CC 02-06-2024 Item No. 12. Cost Allocation Plan, User Fee Study, and Cost Recovery Policy_Supplemental ReportCITY OF
ADMINISTRATIVE SERVICES DEPARTMENT
CITY HALL
10300TORRE AVENUE • CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3220 s FAX: (408) 777-3109
CUPERTINO CUPERTING.ORG
CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: February 6, 2024
Agenda Item #12
Subject
Cost Allocation Plan, User Fee Study, and Cost Recovery Policy
Recommended Action
Receive and File Cost Allocation Plan and User Fee Study and provide direction on the components
of a Cost Recovery Policy
Background:
Staff's responses to questions received from councilmembers are shown in italics.
Q1: How many events with a first aid booth and permitted block parties (not including
National Night Out) occurred last fiscal year? (Vice Mayor Fruen)
Staff Response: There were 15 events with a first aid booth and 12 permitted block parties, with
one being for National Night Out.
Q2: Do other cities also have Parks and Recreation fees approved administratively? (Vice
Mayor Fruen)
Staff Response: In reviewing fee approval responses from Campbell, Gilroy, Los Altos, Milpitas,
Morgan Hill, Mountain View, Palo Alto, and Santa Clara, all cities have market rate program and
membership fees approved through the City Manager or Department Head. Five of the cities have
Council approved facility rental fees and three of the cities establish a range, do not exceed
percentage, or cost recovery policy to allow City Manager or Department Head fee adjustments.
Q3: How many appeals does the City receive on an annual basis? (Councilmember Moore)
Staff Response: Since 2021, the City has received three appeals and one petition for reconsiderations
for City Council, and 18 administrative citation appeals.
Q4: Does the parks and recreation department provide similar services as other
neighboring cities? Are there areas where we do more or where we do less?
(Councilmember Moore)
Staff Response: The basis of what the Parks and Recreation Department offers is similar to other
cities such as facility rentals, classes, camps, and summer concerts and movies. Cupertino is rare
because the Parks and Recreation Department oversees a nature preserve (with historical buildings),
Blackberry Farm, Golf Course, and Sports Center. Cupertino also coordinates more festivals and
staff run events for a city of our size. Another difference in Cupertino over the years, has been
Council direction to offer mental health, intergenerational, neighborhood events, and to keep costs
down or free for Senior and Teen offerings. When the Parks and Recreation Department brought
forward Facility Rental fees and Athletic Field Use fees the Council, at the time, directed staff to not
raise fees or to take the lower fee compared to other cities. The Parks and Recreation Department
does more in overseeing four unique operations, offering programs and events that offer extensive
options, and having a park ranger program. The area that we do less than some cities is adaptive
recreation and aquatics programming. Events like Signing Santa are building our adaptive
recreation, but a lack of pool facilities and limited days do not allow for growth in aquatics
programming.
Q5: Describe what is included
in costs, for each parks and recreation program listed in
the staff report?
Staff Response: See the updated chart below with excerpts from each program budget from the FY
2023-24 Final Budget.
Direct &
Cost
Program
Revenue Indirect Exp Difference
Recovery %
Cultural Events
.........................................................._......................................_......................................_......................................_......................................
$1,221 $768,430 ($767,209)
0.16%
Facilities
...............................................................................................................................................................................-......................................
$203,173 $802,246 ($599,073)
25%
Youth Teen
$854,411 $2,827,397 ($1,972,986)
30%
Recreation
..............................................................................................................................................................................._......................................
Senior Center
..............................................................................................................................................................................._......................................
$70,129 $1,437,067 ($1,366,938)
5%
Youth and Teen
$0 $503,414 ($503,414)
0%
Neighborhood
$0
$179,317
($179,317)
0%
Events
.........................................................._......................................_......................................_......................................_......................................
Park Facilities
..............................................................................................................................................................................._......................................
$195,207
$2,536,875
($2,341,668)
8%
BBF Golf Course
.........
$602,779
$1,217,291
............................................................................_......................................
($614,512)
50%
Sports Center
$2,796,329
$5,116,163
($2,319,834)
55%
Operations
.......... ................_......................................_..............
.................. ......_......................................
Outdoor Recreation
$439,717
$1,880,645
($1,440,928)
23%
Total $5,162,966 $17,268,845 ($1
Program
Cultural Events - 4th of July festivities and Big Bunny 5K, and those hosted at Memorial Park and Quinlan Community
Center including the Summer Concert Series, Movies in the Park, Shakespeare in the Park, and Tree
.............................................. _...... ..................................................................................................................................................................................................................................
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- This staff also serves as liaison and issues permits for community festivals at Memorial Park
including the Cherry Blossom Festival, Rotary Fall Festival, Veteran's Day Memorial Ceremony,
Diwali Festival, Bhubaneswar Sister City's India Heritage Fair, Dilli Haat, Holi, Relay for Life, Egg
Hunt, and more.
Facilities - Community Hall provides space for City Council meetings and various Commission meetings, as well
as facility rental space available for a variety of activities including business meetings, community
events, and Cupertino Library programs.
- The Quinlan Community Center houses the administrative office of the Parks and Recreation
Department and serves as facility space for rentals and a variety of recreational, social, and
community activities.
- The Creekside Park building provides community members with facility space which can be used for a
variety o activities.
..............................................-. ti/.................................................................................................................................................................................................................................
Youth Teen - This program encompasses fee -based youth and teen programs such as academic and enrichment
Recreation classes, STEAM programming, recreational camps, preschool, and special events, enrichment classes
for adults, and special interest programming:........................................................................................................................................................................................._.................. .
Senior Center - This program includes the coordination and delivery of program services for seniors at the Senior
Center. Staff coordinates a well -maintained Senior Center for adults age 50+ including senior adult
recreation programs such as enrichment classes, educational presentations, group trips and tours, and
social events. In addition, the Senior Center team leverages members to support programs and services
through volunteer opportunities: Staff provides referrals for resources available to seniors:
Youth and Teen - This program supports teen programs and services for the Recreation and Education Division.
Programs - It provides for the supervision and support for the Youth Activity Board and the teen summer
volunteer program and
- Also produces teen events, such as the Cupertino Cafe, <hack,> Cupertino, and the teen movie nights.
- Oversees the Monta Vista Recreation Center, which provides additional facility space for youth and
teen programs and
- Is home to a diverse array of recreation activities including gymnastics classes
Neighborhood - The Neighborhood Programs provide a varied schedule of summer events in neighborhood parks. Evem
Events include outdoor concerts, outdoor movies, performances, and free arts and fitness programs in the park
These programs are designed to engage new customers and to promote current programs:
Park Facilities - Blackberry Farm provides the community with recreational space to swim, picnic, enjoy ranger -led
activities, and
- The Stevens Creek Trail. McClellan Ranch Preserve offers environmental education classes/creek tours
to school groups, nature programs, and is the location of the Community Garden program and non-
profit operations such as Grassroots Ecology, Santa Clara Valley Audubon Society, UCCE Master
Gardeners, and Rolling Hills 4-H Club.
BBF Golf
- Blackberry Farm Golf Course provides a nine -hole golf facility to the community that serves all ages.
Course
..............................................-..............................................................................................................................................................................................................................................................
Sports Center
- The Cupertino Sports Center offers a variety of health and wellness activities including a full fitness
Operations
center, and a wide assortment of fitness classes, youth sports classes, and a variety of racquet sports,
including tennis, table tennis, pickle ball, and badminton classes, camps, and programs.
Outdoor
- This program encompasses the coordination and delivery of a wide range of sports, fitness, and
Recreation
outdoor activities for youth and adults.
- Operate a summer learn -to -swim program for infants, children, teens, and adults.
- Coordinate spring, summer, and fall adult softball leagues.
- Increase adult sports league programming.
- Provide sports, dance, fitness, and wellness classes for youth, teens, and adults. Provide sports, fitness,
and outdoor camps for youth and teens.
- Provide a summer nature and science program.
- Manage user group field rentals under the Cupertino Union School District/City Joint Use
Agreement.
- Increase nature, blacksmithing, and environmental classes for parent/child, teens, and adults.
- Offer fee -based gardening programs for youth and adults.
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Attachments Provided with Original Staff Report:
A - Cost Allocation Plan
B - User Fee Study Final Report