Parks and Recreation Commission Meeting Agenda Packet - 11142024

Page 2 of 5 Table 1 Comparison Survey: Co-Sponsored Group Field Rental Fees per Hour Pleasanton Dublin Fremont LARPD San Ramon Walnut Creek Natural Grass $0 $7 $12 $17/$20 premier $13 $33 Synthetic Turf $0 $26 $29-$67 $66 $44-65 N/A In addition, staff conducted an internal cost analysis to better understand the full cost of maintaining these fields for the co-sponsored groups. Financial consultant NBS was hired to provide a professional review of staff’s internal cost analysis and provide a memo outlining their findings. This memo (Attachment 1) includes the benchmark study analysis and the fully burdened costs for maintaining and administering fields to City co-sponsored groups. In collaboration with NBS, staff determined actual costs per year and developed the following cost per hour for field maintenance and administration: • $49.96/hour for natural grass fields • $79.58/hour for artificial turf fields (this cost includes artificial turf replacement costs in the hourly rate.) DISCUSSION In accordance with the City’s Master Fee Schedule (Attachment 2), co-sponsored groups are subject to fees up to 25% cost recovery of actual costs. Given the actual costs for field maintenance and replacement, the neighboring City fees, and applying the current Master Fee schedule cost recovery model, staff recommends beginning with a three-year field rental fee schedule for co-sponsored groups, beginning July 1, 2025, for practices and games and upon City Council approval for tournaments. The proposed fee schedule is as follows: Table 2 Natural Grass Fields Fiscal year Begin Date Rate Cost Recovery 2025/26 July 1, 2025 $2.50/hour 5% 2026/27 July 1, 2026 $5.00/hour 10% 2027/28 July 1, 2027 $7.50/hour 15% Page 18 of 56