HomeMy WebLinkAbout101-Fee Schedule Update for the North Campus Administration Building and Consideration of a North Campus Banner Policy.pdf
SARATOGA CITY COUNCIL
MEETING DATE June 20, 2007 AGENDA ITEM:
ORIGINATING DEPT: Recreation CITY MANAGER:
Dave Anderson
PREPARED BY: Michael Taylor DEPT HEAD:
Michael Taylor, Interim Recreation Director
SUBJECT: Fee Schedule Update for the North Campus Administration Building and
Consideration of a North Campus Banner Policy
RECOMMENDED ACTION(S):
Staff recommends that Council update the fee schedule for the North Campus Administration
Building Main Room rental to $100 per hour and the Conference Room rental to $40 per hour
(both with the current $300 Security Deposit and $25 Processing Fee) and consider establishing
a use policy and fee schedule for hanging banners at North Campus and direct staff accordingly.
REPORT SUMMARY:
North Campus Fees
The North Campus Administration building was made available for rentals in September 2002
until the facility was closed for renovation in January 2007. Rental charges during that term was
$40 per hour with the typical 50% discount for non-profit organizations and 10% for Saratoga
residents. There were a total of 827 uses of the facility (55 months of use with an average of
about 15 uses per month) that produced a total of $34,634 in revenues (average of $630 per
month).
Renovation of the building was completed on May 24, 2007. The newly remodeled main room
has a capacity of up to 80 people for parties, meetings, receptions, etc. Staff conducted a
comparative survey of fees (Attachment A) for sixteen comparable facilities. The average
security/cleaning deposit was $415, compared to Saratoga’s $300 deposit. The average hourly
rental rate for a small room that accommodates less than 50 people was $136. The average fee
for larger rooms for 80 people or more was $180 per hour. Due to the size of the rooms in
comparison with other facilities available to rent from the Recreation Department and the
comparative survey of fees, staff is proposing that a $100 per hour rental fee for the main room
and a $40 per hour rental fee for the conference room (with a previously approved $300 security
deposit and $25 processing fee – per Attachment B) be approved by Council.
North Campus Banner
Staff recently received requests for banners to be placed at North Campus for two recycling
events held at the facility. Without a formal policy, staff permitted the hanging of the banners on
a temporary basis across two trees on the site.
With the improvements to the North Campus and the anticipated increase in scheduled activities
at the facility, additional exposure is expected to be drawn to the campus. The North Campus site
may be a favorable location for placement of a banner to allow public announcement of events,
similar to the Blaney Plaza Banner program.
Staff recommends that if a formal policy is adopted, the policy match that of the proposed
updated Blaney Plaza Banner program (Attachment C) and that Council direct staff to determine
an acceptable location at North Campus to hang the banners.
FISCAL IMPACTS:
North Campus rentals are anticipated to produce progressively higher revenues with
approximately $8,000 expected (currently budgeted) in fiscal 2007-08.
Minimal revenues may initially be realized through a fee charged for hanging a banner at North
Campus. Any revenue received for the first year of a banner program would probably by offset
by installation costs and staff time. Future revenues will be determined by public demand and
would be budgeted accordingly.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
If Council does not approve a new fee schedule for the North Campus Administration Building,
no reservations will be accepted for rental use and the budget will need to be adjusted
accordingly. If the rental fee is not adopted, additional recreational programming may be
scheduled as an alternative to reserved use.
ALTERNATIVE ACTION:
Council may choose to establish an alternative fee other than those identified.
FOLLOW UP ACTION:
If the fee proposal is approved, staff will immediately begin accepting reservations and collect
fees for the exclusive use of North Campus Administration Building rooms.
If the North Campus Banner program is approved, staff will return to Council with a proposed
resolution and policy.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
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Agenda was posted in compliance with the Brown Act.
ATTACHMENTS:
A – North Campus Fee Proposal Comparison table
B – Facility Use Policy
C – (Proposed Updated) Blaney Plaza Banner Policy
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