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CR 12-008 Approve Athletic Field Use Fees• 0 January 11, 2012 Proposed Action Council Report 2012-008 APPROVE ATHLETIC FIELD USE FEES Staff recommends adoption of the following motion: "Move to adopt Resolution 2012-004 approving the establishment of athletic field use fees. Overview The Park Board is recommending that the City start charging a use fee in 2012 for the reservation and use of certain athletic fields. This is a practice that is already underway in Minnetonka, the Hopkins School District and other area cities. A notice was sent to each athletic field user explaining the new program, showing their estimated fees based on 2010 field usage and inviting them to a public meeting held prior to the October 24 Park Board meeting. A second notice was sent in December reiterating the establishment of the new fee, how the fee would be collected and mentioning that the City Council would consider adoption at its Jan 17 meeting. Hopkins Area Little League (HALL) representatives expressed some concern but no groups have opposed the new fees. The new fees are estimated to generate about $6,500/yr in additional revenue. The additional revenue will be used to help fund park maintenance and improvements. Primary Issues to Consider ♦ User fees are, in part, based on residency. How is that checked? Supporting Documents ♦ Resolution 2012-004 ♦ Sept 26 and December 20, 2011 letters mailed to field users Steven J. Stadler, Public Works Director Financial Impact: $ $6,500 revenue Budgeted: No Source: new fee Related Documents (CIP, ERP, etc.): Notes: 0 Primary Issues to Consider 0 User fees are, in part, based on residency. How is that checked? If the reservation is being made by a new organization, the Recreation Dept. staff will check the registration forms to ensure that the minimum 50% Minnetonka/Hopkins residency requirement is met. If it is a long-established organization, the 50% residency requirement has previously been established and is assumed to be met. • • 0 CITY OF HOPKINS RESOLUTION NO. 2012-004 RESOLUTION APPROVING THE ESTABLISHMENT OF ATHLETIC FIELD USE FEES FOR CERTAIN CITY OF HOPKINS ATHLETIC FIELDS WHEREAS, the City of Hopkins allows non -recreation program athletic organizations to reserve the use of certain City athletic fields; and WHEREAS, the City of Hopkins maintains, repairs and improves the athletic fields and, through the Joint Hopkins -Minnetonka Recreation agreement, manages the reservation system and process; and WHEREAS, the City desires to obtain a fee in order to help offset the costs of providing the athletic fields. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Hopkins: I. The City will collect a fee for the reservation and use of certain athletic fields by organizations that are not controlled through a Hopkins -Minnetonka Joint Recreation program. Il. Such fees will be established as shown on the attached table and will be periodically reviewed • and revised via Council resolution. Adopted by the Hopkins City Council on this 17th day of January, 2012. M Eugene J. Maxwell, Mayor ATTEST: Kristine A. Luedke, City Clerk • 3 SUMMARY OF PROPOSED 2012 ATHLETIC FIELD USE FEES Central Central Central Maetzold Maetzold Maetzold Maetzold Burnes, Buffer, Park #1 Park #1 Park #2 Park Park Park Park Oakes, Central Harley Hopkins Youth Youth Soccer Soccer #4 & Valley Baseball Baseball Multi Purpose Field #'s #s 1,2 & w/lights 1, 2& 3 3 w/lights w/li hts Category A Minimum of 50% Minnetonka/ $20 $30 $20 N/A N/A $20 $30 $10 $5 per day - Hopkins resident 2 hour 2 hour 2 hour 2 hour 2 hour 2 hr 2 hr 2 hour block reservation participation & open block block block block block block block registration i Category B Minimum of 50% $25 $35 $25 $15 $20 $25 $35 $15 $5 per day - Minnetonka/ Hopkins resident 2 hour 2 hour 2 hour 2 hour 2 hour 2 hour 2 hour 2 hour block reservation participation & closed block block block block block block block registration Category C Less than 50% $35 $45 $35 $25 $35 $40 $50 N/A N/A Minnetonka/ Hopkins resident 2 hour 2 hour 2 hour 2 hour 2 hour 2 hour 2 hour 2 hour block 2 hour block participation block block block block block block block City ®f 17fopk ns Tubrx Words 11100 EXce(sior Blvd. 9 Hopkuu, W 55343-3435 s Phone: 952-939-1382 G }'ax• 952-939-1381 Web address: www.hopkuumn.com September 26, 2011 Keith Christensen 3916 Cottage Lane Minnetonka, MN 55305 Dear Keith: The City of Hopkins is planning in 2012 to charge a user fee for the reservation and use of certain athletic fields. The Hopkins Park Board has been discussing this new policy and has scheduled a public information meeting for athletic field user organizations for Monday, October 24 — see attached meeting notice. Based on the attached proposed user fee schedule and your organization's 2010 actual field use, the estimated 2012 cost to Hopkins Youth Football would be $294. The new fees would go towards funding park capital improvements and ongoing park maintenance. • If you have any questions or concerns on this new City policy please don't hesitate to call me at 952-548-6350 or email at sstadler(cD_hopkinsmn.com. Since ely, Steven J. Stadler Public Works Director/Park Board Staff Liaison Atchs • Partnering �ur'.th the Community to Enhance the Quality of Life e Inspire 0 Educate e Invo(ve. o Communicate n Proposed Athletic Field Use Fee Schedule Monday October 24, 2011 6:00 p.m. — 6:30 p.m. Location: City Council Chambers Hopkins City Hall 1010 1St Street South Hopkins, MN 55343 You are invited... The City of Hopkins invites you to a public hearing related to the establishment of an athletic field user fee schedule for all city -owned athletic fields. You are being sent this notice because our records indicate that you are a representative of an athletic organization that utilizes city athletic fields for your group or organization. Please note that this is the only notice that you will receive for this meeting. What is being proposed? The Hopkins Park Board is in the process of developing fee recommendations for city-wide athletic • field use effective spring 2012. This fee schedule is intended to establish user fees for all athletic fields that are available to reserve within city parks. The fee schedule is similar to what the City of Minnetonka instituted in 2010. Attached is a draft of fees that the park board is considering. What happens at the meeting? The meeting will consist of a brief review of impacted fields and proposed fees for use. The park board is requesting input from user groups before developing final recommendations to be forwarded to the city council. The public hearing will be held from 6.-00 p.m. to 6:30 p.m., or until all have had the opportunity to speak, followed by the park board's discussion of this item at their regular meeting starting at 6:30 p.m. What if 1 am unable to attend this meeting? If you are unable to attend this meeting and have general questions or input to provide to the park board, please contact the staff representative listed below. Will there be future meetings? Yes. Once the park board has developed final recommendations on the city-wide athletic field fee schedule, those recommendations will be submitted to the city council for consideration. The date and time of the city council meeting has yet to be determined. How can I stay informed? For upcoming meeting dates, council approvals, or other related information, please visit our web site at www.hopkinsmn.com or contact: Steve Stadler, Public Works Director/Park Board Staff Liaison (952) 548-6350 • sstadler@hopkinsmn.com C] SUMMARY OF PROPOSED 2012 ATHLETIC FIELD USE FEES Central Park #1 Central Park #1 Central Park #2 Maetzold Park Maetzold Maetzold Maetzold Maetzold Burnes, Buffer, Youth Park Youth Park Multi Park Soccer Park Soccer Oakes, Central #4 & Valley Harley Hopkins Baseball Baseball Purpose Multi Purpose #'s1 &2 #'s1 &2 #3 w/lights w/lights w/lights Category - A ----Minimum of 50% Minnetonka/ $20 $30 $20 N/A N/A $15 $30 $10 Hopkins resident 2 hour block 2 hour block 2 hour block 2 hour 2 hour 2 hour $20 2 hr 2 hr 2 hour block $5 per day - reservation participation &open block block block block block registration Category B Minimum of 50% Minnetonka/ $25 2 hour $35 $25 $15 $20 $20 $25 $35 $15 $5 day Hopkins resident participation & closed block 2 hour block 2 hour block 2 hour block 2 hour block 2 hour block 2 hour 2 hour 2 hour block per - reservation block block registration Category'C — Less than 50% Minnetonka/ $35 $45 $35 $25 $35 $30 $40 $50 N/A Hopkins resident 2 hour block 2 hour block 2 hour block 2 hour 2 hour 2 hour 2 hour 2 hour 2 hour block N/A 2 hour block participation block block block block block City of °opkins Pu6Cic Works 11100 Bxc&icr BCvd. a 7%pkurs, W 55343-3435 a Thou: 952-939-1382 • Fax: 952-939-1381 Wed address: www.hovkLnsmn.com December 20, 2011 Dan Johnson 105 16th -Avenue North Hopkins, MN 55343 Dear Dan: As you know, the City of Hopkins is planning in 2012 to charge a user fee for the reservation and use of certain athletic fields. User fees are being considered to help ensure that the city's athletic fields continue to be maintained at quality levels while, in addition, establishing funding to assist with future capital needs. A public meeting was held during the October 24 Park Board meeting. The Hopkins Park Board then approved the new policy and it has been discussed at a City Council . Worksession. Hopkins City Council will consider the new policy at its January 17 City Council meeting. The process of reserving Hopkins athletic fields will not change as a result of this policy. You will continue to contact the Hopkins -Minnetonka Joint Recreation Dept to reserve fields. However, the field use permit will now include the associated field use fee. You will be required to pay the fee prior to using the field/s - payment can be with a check or credit card. There are payment options available as long as you stay current. Based on the attached proposed user fee schedule and your organization's 2010 actual field use, the estimated 2012 cost to Hopkins Youth Rugby would be $1,260. . If you have any questions or concerns on this new City policy please don't hesitate to call me at 952-548-6350 or email at sstadler(c7hopkinsmn.com. Sincerely, Steven J. Stadler Public Works Director/Park Board Staff Liaison Atchs U Partnering with the Community to Enhance the Quaaty ofLife + Inspire + Educate +Involve +Communicate +