HomeMy WebLinkAboutAdjust Fees Associated w/the City of Palm Desert's Facilities CITY OF PALM DESERT
PARKS AND RECREATION
STAFF REPORT
REQUEST: Approve the Desert Recreation District's Request to Adjust Fees
Associated with the City of Palm Desert Facilities
SUBMITTED BY: Janis Steele, Parks and Recreation Services Manager
DATE: August 27, 2009
CONTENTS: 1. General Policy Statement from the Desert Recreation DistricYs
Fees and Charges Manual, Section I
2. Fees associated with the City of Palm Desert
Recommendation:
By Minute Motion: Approve the Desert Recreation District's request to adjust
fees associated with the City of Palm Desert.
Discussion:
During the budget process, the Desert Recreation District (DRD) reviewed their policy
governing the establishment of fees and charges. The established fees and charges are
intended to reflect the District's policy of priority access for District residents to facilities,
programs and activities, and that tax revenue supports services that have a broad public
benefit.
The DRD Board of Directors has determined that District residents should be given priority
in the use of District services. For example, this preference may be in the form of adjusted
fees of priority registration opportunities. Registrants outside the DRD will be required to
pay additional charges for programs, rentals, and services provided based on Schedule
1.3 in the attached "General Policy Statement."
Attached is a copy of "Section 1" of The Desert Recreation District's Fees and Charges
Manual. It is intended to provide you with insight regarding the establishment of fees and
charges within the DRD.
Also attached is a copy of the fees associated with the City of Palm Desert based on the
current contract and/or relationship between the District and the City of Palm Desert.
Staff Report
Approve Desert Recreation District Fee Adjustments
August 27, 2009
Page2of2
The District is attempting to develop a uniform policy for fees and charges across the
valley, so residents can go to any program in any part of the valley and have a reasonable
expectation about what the fees and charges will be.
The specific fees that would be adjusted are as follows:
1. Desert Willow Cards: Increase to $10.00 from $8.00 annually.
2. Desert Willow Replacement cards: Decrease from $15.00 to $10.00 annually.
3. Fitness Facility Annual Pass: Increase from $10.00 to $25.00 annually.
4. Pavillion Reservations:
• Increase Non-resident fees from $110.00/day to $130.00/day.
• Increase District residents (non-Palm Desert): Increase fees from $80.00 to
$115.00/day.
5. Athletic Field Reservations:
• Increase commercial daytime use from $15.00/hr. to $30.00/hr.
• Increase commercial lighted use from $30.00/hr. to $60.00/hr.
The Parks and Recreation Commission unanimously supported the recommended fee
increases identified on the attached sheet during the July 21, 2009, Parks and Recreation
Commission meeting. They seem to be minimal and are designed to either help recover
the cost of doing business, or to bring them in line (and thus consistent) with the rest of the
valley. DRD staff will be available to answer any questions.
Staff recommends that the City Council approve the Desert Recreation District's proposed
fee adjustments. CITYCOUNCIL ON
APPROVED ''�I DENIED
Submitted By: RECEIVED OTHER
MEETING DA '� ��
AYES. '
Ja is Steele NOES:
rks and Recreation Services ManagerABSENI:
ABSTAINs ?
Approval: VERIFIED BY: ��
Original �le with City erk's Oftice
Mark Greenw od Paul S. Gibson
Director of Public Works Director of Finance
���
J Wohlmuth
i Manager
SECTION 1 - GENERAL Pt�LICY STATEMENT
1.1 PURPOSE
To set forth the Desert Recreation District's policy governing the establishment of fees and charges to ensure ongoing
availability and access of facilities to the public and provide a methodology for pricing and/or subsidy of District
services.
The established fees and charges are intended to reflect the District's policy of priority access far District residents to
facilities, programs and activities and that tax revenue supports services that have a broad public benefit.
1 .2 POLICY AND AUTHORITY
Each year as part of the budget process, the Desert Recreation District Board oF Directors approves, by resolution,
the collection of established fees. Once adopted, only the Board of Directors may waive any fees.
The General Manager is authorized to negotiate an offset of fees with participants, user groups and concessionaires.
The replacement value of the negotiated arrangement shall not be less than established in the schedule of fees and
charges.
The General Manager is authorized to establish interim rates for new activities,programs and facilities and to adjust
established fees based on changing market conditions until the Board takes formal action.
The General Manager is authorized to take any and all necessary measures to protect the health and safety of the
public at all times in relation to usage of District facilities and to determine designated areas public access and use.
1.3 RESIDENT PRIORITY FOR RECREATI4N SERVICES
The Board has determined that District residents should be given priority in the use of District services. For
example, this preference may be in the Form of adjusted fees or priority registration opportunities.
Registrants residing outside of the Desert Recreation District will be required to pay additional charges for programs,
rentals and services provided based on the following schedule:
Fee: $1 - $10.99...........................................$2.00
Fee: �11.00- $25.99......................................$5.00
Fee: $26.00—75.99.....................................$10.00
Fee: $76.00 - $125.99...................................$15.00
Fee: $126.00- $199.99.................................$20.00
Program Fee: $200.00+................................$50.00
1 .4 PRICING AND CUST RECOVERY
The Districts recreation services are designed to complement those available throughout the community in order that
all residents have a reasonable opportunity to participate in recreation. Where a particular recreation service is
identified as appropriate for the District to provide and a decision to offer said service has been made, a fee will be
set. For the purpose oF the development oF the appropriate fee the following three distinct categories oF program
have been established.
• Full Subsidy: Activities in this category are intended to meet the District's goal to provide opportunities with
broad appeal and access through community and special events. Full subsidy programs include those activities
that serve the broader public benefit. In some instances,nominal fees may be charged to assist in recovering fees
required by other agencies or groups,help regulate attendance ar promote a more orderly activity. District
residents will be given priority registrarion when Feasible. There is no expectation of any specific cost recovery
objective.
' Merit Pricing: Programs in this category are intended to provide broad community benefit but are offered
lar�ely as classes and activities and have many attributes of those oFFered in the private sector. The broader
public beneFit is achieved by targeting underserved or priority populations. Merit priced activities are expected
to recover 50%-100%of direct program costs. These costs represent the expense directly related to delivery of
the program, activity or service. Direct costs include direct program staff, materials and supplies, and immediate
administrative overhead(Recreation Coordinator).
' Full Cost Recovery: Programs in this category are intended to respond to the expressed need of the consumer for
a particular recreation service. In setting prices for these services, the intent is to price the activity competitively
within the local market and to recover all direct and indirect cost associated with said services. Direct costs
include direct program staff,materials and supplies, and immediate administrative overhead(Recreation
Coordinator). Indirect costs include administrative overhead and facility use surcharge and shall be calculated at
30%of direct cost.
SEGTION 2 - FACILITY AND EQUIPMENT RENTALS
The Desert Recreation District has and continues to invest resources in parks and recreation facilities. The
District seeks to maximize use of existing and future recreational buildings, facilities and open spaces
distributed throughout the District to effectively and efficiently meet the recreational needs of its residents.
Recreation buildings, or portions thereof, and other recreation facilities, when not in use for regularly
scheduled District activities may be used by other persons or organizations, with first preference given to
District operations and activities, community use, resident use, commercial use and lastly non-resident use.
2.1 CLASSIFIGATIONS
The classifications listed below have been developed to aid District staff in qualiFying facility or equipment rental use
applicants into the appropriate fee category as outlined in the fees and charges schedule:
� District Residents: Those users that reside within the geographic boundaries of the Desert Recreation
District.
� Non-Residents: Those users that reside outside the geographic boundaries of the Desert Recreation District.
• Private Funetions: Defined as use by an individual limiting the availability of that facility or equipment to all
others. Private functions may include but are not limited to anniversary parties, quinceaneras, weddings and
receptions, birthday parties, and reunions.
' COmmunity Use: Defined as non-commercial use, which serves the general public where no admission fee,
vendor fee and/or donation is requested or received. This usage is reserved for public events/meetings that are
For the general public that may include non-profit organizations and government use. Non-profit organizations
must meet the District criteria to be classified as non-profit by providing proof of tax exempt status pursuant to
26 LI.S.C. 50](c)(3). For athletic fields, only District recognized recreational youth sports organization regular
season practice and league play is recognized in this category. Invitational tournaments, exclusive club teams,
travel teams and adult league are considered commercial use.
� Commercial Use: DeFined as all other uses that do not meet the criteria for Community and Private use as
defined above. All businesses,regardless of whether a fee is charged, or a product is being sold, fall within this
classification. (E.g. Those providing free financial advice, tax seminars,retirement planning, etc.)
2.2 RESERVATION REQUIREMENTS
All persons, organizations or groups who desire to use District facilities or equipment shall apply for use on
application forms provided by the District. The applicant shall furnish such infarmation as required to determine if
said program or use will be permitted. At the discretion of the District, dependent on the nature of the use
requested, all or some of the following conditions of use may be required:
' The District will require security guards for room rentals occurring after 6:00 p.m.
' Proof of insurance for Comprehensive General Liability with $1,000,000 combined single limit for bodily injury
or property damage including fire and legal liability may be required. The Desert Recreation District must be
named as the"additional insured"on the users' policy as it pertains to the use of District facilities. The District
and affected city may be required when utilizing District managed city owned facilities.
• If alcoholic beverages are to be served or sold, a liquor liability endorsement must be submitted in the amount oF
$1,000,000. All other State, County, City and District's requirements regarding the use and/or sale of alcoholic
beverages on District facilities must be met. There are NO exceptions to this policy.
' Those using the District facilities shall be responsible for any damage, which occurs with their use of the facilities.
' In order to qualify for the Community LIse Rate on field reservations, youth sports organizations must submit
team rosters including city of residency for each player, game and practice schedules, list of board members, and
a copy of the organizations constitution and bylaws.
' Some usage may require additional permits/approvals from the city ar county depending on location and nature
of event. All additional permits are the responsibility of the applicant.
2.3 PAYMENT AND REFUNDS
' All applicable rental fees and deposits must be paid in full at the time of reservation and not less than 14 days
prior to scheduled event.
' No refund will be issued when written notice of rental reservation cancellation is given less than 30 calendar days
in advance of reservation date.
• All rental fees and deposits will be reFunded if the reservation is canceled by the District.
• The District processes payments on the second and fourth Wednesdays of each month. Depending on where a
reservation falls in the payment cycle it may take a maximum of three weeks for refunds to be processed. Upon
request, refunds will be available for pick up on the second and fourth Thursday, after 2:OOPM, at the District
administrative offices at 45-305 Oasis Street, Indio. All other payments will be delivered by the LI.S. Postal
Service.
2.4 CLEANING AND SECURITY DEPOSITS
Rental of District facilities and equipment requires a cash cleaning/security deposit. The cleaning/security
deposit is refundable if the facility or equipment has been returned to the District in the same conditions as
it was delivered. The District shall determine the amount of deposit required above the minimum when the
applied for use is likely to cause wear and tear on the facility and or equipment beyond that expected far
typical use.
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