HomeMy WebLinkAbout2016-05-16 - BLT - 06 Staff Report - Library Board Staff Report Meeting Room Fees Final
ABSTRACT:
Council Policy I-7 allows for fees, deposits, and cancellation fees to be charged for the use of the Library
meeting rooms “on the recommendation of the Board of Library Trustees” (“Board”). Currently, there
are 11 meeting room fees. Staff recommends:
1. Combining the Cancellation Charge and the Refund Charge;
2. Reducing the Refundable Cleaning Deposit by $9 to $96; and
3. Increasing the Setup & Cleanup Fee for the Friends Room by $39 to $114.
All other fees shall remain unchanged.
RECOMMENDATION:
Staff respectfully requests that the Board recommend the meeting room fees as described above. Upon
the Board’s recommendation, staff will present these fees as part of the wider fee schedule
recommendation to the Finance Committee on Thursday, June 16, 2016, for their approval, and
ultimately to City Council sometime this summer.
DISCUSSION:
The Library Department’s cost of service fees are currently being studied by the City’s fee study
consultant, MGT of America (“MGT”). The last time the Library was studied was in 2011. Although
billable reservations of the Library meeting rooms are a rare occurrence, staff felt it appropriate to
review and update the meeting room fees with the other Library fees.
The following table demonstrates the current meeting room fees, proposed fees, and recommended
adjustments:
TO: BOARD OF LIBRARY TRUSTEES
FROM: Finance Department
Dan Matusiewicz, Finance Director
949-644-3126 dmatusiewicz@newportbeachca.gov
PREPARED BY: Theresa Schweitzer, Senior Accountant
TITLE: Library Meeting Room Fee Update
Currently the fee schedule lists separately a Cancellation Charge and a Refund Charge. Staff
recommends that these be combined into one fee since the staffing and time estimates are the same for
both.
Staff recommends reducing the Refundable Cleaning Deposit by $9 to reflect the current pass through
cost of our cleaning service.
Staff recommends removing of the $80 Setup & Cleanup fee for the use of the kitchen, but also
increasing the Setup & Cleanup for the Friends Room from $75 to $114, a $39 increase. The Setup &
Cleanup: Friends Room fee and the Deposit: Refundable Cleaning will adequately cover those costs
associated with the Setup & Cleanup fee for the use of the kitchen.
The Energy Surcharge fee is recommended to be removed as it has not historically been charged and is
not a fee that staff anticipates wanting to charge in the future.
The deposit for the use of the PA system and the Facility Use fees are recommended to remain the
same.
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the Board of Library Trustees considers the item).
Meeting Room Fees Current
Fee
Proposed
Fee Adjustment
Cancellation Charge: Friends Room $31 $59 $28
Refund Charge: All Other Program/Facility Use $31
Deposit: Friends Room (use of PA system)$100 $100 $0
Deposit: Refundable Cleaning $105 $96 -$9
Setup & Cleanup: Friends Room $75 $114 $39
Setup & Cleanup: Use of Kitchen $80
Energy Surcharge Cost
Facility Use Fees: Non-Profit Resident, per hour, 2 hr minimum $50 $50 $0
Facility Use Fees: Non-Profit Nonresident, per hour, 2 hr minimum $95 $95 $0
Facility Use Fees: Private Resident, per hour, 2 hr minimum $80 $80 $0
Facility Use Fees: Private Nonresident, per hour, 2 hr minimum $160 $160 $0
Recommend Removal
Recommend Removal
Combine with Above