General Services Committee (Discontinued as of March 2024)

CITY OF ROSWELL GENERAL SERVICES COMMITTEE AGENDA Wednesday, May 23, 2018 at 4:00 p.m. City Hall Large Conference Room 425 N. Richardson Ave., Roswell, NM 88202 Committee Chair: Savino Sanchez Committee Vice Chair: Jacob Roebuck Committee Members: Angela Moore, Juan Oropesa Staff Coordinator: Elizabeth Gilbert A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. April 25, 2018 Meeting Minutes 1-2 E. Non-Action Items 1. Old Municipal Airport and Cielo Grande Recreation Area Master Plan 3 F. Action Items 1. Review and Consider Approval of Resolution 18-36: Recreation Division Fee Schedule 4-46 G. Public Participation H. Adjourn (Next Meeting: June 27, 2018) NOTICE OF POTENTIAL QUORUM – A quorum of the City Council may or may not attend, but there will not be debate by the City Council. The Council, acting as attendees to an informational presentation, will not be discussing public business and no action will be taken. Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 17-49. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575- 624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and posted: 05-18-18 Regular Meeting of the General Services Committee Held in the Conference Room at City Hall April 25, 2018 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 17-49. B. ROLL CALL The meeting convened at 4:01 p.m. with Chair Sanchez presiding; Councilors Moore, Roebuck and Oropesa being present. Staff Present: Elizabeth Gilbert, James Burress, Anna Aragon, Bill Morris, Kevin Dillon, Joe Neeb, Laurie Jerge and Ana Nieto. Guest Present: Alison Penn and Larry Connolly. C. APPROVAL OF AGENDA Councilor Roebuck moved to approve the April 25, 2018, Regular General Services Committee meeting agenda as presented. Councilor Oropesa amended the motion by moving Action Item F to be placed under E and all other items to follow. Councilor Oropesa was the second. A voice vote was 4-0, and the motion passed. D. APPROVAL OF MINUTES 1. Councilor Roebuck moved to approve the General Services Workshop Minutes from February 13, 2018. Councilor Oropesa was the second. A voice vote was 4-0, and the motion passed. 2. Councilor Roebuck moved to approve the General Services Committee meeting minutes from February 28, 2018. Councilor Oropesa was the second. A voice vote was 4-0, and the motion passed. E. REGULAR ACTION ITEM 1. Review and Discuss Proposed Pecos Trails Transit Route Addition- Ms. Gilbert discussed the proposed route that would provide service to the new Recreation and Aquatic Center as well as the Cielo Grande Recreation Area. Ms. Gilbert stated the first route heads west from the terminal and includes mostly right turns. Ms. Gilbert stated many of the stops are located on the opposite side of the street from the destination. The other route option includes the same stops which would mostly be on the same side of the street as the destination, but with more left turns. Councilor Roebuck moved to approve Pecos Trails Route addition to go east. Councilor Moore was second. A voice vote was 4-0, and the motion passed. 2. Review and discuss Recreation Programming Cost Recovery Guideline-Ms. Gilbert stated that in preparation for the Recreation and Aquatic Center opening, the Recreation Department would like to establish the level of financial support desired from the Council and where user fees should make up the difference for programming services. There is a cost recovery guideline that has been developed to help guide the Recreation staff with managing and implementing appropriate fees for this service. Ms. Gilbert discussed the guideline reviews and considerations that should factor into setting the fees. The target cost recovery would be 30%. Councilor Roebuck moved to approve the Recreation Programming Cost Recovery Guideline. Councilor Oropesa was second. A voice vote was 4-0, and the motion passed. For the record: Councilor Oropesa left the meeting at 4:54 pm. 3. RFP 18-013 Aquatic Center Operations Recommendation- Ms. Gilbert discussed the1RFP. RFP 18-013 was released in February to receive proposals on the services that an operating firm could provide to assist us with the implementation and setup for this facility. The RFP requested proposals be submitted with a range of options from full operation to training only. Even with the award of this RFP, the City can maintain control over the operations and hire the staff that will be required. Mr. Burress stated the Firm could serve as a project leader role to provide guidance and experience with the dedicated focus to opening the entire facility. Councilor Moore recommended to send RFP 18-013 to City Council to recommend the firm allowing the City Manager to enter into negotiations. Councilor Roebuck was second. A voice vote was 3-0 and the motion passed with Councilor Oropesa being absent. F. NON-ACTION ITEMS 1. Discussion on Parks and Recreation Commission Workshop- General Services Committee members discussed a proposed workshop would be to orient the new members as well as provide some guidance from the City Council on the focus and purpose of the group. G. PUBLIC PARTICIPATION None H. ADJOURNED The meeting adjourned at 5:36 p.m. 2  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, May 23, 2018 at 4:00 p.m. ACTION REQUESTED: Old Municipal Airport and Cielo Grande Recreation Area Master Plan BACKGROUND: This is a presentation on the upcoming plans for the Old Municipal Airport (OMA) and the Cielo Grande Recreation Area. FINANCIAL CONSIDERATION: Not applicable. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Non-action. STAFF RECOMMENDATION: Non-action. 3  CITY OF ROSWELL General Services Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Wednesday, May 23, 2018 at 4:00 p.m. ACTION REQUESTED: Review and Consider Approval of Resolution 18-36: Recreation Division Fee Schedule BACKGROUND: The Recreation Division of the Parks and Recreation Department has been reviewing its current fee schedule to ensure it includes the current fees and activities of the division. Additionally, the division is preparing for a shift in its service model by adding memberships to the structure. The memberships would work for both the Roswell Adult and Recreation Center as well as the Roswell Recreation and Aquatic Center planned for opening within the next year. Currently not included in this fee schedule are the fees that would be associated with the aquatic facility. The division would like to review this further and work with the awardee of the recent RFP to ensure these fees are in line with the plans for operation. These fees would be authorized as soon as the City Council adopts the fee schedule, but there will need to be some operational adjustments to ensure proper processing for some of them. This includes a point of sale system and equipment be installed at both facilities as well as a membership management process. Both of these elements are in process now. The documents included with this packet include the following: • Resolution 18-36: This is the resolution that the Committee is asked to review and consider approval. This also shows the changes in the fees from what is currently approved. • Fee Schedule for Publication: This is the fee schedule that will be published and shared with the public as it is easier to read and understand than the resolution. • Comparable rates from other facilities. • Visitation information and excerpts from the Aquatic Facility Feasibility Study that details population information. • Current cost recovery information. • Cost Recovery Guideline recently passed by Council for Recreation Programming. 4 FINANCIAL CONSIDERATION: These will be the user fees that are charged to users of the Recreation Division’s services. These fees are crucial to meeting the cost recovery goal set with the recent approval of the Cost Recovery Guideline for the Recreation Division. Revenue information is included with this packet. The amount of revenue that can be generated from these fees will be monitored and tracked for ongoing adjustments and will depend on visitation and usage of our services. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Review and consider approval of Resolution 18-36: Recreation Division Fee Schedule. STAFF RECOMMENDATION: Approve Resolution 18-36 as presented. 5  RESOLUTION 18-36 A RESOLUTION TO SET FEES CHARGED BY THE CITY FOR THE RECREATION DIVISION OF THE PARKS AND RECREATION DEPARTMENT. WHEREAS, the City of Roswell provides services for the purposes of providing quality recreation and programming services to the citizens of Roswell; and WHEREAS, the City of Roswell requires associated fees to be in place for such services; NOW THEREFORE, be it resolved by the governing body of the City of Roswell, New Mexico that the following fees shall be amended and/or charged by the City of Roswell and that these fees shall take effect upon the approval of this resolution: Item Amended/New Fee Description Current Amount Current Unit Number Amount 23 Classroom $0/$5/$15 Per Hour $0/$5/$15 24 Main Auditorium $0/$5/$35 Per Hour $0/$15/$35 25 Big Room#22 $0/$15/$30 Per Hour $0/$15/$30 26 Lifelong Scholars $35 Per Class $35 27 Concerts $22/$33 1 Week/2 Weeks $0 28 Sports Conditioning Camps $30 Per Camp $30 29 Adult Volleyball (6 on 6) $160 Per Team $160 30 Adult Volleyball (4 on 4) $120 Per Team $120 31 Adult Volleyball (3 on 3) $85 Per Team $85 32 Youth Volleyball $35 Per Player $40 33 Spectator Admission $0.75 Per Person $1 34 Adult Basketball (3 on 3) $85 Per Team $85 35 Adult Basketball (4 on 4) $125 Per Team $125 36 Adult Basketball (6 on 6) $200 Per Team $200 6 37 Tournaments $500.00 Per Child $500 38 Youth Basketball $35.00 Per Child $40 39 Football League (5 on 5) $125.00 Per Team $0 40 Soccer League (5 on 5) $35 Per Player $40 41 Vacation Fun-Full Day $12 Per Day $12 42 Vacation Fun-Half Day $6 Per Day $6 43 After School $6 Per Day $6 44 Summer Vacation-Paid in Full $390 Per Child $390 45 Summer Vacation-Monthly $140 Per Child $200 46 Meeting Room $0/$12/$20 Per Hour $0/$12/$20 47 Tennis Court $10 Per Hour $14 48 Tennis Court-Lights and Electricity $4 Per Hour $0 49 Tennis and Sand Volleyball Group Activities 20% Total Received 20% 50 Sand Volleyball $20 Per Day $20 51 Little League-Player Fee for Youth $5 Per Player $0 52 Little League- Tournament Fee for Youth $7 Per Team $0 53 Wool Bowl-Adult Player Fee $8 Per Player $0 54 Wool Bowl-Adult Tournament $12 Per Player $0 55 Wool Bowl-Youth Player Fee $5 Per Player $0 56 Wool Bowl-Youth Tournament Fee $6 Per Player $0 57 Cielo Grande-Adult Player Fee $6 Per Player $0 7 58 Cielo Grande-Adult Tournament $12 Per Team $0 59 Cielo Grande-Youth Player Fee $5 Per Player $0 60 Cielo Grande-Youth Tournament Fee $6 Per Team $0 61 League Youth Player Fee $0 Per Player $5 62 League Youth Tournament Fee $0 Per Team $10 63 Adult Player Fee $0 Per Player $10 64 Adult Tournament Fee $0 Per Team $20 65 Non-League Field with Lights $0 Per Hour $75 66 Non-League Field without Lights $0 Per Hour $50 67 Open Grass Area $100 Per Day $0/$50/$100 68 Tournaments $100 Per Day $0/$150/$250 69 Locker Rooms $0/$25/$50 Per Day $0/$25/$50 70 Special Activities Area $500 Per Day $0/$250/$500 71 Complexes - League Use $0 Contract Based $0 Per Hour 72 More Use of Time - League Use $15/$20 Without/ With $0 Lights 73 Coke Field-Single Game $20/$25/$40/$50 Per Game $20/$25/$40/$50 74 Coke Field-Double Header $40/$50/$80/$100 Per Game $40/$50/$80/$100 Per Day Without/ 75 Tournaments $100/$150 $100/$150 With Lights Per Day Without/ 76 Coke Field-Commercial Single Game $100/$150 $100/$150 With Lights Per Day Without/ 77 Coke Field-Commercial Double Header $150/$200 $150/$200 With Lights Additional Clean Up for Litter or Other Minimum plus 78 $100 $150 Incident, Per Incident hourly charges 8 79 Damage $500 + Cost $500 + Cost 80 Admission Charged 15% of Collected $0 81 Reserved Park Area $15 $0/$0/$15 82 Sunken Garden (Cahoon Park) $45 3 Hour Period $45 83 Electricity and/or Water $15 Per Rental Period $15 84 Photo Shoot $50 Per Hour $0/$0/$50 85 Movies/Commercials $150 Per Hour $0/$0/$150 Other City Personnel (Parks, Recreation, Per Hour Per 86 Sanitation, Special Electronics, Marketing $20 $20 Person Services, etc.), Per Hour Per Person Call Back Fee, Required for employee being 87 $0 Per Call $50 called after initial set up Shelter Reservation Fee, Per Shelter Per Event Per Shelter Per 88 $40 $40 Per Day Event Per Day Per Hour, 89 Pioneer Plaza $0/$10/$25 $0/$10/$25 Minimum 3 Hours Per Site (Includes Designated Inflatable Sites, Per Site/Per 90 $80/$90 electricity and $80/$90 Pavilion Site (Includes electricity and water) water) 91 Concession Facility Use, Per Facility Per Day $0 $0/$100/$100 92 Bathroom Facility Use, Per Facility Per Day $0 $0/$100/$100 93 Set Up or Tear Down Fee, Per Day $100 Per Day $100 94 Mobile Stage, 32 feet x 15 ½ feet, First Day $1,000 95 Mobile Stage Extra Staging, 8 feet, First Day $250 96 Mobile Stage, Each Additional Day $500 Varies within Parks and Rec Fee Mobile Stage Extra Staging, Each Additional Schedule 97 $125 Day 98 Portable Stage, 20x20, Each Day $250 99 Portable Stage Setup & Tear Down, Per Setup $150 9 100 Shorter/Riser, 20x20, Each Day $125 101 PA System, Per Event $50 Per Hour $125 102 Mobile Movie Screen Fee, Per Event $0 $25 103 Music System, Per Event $0 $400 104 Microphone/Stand, Each per Event $50 Per Day $10 105 Sound Personnel, Per Hour $30 Per Hour $30 106 Podium, Per Event $0 $100 Electricity (Park Property), Per Hookup Per Per Hookup Per 107 $15 (Max $50) $15 (Max $50) Event Event 108 Temporary Pole (Park Property), Per Event $0 $100 109 Blue Pole, Per Event $0 $200 110 Tables, 6 ft, Each Per Day $7.50 6 ft, Each Per Day $7.50 Per 50 Chairs Per 111 Chairs, Per 50 Chairs Per Day $15 $15 Day 112 Tent (10x10), Each Per Day $50 (+$50 Setup) Each Per Day $50 113 Tent (20x20), Each Per Day $150 (+$50 Setup) Each Per Day $150 114 Tent (40x40), Each Per Day $250 (+$50 Setup) Each Per Day $250 Bleachers, 50 Seat Set, Per Event (Backs: 115 H7’10”xL15’5”x W9’11’’; No Backs: $0 $200 H4’3”xL15’xW9’) Trash Cans - 55 gallon , Each Per Event (1 per 116 $0 $10 25 people recommended) 117 Trash Bags, Per Roll $0 $20 118 Electrical Hookup, Per Hookup $0 $50 119 Electrical Spiders, Per Spider $100 Per Spider $100 120 Generator (Small), Per Activity $500 Per Event $500 10 121 Multipurpose Room $0 Per Hour $0/$15/$30 122 Other Park Property $0 Per Hour $0/$10/$25 Per Day Per 123 City Vehicles or Mobile Equipment $0 $100 Equipment 125 Daily Entry - Adult $0 $5 126 Daily Entry - Child $0 $3 127 Daily Entry - Tots $0 $0 128 Daily Entry - Senior/Military $0 $3 129 Daily Entry - Resident $0 $3 130 RARC - Billiards $1/$5 Per Visit/Month $1/$5 131 RARC - Cardio Room or Aerobics $1 Per Punch $1 Per Week 132 Membership - Adult $0 Resident/ Non- $10/$12 Resident Per Week 133 Membership - Adult Couple $0 Resident/ Non- $15/$18 Resident Per Week 134 Membership - Child $0 Resident/ Non- $5/$6 Resident Per Week 135 Membership - Senior $0 Resident/ Non- $7/$9 Resident Per Week 136 Membership - Senior Couple $0 Resident/ Non- $10/$12 Resident Per Week 137 Membership - Family $0 Resident/ Non- $20/$25 Resident 138 Membership - Military Discount $0 Per Week 5% 139 Membership - Employee Discount $0 Per Week 5% Per Month 140 Membership - Adult $0 Resident/ Non- $32/$40 Resident 11  Per Month 141 Membership - Adult Couple $0 Resident/ Non- $48/$58 Resident Per Month 142 Membership - Child $0 Resident/ Non- $15/$18 Resident Per Month 143 Membership - Senior $0 Resident/ Non- $25/$30 Resident Per Month 144 Membership - Senior Couple $0 Resident/ Non- $38/$46 Resident Per Month 145 Membership - Family $0 Resident/ Non- $65/$78 Resident 146 Membership - Military Discount $0 Per Month 10% 147 Membership - Employee Discount $0 Per Month 10% Per Year 148 Membership - Adult $0 Resident/ Non- $350/$420 Resident Per Year 149 Membership - Adult Couple $0 Resident/ Non- $525/$630 Resident Per Year 150 Membership - Child $0 Resident/ Non- $150/$180 Resident Per Year 151 Membership - Senior $0 Resident/ Non- $250/$300 Resident Per Year 152 Membership - Senior Couple $0 Resident/ Non- $375/$450 Resident Per Year 153 Membership - Family $0 Resident/ Non- $700/$840 Resident 154 Membership - Military Discount $0 Per Year 15% 155 Membership - Employee Discount $0 Per Year 25% 12  ADOPTED, SIGNED, AND APPROVED on this ____ day of _____________ 2018. CITY OF ROSWELL: Dennis J. Kintigh, Mayor ATTEST: Sharon Coll, City Clerk 13  City of Roswell Parks & Recreation Recreation Fee Schedule Division 14 Below are the rates charged for different purposes within the Recreation Division of the Parks and Recreation Department in the City of Roswell. All fees charged will be included in this list and cannot be waived. Programs, Daily Entry, and Membership All recreation programs will have a per class fee established according to the Division’s Cost Recovery Guideline. Participants in these programs may pay the class fee to participate. Specific program fees are listed below, but others may be established as new programming is developed and offered. Athletic Programs Sports Conditioning Camps $30 per camp $40/player Soccer League (5 on 5) $35 for each additional family member Volleyball Adult Volleyball League (3 on 3) $85/team Adult Volleyball League (4 on 4) $120/team Adult Volleyball League (6 on 6) $160/team $40/player Youth Volleyball $35 for each additional child Basketball Adult Basketball (3 on 3) $85/team Adult Basketball (4 on 4) $125/team Adult Basketball (5 on 5) $200/team Tournaments $500/team $40/player Youth Basketball $35 per each additional child in same family Vacation Fun Programs Vacation Fun Programming fees for After School and Spring, Thanksgiving, and Christmas breaks are listed below. Full Day $12/child Half Day $6/child After School $6/child Vacation Fun Programming fees for the Summer program are listed below. Prepaid in Full $390/child Monthly $200/child Full Day $12/child Half Day $6/child Page 1 of 6 15  Discount on Daily Rates $1/each for Each Additional additional Child in Same Family child Daily Entry The Recreation Division operates two facilities: the Roswell Adult and Recreation Center and the Roswell Recreation and Aquatic Center. The rates below will allow access to either facility for a single day of use. The visitor may use the facilities’ open access areas that are not reserved for programming or special activities. User Category Fee Adult (13-59) $5 Child (4-12) $3 Tots (3 and under) Free Senior (60+)/Military $3 Roswell Resident (ID Must Show $3 Roswell, NM) Spectator Admission $1/person Billiards $1/Visit or $5/Month Cardio Room or Aerobics $1/Punch on Card Memberships Memberships in the Recreation Division may also be purchased for recurring access. Memberships include the following benefits: 1. Daily open admission to both facilities. Individual memberships for one facility may be purchased at half the cost listed below. 2. Ability to participate in any regularly scheduled programming. This does not include leagues and the participant must still register for the class. 3. Discounted admission to special activities and facility rentals. Membership Week Month Annual Category Resident Non-Resident Resident Non-Resident Resident Non-Resident Adult (13-59) $10 $12 $32 $40 $350 $420 Adult Couple $15 $18 $48 $58 $525 $630 Child (4-12)* $5 $6 $15 $18 $150 $180 Senior (60+) $7 $9 $25 $30 $250 $300 Senior Couple $10 $12 $38 $46 $375 $450 Family (Up to 6 $20 $25 $65 $78 $700 $840 Members) Military Discount 5% 5% 10% 10% 15% 15% City Employee 5% 5% 10% 10% 25% 25% Discount *Must accompany an adult or senior membership. Page 2 of 6 16  Facility Rentals Facility use will be reserved according to the availability of the facility on a first come, first serve basis. Where fees will be applied for specific purposes based on a group assignment, the groups will be assigned as outlined below: Group A is for internal City department and Roswell Independent School District use. Group B fees are charged for this group when activities planned are community oriented and open to the public. Members also receive these rates. Group C fees are charged for this group when activities planned are not open to the public. Room Rentals Group Group Group A B C Roswell Adult and Recreation Center 807 N. Missouri Classroom (Hourly) $0 $5 $15 Main Auditorium (Hourly) $0 $15 $35 Big Room #22 (Hourly) $0 $15 $30 Parks and Recreation Office 1101 W. Fourth Street Meeting Room (Hourly) $0 $12 $20 Roswell Recreation and Aquatic Center Multipurpose Room $0 $15 $30 Other Area Rentals Most areas within our parks are available and open to the public on a first come, first serve basis. Areas designated as group use areas within our parks can be reserved for private use through a Special Use Permit process. When reserved, these areas would not be open to the public. Group Group Group A B C Locker Rooms per Day $0 $25 $50 Special Activities Area per Day $0 $250 $500 Open Grass Areas per Day $0 $50 $100 Tournaments per Day $0 $150 $250 Photo Shoot per Hour $0 $0 $50 Movies/Commercials per Hour $0 $0 $150 Reserved Park Area per Permit $0 $0 $15 Page 3 of 6 17  $45/3 hour Sunken Gardens (Cahoon Park) $0 period Electricity and/or Water $0 $15 per period Park Site Pavilions/Shelters $0 $40/day $80 (includes electricity) Designated Inflatable Sites $0 $90 (includes water) Pioneer Plaza per Day $0 $10 $25 Other Park Property Fee $0 $15/day $100/Facility/ Concession Facility Use $0 Day $100/Facility/ Bathroom Facility Use $0 Day Cahoon Tennis Courts The tennis courts are regularly open to the public for individual use on a first come, first serve basis. Persons desiring to reserve the courts for private lessons or other group activities such as private camps will be responsible for the fees below. Court Time $14/hour/court (Must be paid for in advance) (min. of 1 hour) 20% of the Total Group Activities Revenue Received Sand Volleyball Courts The sand volleyball courts are regularly open to the public for individual use on a first come, first serve basis. Persons desiring to reserve the courts for private lessons or other group activities such as private camps will be responsible for the fees below. Court Time $20/day/court (Must be paid for in advance) 20% of the Total Group Activities Revenue Received Sports Fields and Complexes These areas must be reserved with the Recreation Division prior to use. Leagues may establish an agreement with the City for season use of a field or complex which may waive the rental fees. Use outside of this agreement will incur a fee. League Use Youth Player Fee $5/player Page 4 of 6 18  Youth Tournament Fee $10/team Adult Player Fee $10/player Adult Tournament Fee $20/team Non-League Use Field with Lights $75/hour Field without Lights $50/hour Joe Bauman Stadium at Coca-Cola Field This complex must be reserved with the Recreation Division prior to use. Leagues may establish an agreement with the City for season use. With commercial use, basic field maintenance is the responsibility of the user. Non-Profit Use Multiple Use Single Use Single Game $20/game $40/game Single Game with Lights $25/game $50/game Double Header $40/game $80/game Double Header with Lights $50/game $100/game Tournament $100/day $100/day Tournament with Lights $100/day $150/day Commercial Use Single Game N/A $100/game Single Game with Lights N/A $150/game Double Header N/A $150/game Double Header with Lights N/A $200/game Equipment Rentals and Other Fees Other needs that can be supplied by the Division should be requested with the Special Use Permit process. Item Cost Unit City Personnel $20 Per Hour Per Person Required for employee being Call Back Fee $50 called after initial set up Set Up or Tear Down Fee $100 Per Day Mobile Stage $1,000 32 feet x 15 ½ feet, First Day Mobile Stage Extra Staging $250 8 feet, First Day Mobile Stage $500 Each Additional Day Mobile Stage Extra Staging $125 Each Additional Day Portable Stage $250 20x20, Each Day Portable Stage Setup & Tear Down $150 Per Setup Shorter/Riser $125 20x20, Each Day Page 5 of 6 19  PA System $125 Per Event Mobile Movie Screen Fee $25 Per Event Music System $400 Per Event Microphone/Stand $10 Each per Event Sound Personnel $30 Per Hour Podium $100 Per Event Electricity (Park Property) $15 (Max $50) Per Hookup Per Event Temporary Pole (Park Property) $100 Per Event Blue Pole (As Needed) $200 Per Event Tables $7.50 6 ft, Each Per Day Chairs $15 Per 50 Chairs Per Day Tent (10x10) $50 Each Per Day Tent (20x20) $150 Each Per Day Tent (40x40) $250 Each Per Day 1 Set of 50 Seats, Per Event With Backs: H7’10” x L15’5” x Bleachers $200 W 9’11’’ No Backs: H4’3” x L15’ x W9’ City Vehicles or Mobile Equipment $100 Per Day Per Vehicle Each Per Event (1 per 25 Trash Cans - 55 gallon $10 people recommended) Trash Bags $20 Per Roll Additional Clean Up for Litter or $150 Per Incident Other Incident Electrical Hookup $50 Per Hookup Electrical Spiders $100 Per Spider Generator (Small) $500 Per Activity $500 plus cost of Damage to City Property Per Incident repair Page 6 of 6 20 21 22 23 24 25 26 27 28 29 30 31 32 User Information Adult and Recreation Center Historical Visits FY2013 FY2014 FY2015 FY2016 FY2017 Annual Avg. 109,669 91,873 124,999 120,114 120,122 113,355 Cahoon Park Pool Average Use = 3,333 visitors monthly (Approximately 40,000 annualized) Splash Pad Average Use = 1,200 visitors daily 33 POPULATION MARKET AREA POPULATION BY DISTANCE Population Average Annual Change 2010 2015 2020 2010-2015 2016-2020 Radius Number Percent Number Percent Number Percent Number Percent Number Percent (000's) of Total (000's) of Total (000's) of Total (000's) Change (000's) Change 0 to 3 Miles 42.4 65.7% 42.6 65.6% 42.9 65.1% 0.0 0.1% 0.1 0.1% 3 to 5 Miles 8.0 12.3% 8.0 12.4% 8.3 12.6% 0.0 0.2% 0.0 0.6% 5 to 10 Miles 7.9 12.3% 8.0 12.4% 8.2 12.5% 0.0 0.2% 0.0 0.5% Subtotal 58.3 90.3% 58.6 90.3% 59.4 90.2% 0.1 0.1% 0.1 0.2% 10 to 15 Miles 1.7 2.7% 1.7 2.7% 1.8 2.7% 0.0 0.2% 0.0 0.6% 15 to 25 Miles 4.6 7.1% 4.6 7.0% 4.6 7.0% 0.0 0.0% 0.0 0.4% Subtotal 6.3 9.7% 6.3 9.7% 6.4 9.8% 0.0 0.1% 0.0 0.4% Total (0-25 Miles) 64.5 100.0% 64.9 100.0% 65.8 100.0% 0.1 0.1% 0.2 0.3% Roswell 48.4 48.6 49.1 0.0 0.1% 0.1 0.2% Source: Alteryx 34 AGE MARKET AREA AGE DISTRIBUTION Age Groups 0 to 3 Miles 3 to 5 Miles 5 to 10 Miles 10 to 15 Miles 15 to 25 Miles Roswell U.S. Age # % # % # % # % # % # % Population Age 0-4 3,283 7.7% 512 6.4% 646 8.0% 101 5.8% 281 6.2% 3,780 7.8% 6.5% Age 5-9 3,416 8.0% 569 7.1% 682 8.5% 121 7.0% 382 8.4% 3,947 8.1% 6.5% Age 10-14 3,000 7.0% 614 7.6% 689 8.6% 136 7.8% 386 8.5% 3,516 7.2% 6.6% Age 15-19 3,304 7.8% 561 7.0% 748 9.3% 127 7.3% 374 8.2% 3,908 8.0% 6.9% Subtotal 13,003 30.5% 2,256 28.1% 2,765 34.4% 485 28.0% 1,423 31.3% 15,151 31.2% 26.5% Age 20-24 3,012 7.1% 451 5.6% 712 8.9% 134 7.7% 348 7.6% 3,516 7.2% 7.1% Age 25-29 2,795 6.6% 412 5.1% 510 6.4% 108 6.2% 291 6.4% 3,163 6.5% 6.8% Age 30-34 2,777 6.5% 480 6.0% 474 5.9% 112 6.5% 298 6.5% 3,182 6.5% 6.6% Age 35-39 2,221 5.2% 456 5.7% 432 5.4% 105 6.1% 263 5.8% 2,555 5.3% 6.3% Age 40-44 2,275 5.3% 454 5.7% 446 5.6% 121 7.0% 269 5.9% 2,599 5.3% 6.8% Age 45-49 2,386 5.6% 479 6.0% 481 6.0% 125 7.2% 295 6.5% 2,716 5.6% 7.1% Age 50-54 2,733 6.4% 554 6.9% 505 6.3% 124 7.2% 309 6.8% 3,063 6.3% 7.3% Age 55-59 2,577 6.1% 586 7.3% 495 6.2% 116 6.7% 282 6.2% 2,895 6.0% 6.5% Age 60-64 2,309 5.4% 536 6.7% 402 5.0% 96 5.5% 217 4.8% 2,584 5.3% 5.7% Age 65-69 1,921 4.5% 454 5.7% 295 3.7% 72 4.2% 169 3.7% 2,139 4.4% 4.2% Age 70-74 1,446 3.4% 317 3.9% 195 2.4% 56 3.2% 143 3.1% 1,590 3.3% 3.1% Age 75-79 1,150 2.7% 249 3.1% 148 1.8% 37 2.1% 111 2.4% 1,277 2.6% 2.4% Age 80-84 967 2.3% 179 2.2% 102 1.3% 27 1.6% 74 1.6% 1,067 2.2% 1.9% Age 85+ 1,019 2.4% 169 2.1% 68 0.8% 16 0.9% 58 1.3% 1,107 2.3% 1.9% TOTAL: 42,591 100.0% 8,032 100.0% 8,030 100.0% 1,734 100.0% 4,550 100.0% 48,604 100.0% 100% Median Age 34.4 39.6 30.3 36.4 33.5 33.8 37.0 Source: Alteryx 35 Trade Areas (in miles) - 3 Trade Areas (in miles) - 3-5 Trade Areas (in miles) - 5-10 Trade Areas (in miles) - 10-15 Trade Areas (in miles) - 15-25 36 INCOME MARKET AREA INCOME Radius Per Capita Incomes Median Household Incomes Dollars Index Dollars Index 0 to 3 Miles $21,234 0.80 $40,448 0.77 3 to 5 Miles $24,856 0.94 $53,042 1.01 5 to 10 Miles $16,839 0.64 $41,081 0.78 10 to 15 Miles $21,241 0.80 $48,511 0.92 15 to 25 Miles $17,457 0.66 $46,018 0.87 Roswell $20,756 0.78 $41,418 0.79 Total U.S. $26,464 1.00 $52,599 1.00 Source: Alteryx 37 City of Roswell Recreation Department Historical Revenue and Expenses March 28, 2018 FY2015 FY2016 FY2017 FY2018 YTD Actual Actual Actual Actual Recreation Revenue Government Sales Tax 9,173 5,740 4,337 3,530 Programs 132,720 104,230 91,702 71,272 Concessions 33,076 15,478 2,526 3,550 Special Events 10,685 9,115 4,380 3,168 Rentals 13,663 16,963 17,647 9,350 Donations 14,520 111,600 16,727 7,298 Vending and Other 1,100 1,351 2,441 5,458 User Fee Revenue Total 214,937 264,477 139,759 103,626 Total Operating Expense 1,270,133 1,549,364 1,593,263 1,005,151 User Fee Cost Recovery % 16.92% 17.07% 8.77% 10.31% 38  CITY OF ROSWELL COST RECOVERY GUIDELINE PARKS AND RECREATION Recreation Programming I. PURPOSE The Cost Recovery Guideline will provide a performance indicator for the City Council, City Manager, and staff; consistency in rationale for the development of fees and charges; and direction and contribution to decision making by administration. Cost recovery is the amount of direct costs that each program, service, or facility will recuperate utilizing fees, charges, or alternate funding sources versus tax-based resources. II. AUTHORITY: City Council Ratification Date: May 10, 2018 III. COST RECOVERY GUIDELINE PRINCIPLES This guideline identifies principles that govern decisions regarding program development in the City’s parks and recreational facilities. It is also recognized that these principles impact decision making around fees and costs. A program is a planned use of resources, over a set period of time, in a teaching/learning situation with stated objectives which include: 1. the presentation or practice of a skill and/or activity; 2. socialization and enjoyment; and the use of leisure time; 3. fitness and health education and practices; 4. best practices in leisure activities. Fee calculations will align with the Parks and Recreation principles of: 1. Working in partnership with individuals, groups, and organizations. 2. Encouraging and supporting activities and programs. 3. Enabling the growth of individuals and families through access to recreation and social activity. 4. Educating citizens about healthy lifestyles and implications. 5. Organizing and fostering access to activities, programs, services, and opportunities based on the greatest public benefit, accessibility, convenience, and safety in a friendly, welcoming, and clean environment. 6. Providing a spectrum of membership and programming options to fit a variety of needs for individual involvement. 1|Parks and Recreation - Programming 39 IV. PROGRAM BENEFIT CONTINUUM As a whole, recreation programs span a continuum encompassing programs that benefit the community as a whole through programs that serve primarily the individuals that take part in them. 1. Community Benefit: Programs that not only provide recreation opportunities but also meet a broader community goal. Senior programming or specialized recreation programs respond to a clear community goal to “fill in the gaps” within our community to serve underserved groups with limited resources and recreation opportunities. Community benefit programs are also characterized by their indivisible nature. Many people can take advantage of a trail, a park, or drop-in activities at a community center without depleting the availability of the resource significantly. Their use of that facility or opportunity does not preclude the use by others. 2. Individual Benefit: Programs that are designed to meet the expressed needs of participants for particular programs. Their benefit is primarily to the individual user and space and access to the program is limited in availability or selective in nature. Participation in the program by one user diminishes the availability of that program to other users or, in the case of rentals, reserving a particular space restricts access to that space by other members of the community. 3. Mixed Benefit: Programs that fall in the middle of the continuum. Rarely is a recreation program strictly community or individual benefit. Most of the recreation programs offered have some mix of both community benefit and individual benefit. One example is summer day camps for youth. The community has expressed a clear desire for programs that serve youth and families where they benefit by having a safe, structured program for their kids to participate in healthy activities when school is out. Day camp spaces, however, are limited in number and have significant cost in staffing and supplies. The public benefits by having youth programming available, especially when school is out, and the individual youth and families also benefit from these opportunities. To the extent that these programs benefit the community, they deserve some level of support and they are also candidates for some level of cost recovery by user fees. V. COST RECOVERY PLAN DEVELOPMENT AND METHODOLOGY The following shall serve as the guideline and methodology for establishing the cost recovery fee structure plan, developing annual programming budgets, and establishing fees to be charged for services: 1. In recognition of the wide variety of service values and revenue generating potentials of various activities, specific cost recovery thresholds shall be established for each programming area at the most specific programming level that is administratively practical. 2. The thresholds shall include both minimum and target levels of cost recovery. 2|Parks and Recreation - Programming 40  3. Strategies for achieving the minimum and target thresholds shall be established by staff. These strategies may include immediate or gradual action depending upon the best interests of developing and maintaining a strong program, achieving the target within a reasonable time period, and current fiscal conditions. 4. The inability to meet the minimum threshold after these strategies have been applied shall be reviewed by the staff for consideration of recommending appropriate action which could include reducing costs, reducing the cost recovery target, increasing fees, or eliminating the program. 5. Programs that have achieved or exceeded their target threshold shall be evaluated to determine if the target can/should be increased. 6. The cost recovery plan shall, where appropriate, also include specific other fee considerations (i.e. benchmarking to a specific competitor) that may supersede cost recovery target considerations. 7. Once a cost recovery plan is established, and within that context, staff shall have the authority to set and adjust fees, except that no fee increase/decrease shall exceed 20% within a one-year period that has been established without approval of the City Council. 8. At the conclusion of each program and annually during the budget process, the staff shall review the Cost Recovery Plan and the performance of the each program as compared to the plan and make any recommendations for changes to the plan. 9. Other plan elements include the following considerations: a. Track and review visitation to determine optimal service times and opportunities for program growth and how to capture increased participation in the program. b. Review opportunities to service larger groups and book specific activities such as birthday parties. c. Determine appropriate programming availability with respect to the types and timing of programs. 10. Cost Recovery Tiers: These are categorized into four programming tiers: a. Full Subsidy b. Mostly Subsidized c. Partial Subsidy d. Self-Sustaining The programming tiers range from community benefit (full subsidy) to individual benefit (self- sustaining) with most of the recreation programming being categorized on a continuum between these. 3|Parks and Recreation - Programming 41  11. Secondary Filters: Evaluating a program based solely on the benefit continuum would nicely categorize programs that are strictly community or individual benefit, but does not adequately evaluate the majority of programs that are mixed benefit. The following additional filters help to place mixed benefit programs into one of the defined cost recovery tiers by taking into account additional factors such as time, cost, commitment, and targeted populations. a. Commitment: The level of commitment a program requires in order to be offered has to be considered when evaluating cost recovery goals. The higher the commitment, the more cost recovery will be necessary. b. Popularity: Program and activity pricing should consider the market rate for similar services as well as the demand. A very popular program with limited space and a long waiting list may be a candidate for higher cost recovery, if it is determined that demand exceeds supply or the price is significantly lower than the going market rate. Alternatively, a high community benefit program may require a price decrease because of market factors in order to be viable. c. Direct Cost: Cost is another factor when considering cost recovery goals. Programs with high cost and high community benefit may require higher cost recovery than low cost programs with comparable benefit. d. Target Market: Programs will be designed to meet the needs of those that are served by the program. These can be broad markets as in community benefit programs or more specifically targeted to specific age groups or service needs. e. Partnerships: Programs are more cost effective when partnered with other agencies and organizations. Examples include Boys & Girls Club, MainStreet Roswell, Family Resource and Referral, and RISD. 4|Parks and Recreation - Programming 42  Methodology Flow Chart Determine: Costs Services Market Conditions Demand General Fund Capacity Set Cost Recovery Targets Set Pricing Unsuccessful? Implement Pricing Successful? Review Fees Review Fees Reduce Costs Increase Cost Recovery VI.Reduce Recovery Target VII. Eliminate Service VIII. IX. COST RECOVERY TARGET The overall recovery target, including the revenues and direct program subsidies, will be 40% with a minimum target of 30%. Cost recovery will be calculated by identifying direct operating costs and comparing to direct revenues plus the annual subsidy / discounted fees. This will allow for annual tracking and comparisons. It also ensures that the City’s contribution to the community, organizations, and individuals will be identified and recognized. 5|Parks and Recreation - Programming 43  Direct program costs are those costs that are related to providing recreation classes, programs, or activities and would not be incurred if recreation programs, classes, or activities were not offered. Costs are specific to the program or activity and fluctuate up or down based on the number of offerings of that activity or program. These costs are variable and include program supplies plus contracted or staff wages that teach classes or supervise programs. Overhead costs are those costs that occur regardless if recreation classes, programs, or activities are offered. These costs include support, administration, information technology, ongoing maintenance costs, and capital improvement costs. Additionally, each category of program shall have separate target cost recovery rates to help establish clearer guidelines for staff when developing new programming. These targets are listed below: Program Types Target Markets Aquatics Athletics Community/Shared Instructional Youth 60-80 75-100 0-20 60-80 Young Adult 80-100 80-100 0-20 80-100 Adults 80-100 80-100 20-40 80-100 Families 60 40-60 0-20 40-60 Seniors 30 30 0-20 20-30 Specialty 20-40 20-40 0-20 20-40 Other Activities Concessions 150 Facility Rental 100-150 Target Market segment programs are geared towards the age group that makes up that market as well as the particular needs or interests for each demographic. Community or Shared programs consist of multigenerational and typically annual or limited occurrence activities. These programs can be ticketed where a fee is charged to participate or be structured as drop-in activities that are either free or low cost and appeal to more than one target market. Community or shared activities should have a positive community benefit where the activity contributes to enhanced property values, improving public health, addressing social and environmental needs, and/or enhancing citizen quality of life. Specialty target markets include either special groups such as disabled persons or special purposes such as summer programs or special activities established for specific groups of people. As a guideline to help define which tier programs fall into, the following characteristics should be considered: 6|Parks and Recreation - Programming 44  1. Full Subsidy Programs: a. Primarily serve families, seniors, and specialty markets b. Have high community benefit c. Have a relatively low cost to operate programs d. Higher fees would be a barrier to access programs e. Contributes to the livability of the community and would likely not exist if the City of Roswell did not offer them 2. Mostly Subsidized Programs: a. Primarily serve families, seniors, and specialty markets b. Have medium high community benefit and some individual benefit c. Need additional resources to operate programs d. Contributes to the livability of the community and may not exist if the City of Roswell did not offer them 3. Partial Subsidy Programs: a. Primarily serve young adults, adults, families, and seniors markets b. Have low community benefit and medium high individual benefit c. Need more substantial resources to operate programs d. Clear demand exists for programs e. Programs are not specialized; open to all who want to participate f. Benefit individuals and the community by providing access to programs and activities that promote healthy lifestyles and make Roswell a more attractive place to live and raise a family 4. Self-Sustaining Programs: a. Primarily serve youth, young adults, and adults markets b. Have very low community benefit and high individual benefit c. Need substantial or specific resources to operate programs d. Clear demand exists for programs e. Programs are specialized f. Participation in these activities, programs, and rentals limits availability or resources to the general public g. Benefit individuals and the community by providing access to programs and activities that promote healthy lifestyles and make Roswell a more attractive place to live and raise a family 7|Parks and Recreation - Programming 45 VI. FEE SETTING METHOD 1. The direct costs for this service will be a main driver of determining the fees and using this amount in conjunction with the cost recovery target. 2. Administrative or indirect costs including items such as facility wear and tear, equipment maintenance/replacement, banking charges, software, insurance, and other similar expenses shall also be included in the fee determination. 3. Items 1 and 2 will be determined and divided by the anticipated minimum number of participants to determine the fees. 4. Reduced fees may be established for youth, senior, and specialty categories of users. 5. Non-residents use City services without making significant, compulsory tax contributions to help support these services. It is reasonable to establish non- resident differential fee rates for that service's indirect costs. Identification reflecting a Roswell address will be required. 6. Individuals who purchase memberships shall have certain services included as part of their membership fee. 7. Group rates shall be established to allow for reservation of the facility and associated services for groups, organizations, and specialty activities. 8. Employees of the City of Roswell will be eligible for employee rates. 9. Cancellation fees will be determined based on the number of cancellations and the cost already incurred to prepare for the service. 8|Parks and Recreation - Programming 46