File 0550-02-0003 CITY OF POWELL RIVER SPECIAL COUNCIL MEETING THURSDAY, MARCH 31, 2016 IMMEDIATELY FOLLOWING FINANCE COMMITTEE MEETING COUNCIL CHAMBERS, CITY HALL AGENDA 1. OPENING OF COUNCIL MEETING/ANNOUNCEMENTS 2. ADOPTION OF AGENDA 3. ADOPTION OF MINUTES 4. DELEGATIONS 5. CORRESPONDENCE 6. COMMITTEE REPORTS 7. COMMITTEE RECOMMENDATIONS 8. OTHER REPORTS 9. BYLAWS 9.1 Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016 A bylaw to establish fees and charges for the use of City facilities and services offered by the Parks, Recreation and Culture Department 3-16 Recommendation: that Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016 be adopted. 10. UNFINISHED BUSINESS
11. NEW BUSINESS 12. NOTICES OF MOTION 13. MOTION TO GO IN CAMERA 13.1 Recommendation: That following adjournment of this regular meeting, Council move in camera to discuss a legal matter and that the meeting be closed to the public on the grounds that the subject matters to be considered relate to matters covered by the Community Charter under Sections: 90(1)(g) litigation affecting the municipality; and 90(1)(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose. 14. QUESTIONS 15. ADJOURNMENT Page 2 of 16
CITY OF POWELL RIVER BYLAW 2438, 2016 A Bylaw to establish fees and charges for the use of city facilities and services offered by the Parks, Recreation and Culture Department WHEREAS the City of Powell River (the City ) through its Parks, Recreation and Culture Department operates recreational and cultural facilities and, directly or indirectly, provides services to the public from those facilities; NOW THEREFORE the Council of the City of Powell River, in open meeting assembled, enacts as follows: 1. This Bylaw may be cited as Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016. 2. This Bylaw shall come into force and effect on April 1, 2016. 3. Schedules A, B and C attached hereto are incorporated into and form part of this Bylaw. Fees 4. a) The fees and charges that are described in Schedules A, B and C are hereby established. b) Such fees or charges established in Schedule A and Schedule C for the use of a City facility or service shall be paid prior to using the facility or partaking of the service. c) Fees shall be subject to change without notice upon approval of Council. d) Recreation Membership passes may be put on hold during the term of the membership for the following time periods: One (1) month pass: Three (3) month pass: Six (6) month pass: Annual pass: N/A Maximum one (1) week Maximum two (2) weeks N/A Director s Authority 5. a) The Director of Parks, Recreation and Culture (the Director ) is authorized to administer this Bylaw. b) The Director may provide facility passes for promotional purposes and is authorized to negotiate contracts for facility use with individuals, groups, organizations or businesses. 6. The Parks, Recreation and Culture Fees and Charges Bylaw 2400, 2015, and all amendments are hereby repealed. Page 3 of 16
Charges Bylaw 2438, 2016 Page 2 of 10 READ a first time the 3 rd day of March, 2016. READ a second time the 3 rd day of March, 2016. READ a third time the 3 rd day of March, 2016. Third reading rescinded the 17 th day of March, 2016. Amended the 17 th day of March, 2016. READ a third time the 17 th day of March, 2016 ADOPTED the day of, 2016 David J. Formosa, Mayor Marie Claxton, City Clerk Page 4 of 16
Charges Bylaw 2438, 2016 Page 3 of 10 Schedule A RECREATION COMPLEX GENERAL ADMISSION FEES (TAXES included) (Swimming, Skating, Drop-in Hockey, Fitness Gym and Drop-in Aerobics Classes) INFANT 0-3 yrs CHILD 4-12 yrs YOUTH 13-18 yrs ADULT 19-59 yrs SENIOR 60-84 yrs & STUDENT 19-25 yrs SUPER SENIOR 85+ yrs FAMILY 2 adults & 4 dependents # of Suspension s allowed Single Visit $0.00 $3.40 $4.65 $6.10 $5.15 $4.65 $12.65 n/a 10-Visit 0.00 30.60 41.70 54.70 46.35 41.70 114.00 n/a 30-Visit 0.00 85.00 115.90 151.95 128.75 115.90 316.75 n/a 1 Month 0.00 37.40 51.00 66.85 56.65 51.00 139.38 n/a 3 Month 0.00 91.45 120.50 158.00 133.90 120.50 329.40 6 Month 0.00 156.35 213.20 279.55 236.90 213.20 582.75 1-max 1 week each 2-max 2 week each 12 Month 0.00 295.70 403.25 528.70 448.05 403.25 1,102.20 3-max 2 week each FAMILY SKATE SPECIAL 18.55 (Includes admissions & skate rentals) COMMERCIAL FITNESS Drop In Fee $15.00 CORPORATE PASSES # of Suspensions allowed 10-Visit $52.00 n/a 30-Visit 144.20 n/a 1 Month 63.65 n/a 3 Month 150.50 6 Month 266.25 12 Month 503.50 1-max 1 week each 2-max 2 week each 3-max 2 week each Page 5 of 16
Charges Bylaw 2438, 2016 Page 4 of 10 OTHER SERVICES Skate Rental $2.80 Skate Helmut Rental 25.20 Skate Sharpening No Charge Coin Lockers - Small.25 Coin Lockers - Large.50 Childminding Drop In 3.25 Childminding-2 nd child 1.75 same family Childminding 10 Tickets 28.35 Pickle Ball 2.00 Table Tennis 2.00 Membership ID renewal card 5.25 Page 6 of 16
Charges Bylaw 2438, 2016 Page 5 of 10 Schedule B Hourly Rental Rates Definition of Terms DEFINITIONS: Unless specifically defined in another section, the following definitions apply: Age Classifications Infant: Child: Youth: Student: Adult: Senior: Super Senior: Family: 0-3 years inclusive 4-12 years inclusive 13-18 years inclusive 18-25 years fulltime student with valid ID 19-59 years inclusive 60-84 years inclusive 85 years and over 1 to 2 adults of the same household and their dependent children age 18 Commercial: Any individual, company or organization engaged in the pursuit of business for profit through the use of Parks, Recreation and Cultural facilities. Community Organization: A Powell River based non-profit, non-restricted membership group or organization whose activities are consistent with the goals, objectives and standards of the City. Events with admission by donation are included. Fees for recovery of our costs may be charged to participants. Private: Any individual or organization which does not meet the requirements of the "Community Organization" or "Commercial" definitions LIABILITY INSURANCE All individuals and organizations who utilize City of Powell River facilities must provide proof of insurance in the amount of at least $2 million, which names the City of Powell River as an additional insured, at the time of booking. Individuals and organizations that cannot provide proof of insurance will be required to purchase liability insurance (minimum $2 million). The fee is determined by the insurance company and is based on the type of activity and the number of participants. SOCAN FEES: A Tariff 8 licence gives you the right to publicly perform Works (any or all of the musical works in SOCAN S repertoire) at receptions, conventions, assemblies and fashion shows at your establishment. CANCELLATION POLICY: A minimum of 14 days is required for notice of cancellation for all facility rentals in order to be eligible for a refund. RECREATION PROGRAMS & LESSONS SETS: Standard fees and charges for all recreation program services are established on the basis that the fees from an optimum number of program registrants will offset the direct costs of the program. Direct costs are costs that would not be incurred unless the program was provided (e.g. program planning and administration, instructor, program supplies, bus rental, food). EFFECTIVE DATES: These rates will be in effect April 1, 2016 unless otherwise noted for a specific item. Page 7 of 16
Charges Bylaw 2438, 2016 Page 6 of 10 Schedule C FACILITY RENTAL RATES Rental Rates are hourly unless noted. All rates include taxes. Ice Rentals: Fall/Winter (Sept 1 to the day before the first day of Spring Break). ARENA & RINK ICE Non-Prime Prime Community Youth $73.15 $91.40 Community Adult $144.20 $211.05 Private $180.25 $259.70 Commercial or Admission Charged $257.50 $331.15 Ice cleaning per 15 minutes $22.19 $22.19 Ice Rentals: Spring/Summer (first day of Spring Break to August 31) ARENA & RINK ICE Community Youth $82.40 Community Adult $195.70 Private $236.90 Commercial or Admission Charged $298.70 Ice cleaning per 15 minutes $22.19 WINTER WONDERLAND Hourly Rate Includes Skate Rentals Includes 1 staff Includes 2 staff Includes 3 staff Includes 4 staff $250.00 (0 50 people) $290.00 (51 100 people) $330.00 (101 150 people) $370.00 (151 200 people) ARENA & RINK: DRY FLOOR Community Youth $41.80 Community Adult $67.00 Private $79.45 Commercial or Admission Charged $309.50 Set up time for dry floor commercial $44.55 Daily Rate = 8 X Applicable Hourly Rate (24 Hour maximum) Page 8 of 16
Charges Bylaw 2438, 2016 Page 7 of 10 STORAGE, LOCKERS, EXCLUSIVE USE SPACE Annual Rate Rink Lockers $286.80 Storage Rooms $860.45 Minor Hockey Equipment Room $1,547.70 Arena Storage Room $1,547.70 Regals Dressing Room $1,547.70 Notes: - Facility Use Licenses will be issued. - Renters must provide contents insurance. SPORTS TEAM FIELD FEE Annual rate per player Youth Sports $10.00 Adult Sports $19.85 Adult Sports Admission charged or by donation $24.30 Private $48.55 Commercial $58.35 Notes: - Winter sports payable October 15 th of current year - Spring & Summer sports payable May 15 th of current year AQUATIC CENTRE - POOL (6 lanes) Community Youth $98.30 Community Adult $151.75 Private Schools $102.35 Swim Club $74.25 Private $121.55 Commercial $197.55 Additional lifeguard calculated @ wage + overhead ONE LANE OR EQUIVALENT Community Youth $16.40 Community Adult $24.85 Commercial $37.25 Notes: - All rates are hourly. RECREATION COMPLEX - ARBUTUS/UPPER OR LOWER FOYER Community Youth $26.50 Youth Private $30.55 Community Adult $30.90 Adult Private $38.55 Commercial $51.80 Set-up fee flat rate $92.70 Technician wages + overhead $38.72 Daily Rate = 8 hr X applicable hourly rate (24 hr maximum) Page 9 of 16
Charges Bylaw 2438, 2016 Page 8 of 10 KITCHEN Youth/Adult Social (includes non-profit groups) $20.05 Commercial or Admission Charged per hour $29.65 Kitchen Flat Rate with Room Rental $55.70 Daily Rate = 8 hr X applicable hourly rate CEDAR Community Youth $24.15 Youth Private $27.75 Community Adult $31.25 Adult Private $36.45 Commercial $63.35 Use of kitchen flat rate with room rental $55.70 Damage Deposit $500.00 SOCAN fee as per SOCAN requirements Tech wages + overhead, set-up fee hourly $38.72 Daily Rate = 8 hr X applicable hourly rate (24 hour maximum) ARBUTUS & CEDAR COMBINED Community Youth $44.65 Youth Private $57.90 Community Adult $68.90 Adult Private $83.55 Set-up fee $120.45 Commercial $92.70 Use of kitchen flat rate $55.70 Damage Security Deposit $500.00 Tech wages + overhead, set-up fee hourly $38.72 Daily Rate = 8 hr X applicable hourly rate (24 maximum) SOCAN fee as per SOCAN requirements ELM, POPLAR, POOLSIDE, SPRUCE, REHEARSAL, MAPLE, DOGWOOD ROOMS & ARENA/RINK LOBBIES Community Youth $13.70 Youth Private $23.45 Community Adult $20.85 Adult Private $24.15 Commercial $31.55 Community Meetings (max 2 hrs per each) $30.10 Tech wages + overhead, set-up fee hourly $38.72 Use of kitchen flat rate with room rental $55.70 DAMAGE DEPOSIT $500.00 Daily Rate = 8 hr X applicable hourly rate (24 hour maximum) Page 10 of 16
Charges Bylaw 2438, 2016 Page 9 of 10 EVERGREEN THEATRE Community Youth $21.05 Youth Private $25.41 Community Adult $31.50 Adult Private $39.32 Commercial, Admission/Donations Chg(*FOH &Tech to be added) $78.65 Rehearsals (2 free rehearsals per performance) max 4 hrs each $0.00 Additional Rehearsal time per hour $14.70 Extended Theatre User Fee (flat fee) $414.80 Ticket surcharge $2.10 Front of House $22.27 Receptionist $38.40 Poster distribution 80.33 Tech wages + overhead, set-up fee hourly $38.72 SOCAN fee as per SOCAN requirements Daily Rate = 8 hr X applicable hourly rate (24 hour maximum) DWIGHT HALL SUPPER ROOM, DANCE STUDIO, LODGE ROOM Community Youth $20.70 Youth Private $21.70 Community Adult $26.90 Adult Private $30.15 Commercial Meetings $34.95 Damage Deposit $500.00 CUPE Office: In accordance with the Collective Agreement MAIN HALL (includes supper room and kitchen) Community Youth $44.70 Youth Private $57.90 Community Adult $68.90 Adult Private $81.20 Commercial or Admission/Donations Charged $120.45 Weddings, Socials and Non-Profit Fundraisers $753.65 Commercial or Admission/Donations Charged per event $935.80 Damage Security Deposit $500.00 SOCAN fee as per SOCAN requirements STORAGE Annual Fee Large 56 sq ft $240.61 Medium 40 sq ft $161.14 Small 10 sq ft $42.95 RECREATION COMPLEX OVERNIGHT CAMPING Tents, Trailer, Camper or Recreational Vehicle Site Garbage Service $19.95/night/unit Page 11 of 16
Charges Bylaw 2438, 2016 Page 10 of 10 PARKS/MUNICIPAL PROPERTIES Community No charge Commercial - Outdoor Fitness Classes $270.00/yr Parks Commercial or Admission/Donations Charged $257.30/day Willingdon Beach Stage $44.55/day Willingdon Beach electrical hook-ups-per hook-up, 2 hr $26.30/day max Willingdon Beach electrical hook-ups for daily events $111.40/day Use of portable sound system $51.50/day Deposit portable sound system $50.00 Additional services billed @ wage + overhead SPIRIT SQUARE/WHARF @ WESTVIEW Community No charge Spirit Square Commercial or Admission Charged $270.50/day Spirit Square Stage $44.55/day Spirit Square electrical hook-ups per hook-up- 2hr $26.30/day max Portable Benches located to site (seating 100 approx) $300.00/set Use of portable sound system $51.50/day Deposit portable sound system $50.00 Additional services billed @ wage + overhead PORTABLE BLEACHERS Bleacher onsite relocation flat fee per set $130.00 MISCELLANEOUS CHARGES Projector $20.00 Cancellation Fee $10.00 Facility table clothes (per cloth) $3.00 DONATIONS Park Bench $2,500.00 Picnic Table $4,000.00 Tree $500.00 Page 12 of 16
CITY OF POWELL RIVER MEMORANDUM File No. 3900-20-2438 DATE: March 17, 2016 TO: FROM: Mayor and Council Marie Claxton, City Clerk SUBJECT: Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016 Recommendation: That third reading of Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016 be rescinded. Recommendation: That Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016 be amended by striking out $50.00 in Schedule C Donations Tree and inserting $500.00. Recommendation: That Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016 be read a third time. Recommendation: That a Special Council meeting be held on March 31, 2016 immediately following the Finance Committee meeting to adopt Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016. The report dated February 25, 2016 from the Director of Parks, Recreation and Culture regarding Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016 (the Bylaw) recommends that the price for a tree donation be $500. The Bylaw as read a first, second and third time on March 3, 2016 states the price as $50. This is an error. The Director has confirmed it should be $500 as indicated in the report. The Bylaw should be corrected before adoption. The legislation requires one clear day between third reading and adoption. The Bylaw has an effective date of April 1, 2016. In order to be in effect by that date, a Special Council meeting is necessary for Council to adopt the Bylaw. Marie Claxton, City Clerk Page 13 of 16
CITY OF POWELL RIVER REPORT File No. 3900-20-2438 DATE: February 25, 2016 TO: FROM: Mayor and Council Ray Boogaards, Director of Parks, Recreation and Culture SUBJECT: Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016 RECOMMENDATION: That the Parks, Recreation and Culture Fees and Charges Bylaw 2438, 2016, effective April 1, 2016, be considered for three readings and adoption. CHIEF ADMINISTRATIVE OFFICER S COMMENTS: I concur with the recommendation. Marie Claxton, Deputy CAO ORIGIN/PURPOSE: To consider the draft 2016-2017 Parks, Recreation and Culture Fees and Charges Bylaw. BACKGROUND: Every year Council must consider if a new Fees and Charges Bylaw is required for the Department of Parks, Recreation and Culture. For the 2016-2017 Fees and Charges Bylaw, staff are recommending a general increase of three (3%) percent for most services provided by the Department. All changes in the attached draft Bylaw will be highlighted in red. STRATEGIC PRIORITY: The following Council strategic priorities are related with the introduction of this revised Fees and Charges Bylaw. Strategic Priority #1: Live Within Our Means. The City will strive towards long-term financial sustainability and best practices in internal processes. Strategic Priority #3: Economic Revitalization Plan. The City will facilitate, promote and develop community economic resiliency and vibrancy. Strategic Priority #4: Sustainability. The City will be a leader in increasing our environmental, social/cultural and economic sustainability. Strategic Priority #6: Enhanced Recreational Services. The City will facilitate, encourage and provide enhanced recreational services in the region. Page 14 of 16
Parks, Recreation and Culture 2 of 3 February 25, 2016 Fees and Charges Bylaw 2438, 2016 EXISTING POLICY: Changes to the Department of Parks, Recreation and Culture Fees and Charges Bylaw must receive Council approval. ANALYSIS AND IMPACT: Fees & Charges Increase and Additional Changes To address the increased costs that are expected or have already occurred, staff are recommending a general increase of 3% in most areas of the Schedule of Fees and Charges. In addition to the general 3% percent increase, staff want to highlight additional changes that are being recommended as part of the Schedule of Fees and Charges: 1. Director s Authority: To improve internal efficiencies, staff are recommending giving additional authority to the Director of Parks, Recreation and Culture as follows: The Director may provide facility passes for promotional purposes and is authorized to negotiate contracts for facility use with individuals, groups, organizations or businesses. 2. 3. Schedule A - General Admission Fees: Corporate Passes: Under the current bylaw, corporate membership pass holders receive greater discounted rates based on the number of employees a business has. To be more equitable, staff are recommending that fees be the same for all businesses and not be determined by the number of employees they have. Addition of Other Service Fees During the past year, new service programs have developed that are popular and that have introduced new revenue streams. Staff is recommending introduction of the following new admission fees: Pickle Ball Table Tennis $2.00 Drop-In $2.00 Drop-In 4. Schedule B Hourly Rental Rates Definition of Terms In past years the Department s schedule of fees and charges has never addressed how program fees are established as required in the Community Charter, therefore, a new definition is proposed as follows: Recreation Programs & Lesson Sets: Standard fees and charges for all recreation program services are established on the basis that the fees from an optimum number of program registrants will offset the direct costs of the program. Direct costs are costs that would not be incurred unless the program was provided (e.g. program planning and administration, instructors, program supplies, bus rental, food). 5. Schedule C Facility Rental Rates Winter Wonderland: Due to public feedback, staff recommends reducing the hourly fees charged for larger groups with 101-150 participants from $369.75 per hour to $330.00 per hour, and reducing the hourly fees charged for groups with 150-200 people from $409.95 per hour to 370.00 per hour in 2016 2017. Page 15 of 16
Parks, Recreation and Culture 3 of 3 February 25, 2016 Fees and Charges Bylaw 2438, 2016 Set-Up Fee: Arbutus/Upper or Lower Foyer, Cedar Room, Arbutus/Cedar Room, Poolside, Spruce, Rehearsal, Maple, Dogwood, Arena/Rink Lobbies. This and the next portions are together. Tech Wages and Overhead Fees: To reflect the wage increase, it is proposed to increase the flat hourly rate from $37.96 to $38.72 per hour. Evergreen Theatre: To reflect the wage increase, it is proposed to increase fees assigned to the theatre rentals as follows: Poster Distribution From a flat fee of $75.00 to $80.33 Front of House Wages From $21.83 to $22.27 per hour Reception Wages From $37.65 to $38.40 per hour Donations: To include the pricing for popular gifts currently not included in the bylaw. Park Bench $2,500 Picnic Table $4,000 Tree $ 500 FINANCIAL IMPACT: The proposed changes to the 2016-2017 Fees and Charges Bylaw will assist in generating additional revenues to off-set increased operating costs for the City STAFF TIME/INPUT: Approximately eight hours of staff time were used to prepare this report. PUBLIC CONSULTATION: The staff report will be included on the Council agendas that are available on the City s website. OPTIONS: 1. Approve the recommended 2016 2017 Fees and Charges Bylaw as proposed. 2. Direct that the 2015-2016 Fees and Charges Bylaw be adopted for 2016-2017 without change. 3. Direct staff with respect to amendments of the 2016 2017 Fees and Charges Bylaw. Respectfully submitted, Ray Boogaards Director of Parks, Recreation and Culture RB/nr Attachment(s) Page 16 of 16