LTC 231-2008 Evaluation of Pool Party Rentals~F~'~I`~F~J.
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OFFICE OF THE CITY MANAGER
NO. LTC # 231-2008
TO: Mayor Matti Herrera Bower and Me
FROM: Jorge M. Gonzalez, City
DATE: September 15, 2008
SUBJECT: Evaluation of Pool
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LETTER TO COMMISSION
of the City Commission
At the July 8, 2008, Finance Citywide Project Committee meeting a discussion of various
options to reduce the City's budget was held. One of the options included reducing levels of
programs and services offered by the Parks and Recreation Department. During this
discussion a resident presented a request to lowerthe current commission established rate
charged to residents for parties at the City's pools. After listening to the resident's request,
the Commission members present requested the Administration prepare a Letter To
Commission explaining the current fees structure and to identify the actual costs to the City
for offering this service.
The pool party rental rates, which included a $2.00 per person admission fee, were
established by Commission action in July of 2003. The revenue collected and cost review
summarized below does not include a per person admission because the City stopped
collecting it at the time the resident pool admission fees were waived by the City
Commission. The only charges collected, reflected below are for the reservation fee and a
cost of City staff forset up, the rental period and breakdown of the party.
Resident:
1 Session - 2 hour party during operatin~t hours
For a maximum 25 persons totals $153.50 as summarized below:
$ 50.00 Reservation Fee
$ 3.50 Sales Tax
$ 100.00 Staffing fee
$ 153.50 Total (equates to approximately $3.07 per hour per person)
The reservation fee entitles the resident to a reserved party location at a specified time
within the pool deck, as well as a specific number of chairs and an umbrella. The City does
not use on-duty staff to support a rental. A staff member is assigned overtime, per union
contract a 4 hour minimum, to support the rental
The staffing fee entitles the resident to 1 assigned staff to help set-up, and breakdown,
check guests in, help with cleanup and any other party needs as requested. Staff is asked to
arrive 30 minutes to 1 hour prior to the party and is also required to stay after the party a
minimum of 30 minutes to 1 hour in order to assist with set-up and to breakdown the party,
depending on party and resident requirements. (In this case, staff is paid for4 hours. 2 hours
for set-up/breakdown plus 2 hours for the party). A refundable clean up deposit of $25.00 is
also required and returned at the end of the session.
Resident:
2 Sessions - 4 hour party during operatins~ hours: (equates to $2.57 per hour per person)
If the resident requests a second consecutive session the additional cost over and above the
2 hour party is a reservation fee of $50.00 + $ 3.50 Sales Tax plus an added staffing cost of
$50.00 for a total of $257.00.
The additional staffing cost of $ 50 is charged in order to recover the labor cost ofset-up and
breakdown of approximately 1 to 2 hours, depending on party and resident requirements.
(In this case, staff may be paid for 6 hours. 2 hours for set-up/ breakdown plus 4 hours for
the party)
Non-Resident:
1 Session - 2 hour party durins~ operating hours
For a maximum 25 persons totals $367.50 as summarized below:
$ 250.00 Reservation Fee
$ 17.50 Sales Tax
$ 100.00 Staffing fee
$ 367.50 Total
This entitles the non-resident to the same privileges as the resident outline above.
Non-Resident:
2 Sessions - 4 hour party durins~ operatinst hours
If the non-resident requests a second consecutive session the additional cost over and
above the 2 hour party is $250.00 + $17.50 Sales Tax and an added staffing cost of $50.00
for a total of $685.00
Summary:
For the 16 month period of April, 2007 through July, 2008 reported on this LTC, the totals
are summarized below. The City's actual cost will depend on available personnel, which will
cause the actual cost to vary slightly between different rentals.
Pool # of parties Revenues Labor Cost Difference
Normandy 32 $ 6,568 $ 4,752 $1,816
Flamingo 51 $11,037 $7,755
----------- $ 3,282
-----------
Totals ----- -----------
83 $17,605
--- ------
--- ------ $ 12,507
------
------ $ 5,098
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Should y ha additional questions, please contact Kevin Smith at (305) 6737730.
JM ~-m
c: Robert C. Middaugh, Assistant City Manager
Kevin Smith, Parks & Recreation Director
Julio Magrisso, Assistant Parks & Recreation Director