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Home My WebLink About03/12/2009 - Workshop Agenda Packet - City CouncilOn Behalf of the Citizens of College Station, Home of Texas A&M University, We will continue to Promote and Advance the Community’s Quality of Life Mayor Councilmembers Ben White John Crompton Mayor ProTem James Massey Lynn McIlhaney Dennis Maloney City Manager Lawrence Stewart Glenn Brown David Ruesink Agenda College Station City Council Workshop Meeting Thursday, March 12, 2009 1:30 p.m. City Hall Council Chambers, 1101 Texas Avenue College Station, Texas 1. Presentation, possible action, and discussion on items listed on the consent agenda. 2. Presentation, possible action, and discussion regarding preliminary costs and financing tools for the convention center. 3. Presentation, possible action, and discussion on the Fiscal Year (FY) 2009-2010 Budget Review Process. 4. Presentation, possible action, and discussion a Floodplain Management and No Adverse Impacts Future Initiatives. 5. Presentation, possible action, and discussion regarding items to be discussed at the annual City Council Strategic Planning Retreat. 6. Presentation, possible action, and discussion on an update to the City Council related to 2010 Census activities. 7. Presentation, possible action, and discussion regarding Resident vs. Non-Resident Parks and Recreation Department Programs and Activities Participation, as requested by Council at the November 24, 2008 meeting. 8. Presentation, possible action, and discussion regarding the College Station Athletic Facility Priority of Usage Policy revisions, as requested by Council at the December 16, 2008 meeting. 9. Council Calendar March 16 IGC Meeting, noon, BVCOG offices March 19 Planning & Zoning Workshop/Regular meeting, 6:00 pm, City Hall March 23 Citizens University, 5:30 pm, Public Works Dept. March 23 2009 Girls Softball Opening Ceremonies, 6:00 pm, Stephen C. Beachy Central Park March 23 Community Open House, Comp Plan, 6:00 pm, A&M Consolidated High School March 24 Community Open House, Comp Plan, 6:00 pm, Grace Bible Church Southwood Campus March 26 City Council workshop and regular meetings, 3:00 pm and 7:00 pm 1 Page | 2 City Council Workshop Meeting Thursday, March 12, 2009 On Behalf of the Citizens of College Station, Home of Texas A&M University, We will continue to Promote and Advance the Community’s Quality of Life 10. Presentation, possible action, and discussion on future agenda items: A Council Member may inquire about a subject for which notice has not been given. A statement of specific factual information or the recitation of existing policy may be given. Any deliberation shall be limited to a proposal to place the subject on an agenda for a subsequent meeting. 11. Discussion, review and possible action regarding the following meetings: Arts Council of the Brazos Valley, Audit Committee, Brazos County Health Dept., Brazos Valley Council of Governments, Brazos Valley Wide Area Communications Task Force, Cemetery Committee, Design Review Board, Historic Preservation Committee, Interfaith Dialogue Association, Intergovernmental Committee, Joint Relief Funding Review Committee, Library Committee, Metropolitan Planning Organization, National League of Cities, Outside Agency Funding Review, Parks and Recreation Board, Planning and Zoning Commission, Sister City Association, TAMU Student Senate, Research Valley Partnership, Regional Transportation Committee for Council of Governments, Texas Municipal League, Transportation Committee, Wolf Pen Creek Oversight Committee, Wolf Pen Creek TIF Board, Zoning Board of Adjustments, BVSWMA, Signature Event Task Force, (Notice of Agendas posted on City Hall bulletin board). 12. Executive Session will immediately follow the workshop meeting in the Administrative Conference Room. Consultation with Attorney {Gov’t Code Section 551.071}; possible action. The City Council may seek advice from its attorney regarding a pending or contemplated litigation subject or settlement offer or attorney-client privileged information. Litigation is an ongoing process and questions may arise as to a litigation tactic or settlement offer, which needs to be discussed with the City Council. Upon occasion the City Council may need information from its attorney as to the status of a pending or contemplated litigation subject or settlement offer or attorney-client privileged information. After executive session discussion, any final action or vote taken will be in public. The following subject(s) may be discussed: a. Application with TCEQ for permits in Westside/Highway 60 area, near Brushy Water Supply Corporation b. Sewer CCN permit requests for Brushy & Wellborn Services Areas c. Water CCN permit requests for Brushy & Wellborn Services Areas d. Bed & Banks Water Rights Discharge Permits for College Station and Bryan e. Legal aspects of Water Well, permits and possible purchase of or lease of water well sites f. Cliff A. Skiles, DVM & C.A. Skiles Family Partnership, Ltd. Water permit applications with the Brazos Valley Groundwater Conservation District g. TMPA v. PUC (College Station filed Intervention) h. City of Bryan suit filed against College Station, Legal issues and advise on Brazos Valley Solid Waste Management Agency contract, on proposed methane gas contract i. Update on legal proceedings for Grimes County Landfill site and contracts for development of Grimes County site j. Weingarten Realty Investors v. College Station, Ron Silvia, David Ruesink, Lynn McIlhaney, and Ben White k. Chavers et al v. Tyrone Morrows, Michael Ikner, City of Bryan, City of College Station, et al l. Barron Road Widening Project Land Acquisition Personnel {Gov’t Code Section 551.074}; possible action 2 Page | 3 City Council Workshop Meeting Thursday, March 12, 2009 On Behalf of the Citizens of College Station, Home of Texas A&M University, We will continue to Promote and Advance the Community’s Quality of Life The City Council may deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer. After executive session discussion, any final action or vote taken will be in public. The following public officer(s) may be discussed: a. City Manager b. City Attorney c. City Secretary d. City Judge e. City Auditor Competitive Matter {Govt Code Section 551.086}; possible action The City Council may deliberate, vote, or take final action on a competitive matter in closed session. The City Council must make a good faith determination, by majority vote of the City Council, that the matter is a Competitive Matter. A Competitive Matter is a utility-related matter that the City Council determines is related to the City of College Stations Electric Utility Competitive Activity, including commercial information, which if disclosed would give advantage to competitors or prospective competitors. The following is a general representation of the subject(s) to be considered as a competitive matter. a. Marketing and Strategy Plans for College Station Electric Utilities 13. Action on executive session, or any workshop agenda item not completed or discussed in today’s workshop meeting will be discussed in tonight’s Regular Meeting if necessary. 14. Adjourn. APPROVED: City Manager ___________________________________________ Notice is hereby given that a Workshop Meeting of the City Council of the City of College Station, Texas will be held on the 12th day of March, 2009 at 1:30 pm in the City Hall Council Chambers, 1101 Texas Avenue, College Station, Texas. The following subjects will be discussed, to wit: See Agenda Posted this 9th day of March, 2009 at 1:00 pm __ E-Signed by Connie Hooks VERIFY authenticity with ApproveIt _________________ City Secretary I, the undersigned, do hereby certify that the above Notice of Meeting of the Governing Body of the City of College Station, Texas, is a true and correct copy of said Notice and that I posted a true and correct copy of said notice on the bulletin board at City Hall, 1101 Texas Avenue, in College Station, Texas, and the City’s website, www.cstx.gov . The Agenda and Notice are readily accessible to the general public at all times. Said Notice and Agenda were posted on March 9, 2009 at 1:00 pm and remained so posted continuously for at least 72 hours proceeding the scheduled time of said meeting. 3 Page | 4 City Council Workshop Meeting Thursday, March 12, 2009 On Behalf of the Citizens of College Station, Home of Texas A&M University, We will continue to Promote and Advance the Community’s Quality of Life This public notice was removed from the official board at the College Station City Hall on the following date and time: _______________________ by ___________________________. Dated this _____day of _______________, 2009. CITY OF COLLEGE STATION, TEXAS By____________________________________ Subscribed and sworn to before me on this the ______day of _________________, ___________________Notary Public – Brazos County, Texas My commission expires:________ This building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive service must be made 48 hours before the meeting. To make arrangements call (979) 764-3517 or (TDD) 1-800-735-2989. Agendas may be viewed on www.cstx.gov. Council meetings are broadcast live on Cable Access Channel 19. 4 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Coversheet revised.docx March 12, 2009 Workshop Agenda Item No. 2 Convention Center Preliminary Costs and Financing Tools To: Glenn Brown, City Manager From: David Gwin, Director of Economic and Community Development Agenda Caption: Presentation, possible action, and discussion regarding preliminary costs and financing tools for the convention center. Recommendation(s): N/A Summary: Per Council direction, staff is moving forward with the redevelopment of the Chimney Hill Shopping Center as the home of the City’s exciting new convention center. Recent accomplishments in this regard include: · Staff has assumed property management duties and responsibilities for the existing site and current tenants. · A Request for Qualifications (RFQ) was released to solicit credentials from interested architects and design team professionals. Further, a very well-attended Question & Answer Meeting was held for these firms on February 27, 2009. Official responses to the RFQ are due back on March 13, 2009. · An information sharing meeting was held with the Executive Committees of the B/CS Convention and Visitors Bureau and the Brazos Valley Lodging Association on March 3, 2009. · Staff has made significant progress in developing preliminary cost estimates and identifying a variety of potential funding options for realization of the project. It is this latest accomplishment that staff is now ready to bring forward to begin discussing with the City Council. It is important to note that these costs and potential financing tools are extremely preliminary and they will undoubtedly change as we move forward in further realizing this exciting project. Staff will share these cost estimates as well as the financing tools at the March 12th City Council Workshop Meeting. Budget & Financial Summary: N/A Attachments: N/A 5 March 12, 2009 Workshop Agenda Item No. 3 FY 2009 - 2010 Budget Review Process Discussion Followup To: Glenn Brown, City Manager From: Jeff Kersten, Chief Financial Officer Agenda Caption: Presentation, possible action, and discussion on the Fiscal Year (FY) 2009-2010 Budget Review Process. Recommendation(s): Staff recommends the City Council provide direction on the FY 2010 budget review process. Summary: At the December 11, 2008 City Council Meeting a presentation was made on a proposed budget review schedule for Fiscal Year 2009-2010. The Council had discussion on when to schedule the budget review meetings. This item was brought back to the City Council at the February 12 City Council Meeting for further direction. At the February 26 City Council Meeting Councilman Crompton asked that this item be placed on a future agenda for additional discussion. Attached is a calendar based on the direction received at the February 12, 2009 meeting. Budget & Financial Summary: Revisions to the budget review calendar will not have any budget impact. Attachments: 1. Budget Calendar for FY 2009 – 2010 6 3/6/2009 8:36 AM Thur, March 26 Council FY10 Budget Policy discussion (Regular Council Meeting) Wed, April 8 Base Budget and SLA Kickoff Meetings Fri, April 24 Base Budgets and SLAs due from Departments to Budget Team - Cat 1 Fri, May 1 Base Budgets and SLAs due from Departments to Budget Team - Cat 2 Fri, May 8 Base Budgets and SLAs due from Departments to Budget Team - Cat 3 Note: the departments will be categorized based on the time they need to prepare their budgets - this gives the Budget Team more time to prepare the information for the CMO meetings Tue, May 26 - Departmental Budget meetings with CMO Fri, May 29 Thur, June 25 Present preliminary budget issues to Council (Regular Council Meeting) Mon, July 27 Budget Workshop #1 - General Fund Tue, July 28 Budget Workshop #2 - General Fund Mon, Aug 17 Council determines public hearing tax rate (Regular Council Meeting) Wed, Aug 19 Publish 1st Tax Notice (Notice of Public Hearing on Tax Increase) Note: must be 7 days prior to public hearing Thur, Aug 20 Budget Workshop #3 Fri, Aug 21 Budget Workshop #4 Thur, Aug 27 Public hearing on budget (Regular Council Meeting) Public Hearing on tax increase - #1 Tues, Sept 1 Public Hearing on tax increase - #2 (special council meeting) Note: must be at least 3 days after public hearing #1 Wed, Sept 2 Publish 2nd Tax Notice (Notice of Tax Revenue Increase) Note: must be 7 days prior to meeting to adopt tax rate Thur, Sept 10 Adoption of Budget Adoption of Tax Rate Note: must be 3-14 days after public hearing #2 and before 9/29 BLUE - regularly scheduled Council meeting RED - special Council meeting Transportation Summit Dates August 11-14 Councilmembers out of town July 10 - August 11 MILESTONE DATES FOR FY10 BUDGET PROCESS 7 March 12, 2009 Workshop Agenda Item No. 4 Floodplain Management and No Adverse Impacts Initiatives To: Glenn Brown, City Manager From: Mark Smith, Director of Public Works Agenda Caption: Presentation, possible action, and discussion a Floodplain Management and No Adverse Impacts Initiatives. Recommendation(s): N/A Summary: At the November 5, 2008 Regular Council Meeting, City Council directed staff to bring back a revised ordinance which addressed a more complete No Adverse Impacts to Floodplain Management instead of the Zero Rise requirement alone. This workshop presentation will briefly cover the “no adverse impact” subject, suggest some initiatives that Council may want to consider in the future, describe some current related initiatives and propose an amendment to our current floodplain ordinance that implements “zero rise” and “ultimate development” floodplain while mitigating many of the potential negative impacts. Budget & Financial Summary: N/A Attachments: The No Adverse Impact Toolkit (available for downloading or viewing at the website http://www.floods.org/NoAdverseImpact/NAI_Toolkit_2003.pdf) prepared by the Association of State Floodplain Managers provides a thorough overview of a variety of tools or activities that can improve local floodplain management programs. 8 March 12, 2009 Workshop Agenda Item No. 5 Strategic Planning Retreat To: Glenn Brown, City Manager From: Glenn Brown, City Manager Agenda Caption: Presentation, possible action, and discussion regarding items to be discussed at the annual City Council Strategic Planning Retreat. Recommendation(s): Location – Not determined Facilitator – Randy Pennington Date – June, 2009 Summary: Staff would like to receive direction from City Council regarding the annual summer Strategic Planning Retreat Budget & Financial Summary: N/A Attachments: N/A 9 March 12, 2009 Workshop Agenda Item No. 6 2010 U.S. Census To: Glenn Brown, City Manager From: Bob Cowell, AICP, Director of Planning & Development Services Agenda Caption: Presentation, possible action, and discussion on an update to the City Council related to 2010 Census activities. Recommendation(s): To direct staff to continue to support the efforts of the Census to provide an accurate count of population for the City. Summary: This item is to update the City Council on a number of initiatives the Planning & Development Services Department has and will continue to be involved in for the upcoming Census. The federal census is required by U.S. Constitution every ten years. Population estimates derived from the U.S. Census are used by the federal government to redistrict congressional boundaries, as well as to apportion federal CDBG and other funds for federal programs. Accurate counts are also necessary in order to more accurately project future growth and identify trends in population growth and decline. The Planning & Development Services Department has committed to assisting the Census in collecting an accurate count of people in College Station. The Department works yearly to update the Census Bureau on changes to city boundaries, new roads, and construction that would house new residents. This item will provide the Council with detailed information about activities the Department and the rest of the City staff and officials participates in and upcoming activities to support the 2010 Census. Budget & Financial Summary: N/A Attachments: 1. N/A 10 March 12, 2009 Workshop Agenda Item #7 Resident vs. Non-Resident Parks and Recreation Department Programs and Activities Participation Discussion To: Glenn Brown, City Manager From: Marco A. Cisneros, Director, Parks and Recreation Agenda Caption: Presentation, possible action, and discussion regarding Resident vs. Non-Resident Parks and Recreation Department Programs and Activities Participation, as requested by Council at the November 24, 2008 meeting. Recommendation(s): Staff requests that the Council provide input and policy direction on the use of a Resident vs. Non-Resident Parks and Recreation Department Programs and Activities Participation criterion as a guide for registration of residents and non-residents and the use of price differentials for participation in College Station Parks and Recreation Department programs and activities. The Parks and Recreation Advisory Board at their January 13, 2009 meeting voted unanimously to recommend that the City Council consider the use of price differentials for participation in College Station Parks and Recreation Department programs and activities. Summary: At the November 24, 2008 City Council meeting, a question was raised as to what provisions exist to narrow the definition of the “Resident” definition currently in use at the Lincoln Center for the Summer Membership Pass fees, and should this new definition apply to all Parks and Recreation Department programs and activities? The current definition of a “Resident” in the Lincoln Center programs is for people living in Brazos County with a “Non-Resident” being everyone else that does not live in Brazos County. The City Council asked the Parks and Recreation Advisory Board to consider if a Resident vs. Non-Resident definition should be applied for participation in College Station Parks and Recreation Department programs, fees and athletic facilities. The proposed “Resident” definition would apply to people that live in College Station. The “Non-Resident” definition would include everyone else that does not live in College Station. These definitions were reviewed and considered by the Parks and Recreation Advisory Board at their January 13, 2009 Board meeting. The Board voted unanimously to support the price differential for resident vs. non-resident activities. A survey of the city’s 10 benchmark cities showed that most cities will impose a 1.5 to 2 times fee differential for non-residents use of parks and recreation programs and facilities. However, the use of this non-resident application might have an indirect impact in other city department operations such as the Library, Community Development, CSU, etc. In other words, if the resident vs. non-resident criterion is utilized for parks and recreation programs and facilities, will that same criterion be applicable for use in other city departments? The policy issue is: Should the City utilize a resident vs. non-resident criterion as a guide for registration of residents and non-residents and the use of price differentials for resident vs. non-resident participation in Parks and Recreation Department programs and activities? 11 Budget & Financial Summary: The impact to the Parks and Recreation Department user fees for the General Fund Budget is dependent upon Council direction with respect to the consideration of the proposed definitions. Implementation of these definitions may have a corresponding effect on revenues derived from the user fees and may require that the user fees be amended as needed. Attachments: 1. Parks and Recreation Department Fees Schedule, adopted November 24, 2008 2. Parks and Recreation Advisory Board Minutes, January 13, 2009 12 Exhibit A PARKS AND RECREATION DEPARTMENT 2009 USER FEES ACTIVITY / FACILITY 2009 Fees ************************************************************** ADULT SPORTS PER TEAM 1. Flag Football (Includes $75 Per Team Field Redevelopment Fee) $380 2. Volleyball (No Field Redevelopment Fee Included) $190 3. Softball Play-Off League: Spring and Summer / Fall * $355 Fast Pitch: Spring and Summer / Fall * $395 (*Includes $75 Per Team Field Redevelopment Fee) 4. Outside League Field Redevelopment Fee Per Team $75 5. Adult Sports Transfer/Cancellation Fee $10 ************************************************************** ATHLETIC FIELDS ~ In addition to the rental fees, a deposit will be charged and paid by the renter in advance of any tournament. The deposit will vary depending on the type and size of the tournament. ~ In addition to the rental and deposit fees, additional fees may be assessed to the renter depending on the length and type of tournament in order to cover expenses incurred by the City for personnel and supplies needed to facilitate the tournament. ~ Game field prep and light fees are included in the daily rental fee, but not in hourly rental fees. 1. Athletic Field Rentals One (1) Field: Per Day/Per Weekend $110 per day One (1) Field: Per Hour up to 10 Hours $15 per hour 2. Athletic Field Rental Deposit Varies 3. Lights for Field Rentals (Per Hour/Per Field) $15 per hour 4. Game Field Prep Fee per Field $45 per field 5. Bee Creek Batting Cage Rental: Per Hour $10 per hour 6. Veterans Park “Package” Day Rental – All 9 Soccer Fields and the ~ American Pavilion $1,000 7. Key Fee (New and Replacement Fee) $10 each 13 2 8. Parking Fee (Wayne Smith Complex) Per Day $10 ************************************************************** CEMETERY FEES 1. College Station Cemetery ~ Standard Space $950 ~ Cremate Space $300 ~ Infant Space $150 2. Memorial Cemetery of College Station ~ Standard Space $950 ~ Columbaria Niche $600 ~ Infant Space $150 3. Aggie Field of Honor ~ Standard Space $2,000 ~ Columbaria Niche $1,200 4. Filing Fee – The Brazos County Clerk’s Office sets and Administers this fee, which is subject to change without notice. (First two pages / Each Page thereafter). $15 / $4 ************************************************************** CONFERENCE CENTER ~ The room deposit is $100 on Room 127 and $50 each on all other rooms including the kitchen. ~ Deposits are refundable upon compliance with all rules, regulations, and clean-up requirements by client and caterer. ~ Deposits are refunded less the cancellations fee of $10, if the reservation is cancelled sixty (60) days prior to the event. ~ An additional fee of $25 is charged if additional time is needed between the hour of 5 p.m. and 6 p.m., and is based upon availability. 1. Commercial Rental Rates (Companies or Businesses) Room 101: Monday – Thursday: 4 Hours or Less $55 8 am – 5 pm $65 6 pm – Close $70 Friday Rate: 8 am – Close $75 Saturday Rate: 8 am – Close $150 Room 102*, 103, 104, 106* Monday – Sunday: 4 Hours or Less $45 8 am – 5 pm $55 6 pm – Close $60 14 3 Room 105: Monday – Sunday: 4 Hours or Less $55 8 am – 5 pm $65 6 pm – Close $70 Room 127: Monday – Thursday: 4 Hours or Less $125 8 am – 5 pm $165 6 pm – Close $175 Friday Rate: 8 am – Close $225 Saturday Rate: 8 am – Close $450 2. Non-Commercial Rental Rates (Individuals or groups / not companies or businesses) Room 101: Monday – Thursday: 4 Hours or Less $25 8 am – 5 pm $40 6 pm – Close $35 Friday Rate: 8 am – Close $75 Saturday Rate: 8 am – Close $150 Room 102*. 103, 104, 106* Monday – Sunday: 4 Hours or Less $20 8 am – 5 pm $35 6 pm – Close $30 Room 105: Monday – Sunday: 4 Hours or Less $25 8 am – 5 pm $40 6 pm – Close $35 Room 127: Monday – Thursday: 4 Hours or Less $60 8 am – 5 pm $110 6 pm – Close $80 Friday Rate: 8 am – Close $225 Saturday Rate: 8 am – Close $450 3. Kitchen Rental $20 4. Sunday Surcharge 1 – 5 Consecutive Hours $60 1 – 5 Hours Split, or over 5 Consecutive Hours $85 5. Transfer / Cancellation, Set-up Change Fee $10 6. Alcohol Deposit (if alcohol is served) $50 7. Catering Deposit $50 8. Multi-media Projector Deposit $50 9. Vendor or Exhibitors Tables $10 10. Miscellaneous Charges Copies (Per Copy) $.10* Faxes ~ Local (Per Page). $1 ~ Long Distance (First Page / Each Additional Page) $2 / $ 1 ~ Trip Charge (For Food) $10 Coffee Service (Per Cup) .50 cents *Per Section 111.61 of the Texas Administrative Code 15 4 ************************************************************** INSTRUCTION FEES PER PERSON 1. Swim Lessons 25-Minute Lesson / 45-Minute Lesson* $40 / $45 2. Stroke Clinic $45 3. USTA Tennis League $90 4. Tennis Lessons $65 5. Water Fitness Pass ~ Fall, Spring, Summer Passes $80 / $60 Winter Pass (Morning / Evening Only) $60 / $45 6. Instruction Transfer / Cancellation Fee $10 * Children ages 5 and under attend only a 25-minute lesson. All other lessons are 45 minutes in length. ************************************************************** LINCOLN CENTER ~ All rooms are subject to an after-hour charge of $20 per hour. The after-hour charge is based on any request to use facilities beyond the Center’s normal operating hours. ~ Special Event fee includes the rental of the gym, Community Room, sound system, and 450 chairs. 1. School Year Membership Pass: Youth (17 & Under) $20 Low Income Eligible $10 2. Summer Membership Pass Resident – Brazos County $50 Non-Resident $100 3. Late Pick-up Fee 1st Fifteen Minutes $5 Each Additional Minute Thereafter $1 4. Adult (18 & Over) Annual (12 Month) Membership Pass $40 5. Non-Member Guest Pass Per Day (Youth or Adult) $2 6. Gym Deposit Per Day (8 hour block $250 Half Court Rental Per Hour (4 Hour Maximum) $25 Full Court Rental Per Hour (4 Hour Maximum) $35 Gym Event $.35/Chair All Day Usage (More than 4 Hours $225 Concession Usage $20 7. Game Room/Multi-purpose Room Rental Per Hour (4 hour maximum) Deposit $75 8. Community Room Rental Per Hour (3 hour maximum) $25/hour Deposit $100 Kitchen Fee $20 9. Special Event Fee (Funerals, weddings, parties) $250 10. Miscellaneous Charges Copies (Per Copy) $.10* Faxes ~ Local (Per Page) $1.00 Local Distance (Per Page) $2 First Pg/$1 Addt’l Pgs. *Per Section 111.61 of the Texas Administrative Code 16 5 ************************************************************** PAVILION RENTALS PER DAY ~ Deposits are refundable if the facility is left clean and damage-free, and keys are returned. ~ Deposits are refundable if reservation is cancelled seven (7) days prior to the rental date. ~ () –The parenthesis by each pavilion shows the limit of occupants that the pavilion can facilitate. 1. Bee Creek (100) / Oaks (40) / W.A. Tarrow Pavilion (100) Monday – Thursday $75 Friday – Sunday, and Holidays $100 Deposit $150 2. Central (200) / Southwood Pavilions (300) Monday – Thursday $125 Friday – Sunday, and Holidays $200 Deposit $150 3. John Crompton Park Pavilion (80) Monday – Thursday $100 Friday – Sunday, and Holidays $150 Deposit $150 4. American Pavilion in Veterans Park (500) Monday – Thursday $200 Friday – Sunday, and Holidays $300 Deposit $300 5. Pavilion Transfer/Cancellation Fee $10 6. Dog Park Rentals – Steeplechase Park and University Park) Per Day $110 ************************************************************** RACE EQUIPMENT RENTALS 1. Printing Stop Watch / Non-Printing Stop Watch $10 / $5 2. Cones (10) $10 3. Bases, Poles, and Flagging (10) $10 4. Big Time Clock $50 5. Water Cooler / Ice Chest $5 / $5 6. Tables $10 7. Traffic Flags and Vests (10) $5 8. Rental Package #1: Big time clock, 1 printing stopwatch, 10 cones, 10 bases/poles and flagging, 2 water coolers, 2 tables, 10 traffic flags and vests $75 9. Rental Package #2: Big time clock, 2 printing stopwatches, 30 cones, 20 bases/poles and flagging, 6 water coolers, 4 tables, 15 traffic flags and vests $100 10. Rental Package #3: Big time clock, 4 printing stopwatches, 60 cones, 30 bases/poles and flagging, 12 water coolers, 6 tables, 20 traffic flags and vests $125 ************************************************************** SWIMMING POOLS * Adamson passes are also valid at Southwood Hallaran and Thomas pools, excluding the CSISD Natatorium. All discount passes are priced for 25 swims. 1. General Admission Per Person (Ages 3 and up) Hallaran / Thomas $2.50 Natatorium $2 Adamson $5 17 6 2. Discount Pass – 25 Swims Hallaran / Thomas $50 Natatorium $40 *Adamson $85 3. Family Season Pass Hallaran/Thomas Pass or Natatorium Pass $125 / $125 *Adamson $200 4. Individual Season Pass Hallaran / Thomas $60 * Adamson $80 5. Babysitter Season Pass Hallaran / Thomas $40 *Adamson $50 6. Special Day Care Fee @ Adamson Lagoon Per Child $2.75 7. Pool Rentals (2 Hour Period. Limited weekend availability) Thomas/Hallaran: 25 people or fewer $125 50 people or fewer $150 51 – 76 people $225 77 – 102 people $300 Each hour after initial 2 hours Natatorium: 25 people or fewer $100 50 people or fewer $125 51 – 76 people $175 77 – 102 people $225 Each hour after initial 2 hours $100 Adamson: 99 people or fewer $300 199 or fewer $350 299 or fewer $425 300+ $600 Each hour after initial 2 hours $150 8. Pool Parties Per Person – (2 Hour Period) General Party: Southwood and Thomas $5.50 Adamson Lagoon $7.50 Theme Party: Southwood and Thomas $6.50 Adamson Lagoon $8.50 Catered General Party: Southwood and Thomas $7 Adamson Lagoon $9.25 Catered Theme Party: Southwood and Thomas $7.75 Adamson Lagoon $10 Pavilion Party (Four-table limit): First table $20 Additional tables (Max of 3) $10 9. Junior Lifeguard Program per Person Per Session $75 10. Junior Lifeguard Level 2, Per Session $25 + Cert. Fees 11. “Lifeguard for a Day”, Per Person for 1.0 Hour No Cost 12. Other Pool Fees Texas Superguard Competition Per Person $20 Swim Diaper Fee Per Diaper $1 Tube Rental Fee $1 ~ Deposit $2 18 7 Locker Rental Fee $1 ~ Deposit $2 Duck Derby (Sponsor a duck July 4th) Per Person $2 Itzy Bitzy Tiny Cutie Bathing Beauty & Handsome Boy Contest on July 4th, Per Person $3 “Schools Out Blow Out” at Adamson Lagoon $200 Pool Trout Fish-out Per Person (Ages 3 and Up) $3 Over the 5-fish limit (Per Fish) $1.50 13. Educational Class Rental Per Hour $25 14. Adamson Lagoon Summer Day Camp Use, Per Child $2 15. Natatorium Team Use Fee, Per Person, Per Season $10 ************************************************************** TEEN CENTER (THE EXIT) ~ All rental rates are based on a party of 1 – 25 people. Additional fees are added per hour for over 25 attendees. Any rental expecting more than 100 attendees must have prior Supervisor approval. ~ Deposits are refundable if the facility is left clean and damage-free. ~ Fees are assessed for special events and field trips 1. Annual Membership Pass $20 2. Non –Member Fee Per Day $2 3. Meeting Room Rental, Per Hour $15 - Deposit $50 4. Dance/Game Room Rental. Per Hour $30 - Deposit $50 5. Whole Facility Rental Per Hour (Excludes Computer Lab) $75 - Deposit $75 6. Additional Attendance Fee Per Hour $10 ************************************************************** VENDOR PERMITS & COMMISSIONS 1. Vendor Permit $50 2. Commissions: (Gross Sales minus Sales Tax) Food and Drinks 10 – 15 % Other Goods 10 – 15 % Alcoholic Beverages 20 – 25 % ************************************************************** WOLF PEN CREEK AMPHITHEATER ~ A percentage of ticketing and fees for service personnel and vending charges will be added accordingly for amphitheater rentals. ~ A percentage of the gate will be negotiated for commercial events. ~ Non Commercial defined as: Non-profit, student, civic or private. ~ Security deposits are based upon participants/attendees. 1. Amphitheater Rentals Per Day: Private Rental $300 / $400 Non Commercial ~ Benefit Rental $600 / $700 Professional/Commercial Rentals $1,000 / $1,100 2. Green Room Meetings Four Hours or Less Non Commercial $75 / $100 19 8 Commercial. $100 / $150 3. Green Room Meetings Up to Twelve Hours Non Commercial $200 / $250 Commercial $250 / $300 4. Green Room Social Events ~ Four Hours or Less Non Commercial $100 / $125 Commercial $125 / $175 5. Green Room Social Events Up to Twelve Hours Non Commercial $250 / $300 Commercial $300 / $350 6. Deposit for all Amphitheater or Green Room Rentals 7. The Plaza at Wolf Pen Creek Rental (Includes Pavilion and Restrooms) $100 / $150 Deposit (Security, Damage, Clean-Up) $100 8. Other Non-typical Events 9. Discounts for Three or More Dates Reserved 15 % 10. Alcohol Surcharge for any Function $50 ************************************************************** XTRA EDUCATION CLASSES ~ All Xtra Education class fees will be set accordingly to the individual needs of each class ~ Based upon 100% Cost Recovery ************************************************************** YOUTH SPORTS PER CHILD 1. Basketball / Youth Volleyball / Flag Football */ Girl’s Softball* $55 (* Includes $10 Per Child Field Redevelopment Fee) 2. Challenger Sports (Basketball, Bowling, Soccer) $15 3. Outside League Field Redevelopment Fee Per Child $10 4. Swim Team (No Field Redevelopment Fee Included) $100 5. Youth Sports Transfer / Cancellation Fee $10 Cemetery Fees approved by Cemetery Advisory Committee ~ October 7, 2008 Cemetery Fees approved by City Council ~ October 23, 2008 All other Fees approved by Parks and Recreation Advisory Board ~ October 20, 2008 All other Fees approved by City Council ~ November 24, 2008 20 21 22 March 12, 2009 Workshop Agenda Item No. 8 College Station Athletic Facility Priority of Usage Policy To: Glenn Brown, City Manager From: Marco A. Cisneros, Director, Parks and Recreation Agenda Caption: Presentation, possible action, and discussion regarding the College Station Athletic Facility Priority of Usage Policy revisions, as requested by Council at the December 16, 2008 meeting. Recommendation(s): Staff requests that the Council provide input and policy direction on the College Station Athletic Facility Priority of Usage Policy and Priority of Use Parks and Recreation Advisory Board Rankings. The Parks and Recreation Advisory Board at their January 13, 2009 meeting voted unanimously to recommend that the City Council consider the revised policy and Priority of Use Parks and Recreation Advisory Board Rankings as attached. That meeting included another public hearing for this subject matter to be made available for comments by the public. PARD staff had contacted and invited all of the area athletic groups and associations to the meeting. The various soccer associations in attendance shared their ideas with the Board during the public hearing. Summary: At the December 16, 2008 City Council meeting, Council asked that the Parks and Recreation Advisory Board consider some revisions and additions to the College Station Athletic Facility Priority of Usage Policy. Those revisions and additions included: · Consideration of athletic tournaments as Core or Tier 1 category elements · Addition of a Tier 3 category for Non-Resident determinations · Consideration of a further limitation of hours of use per week for athletic fields · Consideration of a scientific basis for the athletic field maintenance practices · Consideration of increased monitoring and use of the “Fields Closed” ordinance · Consideration of further stakeholder input from “Select Soccer” groups While the initial presentation of this item was directed primarily to the use of soccer facilities, the Priority of Usage Policy and Priority of Use Parks and Recreation Advisory Board Rankings are intended to be expanded to apply to all recreation programs and facilities. A survey of the city’s 10 benchmark cities showed that most cities will impose a 1.5 to 2 times fee differential for non-residents use of parks and recreation programs and facilities. However the use of this non-resident application might have an indirect impact in other city department operations such as the Library, Community Development, CSU, etc. In other words, if the resident vs. non-resident criterion is utilized for parks and recreation programs and facilities, will that same criterion be applicable for use in other city departments? The policy issue is: Should the City utilize a Priority of Usage Policy and Priority of Use Parks and Recreation Advisory Board Rankings for the management of its athletic facilities and Parks and Recreation Department programs and activities? 23 Budget & Financial Summary: The impact to the Parks and Recreation Department user fees for the General Fund Budget is dependent upon Council direction with respect to the consideration of the proposed policy. Implementation of this policy may have a corresponding effect on revenues derived from the user fees and may require that the user fees be amended as needed. Attachments: 1. CS Athletic Facility Priority of Usage Policy 2. CS Priority of Use Parks and Recreation Advisory Board Rankings 3. Parks and Recreation Advisory Board Minutes, January 13, 2009 24 College Station Parks and Recreation Department Athletic Facility Priority of Usage Policy The City of College Station, through its Parks and Recreation Department is committed to providing a wide range of leisure and athletic activities for its residents and visitors while maintaining a safe environment. The Parks and Recreation Department accomplishes this task both through direct service provision and by facilitating outside organizations. These direct service and outside organizations can include, but are not limited to: · Parks and Recreation Department youth or adult sports programs · College Station Independent School District sports programs · Sanctioned state, regional or national athletic tournaments · Youth or adult recreational sports groups · Youth or adult competitive sports groups · Non-resident sports participants or groups In order to insure that the services that are central to the Parks and Recreation Department mission receive priority in facilities, the following methodology has been developed. 1. Programs offered by City or outside agencies considered to be Core Programs – These are programs that provide a benefit primarily to the general community including City and CSISD programs as well as City and CSISD sponsored state, regional or national athletic tournaments. 2. Programs offered by City or outside agencies considered to be Tier 1 Programs – These are programs that provide a benefit to the community but also include an individual benefit to the participant. 3. Programs offered by City or outside agencies considered to be Tier 2 Programs – These are programs that provide primarily a benefit to the individual with little or no benefit to the community at large. 4. Programs offered by City or outside agencies considered to be Tier 3 Programs – These are programs that provide a benefit to non-residents with little or no benefit to the community at large. Determination of program level: Core Programs, Tier 1 Programs, Tier 2 Programs, or Tier 3 Programs, will be made by the Parks and Recreation Advisory Board. In order to preserve a safe playing environment, field usage may have additional limitations placed to ensure integrity of the field and safety of the users as determined by the City, including multi-use athletic playing fields being limited to the following playing requirements: · Sand Based Field - 12 hours per week usage o Veterans Park and Athletic Complex 25 2 · Native Soil Field - 21 hours per week usage o Central Park o Southwood Valley Athletic Park Baseball and softball fields will be evaluated as needed based upon the physical condition of the playing surfaces of both the infields and outfields. Emergency operations shall supersede all scheduled facilities usage. APPROVED: Parks and Recreation Advisory Board November 18, 2008 Date REVISED: Parks and Recreation Advisory Board January 13, 2009 Date 26 Priority of Use Based on Parks and Recreation Advisory Board Rankings Completed December 9, 2008 Revised January 13, 2009 Core Programs – Provide Community Benefit Greatest level of support Tier 1 Programs – Provide Community/Individual Benefit Greater Portion of Direct cost and indirect costs recovered Tier 2 Programs – Provide Individual Benefit Minimum public support Cost plus recovery for direct costs plus percentage of indirect costs Tier 3 Programs – Provide a Benefit to Non- Residents with little or no benefit to the community at large. Cost plus recovery for direct costs plus percentage of indirect costs. Learn to Swim Youth Athletics (City Programs) Youth Baseball – Select Facilitated Concerts Public Swim Youth Baseball - Recreational Youth Soccer – Select Facilitated Tournaments Kids Klub Youth Soccer - Recreational Youth Softball – Select Non-Resident Activities Starlight Music Series Youth Tackle Football Swim Team – Annual Competitive Christmas in the Park Youth Softball - Recreational Adult Cricket EXIT Teen Center Programs Xtra Education Program Adult Soccer Lincoln Rec Center Programs Aquatic Programs Adult Ultimate Frisbee Senior Services Programs Adult Athletics (City Programs) Aquatic Facility Rentals City Hosted Tournaments Athletic Facility Rentals CSISD Programs Building Rentals Home School Programs ~ Sanctioned Tournaments are tied with their association tournaments and fall into the respective tier. 27 28 29