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Home My WebLink About10/20/1992, 2 - FOLLOW UP TO CITY COUNCIL DIRECTION ON CITY-COUNTY LIBRARY COMMUNITY ROOM FEES MEEn DATE: i►�n� i� 11 city of San r.JI S OBISPO za laaZ MaCOUNCIL AGENDA REPORT ITEM NUMBER: if FROM: Ken Hampian, Assistant City Administrative Officer Prepared By: Deb Hossli, Administrative Analyst l( SUBJECT: Follow up to City Council direction on City-County Library Community Room fees CAO RECOMMENDATION: Adopt a resolution establishing fees for using the Community Room and Conference Room at the City-County Library. DISCUSSION: Background During the September 15, 1992 meeting, staff presented a proposal to the City Council for establishing fees for using the Community and Conference Rooms at the City-County Library. During discussion on the fees, the Council expressed concern over the proposed rates for non-profit groups, the definition recommended for determining non-profit eligibility, and the costs to administer the rooms. The Council subsequently directed staff to prepare a revised fee schedule addressing these concerns for consideration at their October 20, 1992 meeting. The Council further directed staff to conduct a survey of comparable facilities to determine how other communities administer public meeting rooms and incorporate this information into the October 20, 1992 report. In response to this request, staff has prepared the following: ■ Revised Fee Schedule As shown on Attachment 1, staff has developed a revised fee schedule that attempts to address the concerns raised by Council at the September 15, 1992 meeting. As proposed, the key features in the new rate structure include: o The for-profit organization rates will remain the same as initially proposed. o Non-profit groups will be able to use the Community and Conference Rooms for increments of three hours or less, Monday through Friday, between 9:00 am to 5:00 pm, free of charge. This responds to the Council's desire to create a low cost, minimum tier for non- profit users. o Rates to use the rooms have been organized into three basic "time blocks" incrementally increasing to reflect the City's costs as follows: (1) Monday through Friday 9:00 am to 5:00 pm (the least costly period as janitorial staff is readily available); (2) Monday through Friday after 5:00 pm until closing (a slightly more costly period reflecting the need for additional temporary help to keep up with i��M�i�►►lullllll1111�°u ��lll city of San qui S OBISPO - COUNCIL AGENDA REPORT ..........i� nightly janitorial needs of City Hall); and (3) the weekends (the most costly period as the City must pay overtime to janitorial staff for opening and closing the rooms). Under the proposed rate structure, examples of the 'typical" and "maximum" costs for non-profit organizations using the Community Room are as follows: the typical cost for using the Community Room between 9:00 am and 5:00 pm would be $0 (assuming three hours or less) and the maximum cost would be $50 (assuming over six hours use until 5:00 pm); the typical cost for using the Community Room between 5:00 pm until closing would be $25 (assuming three hours or less) and the maximum cost would be $50 (assuming over three hours until closing); and the typical cost for using the Community Room on the weekends would be $25 (assuming three hours or less) and the maximum cost would be $100 (assuming all day use). o City and County organizations will continue to be exempt from the fees. ■ Revised Definition for Non-profit Groups In response to the Council's concern with requiring non-profit groups to possess tax exempt status from the Internal Revenue Service to qualify for non-profit rates, staff has developed the following administrative definitions: o For-Profit - Any organization that has not received tax exempt status from the Internal Revenue Service or whose primary purpose for existing is to generate profits for itself. o Non-Profit - Any organization that possesses tax exempt status from the Internal Revenue Service or whose primary purpose for existing is community oriented (e.g., service organizations and recreational clubs) and not for the purpose of generating profits for itself. ■ Survey of Community Rooms In response to Council direction, staff surveyed a total eight local and non-local facilities to find out how other communities manage public meeting rooms (Simi Valley Senior Center, Santa Cruz City Library, Oxnard City Library, Chico City Library, South Bay Community Center, South County Regional Center, Morro Bay Library, and Lompoc City Library). The results of the survey can be found in Attachment 2. In summary, however, staff found that: W2 Z '�hl�l�i!IIillU iilllljl City Of Sar. its OBISp0 11ii% COUNCIL AGENDA REPORT o Six out of the eight communities surveyed charged some level of fees, I although they ranged from $5 per hour to use rooms that accommodate up to 75 to $425 for all day use of a facility that accommodates up to 450. o Six out of the eight communities surveyed distinguished between non-profit and for-profit and provided "price breaks"to non-profits ranging from a 20% reduction in fees to providing the facilities free of charge. o Four out of the six communities that provide-"price breaks" to non-profit groups require the groups to possess tax exempt status from the Internal j Revenue Service to qualify for the reduced rates. o Approaches for managing the rooms varied with every agency, ranging from self service to full service set up and take down. o As with the last survey, it was difficult to find facilities that directly compared to.our own. However, the survey did show that staff's revised fee schedule and approach to administering the rooms was well within the "ballpark" of what other communities are doing. I ■ Costs to Manage Rooms I iIn response to the City Council's concern over the costs to manage the rooms, staff has reviewed our current practices and will be making changes to reduce these costs over the next several months. Under our current approach, the costs are primarily the result of providing very high levels of service to the users. Examples include: use of the rooms after regular business hours on the weekdays I and weekends (therefore impacting schedules and requiring overtime); staff available to assist with any problems that may arise when a group uses the rooms (therefore impacting janitorial staffing needs at City Hall); allowing groups to make changes to their reservations virtually up to the last minute if it can be accommodated (causing several scheduling changes for staffing each week); and sending confirmations to all users to reduce the chances of "mix ups". Given the City's current financial problems, with the exception of hours of i operation, it may no longer be practical or feasible for the City to provide this level of service. Therefore, in order to reduce the costs of managing the rooms, staff will be evaluating which of these types of services can be eliminated while creating the least impact on the community. Staff will also be evaluating whether it is more appropriate for the Recreation Department to administer the rooms as they already have a scheduling system in place for the City's recreational facilities and have more flexible staffing patterns on weekends and after hours. Ill��i�i�lilllllllll�� ;,Uli1 city of San -.IS osIspo COUNCIL AGENDA REPORT Implementation As recommended in the prior report, staff recommends that implementation of the fee schedule be deferred until January 1, 1992 (a little over two months after Council adoption) to help to insure a smooth transition. FISCAL IMPACT: i Staff estimates that the proposed fees will generate approximately$10,000 annually. This assumes the rooms will be rented in some combination that will generate $200 per week. All revenues generated from the room rental will be credited to the General Fund and used to contribute toward maintaining services to the entire community. ATTACHMENTS: (1) Resolution (2) Recommended Fee Schedule (3) Survey dh\i:cr-fees i I I • i RESOLUTION NO. (1992 SERIES) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO ESTABLISHING FEES FOR USING THE COMMUNITY ROOM AND CONFERENCE ROOM AT THE CITY-COUNTY LIBRARY WHEREAS, it is the desire of the City of San Luis Obispo to recoup the costs associated with allowing the public to use the Community Room and Conference Room at the City-County Library; and WHEREAS, the City of San Luis Obispo has completed a comprehensive analysis to determine the costs associated with operating the Community Room and Conference Room; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo that the fees attached hereto as Exhibit 1 be instituted for using the Community Room and Conference Room at the City-County Library commencing on January 1, 1993. Upon motion of seconded by and on the following roll call vote: AYES: NOES: ABSENT: the resolution was adopted this day of 1992. MAYOR RON DUNIN ATTEST: City Clerk Diane Gladwell APPROV ' Q:0.4 nv14,"--((• 0!"1G0 nsn., Admin rative fficer ity ttrney dh\fee.res :S City of San Luis Obispo CITY/COUNTY LIBRARY ROOM USE FEES NON:. PROFIT GROUPS. FOR' PROFIT GROUPS Conference Community Conference Community Room Room Room Room Monday,thru Friday:';` 9;00"am to:5:00:1M........ 0 to 3 hours No charge No charge $25.00 $100.00 3 to 6 hours $10.00 $25.00 $25.00 $100.00 More than 6 hours $25.00 $50.00 $50.00 $200.00 Monday t td Friday: After 5'.66. pm 0 to 3 hours $10.00 $25.00 $25.00 $100.00 More than 3 hours $25.00 $50.00 $25.00 $100.00 Weekends 0 to 3 hours $10.00 $25.00 $25.00 $100.00 3 to 6 hours $15.00 $50.00 $25.00 $100.00 More than 6 hours $25.00 $100-001 $50.00 $200.00 City and County of San Luis Obispo are exempt from fees. .c'G RXHIBIT 1 City of San Luis Obispo PROPOSED CITY/COUNTY LIBRARY ROOM USE FEES NON PROFIT GROUPS FOR:.."PROFIT GROUPS Conference Community Conference Community Room Room Room Room Monday thru.Friday'< 9:00 am to 5:00 pm:•; 0 to 3 hours No charge No charge $25.00 $100.00 3 to 6 hours $10.00 $25.00 $25.00 $100.00 More than 6 hours $25.00 $50.00 $50.00 $200.00 ...................... ............... .. .... .. . ......................... .. ..... ..... . . .... on ayi)::m: rida-y. . After 5 00`gm. .,. 0 to 3 hours $10.00 $25.00 $25.00 $100.00 More than 3 hours $25.00 $50.00 $25.00 $100.00 Weekends 0 to 3 hours $10.00 $25.00 $25.00 $100.00 3 to 6 hours $15.00 $50.00 $25.00 $100.00 More than 6 hours $25.00 $100.00 $50.00 $200.00 Basic Approach FOR—PROFTT GROUPS • Charges are recommended at the full rate originally proposed. NON—PROFIT GROUPS • INo charges are recommended for use on Weekdays, 9:00 am to 5:00 pm, for 3 hours or less, since there are no direct costs associated with use during this period. • Charges for using these rooms on Weekdays after 5:00 pm are set at 25% of the for—profit rate for 3 hours or less, and at 50% for more than 3 hours. • Charges for using these rooms on the Weekend are set at 25% of the for—profit rate for 3 hours or less, and at 50% for all other hours. • I City and County of San Luis Obispo are exempt from fees. Attachment 2 —� COMMUNITY ROOM FEE SURVEY SIMI VALLEY SENIOR CENTER ■ Occupancy: 350 ■ Fees: ► $15.00 Non-refundable Application Fee ► $50.00 Reservation Fee (returned if cancellations are made 30 days prior to event) ► $200.00 Damage Deposit ($175 is returned if room is left in good condition) ► Senior Groups: No Charge ► Non-Profit Groups: $16.00/hour P. For-Profit Groups: $34.75/hour ► Use of Kitchen facilities ranges in additional costs from $5.25 to $6.75 per hour. ■ A non-profit group must possess tax exempt status from the Internal Revenue Service to qualify for non-profit rates. ■ Special Considerations: Rooms are only available when Senior Center is in use. SANTA CRUZ CITY LIBRARY ■ Occupancy: 5 conference rooms throughout library system ranging in occupancy limits from 8 to 75. ■ Fees: ► $5.00 per hour ■ Branch Manager determines elibility to use rooms. ■ Special Considerations: ► Rooms are only made available to non-profit groups holding meetings that the public is invited to attend. Rooms are only available during Library hours. Attachment 3 a O OXNARD CITY LIBRARY ■ Occupancy: 2 rooms available; one accommodating 12 (Room A), the second accommodating 99 (Room B). ■ Fees: ► Non-Profit: $10.00 annual application fee ► For-Profit: Room A - $10.00/Hour Room B - $25.00/Hour ■ A non-profit group must possess tax exempt status from the Internal Revenue Service to qualify for non-profit rates. ■ Special Considerations: Rooms are only available during Library hours. CHICO CITY LIBRARY ■ Occupancy: 83 ■ Fees: None ■ City Librarian determines eligibility to use room. ■ Special Considerations: None SOUTH BAY COMMUNITY CENTER ■ Occupancy: 472 ■ Fees: ► Weekdays: $83 for 2 hours with price raising in increments to a maximum of $286 for up to 12 hours. Saturdays: $315 for up to 12 hours. ► Use of Kitchen is additional cost of up to $104 for 12 hours. ► Non-profit groups receive a 20% discount. ■ A non-profit group must possess tax exempt status from the Internal Revenue Service to qualify for non-profit rates. ■ Special Considerations: Cash security deposit of $2,500 required for large promotional events. SOUTH COUNTY REGIONAL CENTER ■ Occupancy: 400 - 450 ■ Fees: ► $425 for up to 12 hours; $35/hour for every hour over 12 hours. ■ Non-profit groups are not provided with 'price breaks" for using rooms. ■ Special Considerations: $100 fee charged for cancellations not made 60 days in advance of event. MORRO BAY LIBRARY PROGRAM ROOM ■ Occupancy: 150 ■ Fees: No. Non-Profit Groups: $12.70/hour ► Private Resident Groups: $14.50/hour ► Private Non-Resident Groups: $16.35/hour ► For-Profit Groups: $20.50/hour ■ A non-profit group must possess tax exempt status from the Internal Revenue Service to qualify for non-profit rates. ■ Special Considerations: None LOMPOC CITY LIBRARY ■ Occupancy: 400 ■ Fees: ► Minimum charge of $25 for 3 hours; $5 each additional hour. ■ Non-profit groups are not provided with 'price breaks" for using rooms. ■ Special Considerations: No groups that sell products (e.g., Tupperware) can use the rooms. dh\room.tab �-l0 MEETING AGENDA DATE/2:& ITEM # San Luis Obispo Chamber of Commerce 1039 Chorro Street • San Luis Obispo, California 93401-3278 (805) 781-2777 • FAX (805) 543-1255 David E. Garth, Executive Director October 20, 1992 Mr. John Dunn City Administrative Officer City of San Luis Obispo 990 Palm Street P.O. Box 8100 San Luis Obispo, CA 93403-8100 Dear John: Allow me to express my thanks to yourself, Ken Hampian and Deb Hossli for the revised proposal concerning City-County Library Community Room fees. The new fee schedule clearly and fairly allows an appropriate use of the facility for community groups of all kinds. Based on the City Council's comments of September 15, it appears this new approach is workable. It is my hope that the City Council will look favorably upon this new fee structure. COPIES?O: ❑'Da�oq®Adina ❑ FYI Sin a ely, C=ug ❑❑ CDD CAOm ACRO ❑ FQtE Ct»>7 ErATTORN:Y [1) Fw DUL 'CLERK/0PdC. [3 POLICE at 13MCMT-lam 13 PEC DIR 13 C READ FILE ❑ L DIR inc t to ans Governmental Affairs cc San Luis Obispo City Council RECEIVE ® OCT 2 0 1992 � or,* 9 LaK ACCREDITED CHAMBER OF COMMERCE SAN LUIS OQt5P0,CA „uo o:com"EICE uNIICD Sri[[; p 'IIIIII�I�►IIVIII��IjII I�U�,� #DAIE G DATE: C� an LS OBISpo !oo ITEM NUMBER: COUNCIL AGENDA REPORT FROM: Ken Hampian, Assistant City Administrative Officer Prepared By: Deb Hossli, Administrative Analyst SUBJECT: Minor Revision to Community Room Fee Report Please replace the administrative definition for "For-Profit" groups contained in the Community Room Fee report (page 2-2 of Council Agenda Report) with the following revised definition: For-Profit/Private Uses: (A) Any organization whose primary purpose for existing is to generate profits for itself, or (B) any private uses of the rooms for social purposes where the public is not invited to attend (e.g., private social parties or weddings). After the report was completed, staff discovered that the definition did not clearly address private usage of the rooms solely for social purposes (which currently occurs), and as such, felt a revision should be made prior to Council action. RECEIVE ® OCT 2 01992 J.'GOP CITY CLERK SAN LUIS 0813PO.CA COPLFSTO: ❑•Dawto Action ❑ FYI C=Xii ❑ CDD D1R ElFIN.DIR. V ❑ nREaiu I�ATTORNEY El FW DIEL ( CLFRK/ORIC. ❑ POLICECH ❑ MCMT.TEAM ❑ RBC DUL El CTT Fn.i: ❑�U'IIL D