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Meeting Date: May 22, 2001

Subject/Title: Fee structure at the Aquatic Complex

Submitted by: Craig Bronzan, Director of Parks and Recreation
Report prepared by Sue Barry, Rec. Services Supervisor

Approved by: Jon Elam, City Manager

Discussion regarding the establishment of a fee structure at the Aquatic Complex, and direct staff to initiate a fee study related to lane rentals, free and reduced swim passes, and all other pool activity related fees and charges.

On November 14, 2000, City Council approved the Master Fee Schedule for Parks and Recreation programs and activities. Resolution #2198

The Brentwood Family Aquatic Complex opened Labor Day weekend of 2000. Before the opening, staff worked with the architect, PG&E representatives and other local pool operators to bring forward information on projected costs and revenues. From these figures the City’s Parks and Recreation Commission made fee recommendations that were forwarded to City Council and approved. 

During the eight months of operation, staff has worked to provide a variety of services by listening to the requests of the community and user groups. Hours of use and the swim season have been expanded to meet their needs. Three local swim teams, Dolphins, Aquaknights and Terrapins and the high school district utilize the facility. A USA swim club team, the Terrapins, has requested use of the complex on a year round basis which would include a master swim program for teens and adults. Private users have expressed an interest in renting the facility. Staff also fields numerous requests for discounted and/or free usage of the facility.

Unfortunately, during this same eight-month period, the state began feeling the effects of the current power crisis. Utility figures that were used to compute rates eight months ago are no longer applicable. If left unadjusted, these current figures will create quite a shortfall in revenue.

The following projected actual cost information is provided for your review and discussion. There are no current rental fees in place at this time.

Pool Gallons Bathing Load % of Total Water Lane Area
Slide Pool 47,750 96 8% 3
Rec Pool 89,113 246 16% 6
Comp Pool 433,00 308 76% 10
Total 569,863 650 100% 19

Operating costs
Projected personnel services fiscal 01/02 $133,405
Projected personnel services 1/3 supervisor fiscal 01/02 $ 23,815
Projected supplies and services fiscal 01/02 $376.101
Total $533,321
$533,321 divided by 365 days = $1461.15 divided by 12 hours = $121.76 per hour operating costs. 

Anticipated patron revenue loss
50 patrons per hour at $3.00 = $150.00

Part-time Staff costs
Lifeguard mid-step $8.25 x 14% (PT benefits) = $9.41 per hour
Sr. guard mid-step $10.01 x 14% = $11.41 per hour
Supervisor $15.00 x 14% = $17.10 per hour 

Use of the entire facility at maximum bathing load would require the following staff.
(All staff rates are based on mid-step levels)
10 LG at $94.10 per hour
2SG at $22.82 per hour 
2 S at $34.20 per hour
Total staffing cost of $151.12 per hour

Recommended rental period of 3 hours
Staffing costs based on 4 hours includes set-up and closing
Entire Complex
Staffing $151.12 x 4 hours = $604.48
Operating costs $121.76 x 4 hours = $487.04
Patron revenue loss $150.00 x 3 hours = $450.00 
Total $1,541.52
Recommended rate of $1,550 to rent the Entire Facility for 3 hours.

Competition pool only
Staffing - 1 lifeguard @ $9.41, 1 Sr. guard @ $11.41 and 1 supervisor @ $17.10 = $37.92
Total staffing costs = $37.92 per hour x 4 hours = $151.68
Total operating cost x 76% = $92.54 per hour x 4 hours = $370.16
Total patron revenue x 76% = $114 per hour x 3 hours = $342.00
Total $863.84
Recommended rate of $865 to rent the Competition Pool for 3 hours.

Recreation/slide pools only
Staffing 8 lifeguards @ $9.41, 2 Sr. guards @ $11.41, and 1 supervisor @ $17.10 = $115.20 
Total staffing costs = $115.20 per hour x 4 hours = $460.80
Total operating cost x 24% = $29.22 per hour x 4 hours = $116.89
Total patron revenue x 24% = $36.00 per hour x 3 hours = $108.00
Total $685.69
Recommended rate of $690 to rent the Recreation/Slide Pools for 3 hours. 
Swim Team Usage
Actual Operation Costs of the Competition pool are $92.54 per hour without lifeguards. Divided by the 10 lanes available for use for a cost of $9.25 per lane. 

Swim teams are currently being charged $1.75 per hour during practice times and $2.50 per hour for swim meets. This charge is comparable to fees of other swim facilities. These charges are based on the old calculated rates with some reduction given for practice time and length of season usage. This rate is good through the end of June 2001 and allows the teams time to budget for next season. This does not include lifeguard fees, which are calculated and charged by use. The original cost was estimated at $3.00 per lane per hour. 

In giving staff direction to initiate a fee study, information can be researched regarding actual running costs and comparative area rates and fees as they relate to our current charges. These figures will create a better understanding of what the market will bear and allow Council to make recommendations on recovery rates. 

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