2024 Item No. 2.A / File ID No. 24-508
City Council Meeting
Item 2, RTC 24-508
Reconsideration of the Council
Actions Taken at the April 23, 2024
Z City Council Meeting Regarding
IA Proposed FY2024/25 Fees for Non-
Profit Youth Sports Field Use in
1852 Accordance with Council Policy 42
THE MISSION CIN
June 4, 2024
Background
• On April 23, 2024, as part of City Council's action with respect to the City's overall Master Fee Schedule, the City Council took action to repeal field fees for non-profit youth sports groups Following this action, the City Council took a recess and the community stakeholders interested in this item left the meeting
• After the Council recess, a motion to reconsider the repeal of these fees was made, and following a series of failed motions, was ultimately approved, with staff's original recommendation to maintain fees adopted
• The action included further direction to staff to (1) revisit the Wade Brummal Scholarship Program to determine how the program might be used to offset the fees for non-profit youth field use; and (2) Explore the feasibility of fee waivers for all youth sports programs City of
Santa Clara
2 POST MEETING MATERIAL
1 June 4, 2024 Item No. 2.A / File ID No. 24-508
Background (cont.)
• At the May 7, 2024 Council Meeting, in consideration of the fact that interested stakeholders were not present at the April 23rd meeting when youth field fees were reinstated, a request to reconsider the Council's action was presented • This motion was approved unanimously
• As a result, the question of what fees should be charged, if any, by the City for field use by non-profit youth sports groups is again before the Council for its consideration.
City of
Santa Clara
The Center cAsts POSSIb
3 Background on Master Fee
Schedule & User Fees
City of
Santa Clara
The Corteef WAuts Posed
2 June 4, 2024 Item No. 2.A / File ID No. 24-508
Background
• The City maintains a Master Fee Schedule identifying applicable fees for various City services
• Fees are reviewed and updated every year
• Cities collect fees and charges for government services performed at the request of, or specifically for, a particular individual, business, or group as opposed to services performed for the community as a whole City of
Santa Clara
The Center of Whats Possibe
5 Municipal Fees
• Why do cities review fees and charge fees for services? - Legal Requirements
- Encourage direct recovery of costs incurred to serve private interests/benefit
- Provides General Fund resources
- Enable continuity of service levels by improving cost recovery levels City of
Santa Clara 6
3 June 4, 2024 Item No. 2.A / File ID No. 24-508
Types of Fees Examined
• This update DOES NOT examine taxes, assessments, utility rates, etc. • Building Fees - construction permit processing, plan check, and inspection • Planning Fees - such as entitlement review and review for compliance with zoning code
• Engineering Fees - such as engineering, encroachment, and excavation review and inspection
• Fire Prevention Fees - such as fire alarm, fire sprinkler, and construction review for compliance with Fire Code
• Non-Development Related Fees - such as recreation fees, licensing, and permitting
City of
Santa Clara
The Center of What's Possibl
7 Cost Recovery Principles for the City
• City Council Budget Principle Related to Cost Recovery for Fees "With limited exceptions, establish fees based on full cost recovery where individuals/businesses rather than the community at-large are benefitting from City services.
This preserves limited unrestricted resources for providing services that benefit the community as a whole."
City of
Santa Clara 8
8 4
June 4, 2024 Item No. 2.A / File ID No. 24-508
Average Cost Recovery Level by Department
Department Average Cost Recovery %
City Clerk's Office 100%
Community Development 91%
Electric Utility 100%
Finance 96%
Fire 99%
Parks and Recreation 14%
Cemetery 93%
Police 84%
Public Works 98%
Water and Sewer Utilities 68%
City of
Santa Clara
The Center of Whats Possible
9 Reserved Field Use Fees
City of
10 Santa Clara
10 June 4, 2024 Item No. 2.A / File ID No. 24-508
Reserve Field Use Fees - Background
• FY 2022/23 fee schedule update included adoption of parks and recreation cost recovery policy and adoption of reserved field use fees for non-profits and sports leagues. • Prior to FY 2022/23 Fee Schedule Adoption:
• No charge for reserved field use for non-profits and sports leagues • Reserved field use fees were compared to neighboring agencies for reasonableness • Staff held open community meetings, that included three commissions: Parks & Recreation, Senior Advisory, and Youth Commissions
• Staff conducted a community survey. There were 234 survey responders (Commissioners and General Public)
City of
Santa Clara
The Centere Wast Post be
11 Reserve Field Use Fees - City Council Referral
• In response to a City Council referral during the adoption of the FY 2023/24 Municipal Fee Schedule, City staff recently met with representatives from Santa Clara youth sports organizations and interested community members to discuss the City's field and facility use program • More than 30 individuals participated in meeting, including representatives of:
• Parks and Recreation Commission - Current and Former Members • Lions
• PAL
• SC Pony Baseball
• SC Residents
• SC Swim Club
• SC Youth Soccer League
• SC Unified School District
• Westside Little League
City of
Santa Clara 12
The Centere. Whats Post
12 6
June 4, 2024 Item No. 2.A / File ID No. 24-508
Reserve Field Use Fees - City Council Referral
• Recurring feedback of outreach meeting included, but was not limited to:
• Prioritizing Santa Clara youth for field allocations
• Safety of participants (i.e., having access to reserved fields that are not already being occupied by others, unhoused individuals entering field areas during programming, dogs on leashes, safe environment, etc.)
• Collaboration between City and Organizations for solutions to ongoing challenges and identifying Santa Clara youth sports as valued / integral part of community fabric • Effective use of Wade Brummal Scholarship funds
• Use of various fee collections
• City relationship with outside organizations
City of
Santa Clara 13
The Center ef Whats Possible
13 Reserve Field Use Fees - City Council Referral
• FY 2024/25 - No fee increases are proposed for reserved field use fees for non-profits and sports leagues
• Staff has committed to continued discussion with youth sports organizations regarding topics of interest, including advanced notice of any future proposed fee changes to allow organizations time to provide feedback and develop budgets
City of
Santa Clara 14
The Center of What's Possibk
14 7
'024 Item No. 2.A / File ID No. 24-508
Parks & Recreation Cost Recovery Policy Tiers
PROGRAM COST RECOVERY
BENEFICIARY TARGETED
6-Exclusive
Individual Benefit 91-100%+*
5-Considerable
71-90%
Individual Benefit
4-Balanced Individual
& Community Benefit 41-70%
3-Considerable Community Benefit 21-40%
2-Mostly Community Benefit 1-20%
1-Entirely Community Benefit 0%
100%+ indicates minor exceptions where premiums above cost may be justified, such as market-based rents.
City of
Santa Clara
The Centeref What's Foss bie 15
15 Parks & Recreation Cost Recovery Policy Tiers
PROGRAM COST RECOVERY
BENEFICIARY TARGETED
Non-Resident and Commercial
Use of Facilities 91-100%+*
Programs Providing Individual
Benefit 71-90%
Competition, Meets, and Tournaments; Drop-in Fitness /
Recreation / Swimming; Youth Theater Programs; Resident 41-70% 1-20% Target Facility Use; City Provided Programs
Example:
• Youth sports Early Learners (Pre-School Aged), Therapeutic Recreation 21-40% fields
Non-Profit Facility Use Serving the City of Santa Clara; Special Events; Resident Senior Center Use; Senior Nutrition Program; Afterschool Program 1-20% General, non-exclusive park, playground, open space, trails, restrooms, 0% and facility visitation and use
100%+ indicates minor exceptions where premiums above cost may be justified, such as market-based rents.
City of
Santa Clara
The Center of What's Possible 16
16 8
024 Item No. 2.A / File ID No. 24-508
Parks & Recreation - Types of Services / Users
Aquatics Memberships Facility Rentals
(Lessons and recreational (Regular access to City (Reserved and/or exclusive swim) facilities and ongoing permitted use of City
programs) facilities)
• Youth • Private groups
• Adult • You. Adult /individuals
• Senior Senior • Non-profit
organizations
Classes • Community groups
(Detailed in Activity Guide) • Commercial
organizations
• Youth • Competitions anc
• Adult tournaments
• Senior
City of
Santa Clara
The Center of What's Possible 17
17 Parks & Recreation Cost Recovery Comparison
to Industry Benchmarks
Santa Clara cost Generated Revenue as Percent of Operating Expenditures recovery from
recreation-related City of Santa Clara 14%
user fees and
charges is below Industry-wide Average * 23%
industry standard
* Source: 2021 National Recreation and Park Association Agency Performance Review which contains data from 1,000 unique park and recreation agencies across U.S.
City of
Santa Clara
The Center of What's Rouble
18 9
June 4, 2024 Item No. 2.A / File ID No. 24-508
Reconsideration of Fees for
Non-Profit Youth Sports Field
Use
City of
19 Santa Clara
19 Reconsideration
• The purpose of this item is to allow the City Council to reconsider the actions taken on April 23, 2024, regarding the municipal fees for non-profit youth sports field use
• The remaining two elements of the motion passed on April 23, 2024 are not a subject of the reconsideration and remain referrals to staff:
• Direct staff to revisit the Wade Brummal Scholarship Program to determine how the program might be used to offset the fees for non-profit youth field use; and • Evaluate the impact of fee waivers for all youth sports programs City of
Santa Clara 20
The CenteroWn Peon
20 June 4, 2024 Item No. 2.A / File ID No. 24-508
Municipal Fees for Field Use by Non-Profit
Youth Sports Organization
• As part of the FY 2023/24 budget process, the City Council adopted a Parks & Recreation cost recovery policy and a municipal fee of $14/hour for field use by non-profit youth sports organizations
• Prior to FY 2023/24, there was no charge for field use by non-profit youth sports organizations
• In response to community concerns regarding the new fees, the City Council referred the issue of field use fees to staff to discuss with user groups • Given that the FY 2023/24 fee was in alignment with the market, no increase was proposed for FY 2024/25
City of
Santa Clara 21
21 Municipal Fees for Field Use by Non-Profit
Youth Sports Organization (cont.)
• A meeting with user groups was held in March 2024, where the proposed zero increase in the fee for non-profit youth sports organizations was shared.
Approximately 30 organizations participated in the meeting. No request to rescind the fee was made by any of the groups at the meeting • On April 9, 2024, a study session on the proposed Municipal Fee Schedule was held with the City Council
• Staff was asked to provide information on the impact of the field use fee City of
Santa Clara 22
The Censer of What's Possible
22 11
June 4, 2024 Item No. 2.A / File ID No. 24-508
Municipal Fees for Field Use by Non-Profit
Youth Sports Organization (cont.)
• The following table summarizes field reservations by non-profit youth sports organizations for the past two years:
Non-Profit Sports Field Reservations for Youth
Fiscal Year # of Bookings # of Hours Non-Profit Fee Revenue FY 2021/22 1,853 10,036 No Fee No Revenue
FY 2022/23 2,435 8,193 $14.00/hour $114,695
• It is important to note that while the number of hours decreased, the number of bookings increased. Groups only booked fields they intended to use. Prior to the fees, groups would book fields and not use them, limiting the number of available bookings • Groups are only booking those fields that they plan to use to avoid unnecessary costs City of
Santa Clara 23
The Center of What's Possible
23 Wade Brummal Scholarship Fund
• Purpose is to provide financial assistance to Santa Clara youth residents who wish to participate in organized youth sports and may not have the financial means to pay participant fees as well as to support facility and program needs of the non-profit youth sports groups. Fees are collected from all youth non-profit sports organizations using Santa Clara facilities that allow "non-residents" to participate in their respective programs
• Approximately $30k is collected annually which far outpaces the requests for scholarships and organizational funding. Current balance is approximately $120k • Policy is currently under review to respond to requests to revise eligibility criteria and allowable uses as well as to put the funds to use as quickly as possible for the benefit of the community. Per Council direction, policy will also be evaluated in terms of offsetting field use fees • Proposed revisions will be discussed with sports user groups at next meeting on 7/11/24 then represented to Parks & Recreation commission for review then to City Council for final approval in the fall of 2024
City of
Santa Clara 24
The Centere Whats Pose
24 12
June 4, 2024 Item No. 2.A / File ID No. 24-508
Recommendation
2024 to maman there for to count out pots grun actin taken pr 2am as presented in the Proposed FY 2024/25 Municipal Fee Schedule
CITY OF SANTA CLARA MUNICIPAL FEE SCHEDULE
SUBMITTED BY DEPARTMENT
PARKS & REGREATION / RECREATION RESOLUTION NUMBER: APPROVED:
CHARGING DATE FEE FEE DETAIL
CURRENT TECHNOLOGY DEPT / DIV LAST CHANGED OBJECTIVE
ORDINANCE PROP 26 EXCEPTION PROPOSED NEW
DESCRIPTION OF and APPLIES COLLECTING NUMBER & DATE EE READER'S GUDI (it applicable) COMMENTS 2024-25
FEE, RATE OR CHARGE PERIOD (Yes or No) DEPT / DIV ULL COST FACTO 22-0081 8 22.9082 Objective: Recover Cost Housty city staff costs may be charged Cost per hour Felds and turf areas Cost per hour Charged By:
Porks & Rec R. Date: 4/19/2022 Prop 26 Exception: 4 in adstion to tha seld rental fee. reseryations: Proctice & Games Stetting needs determined by Full Cost: Votes
Parks & Recreaton staff based on 14.00
Non-Profit 14.00 Collected By:
Porks & Rec hours of use, estimated attendance
and scope of event. 100.00
Resident [Market rote
280.00
Commercial/Non-Resident 280.00 Market rate
City of
Santa Clara 25
25 Next Steps Tonight
1. Council Feedback
How Up Flag
ejorque IRE: Large
12 KE
2. Public Comment
3. Council Direction
City of
26 Santa Clara
The Costrof Wuts Postiate
26 13