2001-02-08 1 JOINT UTILIZATION COMMITTEE
2
3 MINUTES
4
5 February 8, 2001
6
7 Joint Utilization Committee Members Present: Jerry Lawrence, Chair and CISD Board of
8 Trustees Representative; Patsy DuPre, Vice -Chair and City Council Representative; Steve
9 Harold, CISD Board of Trustees Representative; Greg Standerfer, City Council
10 Representative; Wendi Carlucci, City Council Appointed Citizen; and; John Rollins, CISD
11 Appointed Citizen; and Jim Glover, Parks and Recreation Board Representative.
12
13 Committee Members Absent: None
14
15 Guests: Bob Ledbetter, Executive Director of Athletics for CISD; Brent Klein, TPM
16
17 Staff Members Present: Steve Polasek, Deputy Director of Community Services for the City of
18 Southlake; Steve Johnson, Assistant Superintendent for the CISD.
19
20 Agenda Item No. 1, Call to Order - Mr. Lawrence called the meeting to order at 6:05 p.m.
21
22 Agenda Item No. 2, Administrative Comments — CISD and city staff continue to work on
23 developing revenue and operating projections for the natatorium, with City involvement being
24 primarily in regards to community based aquatic programs. A more formal report will be
25 presented in March.
26
27 The December 14, 2000 Joint Use Committee meeting minutes will be included in the March
28 agenda since they were not complete in time for consideration at this meeting due to the vacancy
29 of the Community Services Administrative Secretary position.
30
31 Agenda Item No. 3, Discussion: Natatorium Director Qualifications — Chairman Jerry Lawrence
32 welcomed Carroll High School coach Bob Ledbetter and introduced Mr. Steve Johnson, CISD
33 Assistant Superintendent, and explained this item was placed on the agenda to allow interested
34 members of the Joint Use Committee and the general public an opportunity to provide comments
35 and input regarding qualifications they would like to seek in the personnel hired to operate the
36 new natatorium.
37
38 Mr. Johnson explained the various stages involved in the CISD hiring process. The first step was
39 to meet with Dr. Ted Gillum, John Craft, and Bob Windham to brainstorm about the natatorium
40 director position and to come up with what the actual staffing needs would be. They investigated
41 several school districts' staffing plans for similar positions and determined that Grapevine's was
42 the most similar to what they had in mind for this position. Realizing that operation of the
43 natatorium facility would require a director and/or administrator, an assistant and additional
44 support personnel, which could be added as funding for the program developed, the group
45 concluded that in the first year they envisioned the basic operation of the natatorium to require a
46 natatorium director /coach and an assistant position, depending upon the hours of operation which
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1 could be 6:00 a.m. — 10:00 p.m., six days a week. Thus the CISD job description would include
2 qualifications for a coach, as well as characteristics required for an administrator.
3
4 Mr. Johnson said the next step in the process would be to gather input from a committee
5 consisting of city, CISD staff and swim team parents in order to develop a profile (criteria,
6 qualifications, experience, etc.) for the director /coach position. Once formulated, the job
7 announcement would be posted and applications accepted for a set period, followed by a
8 screening and elimination process narrowing the selection down to 20 candidates. Interviews will
9 be conducted and 3 -4 final candidates selected for committee review, which would then make a
10 recommendation to the school board. The entire process usually takes about six months.
11
12 Mr. Johnson noted it was necessary to determine the requirements for the position at this time so
13 the School Board can authorize the District to proceed.
14
15 Vice Chair Patsy DuPre shared her rationale for wanting this item on the JUC agenda. She felt
16 JUC was the perfect opportunity to facilitate discussion between members of the council, school
17 board and staff from both the District and City. She commented that members of the school
18 district had expressed interest in getting the parents ideas about the ideal profile.
19
20 A parent of one of the CHS swim team members asked if the current swim coach was capable of
21 handling the position in the event a natatorium director was not found? Mr. Lawrence responded
22 that the position would be posted and the current coach would do the same thing he does now.
23
24 Chairman Lawrence asked members of the Committee to express their opinions about the
25 qualifications or characteristics they would like the District to consider in recruiting a natatorium
26 director.
27
28 Greg Standerfer shared his idea concerning the economic factor of hiring a director at this time
29 and stressed the importance of hiring someone with "people skills."
30
31 Ms. DuPre emphasized the need for that position to work closely with the school district and city
32 staff and have the ability to "hit the ground running" as there would be a lot going on and citizen
33 expectations are high.
34
35 Jim Glover commented on the dual role of a director /coach and asked that consideration be given
36 to the assistant position profile. He recommended hiring someone with city recreation
37 experience, as well as someone experienced with adults and youth programs, to balance out what
38 the director -level position would bring to the program.
39
40 Steve Polasek shared his thoughts about a "team approach" instead of an individual person,
41 commenting on the importance of a cooperative effort. He noted that flexibility, marketing
42 abilities and innovation were desirable qualities.
43
44 Mr. Harold said someone with "people" skills and marketing ability would be an asset for the
45 director position. He commented he would be interested in seeing what characteristics citizens
46 favor.
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N..IParks & Recreationl COMITEESIJUCIMINUTESI01 _minutes1020801.doc
•
1
2 Mr. Rollins spoke of the importance of having people skills and marketing skills to effectively
3 generate revenues for the program. He commented the skill sets may be different for an
4 administrator /director from the skills that are required to handle the daily operations, which may
5 mean that more than one position is necessary. The characteristics of the job may require a
6 director and an assistant.
7
8 Committee members discussed other desirable characteristics of a natatorium director /coach,
9 entertained comments about the funding aspect and listened to suggestions for possible
10 programs.
11
12 Swim parents in attendance at the meeting handed out an overview of three separate options for
13 staffing the natatorium. The three proposals detailed profiles of their concept of a perfect
14 facility, including staff requirements for each position and shared an overview of each plan. A
15 brief presentation was provided to the Committee.
16
17 Patsy DuPre compared the managerial arrangement of the Aquatics Commission with other city
18 use agreements, such as the ones Southlake has with the Grapevine - Southlake Soccer
19 Association, the Girls Softball Association and Southlake Baseball Association. Those
20 community volunteer clubs contract with the City to use park and joint use facilities.
21
22 Committee members agreed that priority use of the natatorium facility would be given to the
23 educational and athletic programs of the CISD. Community based aquatics programming such as
24 open swim, water aerobics and other public programs would be given the next highest priority,
25 followed by lease or rental of the facility to other groups, agencies and public.
26
27 Susan Ansley recommended that the aquatics committee be comprised of the natatorium director,
28 CISD representatives, CISD parents, and Southlake citizens to ensure representation of all
29 sectors of the community. The Committee briefly reviewed the aquatics commission structure
30 included within the proposed natatorium agreement.
31
32 Steve Johnson said a profile could be developed based on the characteristics outlined in Plan A
33 and Plan B presented at this meeting (attached).
34
35 Agenda Item No. 4, Discussion: Joint Use Natatorium Agreement — Chairman Lawrence began
36 the discussion noting that a detailed operating costs and revenue projections report was not ready
37 yet, but a baseline synopsis of the operational overview was handed out to members. The
38 baseline synopsis is attached to the minutes.
39
40 The Agreement was first considered in October, but was tabled until the January meeting to give
41 staff time to research actual cost and proposed revenues. The ideal scenario would be that the
42 facility generated more revenue than it costs to operate, and therefore would be a self - sustaining
43 facility. The operational overview report was forwarded to the CISD Budget and Finance
44 Committee for their review.
45
46 Steve Johnson briefly reviewed the synopsis, covering the following points:
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1
2 • Page 1, emphasized the wording, "cost planning tool."
3 • Page 2, overview of facility
4 • Programs and programs statement
5 • Page 3, lists types of programs
6 • Page 7, Programmed Marketing
7 • Distance of other similar facilities from Southlake's
8 • Page 11, Staffing requirements - -- info obtained from Grapevine's current staff levels
9 (Mr. Johnson indicated that personnel costs would change due to various factors.)
10 • Page 12 —13, Depreciation figures
11 • Summary statement
12 • Exhibit A -3, Expenditures with depreciation
13
14 Mr. Johnson credited Grant Anderson, CISD Business & Finance Department, with compiling
15 most of the data presented in the document. Information was obtained from Tri- County Electric,
16 TXU Gas, and Fort Bend School District. Mr. Harold commended Mr. Anderson saying he did
17 an outstanding job of researching the projected costs.
18
19 Ms. DuPre asked if the school district had developed maintenance and operations projection
20 costs prior to construction of the natatorium? An amount was given, but they did not have any
21 backup to substantiate the amount.
22
23 Chairman Lawrence asked the committee to consider hiring the natatorium personnel from
24 within the CISD or city.
25
26 He suggested modifying the Agreement, Page 3, "Maintenance and Operating Costs," to say,
27 "CISD and City will be jointly responsible for the salary and benefits of the natatorium director;
28 the CISD responsible for 60% of the cost and the City 40 %. If natatorium revenues exceed all of
29 the costs, they shall be applied to the director's salary and benefits. The remainder of the cost of
30 salary and benefits to be split 60/40."
31
32 On page two, first paragraph under "Operations," Mr. Lawrence recommended adding, "The
33 CISD shall be responsible for the daily operations of the natatorium facility. The CISD, with
34 input from the City, shall hire a natatorium facility coordinator who will be responsible for the
35 daily operations, maintenance, and programming of the facility, to include all CISD scheduling,
36 CISD and City programs and all other directly - related programming."
37
38 Greg Standerfer responded to Mr. Lawrence's suggestion stating that he believed the Council
39 would be more agreeable to setting a dollar amount, rather than a percentage figure, in
40 participation of the natatorium director's salary. He questioned how the cost would be
41 controlled? The amount could be reviewed on an annual basis.
42
43 Ms. DuPre stated her concerns with the City contributing further funds towards the natatorium
44 director salary for several reasons: 1) the City's library will only operate for 40 hours a week
45 instead of the 55 hours a week a library should be open, due to the City not having enough funds
46 to staff it; 2) the city has considerable staff funding problems for the DPS facility, and 3) the city
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1 has already contributed $1.25 million toward the capital of the natatorium; 4) the City is also
2 willing to have it's Community Service Department, who's salaries are completely paid by the
3 City, assist in advertising the programs that the City will generate for the natatorium. In addition
4 all the processes to get those programs lined up through the Parks Department is paid for by the
5 City, and any revenue that's generated will be turned over to the school district. Ms. DuPre said
6 she felt the city already does and will be contributing to the salary of the natatorium director.
7
8 Mr. Standerfer commented there could be a way for the city to help the CISD reduce the expense
9 of the water needed for the natatorium in the form of a credit towards the CISD' s overall cost.
10
11 Addressing the maintenance and operation terms of the Agreement, Ms. DuPre stated she did not
12 believe the City Council would be interested in contributing anything other than maybe a credit
13 towards the water costs since the city had already made substantial contributions.
14
15 Mr. Polasek clarified that although city staff would assist in putting the community programs
16 together and accept registrations, the city staff would not be overseeing these programs.
17
18 Committee members discussed user fees, how the community programs generate revenue for the
19 CISD, and variable and fixed costs. Mr. Harold said the school district recognized the city's
20 contribution of $1.25 million toward the fixed costs of the facility, but the committee is now
21 looking at the variable costs, or operational expenses and noted that costs do vary.
22
23 The Joint Use Natatorium Agreement will be considered again at the March JUC meeting to get
24 the Committee's recommendation.
25
26 Agenda Item No.5, Discussion: Landscape Committee Progress Report — JUC member Greg
27 Standerfer excused himself from the meeting at this point, stating that from his perspective
28 regarding landscape issues, "more is better!"
29
30 Ms. DuPre asked if the school board would like to have the city engineers and consultants make
31 a presentation regarding the road improvements on South Kimball Avenue? It was suggested that
32 Charlie Thomas work with CISD staff instead of a formal presentation.
33
34 Wendi Carlucci presented photos and expressed her concern with construction abutting the trees
35 at the DPS West Facility site on FM 1709 and asked staff to look into it. Ms. DuPre said she
36 would contact Keith Martin, landscape administrator, to work with the contractors regarding this
37 situation.
38
39 Ms. Carlucci commended the contractors working at the elementary and middle school sites for
40 the fine landscaping work done.
41
42 An update of the CISD 5 -Year Plan for the schools was reviewed. Brent Klein said the School
43 Board awarded the bids for the trees for the high and middle schools at their last meeting. About
44 sixty percent of the mitigation trees were made up with this bid. The pre - construction conference
45 has been held and installation should begin next week.
46
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1 Members talked about the advantages and disadvantages of using "gator bags" around the trees.
2 Ms. Carlucci volunteered to mark dead trees that need to be replaced and will coordinate her
3 effort with Keith Martin.
4
5 Ms. DuPre suggested an "Adopt a Tree" program similar to the "Adopt a Street" program to
6 provide continual care for the trees.
7
8 Members were provided details regarding irrigation and sprinkler installations and sodding
9 efforts at the school sites.
10
11 Agenda Item No. 6, Discussion: Community Services Project Update — There were no items to
12 report at this meeting.
13
14 Agenda Item No. 7, Discussion: City Project Update — Steve Polasek explained the new format
15 of the Capital Improvements Projects (CIP) handout prepared by the City's new Senior Civil
16 Engineer Mike Hutchinson. The schedule includes comprehensive information about streets,
17 drainage, water and sewer projects. Mr. Polasek mentioned he would work with Mr. Hutchinson
18 to scale back the format to the original narrative style, but will also continue to provide this
19 report on an occasional basis for those who prefer this plan.
20
21 Agenda Item No. 8, Discussion: CISD Project Update — It was reported that the intermediate and
22 elementary schools are scheduled to open in August. The middle school is scheduled to open a
23 year later in 2002.
24
25 Ms. DuPre asked a question about the school district re- districting plan and if that plan allows for
26 more classroom space at Durham Elementary? There is some additional space, but the school
27 campus can now offer more office space and additional room for the Professional Learning
28 Center. The two schools will operate as separate schools.
29
30 Ms. DuPre mentioned that she was disappointed that the high school would not be taking
31 advantage of the "Life's Playbook" program due to a possible scheduling conflict. Ms. DuPre
32 briefly described the program for Committee members and indicated that Argyle and Decatur
33 will be presenting the program to their students.
34
35 Agenda Item No. 9, Discussion: Future Joint Use Facilities, Projects and Goals — This item was
36 not discussed separate from the other agenda items.
37
38 Agenda Item No. 1 , Adjournment - Motion was made for adjournment at 8:52 p.m.
39
40
41 J L re ce, Chair
42
43 Attest:
44 t�
45 eve Pol , Deputy Director of Community Services
46 N: \Parks& Recreation \COMITEES\JUC \MINUTES \01_minutes \020801.doc
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N:IParks & Recreationl COMITEESIJUCIMINUTES I01_minutes1020801.doc
OPTION A
Carroll Independent School District
Aquatics Center Director
Pool - Manager
Lifeguards
Instructors
Janitors
Coaches
Maintenance
OPTION B
Carroll Independent School District
Aquatics Center Director
Maintenance
Janitors
Lifeguards
Coaches-
Instructors
OPTION C
Athletic Director
Club Committee Pool Manager (high school coach)
Coaches Lifeguards '
Instmetorrs
Club Committee: responsible for overseeing revenue Maintenance
generating, water based club programs as guaranteed 7anitor(s)
to our CISD & city taxpayers
Aquatics Center Director OPTION A
Administrative position
BA required (degree in Education Administration preferred)
Salary plus incentive plan
CPO,Red Cross Safety Certification
Full time position (12 months)
Demonstrated administrative capability
Overview of position:
The director should have knowledge of the principles and practices of recreation program
planning, development and general scheduling. Director must have the ability to hire,
evaluate and supervise staff as well as communicate and implement the aquatic facility
mission and goals. This position will have a {financial) responsibility to the tax payers of
CISD and the residents of Southlake.
The Director along with the *Aquatics Advisory committee (AAC) should begin to
immediately -well--as awls and r -this
joint use facility. Concession usage and rental policy to be included in this committee's
charge.
(The AAC should be comprised of: the Aquatics Director and CISD representative (1),
anti CISD is (2): Also, a city representative (1) and a Southlake eornmunity
member (1).
Specific job responsibilities to include but not limited to:
Experience in the water safety industry preferred but not required
People and COMMUNICATION skills required
English speaking and computer competency is essential
Finance or education administration experience preferred
Knowledge of pool health regulations
Creative problem solving &. experience in personnel_ rnan2gementfeed
Hires and evaluates staff and reports to CISD
- - ... .
Prepares & submits budgets, payment authorizations, refunds, work orders
Piulliotcs facility t1uough puss 'ukase , . • • • . in •
Develops maintenance plan & carries out weekly inspections
I nditsdiaLi�liiie lepuits & incentives fut assistant, guaids aiiththerstaff
Primary contact person for facility
• • • • - • • • • • - .: - s - & over sees In house traira ng prvgi alas
Over all program development & reports assessment of these to CISD & city
Makes sure facility is effectively supervised and secwed-by employees
•
Pool Manager
Full time pool manager
Degree required (coach with teaching degree possible)
CPO, CPR, First Aid, Lifeguard certification
Overview of Position:
The - Pool - Manages should experience - knowledge of pi incipies and
practices of recreation programming, planning development and scheduling. This person
- will - help - develop - and - carry out tthe maintenunce - plan and records) the
instructors on a day -to -day basis. Pool Manager will keep track of instructors' attendance,
absences, program iiifoiiiialion as "as overall- successkoninielits 1I
programs. Must be flexible and understand needs are subject to change in summer
months including job duties and assignments. This person needs the visual and auditory
abilities to respond quickly in an emergency situation.
Specific job responsibilities to include but not limited to:
People and COMMUNICATION skiffs required
Able to problem solve
Works w/ maintenance personnel (develop check list for personnel to open up /close facility)
Schedules janitorial staff (i.e. special events - different needs from ordinary day)
Computer skills required
Obtain knowledge of ponl health reptations
Conduct program registrations
-C inates events
Oversees swim programs- possibly teaches the 4 grade learn to swim program
Calls when
Responds to customer's inquiries concerning classes, etc.
- May - make • e • • • • . expciidiluies to-aim-tor
Maintains accurate records of all activity conducted at the Aquatics Center
- Schedules - and - manages - lifeguards
Does daily accounting of processing revenues and completes accurate daily reports
Mustbe willing to wuik witli CISD and ke
Schedules lifeguards
Schedules concession activity with various programs
Maintenance Supervisor:
2-3 years experience
Obtain CPO or MPO
High School diploma
Communication skills
Full time position (12 months)
Overview or Position:
This is a full time position that requires maintaining ALI equipment and pool Filters.
This person is maintaining very expensive equipment which could "break the district" if
this person is not highly trained and motivated to maintain the machinery. (Some one
retired from the heavy machinery business that would like now to earn extra money
would/could be a likely candidate. Should pay based upon experience, approximately
$10 - $ l6 an hour)
Specific Job responsibilities to include but not limited to:
Inspects restroom &1ocker rooms prior to open to ensure facility ready for day
Reports to Pool Manager if Night janitorial staff did not sufficiently clean facility
Unlocks facility early in morning and is there until manager or coach arrives
Conducts routine inspections of all poll equipment for problems and- hazards
Obtains knowledge of pool health regulations
-Must - come- in before --&- after special - events -te- sur-e proper- equipment- f�.r ^ +� n
Coordinates with Janitor(s) on any specific needs that may arise during the day
Janitor:
Subject to CISD hiring policy for all janitorial staff
Separate person from Maintenance personnel '
Daily and special event cleaning
Full time (12 months)
Specific Job responsibilities to include but not limited to:
Maintains cleanliness of entire facility:
Locker rooms, showers, toilets, facility offices, seating area and concession area
Aquatics Center Director OPTION B
BA degree required
Teacher certified. No academic class schedule
Full time position (12 months)
CPR, First Aid, Water_ Safety certification maintenance required
CPO & full knowledge of equipment &
Demonstrated administrative capability
Overview of position:
This person should have knowledge of the principles and practice of aquatic recreation
program planning, developing, and general schedulingas well as general knowledge of class
contents to be offered. Must have the ability to hire and supervise staff as well as
communicate and implement the aquatic facility mission and goals. This person should be
flexible due to the seasonality of job assignments during the school year as well as during the
summer: -The Aquatic-Center Director-must-have -the-ability4o-respond uickly -and
effectively in an emergency.
The Director along with the *Aquatics Advisory committee (AAC) should begin to
immediately .. •
joint use facility. Concession usage and rental policy to be included in this committee's
charge: ( . npri the Aquativb -3nvut n and-a
CISD representative (1), CISD parents (2)also, a city representative (1) and a Southlake
Community member
Specific Responsibilities to include but not limited to:
People and communication skills required
Computer competency required
Attain knowledge of pool health regulations
Understanding_of UIL rules where it concerns coaching_staff
Be creative and able to problem solve
Nave_ experienccin_personnelmanage ent
Recommends expenditures concerning staff and equipment to CISD
• -- ,mew
Monitors expenditures
• • . • . • . d's - and - works orders
Promotes facility through press releases, brochures and presentations
Wui ks duszly -with Lity (pi up dSIlJ and .3uuthiakc - Scene) -
Develops and carries out maintenance plan and weekly inspections
Manages lifeguards and anitori al clew
In charge of discipline reports, scheduling, substitutes and assistants (if any)
(Aquatics Center Director, Con't.)
Pi i y c;untact pci sun fui fauiliiy
Oversees in house training & coordinates training programs with the appropriate agencies
- • • • • - - • - • . - •sed scouted by employees
Over all program development — works closely w/ city staff, instructors & coaches
Periodic piogiani assessment 'elm ts to school adlnirustiation andZ;ity
Oversee concession stand area — rental policy outside CISD policy (to work w/ AAC on policy
Coordinates 4 grade swim classes (w/ possibly PE coaches)
Maintenance: ,
See option A
Janitor:
See option A
Afflk,
Carroll Independent School District �r
Southlake, TX
111
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Indoor 50 Meter Natatorium
Operational Overview
February 7, 2001
"‘NriPv
CONTENTS
This memorandum is to be used solely as a cost - planning tool for the Natatorium
operations as described below. The costs and programs outlined in this overview are
forecasts based upon: 1) cost analysis of other similar facilities, 2) calculation memos
provided by utility department(s), 3) quantity surveys in relation to other facility
programs and usage, and 4) program activities as outlined under "Description of
Natatorium and Programs ". Please see due diligence for backup and documentation.
Blocked Items Are Not Yet Completed — Not Included In This Draft Copy
I. The Operations
A. Description of Natatorium: Facility and Programs 2
B. Program Marketing 10
C. Competitors 11
D. Outside Sources of Information 11
E. Operating Equipment, Chemicals & Procedures 12
F. Personnel 12
G. Insurance 23
H. Due Diligence 24
I. Financial Data 24
II. Financial Data
A. Sources of Revenue 25
B. Variable Costs 26
C. Revenue Verses Variable Costs by Program 26
D. Base Costs 27
E. Revenue Verses Total Costs Prior to Depreciation 28
F. Depreciation Costs 28
G. Revenue verses Total Costs (Includes Depreciation) 29
H. Operating Statement Proforma (12 months) 29
III. Assumptions Upon Which Forecasts Are Based
A. Revenue Assumptions 29
B. Variable Costs Assumptions 32
C. Base Costs Assumptions 33
D. Risks to Assumptions 34
IV. Exhibits
A -1 Forecasting Revenue Statement 36
A -2 Forecasting Variable Costs Statement 38
A -3 Forecasting Base Costs Statement 40
Program Statement
The CISD Natatorium and its staff is used to support the Physical Education and
Athletics Departments in its effort to provide comprehensive programming designed to
complement the educational mission of CISD. These programs include basic aquatic
instruction, professional education courses and intramurals. The Natatorium also
supports aquatic programming needs of UIL Athletics, other academic units on campus,
CISD's population and the general community on an "as available" basis. By providing
an environment central to the total growth and development of students and other
members of the community needs in the psycho- motor, affective, and cognitive learning
domains are addressed.
The Natatorium provides an environment where students and the community may engage
in quality educational and leisure time experiences in a comprehensive range of
participatory and /or passive activities for all persons regardless of age, color, sex, skill
level, handicapping conditions, or sport/activity interest. Persons participating in aquatic
courses and activities can satisfy goals such as improving fitness, learning new skills,
meeting people, fostering leadership skills, becoming involved as a member of a group,
working toward a common goal, working toward one's maximal physical and cognitive
potential. social responsibility, active participation in a particular sport/activity or
personal enjoyment of the aquatic environment.
Governance
The Natatorium operates under the auspices of The Department of Athletics and Physical
Education, Mr. Robert Ledbetter, Director of Athletics, Carroll Independent School
District.
Types of Programs and Usage
The programs outlined in this memorandum are for forecasting purposes only.
Please see assumptions under "Assumptions upon which forecasts are based" for
more detail on program revenue projections.
The CISD Natatorium has the capacity to offer a wide variety of educational related
swimming, diving and athletic events and classes throughout the year, including:
Varsity Swim Team
Boys and Girls freshman classes grades 9th through 12th who compete in UIL
competition representing Carroll High School.
Varsity Diving
The diving program is an extension of Carroll High School Swim Team. Students grades
9 through 12 represent CHS in UIL competitions.
3
Rent to Club Swim
Rent to swim teams affiliated with USA swimming from ages 6 to 18 of all swimming
abilities. Led by professional coaches. Athletes train to compete in local. state and
national competitions.
Rent to Club Diving
Rent to Diving teams affiliated with USA Diving from ages 6 to 18 of all Diving abilities.
Led by professional coaches. Athletes train to compete in local, state and national
competitions.
Water Polo
Water Polo is a competitive sport which can best be described as contact soccer in a pool,
in which athletes use their arms, not their legs, to throw the ball through the opponent's
goal. Each team has seven players in the pool at one time, including a goalie whose
duties are the same as their soccer and hockey counterparts. They are the only players
who may touch the bottom of the pool in defending the three -meter goal area. Goalies
are also the only plays who may touch the ball with both hands. Athletes use the deep
end of the pool. The sport is very popular in the east and west coast and is becoming
increasingly popular in North Texas.
Swim Lessons
CISD plans to operate a comprehensive learn to swim/diving program for ages 2 to
adults. There will be sessions offered at various times throughout the school year and
summer months.
Scuba Rental
Area scuba instructors may rent the facility during non -peak hours to teach scuba
certification classes. Instructors will provide all the equipment and will be responsible
for all the marketing and collection of fees.
Red Cross
CISD will offer a variety of Red Cross Aquatic Courses including lifeguard training,
water safety instructor courses, coaches safety training, CPR and first aid on an ongoing
basis.
Synchronized Swimming
Synchronized swimming is a sport requiring overall body strength and agility, grace and
beauty, split- second timing, musical interpretation, and dramatic flair. Routines are
displayed in an artistically choreographed piece while in the water. The competitive rules
and manner of judging of synchronized swimming are similar to its counterparts, figure
skating and gymnastics. There are events hosted and recognized nationally and
internationally.
Party Rental
5
facility to other groups, agencies, entities, or the public, and specialized emergency
training for City personnel. In regards to the aforementioned priorities, the City and the
District recognize the need to balance the District and community use of the natatorium
facility."
Schedule
The proposed Natatorium Event Schedule included in the due diligence is for
forecasting purposes only. The programming schedule is a best estimate based upon
professional expertise from Carroll ISD and Carroll Athletic Department.
Emergency Action Plan
The District Natatorium Emergency Management Plan will be developed to cope with the
consequence of emergencies. It establishes procedures that are to be used daily in coping
with emergencies. It provides a way to expand the system when an unusual emergency
occurs that requires multi- coordination. It expands to create a framework for managing
emergencies. It directs how coordination, communication and cooperation of emergency
management occur.
This Plan establishes the procedures that are followed by Natatorium Employees in
managing emergencies. It creates an Emergency Management Team.
Program Marketing
Marketing techniques will include posting information on a Web Page, production of a
Natatorium Handbook with pool schedules and information relative to the Natatorium,
informational announcements in CISD's flyers, publications, and employee and parent
informational handouts. Also, announcements in the City of Southlake Parks and
Recreation mailers and newspaper ads may be utilized.
Other marketing programs will be initiated prior to opening day. It is management's
marketing goal to have the programs outlined in this memorandum up and functioning in
the first month of operations. Sponsorships and advertisement opportunities may exist
and will be researched and marketed for additional revenue sources.
Competitors
CISD will be competing with other established Swimming Facilities. These include:
Facility Approx. Miles
Grapevine- Colleyville ISD 4 miles
Lewisville ISD 21 miles
Hurst - Euless- Bedford ISD 15 miles
Fort Worth ISD 28 miles
Northlake College 18 miles
UTA 22 miles
7
The Maintenance Personnel will be responsible for properly maintaining the pool
chemistry. Reports will be filed daily with the Assistant Facility Coordinator. These
reports will be forwarded to the Facility Coordinator accordingly.
The Maintenance Personnel will be responsible for special set -ups, functions, etc. at the
Swim Center. This will include installation, relocation, removal, replacement of
chalkboards, bulletin boards, paper towel dispensers, toilet tissue holders, ceiling tile,
pencil sharpeners, mini blinds, and other similar types and classes of items associated
with the campus operation. Minor repairs on doors, door jams, door closures, door locks,
lock sets, etc. The mounting of maps, clocks, pictures, flags, etc. will be included in this
job description.
The Maintenance Personnel will be responsible for minor repairs to ramps, timing
systems, porches, and the general installation, removal, or repair of shelving and shelving
units. Other approved minor carpentry work or repair as assigned by the Director of
Maintenance will be included.
Other duties included with the Maintenance Personnel will /can be the removal of minor
sink drain stoppages, repair of leaking water faucet(s), removal of minor commode
stoppages, the repair of flush valves, the replacement of light ballasts after proper
training, the replacement of light bulbs, the checking of circuit breakers and electrical
connections when power is out after proper training, other approved and directed
electrical repairs, the checking of monitor thermostat settings, HVAC air flow, filters,
timers, and other HVAC related items and equipment, as requested by Director of
Maintenance or designee, keep staff personnel advised of where working, wear proper
clothing, uniform. ID badge, etc., and handle other maintenance duties as assigned by the
Director of Maintenance.
Insurance, Property, Liability & Risks
Property Insurance
CISD currently carries Property Insurance and Boiler & Machinery Insurance with a
$5,000 deductible at Replacement Cost.
Liability Insurance
CISD currently carries General Liability insurance with a limit of liability $1,000,000 per
occurrence, unlimited aggregate, deductible is $1,000. Also, CISD is covered under a
Professional Liability insurance policy with a limit of liability $1,000,000 per occurrence,
$1,000,000 aggregate, and a $2,500 deductible.
9
FINANCIAL DATA
Base Costs (excluding depreciation expense)
Base costs are all costs associated with the Natatorium excluding the personnel variable
costs described above under "Variable Expenses ". See "Fixed (Base) Costs Assumption"
for further discussion on Base Expenses.
Personnel
In the start up stage of the Natatorium it is estimated that personnel, excluding
instructors, lifeguards and cashiers, will include 5 full time positions and 1 part time
position. The major single expense is personnel (estimated at $174,480). This includes
funds for professional staff, maintenance, custodial and employee benefits for the
following positions:
Position Total Personnel Costs
Director of Facility $ 55,000
Assistant Facility Coordinator 30,000
Custodial Services 50,000
Maintenance Services 25,000
Insurance, WorkComp & Other 14
Total Base Personnel Costs $174,480
Services
Services include electricity, support, and other (telephone, insurance). Total service costs
are estimated at $233,382 or 54.85% of estimated total operating costs (excluding
depreciation).
Supplies, Materials & Other
Supplies include chemicals, office supplies and employee travel, professional and
certification classes. Total Supplies and Materials is estimated to be $17,650.
Fixed (Base) Costs Data
Total Base costs are estimated to be $425,512 per year. Daily Costs are estimated to be
$ 1,166 per day (365 days). Cost per hour is estimated at $77.72 per hour (15 hours /day).
Cost per hour per lane, total of 21 lanes, is estimated at $3.70 per lane -hour.
11
Utility Costs
Electrical Costs are extrapolated from the Demand load and usage of a 40,000 square
foot natatorium hosting a 50 meter, 800,000 gallon pool located near Houston, Texas
(FBISD). Tri- County electric fees and charges were applied to the electrical demand and
usage.
Water usage is forecasted based upon FBISD 800,000 gallon pool water usage. The
usage was increased by a 1.1682 factor to factor in the additional 134,500 gallons held in
CISD's 934,500 gallon pool. Costs were determined based upon the City of Southlake
water rates as of November 2000.
Water and Sewer Costs are calculated by applying the City of Southlake's rates as of
November 2000 to the above factored water usage of FBISD.
Gas Costs are calculated by extrapolating gas cost from FBISD using a 1.1682 factor to
add in the additional gallons held in CISD's pool. CISD is currently waiting for
additional gas cost from TXU gas.
Telephone Costs are calculated using the Transportation Facility in CISD. Eight (8)
phone lines are currently serving the Transportation facility. It is the opinion of
management that this will be sufficient to meet the needs of the natatorium, including,
data and fire alarm lines.
Supplies and Service Costs
Contracted Services and Maintenance
All Natatorium and Pool equipment will carry a minimum of a one -year warranty. The
Director of Maintenance will handle routine maintenance on all equipment in- house.
CISD Management foresees little cost risks associated with equipment failure in the first
year of operations
Chemical Costs are based upon the estimate of Paddock Pools and the actual usage of
FBISD. The chemicals estimated by Paddock Pools and the actual usage of FBISD had a
variance of 10 %. CISD used the higher estimate of FBISD plus factored in the additional
gallons of water of CISD over FBISD.
Other supplies, such as, office supplies, is based upon historical costs of Grapevine ISD
Acquatic center office operations.
Travel, Certification and Career Development Costs
Costs associated with special travel and certification classes, such as, the National
Swimming Pool Foundation's Certified Pool Operator programs, have been included in
the travel classification. Some other organizations providing classes and training:
American Red Cross and Professional Pool Operators of America.
13
EXHIBITS
A -1 Forecasting Revenue Statement
A -2 Forecasting Variable Costs Statement
A -3 Forecasting Base Costs Statement
Note: Please see "Assumptions Upon Which Forecasts Are Based" in the text of this
memorandum.
15
CARROLL ISD NATATORIUM EXHIBIT A -3
Forecasted Statement of Base Costs (Unaudited) For Ma
(12 Months)
Jul Aug YTD
E ENDITURES CONTINUED
Fixed Costs
Payroll
Salary
Director 4,583 4,583 55,000
Asst Coordinator 2,500 2,500 30,000
Maintenance 2,083 2,083 25,000
Custodian 1,667 1,667 20,000
Custodian 1,667 1,667 20,000
Custodian - Saturday 833 833 10,000
Payroll Benefits
Workmans Comp 13 13 160
Insurance 1,000 1,000 12,000
Medicare 193 193 2,320
Total Payroll Costs 14,540 14,540 174,480
Professional & Contracted Services
Utilities
Electric 13,568 13,232 155,964
Water 3,735 428 29,084
Gas 1,361 179 15,124
Sewer 2,410 293 18,849
Telephone 450 450 5,400
Contracted Maint/Repair 200 200 2,400
Insurance 547 547 6,562
Total Professional & Contracted Services 22,270 15,328 233,382
Supplies & Materials
Chemicals 1,071 1,071 12,850
Other Supplies 200 200 2,400
Travel 200 200 2,400
Total Supplies, Materials & Other 1,471 1,471 17,650
Total Base Expenses Prior To Depreciation 38,281 31,339 425,512
Depreciation Expense 16,408 16,408 196,896
Total Base Expenses With Depreciation 54,689 47,747 622,408