Item 4C
Resolution No. 16-047, Amending Fee Schedule
Item 4C
Item 4C
Approve resolution no. 16-047, amending the city’s fee schedule
1
Background
Annual review
Clarity of schedule
Appropriate fees
Each year staff reviews the fee schedule for clarity of the schedule and to ensure the fees are appropriate in covering the adminstrative and maintenance costs associated with providing
the services.
2
Requested Action
Administrative Services
Mailing labels of water customers
Delete fee $45
We are recommending removing the this fee due to privacy laws the city no longer provides mailing labels of water customers
3
Requested Action
Building Inspections Services
Construction of Sales Office Temporary
Increase from $80 to $100
Existing Commercial Building Sale/Lease
New fee $100
Temporary construction sales office have additional conditions related to landscaping, signage etc…..which results in multiple inspection visits so we are recommending increasing the
fee from $80 to $100
Last month city council approved Ordinance 704-I sign ordinance which included a new fee of $100 for Existing commercial building for sale/lease signs
4
Requested Action
Library Services
Materials Extended Use
Delete fee for material no longer available $1.00 per day
Add fees for current material available $0.25 per day
Lost Library Card
Delete fee $2.50
The Library no longer offers books on cassette, videocassettes/DVD……
Add a fee for Audio books extended use------CD and MP3 audio books and the extended use fee for those items is
$0.25, same as a book.
Staff recommends lowering the extended use fee for music CDs to $0.25 to be consistent with other material extended use fees Remove this item from the fee schedule.
The Library has minimum lost cards and currently offers replacement cards free of charge to patrons who have an active Library account.
5
Requested Action
The Marq
Food & Beverage
Outside Caterer
Delete fee $250
Catering Kitchen/Dishware
Add fee $250
Food Truck Catering
Add fee $150
Staff recommends removing the flat $250 non-preferred catering access fee. This has been an issue with many guests choosing not to use a preferred caterer. In order to respond to numerous
complaints about the $250 access fee and to improve level of customer service provided to guests. Staff recommends formally removing it from the Fee Schedule also
Staff recommends
a new catering kitchen/dishware rental fee for any groups requesting use of the catering kitchen and venue dishware not associated with a catering agreement.
Staff recommends a fee
for guests choosing to bring a food truck onsite to cater their event. Catering fees do not apply to food trucks.
6
Requested Action
Aria Amphitheater-reduce rates
There is interest in renting Aria Amphitheater for private events, fundraisers, performances, etc. but feedback is that the price is too high for these types of groups. To date, Aria
has only been reserved for one wedding (at the ceremony fee of $1200) and was used by the wedding giveaway winners. Staff recommends decreasing the current fees for Aria to try to attract
more rentals to the space. Proposed rental rates are the same as renting one of the Traditions Ballrooms.
7
Requested Action
Aria Amphitheater-new inclement weather alternative fee
Staff is proposing a new fee for guests interested in renting Aria Amphitheater but who would also like an alternative space should there be inclement weather. The new fee will allow
guests to also reserve the Traditions Ballroom for their event should inclement weather occur and event be moved indoors. Proposed rental rates are the same as renting all of Traditions
Ballroom.
8
Requested Action
The Marq
Legends Hall
Conference Room
Delete fee $30 hourly rate
Senior Lounge
Increase fee $120 to $160
Senior Lounge with Parlor
Increase fee $120 to $200
Remove Conference Room from Fee Schedule. This space is required to meet with guests and hold staff meetings.
The Senior Lounge has become a very popular rental space. Staff recommends
a price increase due to demand in renting the space and amenities offered. Originally space was not going to be rented except to seniors but there is a demand to use this space Additional
fee to rent the Parlor in addition to the Senior Lounge space.
9
Requested Action
The Marq
Cleaning
Add fee $250
New Year’s Eve
Delete flat rate $4,000
Charge holiday rate
School Ballroom Weekday
Add fee $1,800 local schools
Add fee $1,500 Southlake schools
Several groups have asked if there is a cleaning fee they could pay instead of having to clean up themselves after the events. Staff is proposing a cleaning fee of $250 that guests
could pay in lieu of cleaning up after their events. Clean up would be done by Marq staff and janitorial contract services.
Remove the flat New Year's Eve Rate of $4,000. New Year's
Eve rentals will be charged the $300 additional Holiday Rate as all other holiday rentals
There is interest from local schools to rent Traditions Ballroom for school banquets, award
ceremonies, etc. but feedback is that the price is too high for these types of groups. Staff recommends a reduced rate for non-Southlake schools so school associated organizations could
rent the ballroom during the week for their formal functions. This rate is 20% higher than the Southlake school rate which is consistent with the 20% discount available to Southlake
residents, businesses and non-profits.
10
Requested Action
The Marq
Postponement/Rescheduling fee
Delete fee 15% of reservation & deposit forfeited
Registration/On-site sales fee
Add 15% revenue fee for sales
Staff recommends removing the rescheduling fee so that there is not a penalty to guests who need to move their meeting date. This has been an issue especially with corporate guests
who need flexibility in changing meeting dates. Instead in the operating procedures it will state that "Lessee has the option to reschedule their event one time as long as the event
is rescheduled within 30 days of cancellation and the new event date occurs within 180 days of the original event date". Any guests not rescheduling per these terms would be subject
to the cancellation fees above.
Staff is proposing a new fee for registration activities and ons-site sales at The Marq. Many area venues charge a similar fee to businesses and organizations
actively selling or making a profit at their venues. This fee would not apply to non-profit fundraising activities.
11
Requested Action
Park & Recreation Services
Southlake Activity Center
Increase resident hourly rate from $50 to $60
Add non-resident hourly rate $72
Change name of Senior Center to Southlake Activity Center as a temporary solution to not confuse residents with the new Senior Center at The Marq. Fee increase is to align with fees
at The Marq and add a non-resident fee. Previously non-residents were not allowed to rent this space since the primary function was for the seniors. Now that the seniors have moved
we are recommending a non-resident fee.
12
Requested Action
Park & Recreation Services
Fields & Courts and Park Pavilions
Standardized the terminology
Amended non-resident fees to 20%+ to resident fee
We specified what we consider to be a 'small' pavilion and aligned fees to be equal. We also assessed the standard 20% non-resident fee to all resident fees. We simplified the rates
to be per hour instead of 3-hour, 1/2 day and full day rates. We standardized the terminology for Ballfields, Multi-Purpose Fields and Sport Courts. We assessessed the standard 20%
non-resident fee to all resident fees. We simplified the fee structure and removed weekday v. weekend field preparation fees.
13
Requested Action
Park & Recreation Services
Community Events
Standardized the terminology
Amended non-resident fees to 20%+ to resident fee
Due to the popularity of 5k walks and runs in the community and the amount of staff resources required, we are recommending a $300 flat fee to administer the process. Hourly fee to have
staff attend and monitor a community event not hosted or sponsored by the City Hourly fee to have staff attend and monitor a community event with 75 or more people not hosted or sponsored
by the City Permit fee for vendors attending a community race, athletic activity, etc. Permit for food vendors attending a community event with less than 5,000 attendees Permit for food
vendors attending a community event with greater than 5,000 attendees.
14
Requested Action
Public Works Services
Backflow Prevention Device
Add $20 annual registration fee
Water and Wastewater Utilities Services
Recycling bins and lids
Delete fee $6 and $4
Cellular opt out
$35
reoccurring monthly fee
15
City of Southlake Strategy Map
Critical Business Outcomes
CBO1 - Continue to implement Southlake 2030 Plan by focusing on short-term initiatives.
CBO2 - Become an employer of choice by developing a plan to recruit,
develop and retain employees committed to excellence.
CBO3 - Develop long-term strategies to address future financial uncertainties and challenges.
CBO4 - Improve mobility by proactively
completing traffic analysis of key areas.
CBO5 -Optimize resources through collaboration and partnerships to reduce costs and add service value.
The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing
efficiency, fiscal responsibility, transparency, and sustainability.
Deliver on Our Focus Areas
Performance
Management &
Service Delivery
C1 Achieve the highest standards of safety & security
C2 Provide travel convenience within City & region
C3 Provide attractive & unique spaces for enjoyment of personal interests
C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment
C5 Promote opportunities for partnerships & volunteer involvement
Serve our Customers
Manage the Business
B1 Achieve best-in-class status in all City disciplines
B2 Collaborate with select partners to implement service solutions
B3 Enhance resident quality of life & business vitality through tourism
B4 Provide high quality services through sustainable business practices
B5 Enhance service delivery through continual process improvement
B6 Optimize use of technology
Provide Financial Stewardship
Promote Learning and Growth
F1 Adhere to financial management principles & budget
F2 Invest to provide & maintain high quality public assets
F3 Achieve fiscal wellness standards
F4 Establish & maintain effective internal controls
L1 Ensure our people understand the strategy & how they contribute to it
L2 Enhance leadership capabilities to deliver results
L3 Attract, develop & retain a skilled workforce
L4 Recognize & reward high performers
L5 Empower informed decision-making at all levels in the organization
C6 Enhance the sense of
community by providing excellent customer service and citizen engagement opportunities
L6 Foster positive employee engagement
This agenda is linked to focus area Performance Management & Service Delivery on the City’s strategy map. The specific corporate objective that is met by this approval is adhere to
financial management principles and budget.
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Questions
Sharen Jackson
817-748-8042
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Please feel free to contact me if you have any questions or concerns. Thank you for your time.