G-2. Establish 2017 Picnic Reservation FeesMEMORANDUM
CITY OF C HANHASSE N
Chanhassen is a Community for Life - Providing forToday and Planning for Tomorrow
TO: Todd Hoffman, Park & Recreation Director
FROM: Jerry Ruegemer, Recreation Superintendent
DATE: November 22, 2016
SUBJ: 2017 Picnic Reservation Fees
PROPOSED MOTION
"The City Council approves the 2017 picnic reservation fees including a large -group fee for
groups of 100 or more, and eliminating the $200 damage deposit for group picnics."
City Council approval requires a simple majority vote of the City Council present.
BACKGROUND
G -Z
The Park & Recreation Commission reviewed the picnic season at their October 25 meeting. The
commission discussed revenues, reservation categories, customer types, and other related items.
Chanhassen's picnic facilities continue to be a popular destination for many events. That popularity
brought many company and larger picnics, which has forced staff to invest more time and energy
into exceeding our customers' expectations. Staff is recommending to implement a large -group fee
that would be in addition to the normal rate our customers qualify for. The large -group fee would
cover expenses such as garbage, extra cleanings for portable restrooms, and additional staff
cleaning. Staff is recommending groups of 100 or more pay an additional $50 for resident groups
and $100 for non-resident groups.
Staff is also recommending that the $200 damage deposit be eliminated for groups reserving picnic
sites. The $200 damage deposit wouldn't cover any significant damage and the city at that point
would pursue a group's insurance to cover damages. Staff hasn't cashed a $200 damage deposit in
many years and the practice would eliminate another step for our customers and for staff having to
return it after the event.
RECOMMENDATION
It is recommended that the Park & Recreation Commission recommend that the City Council
establish 2017 group picnic reservation fees at the same level as 2016 with the additional large
GAPARKVERRYTicnicsTionic Reservation Fees 2017.docx
PH 952.227.1100 • www.cLchanhassen.mn.us • FX 952.227.1110
7700 MARKET BOULEVARD • PO BOX 147 • CHANHASSEN • MINNESOTA 55317
group fee of $50 for residents and $100 for non-residents. Staff is also recommending to eliminate
its $200 damage deposit for all group picnics. The commission's recommendation will be
forwarded to the City Council as a part of their annual review of all license fees on December 12.
ATTACHMENT
1. Proposed 2017 Picnic Reservation Fees
2. 2016 Picnic Site Evaluation
0
CHANHASSEN PICNIC INFORMATION
City of Chanhassen, 7700 Market Blvd., P.O. Box 147,
Chanhassen, MN 55317
852-227-1121
LAKE SUSAN PARK SHELTER
• Available May 1 -September 30
• Accommodates 50.200
• Group receives exclusive use of the shelter area. All other park facilities are subject to use by the general
public.
Amenities
25'X 45' covered shelter has lights, electrical outlet, water spigot, bathrooms, picnic tables, trash receptacles, play
area, sand volleyball court, ball field, basketball court, tennis courts, fishing pier and boat access.
LAKE ANN PARK LAKESIDE PAVILION
• Available May 1 -September 30
• Accommodates 25-175
• Group receives exclusive use of the shelter area. All other park facilities are subject to use by the general
public.
Amenities
40'x 40' covered shelter has lights, electrical outlets, access to water, bathrooms, ball fields, play areas, grills, trash
receptacles, swimming beach, boat access, fishing pier, boat rentals, concessions, tennis court, and birds eye view of
Lake Ann.
AL KLINGELHUTZ MEMORIAL PAVILION
• Available May 1 -September 30
• Accommodates 100-400
• Group receives exclusive use of the shelter area. All other park facilities are subject to use by the general
public.
Amenities
50'x 100' covered shelter with lights, electricity, picnic tables, grills, trash receptacles, portable restrooms, water
spigot, ball fields, play areas, swimming beach, fishing pier, boat access, boat rentals, concessions, and tennis court.
Group Reservation Rates (Including Tax)
Type
Resident
Resident School
Non -Resident
Non -Resident School
Refundable Damage Deposit
Non-Profit/Senior Group Discount
Monday -Thursday
Friday -Sunday
$100
12
$45
50
200
250
00
150
200
$200
25%
25%
MEMORANDUM
11 f'
TLo i�i I�
Chanhassen is a Community for Life- ProvidingforTodayand Planning forTomorrow
TO: Todd Hoffinan, Park & Recreation Director
FROM: Jerry Ruegemer, Recreation Superintendent
DATE: October 25, 2016
SUBJ: 2016 Picnic Site Evaluation
The 2016 picnic reservation season was another good one, with paid picnic reservations totaling
122. The picnic sites hosted family reunions, weddings, anniversaries, graduations, birthdays,
baptisms, school groups, and company parties. The most popular site is the Lakeside Pavilion at
Lake Ann (46), second is the Klingelhutz Pavilion at Lake Ann (43), and the Lake Susan Shelter
is third (33). The 122 reservations generated $15,200 in revenue. These paid reservations
resulted in the city hosting over 15,000 picnickers. Many other picnics take place weekly at all
locations, as some groups choose not to make a reservation. We are pleased that the community
is utilizing the picnic facilities for multiple programs, special events, camps, and picnics.
Attached is a summary of all picnics held in 2016, including reservation categories, facility
breakdown, the type of customer making the reservation, and the day of the week reserved. This
information is needed to review future facility improvements, fee structures, and operational
procedures.
Upon completion of every picnic, staff sends out evaluation forms seeking feedback from park
users. The information collected is largely positive with comments relating to facility processes
and fees. Staff reviews all comments and works together to address any concerns or issues our
customers may have. Picnic evaluation forms have been included in the Administrative Section
in your packets throughout the summer.
In an effort to continue the availability of parking, staff has adopted the practice of not
scheduling the Lakeside and the Klingelhutz pavilions during the month of July when athletic
tournaments have been scheduled. These tournaments have been larger in scale and have put
pressure on the existing infrastructure at Lake Ann Park. Not scheduling the picnic pavilions has
had positive results with tournament participants. Enacting these scheduling practices have
PH952.227.1100 • www.ci.chanhassen.mn.us • FX952.227.1110
7700 MARKET BOULEVARD • PO BOX 147 • CHANHASSEN • MINNESOTA 55317
Park & Recreation Commission
October 25, 2016
Page 2
resulted in a reduction of revenue and participation from a historical perspective, however, the
revenue and participation numbers the"last two picnic seasons since adopting the practice have
been nearly identical.
The 2016 picnic reservation season was successful, with the overwhelming majority of our
guests having a positive experience. Staff will continue to look for ways to improve our
procedures and facilities to ensure our customers have a Chan-tastic experience and seek to
return in the future.
ATTACHMENTS
1. 2016 Picnic Reservation Categories
2. Picnic Attendance, 2009-2016
3. Picnic Revenue, 2009-2016
4. Picnic Reservations, 2009-2016
\\cfs5\cfs5\shared_data\park\jerry\picnics\2016 picnic rentals\picnic season evaluation 10-25-16.docx
2016 Picnic Reservation Categories
Lakeside Pavilion
'Mon
Tues
Wed
Thurs
Fri
Sat
Sun
Total
Resident
1
1
1
2
5
10
13
33
Resident School District 112/276
0
0
2
2
1
0
0
5
Non -Resident
1
2
0
0
0
2
3
8
Non -Resident School District
0
0
0
0
0 1
0
0
0
Total
2
3
3
4
6
12
16
46
Lake Susan Shelter
Mon
Tues
Wed
Thurs
Fri
Sat
Sun
Total
Resident
2
0
2
2
4
8
0
18
Resident School District 112/276
0
1
3
3
1
1
0
9
Non -Resident
0
0
0
2
0
3
0
5
Non -Resident School District
0
0
0
1
0
0
0
1
Total
2
1
5
8
5
12
0
33
Klingelhutz Pavilion
Mon
Tues
Wed
Thurs
Fri
Sat
Sun
Total
Resident
1
2
3
3
4
7
8
28
Resident School District 112/276
0
1
1
1
0
0
0
3
Non -Resident
1
1
1
1
1
4
4
12
Non -Resident School District
0
0
0
0
0
0
0
0
Total 1
1 1
4
5
1 51
5
11
12
43
1 122 Total Picnics Paying Fees
\\cfs5\cfs5\shared_data\park\jerry\picnics\2016 picnic rentals\picnic reservation categories 16.docx
Picnic Attendance
18,000
16,000
14,000
12,000
10,000
8,000
6,000
Total Attendance 2009-2016: 102,700
4,000
2,000
0
2009 2010 2011 2012 2013 2014 2015 2016
Picnic Revenue
$20,000
$18,000
$16,000
$14,000
$12,000 '
$10,000
$8,000
$6,000
Total Picnic Revenue 2009-2016: $114,350
$4,000
$2,000
$0
2009 2010 2011 2012 2D13 2014 2015 2016
Picnic Reservations
140
120
100
80
Me
Total Picnic Reservations 2009-2016: 936
40
20
0
2009 2010 2011 2012 2013 2014 2015 2016