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City of San Leandro Meeting Date: December 17, 2012 Staff Report File Number: 12-534 Agenda Section: PUBLIC HEARINGS – CITY COUNCIL Agenda Number: 3.A. TO: City Council FROM: Chris Zapata City Manager BY: Carolyn Knudtson Recreation and Human Services Director FINANCE REVIEW: David Baum Finance Director TITLE: Staff Report for Resolution Amending Section 6.4.100 of the San Leandro Administrative Code to Modify Picnic Rental Fees which Facilitates Online Reservations SUMMARY AND RECOMMENDATIONS Staff recommends that the City Council adopt the picnic rentals fees listed in Attachment 1. The proposed fees are being modified to facilitate online reservations while maintaining revenue. Park picnic tables are reserved from April to October. Reservations for the season are accepted on the second Monday of January each year. In order to be prepared for accepting reservations as of January 14, 2013, the new fees should be approved at this time. BACKGROUND In response to limited staff and resources, the Recreation and Human Services Department looks to reduce processes and improve efficiency whenever possible . The department processed 753 picnic rental applications in 2011. Providing online reservation capability gives clients an additional and more convenient option for securing their reservations, which will more effectively deploy limited staff resources. Online reservation capability also allows clients to complete and submit requests and receive reservation verification immediately. If a problem arises and they are unable to complete the online process, clients can call or come to the office for assistance. Clients continue to be welcome to reserve at our customer service locations. Analysis In preparation for the move to online reservations, we are proposing to simplify the park fee structure. We currently have eight fee ranges and 74 areas available for reservation. The City of San Leandro Page 1 Printed on 12/11/2012 File Number: 12-534 proposed fees are based on picnic area capacity. This fee structure reduces the number of price tiers from 8 to 4, while maintaining the revenue generated by the current reservation system. The impact to fees in changing the structure is as follows: 20 of the 74 picnic areas available retain the same fee; 45 were increased by $10-$20 (10-15% increase); 4 increased by $30 (28%); 3 increased by $50 (30%) and 2were decreased. Given the same reservations next season as last season, there is a potential revenue gain of approximately $3800.00. Determining the recommended fees and capacities was done by reviewing our current fees and use and comparing structures and fees of surrounding agencies that reserve picnic areas (see Attachment 1). Fees are based on the base rate of resident rate (which includes San Leandro non-profits and non-San Leandro non-profits serving San Leandro), plus 50% for non residents and San Leandro business and 75% for non-San Leandro business, non profit or other group not serving San Leandro. In comparing our proposed fees to those of surrounding cities and potential competitors, our new fees remain competitive. Due to location, we feel our biggest competitors are East Bay Regional Park District, Hayward Area Recreation and Park District and City of Alameda. One potential concern associated with going online is that clients could register themselves as residents without verification. If clients choose to use a resident address, the online system does not have a method to verify City residence. However, the current system of proving residency is labor and time intensive, and clients still find many methods of evading residency verification. Previous Actions · 2005 -Removed weekend and weekday park rental rates and replaced all rentals with a day rental rate. Added t fees to allow reservation of picnic sites at the following parks: Siempre Verde, Toyon and Heron Park. · 2006 -Added fees to allow reservation of picnic sites at the following parks: Floresta Park (playground and lawn sites), Halcyon, Thrasher, Memorial (front and back sites) and Mulford Point. · 2007 -Added fees to allow reservation of picnic sites at the following parks: Washington Manor, Marina, Cherry Grove and Bonaire. · 2008 -Added a fee to allow reservation of a picnic area at Washington Manor Park. Implemented a Vehicle Access permit of $30 to make it possible for clients to load and unload within the park at Chabot and Washington Manor Park. · 2009 -Increased some park rental fees based on survey of similar facilities and reflecting desirability and use of each park rental site. · 2010 -Increased all park rental fees by $5. Implemented a new park special event fee, $250/event, for groups over 350 to help defray cost of increased use. · 2011 -Added fees to allow reservation of picnic sites at the following parks: Root, Grover Cleveland, Halcyon and Stenzel. · 2012 -Added fees to allow reservation of picnic sites at the following parks: Marina, Halcyon and Thrasher. Increased Seagull Picnic Area from $200 to $220 to be consistent with fees in surrounding jurisdictions. Fiscal Impacts Potential increase in revenue of $3800.00. City of San Leandro Page 2 Printed on 12/11/2012 File Number: 12-534 Budget Authority N/A ATTACHMENTS · Attachment 1 -2012 Proposed Fees and Agency Comparisons PREPARED BY: Carolyn Knudtson, Director, Recreation and Human Services Department City of San Leandro Page 3 Printed on 12/11/2012 Capacity Resident Rate Daily Non-Resident Rate Daily under 40 Current 45-105 68-158 Proposed 55 83 40-75 Current 85-150 128-158 Proposed 125 188 75-150 Current 125-155 188-233 Proposed 175 263 150+ Current 220 330 Proposed 225 338 0-40 55 75 40-75 98 115 75+ 296 406 0-40 85 170 40-75 153 306 75+ 404 808 0-40 300 420 40-75 300 420 75+ 420 540 0-40 75 90 40-75 110 132 75+ 156 162 0-40 60 72 40-75 95 114 75+ 185 222 0-40 100 150 40-75 100 150 75+ 138 175 0-40 N/A N/A 40-75 N/A N/A 75+ 120 150 0-40 95 175 40-75 185 305 75+ 230 380 San Ramon Daily Livermore Daily Pleasanton Daily Dublin Daily East Bay Regional Parks District Hayward Area Recreation District Hayward Charges $17.00 per table/Daily Alameda Alameda rate is high due to a $50 hourly rate plus additional $20/hour for 75+ Berkeley Berkeley charges in 4 hour increments 2012 Proposed Fees and Agency ComparisonsComments San Leandro Seagull Picnic Area only City of San Leandro Meeting Date: December 17, 2012 Resolution -Council File Number: 12-535 Agenda Section: PUBLIC HEARINGS – CITY COUNCIL Agenda Number: TO: City Council FROM: Chris Zapata City Manager BY: Carolyn Knudtson Recreation and Human Services Director FINANCE REVIEW: David Baum Finance Director TITLE: ADOPT: Resolution Amending Section 6.4.100 of the San Leandro Administrative Code to Modify Picnic Rental Fees which Facilitates Online Reservations (modifies rental fees to simplify fee structure and facilitate online reservations) The City Council of the City of San Leandro does RESOLVE as follows: 1. That following notice and hearing as may be required by law, Title 6, Chapter 4, Section 6.4.100 of the San Leandro Administrative Code (“Fee Schedule”) is hereby amended as follows: RECREATION AND HUMAN SERVICES DEPARTMENT B. Parks Proposed Current Proposed Proposed Non-San Leandro Resident Resident Non-Resident Business/Group Capacity Daily Fee Daily Fee Daily Fee Daily Fee Under 40 $45-105 $55 $83 83 $96 40 to 75 $85-150 $125 $188 $219 75 to 150 $125-200 $175 $263 $306 Over 150* $220 $225 $338 $394 *For Seagull Picnic Area only Fees are based on the base rate of resident rate (which includes San Leandro non-profits and non-San Leandro non-profits serving San Leandro), plus 50% for non residents and San Leandro business and 75% for non-San Leandro business, non profit or other group not serving San Leandro. City of San Leandro Page 1 Printed on 12/11/2012 File Number: 12-535 2. That the provisions of the Fee Schedule shall take effect on January 1, 2013. City of San Leandro Page 2 Printed on 12/11/2012