Proposed Update to FCPS Reg. 10001 Rental of FCPS Facilities Office - - PDF document

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Proposed Update to FCPS Reg. 100‐01 Rental of FCPS Facilities

Presenters: Paul Lebo, FCPS Chief Operating Officer John Carnahan, Custodial Services Manager Deb Huffman, FCPS Use of Facilities Coordinator Leslie Pellegrino, Chief Financial Officer

Office of Chief Operating Officer

May 22, 2019

BOE Request for Additional Info

• As requested at the April 10 BOE meeting, staff returns with

additional information for BOE consideration to approve the proposed Use of Facility Fee Schedule (last updated in July 2015)

• FY16‐19 Usage Breakdown by Priority Groups
• Comparison of FY19 Priority 2 Application Fees and various

Administrative Processing Fee Rates ($2‐$5 per event date) (See backup 2 posted on BoardDocs)

• Revenue/Expense Analysis

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Review of Proposed Fee Adjustments

 Replacing the $25 application fee for Priority 2 community user groups (CUG) with an Administrative Processing Fee per event date ($5 per event date proposed)  Revising the hourly facility fees for various room/area types  Increasing by $5 the hourly labor fee assessed to CUGs for weekend custodian coverage, Food & Nutrition Services personnel and Sound/Lighting Technician for high school Auditorium usage (currently $25 per hour)  Assessing a flat fee per weekday event date to provide supplemental pay for extra‐hours worked by a custodian in support of weekday CUG events ($5 per event date proposed)

• Assessed to Priority 2‐5 CUGs
• Assessed to Priority 1 CUGs when attendance is greater than 50 (exception for

internal FCPS events)

Review of Proposed Fee Adjustments

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Usage Breakdown by Priority Group

(Data Run as of 05/10/19)

School Facilities Cost Calculator

• Online tool to help calculate fair use of facility fees
• Calculates cost per square foot, cost per usable hour per square foot, and fair cost per

room type

• Assumes factors such as:
• Total Building Gross Square Footage
• Current Building Replacement Cost (per sq. ft.)
• Expected Building Life‐Span
• Estimated Annual Hours of Facilities Operation
• Core Space factor
• Operation and Maintenance Costs
• Administrative Costs
• Capital Costs

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School Facilities Cost Calculator Result of Fair Fees to Charge per Room Type

(Most heavily utilized interior spaces)

Use of Facility Revenue/Expense Analysis

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Priority 2 (Youth)

Comparison of FY 19 Usage/Application Fees and Cost at Various Administrative Processing Fee (APF) Rates

(Data Run as of 4/25/19)

At $2 APF: 54% of Priority 2 groups will see a savings (94/175) At $3 APF: 43% of Priority 2 groups will see a savings (76/175) At $4 APF: 39% of Priority 2 groups will see a savings (68/175) At $5 APF: 32% of Priority 2 groups will see a savings (56/175)

# of FY19 Approved Apps App Fees Paid in FY19 ($25 ea) # of Approved FY19 Event Dates

$2 APF

Diff. from FY19 App Fee Paid

$3 APF

Diff. from FY19 App Fee Paid

$4 APF

Diff. from FY19 App Fee Paid

$5 APF

Diff. from FY19 App Fee Paid 1185 $29,625 17487 $34,974 $5,349 $52,461 $22,836 $69,948 $40,323 $87,435 $57,810

Next Steps

• May 22, 2019: Request approval of the new fee

structure

• May 28, 2019: Announce changes to Reg. 100‐01 via

FOF and email to all registered CUGs

• July 1, 2019: Reg. 100‐01 changes become effective
• January 1, 2020: Priority 2 CUGs new fee implemented

(There will be no application fee assessed during July 1, 2019 – December 31, 2019 for Priority 2 groups to allow time to budget for new fee; labor fees and usage fees for areas such as stadiums and pools still apply during this time period)

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