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12/11/2012 15 Parks and Recreation Fees and Procedures •-+ S 1 S i i €,. f v �'rl b BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. t For Meeting of: December 11, 2012 R111; ITEM TITLE: Resolution establishing fees and procedures applicable to facilities and functions of the Yakima Parks and Recreation Division of the City of Yakima SUBMITTED BY: Chris Waarvick, Director of Public Works Ken Wilkinson, Parks and Recreation Manager Mark Kunkler, Senior Assistant City Attorney CONTACT Ken Wilkinson, 575.6020 PERSON /TELEPHONE: SUMMARY EXPLANATION: Fees and charges for recreation programs, services and facility rentals were last increased in 2008. Costs to operate the City of Yakima Parks and Recreation Division continue to rise and as part of the efforts to continue to provide park and recreation services to our citizens the following increases are being proposed. Program costs, service fees and rental charges are based on similar fees and charges of other like organizations. We anticipate an annual incremental increase of $43,500 from these fee increases. Resolution X Ordinance Other Fee Schedule (specify) Contract: Mail to: Contract Term: Amount: Expiration Date: Insurance Required? No Funding Parks and Recreation Phone: Source: APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: The staff recommends the following increases in some Parks and Recreation Division fees and charges for recreation programs, facility rentals and services due to increased operational /utility costs and limited property tax distributions. BOARD /COMMISSION RECOMMENDATION: The proposed fee increases were discussed at the July 11, 2012, August 8, 2012 and September 12, 2012 meetings of the Parks and Recreation Commission which also approved the 2013 proposed fee increases. ATTACHMENTS: Click to download ❑ A Resolution establishing fees and procedures applicable to facilities and functions of the Yakima Parks and Recreation Division of the City of Yakima, ❑ Fee Schedule Effective 1/1/2013 • RESOLUTION NO. R -2012- A RESOLUTION establishing fees and procedures applicable to facilities and functions of the Yakima Parks and Recreation Division of the City of Yakima, effective January 1, 2013. WHEREAS, the City of Yakima (City) owns and maintains public park facilities and operates and administers recreation programs by and through the Parks and Recreation Division of the Public Works Department, all as authorized pursuant to YMC 1.18.050(4) and applicable codes; and WHEREAS, fees for Parks and Recreation Division facilities and programs are established and approved from time to time by the City Council, with such fees last set and approved pursuant to resolution adopted by the City Council in 2008; WHEREAS, the City Council finds and determines that such fees and procedures should be amended and updated as set forth in Exhibit "A" attached hereto and incorporated herein by this reference, effective January 1, 2013, to help defray costs of such operations and maintenance of facilities; and WHEREAS, the City Council finds and determines that approval of such fees and procedures is in the best interests of residents of the City of Yakima and will promote the general health, safety and welfare, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: Section 1. The fees and procedures set forth in Exhibit "A" attached hereto establishing fees and procedures applicable to facilities and programs of the Yakima Parks and Recreation Division, are hereby approved and shall be effective as and from January 1, 2013. Section 2. The City Manager, or his designee, is hereby authorized to implement and administer such fees and procedures in accordance with the authorization above, and to publish such fees and procedures in any manner deemed necessary and appropriate. ADOPTED BY THE CITY COUNCIL this 11 day of December, 2012. ATTEST: Micah Cawley, Mayor City Clerk Exhibit "A" PUBLIC WORKS / PARKS & RECREATION 2013 POLICY ISSUES FEE INCREASE BUDGETED PROPOSAL Fees and charges for recreation programs, services and facility rentals were last increased in 2008. Costs to operate the City of Yakima Parks and Recreation Division continue to rise and as part of the efforts to continue to provide park and recreation services to our citizens the following increases are being proposed. Program costs, service fees and rental charges are based on similar fees and charges of other like organizations and are intentionally kept low to allow people to be able to afford to participate in the programs and enjoy the facilities and services. IMPACTS 1. Fiscal Impact - Increase of approximately $43,500 in revenue for the Parks and Recreation Fund. 2. Proposed Funding Source - Increased fees and charges for services, facility rentals and recreation programs. 3. Public Impact - Public will realize an increase in costs for park facility reservations, recreation programs and services - see additional information attached. 4. Personnel Impact - None. 5. Required Changes in City Regulations or Policies - None. 6. Legal Constraints, if applicable - None. 7. Viable Alternatives - Fees and charges for services, facility reservations and recreation programs can remain the same. CONCLUSION AND /OR STAFF RECOMMENDATION The staff reluctantly recommends the following increases in some Parks and Recreation Division fees and charges for recreation programs, facility rentals and services due to increased operational and utility costs. The proposed fee increase was discussed at the July 11, 2012, August 8, 2012 and September 12, 2012 meetings and the Parks and Recreation Commission also reluctantly approved the 2013 proposed fee increase. Exhibit "A" 2013 FEE SCHEDULE Y akima Parks and Recreation Division Effective January 1, 2013 Program costs, service fees and rental charges are based on comparison with other like organizations and kept low to allow as many people as possible people to be able to afford the programs, facilities and services offered. Program Fee Formula A formula has been established for determining the fees for services and programs. The formula is: Staff wages & benefits [S] + total program hours [PH] + facility costs [FC] + special equipment, materials, transportation, etc. [SP] + administrative costs (15 %) [AC] / minimum number of participants [P] = fee per participant S + PH + FC + SP + AC / P = Fee Staff wages may be calculated by the hour or by the unit, such as per game, per match, etc. Contracted Services Organizations may contract with the City of Yakima Parks and Recreation Division for services such as facility reservations and scheduling, maintenance, supplies, administration, etc. The contracted organization pays for these services. Taxes Sales or other taxes will be charged where appropriate. In some cases, taxes are included in the fee. Program Discount for Residents As a benefit to the City of Yakima residents who participate in Parks and Recreation Programs, a discount of approximately 20% is provided. Resident discounts may apply to special interest classes, golf lessons, swimming lesson, youth sports and other programs as determined. Additional Adult Sports Fee for Nonresidents For the following Adults Parks and Recreation Sports Programs, all non residents participating in sports leagues will be charged an additional registration fee of $8.00 Additional fees apply to the following areas: Volleyball, basketball, softball and soccer. Park Reservations Citizens are welcome to use City park facilities on a drop in basis without charge. Individuals or organizations can make a specific date and time reservations for park facilities. [eg. Franklin Park picnic shelter] An application may be completed online after January 1, 2013 or at the Parks and Recreation Office located at 2301 Fruitvale Blvd, or by mail. A non - refundable application fee of $8.00 must accompany each facility use application when submitted. A $3.00 convenience fee will be charged for online reservations. Picnic Shelter Rental Fees Reservations are accepted up to 11 months in advance. Reservations are accepted for 1/2 days (9:00am — 2:O0pm or 2.30pm. — Dusk) or full days (9.00am — Dusk). Picnic Shelters are available year round. Exhibit "A" Hours for Picnic Shelter Rentals: Monday - Sunday 9:OOam — Dusk Picnic Shelter Fee Type Resident Non- Resident Half Day Rental (9.00am- 2:OOpm or 2:30pm -Dusk) _ $50 /per half day $60 /per half day All Day Rental (9:00am -Dusk) $75 /per all day $90 /per all day Cancellation /Refund Policy - Picnic shelter cancellations must be made at least 14 days in advance of the reservation date to be eligible for a refund. The amount refunded will be 50% of the reservation fee. Requests made Less than 14 days before the rental date will result in the loss of the entire reservation fee. Requests must be made in writing or in person by the contracted renter at the parks and recreation office. Inflatables - Inflatables are allowed in our parks. If a group wishes to have an inflatable as part of their park reservation they are required to complete a liability waiver and have a certificate of insurance. An additional $50 fee is also required. Inclement Weather Policy - Sorry, no refunds will be made due to inclement weather Special Event Fee Citizens or groups wishing to schedule a community or special event in one of the City of Yakima Parks will be required to pay a Special Event Fee to cover additional maintenance costs. In addition, groups may be required to pay for additional refuse service and chemical toilets on site. Fees will be based on anticipated attendance. Examples of community or special events could include, but are not limited to community meetings, political events, weddings, reunions, public concerts, and other similar events. 1— 50 participants No special event fee 51 -100 participants $57.50 101— 200 participants 86 00 201 — 300 participants 161.00 Over 300 participants 195 00 The Special Event Fee will be collected before reservations are confirmed. Applicants will be responsible for the condition of the park after the event. Clean up and damage fees will be charged to the applicants as determined by the Parks and Recreation Manager The Parks and Recreation Manager will have the discretion to limit usage in the Parks based on capacity, parking, neighborhood impact and availability. Special Event Service Charge Events requiring clean -up that exceeds routine litter and trash removal by two hours or more than the standard known to be normal for that location or where damage to irrigation, restroom or park equipment requires repair and service beyond normal maintenance will be charged a clean up fee. The Special Event Service Charge will begin the second hour and will be charged in increments of one hour rate at $50 per man hour. Concessionaire Permit Fee Citizens or groups wishing to sell concessions in the Parks will be charged a yearly fee of $215. The Parks and Recreation Manager will have the authority to authorize vending in certain parks according to the Exhibit "A" Parks and Recreation Division policy and procedures. The Parks and Recreation Manager will have the authority to waive the yearly fee in cases of contracted services or a one -time special event. A list of parks that are available for concessionaires will be provided to the applicant. Refund Policy If the Parks and Recreation Division needs to cancel an activity, staff will notify registered participants and provide a 100% refund. If a participant needs a program refund, a receipt must be presented to staff three (3) days prior to the activity registration deadline, unless otherwise stated. If the registration was paid by check or cash, a refund will be given minus a $5 processing fee that will be processed by the City of Yakima Finance Division and a check will be mailed within 30 days. If the fee was paid by credit card, the refund will be credited to the original cardholder minus a $5 processing fee. Fees of less that $5 will not be refunded. There are no refunds on team sports. Park Maintenance 2010 Fee Proposed [includes 2013 Fee Description tax] [incl tax] Soccer Fields Contracted - rate per hour Negotiated Negotiated League Adult League - minimum 2 hours /per hour $8 00 $10.00 Youth League - minimum 2 hours /per hour $5.00 $8.00 Tournaments -- per day (50% nonrefundable deposit) Chesterley - per field /per day $56 00 $75 00 Field Line Painting - per field (new fee) - $65.00 Special Line Painting - per field (new fee) - $85 00 Baseball /Softball Fields /Tournaments (50% nonrefundable dep) Gateway Sports Complex - all fields /one day $450 00 $550 00 Gateway Sports Complex - second day $300 00 $300 00 Gateway Sports Complex - per field /per hour (2 hr min /M -Th) $15.00 Kiwanis Park - new fields /one day (new fee) - $500 00 Kiwanis Park - new fields /second day (new fee) - $250.00 Kiwanis Park - new fields /per field /per hour (2 hr min/M -Th) $15.00 Gateway and Kiwanis - same date /same user 20% discount 20% discount Elks Park (orange, black, blue, or red field) - per field /per day $23 00 $30.00 Elks Park (larger green field) per day (new fee) - $80 00 Gardner Park - per field /per day $56 00 $80.00 Gardner Park -. per field /per hour (2 hr min) Exhibit "A" Special Services — Field Preparation Mowing — per hour $79 00 $100.00 Field Prep — per hour $30.00 $35.00 Sports Field Lights — per hour $23 00 $30.00 Tennis Court Reservations — per court /per hour $8.00 $10.00 Exhibit "A" Community Recreation All programmed recreation activities, except summer playgrounds, youth drop in programs and additional programs determined by City Council will follow the "Program Fee Formula" as identified. 2010 Fee Proposed [includes 2013 Fee Description tax] [incl tax] Special Services to Organizations Contract Contract Beyond the Bell after School Program — per child /per day $3 00 Fisher Park Golf Course 2010 Fee Proposed [includes 2013 Fee Description tax] rind tax] Greens Fees Youth (age 4 to 8) — 9 holes $4.75 $4.75 Juniors (age 9 -18) & Seniors (62 and over) 9 holes $8.25 $8.25 Juniors (age 9 -18) & Seniors (62 and over) 2nd 9 holes $4.50 $4.50 Adult (over 18 and under 62) — 9 holes $9.25 $9.25 Adults (over 18 and under 62) — 2nd 9 holes $5.50 $5.50 Family (2 adults, 2 juniors) — 9 holes $26 00 $26.00 Family (2 adults, 1 Junior) — 9 holes $21.00 $21 00 Family (1 adult, 2 Junior) — 9 holes $20.00 $20 00 Passes 20 round - Adult $148.00 $148 00 20 Round - Junior & Senior $130.00 $130 00 Adult - season pass $620.00 $620 00 Junior & Senior - season pass $570.00 $570 00 Couples /Adult — season pass $1010 00 $1010 00 Couples /Seniors — season pass $915 00 $915.00 Specials Ladies Day, Men's Day, etc. — 9 holes $7.00 $7 00 Moonlight Golf $11.50 $25 00 Rentals Corporate Outings — lh Day (4 hours or less) $800 00 $800.00 Corporate Outings —full day (5 hours or more) $1200 00 $1200.00 Club rental $5.75 $5.75 Pull Cart rental $3.25 $3.25 Lessons Adult Formula Formula Exhibit "A" Youth Formula Formula The First Tee of Yakima No Charge No Charge Exhibit "A" Aquatics Honored Citizen is defined as a person that is 62 years old or older or has a Yakima Transit Honored Citizen State of Washington Handicapped Parking Placard (wallet card) holder, SSI Disabled or active military with an ID Ages 3 and under may swim for free when accompanied by a paying adult. 2010 Fee Proposed [includes 2013 Fee Description taxi [incl tax] Swim Lessons Tiny Tots — Level 6 $30/$37 $33/$40 Semi - Private — 8 sessions $80/$96 $88/$105 Community Water Safety $32/$37 $33/$40 Competitive Stroke Class $32/$37 $33/$40 Lifeguard Training $63/$80 $110/$120 Water Safety Instructor - (not currently taught) $113/$139 $113/$139 Water Exercise Classes Hydro -Fit, Aquacise, etc. 10 Visit punch card $32/$40 $35/$44 Drop in $5.50/$6 00 $6.00/$6.50 Zumba — 30 day unlimited (new) - $55/$60 Zumba —10 visit punch card (new) - $45/$60 Other Services & Classes Program Fee Formula Formula Formula General Recreation Swimming Youth (age 4 -17) $2.00 $2.00 Adult (age 18 -62 $3.75 $3.75 Honored Citizen (over 62) $2.25 $2.25 Family (up to 4 children & 2 adults) $10 00 $13 00 Lap Swimming/Water Walking Adult $3.75 $3.75 Honored Citizen $2.25 $2.25 Passes Youth — 3 Month $46.00 $52.00 Adult — 3 Month $89 00 $98.00 Honored Citizen — 3 Month $53.00 $59.00 Family — 3 Month $190.00 $212.00 Youth Coupon book —10 swims $16.00 $19.00 Adult Coupon book —10 swims $30 00 $33.00 Honored Citizen Coupon book —10 swims $18.50 $21.00 Family Coupon book —10 swims n/a n/a Exhibit "A" Pool Rentals Lions Pool 1 to 50 participants - per hour $92.00 $100 00 Each additional 50 participants $28.75 $30 00 Franklin Pool 1 to 50 participants — per hour $138.00 $138.00 Each additional 50 participants $28.75 $30.00 Party Area — up to 10 children & 2 adults $125.00 $125.00 Additional children $8.00 $8 00 Other Rentals For Profit Agencies 25 % add 25 % add Harman Center 2010 Fee Proposed [includes 2013 Fee Description tax] [incl tax] Harman Center Rentals Ballroom — up to 5 hours $1200.00 $1400 00 Ballroom - additional hours $150.00 $175.00 Ballroom - cleaning & damage deposit $500.00 $500.00 Classroom — weekends /evenings, 2 hour min. $100.00 $100.00 Classroom — normal hours $75 00 $75.00 Weekly & Monthly User Negotiated Negotiated Non Profit — 66% of regular fee + tax $600.00 $1050.00 Trips and Tours Formula Formula Classes - Miscellaneous Formula Formula Reserved Activity Space — fee per quarter $12.00 $12.00 Tournaments Formula Formula Sports (Adult & Youth) 2010 Fee Proposed [includes 2013 Fee Description tax] [incl tax] Program Fee Formula Formula Formula