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Home My WebLink About6.a. Parks and Recreation Fees and Fee Policy E X E C U T I V E S U M M A R Y Parks and Recreation Commission Meeting: November 22, 2021 AGENDA ITEM: Parks and Recreation Fees and Fees Policy AGENDA SECTION: Unfinished Business PREPARED BY: Dan Schultz, Parks & Recreation Director AGENDA NO. 6 a. ATTACHMENTS: Fee Comparison and Current Fees and Fee Policy APPROVED BY: dls RECOMMENDED ACTION: Motion to recommend that all facility and park rental fees (excluding the Ice Arena Fees and Parks Dedication fees) be increased by 3% and rounded to the nearest dollar amount for 2022. 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 increase all facility and parks fees by 3% (excluding the ice arena fees and parks dedication fees) and rounded to the nearest dollar amount for 2022. The increase in fees will help with covering operating costs and credit card fees charged to the City. Market Ice Rate Comparison Conducted: November 2021 2022 2022 2021-2022 2021-2022 Spring/Summer Spring/Summer 2022-2023 2022-2023 Arena Prime Non-Prime Prime Non-Prime Prime Non-Prime Apple Valley $225.00 $170.00 $175.00 $175.00 $235.00 $175.00 Bloomington $235.00 $160-$172 $184.00 $157.00 $242.00 $165-$177 Burnsville $240.00 $200.00 $165-$215 $165-$215 $240.00 $200.00 Cottage Grove $225.00 $155.00 $170.00 $155.00 $225.00 $155.00 Dakotah Sport & Fitness $233.00 $150.00 $165.00 $100.00 $240.00 $150.00 Doug Woog Arena $220.00 $150-$185 $170.00 $170.00 $225.00 $150-$185 Eagan $235.00 $170.00 $170.00 $170.00 $240.00 $175.00 Eden Prairie $235.00 $175.00 $210.00 $180.00 $240.00 $180.00 Farmington $235.00 $175.00 $180.00 $180.00 $240.00 $180.00 Hastings $200.00 $150.00 $160.00 $160.00 $215.00 $160.00 Inver Grove Heights $220.00 $150.00 $160.00 $145.00 $220.00 $150.00 Lakeville $245.00 $145.00 $175.00 $135.00 $250.00 $150.00 Minnetonka $225.00 $225.00 $175.00 $175.00 $225.00 $225.00 Richfield $215.00 $140.00 $220.00 $155.00 $225.00 $160.00 Rosemount $215 / $225 $135 / $145 $145.00 $145.00 $225.00 $145.00 Saint Thomas Ice Arena $230.00 $175.00 $175.00 $175.00 $230.00 $175.00 Shakopee $225.00 $170.00 $175.00 $175.00 $230.00 $175.00 SPA/Drake $195.00 $125.00 $155.00 $155.00 $200.00 $130.00 Stillwater St. Croix Rec $220.00 $165.00 $165.00 $165.00 $225.00 $170.00 Woodbury $225.00 $150.00 $175.00 $175.00 $230.00 $155.00 Fee Comparison Information – Parks Facility/City Rosemount Farmington Apple Valley Eagan Inver Grove Heights Lakeville Tournament Fee $40/day/field $65 /day/field Per day/field $50 associations $100 indiv./NPO’s $150 For-Profits Per day/field Youth $66Res $132 Non-Res Adult $94/Res $188 Non-Res $190R/$215NR per field per day; $85 per field/per day for youth associations $105 per field/per day for adult rentals $500R $600NR Open Air Shelter $35R $50NR $65 / half-day $90 /full-day $65 All day $60 Res/$76 NR Half day $41 Res/$52 NR $70R/$90NR; both per 5 hour block $110 SwingBridge per 5 hour block $55R $80NR Enclosed Shelter $80R $130NR NA $65 $100.00 deposit All day $161 Res/$201 NR Half day $108 Res/$135 NR $70R/$90/NR; both per 5 hour block $100R $150NR Amphitheater $150R $250NR NA NA Band shell $65 Res/$75 NR per hour n/a NA Non-League field fee (Ballfield only) $40/day/field $55 /field/day/youth $55/field/day/adult Per 2 hour min $50 $65 indiv./NPO’s $80 For-Profits Same as tourney fee above. $65R/$85 NR softball $85R/$105 NR baseball (both for 2 hour block) Youth $100/$200 Adults $50R $60NR Independent League $300 12 week $13/participant for youth under 18 plus porta- potty costs NA Adults up to 9 games $293R $585NR More than 9 games $42 Res/$84 NR per game $50R $60NR Camps $45/day/field R $55/day/field NR + extra maint Same as tourney fee Less than 4 hours: $50 associations $65 indiv./NPO’s $100 For-Profits Same as tourney/non-league field fee $50-$75 per 2 hour block (varies $50R $60NR Youth Traveling Teams (Athletic Associations) $13/player 4 hours+: $100 associations $125 indiv./NPO’s $150 For-Profits Soccer $117/team Lacrosse $55/team FB $41/team BB/SB $30/team practice fee for season BB/SB $18/game $13 per Resident Player/$20 per non-resident player $5 $10 per player, per season This is being bumped up to $10 We are also charging $200 per field per season for youth associations outside of LKVL (ex, RAAA, FYB, SALVO) 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; Sun-Fri Fees based on set-up and clean up of event. Class 2- Saturday: $750; Friday: $650; Sun-Th $350 Class 3- Saturday: $950; Friday: $850; Sun-Th $400 *Add $150 for Sun-Th events past 10:00pm(no later than midnight) Maximum = 300 people Apple Valley Senior Center: Yellowstone Room –Not for profit and private parties: $120 per hour Fri: $750 (6pm-12am) Sat: $1500 (10am-midnight) Security Fee if alcohol served: $65hr (min 4hrs) $500 Damage Deposit Maximum = 224 people The Oaks(full room): Friday - $1550: May-Oct Saturday - $1,950: May-Oct, $1550: Nov-Apr Sun-Th, Fri (Nov-Apr): $525: 7am -- 11am $965: 7am – 4pm $1100: 7am – 11pm Maximum = 350 People Not Applicable – Do not collect May-October Fri: $5500 Sat: $6000 Sun-TH: $5250 Nov-Apr Fri: $4500 Sat: $5000 Sun: $4250 Maximum = 350 people Package rates which include full- service bar, but meal cost is not included in price Friday $650 (min food purchase of $3,000) Saturday $850 (min food purchase of $4,000) Sunday-Thursday $500 (min food purchase of $2000) Maximum = 325 People Gym Full Gymnasium Daily Usage Class 1 Fees based on set-up and clean up of event Class 2 $35 per hour $280 Class 3 $55 per hour $440 Groups of 50 or more =$20hr Custodial Charge Apple Valley Community Center 2 full bb courts Non-Comm/Ind: $100hr $500 full day Comm/For profit: $180hr/$800day $64 per hour (Sept–Apr) $48 per hour (May– Aug) Athletic Use: $69Hr Resident, $79Hr Non-Resident Non- Athletic Use: Resident $90 per hour Non-Resident $100 per hour Wedding Receptions: Resident $900 per day Non-resident $1300 per day Maximum=300 people ½ gym No ½ gym rental 1 full bb court No-Comm/Ind: $60hr Commercial/For profit: $100hr $38 per hour (Sept – Apr) $26 per hour (May – Aug) Classroom Class 1 Fees based on set-up and clean up of event Class 2 $25 per 3 hours Class 3 $30 per 3 hours Apple Valley Community Center Community Room (40 max-includes monitor and screen)-Not for profit and private parties: $30 per hour Commercial/For Profit: $40 per hour Board Room (35) $30hr Res, $35hr Non-Res Lone Oak (100) $60hr Res, $65hr Non-Res (Half) $35hr Res, $40hr Non Oasis (60) $60hr Res, $65hr Non-Res North, Central or South (15) $22 Resident, $25 Non-Res Armory Room; $37 per hour Resident, $47 per hour Non-Resident Community Room; $42 per hour Resident $52 per hour Non-Resident 26 PARKS AND RECREATION FEES I. 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, extracurricular and all directly controlled school organizations; including Community Education. 9. Resident Athletic Groups Includes RAAA and RAHA. 27 B. Priority for Scheduling Facilities 1. 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 1. 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. 3. Fees 28 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. 29 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. 30 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 $215 + tax per hour (During Prime Season) Non Prime Time Ice $135 + tax per hour (During Prime Season) Summer Ice $ 135 + tax per hour Prime Ice Season: January, February, 2nd Sunday in March, September, October, November and December Spring/Summer Ice Season: 2nd Sunday in March, 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 $6.00 tax included Daytime Public Skating Fee $2.00 tax included Daytime Youth Open Hockey $2.00 tax included Open Skate Passes 8 for $25.00 tax included Skate Sharpening $6.00 Skate sharpening Passes 8 for $25.00 tax included Adult Opening Hockey $6.00 tax included 31 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. Schedule request are due by May 1st. 3. Rosemount Area Hockey Association. Schedule provided by May 15th, revisions due by July 1st. 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. 32 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 and RAHA 3. Residents 4. Other youth sports organizations based on resident participants 5. Rosemount Schools K-12 6. Rosemount Colleges and Universities (unless a special agreement is in place for use) 7. 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 park amenities) $30 + tax/day (Resident) $50 + tax/day (Non-Resident) Enclosed Shelter (does not include other park amenities) $80 + tax/day (Resident) $130 + tax/day (Non-Resident) Amphitheater (comes with use of Central Park Shelter) $150 + tax/day (Resident) $250 + tax/day (Non-Resident) 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 33 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) $300 + tax/team/12 week season 6. Other Fees: DCTC Soccer Lights $35 + tax Portable Toilet Based upon price quoted by toilet provider Damage Deposit $150 for all events (refundable) Lost Key Fee $50 per key 7. Cancellations will be subject to 50% of the rental fee. No refunds for inclement weather 34 II. The Rosemount Steeple Center Fees 2021 Rental Rates All rentals are tax exempt Monday-Thursday Friday Saturday Sunday Assembly Hall 6-Hour Rental Block 9:00am – 3:00pm OR 5:00pm – 11:00pm Full Day Rental 9:00am-11:00pm Assembly Hall Full Day Rental 9:00am-11:00pm Assembly Hall Available Hours 2:00pm – 9:00pm* *Minimum 5-Hr Rental ASSEMBLY HALL (2,520 sq. ft., 36’x70’) (Stage: 23’-38’ wide, up to 28’ deep) Theater Seating Capacity: 204 Capacity With Tables/Chairs: 192 3-Hour Min. Rental Resident: $135 Non-Resident:$180 Additional Hours Resident: $45/hr Non Resident:$60/hr 6-Hour Min. Rental Resident: $270 Non-Resident:$360 Full Day Rental Resident: $630.00 Non-Resident:$840.00 Full Day Rental Resident: $630 Non-Resident:$840 5-Hour Min. Rental Resident: $225 Non-Resident: $300 Additional Hours Resident: $45/hr Non Resident:$60/hr ROOM #100 Capacity With Tables/Chairs: 60 3’ Square Card Tables (up to 15) 3-Hour Min. Rental Resident: $60 Non-Resident: $75 3-Hour Min. Rental Between 8am-5pm Resident: $75 Non-Resident:$90 6-Hour Min. Rental Resident: $150 Non-Resident:$180 5-Hour Min. Rental Resident: $125 Non-Resident:$150 Available Hours: Sun-Thurs, 8am-9pm Fri-Sat, 9am-11pm Additional Hours Resident: $20/hr Non Resident:$25/hr 6-Hour Min. After 5pm Resident: $150 Non-Resident:$180 Additional Hours Resident: $25/hr Non Resident: $30/hr Additional Hours Resident: $25/hr Non Resident: $30/hr Additional Hours Resident: $25/hr Non Resident: $30/hr ROOM #200/201 Capacity With Tables/Chairs: 80 8’ Banquet Tables (up to 10) Available Hours: Sun-Thurs, 8am-9pm Fri-Sat, 9am-11pm 3-Hour Min. Rental Resident: $75 Non-Resident: $90 Additional Hours Resident: $25/hr Non Resident:$30/hr 3-Hour Min. Rental Between 8am-5pm Resident: $90 Non-Resident:$105 6-Hour Min. After 5pm Resident: $180 Non-Resident:$210 Additional Hours Resident: $30/hr Non Resident:$35/hr 6-Hour Min. Rental Resident: $180 Non-Resident:$210 Additional Hours Resident: $30/hr Non Resident:$35/hr 5-Hour Min. Rental Resident: $150 Non-Resident:$175 Additional Hours Resident: $30/hr Non Resident:$35/hr ROOM #202 Capacity With Tables/Chairs: 48 8’ Banquet Tables (up to 6) 3-Hour Min. Rental Resident: $45 Non-Resident: $60 3-Hour Min. Rental Between 8am-5pm Resident: $60 Non-Resident:$75 6-Hour Min. Rental Resident: $120 Non-Resident:$150 5-Hour Min. Rental Resident: $100 Non-Resident:$125 Available Hours: Sun-Thurs, 8am-9pm Fri-Sat, 9am-11pm Additional Hours Resident: $15/hr Non Resident:$20/hr 6-Hour Min. After 5pm Resident: $120 Non-Resident:$150 Additional Hours Resident: $20/hr Non Resident: $25/hr Additional Hours Resident: $20/hr Non Resident: $25/hr Additional Hours Resident: $20/hr Non Resident: $25/hr 35 CONFERENCE ROOM Capacity: 8 Only Available M-F, 8am-4:30pm 3-Hour Min. Rental Resident: $25.00 Non-Resident: $30.00 3-Hour Min. Rental Resident: $25.00 Non-Resident: $30.00 Not Available Not Available ADDITIONAL FEES: $300.00 Refundable Damage Deposit* $301.00 Security Fee if alcohol is served (see Alcohol Policy) $200.00 Change Over Fee (ex: Ceremony to Reception) *Damage Deposits 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 36 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 $85,000 per acre/$3,400 per unit Medium density Residential $95,000 per acre/$2,850 per unit High density Residential $125,000 per acre/$2,500 per unit Commercial subdivision $90,000/acre Industrial subdivision $50,000/acre Business Park development $85,000/acre