Item 8CAGENDA ITEM # 8C
APRIL 12, 2010
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Fee Recommendations for Recreation Facilities and Events
DATE: March 17, 2010
SUBMITTED BY: David E. Thompson,` A s .City Manager
Timmy Johnson, Recreation and Special Events Director
BACKGROUND: Over the past year, a review was conducted of the various parks and
facilities in Atlantic Beach. Public Works Director Rick Carper, Assistant Public Works
Director Tim Gilboy, Recreation & Special Events Director Timmy Johnson, and
Assistant City Manager David Thompson evaluated the existing locations/facilities.
Part of this review included the fee schedules for utilization of City recreational facilities.
These facilities are available to the public to be rented for private events. Specifically,
the use of the Adele Grage Cultural Center surfaced as a significant concern. Staff
reviewed and evaluated the existing fee structure for citizens/organizations renting the
Adele Grage Cultural Center, and concluded that the rental rates at Adele Grage
($25/hour) are significantly under the market value for such rentals. Additionally, it was
noted that the large volume of usage has resulted in significant wear and tear on the
facility.
1. Rental Fees
Proposed increases in fees were originally provided to the City Commission on
December 14, 2009, and concerns were expressed with the proposal. The City
Commission directed each City Commissioner to express their specific concerns to the
City Manager so that staff could address them in a revision.
Not-for-Profits, Homeowner, and Neighborhood Associations
It appeared that the primary concern of the City Commissioners was the increase in fees
for the repetitive use of Adele Grage facilities by non-profit groups, homeowner and
neighborhood associations. Commissioners expressed their desire to keep fees low for
these groups.
To that end, staff is proposing to keep the present fee structure for these groups for non-
premium days/ times. The fees will remain at $25 per event or activity, with a $50.00
(refundable) deposit required. This also assumes that most of these organizations will
have an attendance less than twenty-one (21) people.
Premium days/time are identified as:
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APRIL 12, 2010
Friday Evening: 5:00 PM or later
All Day Saturday
Sunday: Noon or later
A repetitive use not-for-profit, homeowner, or neighborhood association may request
usage of premium days/times at the $25 per event rate. However, within seven (7) days
of the scheduled event, if another group wishes to rent the facility at the full usage rate,
then the repetitive use not-for-profit, homeowner, or neighborhood association may be
relocated to another facility.
If a repetitive use not-for-profit, homeowner, or neighborhood association wishes to
secure the facility for premium days/times, then they will be required to pay the full
usage fees for the rental.
The following recommendations were presented in December 2009 for private
functions at the recreation facilities, and these recommendations have not changed
from the original proposal:
New fee schedule is recommended:
Day Tvpe Hourly Rate
Monday-Thursday
Monday-Thursday
Friday-Sunday
Friday-Sunday
All Alcohol Events
Private
Single Use/Non-Profit
Private
Single Use/Non-Profit
$50/hour
$40/hour
$100/hour
$75/hour
$100 /hour plus Police
The rental party will pay sales tax required by state law.
All alcohol events will require anoff--duty police officer paid by the rental party at the
prevailing hourly rate, which is currently $27.50 per hour.
Holiday rates will be the same as weekend rates.
The maximum daily fee will not exceed a total of eight (8) hours.
A $200 deposit will remain in effect.
The recommended fees will keep the rental fees lower than many similar facilities in the
beaches area, while assuring that the City receives reasonable revenue to offset
Recreation & Special Events expenses. The higher fees may also reduce the wear and
AGENDA ITEM # 8C
APRIL 12, 2010
tear on the facility by reducing the usage, or at least provide revenues to cover the costs
of maintenance as a result of the high usage.
Note: The off-duty police officer at alcohol events is intended to provide a number of
functions for the benefit of the renter as well as the City. The role of the officer will be to
open the facility, to assist with any parking issues and/or traffic control, to address any
complaints that may result from the event i.e. excessive noise, to assure compliance with
applicable codes and laws, and to resolve problems. Officers are often hired by private
parties at local events simply to keep the peace and resolve problems as they arise.
2. Processing Fees
Presently, Recreation & Special Events staff members process a variety of special events
applications each year at no cost to the applicant. This includes weddings on the beach,
birthday parties at pavilions, family reunions in parks, and other social festivities. When
an application is received, it is reviewed by Recreation & Special Events staff, the Police
Department, and the City Manager.
Staff recommends an application fee of $25 for all special events applications, to cover
the administrative costs of processing the requests.
BUDGET:
1. With an increase in fees, we should anticipate fewer rentals in 2009-10. It would
probably be prudent to track the rentals after the new fees are implemented before
estimating the impact on future revenues.
2. If there is a reduction in the use of the Adele Grage Cultural Center, then there should
also be a corresponding reduction in maintenance and repairs to the facility.
3. Based on the number of special events applications received in the past, staff expects
an increase of approximately $3,200 in revenue.
RECOMMENDATIONS: To authorize staff to prepare an ordinance adopting the
proposed fee schedules for renting the Adele Grage Cultural Center, and to adopt a $25
application fee for special events.
ATTACHMENTS:
REVIEWED BY CITY MANAGER:
AGEND ITEM NUMBER: