The Refund and Credit Policy of the Yorkton Community Development, Parks & Recreation Department has been updated.
“The Refund & Credit Policy was implemented in 1991 with the intent to provide direction to staff as to the process for approving refunds or credits for what was then known as the Programs and Services Division of the Leisure Services Department. Amended in 2000, the policy outlined the requirements for both refunds and credits, as well as the procedure for processing requests,” Department Director Darcy McLeod told the regular meeting of Yorkton Council Monday.
“During this policy review period, the CDPR department also created an internal departmental administrative policy manual in conjunction with the Director of Legislation and Procedures. This involved placing existing administrative policies, related only to the Community Development, Parks and Recreation Department, in one place. The review of the Refund and Credit policy is part of that process.
“The Refund and Credit policy was found to be outdated as financial processes have changed since the last review. The need to streamline processes between the Gallagher Centre and the Gloria Hayden Community Centre resulted in improved clarity of the policy and processes regarding the refunding of program and pass fees. The new policy covers all aspects of the CDPR department, excluding the Deer Park Municipal Golf Course and the S-CAPE Summer Program, both of which have their own policies in place.”
The policy revisions have been made in consultation with the Director of Finance, and the policy fundamentally remains the same. The revisions outline the requirements that need to be met in order for a customer to receive a refund or credit. To be eligible for a full refund or credit, customers must provide their request more than seven days in advance of the start date of the program which is consistent with department booking policies. This notice period is required as staff schedules are set in advance based on program requirements as well as course materials that need to be provided for the programs. It also acts as an incentive to not block multiple spots and inadvertently prevent others from registering in programs. If customers qualify for a refund, they have the option of receiving the refund or placing a credit on their account which can be used for any program or service within the department. The administrative fee remains in place, but has been increased to $10.00 and covers the staff time required to complete the work necessary to update files and process the refund or credit. Also included is a section for freezing or pausing a pass for medical reasons for the duration of the illness or injury, detailed circulated material.
Council was unanimous in supporting the update.
