; no votes on policy changes were taken at the meeting.

Next steps: staff will revise the draft to reflect commissioner feedback, complete a comparative fee assessment, and present a final policy and fee schedule for the commission's consideration at a future meeting.