Cary Parks, Recreation and Cultural Resources Advisory Board Meeting Minutes

Special Meeting - Fees & Charges

May 9, 2005

5:15 PM

Herb Young Community Center

101 Wilkinson Avenue

Cary , NC   27511

Web Site:  www.townofcary.org  

Attendance:   Susan Davenport; Jamie France; Tom Hemrick; Leta Huntsinger; Tullie Johnson; Kay Struffolino; Melissa White; Selby Lo, Youth Member; Marla Dorrel, Council liaison

Absent:  Jeff Boucher; Toby Kennedy; Steve Smutko

Staff:  Mary Henderson; Lyman Collins; Bruce Crocker; William Davis; Dwayne Jones; Judy Newsome; Gail Taylor

Guests:  None

I.                      Call to Order:  Chair Tom Hemrick called the meeting to order at 7 p.m.

II.                     Summary:

In March 2004, Parks, Recreation and Cultural Resources staff initiated a comprehensive fees and charges analysis of programs and services offered by the Town of Cary .  An important component in the fees and charges analysis was to provide opportunities for the PRCR Advisory Board to provide input throughout the study.  Staff conducted four PowerPoint presentations indicating cost recovery methods, provided draft policies for recommendation, and engaged board members in hands-on development strategies.
 

Board members were presented Fees & Charges Draft Policy notebooks at the May 2^nd PRCR Advisory Board Meeting.  Board members were encouraged to review the contents and contact staff with any comments and questions regarding the Fees & Charges study.

PRCR Recreation Program Manager Dwayne Jones and PRCR Operations Analyst Bruce Crocker have compiled a comprehensive document addressing Facility Utilization and Program History; Policy Review; Municipal Comparisons; and Costs of Providing Services.

The document provides an overview of the analysis and staff’s recommendation for changes to the Fees and Charges Policy that provides the guide for establishing fees for PRCR programs and services.  It does not provide in-depth information regarding costs related to many of the Basic Services such as greenways and parks.  This project relates specifically to program fees and charges.  It does not address fees and charges for the Special Facilities including Cary Tennis Center , SK8 Cary, SAS Soccer Park , and Koka Booth Amphitheatre.

ACTION:  Kay Struffolino made the motion with all respect to the newest members of the board, and based on the amount of time, energy and work that has gone into this document, and not agreeing with every single item, and based on the addendum,  recommended that the board accept this document; Jamie France seconded the motion.

Amendment #1 Garden Plot Fees:   Kay amended her motion that the proposed annual Cary resident fees on garden plots be $10/ raised beds, $15/small beds; and $20/large beds.

Amendment #2 Greenhouse Table Fees:  Kay amended the motion to include the greenhouse table fee of $5.00 per table per month per season for Cary residents.

Amendment #3 Non-resident Indoor Facilities Fees:  Melissa White amended the motion to change the recommended fee from ‘No Change’ (double Cary resident rate) to a non-resident rate of 150% of the Cary resident rate.  The motion was seconded by Susan Davenport.

The motion, with the 3 amendments, carried unanimously.

Council liaison Marla Dorrel, from board member discussions, asked that the minutes clearly reflect the reason for reducing non-resident indoor rental fees.  Board members agreed that doubling the rate might deter rentals; and that a more moderate fee could invite more rentals, providing increased revenues.  Additionally, the lower rate might circumvent the current trend of non-residents asking Cary residents to secure the rental at the Cary resident rate.

III.            Staff Recommendations Staff Recommendation – Mission Statement:

Staff Recommendation – Philosophy Statement:

Staff Recommendation – Service Levels:

Staff Recommendation – Satisfaction Guarantee:

Staff Recommendation – Scholarship Program:

Staff Recommendation – “Friends” Groups:

Staff Recommendation:

Staff Recommendation - Youth Athletics:

Staff Recommendation –Adult Athletics:

Staff Recommendation - Instructional Classes/Athletic Instructional Camps:

Staff Recommendation - Instructional Classes/Athletic Instructional Camps:

Staff Recommendation – Teen Programs:

Staff Recommendation - Rentals:

Addendum Recommendations:

Staff Recommendation – Volume Discount:

Staff Recommendation – Open Gym Pass :

Staff Recommendation – Garden Plots – See Motion Addendum #2:

Staff Recommendation – Ticket Sales:

IV.        Note of Record:  Board members Jeff Boucher; Toby Kennedy and Steve Smutko although not in attendance; reviewed the recommended Fees & Charges information and submitted their comments to the Chair Tom Hemrick for inclusion in the board’s discussion.

V.                     Next Step:  PRCR Director Mary Henderson advised board members that these recommendations will move forward to Council as part of the Operating Budget Work Session on May 31^st.  A Public Hearing will be held on June 9^th for the FY 2006 Operating Budget.

 VI.       New Business:

National Trails Day – June 4th – Judy Newsome advised members that the Town of Cary will participate on June 4th with the dedication of the Raftery Trailhead at 10a.m. and the rededication of the Pirates Cove Trail at 2 p.m.

Charlie and the Chocolate Factory – Board chair Tom Hemrick gave kudos to this play’s performance and encouraged everyone to attend one of the future performances.

VII.       Adjourn:  The meeting adjourned at 8:40 p.m.