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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. 16 Questions Sharen Jackson 817-748-8042 17 Please feel free to contact me if you have any questions or concerns. Thank you for your time.