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Home My WebLink About07 - PH-1 - Establishing & Increasing Athletic Field - 2/15/2011CITY COUNCIL AGENDA REPORT MEETING DATE: FEBRUARY 15, 2011 ITEM NUMBER: SUBJECT: ESTABLISHING AND INCREASING ATHLETIC FIELD USER FEES DATE: FEBRUARY 9, 2011 FROM: ADMINISTRATIVE SERVICES/RECREATION DIVISION PRESENTATION BY: LISA MCPHERSON, RECREATION SUPERVISOR FOR FURTHER INFORMATION CONTACT: LISA MCPHERSON AT 714-754-5322 RECOMMENDATION Adopt the attached Resolution establishing new categories and increasing fees for the rental of Utility and Ball Fields (Attachment 1). BACKGROUND The City permits 71 fields. Thirteen of the 71 fields are City -owned and maintained by City staff. Seventeen of the 71 fields have permanent lights and the City owns16 portable light units. The remaining fields are owned by the Newport Mesa Unified School District (NMUSD). NMUSD fields are programmed by the City as allowed in the Joint Use Agreement (JUA) between the City and NMUSD. All 71 fields are permitted for use by various athletic organizations. Field users are classified in 6 groups as follows: • Groups 1's are Non-profit youth organizations that have an "everyone plays" philosophy and turns no child away that wants to play. Have either 75% or greater Costa Mesa residency to use City fields, 50% or greater Costa Mesa residency to use Newport Mesa Unified School District (NMUSD) fields or have been grandfathered in by the City Council. Have highest priority, equal to City sponsored leagues, for use of City and School District fields. Group 1 field user status and fee waiver are approved by City Council. In 2010 the City permitted 10 Group 1's • Group 2's are NMUSD related programs. NMUSD has priority at NMUSD sites prior to 4pm at Elementary schools and 5pm at High Schools. Fees are waived as part of the JUA. In 2010 the City permitted 3 Group 2's. • Group 3's are Non-profit youth organizations that have an "everyone plays" philosophy and turns no child away that wants to play. Have fewer then 75% but greater then 50% Costa Mesa residency for use of City and NMUSD fields, or have at least 50% or greater Costa Mesa residency for competitive teams. In 2010 the City permitted 4 Group 3's. • Group 4's are adult programs, organizations or events with at least 75% Costa Mesa residents. This group has the fourth highest priority for City and NMUSD fields, except on Sundays when they shall have second priority after City adult programs. In 2010 the City permitted no Group 4's. • Group 5's are youth programs, organizations or events with less then 50% Costa Mesa residents. In 2010 the City permitted 11 Group 5's. Group 6's are adult programs, organizations with less then 75% Costa Mesa residents. This groups has the lowest priority for City and NMUSD fields, except on Sundays when they shall have third priority after City adult programs and Group 4's . In 2010 the City permitted 27 Group 6's. For the calendar year 2010, a combined total of 54,976 field usage hours and a total of $153,447 in field revenue was collected from Group3-6 organizations (Attachment 2). ANALYSIS During Fiscal Year 2009-2010 the City paid a total of $253,456 in General Funds ($188,298 for NMUSD field usage and $65,158 for Part -Time Field Ambassadors salaries). According to the Joint Use Agreement (JUA) between the Newport -Mesa Unified School District (NMUSD) and the City, the City pays whichever is the greater amount of the "Field Revenue" or an annual amount to NMUSD for the usage of District fields. The JUA also requires that the City provides employees to permit the fields and enforce all District rules, regulations and polices while community activities are being conducted on District fields. The current user fees are charged per hour per field usage (Attachment 1 Exhibit A): • Resident organizations are charged $20 without field lights and $30 with field lights for utility, baseball and softball fields. • Non-residents are charged $25 without field lights and $40 with field lights for utility and softball fields and $35 without field lights and $40 with field lights for baseball fields. • Other fees are Field Preparations ($25 for softball and $30 for baseball); portable light rental — 2 unit minimum $10 per unit per hour; Multi -Field refundable deposit $100 per field per event and Refundable Tournament Deposit $100 per field per event. Establishing new Utility and Ball field fees will provide cost -recovery revenue to assist in offsetting the field usage costs. The fees would be divided into 3 resident/non-resident groups (Non -Profit; Private and Commercial). The proposed fees would be charged per hour per field usage: • Non -Profit resident - $20 for utility, baseball and softball fields. • Non -Profit non-resident - $30 for utility, baseball and softball fields. • Private resident - $72 for utility, baseball and softball fields. • Private non-resident - $130 for utility, baseball and softball fields. • Commercial resident - $130 for utility, baseball and softball fields. • Commercial non-resident - $234 for utility, baseball and softball fields. Other fee increases are being proposed to assist in offsetting maintenance and supply costs: • Baseball & Softball Field Preparations - $40 per prep (staff cost and supplies) • Refundable Deposits for tournaments and large events 0 1 Field with 20 or more participants $100 0 2 Fields $100 0 3 to 6 Fields $300 0 7 or more Fields $500 FISCAL REVIEW The proposed fee increases are a combination of staffs time permitting and enforcing rules and the annual JUA payment (Attachment 1 Exhibit A). Staff also conducted a survey to confirm that the proposed fees were similar to those charged by surrounding cities (Attached 3). As the majority of the field rental is by Groups 1 and 2 who are exempt from rental fees, the proposed fee increases may result in a minimal amount of increased revenue. However, Council must keep in mind that should the field rental revenue increase above $188,298, the revenue received from the rental of NMUSD fields must be given to the School District per the JUA. LEGAL REVIEW The City Attorney reviewed the attached Resolution as to form. ALTERNATIVES CONSIDERED 1) Council could receive and file report. 2) Council could recommend alternate categories and fees CONCLUSION Staff recommends that the City Council adopt the attached Resolution establishing new categories and increasing fees for the rental of Utility and Ball Fields. LISA MCPHERSON Recreation Supervisor STEPHEN N. MANDOKI Director of Administrative Services ATTACHMENTS: 1. Resolution with Attached Exhibit "A" 2. 2010 User Groups and Revenue 3. Surrounding Cities Survey ATTACHMENT 1 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA, ADOPTING INCREASED FEES AND NEW FEE CATEGORIES FOR THE RENTAL OF UTILITY FIELDS AND BALL FIELDS. THE CITY COUNCIL OF THE CITY OF COSTA MESA DOES HEREBY RESOLVE AS FOLLOWS: WHEREAS, In November 2008, the City Council of the City of Costa Mesa established fees for the rental of Utility Fields and Ball Fields; and WHEREAS, this City Council desires to adjust the fees and to implement new Utility Field and Ball Field fee categories as described in Exhibit "A" attached hereto and by this reference incorporated herein; and WHEREAS, this City Council has conducted a duly noticed public hearing with respect to the fees prior to the adoption of this Resolution; and NOW, THEREFORE, BE IT RESOLVED as follows: Section 1: This City Council finds and determines that based upon the data, information, analysis, oral and written documentation presented to this City Council concerning the Utility Field and Ball Field fees described in Exhibit "A" attached hereto and by this reference incorporated herein, the fees set forth in said Exhibit "A" do not exceed the established reasonable cost of providing the service for which the fees are levied. Section 2: The fees set forth in Exhibit "A" shall be effective and shall be implemented commencing April 1, 2011, which is at least 30 days after Council adoption. PASSED AND ADOPTED this _day of ATTEST: Gary Monahan, Mayor ATTACHMENT 1 2011. APPROVED AS TO FORM: Julie Folcik, City Clerk Kimberly Hall Barlow, City Attorney ATTACHMENT 1 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss CITY OF COSTA MESA ) I, JULIE FOLCIK, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that the above and foregoing is the original of Resolution No. and was duly passed and adopted by the City Council of the City of Costa Mesa at a regular meeting held on the day of February, 2011, by the following roll call vote, to wit: AYES: COUNCIL MEMBERS ABSENT: COUNCIL MEMBERS MANSOOR, LEECE, FOLEY, MONAHAN NONE IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of Costa Mesa this day of February, 2011. JULIE FOLCIK, CITY CLERK (SEAL) CITY OF COSTA MESA ATTACHMENT 1 UTILITY AND BALL FIELD PROPOSED NEW CATEGORIES AND FEES ADMINISTRATIVE SERVICES - RECREATION DIVISION February 2011 EXHIBIT A FEE DESCRIPTION CURRENT FEE PROPOSED FEE PERCENT INCREASE (DECREASE) COMMENTS UTILITY AND BALL FIELDS Commercial Non-resident $ - $ 234.00 Charge per hour per field Commercial Resident $ - $ 130.00 Charge per hour per field Private Non-resident $ - $ 130.00 Charge per hour per field Private Resident $ - $ 72.00 Charge per hour per field Non-profit, Non-resident $ - $ 30.00 Charge per hour per field Non-profit, Resident $ - $ 20.00 Charge per hour per field Softball & Baseball Field Preparation $ - $ 40.00 Field Prep. Fee for Softball & Baseball Fields Fields with Permanent Lights $ - $ 15.00 Charge per hr/per field in addition to rental fee above Portable Light Rental - 2 unit minimum $ - $ 10.00 Charge per unit per hour REFUNDABLE DEPOSITS - Not subject to waiver 1 Field with 20 or more participants $ - $ 100.00 No deposit required for 1 field with less than 20 participants 2 Fields $ - $ 100.00 Per event 3 to 6 fields $ - $ 300.00 Per event 7 or more fields $ - $ 500.00 Per event PRIOR CLASSIFICATIONS & FEES UTILITY FIELDS Non-resident - lights $ 40.00 $ - Reclassified categories above Non-resident - without lights 25.00 - Reclassified categories above Resident - lights 30.00 - Reclassified categories above Resident - without lights 20.00 - Reclassified categories above SOFTBALL FIELDS Field Preparation 25.00 - Combined with Ball Fields above Non-resident - lights 40.00 - Combined with Ball Fields above Non-resident - without lights 25.00 - Combined with Ball Fields above Resident - lights 30.00 - Combined with Ball Fields above Resident - without lights 20.00 - Combined with Ball Fields above FEE CALCULATION BASEBALL FIELDS FY 10-11 Hourly Rate FY 10-11 Productive Hrly Rate Benefits Overhead Field Preparation 30.00 - 42.80 Combined with Ball Fields above Non-resident - lights 40.00 - Assistant Recreation Supervisor Combined with Ball Fields above Non-resident - without lights 35.00 - - Combined with Ball Fields above Resident - lights 30.00 - $ Combined with Ball Fields above Resident - without lights 20.00 - Combined with Ball Fields above MULTI -FIELD REFUNDABLE DEPOSIT 100.00 - JUA Agreement Combined in Refundable Deposits above 0.21 REFUNDABLE TOURNAMENT DEPOSIT 100.00 - Combined in Refundable Deposits above FEE CALCULATION FY 10-11 Hourly Rate FY 10-11 Productive Hrly Rate Benefits Overhead Field Rental Recreation Supervisor $ 42.80 $ 49.46 - 0.25 Assistant Recreation Supervisor $ 34.88 $ 40.31 - 2.00 Recreation Leader IV $ 16.95 $ 19.59 - 2.00 subtot = hrly rt x hrs wrkd x ben 1.77 233.90 JUA Agreement 0.21 TOTAL $234.11 ATACHMENT 2 City of Costa Mesa Field Usage 2010 Group 1's ( 10 Total) Total Hours Used Total Fees Waived (approx.) AYSO-120 13525.50 $270,510.00 AYSO-97 9380.00 $187,600.00 POP WARNER 5112.00 $10,240.00 CAL YOUTH SOCCER 2236.50 $44,730.00 CMNLL 8438.00 $168,760.00 CMALL 4912.25 $98,245.00 NHBA 2529.00 $50,580.00 CM PONY 639.00 $12,780.00 B&G CLUB 77.00 $1,540.00 BACK BAY RUGBY 387.50 $7,750.00 WOODBRIDGE HS 47236.75 $852,735.00 Group 2's ( 3 Total) Total Hours Used Total Fees Waived (approx.) COSTA MESA HIGH 1249.00 $24,980.00 ESTANCIA HIGH 670.75 $13,415.00 NEWPORT HARBOR HIGH 50.00 $1,000.00 BLUE WAVE BASEBALL 1969.75 $39,395.00 Group 3's ( 4 Total) Total Hours Used Total Fees Paid NEWPORT MESA SOCCER CLUB 806.50 $16,130.00 NEWPORT MESA BASEBALL 138.50 $3,080.00 PACIFIC COAST GIRLS SOFTBALL 17.00 $425.00 BLUE WAVE BASEBALL 2.00 $70.00 LIBERTY CHRISTIAN 964.00 $19,705.00 Group 4's None Group 5's (11 Total) Total Hours Used Total Fees Paid CALVARY CHAPEL HIGH/JR HIGH 44.25 $1,700.00 CHRIST LUTHERAN 6.50 $320.00 DIRT DOGS BASEBALL 8.00 $240.00 KLINE SCHOOL 4.00 $100.00 LIBERTY CHRISTIAN 24.00 $870.00 NEWPORT CHRISTIAN CENTER 70.00 $1,750.00 PRO BALL INC 60.00 $1,800.00 SLAMMERS FC 20.00 $500.00 SOUTH COAST CONNIE MACK 136.00 $4,080.00 SURF CITY TOURNEYS 207.75 $5,193.75 WOODBRIDGE HS 36.00 $1,380.00 616.50 $17,933.75 ATACHMENT 2 Group 6's (27 Groups) Total Hours Used Total Fees Paid ACTION SPORTS INDUSTRY 39.00 $975.00 ALL AMERICAN BOYS CHOURS 10.00 $200.00 ASA SOFTBALL 8.00 $200.00 BACK BAY RUGBY -ADULTS 9.50 $237.50 BECKMAN COULTER 16.00 $400.00 BLAIR HAVENS 16.00 $400.00 COMMUNITY SOCCER LEAGUE 902.50 $22,562.50 CONTINENTAL SOCCER LEAGUE 233.00 $5,825.00 DELOITTE CONSULTING 45.00 $1,145.00 DR. RIBA'S HEALTH CLUB 73.00 $1,460.00 IGLESIA LA PUERTA ABIERTA 8.00 $160.00 INTERNATIONAL INTERIOR DESIGN 18.50 $487.50 INTERNATIONAL SOCCER LEAGUE 1602.00 $40,050.00 LBOC SURF & SUN SOFTBALL 139.50 $4,637.50 JAKE JOBEL CLUB 38.00 $1,040.00 NAC SOFTBALL 43.00 $1,300.00 NATIONAL THERAPEUTIC SERVICES 8.00 $225.00 NEWPORT MESA CHURCH 97.00 $1,940.00 NEWPORT BEACH WOMENS SOCCER 218.00 $5,450.00 PACIFIC BASEBALL LEAGUE 102.00 $8,018.75 PACIFIC COAST BASEBALL 158.00 $5,300.00 SNELL & WILMER LLC 3.50 $107.50 SOUTH COAST BASEBALL 136.00 $7,057.25 SUNSET SOCCER LEAGUE 216.00 $5,405.00 TISHA HOCK 12.00 $300.00 TACO MESA INC. 3.00 $75.00 VETERAN'S SOCCER 34.00 $850.00 4188.50 $115,808.50 Grand Totals Hours Fees Paid 54,976 $153,447 Waived Fees $892,130 ATTACHMENT 3 City of Costa Mesa -Recreation Division Field Rental Fee Survey February 2011 Youth Sports Non -Profit Private Commerical City Field Fees AYSO/ Pop R/NR R/NR R/NR Warner etc. Resident Youth Non Profit Sports Organizations $15 $85/$143 $145/$287 Newport Beach $1-$287 $1 Other Non Profits Add $30 for Lights Add $30 for Lights $65/$104 Add $30 for Lights Youth Sports Non -Profit Private Commerical City Field Fees AYSO/ Pop R/NR R/NR R/NR Warner etc. $15 $15/$15 $25/$25 No Commerical Rate untington Beach $15-$35 $25/Lights $25/Lights $35/Lights would charge the private rate Youth Sports Non -Profit Private Commerical City Field Fees AYSO/ Pop R/NR R/NR R/NR Warner etc. No Charge Resident $33 Baseball Must obtain Irvine $16 Utility/Softball $53 Baseball Lights Business Licence Irvine $0-$65 No Charge $30 Utility/Softball $30 Utility/Softball $37 Utility/Softball Lights $57 Utility/Softball Lights $18 Basbeball $50 Utility/Softball $45 Baseball $32 Baseball Lights Lights $65 Baseball Lights Youth Non -Profit Youth Sports R/NR Commerical City Field Fees AYSO/ Pop Adult Profit Adult Non Profit R/NR Warner etc. R/NR R/NR $31/$46 $31/$46 $61-Baseball/Softball Long Beach $31-$79 Baseball/Softball Baseball/Softball $79 Soccer N/A $31/$61 Soccer $31/$61 Soccer Youth Non -Profit Youth Sports R/NR Commerical City Field Fees AYSO/ Pop Adult Profit Adult Non Profit R/NR Warner etc. R/NR R/NR $0 $0/$20 $20/$30 $40 Laguna Hills $0-$60 $15 w/lights $15/$30 w/lights $30/$40 w/ lights $60 w/ lights Youth Sports Youth Non -Profit R/NR Commerical City Field Fees AYSO/ Pop Adult Profit Adult Non Profit R/NR Warner etc. R/NR R/NR $20-$25 $20-$25 $30-$40 w/lights COSTA MESA $040 No Charge $30-$40 w/lights No commerical rate $20-$35Baseball $30-$40 BB Lights