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HomeMy WebLinkAbout03-10-04 Financr Com Minutes - Fee Waivers-Rec CtrDUBLIN CITY COUNCIL FINANCE COMMITTEE Wednesday, March 10, 2004 Council Conference Room Attending: Mr. Keenan, Chair Mrs. Boring Mr. Lecklider Mayor Chinnici-Zuercher Ms. Salay Staff: Mr. McDaniel, Ms. Heal, Ms. Hoyle, Ms. Kennedy Mr. Keenan called the meeting to order at 7:00 p.m., noting that tonighYs meeting has been scheduled to discuss a policy for Dublin Community Recreation Center (DCRC) fee waivers. BACKGROUND Mr. McDaniel stated that due to the number of fee waiver requests that City Council receives for use of the DCRC facilities, Council determined that there was a need for a fee waiver policy. Council referred the issue to its Finance Committee for study and development of a recommended policy for Council consideration. In preparation for this meeting, staff has drafted a DCRC fee waiver policy to serve as a starting point for discussion by the committee. In developing a proposed policy, staff considered the following: 1. Current and former Dublin City Councils have consistently set DCRC rental rates at relatively low levels. 2. Dublin City Council prefers a policy that will minimize, if not eliminate, the need for City Council to be directly involved in fee waiver requests. 3. Dublin City Council desires the DCRC to be a venue that supports activities that promote a "sense of community." 4. City Council has set and waived fees for the use of classrooms, gymnasiums and park shelters by schools, both public and private, serving the Dublin community. The type of organizations seeking fee waivers and the amount of fee waivers requested varies significantly. 5. Numerous school-oriented organizations seek fee waivers. The City and the Dublin City School system strive to assist each other for the good of the community. However, it is necessary to strike a balance between the City's needs and the needs of the Schools and its many affiliated organizations. (A list of rental fees charged by the Dublin City Schools has been provided in packet materials.) 6. The City and Dublin Schools used one another's facilities frequently in 2003 and a number of times, the rentaUuse fees were waived. 7. The City provides opportunities for Dublin-based, not-for-profit service organizations and Dublin school organizations to raise money. Examples include support to special events, tournaments and camps at City-owned facilities, and concession stands. RECOMMENDATION Finance Committee March 10, 2004 Page 2 Mr. McDaniel noted that, given the previous considerations, staff recommends the following be incorporated into a fee waiver policy: 1. Currently, "fees for the gymnasium, classrooms, and park shelters are waived for youth organizations and schools, both public and private, serving the Dublin Community." (See attachment 1, Ordinance 126-03, appendix A, note 18.) This practice should be continued, as it is also consistent with the Schools' policy. 2. Authorize staff to make decisions regarding DCRC rental based on the "waiver schedule" below. This waiver schedule would provide guidance as to how to apply or not apply rates to a fee waiver request. Staff developed this waiver schedule with the previous considerations and history in mind. It is not assumed that all possible types of rentals are accounted for in the schedule; however, based on recent history, the schedule appears to be comprehensive. Waiver? Type Description/Examples Yes Partial No After Prom Dublin City Schools, private X schools located in Dublin, Hilliard City Schools which Dublin residents attend Community service organization Glaucoma screenings; X sponsored events/activities that immunization clinics; blood provide broad benefit to the drives; Leadership Dublin Dublin Communi Communi Service Da Fund raising Swim for Diabetes; Cancer X Note: Pay 50% of adopted rental Society; Heart Association; rate subject to cancellations 30 Booster Clubs days prior to event for City User or full rental rate. International exchange sponsored Overnight exchange students; X by Dublin based not for profit rotary program; Russian exchange or anizations ro ram. Schools, both public and private; PTO's; Young Professionals X and school related organizations Academy; Special Needs In- Service for Parents; Wrestling Club award ceremony; theater boosters; Work Study Appreciation Breakfast. Other Dublin based not for profit X and profit events/activities not reviousl addressed Non-Dublin based not for profit X and profit events/activities not reviousl addressed 3. Should staff be authorized to manage the fee waiver request process, staff will not forward fee waiver requests to Council. Likewise, Council will refer to staff any fee waiver requests presented to Council that have not been first reviewed addressed by staff. Finance Committee March 10, 2004 Page 3 4. Obviously, any requestor reserves the right to appeal to Council any fee waiver request staff has denied or not responded to. In this case, the requesting party will be responsible for submitting correspondence to Council and presenting their request directly to Council at a public meeting. Staff believes that if the above schedule or something similar is implemented this should be a rare occurrence. 5. Staff is authorized to develop and implement the necessary administrative processes to accommodate Council's adopted policy. 6. Staff recommends that once it receives Finance Committee's feedback, staff will then meet with the staff of Dublin Schools to review the proposed policy. Staff's intent would be to better understand the impact on Dublin Schools and any concerns they may have relative to this new policy. DISCUSSION After Prom Events Ms. Chinnici-Zuercher referred to the "After Prom" category, which is for Dublin City Schools, private schools located in Dublin, and Hilliard City Schools that Dublin residents attend. The vast majority of Hilliard School District is not in Dublin. Won't Hilliard Schools begin to request the use of DCRC facilities if this policy makes it available to them, even though the percentage of Dublin residents in Hilliard Schools is very small? Mr. McDaniel agreed that could be a problem. Staff included the consideration in the policy, however, because it is an issue that should be dealt with. Perhaps there would be only one Hilliard high school that Dublin residents attend. Mr. Keenan stated that the residents in that small section of Dublin consider themselves a part of the Hilliard community and would migrate to Hilliard for activities, not Dublin. Ms. Salay noted that might not be the case, as Hilliard does not have a community center. Mr. Keenan responded that would soon change -- with their new Y facility. Ms. Salay noted that, nevertheless, if Hilliard Schools have the opportunity to hold an after-prom activity at the Dublin recreation center because they have five students who are Dublin residents, won't they want to take advantage of that opportunity to use Dublin's facility, free of charge? Mr. Keenan stated that this is one of those unique issues that may have to be dealt with separately. However, it is a misuse of Council's time to review so many of these $200 - $500 items at Council meetings. A general policy is needed, and staff has prepared a solid policy. Mrs. Boring suggested that the language in the after-prom category be amended to provide that Dublin City Schools shall be scheduled with first priority. The proms cannot all be scheduled on different Saturdays, so one will be blocked by another. Finance Committee March 10, 2004 Page 4 Ms. Salay noted that Dublin Schools would now have three Saturdays designated for proms. Mr. Keenan stated that the intention is that this policy will empower staff to approve future fee waiver requests within the framework of the policy. Mr. McCash has mentioned that he believes the current process is too arbitrary. This policy would remove the arbitrary nature of granting fee waivers. There will still be recourse for appeals, and Council may continue to have one or two per year to hear. Consensus of the committee was to approve the category with the language amended to provide that Dublin City Schools shall have first scheduling. Community Service Organization Sponsored Events/Activities The Committee had no objections to waiving fees in the second category, that of community service organization sponsored events/activities that provide broad benefit to the Dublin community, such as glaucoma screenings, immunization clinics, blood drives, and Leadership Dublin Community Service Day. Fundraisers Mr. McDaniel stated that this category applies to independent organizations that pursue fundraising. He noted that when the City waives the fees for fundraising events, it could be construed that the City is making a contribution to those organizations. That would appear to be the case even more so with booster clubs, also included in this category. Mrs. Boring stated that she is not comfortable with waiving fees for booster clubs. Mr. McDaniel stated the proposal suggests a 50% waiver. However, the City already subsidizes the cost of the rental for this category by 30 percent -- the fee is only 70 percent of the identified cost. Waiving 50% of that fee would be a substantial reduction. Ms. Hoyle noted that the reservation of the party receiving a waiver is subject to a 30-day cancellation. Due to the risk of cancellation, the fundraiser or booster club would probably opt to pay the full fee and have a confirmation of the reservation. Mrs. Boring stated that Council's foremost goal is use of the facilities for the Rec Center members. She wondered if waivers to outside groups for use of the Rec Center facility impacts the resident using the facility. Ms. Heal stated that the fee waivers are primarily for use of the rooms. Mrs. Boring inquired if the entire pool is reserved by the Arthritis Foundation for their annual fundraiser. Ms. Heal responded that two lanes are reserved for membership use during the event. Ms. Salay inquired if, when the City computes the costs of these services, the cost of set up and clean up is included in the hourly rate. Finance Committee March 10, 2004 Page 5 Ms. Kennedy responded that the City does include those costs. Ms. Salay inquired if it would be possible for a youth group to offset some of the cost by performing the set-up or clean up themselves. Ms. Hoyle stated that is not possible, due to the potential liability to the City. Mr. McDaniel stated that the City has discussed such options in conjunction with the rental/use of City ball fields. Unfortunately, it would be much too complicated to offer such options -risk factors, need for supervision of tasks, use of City equipment, quality of work -- all are prohibitive. Mr. McDaniel noted that the 30-day cancellation term means that any cancellations would occur before the organization would advertise the event. Ms. Salay inquired if the City receives a second request for rental of the facilities on that date and time, is the first requestor with the waiver called and given the opportunity to reserve the facility for the full fee? Or is the reservation immediately given to the second applicant? Mr. Keenan agreed that would be a reasonable courtesy to extend -first right of refusal. Mr. McDaniel responded that the DCRC could incorporate that into its policy. Ms. Hoyle noted that the Swim for Diabetes fundraiser group pays the full rental fee for use of the pool at Larkin and other facilities. Mrs. Boring stated that the public perception is that use of DCRC is the best bargain in the marketplace. Ms. Salay inquired if it would make sense to give school booster clubs the opportunity for a partial waiver. Mrs. Boring inquired why school groups wouldn't use school space, as the schools have much more space than the City. Ms. Hoyle stated that she asked the schools' facilities scheduler that same question. The response was that school groups have access to school space at no charge during hours the school is open. The problems are: (1) All groups ask for the same rooms at the last minute, or (2) It is often not a question of room availability or cost. Groups want the best space, and DCRC has attractive accommodations. Mrs. Boring inquired about theater rental. Previously, the City required that the City's theater technician services be included in the cost per hour. Is that still the case? Mr. McDaniel stated that the waiver would apply to all City costs associated with use of the theater. Finance Committee March 10, 2004 Page 6 Mrs. Boring stated that granting a waiver to the groups in this category gives the impression that the City is making a contribution to the group/charity. She suggested that this category not be eligible for fee waivers. Committee consensus was to recommend that fundraisers not be eligible for fee waivers. International Overnight Exchange Students Mr. Keenan stated that this is primarily the annual Rotary Club program in which international exchange students come to Dublin for the Saturday St. Patrick's Day Parade. They stay overnight at the DCRC, and while there, they have access to the exercise facilities. They depart early Sunday. A program for Russian exchange students also takes advantage of this opportunity. It is a good way to showcase the City; it usually generates good press coverage. Ms. Salay stated that a "broad benefit to the Dublin community" is the reason the community service groups are granted fee waivers. Where is that benefit/reasoning for this group? Mr. Keenan stated that there is a great deal of interaction with the Russian exchange students as they study the Dublin City government at work Ms. Chinnici-Zuercher stated that the Rotary exchange students interact with the Dublin Rotary exchange students during their visit. Committee consensus was to approve this category for eligibility for fee waivers. Schools, Public/Private; School-Related Organizations Mr. McDaniel stated this category includes: Parent/Teacher Associations, Young Professionals Academy, special needs in-service for parents, Wrestling Club award ceremony, theater boosters, and the work study appreciation breakfast. Staff recommends this category not be eligible for fee waivers, as they have their own facilities. Committee consensus was to disapprove this category for eligibility for fee waivers. Other Dublin-based not-for-profit and profit events/activities not previously addressed; Non Dublin-based not-for-profit and profit events/activities not previously addressed Ms. Chinnici-Zuercher clarified that where this could potentially be handled differently is if the waiver were to be part of an economic development strategy package. In which case, Ms. Heal should be made aware of the City's agreement with that business. Committee consensus was to disapprove this category for eligibility for fee waivers. Mr. McDaniel stated that if Council authorizes staff to administer the policy, it would be administered within the framework of the approved schedule. However, all instances will not have been captured within the policy, and occasionally, Council direction will be sought. Likewise, there will be some incidences in which the public will believe they have been inappropriately categorized within the schedule, and they will seek an appeal to Council. Everyone has the right to an appeal to Council. Finance Committee March 10, 2004 Page 7 Mr. Keenan inquired which City department would administer the policy. Mr. McDaniel responded that has not yet been determined. Ms. Hoyle stated that they anticipate a fee waiver form being developed. Ms. Chinnici-Zuercher suggested an on-line application. Ms. Salay suggested that the application include the full value of the waiver. Ms. Chinnici-Zuercher noted that if staff becomes aware of a new category that should be added, or any other changes needed in the policy, they should recommend those amendments to Council. Mr. Keenan stated that the Dublin Arts Council receives a waiver of City fees for Dublin Arts Council events. Mr. McDaniel stated there is an application process for waivers for cost of City services for special events. If granted, those waivers are covered by grants from the bed tax funds. The waivers discussed tonight pertain only to DCRC fee waivers. The City will also be conducting a review of the City's policy regarding camps and tournaments held in City parks. A policy on that topic will be presented to Council when the new Dublin Soccer League (DSL) agreement is proposed. Ms. Chinnici-Zuercher noted that bed tax funds have become more limited. Therefore, a study of City services paid by bed tax funds should be conducted to analyze if a different policy should be considered. Mr. Keenan stated that Dublin Arts Council could fall within the second category in this fee waiver schedule - "community service organization sponsored events/activities that provide broad benefit to the Dublin Community." Ms. Chinnici-Zuercher stated that many of the events applying for bed tax funds do "fill beds" more than the Dublin Arts Council. Through the years, "filling hotel beds" has been assumed to be the criteria for City bed tax grants, and has been marketed by the Dublin Convention and Visitors Bureau to attract events to the City. Because the funds are no longer available, the City recently communicated to DCVB not to market that assumption. Some of the contention is that Dublin's requirements for these events are excessive compared to the requirements of other cities, for instance, police coverage of events. Many communities hold these annual events. Perhaps Dublin should look into the service requirements, and rental charges for City facilities/equipments of other communities. This situation also needs staff analysis. Mr. Keenan inquired if Council would also forward a request for that study to the committee. Mrs. Boring stated that the direction is normally given during Council roundtable. Technically, this committee could initiate the recommendation to Council. The committee expressed consensus on the following facts: (a) Fee waivers will be administered by staff. Finance Committee March 10, 2004 Page 8 (b) The proposed fee schedule is acceptable with the following amendment: the fundraiser and booster club category would not be eligible for fee waivers. (c) Denials of fee waivers maybe appealed separately by applicants, but is not part of the City's policy or process. Mrs. Boring moved that the fee policy, with the amendment so noted above, be approved by the Committee and recommended to Council for approval. Mr. Lecklider seconded the motion. Vote on the motion: Mr. Keenan, yes; Mr. Lecklider, yes; Mrs. Boring, yes; Ms. Chinnici- Zuercher, yes; Ms. Salay, yes. There was no further discussion. The meeting was adjourned at 8:00 p.m. Assistant Clerk of Council