HomeMy WebLinkAbout04 - PH-1 - Establishing Fees for Recreation on Camp - 3/1/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: MARCH 1, 2011 ITEM NUMBER:
SUBJECT: RECREATION ON CAMPUS FOR KIDS AFTERSCHOOL PROGRAM FEE
DATE: FEBRUARY 17, 2011
FROM: ADMINISTRATIVE SERVICES/RECREATION DIVISION
PRESENTATION LISA MCPHERSON, RECREATION SUPERVISOR
BY:
FOR FURTHER INFORMATION CONTACT: Lisa McPherson, Recreation Supervisor 714-754-5322
RECOMMENDATION
Adopt the Resolution establishing a fee for the Recreation on Campus for Kids Afterschool
(R.O.C.K.S) program (Attachment 1).
BACKGROUND
At the meeting of December 7, 2010, City Council approved funding the 50 percent match for the
R.O.C.K.S. program with the participating schools providing the other 50 percent. The match
funding from the participating schools is being paid by the participant's parents and by the fund
raising efforts of the Parent Teacher Associations (PTAs). The participating elementary schools are
California, Davis, Paularino, Sonora, Victoria and Whittier.
At the January Parks and Recreation Commission meeting (Attachment 2); Commission
recommended the Recreation on Campus for Kids Afterschool (R.O.C.K.S) program fee proposal
to the City Council for their consideration.
ANALYSIS
The R.O.C.K.S, fee-based afterschool program is a proposed child care custodial program to be
offered on Costa Mesa elementary school campuses within the Newport Mesa Unifed School
District (NMUSD). The R.O.C.K.S program provides a safe place for children to attend
afterschool, especially for parents who are at work. Participants are able to stay on their school
site once school is dismissed for the day until their custodial parent picks them up. Participating
Costa Mesa school sites will provide a classroom for the operation of the program. The
program will be offered to children in 1St through 6th grade. The program hours will be Monday
through Friday from school dismissal bell to 6:00 pm. Staff ratio will be 1(staff) to every 20
(participants). The foundation of the R.O.C.K.S program daily activities are four components
consisting of 1) EDUCATION: Homework assistance and reading activities. 2) YOUTH
SPORTS: Organized youth sports teaching sportsmanship, teamwork and providing physical
activity. 3) RECREATION: Staff -planned and organized recreational activities and programs,
games, arts & crafts, sports, nature, theatre, miscellaneous, etc. 4) FREE PLAY: Supervised
"free play" activities and/or activities chosen by the children and implemented and/or supervised
by City staff.
To ensure program admittance, each parent/guardian will be required to complete a registration
form, provide emergency contact information, and provide a valid credit card authorization to
remain on file.
Should any school site not reach a minimum number of paid participants, the program will not be
offered at that school site.
FISCAL REVIEW
The average weekly attendance for the current, non-custodial R.O.C.K.S program is
approximately sixty participants per week. The proposed R.O.C.K.S program fee is $15 per
week (same price for any number of days attended during each program week). The $15 weekly
fee is based on the annual cost, average number of participants divided by the number of
school weeks. The annual participant cost for the 37 -week school year is $555.
For the 2011-2012 school year, parents/guardians can either purchase each week for $15, or
pay the annual fee in tri -annual installments, or pay in one installment for the entire school year
of $555.
Staff researched surrounding cities and non-profit organizations who offer an afterschool
program (Attachment 3) to assist in structuring the proposed program.
Fees for R.O.C.K.S afterschool program will fall under the Partially Supported classification of
the Cost Recovery Policy (Attachment 4).
LEGAL REVIEW
The City Attorney's Office has reviewed the attached Resolution as to form.
ALTERNATIVES CONSIDERED
Council could approve a different program fee or receive and file the report.
CONCLUSION
Staff recommends that the City Council adopt the Resolution establishing a fee for the Recreation
on Campus for Kids Afterschool (R.O.C.K.S) program.
LISA McPHERSON
Recreation Supervisor
COLLEEN O'DONOGHUE
Assistant Finance Director
Attachments:
1. Resolution with Exhibit
2. Draft minutes of PRC meeting January 26, 2011
3 Surrounding Cities Fee Survey
4 Cost Recovery Policy
STEPHEN N. MANDOKI
Director of Administrative Services
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF COSTA MESA, CALIFORNIA, ESTABLISHING FEES
FOR THE RECREATION ON CAMPUS FOR KIDS
PROGRAM
THE CITY COUNCIL OF THE CITY OF COSTA MESA DOES HEREBY
RESOLVE AS FOLLOWS:
WHEREAS, PURSUANT TO THE PROVISIONS OF THE California
Constitution and the laws of the State of California, the City of Costa Mesa is
authorized to adopt and implement rates, fees, and charges for municipal
services; provided, however, that such rates, fees, and/or charges do not exceed
the estimated reasonable cost of providing such services; and
WHEREAS, this City Council desires to implement new fees for the
Recreation on Campus for Kids Program 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 Recreation on Campus for Kids Program fee described in
Exhibit "A" attached hereto and by this reference incorporated herein, the fee set
forth in said Exhibit "A" do not exceed the established reasonable cost of
providing the service for which the fee is levied.
ATTACHMENT 1
Section 2: The fee set forth in Exhibit "A" shall be effective April 5, 2011
and shall be implemented commencing July 1, 2011, which is at least 30 days
after Council adoption.
PASSED AND ADOPTED this
ATTEST:
day of
Gary Monahan, Mayor
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 March, 2011, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS
NOES: COUNCIL MEMBERS
ABSENT: COUNCIL MEMBERS
MANSOOR, LEECE, FOLEY, MONAHAN
BEVER
NONE
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the
City of Costa Mesa this day of March, 2011.
JULIE FOLCIK, CITY CLERK
(SEAL)
ATTACHMENT
EXHIBIT A
CITY OF COSTA MESA ♦ Administrative Services Department
Recreation Division
ROCKS PROGRAM FEE CALCULATION
Part Time Personnel budgeted at Step 4 (including General Leave) unless otherwise noted in the position column.
Position
Rate
Number of
Staff
Hours
Per Day
# Days Per
Week
# of
Weeks
Total Hours
$$$
ROCKS AFTERSCHOOL
Recreation Leader 4 (Step 7)
$ 17.66
1
5.75
5
43
206.04
$
3,639.09
Recreation Leader 3
$ 12.98
1
4
5
37
740.001
9,607.66
Recreation Leader 2
1 $ 10.721
3
1 2.75
1 51
371
1,526.251
$
16,364.73
Sub -total staff cost per site -
6 sites.
$
29,611.47
Material fee per site
$
2,500.00
TOTAL COST PER SITE
$
32,111.47
Cost per site divided by 60
participants
Participant cost divided by 37
weeks
WEEKLY FEE
$
$
$
535.19
14.46
15.00
Parks & Recreation Commission
January 26, 2011
Action Agenda — Page 5
r.7
ATTACHMENT 2
STAFF RECOMMENDATION
Costa Mesa High School and Estancia High School Provide direction
Utility Fields Rest and Renovation Period
MOTION made by Commissioner Kurt M. Galitski, seconded by Vice Chairman Terry
Shaw and carried three to one with Commissioner Jeff R. Mathews voting "No" and
Chairman Mike Brumbaugh being absent, to recommend that City Council approve the
rest and renovation period starting on July 1 to August 21, 2011.
e. Athletic Field Use and Allocation Policy
Recommendations
Provide direction
MOTION made by Commissioner Kim Pederson, seconded by Commissioner Kurt M.
Galitski and carried three to one with Vice Chairman Terry Shaw voting "No" and
Chairman Mike Brumbaugh being absent, to recommend the following to the City
Council:
1. Add Sunday's as a rest day for two years at Costa Mesa High School (CMHS) and
Estancia High School (EHS) fields for youth organizations and CMHS and EHS
Sports Booster's to renovate.
2. On page 10 of the document, to change two lit fields at Costa Mesa FARM Sports
Complex to six lit fields to reflect the correct number of fields with lights.
Recreation on Campus for Kids Afterschool Provide direction
Program Fee
MOTION made by Commissioner Kurt M. Galitski, seconded by Vice Chairman Terry
Shaw and carried four to zero with Chairman Mike Brumbaugh being absent, to
recommend City Council approve the Recreation on Campus for Kids Afterschool
(R.O.C.K.S) program fee proposal. To also have this program available for all schools
and for the City to require a two month advanced notice in order to be included in the
2011-2012 School Year.
11. Maintenance Services Manager's Report
12. Commissioner's Comments
13. Adjournment
The next regular Commission meeting is on March 23, 2011.
NOTE: Agenda related writings or documents provided to a majority of the Parks & Recreation Commission
members after distribution of the Commission Agenda Packet (GC 54957.5):
Any writings or documents provided to a majority of the Parks & Recreation Commission members
regarding any item on this agenda will be made available for public inspection at the Administrative Services
Department — Recreation Division Counter on the 3rd floor of City Hall located at 77 Fair Drive, Costa Mesa,
during normal business hours. In addition, such writings and documents may be posted, whenever
possible, on the City's website at www.ci.costa-mesa.ca.us as part of the subject agenda.
ATTACHMENT 3
City of Costa Mesa - Recreation Division
ROCKS
01/05/2011
City/OrganizationCity/Organization
Agcs
Hours per Day
Days per week
Fees
# of Participants
Grades 1-12.
Homework help, enrichment activities, games, arts -n -crafts. Offers Kinde
Some sites
$25-$150/year
373 Total,
Care and before and after school care.
Boys &Girls Club
includes
3.5
5
depending on the
165/day
Kinders.
site
School Days are:
This program is very similar to the City of Costa Mesa's program. Helps
School Days: 4 hrs
$19/day no trans
children with their homework, has the children participate in games, arts -n
Irvine
Grade K-6
Non -School Days:
5
$24/day with
25 - 50/day
crafts, and enrichment activities (5 different sites). Participants are
10.5 Ins
trans $35/day for
transported to the site, and each school in Irvine has a different community
non -school days
center that they can go to. If participants have their own transportation,
they are not charged $5.
$27 per week
ACTIVE Kidz AfterSchool- from school dismissal until 6pm. Monthly
$330 (tri-mester)
payment options available for an additional charge of $10 per month.
$840 (Annual)
Offered @ 3 sites: Mariners Library, West Newport Community Center,
Families that are
kids/site
and Community Youth Center. All sites are closed on NMUSD holidays.
Newport Beach
Grades K-6
4.5
5
enrolled into the
Ratio of 1:10
at
Non -Student Days they are open at 1 site for a longer day, TBA. Families
NMUSD Lunch
who qualify for the Lunch Program receive a 20% discount on all after
Program get an
school programs. Parents must provide a letter from the district saying tha
additional 20%
they qualify. Kinder is accepted at an earlier time than the rest of the
off
participants.
Santa Ana
N/A
N/A
N/A
N/A
N/A
The City of Santa Ana is no longer offering this type of program due to
budget cuts.
6th - 8th
school dismissal -
Columbus Tustin Activity Center, only one site. Provides daily activities
Tustin
Grade
5 m
p
5
0
50/day
include basketball, volleyball, dodgeball, Wii, pool table, air hockey, art
and crafts, and a snack bar. The drop-in program is free and non-custodial
school dismissal -
The program is held on individual school sites and is run very similar to th
YMCA
K-6 Grade
5
$451/month
40
City of Costa Mesa's program. Participants enjoy homework help,
6 m
p
enrichment activities, arts & crafts, sports and games.
Program at 6 school sites operates after school and at 2 sites for 5 hrs in the
COSTA MESA
Grade 1 - 6
3.5
5
0
50-130weekly
summer for 9wks.
Attachment 4
City of Costa Mesa
COST RECOVERY GUIDELINES
FOR RECREATION CLASSES, PROGRAMS AND ACTIVITY FEES
To provide the flexibility necessary to operate fee-based programs in an entrepreneurial manner and in
emerging markets, the following guidelines will be used in developing Recreation Division program fees.
RESIDENT FEES
Fees for resident users of the City of Costa Mesa Recreation Division fee-based activities and services,
such as those itemized on the approved list of Recreation Division Fees and Charges, shall be set to meet
the following goals:
Fully Supported Activities: To offer programs to the community at minimal or no participation fee.
Mostly Supported Activities: To offer programs to the community at minimal or no participation fee,
with recovery of direct costs such as admission fees to attractions.
Partially Supported Activities: Recover direct and indirect costs.
Self -Supported Activities: Recover direct, indirect, and administrative costs.
Direct costs include actual staff and costs directly related to the program, including
appropriate benefit rates.
Recreation Indirect costs include Division FT and PT staff, supplies, and other costs at an
additional 33% rate.
• City Administrative costs include City support costs at an additional 17% rate.
FULLY SUPPORTED
MOSTLY SUPPORTED
PARTIALLY SUPPORTED
SELF -SUPPORTED
ACTIVITIES
ME ACTIVITIES
ACTIVITIES
ACTIVITIES
Programs offered at minimal or
Programs offered at minimal
no participation fee, with recovery
Recovery of Direct and
Recovery of Direct, Indirect
or no participation fee
of direct costs, such as admission
Indirect Costs
and Administrative Costs
fees to attractions
Day Camp
RANCH Afterschool Program
Teen Camp
Early Childhood Programyouth
ROCKS Summer Program
Teen Center
Instructional Classes
Adult Sports Softball
DRC Drop In Programs —
ROCKS Summer excursions
Youth Sports
Adult Sports Basketball
Open Gym and Lap Swim
ROCKS Afterschool Program
Adult Instructional Classes
Concerts in the Park
Aquatics- Lessons
Promote a safe, healthy and
Promote affordable activities.
Developed for adults.
Can be defined as personal
secure community with
Promote a safe, healthy and
Increase the quality of life.
development. May be
emphasis on youth and/or
secure community with emphasis
Enhance opportunities
available elsewhere. Offering
senior activities. May target
on youth and/or family activities. *
available to participants.*
based on community request
underserved populations.*
or hot topic.*
Recovery rate between
Recovery rate between o
/0
Recovery rate between
Recovery rate between
0-99%. No target
enti
Target the upper 90 percentile.
100-133%. Target the upper
133-150%. Target the
percentage recovery.
90 percentile.
upper 90 percentile.
*Activities meet one or more of these criteria November 2010
COUNCIL APPROVED FEES & COST RECOVERY — the programs/facilities below fall
outside consideration of Cost Recovery Guidelines:
Balearic Community Center Commissions and Council -Appointed Committees Senior Center
Downtown Recreation Center City Celebration Portable Lights
Neighborhood Community Center Special Event Support Community Gardens
Athletic Sports Field Rentals Tennis Center/Programs Golf Fees/Clubhouse