HomeMy WebLinkAbout6.a. Review Parks and Recreation Fees4ROSEMOUNTEXECUTIVE SUMMARY
PARKS AND RECREATION COMMISSION
Parks and Recreation Commission Meeting: November 24, 2014
ISSUE
On an annual basis the Parks and Recreation Commission reviews the Parks and Recreation related
portion of the City's Fees and Fee Policy. Staff typically makes recommendations as to whether the fees
and fee policy should be changed and also provides data to support the recommended changes. Fees are
often set based on trying to offset some of the operating costs and also staying current with other similar
facilities in the market.
Included in the packet is a spreadsheet that compares Rosemount fees to the fees of other similar facilities.
The fees for audio and video equipment rentals will be provided at the meeting. After reviewing the data
that was recently collected, staff is recommending that we consider changes to a number of our fees for
2015. Those fees would include the Community Center Banquet Hall, ice arena prime and summer ice fees
and tournament field fees.
AGENDA SECTION:
AGENDA ITEM: Review of Parks and Recreation Fees
Old Business
PREPARED BY: Dan Schultz, Parks and Recreation
AGENDA NO.
Director
6 a.
ATTACHMENTS: 2014 Fees and a Fee Comparison
APPROVED BY:
Spreadsheets
RECOMMENDED ACTION: To be discussed at the meeting
ISSUE
On an annual basis the Parks and Recreation Commission reviews the Parks and Recreation related
portion of the City's Fees and Fee Policy. Staff typically makes recommendations as to whether the fees
and fee policy should be changed and also provides data to support the recommended changes. Fees are
often set based on trying to offset some of the operating costs and also staying current with other similar
facilities in the market.
Included in the packet is a spreadsheet that compares Rosemount fees to the fees of other similar facilities.
The fees for audio and video equipment rentals will be provided at the meeting. After reviewing the data
that was recently collected, staff is recommending that we consider changes to a number of our fees for
2015. Those fees would include the Community Center Banquet Hall, ice arena prime and summer ice fees
and tournament field fees.
RESOLUTION 2013-98
PARKS AND RECREATION FEES
COMMUNITY CENTER, ARENA, AND FACILITIES
A. Definitions
1. City Groups. Organizations, or Activities (City sponsored activities.)
Includes Rosemount Halloween Festivity, Leprechaun Days, and Shamrock
Awards Banquet.
2. Civic and Non -Profit Groups
Includes civic organizations, political groups, churches, athletic associations,
fraternal groups, charitable groups, and character building organizations devoted to
social, educational, recreational and civic development or other like purposes.
3. Commercial Groups
Includes groups that operate for profit or the purpose of promotion or
advertisement.
4. Governmental Agencies
Includes county, state, federal, and special tax districts serving Rosemount
residents.
5. Non -Resident Groups
Includes groups having more than one-half of their members not living within the
Rosemount City limits.
6. Resident
Any person who maintains a residential address in the City of Rosemount.
7. Resident Groups
Includes groups having more than one-half of their members living within the
Rosemount City limits.
8. School District #196
Includes all directly related school activities including curricular, co -curricular, extra
curricular and all directly controlled school organizations; including Community
Education.
Resident Athletic Groups
Includes RAAA and RAHA.
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RESOLUTION 2013-98
B. Priority for Scheduling Facilities
Purpose
Due to the large number of organizations that request Community Center facilities,
the City Council has deemed it necessary to group by activity these organizations and
establish a priority in order to insure that Community Center facilities are made
available so as to best meet community needs.
2. Priority of Users
a. National Guard
b. Rosemount Parks and Recreation programs
c. Community events
d. All others
3. Permits and Rental Agreements
Uses may be determined by permit, contract or rental agreement on such terms as
mutually agreed upon.
C. Facility Fees
Purpose
The City Council establishes the following user classifications for the purpose of
setting fees. Specific fee charges are dependent on the purpose of the activities, type
of group, facility that is requested and special services and/or equipment needed,
with consideration to the market place and such other factors as may be deemed
relevant. A fee schedule will be established by the City Council after review and
recommendation of the Parks and Recreation Commission. The fee schedule will be
reviewed as necessary but not less than annually by the Parks and Recreation
Commission. Under supervision of the Parks and Recreation Director, the
management staff at the Community Center would have the ability to negotiate for
last minute rentals, long term rentals, and special events in order to maximize use of
the Community Center. Staff would provide quarterly exception reports.
2. Fee Class of Users
Class 1: City sponsored activities
Class 2: Residents, resident civic, resident non-profit groups, ISD 196 schools,
other Rosemount schools, and resident commercial groups.
Class 3: Non-residents, non-resident civic, non-resident non-profit groups, and
other governmental agencies, and non-resident commercial groups.
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RESOLUTION 2013-98
3. Fees
a. Auditorium
Auditorium alone:*
FEE CLASS HOURLY RATE 8 HOURS OR MORE
Class 1 Fees based upon cleaning and set-up costs and other costs directly
associated with the event
Class 2 $50 + tax per hour $350 + tax
Class 3 $65 + tax per hour $500 + tax
Auditorium with the Banquet Room and adjoining Lobby:* (all day fee)
FEE CLASS SATURDAY FEE FRIDAY FEE WEEKDAY FEE
(Sun-Thurs)"
Class 1 $700 + tax Fees based upon cleaning and set-up costs and other
costs directly associated with the event.
Class 2
$850 + tax
$750 + tax
$400 + tax
Class 3
$1,200 + tax
$1,100 + tax
$650 + tax
* A fee + tax will be assessed if using audio-visual equipment other than microphones and standard
lighting. (see 3 e. for Audio Visual Equipment fees)
** Add $150 + tax for Sunday — Thursday rentals scheduled past 10:00 p.m., no later than
midnight.
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RESOLUTION 2013-98
b. Banquet Room
FEE CLASS SATURDAY FEE FRIDAY FEE WEEKDAY FEE
(Sun-Thurs)**
Class 1 $550 + tax Fees based upon cleaning and set-up costs and other
costs directly associated with the event.
Class 2 $700 + tax $600 + tax $300 + tax
Class 3 $900 + tax $800 + tax $350 + tax
** Add $150 + tax for Sunday — Thursday rentals scheduled past 10:00 p.m., no later than
midnight.
c. Classrooms
FEE CLASS PER CLASSROOM
Class 1 Fees based upon cleaning and set-up costs and other costs directly
associated with the event.
Class 2 $25 + tax per 3 hours per Classroom
Class 3 $30 + tax per 3 hours per Classroom
Regular use of the Classrooms:
The Classrooms will be available for regular meetings. An organization in Fee Class 2 that is a
resident civic or resident non-profit group can reserve one Classroom at no charge for one meeting
per month. Dependent upon space availability, Rosemount Community Center Staff will
coordinate the free meeting space to best accommodate multiple users. An organization can
reserve up to one year in advance of the reservation period, and is charged a non-refundable $25
reservation fee. An additional fee may be assessed relating to cleaning and setup costs.
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RESOLUTION 2013-98
d. Gymnasium
FEE CLASS FULL GYM FULL DAY
Class 1 Fees based upon cleaning and set-up costs and other costs directly associated
with the event
Class 2 $30 + tax per hour $200 + tax
Class 3 $50 + tax per hour $400 + tax
Banquets or dance events in the Gymnasium will be charged Banquet Room rates.
Groups of 50 or more using the Gymnasium will be charged a custodial fee of $20 per hour of use.
e. Audio Visual Equipment
Easels, paper and markers may be rented for $15 + tax per use. (Easels are free of charge if no
paper and markers are requested.) The remaining equipment including the overhead projectors,
sound box and TV/VCR's may be rented for $10 + tax per use. There is no charge for use of
microphones and lecterns. A portable LCD projector may be rented for $100 + tax per use, subject
to availability. A sound box may be rented for $10.00 +tax per use.
f. Arena
Prime Time Ice $195 + tax per hour (During Prime Season)
Non Prime Time Ice $125 + tax per hour (During Prime Season)
Summer Ice $125 + tax per hour
Prime Ice Season: January, February, March, September, October, November and December
Summer Ice Season: April, May, June, July and August
Prime Time Rental Hours: Monday — Sunday 7:00 a.m. — 10:00 p.m.
Non -Prime Rental Hours: Monday — Sunday 10:00 p.m. — 7:00 a.m.
Dry Floor Events: Fees + tax to be negotiated by management staff
Public Skating Fees:
Evening and Holiday Vacation
$4.00 tax included
Daytime Public Skating Fee
$2.00 tax included
Daytime Youth Open Hockey
$2.00 tax included
Open Skate Passes
8 for $20.00 tax included
Skate Sharpening
$4.00
Skate sharpening Passes
8 for $20.00 tax included
Adult Opening Hockey
$4.00 tax included
29
RESOLUTION 2013-98
The order of priority for scheduling of ice time to major users (+200 hours per year) is as follows:
1. Community Center sponsored programs (Open Skating, Learn to Skate, events, etc.)
2. Rosemount High School Girls and Boys Hockey games and practices, based on limits
mutually agreed upon.
3. Rosemount Area Hockey Association
4. Other hockey associations or organizations requesting 200 or more hours per year.
After the above groups have been scheduled consecutively, ice time for secondary users (less than 200 hours per
year) zvill be scheduled on a first come, first served basis.
5. Cancellations: Cancellations will be subject to 50% of the rental fee.
4. Deposits
a. Specific to Banquet Room events, a damage deposit of $300 is required two weeks prior to
the event. As to the Auditorium and Gymnasium, depending on the type of event and group
size, a damage deposit of up to $300 may be added to rental charges. Pending the rental space
does not incur any damages; the deposit will be refunded within 21 days after the event date.
b. Specific to the Auditorium, Banquet Room and Gymnasium, a non-refundable rental deposit
of one-half the fee is required within two weeks of permit issue. The renter will forfeit the
reservation if the rental deposit is not received within two weeks after the permit issue date.
The balance of the room fee is due two weeks prior to the event.
c. Specific to the Ice Arena, a non-refundable deposit of 50% of the total contract price is
required upon receipt of the Ice Arena contract for use. The remainder of the contract shall be
paid before the group gets on the ice. RAHA and RHS (ISD 196) are exempt from paying a
deposit and will make full payment for the previous month's ice bill.
d. Specific to the Classrooms, the rental fee is required with the signed permit. The reservation
is not confirmed until both the signed permit and the fees are paid.
30
RESOLUTION 2013-98
II. OUTDOOR FACILITIES
A. Park Facility Priority Use
All City of Rosemount Parks and Recreation Activities will be given priority; all facilities will be
scheduled to accommodate these activities. After all Parks and Recreation activities have been
scheduled accordingly, then requests will be granted to other users in order of their priority as listed
below. User Groups 2, 5, 6 and 7 are charged facility fees for tournaments and camps only. Fees
are not charged for regular season play.
1. City Sponsored Events - All Parks and Recreation Activities which include, but are not limited
to, adult leagues, tournaments, playground programs, special events, etc.
2. RAAA, Dakota Rev and RAHA
3. Rosemount Non -Profit and Civic/Service Groups
4. Rosemount Residents
5. Rosemount ISD 196 Schools
6. Rosemount Non -Public Schools
7. Rosemount Colleges and Universities
8. All Other Requests
B. Facility Fees
Erickson Softball Complex and Tournament Fees:
Athletic Fields (Ball, Soccer) $40 + tax/field/day
Field Maintenance $35/hour or cost incurred by City
Chalk Cost incurred by City
Field Dry Cost incurred by City
2. Park Shelter Fees:
Open Shelter (does not include other $30 + tax/day (Resident)
park amenities) $50 + tax/day (Non -Resident)
Enclosed Shelter (does not include
other park amenities)
Amphitheater (comes with use of
Central Park Shelter)
$80 + tax/day (Resident)
$130 + tax/day (Non -Resident)
$150 + tax/day (Resident)
$250 + tax/day (Non -Resident)
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RESOLUTION 2013-98
3. Non -League Facility Fees:
Fields (Ball, Soccer) $40 + tax/field/day
Tennis Court $10 + tax/court/4 hours
Hockey Rink $15 + tax/rink/4 hours
Volleyball Court $10 + tax/court/day
4. Camps $40 + tax/field/day (Resident)*
$55 + tax/field/day (Non -Resident)*
* Direct Maintenance Fees for camps will be added to rental
fees
5. Independent League Field Fees:
Fields (Ball, Soccer, Outdoor Rinks)
Other Fees:
DCTC Soccer Lights
Portable Toilet
Damage Deposit
Lost Key Fee
$300 + tax/team/12 week season
$35 + tax
Based upon price quoted by toilet provider
$150 for all events (refundable)
$50 per key
Cancellations will be subject to 50% of the rental fee. No refunds for inclement weather
32
III. THE ROSEMOUNT STEEPLE CENTER FEES
ASSEMBLY HALL
(Theater Seating Capacity 204)
(Banquet Seating Capacity 192)
• Seating is dependent on room
configuration, including space
for wheelchairs.
• Assembly Hall is 36 ft. X 70 ft.
• Stage is 23' to 38' wide and up
to 28' deep.
• Banquet seating for up to 192
at 5 -foot round tables.
• Long term or multiple day
rental prices are negotiated by
staff.
• Users are to provide their own
specialized lights, sound and
support staff.
• Gathering Space (Lobby area)
is 30 ft. x 55 ft. and has a
maximum capacity of 30 (with
tables and chairs).
ADDITIONAL FEES:
EQUIPMENT RENTAL:
Monday -Thursday Friday
4 -Hour Rental Block 6 -Hour -Rental Block
or
14 -Hour Rental Block
4 -Hour Rental
5:00 pm — 9:00 pm*
Resident: $100.00
Non -Resident: $140.00
($30/hr. additional)
*Day -time hours
dependent upon request.
6 -Hour Rental
9:00 am - 3:00 pm
Or
5:00 pm — 11:00pm
Resident: $150.00
Non -Resident: $210.00
($30/hr. additional)
Or
14 -Hour Rental
9:00 am - 11:00 pm
Resident: $350.00
Non -Resident: $ 49 0.00
RESOLUTION 2013-98
Saturday Sunday
14 -Hour Rental Block 5 -Hour Rental Block
Or
12 -Hour Rental Block
14 -Hour Rental
9:00 am - 11:00 pm
Resident: $350.00
Non -Resident: $490.00
5 -Hour Rental
9:00 am - 2:00 pm
Or
4:00 pm - 9:00 pm
Resident: $125.00
Non -Resident: $175.00
($30/hr. additional)*
12 -Hour Rental
9:00 am -9:00 pm
Resident: $300.00
Non -Resident: $420.00
$200.00 Refundable Damage Deposit per event
$210.00 Security Fee if alcohol is served (see Alcohol Policy)
Item:
Individuals/ organizations using the facility may rent a Screen Rental
portable screen, TV/DVD and/or an LCD projector. LCD Rental
TV / DVD Rental
33
Fee:
$25/per event + tax
$100/per event + tax
$25/per event + tax
RESOLUTION 2013-98
IV. PARK DEDICATION FEES
A. Park Dedication Fees
Park dedication fees are outlined in City Subdivision Ordinance and City Ordinance No.
XVII. 103
and .107 which states:
In all new residential subdivisions, the City shall require that a sufficient portion of such land
be set aside and dedicated to the public for parks, playgrounds or other public use exclusive
of property dedicated for streets and other public ways. It shall be presumed that a sufficient
amount of land has been dedicated for parks and playgrounds for the present and future
residents of the subdivision, if the subdivider dedicates at least 1/25 of an acre per dwelling
unit that can be constructed in the subdivision. The City upon consideration of the particular
type of development proposed in the subdivision may require larger or lesser amounts of land
be dedicated if the City determines that the present and future residents of the subdivision
would require greater or lesser amounts of land for such purposes. The City shall determine
whether cash in lieu of land dedication is more appropriate. The amount of cash dedication
shall be determined by multiplying the number of acres otherwise required to be dedicated by
the average value of comparable undeveloped land set by resolution by the City Council.
In all new commercial and industrial subdivisions, it shall be presumed that a sufficient
amount of land has been dedicated to serve the needs of the resident and working population
if the sub divider dedicates at least ten percent (101/6) of the land in the subdivision for parks,
recreation and usable open space. The City upon consideration of the particular type of
development proposed in the subdivision may require larger or lesser amounts of land to be
dedicated if it determines that the present and future residents of the subdivision would
require greater or lesser amounts of land for such purposes. The City shall determine
whether cash in lieu of land dedication is appropriate. The amount of cash dedication shall
be determined by multiplying the number of acres otherwise required to be dedicated by the
average value of comparable undeveloped land set by resolution of the City Council.
Land Values for the dedication of land and/or cash contribution:
New residential subdivision $85,000/acre
Commercial subdivision
Industrial subdivision
$90,000/acre
$50,000/acre
Business Park development $85,000/acre
34
Fee Comparison Information
Community Centers
Area/City
RCC
Apple Valley
Eagan
Inver Grove Hts
Royal Cliff
Lost Spur Golf Course
Banquet room
Class 1 Saturday: $550;
Valleywood Golf Course:
Friday - $1,400
National Guard Gymnasium:
Friday - $750 (min food purchase
Friday $600 (min food purchase of
Friday $125/hour (4 hour minimum
Saturday - $1,750
Wedding Package
$3,500)
$3,000)
Sun -Fri Fees based on set-up and
with 1,500 food purchase)
Dec— March $1,350
$800 Resident
Saturday - $875 (min food purchase
Saturday $800 (min food purchase of
clean up of event.
Class 2 Saturday- $700;
Saturday $175 per hour (4 hour
$1,100 Non -Resident
$5,000)
$4,000)
Friday: $600; Sun -Thur $300
minimum with $1,500 food purchase)
Sunday —Thursday;
Sunday - $495 (min food purchase
Sun —Thur $75 per hour( 2 hour
$340 Sam — Noon
$2,500)
Class 3 Saturday: $850;
minimum with $750 food purchase)
$850 8am —11pm
Maximum = 250 People
Friday: $750; Sun -Thur $350
Maximum = 500 people
Class 4 Saturday: $900,
Maximum =176 people
Maximum = 350 People
Friday: $800; Sun -Thur $400
Hayes Community Center & Senior
Center:
*Add $100 for Sun-Thurs events
Yellowstone Room -
past 10:OOpm
$120 per hour Fri/Sat
$90 per hour Sun —Th
Maximum = 300 people
$260 Security fee if serving alcohol
$500 Damage Deposit
Maximum = 224 people
Gym
Full Gymnasium Daily Usage
$100 per hour
$60 hour Resident/Non (Sept —
Athletic Use:
$425 full day
Mar)
$60 Resident,
Class 1 Fees based on set-up and
$500 tournaments/dances/large
$75 Non -Resident
clean up of event
events
$45 hour resident/non (Apr —
Weekday: $80 Resident and
Class 2 $30 per hour $200
Aug)
$90 Non -Resident
All Day (Sat. or Sun.) $630
Class 3 $40 per hour $300
Class 4 $60 per hour $450
Resident, $850 Non -Resident
%. gym
No %gym rental
No N gym rental
$35 hour Resident/Non (Sept—
Mar)
$23 hour resident/non (Apr—
Aug
Classroom
Class 1 Fees based on set-up and
$30 plus
Board Room (35 capacity) $23
Armory Room; $30 per hour
clean up of event
Rooms hold up to 30 people
hour Resident, $27 Non-
Resident,
Class 2 $25 per 3 hours
Monday — Friday;
Resident
$40 per hour Non -Resident
Class 3 5530 per 3 hours
8:15am — Noon & 12:30pm — 5:30pm
Lone Oak (100 Full ) $52 hour
Community Room; $35 per
Class 4 30 per 3 hours
Saturdays: 8:15am — 1pm & 2pm —
Resident, $56 Non -Resident
hour Resident
7pm
(50 Half) $35 hour
$45 per hour Non -Resident
Sundays; 7am - Noon
Oasis (60 Capacity) $52
Resident, $56 Non -Resident
North, Central or South ( 15
capacity) $17 Resident, $19non
Indoor Ice Time 2014-2015
Type of Ice/
city
Rosemount
IGH
Apple Valley
Eagan
Farmington
Lakeville
St. Thomas
Burnsville
Prime
$195
$205
$215
$200
$210
$215
$220
$220
Non — Prime
$125
$140
$215
$135
$155
$215 ( Neg.)
$145
$95-185
Summer
$125
$140
NA
$140
NA
$160
$145 (Neg)
$190/195
Summer non
prime
$125
$125
N/A
$140
Neg)
(
NA
$160 (Neg)
$145 (Neg)
Negotiated
Proposed fees
NA
NA
Na
$205
NA
$225
$220
$220
for 2015-2016
Parks (2014)
Facility/City
Rosemount
Farmington
Apple Valley
Eagan
Inver Grove Heights
Lakeville
Tournament Fee
$40/day/field
$60 /day/field
Per day/field
Per day/field
$175R/$20ONR per field per day;
$300R $400NR
$45 associations
Youth $61Res $122 Non -Res
$75 indiv./NPO's
Adult $87/Res $174 Non -Res
$75 per field/per day for youth associations
$100 For -Profits
Open Air Shelter
$3511 $SONR
$55 / half-day
$40 small
All day $149 Res/$186 NR
$60R/$80NR; both per 5 hour block
$5011 $75NR
$80 /full-day
Half day $100 Res/$125 NR
$60 large
Enclosed Shelter
$80R $130NR
NA
$60
$60R/$80/NR; both per 5 hour block
$65R $90NR
All day $149 Res/$186 NR
Half day $100 Res/$125 NR
Amphitheater
$15011 $250NR
NA
NA
Band shell $62 Res/$78 NR per hour
n/a
NA
Non -League
$40/day/field
$50 /field/day
Per 2 hours
Same as tourney fee above
$55R/$75NR softball
$4011 $50NR
field fee
$30 associations
(Ballfield only)
$45 indiv./NPO's
$75R/$95NR baseball (both for 2 hour block)
$65 For -Profits
Independent
$300 12 week
$12/participant for youth
NA
Adults up to 9 games $270R $541NR
$40R $50NR
League
under 18 plus porta-
More than 9 games $39 Res/$78 NR
potty costs
per game
Camps
$45/day/field R
Less than 4 hours:
Same as tourney/non-league field fee
$40 per 2 hour block
$4011 $55NR
$55/day/field NR
$50 associations
$65 indiv./NPO's
+ extra maint
$80 For -Profits
Youth Traveling
4 hours+:
Soccer $108/team
Teams (Athletic
$100 associations
Lacrosse $51/team
Associations)
$125 indiv./NPO's
FB $38/team
$150 For -Profits
BB/SB $28/team practice fee for season
BB/SB $16/game
NA
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AUDIOVISUAL CHARGES
City of Eagan Community Center;
There is a "drop — down" LCD Projector in The Oaks Room ONLY.
The client can rent that projector for $50 for length of event and rent the drop down screen for $30 for
length of their event. They have a built in sound system that includes a microphone that can be accessed
for $20 also.
The City of Eagan has offered a "PACKAGE" for $90 in The Oaks Room, which includes the LCD + screen +
microphone for a 2 hour time frame.
The other meeting rooms contain drop down screens at no charge. They can rent the LCD for $50.
City of Apple Valley;
They indicated they have portable lecterns with a microphone. They do not rent out their LCD projector.
The Apple Valley Community Center and Senior Center do not charge clients for their audiovisual
equipment.
Valleywood Golf Course Building has been getting more meeting rentals. A $50 charge for audiovisual
equipment is added to the customers' room rental. They mentioned about 95% of those charges are
waived because of the customers that return on a regular basis to rent meeting space from Apple Valley.
City of Inver Grove Heights;
They indicated they do not rent out their LCD projector. They have easels, TV/DVD, and a PA system in
their gymnasium and do not plan to increase those fees.