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HomeMy WebLinkAbout04/27/2004 - Regular Minutes - Parks Board (2) a:. - (tm ml, y 2 a ssi g: r Ise n"ti a 1 ° �, .-,r1 7 ar`q* 'r''''-'147.—;41,43,- t il 3i'j r�� `(`'>1 "'t"fl-4I€Mtn°`r, l�h'^i�'' "aiI'r x §" m ,dr"a�„`( �I�'(,`�a .wm" 1 =t�" tPi'A`,.n i-f ,i tm. r 7 s_ r M�"- " mf .it i'�.'�. F'rg € 61- a' I 7`h ;} iF,; r I. r'" ,� ,-�� ap` 41,- & R L. z 9 1 'e r r+& "- ��� a - g� , - �„ta-.. "� . :y iizzA kkr44 efr ,;_. 4. m, , ,m x r` uy i d it i rl y ti'a r 'Yy .t t't r f X' `',U• xr Fss r '' 1 r.nt sr AI jffi 4 .+ p � 4 s 3i $0,',.., i,, R' ...._ T >1`t n �}? p 7141 ik b"+,p r- �'k is a �i a., Sat d -t 4 a t fid,)7 tt* l'.0.,r s� rl t mtr € ® ® d --,. r t P t �;9 :''''''''''4''' �." 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Staff Present: Steve Beachy, Director; Eric Ploeger, Assistant Director; David Gerling, Special Facilities Superintendent; Peter Lamont, Recreation Superintendent; Pamela Springfield, Staff Assistant Members Present: Glen Davis, Larry Farnsworth, Don Allison 1. A draft 'College Station Athletic Facility Priority of Use Policy' was reviewed and a few suggestions for changes were made. The changes would be made and distributed in time for the regular Parks Board meeting in May. 2. The issue of the $5-per-head Field Redevelopment Fee was discussed, with the consensus being that if city-run programs were paying the fee, then third party groups should also be required to pay the fee. Two things needed to be addressed: ■ Which groups should be paying the redevelopment fee; and ■ Which groups were not paying the fee, but should be. After continued discussion, the following policy was proposed: The field $5 redevelopment fee would be assessed to all non-contracted groups, across the board, per season. If the fee has been paid, the group will have access to field rentals, but not be charged a fee. Fields would be available by reservation only during times that city leagues were not using the fields. Field reservations would be on a first-come, first-served basis, and could only be made for a two-week time period. Teams would be required to bring in a roster so that the fee could be calculated based on the number of members. The issue of whether or not the $5 fee was adequate would be looked at after some analysis had been done. If the fee was increased at some point in the future, it would be important to communicate to the different user groups and the parents exactly what the fee was used for. It was suggested that a bulletin be handed out explaining any increase. Parks and Recreation Advisory Board Page 1 Fees Subcommittee Meeting April 27,2004 3. All of the user fees were looked at item by item. No changes were proposed for any of the programs or facility rentals. It was recommended that the fees remain the same unless there was an extenuating circumstance. The fees for the adult softball league may change, as there may be some realignment of the way the league is set up. More information would be known at the next meeting. Any changes in the fees would need City Council approval. The subcommittee would present the proposed policy and fees information at the May Board meeting for approval. Parks and Recreation Advisory Board Page 2 Fees Subcommittee Meeting April 27,2004 City of College Station Parks and Recreation Advisory Board ees s b u commswittee 1 ,. .,, , „,, ..„, , . •_ , ,„ „ il . c„.,..,..= a ,. ,11; It , "*, r - $ s v Il £ 4 n Aw ` n ',r " March, 2004 FEES POLICIES - City - Department - Credit Card Use CURRENT 2004 FEES PROGRAM & PARTICIPATION NUMBERS PROPOSED 2005 FEES - Worksheets MISCELLANEOUS FISCAL AND BUDGETARY POLICY STATEMENTS I. STATEMENT OF PURPOSE which is recognized when due, and certain compensated absences and claims and judgements The broader intent of the following Fiscal and Budgetary such as accrued vacation leave which are Policy Statements is to enable the City to achieve a long- recognized when the obligations are expected to be term stable and positive financial condition. The liquidated with expendable resources. watchwords of the City's financial management include integrity, prudent stewardship, planning, accountability, The budgets for the Enterprise and Internal Service and full disclosure. Funds are similarly prepared on the modified accrual basis where cash transactions are included The more specific purpose is to provide guidelines to the in the budget presentation in lieu of non cash Director of Fiscal Services in planning and directing the transactions such as depreciation. The focus is on City's day-to-day financial affairs and in developing the net change in working capital. recommendations to the City Manager and City Council. The budget is prepared with the cooperation of all The scope of these policies generally spans, among other City Departments, and is submitted to the City issues, accounting, purchasing, auditing, financial Manager who makes any necessary changes and reporting, internal controls, operating and capital transmits the document to the City Council. The budgeting, revenue management, cash and investment budget shall be presented to the City Council no management, expenditure control, asset management, later than six weeks prior to fiscal year end, and debt management,and planning concepts,in order to: shall be enacted by the City Council on or before the twenty-seventh day of the last month of the A. Present fairly and with full disclosure the financial preceding fiscal year. position and results of the financial operations of the City in conformity with generally accepted 1. PROPOSED BUDGET, A proposed budget accounting principles(GAAP),and shall be prepared by the Manager with the participation of all of the City's Department B. Determine and demonstrate compliance with finance Directors within the provisions of the City related legal and contractual issues in accordance Charter. with provisions of the Texas Local Government Code and other pertinent legal documents and mandates. a. The budget shall include four basic segments for review and evaluation: (1)personnel costs, The City Council will annually review and approve the (2) base budget for operations and Fiscal and Budgetary Policy Statements as part of the maintenance costs, (3) service level budget process. adjustments for increases or decreases to existing service levels,and(4)revenues. II.OPERATING BUDGET b. The budget review process shall include A. PREPARATION. Budgeting is an essential Council participation in the development of element of the financial planning, control, and each of the four segments of the proposed evaluation process of municipal government. The budget and a public hearing to allow for "operating budget" is the City's annual financial citizen participation in the budget preparation. operating plan. The budget includes all of the operating departments of the City, the debt service c. The budget process shall span sufficient time fund, all capital projects funds, and the internal to address policy and fiscal issues by the service funds of the City. The budgets for the Council. General Funds and Special Revenue Funds are prepared in the Office of Budget and Strategic d. A copy of the proposed budget shall be filed Planning on a modified accrual basis. Under this with the City Secretary when it is submitted to basis revenues are recognized when they become the City Council in accordance with the measurable and available to finance expenditures provisions of the City Charter. of the current period. Expenditures are recognized when the related fund liability is incurred with the 2. ADOPTION, Upon the presentation of a exception of: unmatured interest on long term debt proposed budget document to the Council, the F-1 Council shall call and publicize a public hearing. The Council will subsequently adopt by 1. Is the request of such an emergency nature that it ordinance such budget as it may have been must be made immediately? amended as the City's Annual Budget, effective for the fiscal year beginning October 1. 2. Why was the item not budgeted in the normal budget process? 3. The operating budget will be submitted annually to the Government Finance Officers Association 3. Why can't the transfer be made within the division (GFOA) for evaluation and consideration for the or department? Award for Distinguished Budget Presentation. III.REVENUE MANAGEMENT. B. BALANCED BUDGET. The operating budget will be balanced with current revenues, exclusive of A. OPTIMUM CHARACTERISTICS. The City will beginning resources, greater than or equal to current strive for the following optimum characteristics in its expenditures/expenses. Excess balances shall be used revenue system: as capital funds or other non-recurring expenditures. 1. SIMPLICITY. The City, where possible and C. PLANNING. The budget process will be without sacrificing accuracy, will strive to keep coordinated so as to identify major policy issues for the revenue system simple in order to reduce City Council. The budget process will be a part of an compliance costs for the taxpayer or service overall strategic planning process for the City. recipient. A corresponding decrease in the City's cost of collection and a reduction in avoidance to D. REPORTING. Periodic financial reports will be pay will thus result. The City will avoid nuisance prepared to enable the Department Directors to taxes or charges as revenue sources. assess their budgetary and operational performance and to enable the Office of Management and Budget 2. CERTAINTY. A knowledge and understanding to monitor and control the budget as authorized by of revenue sources increases the reliability of the the City Manager. Summary financial reports will be revenue system. The City will understand its presented to the City Council quarterly within fifteen revenue sources and enact consistent collection working days after the end of each reporting period. policies to provide assurances that the revenue Such reports will be in a format appropriate to enable base will materialize according to budgets and the City Council to understand the big picture budget plans. status. 3. EQUITY. The City shall make every effort to E. CONTROL. Operating expense control is addressed maintain equity in its revenue system; i.e., the in Section IV.C.of these Policies. City shall seek to minimize or eliminate all forms of subsidization between entities, funds, services, F. CONTINGENT APPROPRIATION. Pursuant to utilities,and customer classes. Section 59 of the Charter of the City of College Station,the City will establish an adequate contingent 4. REVENUE ADEQUACY. The City shall appropriation in each of the operating funds. The require that there be a balance in the revenue expenditure for this appropriation shall be made only system; i.e., the revenue base will have the in cases of emergency, and a detailed account shall characteristic of fairness and neutrality as it be recorded and reported. The proceeds shall be applies to cost of service, willingness to pay, and disbursed only by transfer to departmental ability to pay. appropriation. The transfer of this budget appropriation shall be under the control of the City 5. ADMINISTRATION. The benefits of a revenue Manager and may be distributed by him in amounts source will exceed the cost of levying and not exceeding $15,000 or such amount as shall be collecting that revenue. The cost of collection provided by Article 2368a V.T.C.S. as amended will be reviewed annually for cost effectiveness from time to time. Any transfer involving more than as a part of the indirect cost and cost of service such amounts must be expressly approved in advance analysis. Where appropriate, the City will use the by the City Council. administrative processes of State or Federal collection agencies in order to reduce All transfers from the contingent appropriation will administrative costs. be evaluated using the following criteria: F-2 6. DIVERSIFICATION AND STABILITY. A equity balance of the fund from which monies diversified revenue system with a stable source of were provided to be invested. income shall be maintained. This will help avoid instabilities in particular revenue sources due to 5. USER-BASED FEES AND SERVICE factors such as fluctuations in the economy and CHARGES. For services associated with a user variations in the weather. Stability is achieved by fee or charge, the direct and indirect costs of that a balance between elastic and inelastic revenue service will be offset by a fee where possible. sources. There will be a review of fees and charges no less than once every three years to ensure that fees B. OTHER CONSIDERATIONS. The following, provide adequate coverage of costs of services. considerations and issues will guide the City in its User charges may be classified as "full cost revenue policies concerning specific sources of recovery," partial cost recovery," and "minimal funds: cost recovery," based upon City Council policy. 1. COST/BENEFIT OF INCENTIVES FOR a. Full fee support (80-100%) will be obtained ECONOMIC DEVELOPMENT. The City will from enterprise operations such as utilities, use due caution in the analysis of any tax or fee sanitation service, landfill, cemetery and incentives that are used to encourage licenses and permits. development. Ideally, a cost/benefit (fiscal b. Partial fee support(50-80%)will be generated impact)analysis will be performed as part of such by charges for emergency medical services, evaluation, miscellaneous licenses and fines, and all adults sports programs. 2. NON-RECURRING REVENUES. One-time or c. Minimum fee support (0-50%) will be non-recurring revenues will not be used to obtained from other parks, recreational, finance ongoing operations. Non-recurring cultural,and youth programs and activities. revenues should be used only for one-time expenditures such as long-lived capital needs. 6. ENTERPRISE FUND RATES. The City will They will not be used for budget balancing review and adopt utility rates as needed to purposes. generate revenues required to fully cover operating expenses, meet the legal restrictions of 3. PROPERTY TAX REVENUES. All real and all applicable bond covenants, and provide for an business personal property located within the City adequate level of working capital. shall be valued at 100% of the fair market value for any given year based on the current appraisal Additionally, enterprise activity rates will include supplied to the City by the Brazos County transfers to and receive credits from other funds Appraisal District. Reappraisal and reassessment as follows: shall be done at a minimum of once every three years. a. General and Administrative (G&A) Charges. G&A costs will be charged to all funds for A ninety-six and one half percent (96.5%) services of general overhead, such as collection rate shall serve each year as a administration, finance, customer billing, minimum goal for tax collections. The City personnel, data processing, engineering, legal Manager may, for budget and forecasting counsel, and other costs as appropriate. The purposes, use up to the tax rate in effect for the charges will be determined through an current year's budget. This policy will require that indirect cost allocation study following the City Manager justify a tax rate that is different accepted practices and procedures. from the current tax rate. The justification will be based on City Council directions, needs arising b. Payment for Return on Investment. The intent from voter authorized bonds, or other of this transfer is to provide a benefit to the extraordinary conditions as may arise, citizens for the ownership of the various utility operations they own. This transfer will 4. INVESTMENT INCOME. Earnings from be made in accordance with the following two investment (both interest and capital gains) of methods, not to exceed 10`)/0 of the total available monies, whether pooled or not, will be estimated operating revenues for the Water distributed to the funds in accordance with the and Waste Water funds, 10.5% for the F-3 Electric fund, and 7.0% for the Sanitation C. CENTRAL CONTROL. Modifications within the Fund: operating categories (salaries, supplies, maintenance, services, capital etc.) can be made with approval of (1) In-Lieu-of-Franchise-Fee. In-lieu-of- the City Manager. Modifications to reserve franchise fee will be included as a part of categories and interdepartmental budget totals will be the rate computation at 4% of gross sales done only by City Council consent with formal consistent with the franchise rates charged briefing and council action. to investor owned utilities franchised to operate within the City. D. PURCHASING. All City purchases and contracts shall conform to a competitive bidding process as set (2) Return on Investment. The Return on forth in Chapter 252 as amended from time to time in Investment will be calculated at 8% of the Local Government Code of Texas. If the sealed total Fund Equity. competitive bidding requirement applies to the contract, the contract shall be submitted to the 7. INTERGOVERNMENTAL REVENUES. Council for approval. The purchase of goods or Reliance on intergovernmental revenues (grants) services by the City totaling $3,000 to $15,000 shall will be eliminated or reduced. Any potential be awarded to the successful bidder through an grants will be examined for matching and informal bidding process culminating in the issuance continuation of program requirements. These of a purchase order when deemed appropriate. revenue sources should be used only for projects and programs where operating and maintenance Any payment for the purchase of goods or services costs that have been included in the financial by the City at a total cost of less than $3,000 may be forecast and their ultimate effect on operations approved by the applicable department in accordance and revenue requirements are anticipated. with the department's internal control procedures. 8. REVENUE MONITORING. Revenues as they E. PROMPT PAYMENT. All invoices approved for are received will be regularly compared to payment by the proper City authorities shall be paid budgeted revenues and variances will be within thirty(30)calendar days of receipt of goods or investigated. This process will be summarized in services or invoice date, whichever is later, in the appropriate budget report. accordance with the provisions of Article 601 f, Section 2 of the State of Texas Civil Statutes. IV. EXPENDITURE CONTROL The Director of Fiscal Services shall establish and maintain proper procedures which will enable the A. APPROPRIATIONS. The point of budgetary City to take advantage of all purchase discounts, control is at the department level in the General Fund when possible, except in the instance where and at the fund level in all other funds. When budget payments can be reasonably and legally delayed in adjustments among Departments and/or funds are order to maximize the City's investable cash. necessary, they must be approved by the City Council and must meet other requirements as F. RISK MANAGEMENT. The City will aggressively outlined in the City Charter. Budget appropriation pursue every opportunity to provide for the Public's amendments at lower levels of control shall be made and City employees' safety and to manage its risks. in accordance with the applicable administrative The goal shall be to minimize the risk of loss of procedures. resources through liability claims with an emphasis on safety programs. All reasonable options will be B. AMENDMENTS TO THE BUDGET. In investigated to finance risks. Such options may accordance with the City Charter, the budget may be include risk transfer, insurance, and risk retention. amended after the following conditions are met: Where risk is retained, reserves will be established 1. The City Manager certifies that there are based upon actuarial determinations and not be used available revenues in excess of those estimated in for purposes other than for financing losses. the Budget. 2. The City Council holds a public hearing on the G. REPORTING. Quarterly reports will be prepared supplemental appropriation. showing actual expenditures compared to the original 3. The City Council approves the supplemental budget. appropriation. V. CAPITAL BUDGET AND PROGRAM F-4 within the Public Works Department to use for a A.PREPARATION. The City's capital budget will residential street maintenance program. include all capital projects funds and all capital resources. The budget will be prepared annually on a B. BUILDING CAPITAL MAINTENANCE AND project basis. The capital budget will be prepared by REPLACEMENT. It is the policy of the City to the Office of Management and Budget with the fund $250,000 annually for major maintenance on involvement of responsible departments. its buildings such as roof air conditioning, flooring B. CONTROL. All capital project expenditures must and other replacements. be appropriated in the capital budget.The Director of Fiscal Services must certify the availability of C. PARKING LOTS AND INTERNAL resources before any capital project contract is ROADWAYS. It is the policy of the City to fund presented to the City Council for approval. $145,000 annually to pay for major maintenance of parking lots and internal roadways. C. PROGRAM PLANNING. The capital budget will be taken from the capital improvements project plan D. TECHNOLOGY. It is the policy to plan and fund for future years. The planning time frame for the the maintenance and replacement of its computer capital improvements project plan should normally network. The funding for the computer network is be five years, with a minimum of at least three years. 15% (change from last year, 10%) of the original The replacement and maintenance for capital items cost of the equipment. Additionally funding for should also be projected for the next five years. additions and upgrades to the mid range systems is Future maintenance and operational costs will be $90,000 annually. considered so that these costs can be included as appropriate in the annual budget. Major replacements for the computer systems including hardware and software will be anticipated D. FINANCING PROGRAMS. Where applicable, for a five-year period and included with the capital assessments, impact fees, pro-rata charges, or other projects lists presented in the annual budget. fees should be used to fund capital projects which have a primary benefit to specific, identifiable E. FLEET REPLACEMENT. The City has a major property owners. investment in its fleet of cars, trucks, tractors, backhoes, and other equipment. The City will Recognizing that long-term debt is usually a more anticipate replacing existing equipment,as necessary expensive financing method, alternative financing and will establish charges that are assigned to sources will be explored before debt is issued. When depaitinents to account for the cost of that debt is issued, it will be used to acquire major assets replacement. with expected lives which equal or exceed the average life of the debt issue. F. RADIOS, COPIERS, OTHER EQUIPMENT, AND TELEPHONES. The City has a major investment in its radios, copiers, and telephone E. REPORTING. Periodic financial reports will be equipment. As a part of the on going infrastructure prepared to enable the Department Managers to maintenance and replacement, the City has manage their capital budgets and to enable the Office anticipated the useful life of such equipment and of Management and Budget to monitor and control established a means of charging the cost of the capital budget as authorized by the City Manager. replacement of that equipment to the various Summary capital project status reports will be departments in order to recognize the city's presented to the City Council monthly. continuing need. VI. CAPITAL MAINTENANCE& REPLACEMENT VII. ACCOUNTING, AUDITING, AND FINANCIAL REPORTING The City recognizes that deferred maintenance and not anticipating capital replacements increases future capital A. ACCOUNTING. The City is solely responsible for costs. In order to address these issues, the City Council has the recording and reporting of its financial affairs, approved a number of policies to address these issues. both internally and externally. The Director of Fiscal Services is the City's Chief Fiscal Officer and is A. STREETS CAPITAL MAINTENANCE AND responsible for establishing the structure for the REPLACEMENT. It is the policy of the City to City's Chart of Accounts and for assuring that fund S400,000 annually for the Streets Division F-5 procedures are in place to properly record financial transactions and report the City's financial position. C. FINANCIAL REPORTING. B. AUDITING. 1. EXTERNAL REPORTING_ Upon the completion and acceptance of the annual audit by 1. QUALIFICATIONS OF THE AUDITOR_ In the City's auditors,the City shall prepare a written conformance with the City's Charter and Comprehensive Annual Financial Report(CAFR) according to the provisions of Texas Local which shall be presented to the Council within Government Code, Title 4, Chapter 103, the City 180 calendar days of the City's fiscal year end. will be audited annually by outside independent Accuracy and timeliness of the CAFR are the accountants ("auditor"). The auditor must be a responsibility of City staff. The CAFR shall be CPA firm of regional reputation and must prepared in accordance with GAAP and shall be demonstrate that it has the breadth and depth of presented annually to the Government Finance staff to conduct the City's audit in accordance Officer's Association (GFOA) for evaluation and with generally accepted auditing standards consideration for the Certificate of Achievement (GAAS) and contractual requirements. The for Excellence in Financial Reporting. If City auditor must be registered as a partnership or staffing limitations preclude such timely corporation of certified public accountants, reporting, the Director of Fiscal Services will holding a license under Article 41 a-1, Section 9, inform the City Council of the delay and the of the Civil Statutes of Texas, capable of reasons therefor. demonstrating that it has sufficient staff which will enable it to conduct the City's audit in 2. INTERNAL REPORTING. The Fiscal Services accordance with generally accepted auditing Department will prepare internal financial standards as required by the City Charter and reports, sufficient to plan, monitor, and control applicable state and federal laws. The auditor's the City's financial affairs. Internal financial report on the City's financial statements will be reporting objectives are addressed throughout completed and filed with the City Secretary these policies. within 120 days of the City's fiscal year end, and the auditor will jointly review the management VIII. ASSET MANAGEMENT letter with the City Council within 30 days of its receipt by the staff A. INVESTMENTS. The Director of Fiscal Services shall promptly invest all City funds with the In conjunction with their review, the Director of depository bank in accordance with the provisions of Fiscal Services shall respond in writing to the the current Bank Depository Agreement or in any City Manager and City Council regarding the negotiable instrument authorized by the City Council auditor's Management Letter, addressing the under the provisions of the Public Funds Investment issues contained therein. The Council shall Act of 1987 as amended, and in accordance with the schedule its formal acceptance of the auditor's City Council's approved Investment Policies. report upon the resolution of any issues resulting from the joint review. An investment report will be provided to the City Council quarterly. This report shall provide both 2. RESPONSIBILITY OF AUDITOR TO CITY summary and detailed infolivation on the City's COUNCIL. The auditor is retained by and is investment portfolio. accountable directly to the City Council and will have access to direct communication with the B. CASH MANAGEMENT. The City's cash flow will City Council if the City Staff is unresponsive to be managed to maximize the cash available to invest. auditor recommendations or if the auditor Such cash management will entail the centralization considers such communication necessary to fulfill of cash collections, where feasible, including utility its legal and professional responsibilities. bills, building and related permits and licenses, fines, fees, and other collection offices as appropriate. 3. ROTATION OF AUDITOR. The City will not require an auditor rotation, but will circulate Periodic review of cash flow position will be requests for proposal for audit services at least performed to determine performance of cash every three to five years. Year to year management and conformance to investment policies. authorization to continue shall he done by May A detailed policy structure will be followed with 31 of each year. respect to Cash/Treasury Management. The F-6 underlying theme will be that idle cash will be the general government and are not to be used to invested with the intent to 1) safeguard assets, 2) fund operating needs of the City. GO's are maintain liquidity, and 3) maximize return. Where backed by the full faith and credit of the City as legally permitted, pooling of investments will be well as the ad valorem tax authority of the City, done. to the extent allowed by law. The term of a bond issue will not exceed the useful life of the asset(s) funded by the bond issue and will generally be C. FIXED ASSETS AND INVENTORY. These assets limited to no more than twenty (20) years. will be reasonably safeguarded and properly General obligation bonds must be authorized by a accounted for,and prudently insured. vote of the citizens of the City of College Station. A fixed asset of the City shall be defined as a 2. REVENUE BONDS (RB's). RB'S will be issued purchased or otherwise acquired piece of equipment, to provide for the capital needs of any activities vehicle, furniture, fixture, capital improvement, where the capital requirements are necessary for addition to existing capital investments, land, continuation or expansion of a service which buildings or accessioned Library materials which has produces a revenue and for which the asset may an original cost or value of at least $3,000 and a reasonably be expected to provide for a revenue useful life of more than three years. stream to fund the debt service requirements. The term of the obligation should not exceed the The City's fixed assets shall be reasonably useful life of the asset(s)to be funded by the bond safeguarded and properly accounted for and issue and will generally be limited to no more sufficiently insured. Responsibility for the than twenty(20)years. safeguarding of the City's fixed assets lies with the department director in whose department the fixed 3. CERTIFICATES OF OBLIGATION, asset is assigned. The Fiscal Services Department Contract Obligations, etc. (CO's). CO's will be shall maintain the permanent records of the City's used in order to fund capital requirements that are fixed assets including description, cost, department not otherwise covered under either revenue bonds of responsibility, date of acquisition, depreciation or general obligation bonds. Debt service for and expected useful life. The Fiscal Services CO's may be either from general revenues or Department shall also perform, periodically, an backed by a specific revenue stream or streams or inventory of assets using random sampling at the by a combination of both. Generally CO's will be department level. Such inventory shall be performed used to fund capital assets when GO's and RB's by the Director of Fiscal Services or his or her are not appropriate and when authorized under designated agent in the presence of designated law. The term of the obligation may not exceed department personnel from the responsible the useful life of the asset(s) to be funded by the department. proceeds of the debt issue and will generally be limited to no more than ten (10) years, but may D. COMPUTER SYSTEM/DATA SECURITY. The extend to twenty(20) years when the asset is of a City shall provide security of its computer system nature that its anticipated useful life exceeds 20 and data files through physical security. The years. computer system shall be in a location inaccessible to unauthorized personnel. 4. METHOD OF SALE. The City will use a competitive bidding process in the sale of bonds IX.DEBT MANAGEMENT unless the nature of the issue warrants a negotiated bid. In situations where a competitive A. DEBT ISSUANCE. The City will issue debt only for bidding process is not elected, the City will the purpose of acquiring or constructing capital publicly present the reasons why, and the City assets for the general benefit of its citizens and to will participate with the financial advisor in the allow it to fulfill its various missions as a city. Debt selection of the underwriter or direct purchaser. may be issued for the purposes of purchasing land or rights-of-way and/or improvements to land, for 5. BIDDING PARAMETERS. The notice of sale construction projects to provide for the general good, will be carefully constructed so as to ensure the or for capital equipment. best possible bid for the City, in light of the existing market conditions and other prevailing 1. GENERAL OBLIGATION BONDS (GO's). factors. GO's will be used only to fund capital assets of F-7 C. ANALYSIS OF FINANCING ALTERNATIVES. 1. The unobligated fund balance in the General Staff will explore alternatives to the issuance of debt Fund should be at least 15% of the annual for capital acquisitions and construction projects. budgeted General Fund expenses. This These alternatives will include, but not be limited to, percentage is the equivalent of 55 days 1) grants in aid, 2) use of reserves, 3) use of current expenditures. An additional amount of up to 3.0% revenues, 4) contributions from developers and should be maintained for extraordinary items or others,5) leases,and 6) impact fees. contingencies. Cash and investments alone should be equivalent to 30 days of operating D. DISCLOSURE. Full disclosure of operating costs expenditures. along with capital costs will be made to the bond rating agencies and other users of financial 2. The Enterprise Fund working capital should be information. The City staff, with the assistance of maintained at 15%of total operating expenses or financial advisors and bond counsel, will prepare the the equivalent of 55 days. Cash and Investments necessary materials for presentation to the rating alone should be equivalent to 30 days of agencies, will aid in the production of Preliminary operations. Official Statements, and will take responsibility for the accuracy of all financial information released. 3. The Hotel/Motel Fund fund balance should be at least 15% of the annual budgeted expenditures. - E. FEDERAL REQUIREMENTS. The City will Adequate reserves are essential due to the nature maintain procedures to comply with arbitrage rebate of this revenue source and the reliance and other Federal requirements. organizations have on this revenue source to maintain ongoing operations. • F. DEBT STRUCTURING. The City will issue bonds for 20 years or less,not to exceed the life of the asset 4. The Internal Service Funds will attain and retain acquired. fund balance/working capital balances appropriate for the fund. Some funds may need The structure should approximate level annual debt only minimal fund balance/working capital in service unless operational matters dictate otherwise order to meet the needs of the fund, while others or if market conditions indicate potential savings such as replacement and insurance funds must could result from modifying the level payment have resources sufficient to meet major annual stream. fluctuations in expenditures or long term liabilities. Consideration of market factors, such as the tax- exempt qualification, minimum tax alternative, and C. LIABILITIES AND RECEIVABLES. Procedures so forth will be given during the structuring of long- will be followed to maximize discounts and reduce term debt instruments, penalties offered by creditors. Current liabilities will be paid within 30 days of the invoice date or on X. FINANCIAL CONDITIONS, RESERVES, AND receipt of the goods or services, whichever is later. STABILITY RATIOS Accounts Receivable procedures will target collection for a maximum of 30 days from service, A. OPERATIONAL COVERAGE. (NO with any receivables aging past 120 days to go to a OPERATING DEFICITS). The City will maintain collection agency. The Director of Fiscal Services is an operational coverage of 1.00, such that current authorized to write-off uncollectible accounts that are operating revenues will at least equal or exceed delinquent for more than 365 days, if the proper current operating expenditures. delinquency procedures have been followed. Deferrals, short-term loans, or one-time sources will D. CAPITAL AND DEBT SERVICE FUNDS. be avoided as budget balancing techniques. Reserves will be used only for emergencies or non-recurring 1. Monies in the Capital Projects Funds will be used expenditures, except when balances can be reduced within 36 months of receipt. Balances will be because their levels exceed guideline minimums as used to generate interest income to offset stated in Paragraph B, following, increases in construction costs or other associated costs. Capital project funds are intended to be B. OPERATING RESERVES/FUND BALANCES expended totally. F-8 2. Revenues in the Debt Service Fund are stable, based on property tax revenues and transfers from other funds. Remaining balances are maintained to meet contingencies and to make certain that the next year's debt service payments may be met in a timely manner. The fund balance should not fall below 81/3% (one month) of average budgeted expenditures(in line with IRS guidelines). E. INSURANCE RESERVES. Where risk is retained by the City in a self-insurance mode, a reserve will be established based upon actuarial determination. Such reserve will be used for no other purposes than for financing losses under the insurance program. XI.INTERNAL CONTROLS A. WRITTEN PROCEDURES. Wherever possible, written procedures will be established and maintained by the Director of Fiscal Services for all functions involving cash handling and/or accounting throughout the City. These procedures will embrace the general concepts of fiscal responsibility set forth in this policy statement. B. DEPTARTMENT DIRECTORS' RESPONSIBILITIES. Each department Director is responsible for ensuring that good internal controls are followed throughout his or her Department, that all Fiscal Services Department directives or internal controls are implemented, and that all independent auditor internal control recommendations are addressed. Departments will develop and periodically update written internal control procedures. F-9 CITY OF COLLEGE STATION PARKS & RECREATION DEPARTMENT FEES POLICY STATEMENT The citizens of College Station have made a commitment to excellence in parks facilities and recreation programs. These facilities and services require substantial expenditures by the City to ensure appropriate maintenance and effective programming. This policy is intended to insure that a proportion of these costs is recovered through user fees in an equitable manner in accordance with the City's current fiscal and budgetary policies approved by the City Council. Fees for athletic programs shall be set in accordance with the following guidelines: A. The cost of maintaining and operating athletic facilities should be borne by those who use them. In addition, in those situations where the City has responsibility for organizing and/or programming activities, participants should bear proportionate staff salaries and overhead of direct supervisors associated with the program. B. The City recognizes that it is appropriate to subsidize youth athletic and aquatics activities. Such activities contribute to educational development and to encourage leisure literacy, which are increasingly important aspects of life. Youth is defined as all individuals up to, and including, eighteen years of age. The City will absorb all maintenance and operating costs associated with facilities and the staff costs associated with organizing and/or programming activities. A fee will be assessed to cover all variable costs associated with programs such as uniforms, equipment, awards, umpires, etc. in accordance with the City's fiscal and budgetary policy statement. C. It is intended that facilities and programs should be available to all citizens and that none should be excluded because of inability to pay. The Department Director, at his/her discretion, may reduce any fee in individual cases upon evidence of financial hardship. The "Parks Bucks" program is intended to meet the majority of these cases. D. In addition to this user fee policy, the City levies a fee surcharge, which goes into an Athletic Renovation and Improvement Fund. The policy governing that fund is attached to this policy. II. Fees for the use of rental facilities shall be set to cover the cost of utilities and maintenance expenses related to that facility. Deposits may be required, as needed, to ensure proper care and clean-up is provided by user groups. Deposits Page I of 3 may be waived when users establish a satisfactory record with the City, and will be determined on a case by case basis The fee and deposit will be waived for the College Station Independent School District per a joint use agreement. III. Aquatics, special events and instruction fees shall be set to cover all expenses directly associated with conduct of the class or event. Pool admission fees shall be set on an annual basis to recover a portion of the pools' operating expenses up to 50%. All fees shall be reviewed on an annual basis at public meetings by the Parks and Recreation Board. After receiving public input, the Board will then submit fee recommendations for the next calendar year to the City Council for final approval. Page 2 of 3 Athletic Renovation and Improvement Funds The CIP Committee recommended multiple lighting, irrigation, shade structures, pathway and backstop projects on athletic fields as part of the 1998 bond program that was approved by the City Council and the citizens. They were assured that this would restore all athletic fields to the City's desirable standard. However, the CIP Committee noted that it was unreasonable to fund these short- term projects which had an expected life of considerably less than 25 years with 25 year bonds, since future taxpayers would be paying for assets that no longer existed. The Council concurred with the Committee's strong recommendation that a surcharge should be required of all teams using athletic fields to pay for the replacement of items that have deteriorated as a result of their use, and for any improvements in the existing standard of facilities they would like to have. In response to this mandate, the Parks and Recreation Department is preparing a rolling 10 year schedule which projects the renovations and improvements required at each athletic field complex. Input from representatives of the athletic field users will be solicited in preparing this schedule. The costs of implementing the 10 year program will be calculated, with allowances made for likely future cost increases, and divided into equal annual amounts. The surcharge will be sufficient to pay each user groups' prorated share of the fields' annual renovations and improvements. This money will be retained in a separate capital fund for each athletic field complex, and will be used exclusively for renovating or improving that complex. The Parks and Recreation Department will consult with representatives from the athletic groups contributing to a fund before money can be appropriated from it. It is likely to take some months for the staff to carefully develop and cost the 10 year plans. However, it is desirable to implement the program as soon as possible, since delays will increase the surcharge amounts that will be needed in future years. This policy will be implemented on October 1,1999 at the commencement of FY2000. In lieu of the availability of the 10-year plan, the Parks and Recreation Board recommended a surcharge be leveled on each item that equates to approximately $5 per person, per season (Fall, Spring, and Summer), per team in FY2000. This will be reviewed with athletic team representatives before the FY2001 budget cycle when the rolling 10-year plan is available, and revisions, if necessary, will be made to this $5 amount to reflect the financial needs of the fields. This procedure will be replicated annually in future years. Approved by Parks&Recreation Advisory Board:April 23,2001 Page 3 of 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS, APPROVING AND SETTING FEES FOR PARKS AND RECREATION ACTIVITIES. WHEREAS, the City of College Station has conducted a cost of service study to identify the full cost of service for all Parks and Recreation related facilities and services; and WHEREAS, the schedule of fees in the attached Exhibit A provides for Parks and Recreation related fees consistent with the adopted fiscal and budgetary policy; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS: PART 1: That the City Council hereby approves and adopts the Parks and Recreation fee schedule attached as Exhibit A. PART 2: That the fees provided for in the attached Exhibit A shall take effect for programs beginning after January 1, 2004. ADOPTED this 24th day of July, A.D. 2003 ATTEST: APPROVED: CONNIE HOOKS, City Secretary RON SILVIA, Mayor APPROVED: Vt-H1FY i thpntiritv votb AnnrnvPir City Attorney 1994-2004 PARKS AND RECREATION DEPARTMENT USER FEES — Staff ACTIVITY/FACILITY 2000 2001 2002 2003 2004 Comment ADULT SPORTS PER TEAM 1. Basketball $265 $265 Discontinue _. 2. Nag Football $265 $340 $340 $340 $355 3. Volleyball $130 $140 $175 $175 $175 4. Softball A Play-Off League(Sprg,Sum) $356 $360 $360 $375 $390 Play-Off League(Fall) $300 $315 $315 $330 $345 Fast Pitch(Sprg.,Sum) $375 $375 $375 $400 $400 Fast Pitch(Fall) $312 $325 $325 $340 $340 YOUTH SPORTS PER CHILD 1. Basketball $30/20/10 $30/20/10 $40/35 $40/35 $45/40 2. Flag Football $30/20/10 $35/25/15 $40/35 $40/35 $45/40 B 3. Girl's Softball $30/20/10 $35/25/15 $40/35 $45/40 $50/45 4. Youth Volleyball $40/30/20 $40/35 $40/35 $45/40 5. Challenger Sports $15.00 $15 $15 $15 INSTRUCTION FEES PER PERSON 1. Swim Lessons $30 $30 $35 $35 $35 2. Adv.Swim Lessons $25/15/10 $35 $40 $40 $40 3. TAAF Swim Team $80/60/40 $85/65/45 $85175 $85175 $85/75 C 4, National Jr.Tennis League $50 $50 $50 $50 $85 5. Tennis Lessons(+1 can of balls) $35/person $35/person $40 $40 $45 6.Golf $45 Discontinue , 7 PAVILION RENTALS PER DAY 1. Bee Creek Pavilion $50 $75 $75 $75 J ,J*�a1 Monday-Thursday $75 Friday-Sunday&Holidays , r.=.,,-. „ k -F' n.,.,r .• $100 2. Central&Southwood Pavilions Monday-Thursday $50 $75 $100 $100 $100 ._ Friday $75 $100 $175 $175 $175 D Saturday&Sunday&Holidays $125 $175 $175 $175 $175 *Deposit F f,,_,',. $100 $100 � ' .;...�..a� x> >a - ,w.a 'i, .„:� .x,� 3. Oaks Pavilion $50 $75 $75 $75 Monday-Thursday $75 Friday-Sunday&Holidays Amy r, $100 *Deposit t �: ( � � �._.dry ...�e $50 $50 4. Thomas Pavilion $15 $15 $15 $15 Discontinue WOLF PEN CREEK AMPHITHEATER Private-Weekday $200 $200 $200 $200 $200 Private-Weekend $250 $250 $250 $250 $250 Non Commercial-Weekday $425 $425 $425 $425 $425 E Non Commercial-Weekend $525 $525 $525 $525 $525 Professional/Commercial-Weekday $800 $800 $800 $800 $800 Professional/Commercial-Weekend $900 $900 $900 $900 $900 CONFERENCE CENTER(See Attached Rates) � ��■ ta+ 2000 2001 2002 2003 2004 Comment LINCOLN CENTER 1.Membershi.(19-54 rs), .er ear IIIIKOMMIIIIEMINIKINNIIIIIMMIIIIIKIMMI Youth $8 $10 $10 $10 $10 Low Income Eli•ible $4MIEBMIIIIIIIIIMIII.Illrjill Adult $10 2. Non-Member Guest Pass( outh or adult) ..... $1/da �� Non-Member Summer Rate( outh or adult) i .. ,. i $30/summer $30 $30 3. *Gym(8 hr.block/da )de.osit $150/8hrs $150/8hrs $200/8hours $200 $250 Hour) /Half Court(4 hr max) $10 11.1M3111111115.1111MEM $20 Hour) /Full Court(4 hr max) $20 �� $30 IMMEINErtlit. . $.30/Chair $.30/Chair $.30/Chair All Da Usa•e(more than 4 hrs) $100 llariall11111)3311. Concession Usa:e $0 $10 111112111.1111E111111 $20 4. *Game Room Rental Per Hour(2 hr.min.) ,. _ $10 $20 De osit $50 $50 5. *Teen Room Rental Per Hour(2 hr.min.) $10/2 hr min $10/2 hr min $10/2 hr min $10 $20 Desosit $50 $50 $50 $50 $50 6. *Communit Room Rental(max.3 hrs) ®IIIIMaill $30 $30 $50 Additional .er hr ,.. $20 $20 $50 $50 11111321111111111MIIIMBINI IIIIMMngnIIIIIIIIMIMIIIIMIIIIMIIIII $0 $10IIInllaIII $20 7. **S.ecial Event Fee(Funerals,weddin:s,.arties) ,,„.. .�,' �,� ., $150 $150 8. Miscellaneous Char:es l -- Cosies ,` w„ $.10/Co. $0.10 $0.10 f $2.00/fax $2.00 $2.00 ATHLETIC FIELDS ---- 1. Softball&Baseball:** 111111.1111111111111111--- Sin:le field rental/da $60 $60 $60 $60 $60 ; Sin•le field rental/weekend f� �...,_,,;,.�.�e � �� d,..�st� _• �., $100 $100._ two(2)field com.lex/da $200 $200 $200 $100 $100 two(2)field com.Iex/weekend $350 $350 $350 three(3)field com.lex/da $100 $100 $100 $150 $150 three(3)field com.lex/weekend ®®� $275 *De.osit er da /weekend Ips _.' n • ,,r` , 1. $50/$100 $50/$100 four(4)field com.lex/da ,,, ,,,.1 $200 $200 four(4)field com.lex/weekend t !: $350 Illrealli *De.osit er da /weekend 1' ..�.. 2. Soccer 1111111111.1111.11111.11111111111.1111111111.11.1 One(1)field: er da $60 $60 $60 $60 $60 Com.lex: .er da , .., s v .-; r .� $200 $200 Corn lex: .er weekend $350 $350 $350 $350 $350 V- - P- •A I-ti C.1 lIMIIIIIIIIMIIIIMIIIIIIIIIIIIIIIMIIIIIMIIIIIIIIIIIIIIIMIIIIMIIIIII Six(61 Fields:Per Da r $400 Per Weekend • _ gar<=_<,; P ,. , a ,.. $700 3. Field Rentals/Per Hour(1/2/3 hrs)* $10715/20 $10/15/20 $10/15/20 $10/15720 $10/15/20 4. Li,hts for field rentals(.er hour) at ..*- "_ -- IIMMII RACE EQUIPMENT RENTALS ---- 1. Sto. n; Watch t �' $® $1 0� 2. Ste.Watchtch - 3. Cones(10) e _ $10 $10 4. Bases,Poles,and Fla::in: (10) $10 $10 5. Bi•Time Clock $50 $50 6. Water Cooler I.tr w �� 1111.1111111.11113111.11 _ 3 Fa 8. Tables $10 $10 9. Traffic and Vests(10) stopwatch, 10 10 cones,10 bases/poles and flagging,2 water stopwatch,30 cones,20 bases/poles and flagging,6 water $100 $100 stopwatch,60 cones,30 bases/poles and flagging,12 , _, .,,_.,, y ,.. . ,. .bn�,�a. , IIIKEEME ta' ACTIVITY/FACILITY 2000 2001 2002 2003 2004 Comment SWIMMING POOLS === 1. General Admission(3 rs&u.) ----- Hallaran/Thomas $2.00 $2.00 $2.00 $2.00 $2.50 Natatorium $2.00 $2.00 $2.00 $2.00 $2.00 Adamson $3.50 $3.50 $4.00 $4.00 $4.00 2. Discount Pass(25 swims) ----- Hallaran/Thomas $40 $50 $85 $40 $50 Natatorium $40 $40 $85 $40 $40 *Adamson $75 $75 $85 $85 $85 3. Famil Season Pass ----- Hallaran/Thomas $125 $125 $125 $125 $125 Natatorium $125 $125 $125 $125 $1252 *Adamson $200 $200 $200 $200 $200 4. Individual Season Pass ----- Hallaran/Thomas $60 $60 $60 $60 $60 *Adamson $80 $80 $80 $80 $80 5. Bab sitter Season Pass Hallaran/Thomas $30 $30 $30 $30 $30 *Adamson $40 $40 $40 $40 $40 6. S•ecial Da Care Fee @ Adamson La•oon Per Child * ! „ ow j $2.75 $2.75 7. Pool Rental(2 hours) _---- Hallaran: 25 .eo.le or fewer $75 $75 $100 $100 $100 50.eo.le or fewer $100 $100 $125 $125 $125 51-76 .eo.le $150 $150 $175 $175 $175 77-102 .eo.le $200 $200 $225 $225 $225 Each hour after intial 2 hours $50 $50 $75 $75 $75 Thomas/Natatorium: 25 .eo.le or fewer $65 $65 $90 $90 $90 50 .eo.le or fewer $75 $75 $100 $100 $100 51-76 .eo.le $100 $100 $125 $125 $125 77-102 .eo.le $125 $125 $150 $150 $150 Each hour after intial 2 hours $50 $50 $75 $75 $75 ._ Adamson: 99 .eo.le or fewer $250 $250 $275 $275 $275 199 or fewer $300 $300 $325 $325 $325 299 or fewer $400 $400 $425 $425 $425 300+ $500 $500 $525 $525 $525 Each hour after intial 2 hours $100 $100 $125 $125 $125 8. Pool Parties Per Person* ---- Theme Part :Southwood and Thomas ., Pma l $5.75 $5.75 .-�,. �.a Adamson La:oon , $7.50 $7.50 General Part :Southwood and Thomas $4.75 $4.75 Adamson La•oon = $6.50 Catered Theme Part :Southwood and Thomas .r. $7.00 $7.00 Adamson La:oon $9.25 $9.25 General Catered Part :Southwood and Thomas ( $6.25 $6.25 Adamson Latoon �4 $8.50 $8.50 Pavilion Part (Four table limit):First Table $15.00 $15.00 Additional tables ,f „=o; j, $5.00 $5.00 9, Other Pool Fees ���� Texas Su.erGuard Com.etition Per Person $20.00 $20.00 Swim Dia.erFee Per Dia.er $1.00 $1.00 Tube Rental Fee $1.00 $1.00 De.osit i $2.00 $2.00 Locker Rental Fee $1.00 $1.00 De.osit $2.00 $2.00 Junior Life:uard Pro:ram Per Person Per Session $55.00 $65.00 Guard 2-B Per Person,Per session $55.00 $65.00 Duck Derb (S•onsor a duck Jul 4th)Per Person $3.00 $3.00 Bo Contest on Jul 4th,Per Person $3.00 $3.00 "Schools Out Blow Out"at Adamson La•oon $200.00 $200.00 Pool Trout Fish Out Per Person(A•es 3 and u.) t" e �.., $2.50 $2.50 Over the 5 fish limit(Per Fish) _k $1.50 $1.50 10. Educational Class Rental(1 hour/non exclusive) $25 $25 $25 $25.00 $25.00 • ta' 2000 2001 2002 2003 2004 Comment TEEN CENTER(THE EXIT) -IIIIIMIIIIIIIIIIIIIIIIIIIINIIIIIII 1. Non Member er da IMMISIMMOIMMINIMMII 2. Membershi. .er ear $10 $10 3. Meetin• Room Rental Per Hour De.osit $50 $50 4. Dance/Game Room Rental Per Hour Deaosit $50 $50 5. *Whole Facilit Rental Per Hour $50 $50 6. Additional Attendance Fee Per Hour 26-50 Attendees s $10 $10 51-100 Attendees 100-200 Attendees _ $20 $20 7. S ecial Pro:rammin: Fee ' $10 $10 MIMI $25-$100 VENDOR PERMITS $50 $50 $50 $50 $50 MIMI Staff Comment Adult Sport Recommendations: - Increase Adult Slow Pitch fee $15 per team to recover cost of contractually obligated A increase in officiating fees paid to the Brazos Valley Softball Umpires Association. — Increase Adult Flag Football fee $15 per team to recover cost of increasing officiating fee $1. Youth Sport Recommendations -- Increase Girls Fast Pitch fee $5 per player to recover cost of contractually obligated increase in officiating fees paid to the Brazos Valley Umpires Association. B — Increase Youth Basketball and Flag Football fees $5 per player to allow increase in officiating fees. These fees were to be reviewed under agreement with the Brazos Valley Softball Umpires Association. -- Increase Youth Volleyball fee $5 per player to keep in line with other youth sports and offset increase in officiating fee. Instruction (Tennis Programs): C — Increase Tennis to come in line with other area programs. This includes a $5 facility replacement fee. Pavilions: — Increase both Bee Creek and Oaks Pavilions to$100 for weekends and holidays (keeping the weekday rate at$75). p — Convert Thomas Pavilion to a fist-come-first-serve facility. The rental rate has remained the same ($15) since 1994 because a)the pavilion is very small, and b)there are no restrooms unless when Thomas Pool is open. The set up and clean up for this pavilion has cost staff more money through overtime and maintenance costs than they are bringing in. E Wolf Pen Creek Amphitheater: — No recommended changes for CY04. Lincoln Center: F -- Staff is recommending increasing fees accordingly as a result of surveying comparable community facilities. Athletic Fields: Add fees for rental of Veterans Park and Athletic Complex Soccer Fields at$400 per G day or$700 per weekend for all six fields. This compares to the $200 per day and $350 per weekend for the three-field complex at Central Park. The softball fields can be covered through the existing fee structure. —Add fee for lighted field rentals, and charge $5 per hour to operate the lights. H Race Equipment: - No recommended changes for CY04. Swimming Pools (Other Pool Fees): Increase Junior Lifeguard and Guard 2-B from $55 to $65 as a result of surveying similar community facilities. Teen Center: —Add an item entitled "Special Programming Fee."This fee is intended to provide J some limit on possible charges for existing programs that we are currently offering our customers (I.e. eXtreme EXIT and the VIP Field Trip Package), as prices for these programs can change depending upon the time that these trips are offered. K Vendor Permits: — No recommended changes for CY04. FEE CHANGES 2004- CONFERENCE CENTER Change from 3 free tables to 5 tables free with all rooms except room 127,change from 15 free tables to 20 tables free with Room 127. Change from"Add Social fee"-to No Social Fees Change Coffee from 40 cents a cup to 50 cents a cup Change from: "All persons and civic organizations holding an event in which commercial vendors and/or exhibitors participate changes the event to a commercial rate." All commercial vendors and/or exhibitors will be charged$5.00 per table To: "Vendor Tables from$5 each to$10 each table(and will not change client to Commercial rate) Cancellation Fees: Change Cancellation from 30 to 60 days. The deposit paid to reserve the space is kept if event is cancelled less than 60 days prior to the event. Between 5pm&6pm, based on availability charge the 2 hour rate to charge the 4hr/less rate. Change from 13 Rental Categories to Three Rental Categories: Commercial,Standard, Non-Profit Commercial:companies or businesses Standard: Individuals or groups without a non-profit status and not commercial. Non-profit:To receive this rate,you must have proof that the Internal Revenue Service has designated your organization as non-profit and provide a copy of the status for the Conference Center files Change deposit policy from:"Deposits are required on each room in order to reserve them and to assure that they are left in good condition. Deposits are refundable upon compliance with all rules and regulations and clean-up requirements by client and caterer. All checks are cashed and do not apply toward rental fees. A tentative reservation will be held for a maximum of 5 working days,and then a deposit for each room must be made in order to confirm the space. Client must have all arrangements finalized by 12:00 Noon on Thursday for weekend events. Deposits are returned within 4-6 weeks after the event." Change deposit policy to:A deposit is money paid to reserve a space. Deposits are required on each room.All checks are cashed and do not apply toward rental fees.The deposit is held to reserve the date,and to cover any damage or insufficient clean-up resulting from the event. Deposits are returned if reservation is canceled 60 days prior to the event. Deposits are refundable upon compliance with all rules and regulations and clean-up requirements by client and caterer. After the event the deposit is returned upon request within 4 to 6 weeks. Client must have all arrangements finalized by 12:00 Noon on Thursday for weekend events. April 3,2003 o:/Budget/Fees/Fees/2004/Fee Changes 2004—Conference Center PAVILION RENTALS 2002 College Station Bryan Other Totals/Pavilion Thomas 36 6 3 45 80% 14% 6% Bee Creek 71 7 9 87 82% 8% 10% Oaks 22 6 3 31 7/% 19% 10% Central 86 17 6 109 79% 16% 5% Southwood 65 8 9 82 79% 10% 11% Totals Per Area 280 44 30 2003 College Station Bryan Other Totals/Pavilion Thomas 11 3 0 14 79% 21% 0% Bee Creek 30 0 2 32 94% 0% 6% Oaks 9 1 1 11 82% 9% 9% Central 33 8 3 44 75% 18% 7% Southwood 21 3 2 26 80% 12% 8% Totals Per Area 104 15 8 DRAFT 2003 ATHLETIC FIELD STATUS & UTILIZATION City Operated Programs 2004 FEES Field Redevelopment Fee City Fee 1. Adult Softball (6 lighted fields) Slow Pitch Spring 160 teams, 2,240 players $75 $315 /Team Summer 171 teams, 2,394 players $75 $315 /Team Fall 158 teams, 2,212 players $75 $270/Team Fast Pitch Spring 0 teams $75 $325 /Team Summer 11 teams, 154 players $75 $325 /Team Fall 3 teams, 42 players $75 $265 /Team 2. Girls Softball (3 lighted fields) Fast Pitch Spring 25 teams, 257 players $5 $45/$40/ Person Fall 20 teams, 207 players $5 $45/$40/ Person Travel Teams 17 teams, 221 players 3. Adult Flag Football (2 lighted fields) Fall 9 teams, 117 players $75/Team $280 /Team 4. Youth Flag Football (5 lighted fields) Fall 40 teams, 345 fields $5/Person $40/$35 / Person 5. Youth Basketball (7 CSISD gyms) Winter 90 teams, 700 players $0 $45/$40 /Person 6. Adult Volleyball (4 gyms) Spring 25 teams, 200 players $0 $175 /Team Summer 24 teams, 192 players $0 $175 /Team Fall 22 teams, 176 players $0 $175 /Team Winter 26 teams, 208 players $0 $175 /Team 7. Youth Volleyball (4 gyms) Summer 14 teams, 125 players $0 $45/$40 /Person 8. TAAF Swim Team Summer 235 swimmers $0 $85/$75/Person 9. Challenger Series Soccer 30 players $0 $15 / Person Basketball 51 players $0 $15 / Person Bowling 37 players $0 $15 / Person City Assisted Programs 2004 FEES Field Redevelopment Fee City Fee 1. College Station Soccer Club $5 / Person $0 (18 fields spring, 25 fields fall) $5 / Person $0 Spring 1,179 players Fall 1,194 players 2. Aggieland Soccer Club (5 fields fall) Fall 22 teams, 330 players $5 / Person $0 3. Bryan/College Station Soccer Club (8 fields) Spring 26 teams, 390 players $75 /Team $10 /game Summer 24 teams, 360 players $75 /Team $10 / game Fall 24 teams, 360players $75 /Team $10 /game 4. College Station Little League (9 lighted fields) Spring 873 players $5 / Person $0 5. Travel, Softball, Baseball and Non-allied Soccer Field Rentals $0 $10 for the first hour, $5 for each additional hour or$60 per day Lights N/A $5 per hour Non League User Fee (2-hour max) 30 Practices (lights extra) $75 $200 45 Practices (lights extra) $75 $300 Athletic Facility Inventory 1. Softball Fields Adult Central Park Four lighted fields Veterans Park and Athletic Complex Two lighted fields Youth Jane Pulley Softball Fields Two lighted 1 - fields Lemontree Park One lighted field 2. Soccer Fields Adult/Youth Anderson Park Five fields, no lights Central Park* Three fields, no lights Southwood Valley Athletic Park Five fields, two with lights Veterans Park and Athletic Complex* Six fields, two with lights * Central Park three adult fields were subdivided into nine fields and Veterans Park and Athletic Complex six adult fields were subdivided into eight fields, by agreement with College Station Soccer Club, Aggieland Soccer and Bryan College Station Soccer League. 3. Baseball Fields Southwood Valley Athletic Park six lighted fields Wayne Smith Park three lighted fields PARKS AND RECREATION DEPARTMENT USER FEES ta- ACTIVITY/FACILITY 2001 2002 2003 2004 2005 Comment ADULT SPORTS PER TEAM ----- 1. Basketball $265 Discontinue 2. Fla: Football $340 $340 $340 $355 $355 3. Voile ball $140 $175 $175 $175 $175 4. Softball --- A Pla -Off Lea:ue(S.r:,Sum) $360 $360 $375 $390 $340 Pla -Off Lea:ue(Fall) $315 $315 $330 $345 $340 Fast Pitch(S sr:.,Sum) $375 $375 $400 $400 $380 Fast Pitch(Fall) $325 $325 $340 $340 $380 YOUTH SPORTS PER CHILD ----- 1. Basketball $30/20/10 $40/35 $40/35 $45/40 $45/40 2. Fla: Football $35/25/15 $40/35 $40/35 $45/40 $45/40 B 3. Girl's Softball $35/25/15 $40/35 $45/40 $50/45 $50/45 4. Youth Voile ball $40/30/20 $40/35 $40/35 $45/40 $45/40 5. Challen:er Sorts $15.00 $15 $15 $15 $15 misissommusinsiansimiumlownimonssos INSTRUCTION FEES PER PERSON ----- 1. Swim Lessons $30 $35 $35 $35 $35 2. Adv.Swim Lessons $35 $40 $40 $40 $40 3. TAAF Swim Team $85/65/45 $85/75 $85/75 $85/75 $85/75 C 4. National Jr.Tennis Lea:ue $50 $50 $50 $85 $85 5. Tennis Lessons(+ 1 can of balls) $35/.erson $40 $40 $45 $45 6.Golf Discontinue PAVILION RENTALS PER DAY ----- 1. Bee Creek Pavilion $75 $75 $75 Monda -Thursda $75 $75 Frida -Sunda &Holida s $100 $100 2. Central&Southwood Pavilions ----- Monda -Thursda $75 $100 $100 $100 $100 Frida $100 $175 $175 $175 $175 D Saturda &Sunda &Holida s $175 $175 $175 $175 $175 $100 $100 $100 3. Oaks Pavilion $75 $75 $75 ,. Monda -Thursda $75 $75 Frida -Sunda &Holida s $100 $100 *De.osit $50 $50 $50 4. Thomas Pavilion $15 $15 $15 Discontinue WOLF PEN CREEK AMPHITHEATER ----- Private-Weekda $200 $200 $200 $200 $200 Private-Weekend $250 $250 $250 $250 $250 Non Commercial-Weekda $425 $425 $425 $425 $425 E Non Commercial-Weekend $525 $525 $525 $525 $525 Professional/Commercial -Weekda $800 $800 $800 $800 $800 Professional/Commercial-Weekend $900 $900 $900 $900 $900 CONFERENCE CENTER(See Attached Rates) Approved by Parks Board May 11,2004 ta' ACTIVITY/FACILITY 2001 2002 2003 2004 2005 Comment sminsmagaBgamannesualsamassilsmusammariseaseemaluanismismalmEgimEHE LINCOLN CENTER 1.Membershi• (19-54 rs), •er ear $15 $15 $15 $15 $15 Youth $10 $10 $10 $10 $10 Low Income Eli:ible $5 $5 $5 $5 $5 Adult $15 $15 $15 $15 $15 2. Non-Member Guest Pass( outh or adult) $1/da $1/da $1 $1 $1 Non-Member Summer Rate( outh or adult) $30/summer $30 $30 $30 3. *G m(8 hr.block/da )de•osit $150/8hrs $200/8hours $200 $250 $250 Hourl /Half Court(4 hr max) $15 $15 $15 $20 $20 Hourl /Full Court(4 hr max) $25 $25 $25 $30 $30 G m Event $.30/Chair $.30/Chair $.30/Chair $.30/Chair All Da Usa:e(more than 4 hrs) $125 $175 $175 $175 $175 Concession Usa:e $10 $15 $15 $20 $20 F 4. *Game Room Rental Per Hour(2 hr. min.) $10 $20 $20 De.osit $50 $50 $50 5. *Teen Room Rental Per Hour(2 hr. min.) $10/2 hr min $10/2 hr min $10 $20 $20 De•osit $50 $50 $50 $50 $50 6. *Communit Room Rental (max.3 hrs) $25 $30 $30 $50 $50 Additional •er hr $15 $20 $20 $20 $20 De.osit $50 $75 $75 $75 $75 Kitchen Fee $10 $15 $15 $20 $20 7. **S.ecial Event Fee(Funerals,weddin:s,•arties) $150 $150 $150 8. Miscellaneous Char:es ----- Collies $.10/Co• $0.10 $0.10 $0.10 Faxes $2.00/fax $2.00 $2.00 $2.00 ATHLETIC FIELDS 1. Softball&Baseball:** ----- Sinal f'-Id -ntal/da $60 $60 $60 $60 $60 Sin:le field rental/weekend $100 $100 $100 two(2)field com•lex/da $200 $200 $100 $100 $100 --- two(2)field com.lex/weekend $350 $350 $175 $175 $175 three(3)field com•lex/da $100 $100 $150 $150 $150 three(3)field com•lex/weekend $175 $175 $275 $275 $275 *De•osit •er da /weekend $50/$100 $50/$100 $50/$100 four(4)field com•lex/da $200 $200 $200 four(4)field coma lex/weekend $350 $350 $350 G *De•osit .er da /weekend Varies Varies Varies 2. Soccer: One(1)field: •er da $60 $60 $60 $60 $60 Corn.lex: •er da $200 $200 $200 Corn.lex: •er weekend $350 $350 $350 $350 $350 Veterans Park and Athletic Com.lex ----- Six(6) Fields: Per Da $400 $400 Per Weekend $700 $700 3. Field Rentals/Per Hour(1/2/3 hrs)* $10/15/20 $10/15/20 $10/15/20 $10/15/20 $10/15/20 4. Li:hts for field rentals(.er hour) $5 $5 RACE EQUIPMENT RENTALS ----- 1. Printin: Sto•Watch i. $10 $10 $10 2. Stop Watch $5 $5 $5 3. Cones(10) $10 $10 $10 4. Bases,Poles,and Fla::ing(10) $10 $10 $10 5. Big Time Clock $50 $50 $50 6. Water Cooler $5 $5 $5 H 7. Ice Chest $5 $5 $5 8. Tables $10 $10 $10 9. Traffic Fla:s and Vests(10) $5 $5 $5 stopwatch, 10 cones, 10 bases/poles and flagging,2 water $75 $75 $75 stopwatch,30 cones,20 bases/poles and flagging,6 water $100 $100 $100 stopwatch,60 cones, 30 bases/poles and flagging, 12 $125 $125 $125 Approved by Parks Board May 11,2004 Staff ACTIVITY/FACILITY 2001 2002 2003 2004 2005 Comment SWIMMING POOLS 1. General Admission(3 yrs&up) Hallaran/Thomas $2.00 $2.00 $2.00 $2.50 $2.50 Natatorium $2.00 $2.00 $2.00 $2.00 $2.00 Adamson $3.50 $4.00 $4.00 $4.00 $4.00 2. Discount Pass(25 swims) Hallaran/Thomas $50 $85 $40 $50 $50 Natatorium $40 $85 $40 $40 $40 *Adamson $75 $85 $85 $85 $85 3. Family Season Pass Hallaran/Thomas $125 $125 $125 $125 $125 Natatorium $125 $125 $125 $125 $125 *Adamson $200 $200 $200 $200 $200 4. Individual Season Pass Hallaran/Thomas $60 $60 $60 $60 $60 ... *Adamson $80 $80 $80 $80 $80 5. Babysitter Season Pass Hallaran/Thomas $30 $30 $30 $30 $30 *Adamson $40 $40 $40 $40 $40 6. Special Day Care Fee @ Adamson Lagoon Per Child $2.75 $2.75 $2.75 7. Pool Rental(2 hours) Halloran: 25 people or fewer $75 $100 $100 $100 $100 50 people or fewer $100 $125 $125 $125 $125 51-76 people $150 $175 $175 $175 $175 77-102 people $200 $225 $225 $225 $225 Each hour after intial 2 hours $50 $75 $75 $75 $75 Thomas/Natatorium: 25 people or fewer $65 $90 $90 $90 $90 50 people or fewer $75 $100 $100 $100 $100 51-76 people $100 $125 $125 $125 $125 77-102 people $125 $150 $150 $150 $150 Each hour after intial 2 hours $50 $75 $75 $75 $75 ,........ Adamson: 99 people or fewer $250 $275 $275 $275 $275 199 or fewer $300 $325 $325 $325 $325 299 or fewer $400 $425 $425 $425 $425 300+ $500 $525 $525 $525 $525 Each hour after intial 2 hours $100 $125 $125 $125 $125 8. Pool Parties Per Person* Theme Party:Southwood and Thomas $5.75 $5.75 $5.75 Adamson Lagoon $7.50 $7.50 $7.50 General Party:Southwood and Thomas $4.75 $4.75 $4.75 Adamson Lagoon $6.50 $6.50 $6,50 Catered Theme Party:Southwood and Thomas $7.00 $7.00 $7.00 Adamson Lagoon $9.25 $9.25 $9.25 General Catered Party:Southwood and Thomas $6.25 $6.25 $6.25 Adamson Lagoon $8.50 $8.50 $8.50 Pavilion Party(Four table limit):First Table $15.00 $15.00 $15.00 Additional tables $5.00 $5.00 $5.00 9. Other Pool Fees Texas SuperGuard Competition Per Person $20.00 $20.00 $20.00 Swim Diaper Fee Per Diaper $1.00 $1.00 $1.00 Tube Rental Fee $1.00 $1.00 $1.00 Deposit $2.00 $2.00 Locker Rental Fee $1.00 $1.00 Deposit $1.00$200 $2.00 $2.00 $2.00 Junior Lifeguard Program Per Person Per Session $55.00 $65.00 $65.00 Guard 2-B Per Person,Per session $55.00 $65.00 $65.00 Duck Derby(Sponsor a duck July 4th)Per Person $3.00 $3.00 $3.00 Boy Contest on July 4th,Per Person $3.00 $3.00 $3.00 "Schools Out Blow Out"at Adamson Lagoon $200.00 $200.00 $200.00 Pool Trout Fish Out Per Person(Ages 3 and up) $2.50 $2.50 $2.50 Over the 5 fish limit(Per Fish) $1.50 $1.50 $1.50 10. Educational Class Rental(1 hour/non exclusive) $25 $25 $25.00 $25.00 $25.00 Approved by Parks Board May 11,2004 Staff ACTIVITY/FACILITY 2001 2002 2003 2004 2005 Comment TEEN CENTER(THE EXIT) 1. Non Member per day $1 $1 $1 $1 $1 2. Membership per year $10 $10 $10 3. Meeting Room Rental Per Hour $15 $15 $15 Deposit $50 $50 $50 4. Dance/Game Room Rental Per Hour $25 $25 $25 Deposit $50 $50 $50 5. *Whole Facility Rental Per Hour $50 $50 $50 Deposit $75 $75 $75 6. Additional Attendance Fee Per Hour 26-50 Attendees $10 $10 $10 51-100 Attendees $15 $15 $15 100-200 Attendees $20 $20 $20 7. Special Programming Fee $10 $10 $25-$100 $25-$100 VENDOR PERMITS $50 $50 $50 $50 $50 K Approved by Parks Board May 11,2004 Staff Comment Adult Sports Recommendations: A -The restructuring of the leagues to eliminate weekend tournaments will change the fees. Youth Sports Recommendations B - No recommended changes for CYO5. Instruction (Tennis Programs): - Nnrecommended chongesforC�YO5� Pavilions: - No recommended changes for CYO5. Wolf Pen Creek Amphitheater: 2 - No recommended changes for CYO5. Lincoln Center: F - No recommended changes for CYO5. Athletic Fields: - No recommended changes for CYO5. Race Equipment: H - No recommended changes for CYO5. Swimming Pools (Other Pool Fees): - No recommended changes for CYO5. Teen Center: - No recommended changes for CYO5. Vendor Permits: � - No recommended changes for CYO5. COLLEGE STATION PARKS AND RECREATION DEPARTMENT ACTIVITY FEE WORKSHEET - 2004 YEAR I. ACTIVITY Season Dates: Estimated # of Teams/Participants: Estimated # of Games: Required # of Teams/Participants: Facility Required: Proposed Fee: II. SUPERVISION A. Supervisor Fee/Participant * $0.00 B. Required # of Participant 0 Supervision Total (A*B) $0.00 *Based on 50% of Athletics Supervisor and Assistant Athletic Supervisor's salary divided by total # of required participants for all adult sports III. MAINTENANCE A. Fertilization 1. Acreage of athletic field 0 2. Application rate 0 3. Rate divided by 2,000Ibs/ton 0 4. Price per ton 5. # of applications Subtotal Fertilization (1*(2/3)*4*5) $0.00 B. Athletic Field Mowing 1 . Equipment cost per hour 2. Labor cost per hour 3. Hours required to mow facility/week 4. Weeks per season Subtotal Mowing [(1+2)*3*4] $0.00 O:IBOARDISubcommitteeslfeeslactivity fee worksheet 2004 C. Irrigation 1. Application rate (gallons per hour) 2. Rate x 27,1545 gallons/acre 0 3. Acreage of Athletic Field 4. Weeks per season 5. Divided by 1000 gallons 6. Rate per thousand gallons Subtotal Irrigation [{(1*2*3*4)/5}*6 $0.00 ex. Drag and Line Subtotal Miscellaneous $0.00 TOTAL MAINTENANCE $0.00 IV. UTILITIES A. Electric 1. Watts per light 0 2. Divided by 1000 (gives kilowatts) 0 3. Number of lights per field 0 4. Number of fields 0 5. Cost per kilowatt hour $0.00 6. Hours per night 0 7. Nights per season 0 Subtotal Electric [(1/2)*3*4*5] $0.00 B. Gas 0 Subtotal Gas $0.00 TOTAL UTILITIES (A+B) $0.00 V. STAFF A. Officials 1. # of Officials 0 2. Salary per Official $0.00 3. # of Games per week 0 4. Weeks per season 0 Subtotal Officials (1*2*3*4) $0.00 O:IBOARD\Subcommitteeslfeeslactivity fee worksheet 2004 B. Scorekeepers 1. # of Scorekeepers 0 2. Salary per Scorekeeper $0.00 3. # of Games per week 0 4. Weeks per Season 0 Subtotal Scorekeepers (1*2*3*4) $0.00 C. Athletic Assistance 1. # of Assistants 0 2. Salary per Assistant $0.00 3. Hours per day 0 4. Days per week 0 5. Weeks per season 0 Subtotal Assistants (1*2*3*4*5) $0.00 TOTAL STAFF (A+B+C) $0.00 VI. REGISTRATION FEES 1. ASA 0 2. TAAF 0 3. TAAF Region 5 0 4. Total Number of Teams/Participants 0 TOTAL REGISTRATION (1+2+3)*4 $0.00 VII. EQUIPMENT AND AWARDS A. Equipment Subtotal Equipment $0.00 B. Award s $0.00 Subtotal Awards $0.00 TOTAL EQUIPMENT AND AWARDS: $0.00 O:IBOARDISubcommitteeslfeeslactivity fee worksheet 2004 TOTAL COSTS Direct Costs SUPERVISION $0.00 MAINTENANCE $0.00 UTILITIES $0.00 STAFF $0.00 REGISTARTION FEES $0.00 EQUIPMENT AND AWARDS $0.00 Direct Costs $0.00 OVERHEAD (12% DIRECT COSTS) $0.00 Per Jeff Kersten TOTAL COSTS $0.00 RECOMMENDED FEES Minimum Fee (Per Council and Parks Board Policy) Total Cost $0.00 Minimum Percentage recovery 50% Number of Teams/Participants 0 Plus Field Redevelopment Fee (if applicable) $75.00 Minimum Fee #DIV/0! Maximum Fee (Per Council and Parks Board Policy) Total Cost $0.00 Minimum Percentage recovery 80% Number of Teams/Participants 0 Plus Field Redevelopment Fee (if applicable) $75.00 Maximum Fee #DIV/0! Current Fee: O:IBOARDISubcommitteeslfeeslactivity fee worksheet 2004