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HomeMy WebLinkAboutR-2012-166 Parks and Recreation Fees and ProceduresA RESOLUTION RESOLUTION NO. R-2012-166 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 tofacilities 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 11th day of December, 2012. Micah awley, Mayor BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. t For Meeting of: December 11, 2012 ITEM TITLE: SUBMITTED BY: CONTACT PERSON/TELEPHONE: SUMMARY EXPLANATION: P6 Resolution establishing fees and procedures applicable to facilities and functions of the Yakima Parks and Recreation Division of the City of Yakima Chris Waarvick, Director of Public Works Ken Wilkinson, Parks and Recreation Manager Mark Kunkler, Senior Assistant City Attorney Ken Wilkinson, 575.6020 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: Insurance Required? No Funding Source: Parks and Recreation APPROVED FOR SUBMITTAL: Expiration Date: Phone: 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 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 Yakima 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:OOam — 2:O0pm or 2.30pm. — Dusk) or full days (9.00am — Dusk). Picnic Shelters are available year round. Hours for Picnic Shelter Rentals: Monday - Sunday 9:OOam — Dusk. Picnic Shelter Fee Type Half Day Rental (9.00am-2:OOpm or 2:30pm-Dusk) All Day Rental (9:00am-Dusk) Exhibit "A" Resident Non -Resident $50/per half day $75/per all day $60/per half 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 51-100 participants 101— 200 participants 201 — 300 participants Over 300 participants No special event fee $57.50 86 00 161.00 195 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 authonty 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 Description Soccer Fields Contracted - rate per hour 2010 Fee Proposed [includes 2013 Fee tax] [incl tax] 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 Gateway Sports Complex - second day Gateway Sports Complex - per field/per hour (2 hr min/M-Th) Kiwanis Park - new fields/one day (new fee) Kiwanis Park - new fields/second day (new fee) Kiwanis Park - new fields/per field/per hour (2 hr min/M-Th) $450 00 $300 00 $550 00 $300 00 $15.00 $500 00 $250.00 $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 Gardner Park -. per field/per hour (2 hr min) $56 00 $80.00 Special Services — Field Preparation Mowing — per hour Field Prep — per hour Sports Field Lights — per hour $79 00 $30.00 $23 00 Exhibit "A" $100.00 $35.00 $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. Description 2010 Fee Proposed [includes 2013 Fee 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 Description Greens Fees Youth (age 4 to 8) — 9 holes Juniors (age 9-18) & Seniors (62 and over) 9 holes Juniors (age 9-18) & Seniors (62 and over) 2nd 9 holes Adult (over 18 and under 62) — 9 holes Adults (over 18 and under 62) — 2nd 9 holes Family (2 adults, 2 juniors) — 9 holes Family (2 adults, 1 Junior) — 9 holes Family (1 adult, 2 Junior) — 9 holes Passes 20 round - Adult 20 Round - Junior & Senior Adult - season pass Junior & Senior - season pass Couples/Adult — season pass Couples/Seniors — season pass Specials Ladies Day, Men's Day, etc. — 9 holes Moonlight Golf Rentals Corporate Outings — lh Day (4 hours or less) Corporate Outings —full day (5 hours or more) Club rental Pull Cart rental 2010 Fee Proposed [includes 2013 Fee tax] [incl tax] $4.75 $4.75 $8.25 $8.25 $4.50 $4.50 $9.25 $9.25 $5.50 $5.50 $26 00 $26.00 $21.00 $21 00 $20.00 $20 00 $148.00 $148 00 $130.00 $130 00 $620.00 $620 00 $570.00 $570 00 $1010 00 $1010 00 $915 00 $915.00 $7.00 $7 00 $11.50 $25 00 $800 00 $800.00 $1200 00 $1200.00 $5.75 $5.75 $3.25 $3.25 Lessons Adult Formula Formula Youth The First Tee of Yakima Exhibit "A" Formula Formula 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. Description 2010 Fee Proposed [includes 2013 Fee tax] [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 Pool Rentals Lions Pool 1 to 50 participants - per hour Each additional 50 participants Franklin Pool 1 to 50 participants — per hour Each additional 50 participants Party Area — up to 10 children & 2 adults Additional children Other Rentals For Profit Agencies Harman Center Description $92.00 $28.75 $138.00 $28.75 $125.00 $8.00 25%add Exhibit "A" $100 00 $30 00 $138.00 $30.00 $125.00 $8 00 25 % add 2010 Fee Proposed [includes 2013 Fee 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) Description 2010 Fee Proposed [includes 2013 Fee tax] [incl tax] Program Fee Formula Formula Formula OFFICE OF THE CITY MANAGER Economic Development and Strategic Projects 129 North Second Street, Yakima, Washington 98901 www.yakimawa.gov Memorandum To: President, Yakima Farmer's Market Association From: Tony O'Rourke, City Manager Sean Hawkins, Economic Development Manager Date: December 18, 2012 Subject: 30 Day Notice to Cancel Event License As a result of the Yakima City Council passing new Special Event Guidelines at their December 11, 2012 meeting, the City intends for all special event organizers to apply annually for a Special Event Permit for their event. This memorandum will serve as a notice that we intend to cancel the Special Event License (Resolution R-2010-079) for the Yakima Farmers' Market on January 18, 2013. Beginning January 7, 2013, the new Special Event Guidelines and Application will be available so you can begin working on your 2013 Special Event Permit. These can be picked up at the permit desk on the second floor at City Hall or via email at sean.hawkins at7.vakimawa.gov In the meantime, please contact Sean Hawkins at (509) 575-6274 if you have any questions. We look forward to working with you in 2013. Economic Development (509) 575-6274 • Strategic Projects (509) 576-6417 Yakima Wei 1994 OFFICE OF THE CITY MANAGER Economic Development and Strategic Projects 129 North Second Street, Yakima, Washington 98901 www.yakimawa.gov Memorandum To: Jason Stiles, the Speakeasy From: Tony O'Rourke, City Manager Sean Hawkins, Economic Development Manager Date: December 18, 2012 Subject: 30 Day Notice to Cancel Event License Jason, As a result of the Yakima City Council passing new Special Event Guidelines at their December 11, 2012 meeting, the City intends for all special event organizers to apply annually for a Special Event Permit for their event. This memorandum will serve as a notice that we intend to cancel the Special Event License (Resolution R-2012-074) for Smoke -Out Choke -Out on January 18, 2013. Beginning January 7, 2013, the new Special Event Guidelines and Application will be available so you can begin working on your 2013 Special Event Permit. These can be picked up at the permit desk on the second floor at City Hall or via email at sean.hawkinseyakimawa.gov In the meantime, please contact Sean Hawkins at (509) 575-6274 if you have any questions. We look forward to working with you in 2013. Yakima Economic Development (509) 575-6274 • Strategic Projects (509) 576-6417 OFFICE OF THE CITY MANAGER Economic Development and Strategic Projects 129 North Second Street, Yakima, Washington 98901 www.yakimawagov Memorandum To: Executive Director, Allied Arts of Yakima Valley From: Tony O'Rourke, City Manager Sean Hawkins, Economic Development Manager Date: December 18, 2012 Subject: 30 Day Notice to Cancel Event License As a result of the Yakima City Council passing new Special Event Guidelines at their December 11, 2012 meeting, the City intends for all special event organizers to apply annually for a Special Event Permit for their event. This memorandum will serve as a notice that we intend to cancel the Special Event License (Resolution R-2011-041) for Fresh Hop Ale Festival on January 18, 2013. Beginning January 7, 2013, the new Special Event Guidelines and Application will be available so you can begin working on your 2013 Special Event Permit. These can be picked up at the permit desk on the second floor at City Hall or via email at sean.hawkins(yakimawa.gov In the meantime, please contact Sean Hawkins at (509) 575-6274 if you have any questions. We look forward to working with you in 2013. Econondc Development (509) 575-6274 • Strategic Projects (509) 576-6417 Yakima 11111 OFFICE OF THE CITY MANAGER Economic Development and Strategic Projects 129 North Second Street, Yakima, Washington 98901 www.yakimawa.gov Memorandum To: From: Executive Director, Allied Arts of Yakima Valley Tony O'Rourke, City Manager OFFICE OF THE CITY MANAGER Economic Development and Strategic Projects 129 North Second Street, Yakima, Washington 98901 www.yakimawa.gov Memorandum To: Director of Sports From: Tony O'Rourke, City Manager Sean Hawkins, Economic Development Manager Date: December 18, 2012 Subject: 30 Day Notice to Cancel Event License As a result of the Yakima City Council passing new Special Event Guidelines at their December 11, 2012 meeting, the City intends for all special event organizers to apply annually for a Special Event Permit for their event. This memorandum will serve as a notice that we intend to cancel the Special Event License (Resolution R-2012-032) for Hot Shots 3 on 3 Basketball Tournament on January 18, 2013. Beginning January 7, 2013, the new Special Event Guidelines and Application will be available so you can begin working on your 2013 Special Event Permit. These can be picked up at the permit desk on the second floor at City Hall or via email at sean.hawkins vakimawa.gov In the meantime, please contact Sean Hawkins at (509) 575-6274 if you have any questions. We look forward to working with you in 2013. Economic Development (509) 575-6274 • Strategic Projects (509) 576-6417 Yakima 113111 11111. OFFICE OF THE CITY MANAGER Economic Development and Strategic Projects 129 North Second Street, Yakima, Washington 98901 www.yakimawa.gov Memorandum To: President, Hispanic Chamber of Commerce of Yakima County From: Tony O'Rourke, City Manager Sean Hawkins, Economic Development Manager Date: December 18, 2012 Subject: 30 Day Notice to Cancel Event License As a result of the Yakima City Council passing new Special Event Guidelines at their December 11, 2012 meeting, the City intends for all special event organizers to apply annually for a Special Event Permit for their event. This memorandum will serve as a notice that we intend to cancel the Special Event License (Resolution R-2012-033) for Cinco De Mayo Fiesta on January 18, 2013. Beginning January 7, 2013, the new Special Event Guidelines and Application will be available so you can begin working on your 2013 Special Event Permit. These can be picked up at the permit desk on the second floor at City Hall or via email at sean.hawkinsAvakimawa.00v In the meantime, please contact Sean Hawkins at (509) 575-6274 if you have any questions. We look forward to working with you in 2013. Yakima Wel1 1111 Economic Development (509) 575-6274 • Strategic Projects (509) 576-6417