CITY COUNCIL AGENDA PACKET - Laserfiche WebLink

Page 4 of 6 Gym Rental Fees Co-sponsored gym rentals have been evaluated using the same cost recovery methodology as all other programs and services. Unlike co-sponsored field users, co-sponsored gym user groups have historically paid an hourly rate for gym use. As service delivery costs have increased over time, the hourly rate for gym rentals has also been adjusted accordingly, resulting in a lower overall subsidy than field rentals, but still higher than other rental categories. While the rate remains subsidized to reflect the community benefit provided by these groups, it more closely aligns with the maximum subsidy of other co-sponsored rental categories. Staff will continue to monitor service costs and consider future adjustments to ensure continued alignment with the updated model and the City’s fiscal sustainability objectives. Field Light Rates To improve cost recovery and reflect the true cost of service delivery, a new table outlining maximum subsidies for field lighting based on the actual costs of each field has been added to the MFS (Attachment 3). Over the past decade, the City has increased field light fees by only $3 per hour, despite substantial increases in electricity rates. As a result, the current fee structure no longer aligns with actual utility costs. The proposed structure would result in a significant hourly rate adjustment to align with true costs. While considerable, the proposed increase is necessary to ensure that fees better reflect the true cost of providing this service and help offset the rising expenses associated with electricity. Fees would reflect the standard maximum GF subsidy by rental category and would be updated each July 1 to reflect actual utility costs from the previous FY. Facility/Picnic Rental Fees In this proposed model, facility and picnic fees were assessed using the same framework applied in the updated cost recovery model. Rentals with greater public benefit are eligible for higher subsidy levels, while those with limited community impact are given lower to no subsidies. Rental Fee Comparisons Attachment 5 is included to show a comparison of existing rental fees versus projected rental fees using the updated MFS user categories and maximum GF subsidies. Refunds Current practice stipulates that requests for refunds submitted at least ten days prior to the start of the class or program will be issued a full refund, and those submitted at least five business days before the start of a program will be subject to a $5 administrative fee. No refunds are issued for requests received less than five days prior to the start of the program. The recommended policy removes the full refund offered ten days before the start of the program. Many people register for multiple programs and then cancel all but one. This limits access to registration for other community members, and it is labor-intensive for staff to issue refunds. In the proposal, all refund requests submitted at least seven calendar days before the program or class start date will be charged a $10 fee. The change to seven calendar days versus five business days is intended to honor the concept of one week, while reducing confusion for the customer. No refunds will be issued less than seven days prior to the start of the program. Page 141 of 864