HomeMy WebLinkAboutPacket - 01/12/2008 - Finance and Personnel Committee City of MCHenry
333 South Green Street y www.ci.mchenry.il.us
McHenry, Illinois 60050-5495 a-
Mayor's Office
(815) 363-2108
Fax (815) 363-2119
Clerk's Office JOINT MEETING
(815)363-2100
Fax(815)363-2128 FINANCE/PERSONNEL and
Administration PARKS AND RECREATION COMMITTEES
(815)363-2108
Fax(815)363-2119
Monday, January 12, 2008, 6:30 PM
Public Works City of McHenry Municipal Center
Community
Development 333 South Green Street
(815)363-2170 Aldermen's Conference Room
Fax(815)363-2173
Parks and Recreation
(815)363-2160
Fax(815)363-3186 AGENDA
Police Non-Emergency
(815)363-2200
Fax(815)363-2149
Mayor 1. Call to Order
Susan E.Low
City Clerk 2. Parks and Recreation program, rental, and event fees
Janice C.Jones
3. Adjournment
Treasurer
David M.Welter
Aldermen
WARD 1
Victor A. Santi
WARD 2
Andrew A.Glab
WARD 3
Jeffrey A. Schaefer
WARD 4 Posted: January 7, 2008
Steven C.Murgatroyd
WARD 5
Richard W.Wimmer
WARD 6
Robert J.Peterson
WARD 7
Geri A.Condon
AGENDA ITEM — REVENUE POLICY DISCUSSION
Attached is a final version of the revenue policy for the Parks and Recreation
Department. Also attached are fee schedule options for facilities for Fiscal Year
2009/2010 and analyses of our operational costs at Petersen Park Beach and
McHenry Zone Skate and Bike Park.
Superintendent Cindy Witt will review the policy, fee schedule options, and
operational costs with the Committee. Staff has reviewed this policy and fee
schedule options with Finance Director Chris Black. Director Black will be
attending this meeting.
First, staff recommends the Committee make a recommendation for approval of
the revenue policy. The policy should then be presented to the City Council for
approval.
Secondly, staff recommends the Committee review the options for the fee
schedule and make recommendations for fees for Knox Park Pool and Shelter and
Field Rentals. These fees would be implemented for Fiscal Year 2009/2010. The
fee schedule should then be presented to the City Council for approval.
Lastly, staff would like to discuss with the Committee operational costs at
Petersen Park Beach and McHenry Zone Skate and Bike Park and ask for guidance
and feedback for change in fees and expenses (if any) to be implemented by staff
for Fiscal Year 2009/2010.
Page 1
I. Statement of Need—It is the responsibility of the parks and recreation department to offer a
comprehensive program and provide public park land. Because of the heavy demands for new
and expanded services and because of the rapid increase in operating expenses, it has become
necessary to adopt a sound and consistent policy that will guide the search and generation of
supplementary revenues to tax dollars.
II. Authority and Responsibility—The revenue policy was formally adopted on , by the
McHenry City Council and any revision must come before the Council for approval.Council has
authorized and charged the McHenry Parks and Recreation Department Director with providing
oversight in the implementation of the policy and to establish appropriate procedures to
administer the policy's goals and guidelines.All fee guidelines will be approved by the Council.
III. Statement of Philosophy—The basic philosophy of the City of McHenry Parks and Recreation
Department program is to offer year round diversified recreation services,ensuring that all
citizens have equal opportunity and participation. However, since the demand upon the
Department is greater than the public's ability to appropriate public funds to support that
demand, it becomes necessary to charge fees and pursue other supplementary revenues and
resources. Fees and charges for parks and recreation services will provide only one source of
finance for the Department.They will be thoroughly evaluated prior to their adoption into the
fiscal matrix supporting public parks and recreation services; a matrix which includes general
fund appropriations, contractual receipts, mandatory land dedication, grants-in-aid, and special
gifts and donations. Fees and charges will supplement these other resources, not replace them
nor be used to diminish government's responsibility to provide public open space and leisure
opportunities. Rather,fees and charges will be viewed as a method to expand and to continue
to provide basic services on an equitable basis.The general benefit of services made possible
through fees and charges must exceed any detriment imposed by the fees, and collections must
be practical and economical.
IV. Classification of Fees and Charges Guidelines
a. Basic Services
i. The City of McHenry will continue to provide basic park and recreation services at
no charge in order to protect and conserve natural and historical properties and to
promote the physical and mental well-being of citizens.
ii. Public funds will be used to acquire, improve, and manage all park land whenever
possible.The City of McHenry will attempt not to charge fees.to residents for
entrance into neighborhood parks, greenways and trails, and playgrounds. Fees may
be charge for specialized park facilities.
b. General Guidelines for Fees
i. Charging fees is an equitable method of recovering a portion or all costs of
specialized or personal recreational services.
ii. Resident/Non-Resident Users
Page 2
1. City of McHenry residents,through the payment of property taxes, make a
financial contribution to the operation of the Department whether or not
they use Department programs,services,facilities, and open spaces. Non-
resident fees are charged to non-resident participants so they contribute to
the overall financing of the Department on an equitable basis with
residents.
2. A non-resident fee will be a minimum of 25%more than a resident fee.
Demands for programs will be considered in pricing as needed.
3. A non-resident fee may be waived due to unique circumstances.
4. Non-residents may register for programs and activities two to seven days
after residents.
5. In the case of cooperative programming with other agencies, residents of
other agencies may be assessed at the resident rate.
iii. User Fees maybe charged for programs where individuals or groups directly
benefit. Examples include general recreation programs,trips,adult leagues, etc.The
user fee for these programs may cover all direct and indirect costs.
1. Fees for general recreation programs and adult leagues will be charged to
cover all direct costs plus an additional 5%for indirect costs.
2. Fees for some general recreation programs maybe charged higher based on
demand of such programs.
iv. Admission Fees may be charged to enter and use facilities which require supervisory
and maintenance personnel.Admission fees will be charged as approved annually
by the City Council
1. The admission fees for Knox Park Pool will be charged to cover direct costs
based on the fee schedule.
2. The admission fees for Petersen Park Beach will be charged to cover partial
costs based on the fee schedule.
v. Rental Fees maybe charged for the privilege of exclusively using tangible public
property without consuming or injuring it in any way. Rental fees may be charged
for use of park property as approved annually by the City Council for:
1. Picnics shelters at Knox, Petersen and Veteran's Memorial Park for family
and company use
2. Ballfields and soccer field for family and company use
3. Special events
4. Community signs at Whispering Oaks and Petersen Parks for advertisement
5. Boats at Petersen Park Beach
vi. Special Service Fees maybe charged for supplying extraordinary articles,
commodities, activities,or services.
vii. Permit Fees may be required of vendors or exhibitors for certain special events.
Page 3
c. Recovering Partial Costs
i. The public will be charged user fees, admission fees, rental fees and permit fees for
special services and special facilities based on the exact costs associated with
"extra"service, or based upon a specified percentage of all the direct costs when
the exact costs cannot be figured.
ii. Fees will recover the exact(all) costs or a percentage of direct costs for special
services and facilities when:
1. The cost per user hour of the service is high;
2. The activity uses consumable material;
3. The service requires a facility with high capital,operating or maintenance
costs;
4. The activity requires special preparation or clean-up;
5. The activity requires special instruction at extra cost;
6. The service is extended beyond the normal operation.
iii. Special services include but are not limited to organized leagues or programs,
tournaments,etc.
iv. Special facilities include but are not limited to pool/beach rentals, lighted fields and
tennis courts, picnic shelters, rental equipment, etc. Exact rates will be set each year
and published in the fee schedule as approved annually by the City Council.
d. Recovering Direct Costs
i. Direct operational costs will include part-time or contractual personnel necessary to
conduct the program, rental of facilities, purchase of equipment and supplies, utility
costs, and/or transportation and lodging directly related to the program.
ii. Programs that will recover direct costs include general fee supported recreation
programs,trips, adult leagues, etc. Facilities that will recover direct costs include
Knox Park Pool.
iii. The established fee for co-sponsored fund-raising programs with other public
agencies or volunteer organizations shall cover the Department's contribution to
the direct costs of offering the activity or facility.
iv. When not in use for Departmental sponsored and co-sponsored activities,
designated areas,facilities, and equipment may be rented by individuals and
organizations. Rentals will be computed to recover partial or direct costs.
v. Equipment rental rates will be based on original cost and depreciable life.
e. Waivers
Page 4
i. On rare occasions fees and charges may be reduced or waived completely when
such action is determined by the City Council to be in the interests of the City of
McHenry or the specific program.
ii. Community Sign—Fees to rent the community sign may be reduced or waived
completely for McHenry chapter civic organizations (Kiwanis, Rotary,Jaycees, etc),
Northern Illinois Special Recreation Association, Youth Commission, and others as
approved by the Director or Administrator.
iii. Reduced admission fees will be available to groups of 10 or more at Knox Park Pool
and Petersen Park Beach.
f. Withdrawals, Refunds and Credits
i. Withdrawing from a program before it begins with a request for a refund will result
in an administrative fee.With a request of a credit on account,the fee will be
waived.
ii. Refunds or credits will be given for all programs which are cancelled by the
Department.
iii. Refunds will not be given the day the program begins or after the program begins
unless there is a written medical reason.
iv. Refunds will not be given for field trips unless the seat/ticket can be sold to
someone else.
V. Annual Review—The Department shall review annually this revenue policy and all fee schedules
to ensure equitable services to the public. In setting fees and charges,the Department will avoid
creating any annoyances to the public.The fees must be easily collected and the cost of
collection should not consume more than half of the receipts; unless the purpose of fee
collection is to control usage.A written report on the annual review will be presented to the City
Administrator and City Council.
Page 5
Pool Admissions
2009-Option 1 (same as 2008) Revenue Diff from 2008
Daily Admissions # Daily Fee
Resident 3565 $ 4.00 $ 14,260.00 $ -
Non-Resident 1467 $ 5.50 $ 8,068.50 $ -
Adult Swim 69 $ 2.00 $ 138.00 $ -
Other 315 $ 1,243.00 $ -
Pool Passes # Fee
Resident Individual 38 $ 56.00 $ 2,128.00 $ -
Resident Family of 4 214 $ 90.00 $ 19,642.00 $ -
Resident Family Add-on 77 $ 10.00 $ 770.00 $ -
Non-Resident Individual 8 $ 90.00 $ 584.00 $ -
Non-Resident Family of 4 34 $ 149.00 $ 5,066.00 $ -
Non-Resident Family Add-on 13 $ 20.00 $ 260.00 $ -
Extra Tags 21 $ 5.00 $ 105.00 $ -
Employee Family 65 $ - $ _ $ _
Pool Parties 25 $ 150.00 $ 3,750.00
Total Revenue $ 56,014.50 $ -
2009-Option 2(increase fees) Revenue Diff from 2008
Daily Admissions #(estimated) Daily Fee
Resident 3500 $ 4.50 $ 15,750.00 $ 1,490.00
Non-Resident 1425 $ 6.00 $ 8,550.00 $ 481.50
Adult Swim 69 $ 2.00 $ 138.00 $ -
Other 315 $ 1,243.00 $ -
Pool Passes #(estimated) Fee
Resident Individual 38 $ 59.00 $ 2,242.00 $ 114.00
Resident Family 214 $ 94.00 $ 20,116.00 $ 474.00
Resident Family Add-on 77 $ 10.00 $ 770.00 $ -
Non-Resident Individual 8 $ 94.00 $ 752.00 $ 168.00
Non-Resident Family 34 $ 156.00 $ 5,304.00 $ 238.00
Non-Resident Family Add-on 13 $ 20.00 $ 260.00 _$ -
Extra Tags 21 $ 5.00 $ 105.00 $ -
Employee Family 50 $ 25.00 $ 1,250.00 $ 1,250.00
Pool Parties(add Fridays) 38 $ 155.00 $ 5,890.00 $ 2,140.00
Total Revenue $ 62,370.00 $ 6,355.50
Beach Admissions
2009-Option 1(same as 2008) Revenue Diff from 2008
Daily Admissions # Daily Fee
Resident 4027 $ - $ _ $ _
Non-Resident 684 $ 3.50 $ 2,382.55 $ -
Boat Rentals $ 981.90
Total Revenue $ 3,364.45
2009-Option 2(increase fees) Revenue Diff from 2008
Daily Admissions #(estimated) Daily Fee
Resident 4000 $ - $ _ $ _
Non-Resident 675 $ 4.00 $ 2,700.00 $ 317.45
Boat Rentals $ 981.90 $ -
Total Revenue $ 3,681.90 $ 317.45
2009-Option 3(increase fees) Revenue Diff from 2008
Daily Admissions #(estimated) Daily Fee
Resident 2000 $ 1.00 $ 2,000.00 $ 2,000.00
Non-Resident 675 $ 3.75 $ 2,531.25 $ (168.75)
Boat Rentals $ 981.90 $ -
Total Revenue $ 5,513.15 $ 1,831.25
2009-Option 4(increase fees) Revenue Diff from 2008
Daily Admissions #(estimated) Daily Fee
Resident 2000 $ 2.00 $ 4,000.00 $ 4,000.00
Non-Resident 675 $ 2.00 $ 1,350.00 $ (1,032.55)
Boat Rentals $ 981.90 $ -
Total Revenue $ 6,331.90 $ 2,967.45
Skate Park Admissions
2009-Option 1(same as 2008) Revenue Diff from 2008
Daily Admissions # Daily Fee
Individual $ _ $ _ $ _
Total Revenue $ _ $ _
2009-Option 2(increase fees) Revenue Diff from 2008
Daily Admissions(May-Sept) #(estimated) Daily Fee
Individual 1000 $ 3.00 $ 3,000.00 $ 3,000.00
Summer Pass May-Sept)
Resident 50 ' $ S0.00 $ 2,500.00 $ 2,500.00
Non-Resident 25 $ 100.00 $ 2,500.00 $ 2,500.00
Total Revenue $ 3,000.00 $ 8,000.00
Family and Company Picnic Shelter Rentals
2009-Option 1 #People Reservation Fee Deposit Fee Total Fee
(same as 2008)
Group Resident/Non Profit 25-50 $ 50.00 $ 25.00 $ 75.00
51-150 $ 75.00 $ 50.00 $ 125.00
151+ $ 100.00 $ 75.00 $ 175.00
Non-Resident 25-50 $ 100.00 $ 25.00 $ 125.00
„51-150 $ 150.00 $ 50.00 $ 200.00
151-250 $ 200.00 $ 75.00 $ 275.00
250+ $ 250.00 $ 100.00 $ 350.00
Company In City Limits $ 200.00 $ 150.00 $ 350.00
Outside Limits $ 400.00 $ 150.00 $ 550.00
Special Events for Profit #People Resident Non-Resident.
Less than 500 $ 300.00 $ 500.00
501-1000 $ 400.00 $ 750.00
1001-3000 $ 500.00 $ 1,000.00
More than 3000 Negotiated Negotiated
2009-Option 2 #People Reservation Fee Deposit Fee Total Fee
(increase fees)
Group Resident/Non Profit 25-50 $ 53.00 $ 25.00 $ 78.00
51-150 $ 79.00 $ 50.00 $ 129.00
151+ $ 105.00 $ 75.00 $ 180.00
Non-Resident 25-50 $ 105.00 $ 25.00 $ 130.00
51-150 $ 158.00 $ 50.00 $ 208.00
151-250 $ 210.00 $ 75.00 $ 285.00
250+ $ 263.00 $ 100.00 $ 363.00
Company In City Limits $ 210.00 $ 150.00 $ 360.00
Outside Limits $ 420.00 $ 150.00 $ 570.00
Special Events for Profit #People Resident Non-Resident
Less than 500 $ 300.00 $ 500.00
501-1000 $ 400.00 $ 750.00
1001-3000 $ 500.00 $ 1,000.00
More than 3000 Negotiated Negotiated 5%increase
Family and Company Field Rentals
2009-Proposed Reservation Fee Deposit Fee - Total Fee
(same as 2008)
Ballfield Weekend $ 25.00 $ 25.00 $ 50.00
Weekend w/Prep $ 50.00 $ 50.00 $ 100.00
Lights(2 hrs) $ 25.00 $ 25.00
Lights(addl hr) $ 10.00 $ 10.00
Soccer Field Weekend $ 25.00 $ 25.00 $ 50.00
Weekend w/Prep $ 50.00 $ 50.00 $ 100.00
Lights(2 hrs) $ 25.00 $ 25.00
Lights(addl hr) $ 10.00 $ 10.00
Section 3
Beach Expenses-Salaries based on full season
2009-Option 1 Manager 11:00 Guard(2) 1:00 Guard(1) Total Salary Diff from 2008
(same as 2008)
Daily 11:00 am-5:30 pm 6.5 hrs 13 hrs 4.5 hrs $ 25,511.87 $ -
2009-Option 2 Manager 11:00 Guard(2) 1:00 Guard(0) Total Salary Diff from 2008
(smaller beach area)
Daily 11:00 am-5:30 pm 6.5 hrs 13 hrs $ 22,629.74 $ 2,882.13
2009-Option 3 Manager 12:00 Guard(2) 1:00 Guard(1) Total Salary Diff from 2008
(reduced hrs of operation)
Daily 12:00 pm-5:00 pm 5 hrs 10 hrs 4 hrs $ 19,969.39 $ 5,542.48
Skate Park Expenses-Salaries based on full season
2009-Option 1 Manager Firs Total Salary Diff from 2008
(same as 2008) (until dusk)
Spring Break 54.00 $ 661.53 $ -
May 215.25 $ 2,636.94 $ -
June 312.75 $ 3,831.37 $July 341.00 $ 4,177.44 $ -
August 273.00 $ 3,344.41 $ -
September 187.50 $ 2,296.98 $ -
October 93.50 $ 1,145.43 $ -
Average Salary$11.38 1477.00 $ 18,094.10 $ -
2009-Option 2
(reduced salaries)
Average Salary$8.88 1477.00 $ 14,109.12 $ 3,894.98
2009-Option 3 Manager Hrs Total Salary Diff from 2008
(reduced hrs of operation) (until 7:00 pm)
Spring Break 0.00 $ - $ 661.53
May 189.50 $ 2,321.48 $ 315.46
June 285.00 $ 3,491.31 $ 340.06
July 294.50 $ 3,607.79 $ 569.65
August 242.00 $ 2,964.64 $ 379.77
September 169.50 $ 2,076.47 $ 220.51
October 0.00 $ - $ 1,145.43
Average Salary$11.38 1180.50 $ 14,461.69 $ 3,632.41
2009-Option 4
(reduced salaries)
Average Salary$8.88 1180.50 $ 11,284.78 $ 6,809.32