City Presents Proposal for Future Operations of Cowan Civic Center At work Session.

City Presents Proposal for Future Operations of Cowan Civic Center

The City of Lebanon presented a preliminary proposal Monday night outlining one possible future for recreation operations at the Cowan Civic Center after the current agreement with the Ozarks Regional YMCA expires next year.

The chambers were packed.

Read full council recap here: https://www.lebanonmonow.com/article/city-council-recap-lebanon-council-sets-tax-levy-approves-more-than-650-000-in-projects-and-public-safety-fundingCity Administrator Troy Schulte presented the proposal during the Lebanon City Council work session on Aug. 24. The presentation outlined what City-operated recreation services could look like, including potential membership rates, free and reduced-cost access, staffing, operating hours, programming and the possible integration of other City recreation facilities.

No decisions have been made.

The proposal was presented for discussion by the City Council. The City has not approved taking over the recreation center, adopted the proposed fee structure or authorized the operational changes included in the presentation.

The Aug. 24 agenda listed the item specifically as a “Proposed Transition of Civic Center Operations to City Management.”

How the Current Arrangement Works

The recreation portion of the Cowan Civic Center opened with the facility in 1996 and includes the indoor pool, fitness center, gymnasium and locker rooms.

The City originally operated those facilities through its Parks and Recreation Department until 2010, when the Ozarks Regional YMCA began operating the recreation center space.

Under the current arrangement, the YMCA collects and keeps operating revenue while paying for staffing, routine operating costs and programming. The City continues to own the facility and pays utilities, capital equipment maintenance and replacement costs.

The YMCA currently pays the City $50,000 in annual rent, which Schulte said was previously $90,000. The City also pays $35,000 per year for family memberships for City employees.

Schulte described the current net impact as approximately $15,000 in rent coming from the YMCA to the City after accounting for the employee memberships.

During council discussion, Schulte said the rent had been higher earlier in the relationship, at approximately $120,000 before later moving to $90,000 and eventually $50,000.

The current agreement with the YMCA is scheduled to expire June 30, 2027.

What City Staff Is Proposing

Under the proposal presented Monday, the City would begin directly operating the recreation portion of the Civic Center on July 1, 2027, if the council ultimately chooses that direction.

Schulte described the proposed model as a community center concept.

Under that approach, the facility would be considered a community amenity and would not be expected to completely support itself through membership fees and other revenue.

The proposal would also move away from the current arrangement in which the City operates one portion of the Civic Center while the YMCA separately operates the recreation portion.

Instead, staff envisions recreation programming being integrated throughout the larger Civic Center.

Schulte pointed to the Exhibit Hall as one example. The space can sit unused for portions of the week, and he suggested it could potentially be used for activities such as indoor soccer leagues. Meeting rooms could also potentially be used for fitness classes when they are not otherwise scheduled.

Proposed $5 Daily Admission

Under the proposal, the daily fee to use the gym, fitness center and/or pool would be $5.

The fee would apply to people ages 3 through 64.

Youth age 2 and younger would be admitted free when accompanied by an adult, similar to the current policy at Boswell Aquatic Center.

The City would also attempt to schedule open gym and open swim periods when the public could use the facilities for free.

Additional small fees could be charged for specialized programs or events.

These rates are proposals and have not been approved by the City Council.

Seniors Could Use the Facility for Free

One significant part of the City’s proposal involves senior citizens.

Schulte said senior citizens currently make up a large percentage of YMCA members using the Civic Center.

Rather than creating a City system for billing Medicare and various insurance providers, the proposal would allow anyone age 65 or older to use the gym, pool and fitness center for free by showing identification.

That proposal would not distinguish between Lebanon residents and people living elsewhere in Laclede County or surrounding communities.

Income-Based Free Memberships Proposed

City staff is also proposing free memberships for households meeting certain income requirements.

The proposed eligibility level is approximately 150 percent of the federal poverty level.

The income thresholds presented Monday were:

One-person household: $23,940

Two-person household: $32,600

Three-person household: $40,980

Four-person household: $49,500

Schulte noted that the four-person household threshold of $49,500 is close to Lebanon’s median household income.

Based on those numbers, staff estimates more than half of Lebanon residents could potentially qualify to use the recreation facility for free.

Residents qualifying through the income guidelines would go through an annual membership process.

The income limits and eligibility requirements are part of the proposal and have not been adopted.

Proposed Monthly Memberships

For people who do not qualify for free access and want more than a daily pass, staff presented several possible monthly membership options.

The proposed rates are:

$25 per month for use of one facility, either the gym, fitness center or pool.

$40 per month for unlimited use of all three.

$70 per month for up to six people in the same family to use all facilities.

Schulte said the proposed structure is similar to the fee structure currently in place.

Proposed Annual Memberships

Annual passes were also included in the proposal.

An annual individual pass for one facility would cost $200.

An annual individual pass for all facilities would cost $325.

An annual family pass for up to six members of the same household would cost $550.

Schulte said the annual pricing essentially provides a discount for paying upfront while also reducing the City’s administrative work associated with collecting monthly payments.

Expanded Hours Proposed

City staff would also like to expand the hours the recreation facility and other portions of the Civic Center are available to the public.

The proposed hours are 6 a.m. to 8 p.m. Monday through Friday and 8 a.m. to 5 p.m. on weekends.

That would provide approximately 88 hours of facility availability each week.

Schulte said one immediate difference residents could see would involve the Civic Center walking trail.

Currently, the walking trail closes at 5 p.m. when City staff leaves. Under the proposed schedule, the walking trail could remain available during the expanded Civic Center hours.

The actual operating schedule would depend on staffing.

City Would Try to Retain YMCA Employees

If the City ultimately takes over operations, Schulte said the goal would be to retain as many current YMCA employees as possible.

That could include lifeguards, front desk employees and staff responsible for senior programming and other recreation programs.

The goal, according to Schulte, would be for employees interested in making the transition to finish working for the YMCA on June 30, 2027, and begin working for the City on July 1.

City staff would also attempt to continue existing programs where possible.

During council discussion, questions were raised about maintaining programs currently offered through the YMCA. Schulte said continuity would depend heavily on whether the employees currently running those programs choose to transition to City employment.

Potential Community Partnerships

The community center concept could also create opportunities for partnerships with other local organizations.

Schulte said City staff has had conversations involving potential partnerships with Mercy, Lake Regional, CoxHealth, Jordan Valley, Hughes Senior Center, Lebanon R-3 School District, Lebanon Parks and Recreation and local daycare providers.

Possible programming could include senior activities, before- and after-school programs, summer camps, aquatics and other recreational opportunities.

Those partnerships are possibilities being explored and are not finalized agreements.

Estimated $300,000 in New Annual Expenses

City staff estimates the proposed operation could generate approximately $100,000 annually through daily admission fees, memberships and facility rentals.

At the same time, staff estimates approximately $300,000 in new annual expenses.

Much of the additional expense would be staffing necessary to cover the proposed 88 hours of weekly operation.

The City already pays utilities, capital costs and other expenses associated with the building under the current arrangement.

Schulte said a Civic Center general manager and recreation manager have also already been included in the City’s budget.

Additional costs would include materials, supplies and custodial support.

City Estimates About 33 Percent Cost Recovery

Based on the preliminary estimates, the City would recover approximately 33 percent of the recreation operation’s costs through revenue.

The remaining costs would be supported by the City.

Schulte said the proposal is intentionally not structured with the expectation that the recreation center would completely pay for itself.

He contrasted that with the City’s operation of Spring Hollow Golf Course, where the expectation is that the golf course covers its costs.

The community center would instead be treated as a public amenity.

During council discussion, it was noted that the City currently sees approximately a $15,000 positive net impact from the YMCA arrangement after accounting for the City’s employee memberships. A council member characterized the proposed change as approximately a $215,000 net shift when compared with the current arrangement, which Schulte confirmed.

Future Boswell Aquatic Center Could Be Connected to Civic Center

Schulte also discussed a longer-term idea involving Boswell Aquatic Center.

The existing outdoor aquatic center will eventually require major action, and Schulte said that if the City builds a new aquatic center, he believes it would make sense to construct it adjacent to the existing indoor pool at the Cowan Civic Center.

That could create a year-round aquatic facility and allow staffing, including lifeguards, to move between indoor and outdoor operations.

Schulte suggested a future aquatic center could potentially become a signature project if the City asks voters to renew its capital improvement sales tax.

That concept is not an approved project and was presented as a possible long-term direction.

A Future Citywide Recreation Pass

Staff also discussed the possibility of eventually creating a broader Lebanon City Pass.

Schulte said that concept would likely be something considered in the second or third year of City operation rather than immediately.

Such a pass could potentially combine access to the Lebanon Community Center, Boswell Aquatic Center and Spring Hollow Golf Course.

No price or final structure has been established for that concept.

YMCA Will Present Its Perspective September 28

The City Council did not make a decision Monday night on whether the City will take over recreation operations at the Cowan Civic Center.

The Ozarks Regional YMCA will have an opportunity to present its own perspective before the council determines which direction to take.

Schulte told council members that the YMCA has agreed to make its presentation at the City’s next regularly scheduled meeting on September 28.

Following that presentation and additional council discussion, the City will eventually have to determine whether to enter into a new agreement with the YMCA or begin preparing to operate the recreation facility itself.

Schulte said the City would likely need to notify the YMCA of its direction by the end of the year because the existing agreement contains a six-month notification provision.

The current agreement remains in effect through June 30, 2027.

For now, everything presented Monday regarding City operation, including the proposed rates, free memberships, staffing structure, expanded hours and programming changes, remains a proposal.

Lebanon Now will continue following the discussion as the YMCA presents its perspective in September and the City Council considers the future of recreation operations at the Cowan Civic Center.