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HomeMy WebLinkAboutMinutes - 12/15/2008 - Finance and Personnel Committee JOINT MEETING �. FINANCE AND PERSONNEL COMMITTEE/ PARKS AND RECREATION COMMITTEE Monday, December 15, 2008 Aldermen's Conference Room, 6:30 p.m. In Attendance: Finance and Personnel Committee Members: Chairman Alderman Murgatroyd, fllderman Peterson and Alderman Schaefer. Absent: None. In Attendance: Parks and Recreation Committee Members: Chairman Alderman Peterson, Alderman Santi and Alderman Schaefer. Absent: None. Also in Attendance: Mayor Low (arrived at 6:45 p.m.), City Administrator Maxeiner, Deputy City Administrator Martin, Assistant City Administrator Hobson, Director of Finance Black, Director of Parks and Recreation Merkel, Superintendent of Recreation Witt and City Clerk Jones. Chairman Alderman Murgatroyd called the meeting to order at 6:40 p.m. Discussion Regarding Parks and Recreation Program,Rental and Event Fees Chairman Alderman Murgatroyd turned the meeting over the Superintendent of Recreation Witt � requesting that she summarize the final version of the Revenue Policy (the "Policy"), which she prepared for the Parks and Recreation Department. Superintendent Witt stated she prepared a Policy for the Parks and Recreation Department, Fee Schedule Options for Parks and Recreations facilities for Fiscal Year 2009/2010, together with an analysis of operational costs at Petersen Park Beach and the McHenry Zone Skate and Bike Park. She noted that Staff has reviewed the Policy and Fee Schedule Options with Finance Director Black. Superintendent Witt stated that Staff is requesting the Committees consider the revenue policy at tonight's meeting and make a recommendation to full Council for approval. Additionally, time permitting, Staff requests review of the options for the fee schedule, making recommendations for Knox Park Pool and Shelter and Field Rentals. She noted the fees would be implemented in Fiscal Year 2009/2010. Following the Committee's recommendation the fee schedule would then be presented to the full Council. Lastly, Staff would like to discuss operational costs at Petersen Park Beach and McHenry Zone Skate and Bike Park. Staff is requesting the Committee's recommendations and feedback regarding a revision of fees to be implemented by Staff for Fiscal Year 2009/2010. � Joint Meeting � Finance and Personnel Committee Parks and Recreation Committee December 15, 2008 Page 2 Superintendent Witt stated the Policy has been constructed in a generic form to allow for modifications and revisions. She briefly outlined the Statement of Need, Authority and Responsibilit}, and Statement ofPhilosophy. Mayor Low a�rived at 6:45 p.m. Regarding the Section N entitled Classification of Fees and Charges Guidelines, Superintendent Witt specified the following: 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 to avoid charging fees to residents � for entrance into neighborhood parks, greenways, trails and playgrounds. Fees may be charged for specialized park facilities. b. General Guidelines for Fees i. Charging fees is an equitable method of recovering a portion or a11 of specialized or personal recreational services. ii. Resident/Non-Resident Users 1. City of McHenry residents, through the payment of property taa�es, 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 in order to provide 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. � Joint Meeting � Finance and Personnel Committee Pa.rks and Recreation Committee December 15, 2008 Page 3 Chairman Alderman Murgatroyd inquired who would be making the determination regarding the waiver of fees. Superintendent Witt stated the Director of Parks and Recreation would be the only individual with the authority to waive the fee. She noted, however, that with regard to fees the sentence is boilerplate and actually, with few exceptions, fees are only waived for residents and that on an infrequent basis. Chairman Alderman Murgatroyd suggested it be clarified in the Policy that the Director of Parks and Recreation has the authority to make a determination regarding the waiving of fees. Superintendent Witt stated Staff is concerned with the recovery of direct costs. She proceeded to outline the difference between partial costs and direct costs. Alderman Schaefer opined that while it is important to recover direct costs (i.e., fees for the cost of equipment), it is important to realize that while a rental fee might be determined by the cost and maintenance of certain equipment, rental fees for the equipment must not be p�-ohibitive. Responding to an inquiry, Superintendent Witt indicated that the fee for use of the community sign is currently $50.00 per week. Fees are currently being reviewed by Staff. �" Chairman Alderman Peterson opined that regarding Section IVb, entitled General Guidelines for Fees under Section iii, entitled User Fees, No. 1, "User fees for general recreation programs and adult leagues" should be charged an additional 10%, rather than 5%, for indirect costs, as it will be easier to calculate, and 5% increase is too low. Chairman Alderman Murgatroyd concurred, as did Alderman Santi and Alderman Schaefer. Superintendent Witt noted that all the current programs are set up to cover direct costs. Responding to an inquiry from Director of Finance Black regarding whether a 10% increase for indirect costs would cause the elimination of some programs, Superintendent Witt stated that it is a possibility that some of the programs could be eliminated and/or impacted by the increase. Superintendent Witt stated the Policy would be reviewed on an annual basis. Motion by Schaefer, seconded by Santi, to recommend to the City Council the consideration of the establishment of the revenue policy subject to the following revision: Section IVb, entided General Guidelines for Fees under Section iii, entitled User Fees at No. 1, user fees for general recreation programs and adult leagues should be charged an additional 10%for indirect costs. Voting Aye: Murgatroyd, Peterson, Santi, Schaefer. Voting Nay: None. Absent: None. Motion canied. � � . Joint Meeting � Finance and Personnel Committee Parks and Recreation Committee December 15. 2008 Page 4 Chairman Alderman Murgatroyd requested that Council be informed on a quarterly basis regarding any fees the Director of Parks and Recreation has authorized to be waived. Assistant City Administrator Hobson outlined the Knox Park pool admission fees. Superintendelit Witt stated that the options for the 2009 season regarding the increase in pool admission fees indicate a gradual increase over a period of time rather than doubling the current rate from season to season. Assistant City Administrator Hobson noted the City continues to have two problem areas where the fees do not cover the cost of direct services, namely the beach and the skate park. A discussion ensued regarding adding additional pool parties, which are a popular event, to the schedule. It was opined that when a resident spends $150 there is an expectation of exclusive use. City Administrator Maxeiner noted that he is familiar with the WaterWorks in Woodstock, noting they have fifteen parties per night. He stated the application requests how many guests will be in attendance and once the park reaches capacity the door is closed. Alderman Schaefer opined he would not have an issue with two parties per night at the Knox Park facility. � Chairman Alderman Murgatroyd stated that if someone chooses to have exclusive use of the pool they should be required to pay an additional fee. Alderman Santi suggested having pool parties on Friday and Saturday during the 2009 season. A discussion ensued regarding adding pool parties on Friday and Saturday. Alderman Schaefer indicated he would support two parties per night. Following a brief discussion it was the consensus to consider, Option 2, Pool Parties (add Friday), possibly add Saturday and to increase the fee to $160.00. Director Merkel, responding to an inquiry, stated that by state law all food at the Knox Park facility must remain in the concession area. Chairman Alderman Murgatroyd suggested exploring an additional food concession area to accommodate additional parties. Superintendent Witt noted that regarding pool passes, currently the family of a City Employee does not pay a fee for a pool pass. Option 2 suggests increasing the fee and charging the family of a City Employee $25.00 to utilize the Knox Park Facility. Alderman Santi opined it is a benefit to the City Employee and his or her family to have use of the Knox Park facility. He supports continuing with Option 1, which indicates no charge to an Employee Family. Superintendent Witt summarized Beach Admissions. In outlining the increase to revenues she noted there are not a lot of opportunities to increase revenue at the beach. She stated the annual cumulative salaries of beach personnel are $25,000. Responding to an inquiry from Chairman Alderman Murgatroyd she noted that most state parks have done away with lifeguards. � � Joint Meeting � Finance and Personnel Committee Parks and Recreation Committee December 15, 2008 Page 5 Assistant City Administrator Hobson suggested the Committees consider staffing options at the beach and alsc► for the skate park. It was the cor sensus of the Committees to continue the discussion regarding beach admissions, skate park admissions, and family and company picnic shelter rentals at a later date. Adjournment Motion by Santi, seconded by Schaefer, to adjourn the meeting at 7:28 p.m. Voting Aye: Murgatroyd, Peterson, Santi, Schaefer. Voting Nay: None. Absent: None. Motion carried. Respectfully submitted, � ' � Steven C. Murgatroyd, Cha man > Robert J. Peter�so irman �