2001-03-08 •
1 JOINT UTILIZATION COMMITTEE
2
3 MINUTES
4
5 March 8, 2001
6
7
8 Joint Utilization Committee Members Present: Jerry Lawrence, Chair and CISD Board
9 of Trustees Representative; Patsy DuPre, Vice -Chair and City Council Representative;
10 Steve Harold, CISD Board of Trustees Representative; Greg Standerfer, City Council
11 Representative; Wendi Carlucci, City Council Appointed Citizen; John Rollins, CISD
12 Appointed Citizen; and Jim Glover, Parks and Recreation Board Representative.
13
14 Committee Members Absent: None
15
16 Guests: Todd Thompson, CISD Director of Maintenance and Operations
17
18 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Steve
19 Johnson, Assistant Superintendent for the CISD.
20
21 Agenda Item No. 1, Call to Order
22
23 Mr. Lawrence called the meeting to order at 6:05 p.m.
24
25 Agenda Item No. 2, Administrative Comments
26
27 The Community Services Administrative Secretary position has been filled by Ms. Linda
28 Carpenter. Ms. Carpenter has worked for the City for over ten years in Public Works,
29 City Manager's Office and most recently, in the Office of the City Secretary.
30
31 Agenda Item No. 3, Consider: Approval of the Minutes from the December 14, 2000
32 meeting
33
34 A motion was made to approve the minutes of December 14, 2000 meeting as presented.
35 Motion: DuPre
36 Second: Harold
37 Ayes: Carlucci, DuPre, Glover, Harold, Lawrence, and Rollins
38 Nays: None
39 Abstentions: None
40 Approved: 6 -0
41
42 Motion carried.
43
44
45
46
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1 Agenda Item No. 4, Consider: Approval of the Minutes from the February 8, 2001
2 meeting
3
4 Due to technical difficulties with the tape recording of the meeting, some of the
5 responses given by committee members under Agenda Item No. 3, Discussion of the
6 Natatorium Director Qualifications, were not audible and comments were not included in
7 the minutes. Members were asked to contact Linda Carpenter with their recollection of
8 their comments for that item to be incorporated into the February 8 minutes, which will
9 be brought back to JUC at the next meeting.
10
11 The following corrections were also noted:
12
13 Page 2, Line 21, change "JUC member Wendi Carlucci asked..." to "A parent of
14 one of the CHS swim team members asked..."
15 Page 3, Line 25, change "Wendi Carlucci " to "Susan Ansley"
16 Page 5, Line 18, verify comments and amend minutes accordingly
17 Page 5, Line 24, change "Jim Glover" to "Greg Standerfer"
18 Page 5, Line 23 and 24, amend minutes to include Mr. Harold's comments
19 regarding variable versus fixed costs.
20
21 A motion was made to table consideration of the February 8, 2001 meeting minutes until
22 the next meeting. During the interim, members are to contact staff with their comments
23 regarding qualifications for a natatorium director.
24 Motion: Harold
25 Second: Glover
26 Ayes: Carlucci, DuPre, Glover, Harold, Lawrence, and Rollins
27 Nays: None
28 Abstentions: None
29 Approved: 6 -0 to Table until the next meeting
30
31 Motion carried.
32
33 Mr. Standerfer arrived at the meeting at 6:25 p.m.
34
35 Committee members recessed at 6:20 p.m. for a brief tour of Town Hall. The meeting
36 was reconvened at 6:42 p.m.
37
38 Agenda Item No. 6, Discussion: Natatorium Director Update
39
40 The school board met March 7 to discuss the natatorium director position. Mr.
41 Lawrence briefed the committee on the outcome of that meeting.
42
43 Copies of the school board's initial draft of the "Carroll Independent School District
44 Natatorium Operational Overview" was handed to the members. Mr. Lawrence called
45 attention to sections in the memorandum that noted the "costs and programs outlined in
46 this overview are for forecast only." The Overview is a working document with additions
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1 and changes expected. It contains the system costs and revenue projections the committee
2 had requested. Pages 13 and 14 address the Aquatics Center director position and page
3 15, references the Assistant Aquatics Center Coordinator position.
4
5 Changes the School Board made to the Overview at their March 7 meeting were
6 presented. The natatorium director /coach position was modified to natatorium director.
7 The CHS swim coach will be the assistant aquatics coordinator and coach. Some of the
8 qualifications the Board is seeking in the director position are marketing, programming,
9 and people skills. Salary for the director was changed from approximately $65,000 to "to
10 be negotiated" with a range from $48,000 - $65,000.
11
12 The job announcement will be forwarded to all twenty -seven school service centers in the
13 state, which serves 1,200 school districts. It will be mailed directly to 15 -20 area school
14 districts. It will also appear on three or four national school district websites. The District
15 will contact the City's public information officer James Kunke to advertise on the City's
16 website.
17
18 The Committee reviewed the five bulleted qualifications list found on page 13 of the
19 Overview and noted that the skills proposed by the parents at a previous meeting were
20 incorporated into the list. The District will furnish Susan Ansley a copy. Modifications to
21 the list were made; the second bullet item was deleted and "marketing skills" were
22 included under "job responsibility." All references to the director position dealing with
23 clubs or outside programs were removed from the description on pages 13 -14 since the
24 position will not include the coach aspect, as it was originally proposed.
25
26 A timeline for hiring the director was shared. The school board would like to hire the
27 director no later than July 1 with the earliest date being in mid -May or June.
28
29 Completion of the natatorium is scheduled for October. It will serve both high schools,
30 and a swimming curriculum will be offered in all the CISD schools.
31
32 Information about the District's chain -of- command for the natatorium director was
33 explained. The director will report to Assistant Superintendent of Administrative Services
34 Steve Johnson.
35
36 The Joint Scheduling Committee will meet three times a year.
37
38 There were no additional questions or comments on this item.
39
40 Agenda Item No. 5, Consider: Joint Use Natatorium Agreement
41
42 The Natatorium Agreement was presented to JUC at their February 8, 2001 meeting and
43 suggestions were made to the "Maintenance and Operating Costs" and "Operations"
44 sections of the agreement. This item was brought forward again to allow JUC members
45 an opportunity to revisit the agreement, discuss any remaining viewpoints, and consider
46 approval thereof.
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1
2 The draft, which is attached to the minutes, reflects the combined efforts by City, school
3 district staff, JUC and comments incorporated from various meetings. The proposed draft
4 interlocal agreement includes the following key items:
5
6 • Commitment of City funding in the amount of $1.25 million.
7 • Revenue generated by the natatorium.
8 • Operations and maintenance of the natatorium.
9 • Proposed minimum number of weekly operating hours.
10 • Priority use of the natatorium.
11 • Identification and implementation of educational and recreational
12 programming needs.
13 • Percentage of annual operating hours dedicated to community -based
14 programming.
15 • Initial term of the agreement and ability to review and revise.
16
17 The Committee reviewed the elements of Funding (Section II) in the proposed
18 Agreement and commented.
19
20 Page 2, Section II, "Funding" was discussed by members at length. Mr. Harold said he
21 thought the sentence, "The CISD agrees to make a good faith effort to seek grant funding
22 and donations with the intent of reducing and/or reimbursing a portion of the City's
23 contribution" related to the City's $250,000 contribution. Ms DuPre and Mr. Polasek
24 responded that sentence related to the entire $1.25 million. Mr. Lawrence said the
25 meeting minutes did not state a specific dollar amount, although that number could have
26 been discussed.
27
28 Discussion continued about funding incentives and the "good faith effort" clause. It was
29 recommended that a percentage of any grants or sponsorships the District received for the
30 natatorium, be paid back to SPDC as an incentive. Percentage splits of 50/50 and 75/25
31 were offered and reasoning for each presented. Mr. Glover suggested that the Natatorium
32 Agreement be presented to the CISD Board of Trustees and the City Council with a
33 request that they come up with a list of the items they would like both sides to consider
34 before it is finalized.
35
36 After discussion, Mr. Polasek said verbiage such as, "The CISD and the City will each
37 receive (blank) percentage of grant funding and donation received through the efforts of
38 the CISD" could be added to the Agreement.
39
40 Mr. Standerfer suggested finding out the fund amount SPDC anticipates reimbursement
41 for, should there be grant funding and other donations /sponsorships received.
42
43 Committee members expressed differing views about why the city participated in funding
44 the building of the natatorium.
45
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1 Other alternatives offered to the funding issue was: 1) a 50/50 percentage split up to the
2 amount of the City's participation, and 2) to tie the amount to years or to a dollar amount,
3 such as 50% for the initial 15 years of the agreement.
4
5 The committee followed their discussion about the actual dollar amount to be reimbursed
6 and how that figure would affect incentives to seek alternative funding, with a motion.
7
8 Mr. Standerfer made a motion stating, "With no knowledge as to what SPDC suggested
9 and with no knowledge as to what Council discussed at the time, but merely as a way to
10 try to move this item forward — I motion that the Committee agree to a 50/50 split of
11 grant funding and donations up to the first $600,000 worth of grants and funding, which
12 would reimburse the City up to $300,000 of its investment."
13
14 Ms. DuPre commented again about the $1.25 million City contribution towards the
15 construction of the natatorium facility and how she interpreted their intent was to recoup
16 half of that amount. She offered to present City Council with any dollar amount the
17 committee would like to suggest and then Council and the school board could work
18 toward a mutual solution.
19
20 Mr. Polasek read an excerpt of a motion from the November 1, 1999 SPDC meeting
21 minutes stating, "...The CISD, with the assistance of the Joint Use Committee, making
22 good faith efforts with pursuing other funding sources through grants, corporate
23 sponsorships and individual donations, etc., for each of the fiscal years that SPDC
24 participates, and that if funding should be secured by the CISD through these measures,
25 the CISD will reimburse to the SPDC, the contribution the SPDC has made in an amount
26 equal to the other funding received by CISD, but not greater than the total SPDC
27 contributions."
28
29 The earlier motion was amended to say, "50/50 split of the grants and funding, up to a
30 total reimbursement of $600,000, given the minutes of the meeting [noted above]."
31
32 Motion: Standerfer
33 Second: DuPre
34
35 Discussion followed about what was considered a reasonable amount since the
36 natatorium was a joint use facility. Members talked about how operational and
37 maintenance costs enter into the equation, the level of joint use participation projects
38 Southlake has in comparison to other cities joint use programs, and how each city's
39 method of participation varies.
40
41 Mr. Rollins shared his ideas about the fair amount; how the City's participation benefits
42 the community; that an incentive needs to be incorporated into the agreement; and about
43 the participation in funding annual operating costs, which he felt would be the central
44 issue.
45
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1 Discussion followed. Mr. Polasek re -read the entire motion from the November 1, 1999
2 SPDC meeting minutes and emphasized that the "SPDC participation in the CISD
3 natatorium was contingent upon (1) CISD entering into a written interlocal agreement
4 with the City of Southlake for the joint use of the facility..."
5
6 Mr. Standerfer restated his earlier motion saying, "it's a reimbursement of 50 %, up to a
7 total reimbursement of $600,000, and again it gets the schools 50% of first dollars and it
8 caps the total the city gets back..."
9
10 Mr. Lawrence said that the committee was making a good faith effort by just discussing
11 this issue at this meeting.
12
13 The reimbursement amount will be decided upon at a joint Council and CISD meeting to
14 be arranged in the near future.
15
16 The Committee reviewed the elements in the "Operations" (Section III) and "Facility
17 Usage" sections of the proposed Agreement. It was noted that comments on these two
18 sections were addressed in the previous discussion.
19
20 During the review of Section V., "Scheduling," the make up of the Aquatics Commission
21 was discussed. The wording will be changed to say "an additional CISD staff member to
22 be appointed" instead of the Carroll High Head Swim Coach.
23
24 Ms. Carlucci voiced her concerns that parents and interested citizens would not have
25 representation on the Commission. Members discussed the concerns and agreed to leave
26 the makeup of the Commission as presented.
27
28 Section VI., "Maintenance and Operating Costs" section was reviewed.
29
30 Members revisited the prior suggestion to assist the school district with costs by offering
31 a credit on their water usage cost for the natatorium. After review by the city attorney and
32 public works director, this suggestion would not be feasible due to a number of legal
33 issues the subsidy could raise. Mr. Johnson said the school district is a different entity
34 than a standard commercial customer and asked to have the city attorney review the issue
35 again. The City will continue to explore other options to assist the District.
36
37 There was more discussion held about the percentage of participation by the City and the
38 District and comments made about the city showing a good faith effort by their $1.25
39 million participation. A school board representative said the natatorium would end up
40 costing approximately $7.5 million and that the $1.25 million City participation, some of
41 which may be rebated, equaled only 17% of costs. He pointed out that fifty percent of the
42 annual operating hours would be dedicated to the city. Ms. DuPre stated her position in
43 the issue and held that the City was acting as a middle -man to help the District facilitate
44 their objective to provide a facility for the community, that the community had voted for.
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1 Mr. Lawrence responded by sharing his opinions about prior joint use projects, such as
2 the gymnasium, the stadium, and impact fees and said in his opinion the city was getting
3 a pool for free. Ms. DuPre and Mr. Lawrence agreed to disagree on this issue.
4
5 Mr. Harold suggested the provision pertaining to operating expenses be deleted since the
6 CISD would pay for it, and by deleting the language now, it might be possible to re-
7 negotiate the issue with a new council at a future time. Mr. Standerfer stated he did not
8 think it was a good idea to delete the provision and explained his viewpoint from a
9 contract construction position.
10
11 Members brought up the issue of marginal costs and not having the non - school programs
12 included and compared how those program would impact operation costs and revenues.
13 They talked about the usage of the words "City" and "CISD" to describe community
14 programs. Ai 10 j
15
16 Mr. Harold stated that it was1'a tremendous compromise by the City to state they would
17 not participate in the operating cost expenses.
18
19 A motion was made to approve the Interlocal Agreement for the Carroll Independent
20 School District Natatorium with the amendment approved in Section II.
21 Motion: Standerfer
22 Second: Carlucci
23 Ayes: DuPre, Glover, Lawrence, Rollins and Standerfer
24 Nays: Carlucci, and Harold
25 Abstentions: None
26 Approved: 5 -2
27
28 Mr. Standerfer will follow up with the City Secretary in selecting a meeting date for a
29 joint CISD and Council meeting. He left the meeting at this time.
30
31 Agenda Item No. 7, Discussion: Community Services Project Update
32
33 Information was provided in the JUC packets. There were no questions or comments
34 from the members.
35
36 Agenda Item No. 8, Discussion: City Project Update
37
38 A narrative of the City Projects Update was presented in the JUC packets. The update
39 included comprehensive information about various road projects.
40
41 Ms. Carlucci commented on a dangerous situation she observed at Peytonville in the
42 northbound lane at Peytonville Avenue and Southlake Boulevard. Cars are turning into
43 the traffic lane in the northbound direction at the intersection.
44
45 Ms. DuPre gave a brief update on the CIP presentation made to the School Board and
46 related the costs for each road segment.
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1
2 A question was asked about Union Church Road shown on the Trail Master Plan included
3 in the packet. A light will be installed at the intersection of Union Church Road and
4 Davis Boulevard.
5
6 Agenda Item No. 9, Discussion: CISD Project Update
7
8 Ms. DuPre asked how the school district would determine whether there would be one or
9 two high schools? The school board will address the issue at their March or April
10 meeting when they vote on whether to hold a referendum or whether the ultimate
11 decision will be decided by the Board. The District is looking at a November deadline.
12 The school district will hold several public information meetings.
13
14 Agenda Item No. 10, Discussion: Future Joint Use Facilities, Projects and Goals
15
16 This item was not presented at this meeting.
17
18
19 The next JUC meeting will be held May 10.
20
21
22 Agenda Item No. 11, Adjournment
23
24 A motion was made for adjournment at 9:00 p.m.
25 Motion: Harold
26 Second: DuPre
27 Ayes: Carlucci, DuPre, Glover, Harold, Lawrence, and Rollins
28 Nays: None
29 Abstentions: None
30 Approved: 6 -0
31
32
33
34 Je Lawrence, Chair
35
36
37 Attest:
38
39 �.
40 S teve Pol.re , Deputy Director of Community Services
41
42
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Adat■
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Carroll Independent School District mur
Southlake, TX
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Indoor 50 Meter Natatorium
Operational Overview
February 7, 2001
111:°
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 14,480
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.
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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.
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CARROLL ISD NATATORIUM EXHIBIT A -3
Forecasted Statement of Base Costs (Unaudited) For Management Use Only
(12 Months)
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug YTD
E ENDITURES CONTINUED
Fixed Costs
Payroll
Salary
Director 4,583 4,583 4,583 4,583 4,583 4,583 4,583 4,583 4,583 4,583 4,583 4,583 55,000
Asst Coordinator 2,500 2,500 2,500 2,500 2,500 2,500 2,500 2,500 2,500 2,500 2,500 2,500 30,000
Maintenance 2,083 2,083 2,083 2,083 2,083 2,083 2,083 2,083 2,083 2,083 2,083 2,083 25,000
Custodian 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 20,000
Custodian 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 1,667 20,000
Custodian - Saturday 833 833 833 833 833 833 833 833 833 833 833 833 10,000
Payroll Benefits
Workmans Comp 13 13 13 13 13 13 13 13 13 13 13 13 160
Insurance 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 12,000
Medicare 193 193 193 193 193 193 193 193 193 193 193 193 2,320
Total Payroll Costs 14,540 14,540 14,540 14,540 14,540 14,540 14,540 14,540 14,540 14,540 14,540 14,540 174,480
Professional & Contracted Services
Utilities
Electric 12,284 12,845 13,520 13,356 1 2,999 12,427 12,590 13,707 13,543 11,892 13,568 13,232 155,964
Water 4,829 1,553 1,528 6,939 1,875 1,794 1,346 1,661 1,777 1,619 3,735 428 29,084
Gas 1,156 1,156 2,133 1,456 1,685 1,034 1,304 1,514 1,279 867 1,361 179 15,124
Sewer 3,110 1,013 998 4,461 1,220 1,168 881 1,083 1,157 1,056 2,410 293 18,849
Telephone 450 450 450 450 450 450 450 450 450 450 450 450 5,400
Contracted Maint/Repair 200 200 200 200 200 200 200 200 200 200 200 200 2,400
Insurance 547 547 547 547 547 547 547 547 547 547 547 547 6,562
Total Professional & Contracted Services 22,577 17,764 19,375 27,409 18,976 17,621 17,317 19,162 18,953 16,631 22,270 15,328 233,382
Supplies & Materials
Chemicals 1,071 1,071 1,071 1,071 1,071 1,071 1,071 1,071 1,071 1,071 1,071 1,071 12,850
Other Supplies 200 200 200 200 200 200 200 200 200 200 200 200 2,400
Travel 200 200 200 200 200 200 200 200 200 200 200 200 2,400
Total Supplies, Materials & Other 1,471 1,471 1,471 1,471 1,471 1,471 1,471 1,471 1,471 1,471 1,471 1,471 17,650
Total Base Expenses Prior To Depreciation 38,587 33,775 35,386 43,420 34,987 33,632 33,328 35,172 34,964 32,641 38,281 31,339 425,512
Depreciation Expense 16,408 16,408 16,408 16,408 16,408 16,408 16,408 16,408 16,408 16,408 16,408 16,408 196,896
Total Base Expenses With Depreciation 54,995 50,183 51,794 59,828 51,395 50,040 49,736 51,580 51,372 49,049 54,689 47,747 622,408
35