Bylaw No. 1786 - Juan de Fuca Recreation Centre Fees and Charges Bylaw Amendment No. 14, Bylaw No. 1786, 2018 (Readings)

Staff Report to Council

Date: 18/06/2018
Department: Finance
Subject: West Shore Parks & Recreation Society Fees and Charges 2018/19 – Bylaw No. 1786

Background and Comments

The West Shore Parks and Recreation Society (WSPRS) propose to amend their Fees and Charges effective from September 1st, 2018 to August 31st, 2019. These Fees and Charges are referred to the member municipalities for enactment as a bylaw. Attached is the letter from WSPRS dated April 26, 2018 that outlines the proposed changes, as well as working documents that show year-to-year comparisons.

As the WSPRS require the approval of the annual fees by September 1st, it is recommended that Council approve the 2018/2019 fee changes.

Options

1. That Council considers first three readings of Juan de Fuca Recreation Centre (West Shore Parks & Recreation Society) Fees and Charges Bylaw Amendment No. 14 Bylaw No. 1786, 2018.

OR

2. That Council does not consider changes to Juan de Fuca Recreation Centre (West Shore Parks & Recreation Society) Fees and Charges at this time.

Respectfully Submitted,

Submitted by:
Michael Dillabaugh, CPA, CA Director of Finance

Concurrence:
Braden Hutchins, Director of Corporate Services

Concurrence:
Darren Kiedyk, Chief Administrative Officer

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Attachments

• Attachment 1 – Letter from WSPRS
• Attachment 2 – Working Documents
• Attachment 3 – Bylaw No. 1786
• Attachment 4 – Schedule A of Bylaw No. 1786
• Attachment 5 – Schedule B of Bylaw No. 1786

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Letter from West Shore Parks & Recreation Society

April 26, 2018

Mayor Stewart Young
City of Langford
2nd Floor, 877 Goldstream Avenue
Victoria, BC V9B 2X8

Dear Mayor Young & Council:

Re:
West Shore Parks & Recreation Society – Fees and Charges 2018-2019

Enclosed please find a copy of the proposed Fees and Charges for the West Shore Parks & Recreation Society, which will be effective from September 1, 2018 through to August 31, 2019.

Annually, there is a review of the WSPRS fees and charges in order to make recommendations for any changes. When recommending changes, the fee review includes factors such as comparison of surrounding municipalities and school district fees, usage levels, new facilities that have come into our community, and desired recovery rates for our various activity areas. Each of the fees is reviewed and adjusted with the above factors in mind. We strive to find the balance between fiscal goals, financial accessibility, and the regional marketplace. We also work closely with the School District in setting their fees for room rentals and field usage.

In 2018-2019 we are recommending holding our annual pass fees at their current rates, and applying a modest increase on drop in admissions. With regards to indoor facilities/arenas and outdoor facilities, the rise in fees reflects the increased cost of utilities and wages, and were applied where the demand was high and the increase was manageable. There is a slightly higher increase on Velodrome track fees to match the maintenance costs attached to that outdoor space. Curling fees that have been increased to help minimize the operational deficit of the facility, and bonspiel rates have been revised to reflect staffing costs involved.

The fee adjustments being recommended should meet the predicted cost of living and CUPE increase in most cases, and continue to be reasonable prices for the consumer in this community and in the region. We have included our working documents to show year to year comparisons with notes that may be helpful to explain changes.

These Fees and Charges were accepted by the West Shore Parks and Recreation Society Board of Directors at their Regular Meeting held April 19, 2018, and referred to the Member Municipalities for enactment as a bylaw in their respective areas.

Once enacted, please kindly forward a copy of your 2018/19 Fees and Charges Bylaw for our records. Thank you.

Sandy Clarke
Acting Chief Administrative Officer

SC/ct/Enclosures

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Working Documents (Summary — 2018/19 highlights)

Notes from WSPRS working documents (selected):

• Adult single admission published with tax: $6.65 (2.26% increase on 2017/18 base).
• Annual passes (12 month) held at same rates (e.g. Adult $385.00).
• Child-minding fee held at current price based on Peninsula Co-op sponsorship.
• Small and Large meeting rooms aligned with School District (SD62) fees.
• Arena ice rates minor increases (generally $1 increases or ~0.5%-1%).
• Velodrome track fees increased ~10% (higher increase due to maintenance costs).
• Curling bonspiel rates revised to reflect staffing costs; some curling fees adjusted to reduce operational deficit.
• Outdoor facilities average increase ~3%-3.5%; lacrosse/field/turf/velo lighting increases aligned to BC Hydro average ~2.5%.
• Golf fees held at 2017 rates.

(Full working document tables were provided with comparative columns for 2017/18 and 2018/19, taxation adjustments and notes.)

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CITY OF LANGFORD — BYLAW NO. 1786

Amend Bylaw No. 858 Being the “Juan de Fuca Recreation Centre (West Shore Parks & Recreation Society) Fees and Charges Bylaw, 2004”

WHEREAS the City established a service for parks, recreation and community services pursuant to the Parks, Recreation and Community Service Establishment Bylaw No. 639, 2001;
AND WHEREAS pursuant to section 397 of the Local Government Act and section 194 of the Community Charter, Council may, by bylaw, impose a fee or charge payable in respect of all or part of a service of the municipality or the exercise of regulatory authority by the municipality;
AND WHEREAS Council wishes to authorize and impose the fees and charges payable for use of the services and facilities at the Juan de Fuca Recreation Centre, which fees and charges must also be authorized by the other local government owners of the Juan de Fuca Recreation Centre;
NOW THEREFORE the Council of the City of Langford, in open meeting assembled, enacts as follows:

Title
This bylaw may be cited for all purposes as the “Juan de Fuca Recreation Centre (West Shore Parks & Recreation Society) Fees and Charges Bylaw 2004, Amendment No. 14, Bylaw No. 1786, 2018.”

Imposition of Fees and Charges
The Council hereby authorizes and imposes the fees and charges for use of the services and facilities at the Juan de Fuca Recreation Centre in the amounts set out in Schedule “A” to this Bylaw.
The fees and charges established under this Bylaw will be effective from September 1st, 2018 through to August 31st, 2019.
As an exception to the fees and charges set out in Schedule “A”, those classes of persons described in Schedule “B” to this Bylaw shall pay those fees and charges, if any, for use of services and facilities at the Juan de Fuca Recreation Centre as set out in Schedule ”B”.

READ A FIRST TIME this day of June, 2018

READ A SECOND TIME this day of June, 2018

READ A THIRD TIME this day of June, 2018

ADOPTED this day of July, 2018

MAYOR

(Certified Correct)
CORPORATE OFFICER

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Schedule A — Fees and Charges (Effective: September 1, 2018 to August 31, 2019)

ADMISSION FEES (swim, skate, weight room, fitness classes)

(Single drop-in admissions include applicable taxes. All passes have applicable taxes added at the time of purchase)

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INDOOR FACILITIES RENTAL FEES

(All Fees Subject to Applicable Taxes)
ROOMS: (per hour unless noted) (In alignment with SD62 fees where noted)

Small Rooms include: Boardroom, Gllangcolme, Spinnaker, Upper and Lower Clubhouse, JDF Seniors Centre Rooms 201-202 and Centennial Centre for Arts and Culture Rooms

Clubhouse & Fieldhouse Changerooms

Large Rooms include: Lookout Lounge, Galleon Room, Kinsmen Fieldhouse, 55+ Centre Auditorium & Room 101

Wedding Rooms Include: Kinsmen Fieldhouse and 55+ Centre Auditorium

Swimming Pool (no guard)

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ARENA FACILITIES RENTAL FEES

Fees Effective: September 1, 2018 to August 31, 2019
Rates per hour unless otherwise noted

JdF Arena/The Q Centre - Ice

Skate Rentals (tax incl)

JdF Arena/The Q Centre/Curling Rink - Dry Floor

Full Day (24 hrs) Special Events (not including Arena Sports Tournaments)

JdF Curling Rink - Ice (2-hour blocks for 1 sheet unless noted)

• Prime: M-F 6:00 pm - 11:00 pm, Sat - Sun 8:00 am - 11:00 pm
  ** Non-Prime: M-F 6:00 am - 6:00 pm

Move/In Out days for full day rentals will be 50% of the base rate.

(All Fees Subject to Applicable Taxes Unless Noted)

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OUTDOOR FACILITIES RENTAL FEES

(All Fees Subject to Applicable Taxes)

Sand Volleyball Courts / Tennis Courts / Basketball Courts (per court, per hour)

BMX Track

Ball Diamonds (per diamond per hour - minimum 2 hour rental)

Playing Fields (per field per hour - minimum 2 hour rental)

Lights - Field 1, 2 & 3 - Youth & Adult *
| Fee | $29.25 |

Artificial Turf Field

Lacrosse Box (per hour)

Lights - Lacrosse Box | $8.25

Velodrome (per hour)

Picnic Shelter (per hour)

*Lights can be booked in 1/2 hour blocks at 50% of rate.

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GOLF COURSE GREEN FEES AND RENTALS

(All Fees Include Applicable Taxes)

Summer - April 1, 2019 - September 30, 2019

Winter - October 1, 2018 - March 31, 2019

Other

**Family rate includes four (4) people with 2 adults maximum

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Schedule B — Exceptions / Employee & Municipal Privileges

(Referenced in Bylaw as Schedule "B"; see Policy & Procedures Manual excerpt below for details)

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West Shore Parks & Recreation Society — Policy & Procedures Manual

HUMAN RESOURCES – EMPLOYEE BENEFITS
Facility Passes & Golf Privileges for Staff, Board Members and Municipal Staff
Policy No.: 3.5.4
Effective Date: July 2010
WSPRS PM-3.5.4 R01

POLICY:
As part of a health and wellness plan for staff, board members and municipal employees, the Society provides access to the use of it’s recreational facilities.

PURPOSE:
To provide administrative guidelines for the assignment of facility use and golf privileges to the Staff of West Shore Parks and Recreation Society; Members of the Society’s Board of Directors; and Employees of the City of Colwood, the City of Langford, the Districts of Highlands and Metchosin, and the Town of View Royal. “Facility Use” means free access to the weight room, swimming pool, skating rink and some drop-in fitness classes.

All staff are required to have Staff ID Cards as a requirement of their employment. These ID Cards will also permit access for facility use and golf privileges. These ID Cards are processed through the Front Reception Desk during normal hours of operation.

PROCEDURE:

Board Members:
Facility use privileges will be assigned at no cost to the Board member and his/her immediate family. For this purpose, “immediate family” will be considered as:

• the Board member
• the Board member’s spouse/partner living in the same household
• the Board member’s dependent children (under the age of 19 years) living at home.

Board Members’ facility use privileges will be based on their terms of office (i.e: from January to December of each calendar year for the duration of their term.) Board Members and their families will require ID Cards to access these privileges. ID Cards are processed through the Front Reception desk during normal hours of operation.

Auxiliary Employees:
Auxiliary Employees (employee only) are entitled to facility use privileges for the duration of their employment with the Society. These privileges will not normally extend beyond one season/session at a time.

Regular Employees or Regular Part-Time Employees:
Regular RFT / RPT staff members and members of his/her immediate family are entitled to facility use privileges. For this purpose, “immediate family” will be considered as:

• the employee
• the employee’s spouse/partner living in the same household
• the employee’s dependent children, under the age of 19 years, living at home.

These passes are normally issued on a yearly basis. There will be a $5.00 fee for each card issued to family members.

Common-law arrangements must have duration of one year, as a minimum. Facility Passes are not issued to in-laws, mothers, fathers, sisters, brothers, or their children, or to employee’s children who no longer reside at home. Any extenuating circumstances can be addressed with the Administrator for consideration.

Board / Employee Golf Privileges:
With their ID Card, Board Members and regular employees (part-time or full-time) are permitted to play one (1) round of golf per week during designated times (Tues., Wed., Thurs.) during “twilight” hours. This privilege does not extend to family members and/or friends. There is a sign-in sheet in the Pro-Shop which must be signed before playing a round.

Staff Retirement Pass:
In recognition of long time service, an employee who retires from the West Shore Parks & Recreation Society, upon serving a minimum of 20 years, will receive a lifetime pass to the Juan Fuca Recreation Centre facilities for drop-in programs, including golf. The pass is not valid for any of our registered programs.

Municipal Employees Facility Discount:
Employees of the Cities of Colwood, City of Langford, District of Metchosin, District of Highlands, and Town of View Royal will be eligible for a 50% discount on:

• a three (3)-month pass and/or
• an annual pass for drop-in programs.

This discount will not be extended to registered programs, for the Golf Course, or for any special promotions.