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01-27-20 Work Session Agenda and MaterialsCITY COUNCIL `lrfYOF Work Session Agenda KALISPELL January 27, 2 02 0, at 7:00 p.m. City Hall Council Chambers, 201 First Avenue East A. CALL TO ORDER B. DISCUSSION ITEMS 1. 2019 Cost -Based Utility Rate Study and Impact Fee Review (Discussion Continued from 11-25-19 and 1-13-20 Work Sessions) 2. Reservation and Recreation Fees C. PUBLIC COMMENT Persons wishing to address the council are asked to do so at this time. Those addressing the council are requested to give their name and address for the record. Please limit comments to three minutes. D. CITY MANAGER, COUNCIL, AND MAYOR REPORTS E. ADJOURNMENT UPCOMING SCHEDULE / FOR YOUR INFORMATION Next Regular Meeting — February 3, 2020, at 7:00 p.m. — Council Chambers Next Work Session — February 10, 2020, at 7:00 p.m. — Council Chambers Reasonable accommodations will be made to enable individuals with disabilities to attend this meeting. Please notify the City Clerk at 758-7756. Page 1 of 1 Public Works Department 201 1" Avenue East CITY OF PO Box 1997 ALISPELL Kalispell, MT 59903 Phone: 406-758-7720, Fax: 406-758-7831 www.kalispell.com /public works MEMORANDUM Date: January 22, 2020 TO: Doug Russell — City Manager FROM: Susie Turner, PE — Public Works Director SUBJECT: 2020 Cost -Based Utility Rate Study and Impact Fee Review MEETING DATE: January 27, 2020 BACKGROUND: The City has been working towards a water and sewer rate update and impact fee update since the summer of 2019. The rate study incorporates a revenue requirement analysis, cost of service analysis, and development of corresponding rate structures to generate adequate funds in order to: • Maintain the same quality of service • Fund capital projects —rehab, replacement, and new growth projects • Fund an equipment replacement plan • Maintain target reserve balances In previous work sessions financial policies, revenue requirements, cost of service analysis, rate schedules, and impact fee updates were presented and discussed with Council. As part of the January 13th work session, Council provided feedback on the metering system, rate development proposals, and requested information on rate potentials as a result of differing impact fee revenues. The goal of this work session will be to provide example rate adjustments calculated using different revenue levels from contributing impact fees. The following three scenarios will be discussed: • Scenario A — 50% of Present Impact Fees (w/cellular meter project in water) • Scenario B — 50% of Proposed (Oct 2019 Report) Impact Fees (w/cellular meter project in water) • Scenario C — 100% of Present Impact Fees (w/cellular meter project in water) • All scenarios impact fees 0 50% of annual impact fee revenue offset debt service o Remaining 50% offset CIP if available Enclosed for reference during the meeting is the following document: 1. Water and Sewer Rate and Impact Fee Presentation S� aL cn cn um 0-4 M r CV m 0-4 L) Ca c 0 ■ MENEM m N CL a� 0 CL a c 0 4-0 emmom E E 0 w OC O i E E 0 w OC ►. 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We once again reevaluated our programs and used the same process for proposing fee increases this year. We did a market analysis of fees of other programs that are similar, while looking at the overall program costs and benefits to those we serve. This approach helps us determine if our cost saving measures are working, our prices are in line with what the market shows and if we are meeting needs of our community. Some programs are not offered locally so we used comparable information from the closest agency offering similar programming. This year we are proposing a 2% - 4% increase (rounded up to the nearest whole dollar) based upon the program and fee analysis. In 2018, we didn't raise the cost of all our programs as we worked to reduce direct costs and started marketing our department and programs through social media. Some highlights of these proposed fees are; • The Afterschool Program is widely used in our community. This program provides a safe, fun and educational opportunity for kids. In 2018, we did not raise the cost of the program due to bussing fees impacting our participants with the outsourcing of bussing services. While we were able to not increase the fee to this program for the last 4 years, wages and supplies have continued to increase over the years. • Programs that are highlighted on the fee schedule are our Partner Programs. Partner Program fees are usually set from the organization and revenues generated are split with us. Partner Programs include reduced pricing to the community that we have negotiated and limits our expenditures to establish it within our own programing. • We continue to offer free community events as shown on the fee schedule. We receive sponsorships to cover the direct costs of the event, often utilizing volunteers and food donations. We are continuing to work on further developing our outdoor movie series for this coming year. • As an additional marker on pricing of our programs, we have tried to keep at or near 20% return on our programs when we are looking at our fees. This is above the direct cost of the programs and the personnel assigned. • A consideration that is not factored into the revenues is the out of city participation within the programs. Some of our programs have over 50% participation by out of city residents. When we talk about the 20% return, we base it off of the worst case scenario of only participation from in city participants. • We did not adjust the pool entry fees. Historically City Council has not wanted the entry fees adjusted. We did do a market analysis of what others charge for pool entry and found we are the highest for a municipal pool with the exception of Splash Montana. If we calculated what it would cost per participant to enter the pool as a break-even point, we would need to charge $11.29 per person. This price point would deter participation at the pool. We did look at our swim lessons and swim classes and propose increasing them. We are still the least expensive in the valley by $12.00. • We use Facebook for promotion of our programs as well. We use both organic and paid promotion on Facebook. To gauge our promotions we utilize Facebook's promotion tool analytics and periodically survey participants at our events in order to determine how our marketing efforts are working. We also did a market analysis on our reservation fees. With the proposed increase, we continue to be slightly lower than the comparisons when you figure their per hour fee based on their published rates. Our pricing structure offers versatility to potential rentals allowing them to rent by the hour. This helps us schedule multiple events at the same location, making our rental rates and times user friendly. We are proposing raising the rental fees 4% across the scale. Out of City residents will continue to pay a 25% difference as well. Some highlights of these proposed fees are; • While we continue to work with our solid waste department to better serve the community and reduce overall tonnage that comes from the parks from garbage, our fees have increased that are paid to the Flathead County Landfill. • Each year wages have increased. Without adjusting rental fees, we are losing money in labor to keep the facilities clean. • We also now have staff on the weekends to help clean the parks during our peak time use. We continue to evaluate our programs and fee schedules making sure that we are offering quality and affordable programs that the community supports while looking to control our overall costs. We work to broaden our programing opportunities to the community and have something for everyone to participate in at a reasonable cost. At the meeting, it is recommended that council review and discuss the proposed increase in fees. ATTACHMENTS: Proposed Reservation and Recreation Fees PRIVATE GROUP RESERVATIONS (EXISTING) Week Day Mon 6 AM — Thurs 11 PM Group size 1 hour In / Out 2 hours In / Out 3 hours In / Out 4 hours In / Out 5 hours In / Out 6 hours In / Out 7 hours In / Out 8 hours In / Out 1 - 50 $22 / $28 $26 / $33 $30 / $38 $34 / $43 $38 / $48 $42 / $53 $46 / $58 $50 / $63 51-100 $38 / $48 $42 / $53 $46 / $58 $50/ $63 $54 / $68 $58 / $73 $62 / $78 $66 / $83 101-200 $62 / $78 $66 / $83 $70 / $88 $74 / $93 $78 / $98 $82 / $103 1 $86 / $108 $90/$113 201-300 $86/$108 $90/$113 $94/ $118 $98/$123 $102 / $128 1 $106 / $133 $110 / $138 $114 / $143 Week End Fri 6 AM — Sun 11 PM Group size 1 hour In / Out 2 hours In / Out 3 hours In / Out 4 hours In / Out 5 hours In / Out 6 hours In / Out 7 hours In / Out 8 hours In / Out 1 - 50 $26 / $33 $34 / $43 $42 / $53 $50/ $63 $58 / $73 $66 / $83 $74 / $93 $82 / $103 51-100 $42 / $63 $50 / $63 $58 / $73 $66 / $83 $74 / $93 $82 / $103 $90/$113 $98/$123 101-200 $66 / $83 $74 / $93 $82 / $103 $90/$113 $98/$123 $106/$133 $114 /$143 $122/$153 201-300 $90/$113 $98/$123 $106/$133 $114/$143 $122/$153 $130/$163 $138/$173 $146/$183 Past 8 hours: add $8 each additional hour for In City and $10 each additional hour for Out of City SPECIAL EVENT RESERVATIONS (EXISTING) Week Day Group size 6 hours In / Out 12 hours In / Out 1-100 $81/$101 $152/$196 101-200 $153/$191 $301 $376 201-500 $297/$371 $589/$736 500+ With approval $489 / $611 $973/ $1216 Week End Fri 6 AM — Sun 11 PM 6 hours 12 hours Group size In /Out In /Out 1-100 $85/$106 $165/$206 101-200 $157/$196 $309/$386 201-500 $301/$376 $597/$746 500+ With $493/$616 $981/ pprov $1226 Special Event Reservations (defined as any time the public is invited) Special Event reservations are for 6 or 12 hour blocks of time. PRIVATE GROUP RESERVATIONS (PROPOSED) 4% increase Week Day Mon 6 AM — Thurs 11 PM Group size 1 hour In / Out 2 hours In / Out 3 hours In / Out 4 hours In / Out 5 hours In / Out 6 hours In / Out 7 hours In / Out 8 hours In / Out 1 - 50 $23 / $29 $27 / $34 $31 / $39 $35 / $44 $40 / $50 $44 / $55 $48 / $60 $52 / $65 51-100 $40 / $50 $44 / $55 $48 / $60 $52 / $65 $56 / $71 $60 / $76 $64 / $81 $69 / $86 101-200 $64 / $81 $69 / $86 $73 / $91 $77 / $97 $80 / $105 $85 / $107 $89 / $112 $94/$117 201-30 $89/$112 $94/$117 $98/$123 $102/$128 $106/$133 $110/$138 $114/$143 $119/$149 Week End Fri 6 AM — Sun 11 PM Group size 1 hour In / Out 2 hours In / Out 3 hours In / Out 4 hours In / Out 5 hours In / Out 6 hours In / Out 7 hours In / Out 8 hours In / Out 1 - 50 $27 / $34 $35 / $44 $44 / $55 $52 / $65 $60 / $76 $69 / $86 $77/$97 $85 / $107 51-100 $44 / $65 $52 / $65 $60 / $76 $69 / $86 $77 / $97 $85 / $107 $94/$117 $102/$128 101-200 $69 / $86 1 $77 / $97 $85 / $107 $94 / $117 $102/$128 $110/$138 $119/$149 $127/$159 201-300 $94/$117 1 $102/$128 $110/$138 $119/$149 $127/$159 $135/$169 $143/$180 $152/$190 Past 8 hours: add $9 each additional hour for In City and $11 each additional hour for Out of City SPECIAL EVENT RESERVATIONS (PROPOSED) 4% increase Week Day Group size 6 hours In / Out 12 hours In / Out 1-100 $84/$105 $158/$204 101-200 $159/$199 $313/$392 201-500 $309/$386 $613/$766 500+ With approval $509/$635 $1012 / $1265 Week End Fri 6 AM — Sun 11 PM 6 hours 12 hours Group size In / Outb In /Out 1-100 $88/$110 $172/$215 101-200 $163/$204 $321/$402 201-500 $313/$391 $621/$777 500+ With $513/$641 $1020/ approval $1276 4A L Q [�r U i--I 00 N M N N N O tD LO o O Ln O N ri I, n m li LO 01 01 01 Ol 4J r-I r-I M N N M M M M ri M 00 Ln 00 M 4 � � M M M Ln M M M M 7 0 v 0 CL O a v} v} v} v} v} v} +n +n +n v} v} v} vll o o o o o o o 0 O o o 0 0 0 o o o o o 0 0 w o o o o o 0 0 0 0 0 0 0 0 O o o 0 0 0 0 0 0 0 0 0 o p 0 0 0 0 0 1, m Ln M Lo LO o O Ln o n 1* 00 00 N M M Li 00 N IN IN N U ri N 00 N N N - m 00 Ln oo N M M M M M M 'T M M M M 00 OJ Ln O Q O L O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O LL_ O n ri M ri ri ri l0 O O M O M M O l0 l0 I, o o -�T N 00 00 00 c-I ri M ri M M M N O O N 00 M M RT RT RT M M M M M M M M t N y +J 7 0 0A C 4- LLI O O O O O O O O O O O O O O O O O O O O O O O O O (31 L(31 i O 00 O � O tD O 0l0 O O l0 O l0 O O M O O O O M O O O M O l0 O M O I� O n O O O 0 O 0LL O l0 O l0 O ri O ri O ri c-I N I� N N N O O O N 00 Ln N M M M M M M RT N M M M >- ri ri MT MT ri y C 0A C Ln X LU AA. 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