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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. 25 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. 26 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. 27 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. 28 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) 31 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 �i -d4-1 4 hd kidd e(ki 016) M M i5S 16 n W19 - 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.