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Home My WebLink About2005-03-21; Parks & Recreation Commission; 305-6; Recommended Facility Fee Increases FY 2005-06- TITLE: RECREATION DEPARTMENT’S RECOMMENDED FACILITY FEE INCREASES AND PROPOSED NEW FEES FOR FY 200546 MTG. DATE: I 03/21/05 STAFF: I POPE/LAURO ITEM EXPLANATION: As part of the Recreation Department’s yearly review of fees, the following items were identified as areas that should be considered for a fee increase or implementation of a new fee. This recommendation is requested to keep our fees in line with current market rates and our ability to maintain a 60% self supporting status for program operation. The proposed increases are identified and summarized below. Greater explanation is provided in more detail with Exhibits 1, 2, and 3. 0 INFO ACTION I. 2. 3. 4. Field Rental Fee for Sports Clinics and Camps: The rental fee for Resident Non-Profit groups (category - B) will increase from $3 to $5 for day field use and $9 to $10 for lighted field use per hour. Resident Non-Profit groups-paid management (category - C) will increase for day field use from $5 to $1 0 per hour for Clinic and Camp rentals. Participants pay extra fees to attend these Clinics and Camps that are run by paid instructors. The estimated increase in revenue is $500. Field Rental Fee for Sports Tournaments: The rental fees to Sports Tournaments for Resident Non-Profit groups (category - C), Non-Resident not-for-profit and resident private parties (category - D), Resident Business (category - E), and Non-Resident Business (category - F) will increase from $5 to $10, $5 to $15, $7 to $20, and $7 to $25 per hour respectively for day field use, Also, Resident Non-Profit groups (category - B) will increase from $9 to $10 per hour for lighted field use. Currently sports organizations sponsor special tournaments that bring in large number of non-resident teams. The teams are then charged additional fees by tournament sponsors to enter the tournaments. Estimated increase in revenue is $750. Synthetic Turf Field Use Fee: Staff is recommending to amend the existing category entitled, “Poinsettia Soccer Fields,’’ and modify it to include all “Synthetic Turf Field Use Fees.” This is to assist staff in implementing fees not only for the current Poinsettia Soccer Field, but to lead the way for future synthetic turf fields, such as, Aviara, Pine Avenue Park, and Stagecoach Fields 2 and 3. At this time, there is no change to the existing fees, which were previously applied only to Poinsettia Soccer Field. Create a Facility Use “No Show” Fee - $25: Staff is recommending implementing a “No Show“ fee for Resident Non-Profit groups (category-B) that use the small meeting rooms at no cost. Currently there are meeting rooms at Harding, Stagecoach, and Calavera that Category B groups can schedule at no cost. Many times meetings for these rooms are cancelled (by Category B users) without any notification. Staff will spend time setting up and breaking down room set-ups for these groups, only to have the group not show for their reservation. Staff would like to implement a $25 “No Show“ fee for category-B groups that do not give at least 24-hour notice of cancellation. Categories C through F are charged an hourly rate for these same room reservations. Fees are collected prior to use. If these groups cancel without notice that fee is forfeited. AB# Fee Fee Page 2 Increase I Increase 5. Additional Staff Fee of $15 per hour, per staff person (if necessary) - clarification only: In an effort to eliminate any confusion about the additional staffing fee charge, staff is recommending new wording for the additional fee. As identified in Council Policy 28, Supervisors may require additional staff as needed for certain events, however the fee schedule currently limits the additional charge to $1 5 per hour. Staff suggests the change to clarify that the charge is $1 5 per hour per staff person. This will make it clear to applicants that there is an additional charge when additional staff is required. Current Word inq “An extra staff fee of $15 per hour is required for all recreation usage outside regular operation hours.” Recommended Changes “An additional staff fee of $15 per hour, per staff is required for all recreation usage other than regular operation hours.” 6. Aquatics fees: Staff recommends raising the youthheen (recreation swim) per admission rate from $1 to $2 and charging Carlsbad Unified School District for their “Aquatic P.E.” classes. Total increase in revenue to Aquatic revenue accounts is estimated as $1 3,910. This assumes attendance and pool usage remain at 03-04 levels. 7. Lagoon Permit Fees: No survey was conducted of permit fees, as there is no other comparable program in San Diego County. Lagoon Permit fees for Residents were last changed in 1998. Fees for Non-residents were last changed in 2001. The following chart reflects current and proposed fees. FISCAL IMPACT: The fee increases as outlined above will adjust fees to a range closer to the current market rate and increase the Department's ability to maintain its self-sustaining percentage. The fees recommended for increase are estimated to generate an additional $1,250 per year for Recreation, $1 3,910 in Aquatics, and $3,216 in the Lagoon Permits Program. This assumes attendance and facilitylfield usage remain at 03-04 levels. If the Parks and Recreation Commission concurs, staff will forward the recommendations as part of the fiscal year 2005-06 budget review and adoption process. 1. Staff report - Recommended fees for Department's Facility Rental, February 16,2005 2. Staff Report - Recommended Fees for Aquatics Programs and Facility, February 17,2005 3. Revised Facility Fee Schedule (proposed) 4. Power Point presentation on Proposed Facility Fee increases. .- 1 February 16,2005 TO: RECREATION DIRECTOR VIA: RECREATION SERVICES MANGER FROM: RECREATION AREA MANAGER - STAGECOACH RECOMMENDED FEES FOR DEPARTMENT’S FACILITY RENTALS BACKGROUND The cost of providing a safe environment and operational services to City facilities has increased over the past years. Regular fee increases are recommended as a way to maintain a 60% self supporting status for program operations as set by Council. DEFINITIONS: FEE CLASSIFICATION OF APPLICANTS Category “A” - Parks and Recreation activities; Co-sponsored activities; other City departments. Category c‘B’’ - Carlsbad Resident not-for-profit, civic, social organizations (non-paid management-no voting board member can be paid); any organization sponsoring a public forum or candidates night; public education. Category “C” - Carlsbad resident not-for profit, civic, social organizations (paid management); private educational institutions. Category “D” - Non-resident not-for-profit, educational, civic and social organizations; resident private parties; and locally organized groups whose normal place of meeting is located in the City of Carlsbad. Category “E” - Resident commercial, business, profit making organization, non-resident private party activities. Category “F” - Non-resident commercial, business, political, profit making and religious organizations. RECOMMENDATION Staff recommends the following fee increase for Department Facility Rentals: 1. Facility Rental Fee for S~orts Clinics and Camps Increasing fees for Sports Clinics and Camps for day field use to Category “B” - Resident, Non-Profit Organizations, and Category “C” - Resident, Non-Profit Organization - Paid Management: Current Fees B - $3 c - $5 Recommended Fees B - $5 c - $10 EXHISIT 1 i 1 2. Facility Rental Fee for Sports Tournaments Increasing Fees for Sports Tournaments for day field use to Category “B” - Resident Non-Profit organizations, Category “C” -Resident Non Profit Organizations (paid management), Category “D”- Non-resident not for profit, civic and social organizations, resident private parties, Category “E” - Resident commercial business, non-resident private parties, and Category - “F” - Non-resident commercial businesses. Current Fees B - N/C c- $5 D- $5 E- $7 F- $7 Recommended Fees B-$5 c - $10 D - $15 E- $20 F- $25 3. Facility Rental Fees for Synthetic Turf Fields Increasing fees for Synthetic Turf Fields for Category “B” users - Resident, Non-Profit Organizations: Current Fees Recommended Fees Day Use - B - N/C Light Fee (night use) - B $5 Day Use - B $5 Light Fee (night use) - B $10 4. Schedule Facility Use “No Show” with lack of sufficient notification - $25 Implement a $25 “No Show” fee to “B” Category groups that do not give a 24-hour cancellation notice. 5. Additional Staff Fee of $15 per hour, per staff person, if required for large set-ups - clarification only. Staff recommends clarifying the extra staffing requirement for facility usage as currently outlined in the fee schedule, Council Policy #28-Facility Use Regulations. DISCUSSION The following are justifications for the recommended Department Facility Rental Fee increases. 1. S~orts Clinics and Camps Staff is recommending increasing fees to Category “B” and “C” for sports clinic and camp rentals. The majority of these types of field rental requests are in addition to the youth organizations regular season field use. Participants pay extra fees to attend clinics and camps that are run by paid instructors. These fees have not increased since 2002. 2. Sport Tournaments Staff is recommending increasing fees to category “B” through “I?’ for Sports Tournament rentals. Resident Sports Organizations will sponsor special tournaments that bring in large number of non-resident teams. The teams are then charged additional fees by the tournament sponsors to enter the tournament. These fees have not been increased since 1995. 3. Synthetic Turf Field Use Fee Staff is recommending implementing a new fee title in place of the Poinsettia Soccer field fees. The new fee structure would be labeled “Synthetic Turf Field Use Fees”. This is to assist staff in implementing fees not only for the current Poinsettia Soccer Field, but to lead the way for fbture synthetic turf fields, such as, Aviara, Pine Avenue Park, and Stagecoach Fields 2 and 3. Staff is also recommending increasing fee to Category “B” users for day and light fees (night use). The justification is that there is no down time for maintenance, no closure time for inclement weather, therefore more light use and electrical cost throughout the year. Increased fees will help offset the cost of the synthetic turf fields. 4. Scheduled Facility Use “No Show” with lack of sufficient Notification - $25 Staff is recommending implementing a ‘No Show” fee for Category ‘73‘’ groups that use the small meeting rooms at no cost. Currently there are meeting rooms at Harding, Stagecoach and Calavera that Category “B” groups can schedule at no cost. Many times meetings for these rooms are cancelled (by Category B users) without any notification. Staff will spend time setting up and breaking down tables and chairs for these groups as part of the room reservation. Staff would like to implement a $25 “No Show” fee for Category “B” groups that do not give at least 24 hour notice of cancellation. Categories “C” through “F” are charged an hourly rate for these same room reservations. Fees are collected prior to use. If these groups cancel without notice that fee is forfeited. 5. Additional Staff fee of $15 per hour. per staff (if necessary)- clarification only Staff is recommending making the extra staffing fee more identifiable and clear to potential applicants that use City facilities during non-regular operation hours. As identified in Council Policy 28, Supervisors may impose additional staff as needed for certain events, however the fee schedule currently limits the additional charge to $15. This will make it clear to applicants that there is an additional charge when additional staff(s) is required for larger groups. FISCAL IMPACT The fee increases as outlined above will help the Department’s ability to maintain its self- sustaining percentage. The new fees as proposed for increases are estimated to generate the following revenue: Sports Clinic/Camps $1,000 Sports Tournaments $1,000 Synthetic Turf Fees $10,000 No Show Fee $1.000 Total $13,000 CONCLUSION These proposed fee increases are recommended as a way to support the Department self- sustaining status of 60%. P* * GIAN LAURO C: Senior Management Analyst Management Assistant Attachment: Department Facility Fees - Strike OutiHi Lite FACILITY FEE SCHEDULE AND CLASSIFICATIONS Fees are based on an hourly rate, with a two-hour minimum. An extra staffing fee of $1 5 .OO per hour, is required for all recreation usages other than regular operation hours. For the Swim Complex, if clean-up or more than two lifeguards are required, a staffing fee of $20 per hour per staff is charged. CATEGORIES FAC KITES A B C D E F Harding Community Center Auditorium Recreation Hall Community Room NIC $15 $20 $45 $65 $75 N/C $15 $20 $45 $65 $75 N/C N/C $15 $20 $30 $35 StagecoacWCalavera Community Centers Gymnasium NIC $30 $40 $50 $80 $100 % Gym Rental (New) NIC $15 $20 $25 $40 $50 Activity Room NIC $15 $20 $25 $50 $60 Multi-Purpose Room NIC N/C $15 $20 $30 $40 Kitchen NIC NIC $10 $15 $25 $35 Safety Center Fox Meeting Room N/C $15 $20 $25 $40 $50 Palowski Meeting Room N/C $15 $20 $25 $40 $50 Heritage Hall Granary N/C $15 $20 $45 $65 $75 N/C N/C $13 $15 $25 $30 FACILITY FEE SCHEDULE AND CLASSIFICATION: CARRILL0 RANCH Dailv Rental Fee A B C D E F Cabana & Pool Area dC $500 $600 $700 $850 $1,000 Patio Area dC $200 $300 $400 $500 $600 Rentals of five hours or less will be charged half of the daily rental fee. There will be a $75 charge for each additional hour. Set up and clean up time is included as rental time. 8 L Picnic rental prices according to following group sizes 1-100 / 101 + PARTS A B C D E F Holiday - Gazebo Area NCNC 416 811 5 12/24 15/30 23/45 - Picnic Area NC/NC 416 811 5 12/24 15/30 23/45 S1:agecoachy Calavera, Poinsettia - NC/NC 416 10119 15/30 1913 8 29/56 P:icnic Areas Magee Park - Picnic Area NCNC 416 619 9/15 12/24 18/36 - Open Space (New) NC/NC 416 619 911 5 12/24 . 18/36 L.a Costa Canyon - Upper Area NCNC 416 619 811 5 12/24 18/36 Laguna Riviera - Picnic Area NCNC 416 619 811 5 12/24 18/36 BALI,FIELDS/SOCCER FIELDS A B C D E F Day Use NIC NIC NIC 15 20 25 Lights NIC 5 15 20 25 30 Snack Bars NIC NIC 5 8 10 12 l%+I-Xi- ($500 deposit required) Day Use NIC NIC 15 20 25 30 Light (Night) Use NIC 5 25 30 35 40 swmd COMPLEX WHOLE POOL) A B C D E F N/C $50 $50 $50 $100 $100 CLIN Lights Snack Bar N/C NIC 5 8 10 12 Lights Snack Bar N/C N/C 5 8 10 12 TENNIS COURT (Dailv fee per court) A B C D E F mbad Hi h School NIC NIC 20 30 40 60 NIC NIC 15 20 25 35 NIC NIC 10 15 20 30 Laguna Riwera* PoinsettidS, B agecoacWCalavera* - *No Tournament Play -- NOTYES : 1. There is a two-hour minimum for use of all facilities and a three hour minimum for Park & Picnic Rentals. 2. Dlay Use for the softball fields and tennis courts is from 8:00 a.m. until dark. An additional amount is charged for lights. 3. Building rentals include use of tables, chairs, P.A. and lutchen facilities when appropriate. 4. A minimum of two-hour staffing fee charge will be assessed for field preparation, and subject to staff availability. 5. A $5 fee will be assessed each non-resident player on teams and/or organizations in classifications “B” and “C” that reserve ballfields in excess of 30 calendar days per season. 9 February 17,2005 TO: RECREATION DIRECTOR VIA: 5s RECREATION SERVICES MANAGER w& FROM: AQUATIC SUPERVISOR RECOMMENDED FEES FOR AQUATICS PROGRAMS AND FACILITY BACKGROUND. The cost of providing aquatic programs and facilities has increased substantially over the past several ~. years. Fee increases are recommended as a way to keep the self-sustaining status of aquatic programs up to the Council set goal of 45% or beyond. For fiscal year 03-04, Aquatics was 51 3% self-sustaining. RECOMMENDATION Staff recommends incorporating the proposed Aquatic fee changes into the master fee schedule. Staff recommends charging Carlsbad Unified School District for their “Aquatic P.E.” classes, and raising the youthheen (recreation swim) per admission rate. If the Parks and Recreation Commission and City Council concur, the recommended fee schedule will be incorporated and adopted as part of fiscal year 2005-2006 Operating Budget. DISCUSSION ’ When setting fees, there are many factors to consider. These include the cost to provide the service, what other service providers are charging (the market rate), the ability of the customer to pay (or what the market will bear) and how long it has been since the fee was changed. In addition, the self- sustaining percentage established by City Council for the program is a key consideration. Aquatic staff conducted surveys of pools in the north county area and concludes that Aquatic fees are at or above market range at this time, with the exception of the youthheen admission fee and the pool rental fees. The fee for youthkeen per admission has not changed since 1986, and the market average is now $2.50. The second fee below market range is the per lane/hour rental fees. The per lane/hour rental fees were changed at the beginning of the 03-04 fiscal year (8/1/03), from $2.40 per lane/hour plus staff and utility costs to a flat rate of $5 per lane/hour. The market average is now $7.50. The July, 1983 “CITY-SCHOOL JOINT USE AGREEMENT SWIMMING POOL-CULTURAL ARTS CENTER” stated in paragraph B. Use of Pool ... the “City shall provide free use of the pool by District’s students from 8 a.m. until 11 :I 5 a.m. and 1 p.m. until 2 p.m. on Monday through Friday on those weeks Carlsbad High School is in session ...” (The same Agreement provided for free use by the City of the Cultural Arts Center Monday through Friday). The 1983 Agreement was terminated and a new Agreement entered into in the fall of 2000 (City Council adopted Resolution # 2000-382 at their 12/12/00 Meeting). The current Agreement states ‘I VI. PAYMENT a. The DISTRICT shall pay to the CITY a pool rental fee which shall be set by the City Council by b. The DISTRICT shall pay the rental fee to the CITY for all scheduled and approved use unless resolution after consultation with the DISTRICT’S Business Manager. notice of cancellation of specific swim or water polo practice use is given to the Aquatic supervisor EXHIBIT 2 ’I no less than seven (7) working days in advance. The Athletic Director shall immediately notify the Aquatic Supervisor of any canceled special event use due to unforeseen circumstances.” Historically, the City has only charged the District for use of the pool for the CHS Swim and Water Polo teams. To date, the District has not been charged for the “Aquatic P.E.” classes, even though City staff is required to provide lifeguard service and maintenance for those times. Staff is recommending charging the current per lane/hour rental rate to help the City recover a portion of the cost of providing this service. The following chart reflects programs offered with their current and proposed fees. The proposed fees are supported by a survey of fees charged by other aquatic facilities in the coastal north county area. FISCAL IMPACT Total increase in revenue to Aquatic revenue accounts is estimated as $1 3,910. This assumes attendance and pool usage remain at 03-04 levels. ** Recreation Swim: $6,450 Pool Facility Rental -charge for “Aquatic P.E.“ $7,460. CONCLUSION The cost of providing aquatic programs and facilities has increased in the last several years. These proposed fee increases are recommended to support the Council established self-sustaining status of aquatic programs. ALTERNATIVE If the Aquatics section is to maintain its self-sustaining status, an alternative to charging CUSD for all pool use is to raise the per lanelhour fee for all user groups. Staff would recommend raising the per lane/hour fee from $5 to $6 for non-commercial use and from $10 to $1 1 for commercial use. This would result in about $8,960 in increased revenue from the following groups, based on their lane/hour usage in 03-04: CUSD: $3,880 (non “Aquatic P.E.” use by CHS) C’Bad Boys Age Group Water Polo Club: $1,820 North Shore Aquatics (girl’s) Water Polo Club: $230 North Coast Aquatics (age group) Club Swim Team: $2,700 North Coast Scuba Center (commercial): $330. Carl Pope C: Management Assistant Senior Management Analyst ~1712005 11:15 AM Aq Fees Rec Report %.doc FEES SURVEY 2005 Page 1 FACILITY FEE SCHEDULE AND CLASSIFICATIONS Fees are based on an hourly rate, with a two-hour minimum. An extra staffing fee of $15.00 per hour, is required for all recreation usages other than regular operation hours. For the Swim Complex, if clean-up or more than two lifeguards are required, a staffing fee of $20 per hour per staff is charged. CATEGORIES Harding Community Center Auditorium Recreation Hall Community Room NIC $15 $20 $45 $65 $75 NIC $15 $20 $45 $65 $75 NIC NIC $15 $20 $30 $3 5 StagecoachEalavera Community Centers Gymnasium NIC $30 $40 $50 $80 $100 !4 Gym Rental (New) NIC $15 $20 $25 $40 $50 Activity Room NIC $15 $20 $25 $50 $60 Multi-Purpose Room NIC NIC $15 $20 $30 $40 Kitchen NIC NIC $10 $15 $25 $35 Safety Center Fox Meeting Room NIC $15 $20 $25 $40 $50 Palowski Meeting Room NIC $15 $20 $25 $40 $50 Heritage Hall Granary NIC $15 $20 $45 $65 $75 NIC NIC $13 $15 $25 $30 FACILITY FEE SCHEDULE AND CLASSIFICATION: CARRILLO RANCH Daily Rental Fee A B C D E F Cabana & Pool Area dC $500 $600 $700 $850 $1,000 Patio Area dC $200 $300 $400 $500 $600 Rentals of five hours or less will be charged half of the daily rental fee. There will be a $75 charge for each additional hour. Set up and clean up time is included as rental time. EXHIBIT3 8 Picnic rental prices according to following group sizes 1-100 / 101 + PARKS A B C D E F Holiday - Gazebo Area NC/NC 416 811 5 12/24 15/30 23/45 - Picnic Area NC/NC 416 8/15 12/24 15/30 23/45 Stagecoach, Calavera, Poinsettia - NUNC 416 10119 15/30 19/38 29/56 Picnic Areas Magee Park - Picnic Area NC/NC 416 619 9/15 12/24 18/36 - Open Space (New) NC/NC 416 619 9/15 12/24 . 18/36 La Costa Canyon - Upper Area NC/NC 416 619 8/15 12/24 1 8/36 Laguna Riviera - Picnic Area NC/NC 416 619 811 5 12/24 18/36 BALLFIELDS/SOCCER FIELDS A B C D E F Day Use N/C N/C N/C 15 20 25 Lights N/C 5 15 20 25 30 Snack Bars N/C N/C 5 8 10 12 l%+R- ($500 deposit required) Day Use Light (Night) Use N/C N/C 15 20 25 30 N/C 5 25 30 35 40 SWIM COMPLEX (WHOLE POOL) A B C D E F N/C $50 $50 $50 $100 $100 cLnws/cmm A B C D E F Field N/C 15 20 25 Lights N/C 15 20 25 30 Snack Bar N/C N/C 5 8 10 12 Lights Snack Bar N/C N/C 5 8 10 12 TENNIS COURT (Daily fee per court) A B C D E F Carls a, Hi Sc 00 N/C N/C 20 30 40 60 Laguna Riviera* N/C N/C 10 15 20 30 PomsL$sFigec2acAcalavera* N/C N/C 15 20 25 35 - *No Tournament Play NOTES: 1. ‘There is a two-hour minimum for use of all facilities and a three hour minimum for Park & Picnic Rentals. 2. ]Day Use for the softball fields and tennis courts is from 8:OO a.m. until dark. An additional amount is charged for lights. 3. ]Building rentals include use of tables, chairs, P.A. and kitchen facilities when appropriate. 4. .4 minimum of two-hour staffing fee charge will be assessed for field preparation, and subject to staff availability. 5. .A $5 fee will be assessed each non-resident player on teams and/or organizations in classifications “B” and “C” that reserve ballfields in excess of 30 calendar days per season. 9 1 EXHIBIT 4 2 3 4 5 6