CITY COUNCIL: Consideration of Updated Fees for the Use of Vista Lobos

Meeting Date: April3, 2012
Prepared by: Heidi Burch Asst. City Administrator


City Council
Agenda Item Summary

Name: Consideration of updated fees for the use of Vista Lobos.

Description: The City Council has received requests for fee waivers or reductions from three of the current user groups at Vista Lobos. In addition to the rates being unaffordable for the current users, upon examination, rates were found to vary greatly. As such, staff is proposing Council adopt new rates rather than approve waivers.

Financial Impact: The financial impact is dependent upon the rates Council chooses to implement, though the estimated reduction in revenue to the City is only a few thousand dollars annually.

Staff Recommendation: Adopt new fees for the use ofVista Lobos in lieu of fee waivers or reductions to specific groups.

Important Considerations: Vista Lobos is currently the City's only "community room." The users of the facility have been utilizing the space for a number of years and are currently unable to afford the rates adopted in July 2011. These groups all provide services that benefit the community.

Decision Record: On July 12, 2011, City Council adopted Resolutions approving revisions to the Planning and Building and the Community Services fee schedules.

Reviewed by:

Jason Stilwell, City Administrator, Date


CITY OF CARMEL-BY-THE-SEA
DEPARTMENT OF COMMUNITY PLANNING AND BUILDING
STAFF REPORT

TO: MAYOR MCCLOUD AND COUNCIL MEMBERS
THROUGH: JASON STILWELL, CITY ADMINISTRATOR
FROM: HEIDI BURCH, ASST. CITY ADMINISTRATOR
DATE: MARCH 28,2012
SUBJECT: CONSIDERATION OF UPDATED FEES FOR THE USE OF VISTA LOBOS

BACKGROUND
The City Council originally discussed the issue of waivers and/or reductions to fees for the use of Vista Lobos at its February 7, 2012 meeting. Staff was directed to come back to a subsequent
Council meeting with a proposed schedule of reduced user fees.

In July 2011, the Council adopted resident and non-resident fees for the use ofVista Lobos.

These current adopted fees for use of Vista Lobos are as follows:

Description Fee
Vista Lobos Rm only $110 - 4 hours (Residents)
$150-4 hours (Non residents)
Vista Lobos Rm and $11 0 - 4 hours (Residents)
kitchen $150-4 hours (Non residents)
The current hourly rate for the room equates to $27.50 per hour. Prior to July 2011, the hourly
rate for the use of the facility equated to $13.75 for all users. At that time, none ofthe users
expressed difficulty paying the rate.
The facility is presently available from 7a.m. to 9:30p.m., 7 days a week. Groups are paying
between $2.30 and $55 per hour for use of the facility. All of the current users are non-profit
groups.
The three user groups that are now asking that the Council determine a more affordable rate for
the use of the facility are Science of the Soul, Sun Street Centers and Good Morning Carmel AA
Group. Each of the groups has offered to pay the following amounts:

Science of the Soul offered to pay a rate of$23.33 an hour in their letter dated September 15,
2011 (Attachment A).
Sun Street Centers, offered to pay the old rate of $13.7 5 per hour in their letter to the City
(Attachment B).
And Good Morning Carmel (the only daily user of the facility) at the February Council meeting
offered to pay $7 per hour.
Each of aforementioned three groups notes that it tidies the facility and two contribute to the cleaning of the restrooms. Good Morning Carmel, the only group utilizing the kitchen, also cleans the kitchen after each of their meetings.

EVALUATION
As requested by Council, staff researched rental rates for a number of surrounding venues and
agenctes.
Rates for the use of the Sunset Center, for facilities in the neighboring cities of Pacific Grove and
Monterey were reviewed and are attached for reference. (Attachment C). They varied greatly and
took into account peak and off peak hours, weekend rates, resident vs. non-resident rates, cosponsored,
directly sponsored, reciprocal use arrangements, non-profit and for profit rates to
name a few of the variables. Given the diversity of criteria in establishing rates, the ranges also
vary greatly. For example, rental fees ranged from $12 to $2500 in P.G. and $25-$115 per hour
in Monterey.
When the Council was presented with the proposed increased rates last July, the interim City
Administrator did a cursory evaluation of the costs to support the facility and included all costs,
i.e. incurred, sunk and opportunity costs. Pending a more thorough cost analysis, staff
recommends Council adopt an hourly rental rate between the old rate of $13.7 5 and the new of
$27.50.
As was expressed at the February meeting, Council was particularly concerned with Good
Morning Carmel's ability to pay the increased fees. In conducting research, staff found that
Alcoholics Anonymous groups in other cities were typically utilizing churches for their
meetings, though some met in City facilities. The rates paid range from $9.25 per hour at the
Oldemeyer Center in Seaside to $17.30 at the P.G. Youth Center/ Park Little House. (Attachment
D).
The AA groups, in accordance with guidelines established by the national organization, receive
contributions from their members at every meeting to offset the cost of the meeting rooms. As
noted by the Carmel group, daily attendance ranges from 50+ during the week to 1 00 on the
weekend days. The Carmel group uses Vista Lobos from ?a.m. to 8:45a.m. daily. A
representative from the group offered to pay $7.00 per hour or $14.00 per meeting at the last
Council meeting. Staff, however, wishes to reduce the financial burden of the group and
60
recommends a further reduced rate of $1 0 per meeting be extended to the AA group for the use
of Vista Lobos. This $10 fee should be readily offset by the contributions.
FISCAL IMPACT
The reduction in revenue to the City is dependent upon the actual rates adopted by Council,
though would amount to about only to several thousand dollars annually.
RECOMMENDATION
Pending a thorough cost analysis, staff recommends Council adopt an hourly rental rate between
the old rate of$13.75 and the new of$27.50. At a later date and with Council direction, staff can
analyze different rate structures for non-resident and for-profit groups.
Additionally, staff requests that the rate be reduced even further to $10 per meeting for the only
daily user of the facility, Good Morning Carmel.
Finally, staff requests that the new rates be retroactive to July 1, 2011, so that we may reconcile
the accounts and alleviate the bulk of the outstanding balance for the groups.

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION 2012-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA ADOPTING A FEE SCHEDULE FOR THE USE OF VISTA LOBOS

WHEREAS, on July 12, 2011, the Council adopted resident and non-resident fees for the use of Vista Lobos; and

WHEREAS, three of the Vista Lobos user groups have requested that the Council determine a more affordable rate for the use of the facility; and

WHEREAS, staff has done a fee comparison with similar facilities in neighboring cities to determine a schedule that is fair and affordable to the user groups at Vista Lobos.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES:
1. Adopt an hourly rental rate of:XXXX for the use of Vista Lobos.
2. Adopt a rental rate of $10 per meeting for the only daily user of the facility,
Good Morning Carmel.
3. That these new rates be retroactive to July 1, 2011.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMELBY-
THE-SEA this third day of Apri12012, by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
SIGNED:
SUE McCLOUD, MAYOR
ATTEST:
Heidi Burch, City Clerk
Attachment "A" 62
Colleen Sweet
Post Office Box 7562
Carmel, California 93921
831-624-5995
toutesweet@sbcglobal.net
September 15, 2011
Carmel-by-the-Sea
City Council
Post Office Box CC
Carmel, CA 93921
Attention: Molly Laughlin
Dear Ms. Laughlin:
I am writing this letter on behalf of the non-profit group, Science of the Soul, in
regards to the increase in the use fee for the Vista Lobos Room from $55 per
week to $110 per week.
Our group has been making use of the Vista Lobos Room on a weekly basis for
around 12 years now, with the exception of the period when the CFD was there
for a year in 2005-2006. We are a small gathering of 10 and 20 people who are
very grateful to have a space to come to each week to share time together.
We understand this space needs to be rented at a rate that is equitable for the
City of Carmel. It would be within our means to increase the weekly payments to
$70 if this would be fair and reasonable for the City. As a group, we have been
bringing our own cleaning and restroom supplies to cut down on the cost to the
City and we make a point of leaving the room and restroom clean for those following
us.
Thank you for giving me the opportunity to present our request before the City
Council on October 4th.
Sincerely yours,
~·L-uz-
Colleen Sweet
Attachment "B" 63
11 Peach Drive
Salinas, California 93901
Molly Laughlin
City of Carmel-By· The-Sea
P.O. BoxCC
Carmel, CA 93921
Dear Ms Laughlin
This letter is regarding the fee increase to Sun Street Centers for use of the Vista Lobos room.
The reason Sun Street Centers requested the use of Vista Lobos, is for the access of the residents
of Carmel who have been referred to our agency by the court system. We had many request from
Carmel residents to have groups, which are held once a week, four times a month in the City,
without the use of Vista Lobos Carmel residents would have to drive to Seaside for the groups.
Driving to Seaside for our clients can be almost impossible as they have had their drivers license
either suspended or extremely restricted.
We presently use one room, once a week, four times a month, for a fee of $220.00 per month,. The
room never has more than 15 clients, one counselor, at a time, the only thing we use in the room
are the chairs, we do not have use of anything else in the room and the counselor makes sure
everything is neat, tidy and secure before she leaves for the night.
We are requesting Sun Street Centers continue paying the $220.00 per month we presently pay
without a fee increase.
Thank you,
.Atattie J~6iluj
Marie Kassing
Deputy Director of Programs
Sun Street Centers
Attachment "C" 64
Included in Room Rental Fee
or 8' folding banquet tables and card tables. **Each room
includes a certain number of tables and chairs. If additional
are needed, supplemental charges will be applied. See
for additional fee based options for costs.
NOTE: Room use prior to 8:00 AM and after 5:00 PM weekdays and Saturdays will be charged an
ltional hourly rate of $35 per hour. Any Sunday and Holiday hours will be charged at a
premium rate.
Additional Options- Fee Based
TV-26M $25.00 Overhead Projector $15.00
TV- 50u Plasma $100.00 Slide ProJector $15.00
Table - 24" Round $8.00 Media Projector $75.00
Table - 24" Round (Tall) $8.00 Portable Screen $10.00
Media Package: Projector,
Table- 8' BanQuet $8.00 Laptop and Screen $150.00
Table- 6' BanQuet $5.00 VCR/DVD $15.00
Table- 36" Round $8.00 Wireless Internet $25.00
Table- 36" Round (Tall) ~e.oo PA System/other audio As ouoted
Table - 60" Round $10.00 Risers 1-2 $40.00
Tablecloths As Quoted Risers 3-4 $80.00
25' Red Carpet $40.00 Risers 5+ $120.00
Portable Bar $30.00 1 o· X 1 0' Canopy $100.00
65
01-4670
CLASS I
CLASS
lA
CLASS
II
Updated June 15, 2011
City of Pacific Grove
Master Fee Schedule FY 2011-12
FACILITY RENTAL
Pacific Grove Recreation Department programs and activities or events
that are co-sponsored by the Recreation Department and a non-profit
recreation organization. Official City of Pacific Grove activities and those
of any other public agency that has a reciprocal use arrangement with the
City.
Hourly Rental Charges- Weekdays from 8:00a.m. to 5:00p.m.
All facilities EXCEPT Meals On Wheels
Meals On Wheels
Hourly Rental Charges- Weekday Evenings from 5:00p.m. to 9:30
p.m. and Weekends and Holidays from 8:00a.m. to 11:00 p.m.
All facilities EXCEPT Meals On Wheels
Meals On Wheels, Main Room (Minimum of 4 hours)
Meals On Wheels, Jewell/Health & Fitness Rooms (Minimum of2 hours)
Meals On Wheels, View Room (Minimum of2 hours)
Organizations that have received City authorization to use facilities at a
reduced fee. Such organizations must meet the following requirements:
1) Must have a tax exempt status granted by the IRS and donations or gifts to
the organization must be exempt from state and federal income faxes.
2) Must provide a recreation or social service program to a major segment
of the community, and a majority of those served must be Pacific Grove
residents.
3) Must establish, to the satisfaction of City, that it would not be practical to
charge a fee for the program stif.ficient to cover reasonable operating costs.
4) Must establish, to the satisfaction of City, that it does not have resources
sufficient to pay standard City rental rates. Furthermore, the organization
must certify that no funds raised from within Monterey County are sent
outside the County {other than reasonable dues to a parent orKanization).
Hourly Rental Char2es- Weekdays from 8:00a.m. to 5:00p.m.
Community Center Lebeck Room
Community Center, Kuwatani/Scout Room
Chautauqua Hall Facility
Youth Center
Jewell Park (parties per hour; support group per use)
Meals On Wheels Facility
Hourly Rental Charges- Weekday Evenings from 5:00 p.m. to 9:30
J!.m. and Weekends and Holidays from 9:00a.m. to 11:00 p.m.
Community Center, Lebeck Room
Community Center, Kuwatani/Scout Room
Chautauqua Hall Facility
Youth Center
Jewell Park (parties-per hour; support group-per use)
Meals On Wheels, Main Room (Minimum of 4 hours)
Meals On Wheels Jewell/Health & Fitness Rooms (Minimum of2 hours)
Meals On Wheels, View Room (Minimum of2 hours)
Meetings or activities on a recurring schedule with a minimum of 40
meetinKs per year and all schedulinK done in advance.
Hourly Rental Cbar2es- Weekdays from 8:00a.m. to 5:00 p.m.
Community Center, Lebeck Room
RENTAL FEES
No Charge
Not Available
No Charge
$45
$45
$45
RENTAL FEES
$12
$12
Not Available
Not Available
$15
Not Available
$33
$25
Not Available
$33
$15
$45
$45
$45
$35
Page21
66
ACCT#
01-4670
CLASS
III
CLASS
III
Updated June 15,2011
City of Pacific Grove
Master Fee Schedule FY 2011-12
FACILITY RENTAL
Community Center, Kuwatani/Scout Room
Chautauqua Hall Facility
Youth Center
Jewell Park (parties-per hour; support groups-per use)
Meals On Wheels, Main Room (Minimum of 4 hours)
Meals On Wheels, Senior Citizens Room (Minimum of2 hours)
Meals On Wheels Meeting Room (Minimum of2 hours)
Hourly Rental Charges- Weekday Evenings from 5:00p.m. to 9:30
p.m. and Weekends and Holidays from 9:00a.m. to 11:00 p.m.
Community Center, Lebeck Room
Community Center, Kuwatani/Scout Room
Chautauqua Hall Facility
Youth Center
Jewell Park (parties-per hour; support groups-per use)
Meals On Wheels, Main Room
Meals On Wheels, Jewell/Health & Fitness Rooms
Meals On Wheels View Room
Programs, activities, meetings, parties, or events which do not meet the
criteria of Classes I, !A, or II, such as private parties, weddings, receptions,
potluck dinners, political, union, or commercial activities.
Hourly Rental Charges- Weekdays from 8:00a.m. to 5:00 p.m.
Community Center, Lebeck Room
Community Center, Kuwatani/Scout Room
Chautauqua Hall Facility
Youth Center
Jewell Park (parties-per hour; support groups-per use)
Lovers Point, Berwick Park, Jewell Park Gazebo, and El Marie Dyke
Gazebo Reservation Fee:
1-100 Persons {100 maximum, with 2 hour minimum)
George Washington Park and Arnett Park Picnic Facilities
1- 50 persons
51+ persons
Meals On Wheels, Main Room
Meals On Wheels, Senior Citizens Room
Meals On Wheels, Meeting Room
Hourly Rental Charges-Weekday Evenings RESIDENT FEE
from 5:00p.m. to 9:30p.m. and Weekends and
Holidays from 9:00a.m. to 11:00 p.m.
Community Center, Lebeck Room (Minimum of 4 $400
hours)
Community Center Lebeck Room- Security Deposit $500
Community Center, Lebeck Room- Per Hour after 4 $75
hours
Community Center, Kuwatani/Scout Room $40
(Minimum of2 hours)
Chautauqua Hall Facility (First 4 hours) $1,500
Chautauqua Hall Facility- Security Deposit $500
Chautauqua Hall Facility- Per Hour after 4 Hours $150
Youth Center $400
Jewell Park (parties-per houf' support groups-per use) $15
RENTAL FEES
$25
Not Available
$35
$15
Not Available
Not Available
Not Available
$35
$25
Not Available
$35
$15
$45
$45
$45
$45
$33
Not available
$45
$15
$100 + Deposit
$50
$100
Not Available
Not Available
Not Available
NON-RESIDENT FEE
$800
$500
$75
$45
$2,500
$500
$150
$800
$15
Page 22
67
CLASS
III
City of Pacific Grove
Master Fee Schedule FY 2011-12
Hourly Rental Charges- Weekday Evenings RESIDENT FEE
from 5:00 p.m. to 9:30 p.m. and Weekends and
Holidays from 9:00 a.m. to 11:00 p.m.
Meals On Wheels, Main Room (Minimum of 4 hours) $500
Meals On Wheels- Security De}Josit $500
Meals On Wheels -Per Hour after 4 Hours $75
Meals On Wheels, View Room (Minimum of2 hours) $45
Lovers Point, Berwick Park, Jewell Park Gazebo, and $150 +Deposit
Elmarie Dyke Gazebo reservation fee per hour. (2 Hr
Min)
HOLIDAYS
NON-RESIDENT FEE
$1,000
$500
$75
$45"
$150 +Deposit
Rental facilities will not be available on the following days: New Year's Eve, New Year's Day, Martin Luther King Day,
President's Day, Easter Sunday, Memorial Day, Cesar Chavez Day, Independence Day, Labor Day, Admission Day,
Columbus Day, Veterans' Day, Thanksgiving Day and the day following, Christmas Eve and Christmas Day.
RESERVATIONS
No verbal reservations will be accepted. Class III reservations will be made on a first-come, first-served basis at a
maximum of six months and a minimum of 10 working days prior to use. Facility is not reserved until all fees have been
paid and a contract has been executed. Cancellations result in loss of deposit and insurance fees. No refunds if cancelled
within 10 business days of event. Park fees allow for a two-hour time block; deposit refund to be made within thirty days
following event if City determines no damage resulted from usage.
68
RENTAL POLICIES
1. The City may require appropriate deposits or extra payments for special charges incurred.
2. The Charge for Class IA is intended to help cover City costs for building maintenance and utilities related to the
activity. All use under Class 1 and lA shall be scheduled at a time convenient to the City in order to minimize expenses. Any
Class lA group requesting to use the facilities at a time when on-duty staff is not available will be charged a rental fee of $13.00
per hour to cover staffing and other costs. Groups in Class 1 and lA are expected to clean facilities after use. A minimum cleanup
fee of$30.00 will be charged iffacilities are not cleaned to City's satisfaction.
3. All renters of City facilities shall complete a rental application and have it on file with the Recreation Department.
City facilities may not be sublet without the express authorization of City.
4. All senior citizen nutrition programs serving Pacific Grove residents are exempt from rental fees and charges.
5. The renter agrees to indemnify and hold hannless the City of Pacific Grove, its agents, employees, or any other person
against loss or expense, including attorney's fees, by reason of the liability imposed by law upon the City, except in cases of the
City's sole negligence, for damage because of bodily injury, including death at any time resulting therefrom, sustained by any
person or persons, or on account of damage of property are due Clr claim to be due to any passive negligence of the City, its
employees or agents, or any other person. It is further understood and agreed that the renter shall, at the option of the City, defend
Updated June 15, 201 I
City of Pacific Grove
Master Fee Schedule FY 2011-12
Page24
the City of Pacific Grove with appropriate counsel, and shall further bear all costs and expenses, including the expense of counsel
in the defense of any suit arising hereunder. '
6. Offi~ial Pacific Grove :yout? groups, un~er 18 years of age, will ~ allowed to use City facilities as Class I (no charge),
scheduled at a ttme when a supervtsor ts on duty, wtth the approval of the City Manager, for activities on a space available basis.
Examp.les of qualified users would be the PONY Baseball League, Pop Warner league, Girl Scouts, Boy Scouts, Cub Scouts and Browmes.
7. The .C!ty will provide ~iqu?r liability i~surance to cover events held in City facilities at which alcoholic beverages are consumed. Individuals and orgamzat10ns responsible for such events shall pay a prorated share of the cost for such insurance as may be determined from time to time by the City insurance carrier. '
8. If the person or organization imposes a cover charge, sells alcoholic beverages, or otherwise comes under the jurisdiction of the State Department of Alcoholic Beverage Control, the City must be provided with evidence of a valid license
from the State Department of Alcoholic Beverage Control.
9. Upon presentation of receipts or other proof of having used The Old Bath House Restaurant or the Point Pinos Grill as part of an event that includes the rental of a City Facility, the group or individual who rented the facility shall be reimbursed twenty percent (20%) of the facility rental fee paid.

PARKS AND RECREATION
Schedule of Fees
Parks&Rec Page 1
AA/12-Step Fees
Monterey Peninsula
Place Avg. Fee/Month
St. Angela Church-PG $40-50
PG Youth Center/Jewell Park Little House $60-75
St. James Church- Monterey $50
St. Timothy Church- Monterey $50
Monterey Fellowship Church-Monterey $50
Cypress Community Church-Monterey $50
Oldemeyer Center-Seaside $40-60
St. Francis Xavier Church-Seaside $45-50