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HomeMy WebLinkAbout6.b. Parks and Recreation Fees4ROSEMOUNTEXECUTIVE SUMMARY PARKS AND RECREATION COMMISSION Parks and Recreation Commission Meeting: November 26, 2018 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 are spreadsheets that compare Rosemount facility fees to the fees of other similar facilities. After reviewing the data that was recently collected, staff is recommending that the City notify the Rosemount Area Hockey Association that we will be recommending a small increase in fees for 2020, so that they will have time to build the increase into their fees. Staff would like for the Commission to review the fees and consider recommending approval of the fees for 2019. AGENDA SECTION: AGENDA ITEM: Parks and Recreation Fees Old Business PREPARED BY: Dan Schultz, Parks and Recreation AGENDA NO. Director 6 b. ATTACHMENTS: 2018 Fees and Comparison of Fees APPROVED BY: dls RECOMMENDED ACTION: Motion to recommend the City Council approve the 2019 Parks and Recreation Fees as proposed in the packet. 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 are spreadsheets that compare Rosemount facility fees to the fees of other similar facilities. After reviewing the data that was recently collected, staff is recommending that the City notify the Rosemount Area Hockey Association that we will be recommending a small increase in fees for 2020, so that they will have time to build the increase into their fees. Staff would like for the Commission to review the fees and consider recommending approval of the fees for 2019. PARKS AND RECREATION FEES COMMUNITY CENTER, ARENA, AND FACILITIES A. Definitions 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. 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. Resident Any person who maintains a residential address in the City of Rosemount. 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, extracurricular and all directly controlled school organizations; including Community Education. 9. Resident Athletic Groups Includes RAAA and RAHA. 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 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. 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. 2 3. Fees a. Auditorium Auditorium alone:* FEE CLASS HOURLY RATE 8 HOURS OR MORE Class 1 No fee for City sponsored events. Class 2 $50 per hour $350 Class 3 $65 per hour $500 Auditorium with the Banquet Room and adjoining Lobby:* (all day fee) FEE CLASS SATURDAY FEE FRIDAY FEE WEEKDAY FEE (Sun-Thurs)" Class 1 No fee for City sponsored events. Class 2 $850 $750 $400 Class 3 $1,200 $1,100 $650 * 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 for Sunday — Thursday rentals scheduled past 10:00 p.m., no later than midnight. 3 b. Banquet Room FEE CLASS SATURDAY FEE FRIDAY FEE WEEKDAY FEE (Sun-Thurs)** Class 1 No fee for City sponsored events. Class 2 $750 $650 $350 Class 3 $950 $850 $400 ** Add $150 for Sunday — Thursday rentals scheduled past 10:00 p.m., no later than midnight. C. Classrooms FEE CLASS PER CLASSROOM Class 1 No fee for City sponsored events. Class 2 $25 per 3 hours per Classroom Class 3 $30 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. 0 d. Gymnasium FEE CLASS HOURLY FULL DAY Class 1 No fee for City sponsored events. Class 2 $35 + tax per hour $200 + tax Class 3 $55 + 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 $205 + tax per hour (During Prime Season) Non Prime Time Ice $125 + tax per hour (During Prime Season) Summer Ice $ 135 + 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 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) will 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. 9 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 1. 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) 7 Non -League Facility Fees: Fields (Ball, Soccer) Tennis Court Hockey Rink Volleyball Court $40 + tax/field/day $10 + tax/court/4 hours $15 + tax/rink/4 hours $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 Independent League Field Fees: Fields (Ball, Soccer, Outdoor Rinks) 6. 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 7. Cancellations will be subject to 50% of the rental fee. No refunds for inclement weather III. THE ROSEMOUNT STEEPLE CENTER FEES Monday -Thursday Friday Saturday Sunday Assembly Hall MEPLE CENTER A111.1"", 6 -Hour Rental Block 9:00 am - 3`:00 pm OR 5:00 pm —11:00 pm 2018 Rental Rates Assembly Hall Full Day Rental Block 9:00 am -11:00 pm All rentals are tax exempt. Full Day Rental Block 9:00 am -11:00 pm ASSEMBLY HALL ` 3 -Hour Min. Rental 6 -Hour Min. Rental Full Day Rental 5 -Hour Min. Rental Resident: $135 Non -Resident: $180 Resident: $270 Non -Resident: $360 Resident: $630 Non-Resident:$840 Resident: $225 Non -Resident: $300 (2,520 sq. ft., 36'x70') (Stage: 23'-38'wide,up to28'deep) Theater Seating Capacity: 204 Capacity With Tables/Chairs; 192 Additional Hours Full Day Rental Additional Hours Resident: $45/hr Resident: $630 Resident: $45/hr Available Hours: Sun,2pm-9pm Non Resident: $60/hr Non-Resident:$840 Non Resident: $60/hr Mon-Thurs, 8 am-9pm Fri -Sat, 9 am-11pm 3 -Hour Min. Rental 3 -Hour Min. Rental 6 -Hour Min. Rental 5 -Hour Min. Rental Resident: $60 Between Sam — Spm Resident: $150 Resident: $125 Resident: $75 Non -Resident: $75 Non -Resident: $180 Non -Resident: $150 ROOM #100 Non-Resident:$90 With Tables/Chain Capacity: 60 Additional Hours Additional Hours Additional Hours Resident: $20/hr Resident: $25/hr Resident: $25/hr 3'Square Cord Tables (up to 15) 6 -Hour Rental Available Hours: Sun-Thurs, Sam — 9pm, Fri-Sat,9am—Ilpm Non Resident: $25/hr After 5 pm Resident: $150 Non -Resident: $180 Non Resident: $30/hr Non Resident: $30/hr Additional Hours Resident: $25/hr Non Resident: $30/hr 3 -Hour Min. Rental 3 -Hour Min. Rental 6 -Hour Min. Rental 5 -Hour Min. Rental Resident: $75 Between 8am — Spm Resident: $180 Resident: $150 Resident: $90 Non -Resident: $90 Non -Resident: $210 Non -Resident: $175 ROOM #200/201 Non-Resident:$105 With Tables/Chairs Capacity: 80 Additional Hours Additional Hours Additional Hours Resident: $25/hr Resident: $30/hr Resident: $30/hr 8'BanquetTables (up to 10) 6 -Hour Min. Rental After Spm Resident: $180 Non -Resident: $210 Available Hours: Sun-Thurs, Sam — 9pm Fri-Sat,9am-11pm Non Resident: $30/hr Non Resident: $35/hr Non Resident: $35/hr Additional Hours Resident: $30/hr Non Resident: $35/hr 10 3-Hour Min. Rental 3-Hour Min. Rental 6-Hour Min. Rental 5-Hour Min. Rental Resident: $45 Betweeen 8am-5pm Resident: $120 Resident: $100 Resident: $60 Non-Resident: $60 Non-Resident:$150 Non-Resident: $125 ROOM #202 Non-Resident: $75 With Tables/Chairs Capacity: 48 B'BanquetTables (up to 6) Additional Hours 6-Hour Min. Rental Additional Hours Additional Hours Resident: $15/hr Resident: $20/hr Resident: $20/hr After 5 pm Non Resident: $20/hr Non Resident: $25/hr Non Resident: $25/hr Available Hours: Resident: $120 Sun-Thurs, 8am-9pm ' Non-Resident: $150 Fri-Sat, 9am —11 pm Additional Hours Resident: $20/hr Non Resident: $25/hr CONFERENCE ROOM 3-Hour Rental 3-Hour Rental Capacity. 8 Resident: $25 Resident: $25 Not Available Not Available Only Available M-F, 8om-4:30pm Non-Resident: $30 Non-Resident: $30 ADDITIONAL FEES: $300 Refundable Damage Deposit* $266 Security Fee if alcohol is served (see Alcohol Policy) $200 Change over fee (ex: Ceremony to Reception) *Damage Deposit required for rental of Assembly Hall only. EQUIPMENT RENTAL: ITEM: FEE: Screen Rental $25 / per event- plus tax LCD Rental $100 / per event- plus tax 10 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 state: 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 (10%) 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 Low density Residential Medium density Residential High density Residential Commercial subdivision Industrial subdivision Business Park development 11 $85,000 per acre/$3,400 per unit $95,000 per acre/$2,850 per unit $125,000 per acre/$2,500 per unit $90,000/acre $50,000/acre $85,000/acre 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: $600; Valleywood Golf Course: The Oaks(full room): National Guard Gymnasium: Full room -350 people Friday $650 (min food purchase of APRIL -OCTOBER Friday - $1,400 Wedding Package $1200 for 8 hours $3,000) Sun -Fri Fees based on set-up and M —Th: $300 (6hours), F-$800, Sat- Saturday - $1,750 $900 Resident $800 for 4 hours Saturday $850 (min food purchase of clean up of event. $1200, Sun -$1300, Holidays -$3000 (all Dec— March $1,350 $1300 Non -Resident $100 additional per hour $4,000) Class 2 Saturday: $750; 10 hours). Sunday -Thursday $500 (min food Friday: $650; Sun -Thur $350 NOVEMBER -APRIL Sunday — Thursday & Fridays Maximum: 300 Half room -175 people purchase of $2000) Class 3 Saturday: $950; M -Th: $200, F-$650, Sat -$800, Sun- December - March; $600 for 8 hours $1000, Holidays -$2000. $475: 7am --11am $400 for 4 hours Friday: $850; Sun -Thur $400 Maximum = 176 people $875: 7am —4pm $75 per additional hour Maximum = 325 People Damage Deposit $500 $950 7am —11pm *Add $150 for Sun-Thurs events past 10:00pm(no later than Apple Valley Senior Center: Maximum = 350 People midnight) Yellowstone Room —Non-commercial groups and individuals: Maximum = 300 people $140 per hour Fri/Sat $110 per hour Sun — Th $260 Security fee if serving alcohol $500 Damage Deposit Maximum = 224 people Gym Full Gymnasium Daily Usage Apple Valley Community Center $60 hour Res & Non (Sept—Apr) Athletic Use: Non-Comm/Ind:$100 per hour $69 Hr Resident, Class 1 Fees based on set-up and $425 full day $45 hour res & Non (May—Aug) $79 Hr Non -Resident clean up of event Comm/For profit: $180/$800 Class 2 $35 per hour $280 Non -Athletic Use: Class 3 $55 per hour $440 Resident $90 per day Non - Groups of 50 or more =$20 hr Resident $100 per hour Custodial Charge Y/ gym No h gym rental No % gym rental $35 hour Resident/Non (Sept — Apr) $23 hour resident/non (May — Aug Classroom Class 1 Fees based on set-up and Apple Valley Community Center Board Room (35) $25hr Res, Armory Room; $37 per hour clean up of event Non-commercial groups/individuals: $30 Non Resident, Class 2 $25 per 3 hours $20 per hour for one room. Lone Oak (100) $52 hr Res, $56 $47 per hour Non -Resident $32 per hour for double room. hr Non Community Room; $42 per Class 3 $30 per 3 hours Comm/For Profit: $35/$45 (Half)$32hr Res & $35hr Non hour Resident Oasis (60)$55hr Res, $60hr Non $52 per hour Non -Resident North, Central or South (15) $18 Resident, $20 Non Fee Comparison Information Parks Facility/City Rosemount Farmington (2019 Apple Valley 2018 & Eagan 2018+2% proposed. Not final Inver Grove Heights Lakeville proposed) 2019 (staff yet recommendation) Tournament Fee $40/day/field $65 /day/field Per day/field Per day/field $185R/$210NR per field per day; $500R $600NR $SO associations Youth $64Res $127 Non -Res $100 indiv./NPO's Adult $90/Res $180 Non -Res $85 per field/per day for youth associations $150 For -Profits Open Air Shelter $3511 $50NR $65 / half-day $40 small All day $60 Res/$76 NR $60R/$80NR; both per 5 hour block $5511 $80NR $90/full-day Half day $41 Res/$52 NR $60 large Enclosed Shelter $80R $130NR NA $60/ day with $60R/$80/NR; both per S hour block $100R $150NR $100.00 deposit All day $155 Res/$194 NR Half day $104 Res/$130 NR Amphitheater $150R $250NR NA NA Band shell $65 Res/$81 NR per hour n/a NA Non -League $40/day/field $55 /field/day/youth Per 2 hour min Same as tourney fee above. $60R/$80NR softball $5011 $60NR field fee $30 (Ballfield only) $55/field/day/adult $50 indiv./NPO's $80R/$100NR baseball (both for 2 hour block) $70 For -Profits Independent $30012 week $13/participant for youth NA Adults up to 9 games $281R $562NR $5011 $60NR League under 18 plus porta- More than 9 games $40 Res/$80 NR potty costs per game Camps $45/day/field R Less than 4 hours: Same as tourney/non-league field fee $50 per 2 hour block $50R $60NR $55/day/field NR $50 associations $65 indiv./NPO's + extra maint $100 For -Profits Youth Traveling 4 hours+: Soccer $112/team $11 per Resident Player/$17 per non-resident player $S per player, per season Teams (Athletic $50 associations Lacrosse $53/team Associations) $125 indiv./NPO's FB $39/team $150 For -Profits BB/SB $29/team practice fee for season BB/SB $17/game Market Ice Rate Comparison Conducted: April 2018 Arena 2018-2019 Prime 2018-2019 Non -Prime 2019 Spring/Summer Prime 2019 Spring/Summer Non -Prime Apple Valley $220.00 $165.00 $165.00 $165.00 Bloomington $200.00 $150.00 $200.00 $150.00 Burnsville $225.00 $225.00 $205.00 $205.00 Dakotah Sport & Fitness $226.00 $226.00 $150.00 $150.00 Eagan $225.00 $225.00 $160.00 $160.00 Eden Prairie $220.00 $170.00 $200.00 $170.00 Farmington $220.00 $160.00 $160.00 $160.00 Hastings $195.00 $150.00 No report No report Inver Grove Heights $215.00 $145.00 No report No report Lakeville $225.00 $225.00 $160.00 $160.00 Richfield $215.00 $155.00 $215.00 $155.00 Rosemount $205.00 $135.00 $135.00 $135.00 Saint Thomas Ice Arena $225.00 $160.00 No report No report Shakopee $215.00 $170.00 $170.00 $170.00 SPA/Drake $190.00 $120.00 No report No report Prime Ice is considered: Monday -Friday - 5:00p -10:00p, Saturday/Sunday - 8:00a - 10:00p