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Board presses YMCA and community education for itemized contract costs and usage data
Summary
Board members asked staff and the YMCA to bring program-by-program cost breakdowns, age ranges and usage data before approving next season’s contract or fee schedule; staff said it will return with a draft fee schedule and usage metrics.
The Brainerd Park Board on Aug. 26 told staff to seek more granular contract and usage data from community education and the YMCA before finalizing next year’s agreements or fee schedule.
Staff framed the discussion as a contract-design question: "Do we want to pay them per activity versus just a lump sum?" a staff member asked, noting four contract elements that have been included historically. Chair said the board needs to be able to quantify staff time and supplies so it can evaluate cash requests and refunds for canceled activities. "If they're gonna come and ask for $10,000, hypothetically... I just wanna see what that money...is being assigned to those programs," the Chair said.
Board members requested age ranges for YMCA activities, a representative sample of per-field maintenance hours, and an approach to alternatives when contracted programs are canceled: (1) offer an alternative program, (2) divert funds to equipment, or (3) return funds to the city. Staff agreed to return with a cost per field and season estimate, and the YMCA and community education representatives are expected to present their end‑of‑season report at the next meeting.
The board also asked staff to develop a draft fee schedule informed by benchmarking research; staff reported collecting fee structures from roughly 15–20 comparable jurisdictions and suggested some jurisdictions charge seasonal flat fees for field use rather than many small line items.
What’s next: Staff will provide program age ranges, usage and reservation data, a cost-per-field estimate and a draft fee schedule for board review at the next meeting.
