Items 4E-HItems 4E - 4H Approve the Renewal of Facilities Utilization Agreements with SBA, GSSA, SGSA and SCLA plus Parks Cost Allocation Report
Chris Tribble
4E. Approve renewal of Facilities Utilization Agreement with Southlake Baseball Association
4F. Approve renewal of Facilities Utilization Agreement with Grapevine Southlake Soccer Association
4G. Approve renewal of Facilities Utilization Agreement with Southlake Girl’s Softball Association
4H. Approve renewal of Facilities Utilization Agreement with Southlake Carroll Lacrosse Association
FUA Renewals with SBA, GSSA, SGSA & SCLA
City coordinates w/local athletic associations to provide youth athletics programs to residents
These arrangements are historically documented and authorized through a written agreement referred to as a Facilities Utilization Agreement (FUA)
City has a separate agreement with each association that utilizes City-owned fields/facilities
FUA Renewals with SBA, GSSA, SGSA & SCLA
Agreement was drafted utilizing the general core content from the agreements previously in place and reviewed by the City Attorney
Term = 1 year
Each association has agreed with Staff has met with each association
FUA Renewals with SBA, GSSA, SGSA & SCLA
Affecting All Associations:
Specifying that “Fields will be unavailable during the CITY’s scheduled maintenance…”
Clarifying due dates league schedules, league rosters, fee payment (the $12/player/season), & proof of insurance
Spelling out specifically what must be included in the roster and league schedules submitted
FUA Changes/Clarifications 2010 vs. 2009
Affecting All Associations:
Eliminated a section regarding optional field prep by the city for weekends (tournaments). This service is still an option and will be handled on a case by case basis as per the City’s
fee schedule.
Eliminated excessive and unnecessary language referring to City maintenance of underground utilities and listing City Ordinances.
FUA Changes/Clarifications 2010 vs. 2009
Specific to Southlake Baseball Association FUA:
Clarification of seasons of play. The 2010 agreement identifies all three seasons of play (Spring, Summer and Fall). The previous FUA listed only Spring and Fall, although they actually
play three seasons every year.
FUA Changes/Clarifications 2010 vs. 2009
Specific to Southlake Girls Softball Association FUA:
Clarification of seasons of play. The 2010 agreement identifies all three seasons of play (Spring, Summer and Fall). The previous FUA listed only Spring and Fall, although they actually
play three seasons every year.
Clarifies that the City has priority over fields 1 & 2 (adult softball program). SGSA uses those field when not in use by the City’s adult softball program.
States that Field 2 will be unavailable to SGSA on Wednesday evenings from 4:00-10:00pm for rentals. If there are no rentals, then SGSA may use the field during that time.
FUA Changes/Clarifications 2010 vs. 2009
Staff has prepared a Parks Cost Allocation Report at the request of City Council
This report details the Capital Investment to date and the Annual Operating Costs allocated to each athletic association based on participation.
Parks Cost Allocation Report
Parks Cost Allocation Report
CAPITAL INVESTMENT:
The capital investment represents audited costs from the annual financial report.
SPDC, PDF, and GF Investment:
Data represents the Finance Department’s records of total capital investment from 1994 to date
Data represents total capital investment to date per facility utilized by each athletic association
Association Investment:
Data represents association participation in SPDC matching funds projects to date
City Participation (adult softball only):
Data represents participation numbers reported for City managed programs (i.e., adult softball at Bob Jones Park) from 2004 to date
Association Participation:
Data represents participation numbers reported (rosters submitted) by each Association from 2002 to date
Investment/Participant:
Data represents the total Capital Investment (SPDC + PDF + GF) by the city per participant for each athletic association.
Parks Cost Allocation Methodology
ANNUAL OPERATING COST (2009):
The annual operating cost represents the estimated operating costs allocated to each athletic association based on participation.
City Operating Costs:
Materials – Data represents the current annual supply costs to operate and maintain the athletic fields and concession/restroom facilities at each facility
Labor – Data represents the current annual estimate of labor expenses devoted to operating and maintaining each athletic facility during league seasons as defined by the FUA (tournaments/off-season
practice not included).
Utilities – Data represents the current annual electric usage as charged from utility company.
City Revenue (adult softball only):
Data represents the revenue received for City managed program (i.e., adult softball at Bob Jones Park from 2004 to date
Association Contributions:
Data represents the revenue received for field maintenance fees ($12 per player per season fees according to the FUA’s) from each Association for Spring and Fall 2009
Annual Participation:
Data represents the Spring and Fall 2009 participation as reported by the Associations.
Annual Operating Cost/Participant:
Data represents the total estimated annual City operating costs less association contributions and city revenue (adult softball only) per participant for 2009.
Parks Cost Allocation Methodology
YTD Investment Annual Op Cost
Sport per Participant per Participant
Soccer $ 81.47 $ 33.81
Softball $189.18 $150.62
Baseball $134.06 $ 52.41
Lacrosse $239.25 $ 9.02
Actual Investment 2009 estimated costs
1994 - Present
Parks Cost Allocation Report
YTD City Investment per Soccer Participant = $81.47
YTD Capital Investment
SPDC $1,452,929
PDF $ 7,157
$1,460,087
Participants 2002-Present
17,921
Note: GSSA has invested $15,750 towards improvements
Parks Cost Allocation Report - Soccer
Annual Operating Costs per Soccer Participant = $33.81
Annual Operating Costs (2009)
City Operating Costs $114,677
Less Association Fees - 15,388
$ 99,289
Participants 2009
2,937
Note: GSSA pays a field maintenance fees of $12.00 per player per season, based on the percentage of total GSSA games played on City of Southlake fields.
Parks Cost Allocation Report - Soccer
YTD City Investment per Softball Participant = $189.18
YTD Capital Investment
SPDC $1,102,222
PDF $ 7,157
$1,109,379
Participants 2002-Present
5,225 SGSA (Girls Softball)
639 City Managed Leagues (Adult Softball)
5,864
Note: SGSA has invested $193,966 towards improvements
Parks Cost Allocation Report - Softball
Annual Operating Costs per Softball Participant = $150.62
Annual Operating Costs (2009)
City Operating Costs $119,033
Less Association Fees - 8,352
Less City League Revenue - 5,847
$104,834
Participants 2009
696
Parks Cost Allocation Report - Softball
YTD City Investment per Baseball Participant = $134.06
YTD Capital Investment
SPDC $1,227,043
GF $ 3,000
PDF $ 340,249
$1,570,293
Participants 2002-Present
11,713
Note: SBA has invested $188,390 towards improvements
Parks Cost Allocation Report - Baseball
Annual Operating Costs per Baseball Participant = $52.41
Annual Operating Costs (2009)
City Operating Costs $107,429
Less Association Fees - 20,016
$ 87,413
Participants 2009
1,668
Parks Cost Allocation Report - Baseball
YTD City Investment per Lacrosse Participant = $239.25
YTD Capital Investment
SPDC $922,143
PDF $ 2,539
$924,682
Participants 2002-Present
3,865
Note: SCLA has invested $12,500 towards improvements
Parks Cost Allocation Report - Lacrosse
Annual Operating Costs per Lacrosse Participant = $9.02
Annual Operating Costs (2009)
City Operating Costs $11,016
Less Association Fees - 6,288
$ 4,728
Participants 2009
524
Parks Cost Allocation Report - Lacrosse
Questions?
Chris Tribble
(817) 748-8021