01-20-2004 - Ridge Rider Arena Fee Schedule• City of West Covina
Memorandum
AGENDA
TO: Andrew G. Pasmant, City Manager ITEM NUMBER B-6i
and City Council DATE: January 20, 2004
FROM: Steven L. Samaniego, Interim Community PRaVTED ON RECYCLED PAPER
Services Director
SUBJECT: RIDGE RIDER ARENA FEE SCHEDULE
RECOMENDATION:
It is recommended that the City Council approve the new fee schedule as shown in Attachment A
for the Ridge Rider Arenas.
DISCUSSION:
The Ridge Riders (RR) and City of West Covina informal partnership began in 1958, entering
into an Agreement in 1985, with the most recent amendment approved in 1995. The Agreement
provided that the RR organization conduct programming, monitor the safety of the facility and
maintain the facility. The RR assumed the cost of operation, and collected reasonable rental fees
to be used toward the operation of the facility.
In May 2003, the City purchased the property from the Valencia Heights Water Company.
Public Works staff began providing the maintenance of the equestrian center in 2003. On
November 12; 2003, the RR presented the City with a letter to terminate their agreement with the
City. The City is actively working with RR to transition programming operations to the City.
The proposed arena fee schedule (Attachment A) was developed from staff survey, current fees
established by RR and provides consistency with other City rental fee standards approved in July
2003. The proposed fee schedule for arena rentals is incorporated in the proposed Maverick -
Ridge Rider Operation Plan (Attachment B). The Maverick -Ridge Rider operation plan includes
a brief history of the property, community programming objectives and revenue generating
strategies to offset the existing operating costs. Attachment C is an aerial view of the arenas.
ALTERNATIVES:
1. Adopt the proposed fee schedule
2. Further increase the proposed fees; however, a fee increase may result in out pricing the
market, resulting in a decrease in participation and revenues.
3. Decrease the proposed fees, however, this would likely result in a lower cost recovery.
FISCAL IMPACT:
The Maverick -Ridge Rider Park projected operating cost excluding recreation programming is
estimated at $38,500 for landscape maintenance, field renovation and utilities.
The projected total operating cost including recreation programming outlined in the operation
plan is $70,093. Based on the proposed fees, the recreation programming is anticipated to gross
receipts of $50,416. The expected operating cost over anticipated revenues is $19,677, or 72 %
recovery with recreation programming for the first year of implementation. The City can only
achieve a 72% recovery in the first year because the market will not support higher fees.
Therefore, increased fees above market rate could reduce overall participation, which would
result in less revenue recovery.
COMMISSION DISCUSSION AND RECOMMENDATION:
The Community Services Commission reviewed the Maverick -Ridge Rider Operation Plan at the
January 13, 2004 meeting.
(Comments will be added following the meeting)
Prepared by:
�gan4f--"L} del M
Community Services Manager
Reviewed and approved by:
Reviewed and approved by:
Steven L. Samaniego
Interim Community Services Director
Thomas Bachman
Finance Director
Attachments: A Proposed Arena Fee Schedule
B Draft Maverick -Ridge Rider Park Operation Plan
C Maverick -Ridge Rider Park Site Plan
•
9
Attachment A
RIDGE RIDER ARENA PROPOSED NEW FEES
Regulation, Product or
Service
Current Fee structure
Fees if adjusted by
Consumer Price Index
(Increase of 20%
except if stated
otherwise)
PROPOSED
SCHEDULE OF
FEES AND
SERVICE
CHARGES
Ridge Riders Arenas
Small Arena
(Minimum 2 hours)
Not applicable
Not applicable
$10.00 per hour
Show Arena
(Minimum 2 hours)
Not applicable
Not applicable
$250.00 per day
Pipe Corrals
Not ap licable
Not applicable
$10.00 per day
Arena Field Grooming
Not applicable
Not applicable
$65.00 per occurrence
Security, chemical toilets, trash receptacle services may be required at the participants expense.
I
Attachment B>
-City. of Test -C-ovin.a.-
Commu moty Serpices Department
.Maverick -Ridge Rider Pa
rk
Featuring
Maverick Basebaff q7iefd
�z
Ridge Rider Equestrian Center
Draft Nove1mbeV003Background 0
Introduction
This document includes the types of programs
and services that can be provided from the
facility; proposed fees; projected annual
operating costs; and a schedule of operating
hours. The details regarding the findings are
contained in the body of this document.
Property Description
The City of West Covina leased the property
from the Valencia Heights Water Company for
recreational purposes since 1958. The City now
owns this property described as a 9.5 acre parcel
of land .located at 330 South Citrus Avenue
between Vanderhoof Drive on the south and
Walnut Creek Parkway on the north..
Maintenance & Operation Agreements
In anticipation of the City of West Covina
.purchase of the Butler property from Valencia
Heights Water Company, Community Services
staff began reviewing existing agreements with
the Maverick Development Group (MDG) and
Ridge Riders, Inc. (RR) in January 2002.
Staff conducted -meetings with MDG board
members and the City of ' West Covina Sports
.Council to share existing field uses, policies and
procedures, operation plan and suggestions for
improvements to the field programming and
operations. Community Services Commission
Sports Council Subcommittee and staff met with
MDG representatives to design a City/MDG
public/non-profit partnership to maintain and
operate Maverick Field. Through collaborative
.efforts, the first West Covina 'Little League
Junior Baseball Division began play at Maverick
Field in February 2002.
Attachment B
Ai111
InMarch 2002, MDG decided to dissolve the
MDG non-profit corporation. In an effort to not
disrupt the operation flow and revenue stream of
the field use, MDG and City staff worked closely
to transition the field operation. 1i On June 1,
2002, MDG officially dissolved, and donated all
equipment assets to the City to maintain the
facility. City staff assumed operation of the field
consistent with the MDG operations to recover
field maintenance costs. Recommended field
rental fees were submitted to the Finance
Department for the next fee study review by City
Council. New fees were adopted in July 2003.
The RR and City of West Covina partnership
began in 1958. The most recent agreement
commenced on June 8, 1987. The agreement
states that the RR organization will conduct
programming, assume all costs of operation and
maintenance, and collect reasonable rental fees
to offset the operation of the facility,. Following
a facility face-lift of tree trimming, painting and
arena footing improvements, Public Works staff
began providing the maintenance of the
equestrian center in 2003. Staff met with RR to
design a new agreement to reflect' the current
conditions. For instance,. the City stepped in to
provide maintenance, yet the RR are scheduling
the programming and collecting rental fees. The
goal of the partnership is to increase the revenue
base to recover as much of the operating costs as
possible.
Following 'several Agreement discussions
between RR and City staff, the RR Board of
Directors voted to terminate the Facility Use
Agreement with the City. The City received a
termination letter from RR on November 12,
2003. City staff is actively working with RR to
transition operations to the City.
Attachment B
Draft November 2003
ac groan
Bd
WEST QVINA
Key Findings Conclusion
The key findings can be summarized as follows:
➢ Maverick Baseball Field has a good rental
clientele of youth leagues, ages thirteen and
older established. The field is maintained at
a higher level than ball fields at multi -use
facilities. Rental priority is given to West
Covina resident youth teams followed by
non-resident youth teams and `adult teams.
➢ Maverick -Ridge Rider Park has several
projects in the Capital Improvement Program
budget. The park monument sign with
irrigation and landscaping is complete. The
..park master plan ($5,000) is on hold. The
trash enclosures ($10,000) and miscellaneous
park improvements ($100,000) are on hold
until the park master plan is developed.
Ridge Rider Arena serves as a positive focal
point for West Covina and provides a link to
the community's rural and equestrian
heritage. The facility is well known, in the.
Southern California equestrian community
for hosting quality family events in an
environment shaded with mature trees.
➢ Park safety issues were addressed this year,
leading the City to install security cameras,
replace arena footing, facility painting, shrub
clearing and tree trimming.
➢ The City Maintenance Division has assumed
the daily maintenance duties of the park.
➢ Horseback riding lessons are now offered at
the park through the city recreation class
program.
➢ The park has amenities and space to offer
additional programming.
2
The intent of this document is to provide the City
Council and the Community Services
Commission with information and forecasts
regarding a . projected operating cost and
recovery strategy.
Operation Plan
Hours of Operation
Maverick -Ridge Rider Park is open to the public
seven days a week, 8:00 a.m. to dusk. Arenas
and baseball field are available on a rental basis
days -and evenings.
1
}
Draft Nove&er 2003
J Operation Plan
Attachment B
Maverick Baseball Field
The Maverick Baseball Field is designed for
participants thirteen and older. The field consists
of home and visitor bleachers, enclosed dugouts,
a scorer/announcer booth, snack bar &
restrooms.
Programming is scheduled through the
Recreation Division office. The field is rented to
baseball teams primarily for games and
tournaments.
Potential Revenues
Field Rental
Peak Use (Feb -July)
Avg. Weekly receipts
24 weeks @ $525/week $12,600
Non -Peak Use (Aug -Jan.)
Avg. Weekly receipts
20 weeks @ $250/week $ 5,000
Gross receipts $17, 600
Based on current activity the anticipated
annual field rental receipts is $17,600.
kidge_Rider Equestrian Center
The equestrian center has a show arena, trail
arena, warm-up arena, holding pens/stalls, a
round pen, announcer's stand, registration booth,
restrooms, bleachers, cook shack, fire ring, wash
rack, and shaded grass areas.
The Ridge Riders and staff are working together
to transition the , operation, equipment and
supplies of the equestrian center. Ridge Rider
members are a valuable resource for promoting
equestrian activity in West Covina. Nine club
activities were conducted in 2003. Staff is
posting monthly schedules at the facility to
inform the public when events are scheduled at
the arenas. Recreation Services staff is compiling
the 2004 calendar arena schedule.
Proposed Proerammin
Horseshow Rentals
Special Events
Horsemanship Classes
Horseback Riding Classes
Summer Camps
Canine Obedience Classes (all levels)
Canine Agility Classes
Dog Show Rentals
Family Picnic Rentals
Animal Vaccination Clinics'
raft November 2003 Opefation'Plant.
Potential Revenues
Horseback Riding Classes (4wks)
No. of Classes per week
No. of Sessions per year
No. of participants per class
Fee per participant per class
Gross receipts
65135 split to Citv
Canine Classes (6wks)
No. of Classes per week.
No. of Sessions per year
No. of participants per class
Fee per participant per class
Gross receipts -
65135 split to Citv
Specialty: Day Camps (1 wk)
Youth Equestrian
No. of Weekly Camps per year
No. of Participants per class
Fee per participant per class
Gross receipts
65135 split to City
ianship Classes (3wks)
No. of Classes per week
No. of Sessions per year
No. of Participants per class
Fee per participant per class
Gross receipts
. 65135 split to City
Staffing Levels
Attachment S.
WEST 0VfNA
4 Existing fulltime staff supervising recreation class
3 programs and facility rental programs will be
$141 responsible for generating the revenues outlined in
$13,536 this operation plan. Ridge Riders will continue to'be
$ 4,737 a resource to staff and host their club events. Five
hundred limited service staff hours are included. in
the operation plan to reflect on -site supervision.
2
4
10
$55
$4, 400
$1,540
4
12
$160
$7, 680
$2, 688
1
6
10
$65
$3,900
$1,365
Show Rental Ptogram
No. of Rentals per year 10
Average Daily Rental $330
Gross Receipts $3, 300
Anticipated Gross Receipts for Ridge Rider Equestrian
Center. $32,816
Total Anticipated Gross Receipts
Maverick Baseball Field $17,600
Ridge Rider Equestrian Center $32,816
$50,416
4
Yearly OperatinLz Costs
Obleet Code
Amount
5112-Limited Service Salaries
5,410
5124-Sick Leave
5151-Worker's Comp
162
5152-HealWlex Benefit
5155-Medicare
78
5156-Unemployment
5
5157-Retirement
6011-Uniforms
200
6020-Education
6120-Contract. Services
23,500
Landscape Maintenance, Field Renovation, Rentals
6120-Instructor Services
15,500
6140-Utilities
15,000
6210-Oilice Supplies
6240-Supplies
1000
6330=Equipment M & R
2,500
6410-Propergy Liability
600
6493-Adminstration/Overhead
300
6999-Non-Capitol Equipment
2,500
7120-Office Equipment
7160-Other Equipment
Projected Operating Costs: $ 66,755
Contingency (5%) 3,338
Grand Total: $ 70,093
Anticipated Gross Receipts $ 50,416.
Projected Operating Costs
Over Anticipated Revenues: $19,677
(72% Recovery)
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