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File #: 20-51    Version: 1 Name:
Type: Public Hearing/General Business Status: Agenda Ready
File created: 1/6/2020 In control: Council and Authorities Concurrent Meeting
On agenda: 1/14/2020 Final action:
Title: Study Session on the City's Community Room Rental Fee Structure and Use Policies [Council Pillar: Enhance Community Engagement and Transparency]
Attachments: 1. POST MEETING MATERIAL
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REPORT TO COUNCIL

SUBJECT
Title
Study Session on the City's Community Room Rental Fee Structure and Use Policies [Council Pillar: Enhance Community Engagement and Transparency]

Report
BACKGROUND
In December 2018, the City entered into an agreement with Matrix Consulting Group to conduct a comprehensive Cost of Service Study. In May 2019, the consultant's report was presented to Council, together with a staff recommendation that proposed fees be reviewed in three phases due to the volume and complexity of the issues.

Originally, Community Room Rental Fees were to be reviewed as part of the overall review of Parks & Recreation programs in Phase I; however, it was noted that fee and use policies for community room rentals varied across City Departments and there was an interest in exploring whether the fees and use policies could be aligned and/or streamlined to improve the users' experience. In addition, several members of the Council expressed interest in learning how non-profits would be treated with respect to cost recovery. It was agreed that staff would return with a separate discussion of Community Room Rental Fees and Use Policies.

A working group, comprised of staff from the Finance, Parks & Recreation, and Library Departments, was established to work with Matrix to review current rental rates, trends, and best practices. A proposal to align use policies and rental fees across the City was developed and presented to both the Parks & Recreation Commission and the Library Board of Trustees on October 15, 2019. A motion to approve the staff recommendation was approved by the Parks and Recreation Commission; however, a similar motion at the Library Board of Trustees meeting failed due to the lack of a second. No alternative was proposed.

This item was originally scheduled to be heard on December 17, 2019; however, was deferred to January 14, 2020.

DISCUSSION

At the January 14, 2020 Council Meeting, staff will provide an overview of:

* The City...

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