Loading...
5.2. SR 12-07-2009REQUEST FOR ACTION fiver To Item Number Ma or and Ci Council 5.2. Agenda Section Meeting Date Prepared by Administration December 7, 2009 Bill Maertz, Parks and Recreation Director Item Description Reviewed by Non-Resident Fees for Recreation Programs Lori ohnson, Ci Administrator Reviewed by Action Requested Staff is requesting direction regarding charging non-resident fees for recreation programs. Background/Discussion At the August 10, 2009, budget workshop the Mayor requested a review of non-resident use of recreation programs. Staff pulled usage numbers for recreation programs and fee-based community events. A review of the 2008 registration numbers indicates the non-resident percentages of fee-based programs are approximately 32%. This is an estimate, based on available data. At the September 8, 2009, City Council meeting staff presented information regarding non-resident fees. The Council directed staff to present the information to the Parks and Recreation Commission and return with a recommendation. The Parks and Recreation Commission considered the non-resident fee issue at the October 14 Parks and Recreation Commission meeting. At that time the commission voted to not recommend non-resident fees but requested staff to come back with more information. At the November 18 Parks and Recreation Commission meeting staff presented information about what other cities were doing regarding non- resident fees. The Commission voted 5-1 to recommend to the City Council non-resident fees of five dollars on programs that cost under fifty dollars and ten dollars on programs over fifty dollars and to review after one year to determine what effect this change has on participation and revenue. Informational Note: At the November 18, 2009 Parks and Recreation Commission meeting the Commission voted to accept staff's recommendation to change the field rental policy to prohibit for- profit sports leagues from renting city owned fields. These "franchises" run tournaments for profit and have created situations where local youth associations have been short of fields for large tournaments. Typically the field use policy has been set internally with input from the Parks and Recreation Commission. Financial Impact The Commission is recommending a review after one year to determine the impact on revenue. C:\Documents and Settings\jmiller\Local Settings\Temporary Internet Files\OLK3E\5 2 Non- Resident Fees.doc Attachments ^ Draft November 18, 2009 Parks and Recreation Commission Minutes Action Motion by Second by Vote Follow Up C:\Documents and Settings\jmiller\Local Settings\Temporarp Internet Files\OLK3E\5 2 Non- Resident Fees.doc MEETING OF THE ELK RIVER PARKS AND RECREATION COMMISSION HELD AT CITY HALL WEDNESDAY, NOVEMBER 18, 2009 Members Present: Chair Anderson, Commissioners Boese, Jaker, Niziolek, Nystrom and Peterson Council Liaison: Councilmember Zerwas Staff Present: Bill Maertz, Parks and Recreation Director; Chris Leeseberg, Planner/Park Planner; Steve Benoit, Recreation Manager; Tonya Love, Recording Secretary Call Meeting To Order ~~ Pursuant to due call and notice thexcoE, nc~ mcctin~ of the Elk RiverParks and Recreation Commission was called to order ar G: 31 p.n~~~by Chair Anderson. 2. Consider November 18, 2009 Parks & Recreation C~~mmission Agenda MOVED BY COMMISSIONER NYSTROM AND SECONDED BY COMMISSIONER BOESE TO APPROVE THE NOVEMBER 18, 2009 PARKS & RECREATION COMMISSION AGENDA. MOTION CARRIED 6-0. 3. Consider Mitlures of Oct~~heY 1~ 2009 Packs ~ Recreation Commission Meeting MOVED BY COMMISSIONER JAIiER AND SECONDED BY COMMISSIONER PETERSON TO APPROVE THE OCTOBER 14, 2009 PARKS AND RECREATION COMMISSION MEETING MINUTES. MOTION CARRIED 6-0. 4. Parks & Recreation Commissioner to Attend December 14, 2009 Citv Council Meeting and I~eccmbes 8, 2009 and January 12, 2010 Planning Commission Meetings -~ 4.1. December 8, 2009 Planning Commission Meeting Commissioner Nystrom will attend the December 8, 2009 Planning Commission Meeting. 4.2. December 14, 2009 City Council Meeting Park & Recreation Coimnission Minutes November 18, 2009 Page 2L Commissioner Nystrom will attend the December 14, 2009 City Council Meeting. 4.3. Tanuarv 12, 2010 Planning Commission Meeting Commissioner Anderson will attend the January 12, 2010 Planning Commission Meeting. 5. Open Mike -None 6. Recreation Manager's Report -Steve Benoit Recreation Manager, Steve Benoit shared that this ~•car's fall program opportunities are in full swing and has had a positive response. l he (-;rear Pumpkin Roll held in early October was enjoyed by several families this year. Mr. Benoit shared the Senior Center and Ice 'arena monthly reports. 7. Director's Report -Bill Macrtz Director of Parks and Recreati~~n, Bill Maertz shared that the application for the legacy grant for Babcock Memorial Park trail phase two was submitted. Mr. Maertz stated thatthe parks maintenance crews have been working on removing buckthorn Eton, tlic Great Northern `frail. Mr. Maertz also shared that there is private. hunting land adjacent to the new section of the Great ~iornc~rn 'frail; staff belir~ cs t11is to be a potential safety issue during elect hunting season and would hkc ro cl.use the trail north of County Road 33 during this short tlinc heriod. Mr. ~laertz shared that cite staff met with Community Education staff and discussed the irri~ati<~n deficiencies at Oak Knoll Athletic Complex; Pinewood Golf exceeded revenue and expenditures were under budgeted expectations and lastly, staff reviewed fees char?ed to youth athletic associations for field use and based on the cost of supplies there will be a slight increase starting in 2010. Commissioner Anderson stated that he liked the approach of closing the trail for the short deer hunting season. Mr. Maertz shared that Commissioner Amanda Larson had sent a letter resigning from the commission and thanked her for her time and service to the Parks and Recreation Commission. 8. Action/Discussion Items 8.1. Policy Issues Park & Recreation Commission Minutes Page 30 November 18, 2009 8.1.A Field usage by For-Profit Agencies Recreation Manager, Steve Benoit shared that the department has received several requests from private, for-profit organizations wishing to rent Ciry of Elk River athletic facilities for the purpose of operating tournaments for profit. Currently we do not have an in-take process in place to accommodate these types of requests. In the past the primary users of fields has been Elk River Athletic Associations as well as in-house Park and Recreation Programs. A survey of other agencies in how they manage for-profit groups was conducted. Results showed a mix of agencies that allow for-profits t<, ren~ athletic fields and others that do not. Those that do allow rentals have. higher fee scales developed in relating to for-profit agencies. Other Information to Consider 1. Our current field use process was set uh ~~~irh the intent of accommodating non- profit youth agencies. 2. Most participants in these activities would likely resi~le outside of l/lk River. 3. Renting to for-profit agencies would potentially generate additional rental revenue as well as the economic value of bringing participants into the Elk River community for an event. 4. Activities that for-profit agencies wish t~> cun~luct u~a~- directly compete against both in-house programs as well'as activities being j~ro~~ided by Elk River Athletic Association. 5. Elk River Athletic .Associations do invest financially into field improvement projects. 6. Booking fielcl~ to fur-profit agencies can cause scheduling conflicts with Elk River Athletic Associations. 1 ~~-en ~~~ith ~i~-ion Talk River Athletic Associations' first access to fields, rhea- often Flu uor I:nc>w the field needs until close to their Tournament dates. There way a situation where an association could have c~panded the size of their rourn:xment but the additional fields they needed were already booked to a for-profit agency. Staff Recommendations 1. Staff recommends that for-profit agencies not be allowed to rent Elk River Athletic fields for the purpose of operating a program or tournament for profit. The original intent of building the fields was for use by non-profit athletic associations and in-house programs. Allocating the fields to for-profit agencies would conflict with this intent. 2. If the Commission does determine that for-profit agencies should have access to rent Elk River athletic fields for profit activities, staff recommends a new fee scale be implemented that is more appropriate fox these types of events. Also, a priority date system be put in place to ensure non-profit groups have first access to field usage. Commissioner Peterson asked who the user groups were. Park & Recreation Commission Minutes November 18, 2009 Page 4C] Mr. Benoit stated the groups were Independent Softball Association (ISA) and local youth athletic groups. Independent Softball Association representative, Derrick Boella stated that ISA has been in existence for 26 years, however new to the Minnesota area for the last two years. ISA rented the Elk River athletic complex around five or six times and would be interested in doing the same amount in 2010. Northwest Diamonds Fast pitch Association President, Brian Lindquist shared that their group represents youth softball players from around the Elk River school district area. Tournaments are the way they raise mono;-. They have built a great working relationship with the Parks Department in maintaining the fields. Commissioner Anderson asked what makes a ~;rouh profit ~-~. non-profit. Director of Parks and Recreation, Bill Maertz ~rar~d that the for-profit groups will run tournaments to make profits whereas non-profit groups the moncv does back into the association to off-set costs for families. Mr. Lindquist stated that the Northwest Diamcmds 1 ast pitch Association is 501 c3, which is run by a board of 11 volunteers. Council Member 7,erwas asked if there-had been ~lifticulty in scheduling of fields. Mr. Lindquist scitcd that there was one fall tournament they moved from Elk River to East Bethal due ro nor baring the option to expand to using all the fields. MOVED BY COI\~IMISSIONER JAKER AND SECONDED BY COMMISSIONER PETERSON TO RECOMMEND THAT FOR-PROFIT AGENCIES NOT BE ALLOWED TO RENT ELK RNER ATHLETIC FIF?LDS FOR THE PURPOSE OF OPERATING A PROGRAM OR TOURNAMENT FOR PROFIT. MOTION CARRIED 6-0. 8.1.B. Non-Resident Fees Director of Parks :uid Recreation, Bill Maertz shared the research done following the October Parks 8r Kecreation Commission meeting. Blaine does not charge non-resident fees, programs cover their direct costs and Admin costs are considered part of the general fund. Woodbury does not charge non-resident fees except for adult leagues and residents receive first access to register for programs. Lino Lakes charges non-resident fee of five to ten dollars depending on the cost of the program; it is considered a symbolic gesture, not a major source of revenue. Park & Recreation Commission Minutes November 18, 2009 Page 5D Shoreview charges non-resident fees, it is looked at as residents covered the cost of the parks and Community Center and therefore should receive a discount as compared to non-residents. Farmington does not charge non-resident fee, their computer program system does not screen between residents and non residents. It is considered that general funds covers administrative costs, programs need to cover direct costs so they want as many participants as possible. New Ulm does charge anon-resident fee, 10% is added on to the program fee. Currently, 50% of Elk River's recreation program registr'atiocl~ are done online. Our software does have the ability to charge anon- resident fee. This would need to be on the honor system because we would have no way of verifying residency online. Mr. Maertz stated that if the Parks Commission wishes to rccon7mend anon-resident fee to the City Council., staff recommcuds the following: • $5 non-resident fee for programs that cost under $5U. • $10 non-resident fee fox programs that cost over $50. Mr. Maertz shared that it is difficult to predict, hat price-point would result in driving people away and result~in reduced revenue If these feesare adopted staff would recommend a review of non-resident re~isrratirms be conducted after the first year. Council Member Gct~~as shared that his thoughts oil the issue have not changed since the October Parla Commission meeting. While looking at cut across the board and still necdin~ ro prop idc the highest level of service to residents and non-residents .rho want to participate shuul~l pa~~ nwie~' Commissioner)akcr is in line ~t ith the staff recommendation. It is a principle of "cosy-sharing", which can h~~ used ixi diffusing any arguments about the non-resident fee. Commissioner Andersoi.i likes the idea of a one year check up and questioned if the non-resident fee ~~ ith extend to other programs outside of the recreation programs. Mr. Maertz stated that at this point it would only include the recreation programs excluding the adult softball league which is not a subsidized program. MOVED BY COMMISSIONER JAKER AND SECONDED BY COMMISSIONER NIZIOLEK TO RECOMMEND TO THE CITY COUNCIL TO IMPLEMENT A $5 NON-RESIDENT FEE FOR PROGRAMS THAT COST UNDER $50 AND $10 NON-RESIDENT FEE FOR PROGRAMS THAT COST OVER $50 FOR RECREATION PROGRAMS AND TO REVIEW PROGRAMS REGISTRATION FEES AFTER THE FIRST YEAR. MOTION CARRIED 5-1. Park & Recreation Commission Minutes November 18, 2009 9. Information/Update Items 9.1. Volunteer of the Month Recreation Manager, Steve Benoit recognized Dave Burandt as this month's Volunteer of the month. 9.2. Community Events Page 6^ Recreation Manager, Steve Benoit showcased the Familv Plight Night event in a power point presentation. 9.3. Park Highlights Planner/Parks Planner, Chris Leeseberg showcased Meadowvale. Heights Park in a power point presentation. 9.4. Adopt-A-Park Update Planner/Parks Planner, Chris Lecseberg shared rhat i~feadowvale Heights Park is available for adoption with the Adopt-A-Park Prograt~i. 10.1. Update October l9, ?Ull~ City Council Meeting„- None 10.2. Update No~-ember 1(l, ?~~ll~) planning GO1111T11SSlon Meeting- None 10.3. U date I~oVemhrr 1< ?(1O`) City Council I~T~ e~ -None 11. C)ther Business - ~ionc .,~ 12. Adjournment There being no further brasiness, the meeting adjourned at 7:36pm. Minutes prepared L>; "1'onya Love. C~~ti~~~,'~v~-~-- Tonya Love Parks & Recreation Recording Secretary ~~~-_ Dave Anderson Parks and Recreation Commission Chair