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HomeMy WebLinkAboutAgenda - 11-05-2009 - 4nORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 5, 2009 Action Agenda Item No. SUBJECT: Community Use of Schools Facilities for Recreation DEPARTMENT: ERCD, P&R PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: IPWG Principles and Recommendation David Stancil, 245-2590 Map of Parks and School Facilities Lori Taft, 245-2660 Summary of Other Jurisdiction Actions Marabeth Carr, 960-3880 PURPOSE: To review a set of guiding principles and recommendations from the Intergovernmental Parks (IP) Work Group regarding the potential for use of school facilities for community recreation purposes. BACKGROUND: The IP Work Group is amulti-jurisdictional 27-member committee with representatives from the County and all towns, both school systems, parks advisory boards and other parks and conservation interests. The group meets quarterly and was created as an outgrowth of the 1999 Joint Master Recreation and Parks Work Group report. The IP Work Group's mission, approved by all governing boards, is: 1. 2, 3, 4. 5. 6. 7. To gather, exchange and share information on parks planning and development in the municipalities and County. To maintain and update the Inventory of Parks and Recreation Facilities developed as part of the Joint Master Recreation and Parks report, including new properties acquired or dedicated. To foster communication between the municipalities and County on future opportunities and collaborative ventures. To provide a coordinating mechanism for updates to parks and recreation plans in each jurisdiction. To review and inform the municipalities and County concerning parks needs and potential opportunities. To develop parameters for parks standards (leaving flexibility for the actual standards to vary from jurisdiction to jurisdiction within these parameters). To develop and coordinate public education and public outreach on parks issues (coordinated brochures, etc). 2 During late 2007 through mid-2008, the IP Work Group discussed the issues surrounding the use of school facilities for community recreation use. The group heard from staff and board representatives from the schools and parks and recreation departments. Because of the complexity of the topic and the need for buy-in at multiple levels, the IP Work Group attempted to review current policies, identify key shared issues and assumptions, and from those develop guiding principles and recommendations for the schools and jurisdictions as a beginning point for future potential solutions. The attached document outlines 10 guiding principles, acknowledging the past history of working together and the need for school activities to take precedence, but also identifying disconnects and inadvertent disincentives to public access that may have occurred over the years, as well as some of the challenges that need to be balanced. It was noted that facilities at elementary schools offer the most opportunity for shared use due to lack of school sponsored after school sports and competition for fields and gyms. Developing atiered-fee structure for use of facilities to allow for community recreation was also identified as a key issue as policies are re-examined. The IP Work Group proposes three recommendations to accompany these principles: 1. Each elected board is asked to endorse the 10 Guiding Principles, 2. Each board is asked to authorize its relevant staff to participate in a comprehensive re- examination of policies governing community use, and 3. That the actions by the elected boards be forwarded back to the IP Work Group for coordination of further exploration and discussion. The guiding principles and recommendations have been approved by the Carrboro Board of Aldermen and the Hillsborough Board of Commissioners. The Chapel Hill Town Council is slated to consider approval of the recommendations on November 4, and the results of that discussion will be shared with the Board. The City of Mebane has no Orange County schools within its jurisdiction. A table summarizing these actions is attached. FINANCIAL IMPACT: There is no financial impact associated with approval of the recommendations and guiding principles. Resolution of issues that preclude community use of school facilities could result in a future cost savings to the County and other jurisdictions, if fee schedules are adjusted and more facilities are made available for community use. RECOMMENDATION(S): The Manager recommends that the Board approve the guiding principles and recommendations and refer this matter to the IP Work Group for further examination, authorizing Parks and Recreation and ERCD staff to participate in the planned review of existing policies. 3 Memorandum To: Carrboro Board of Aldermen Chapel Hill Town Council Hillsborough Board of Commissioners Mebane City Council Orange County Board of Commissioners Chapel Hill-Carrboro City Schools Board of Education Orange County Schools Board of Education From: Intergovernmental Parks Work Group Alice Gordon and Barry Jacobs, Conveners Date: September 23, 2008 Subject: Community Use of School Facilities for Recreation At several previous meetings of the IP Work Group (in particular November 28, 2007 and April 24, 2008), we have discussed a topic of great relevance to all recreation providers, school boards and the general public -the longstanding issue of whether additional community use of school facilities for recreation can be achieved. This is a complex, yet important topic that has often been discussed with little resolution. The IP Work Group would like to offer the following guiding principles for the consideration of our elected boards: GUIDING PRINCIPLES GOVERNING COMMUNITY USE OF SCHOOL FACILITIES FOR RECREATION Underlying Assumptions 1. There are not enough gyms (especially full size gyms), ball fields and other recreational facilities available for use in Orange County. Allowing public use of school facilities maximizes taxpayer benefits in using these facilities. 2. Both school systems have a long history of working with the public recreation agencies where possible. A shortage of available gyms and fields puts considerable pressure on the school facilities that are available. 3. It is acknowledged that students must have priority for facility use during school hours. 4 4. There is a public health aspect to providing recreational opportunities at schools, since allowing for public use helps promote healthy lifestyles for children and adults. Key Issues 5. Though students must have priority during school hours, it appears that opportunities exist for both organized public use and individual use after school hours and on weekends. There could also be different policies for indoor and outdoor facilities (e.g., access to restroom facilities). 6. Because of the high volume of activity by interscholastic teams at the middle school and high school levels, coordinating the use of facilities (gymnasiums, fields) and activities with elementary schools would appear to offer the most opportunity. Jurisdictions and the school systems should continue to explore opportunities for co-location of facilities in the design of new schools and renovations to older schools, with the financial participation of appropriate entities/other jurisdictions. (For additional information on the co-location of facilities, please see the attached document, "A Memorandum of Agreement for Providing Coordinated Site and Facility Planning, along with adopting resolution approved by Town of Carrboro on May 23, 2000.) 7. Away to balance the need for schools to cover the costs of facilities use and the need for public access should be developed. One approach might be to eliminate or at least lower usage charges for government and nonprofit use, after determining an "actual cost" basis. Another approach is to allow the using parties to secure oversight by designating a person within the organization to take responsibility for opening and closing the facility. It is acknowledged that there might be marginal cost increases associated with this additional use, not already covered, that would need to be addressed. 8. Opportunities for limited individual access to school facilities that are often gated and closed should be examined, mindful of the need for the security and safety of the facilities. 9. Criteria utilized for facility use decision-making may need to differ from school to school. However, there should be an overall expectation that facilities will be available for public use under specified conditions. Examination of Current Policies .. 10. Policies that govern community use (both organized and individual) of school facilities for recreation should be re-examined in light of these underlying assumptions and key issues. The purpose of this examination should be to change current policies so as to increase the use of school facilities by the general public while continuing to meet the program and financial needs of the 5 schools, and also to establish clear and consistent decision-making policies for facility use. RECOMMENDATION OF THE INTERGOVERMENTAL PARKS WORK GROUP 1. Each elected board should endorse the ten GUIDING PRINCIPLES GOVERNfNG COMMUNITY USE OF SCHOOL FACILITIES FOR RECREATION, stated above. 2. Each board should authorize its staff to participate in the re-examination of current policies, as stated in guiding principle #10. 3. After taking action, each elected board should forward to the IP Work Group the results of their action. We hope that you will be willing to approve the IP Work Group recommendation. After the elected boards have responded, and if they approve the recommendation, the IP Work Group will coordinate the re-examination of the policies governing the community use of school facilities for recreation, and forward their recommendations to the elected boards. We would be glad to discuss the guiding principles further or provide additional information, if desired. Thank you for the opportunity to share our thoughts on this important subject. copies: Laura Blackmon, Orange County Manager Eric Peterson, Hillsborough Town Manager Roger Stancil, Chapel Hill Town Manager Steve Stewart, Carrboro Town Manager Robert Wilson, Mebane City Manager Neil Pedersen, CHCCS Superintendent Patrick Rhodes, OCS Superintendent Intergovernmental Parks Work Group Parks and Recreation Directors Park & School Locations, 2009 ~ t ~ . ~~ _ ~ ~. ~ ~ ~ ~ ~~ ~-~~~ vim, ~ -a. ~~~ ~ ~ ~ v--~ ,,. ~,~ -.~ ~ r'' 1 y ~ '~~- j-''-~ '~ ~ .~ I ~ ~ ~~ ~ ~~ ~ ~ y~~ 4 f,: ~ F 'X C~,~---~ ~.~{ _ .~... • ~ 3 a - ~- Mebane ~ ~ ` . ~ ~ ~.,J~ }"~ ~r ,~ IsT7• ~}hf ~, ~'~ f~ 1 S- ~ c ~ 70 ~ ~ ~. 4 ' ?"~ ~S ~ p ~ ~ ( ~ ~ rc ~ ~- _ - ~^. ~ ~ _ :~ r _ c ~ "' c ~ ~ ~ ,'~ r ~ ~ l ~y ~.f y _ .. . ~ ~~ ~.J F / ~ r ~ ~ ~ ~ ~, - ~. ~ , ~~ ~4~ ~~;~ t ~~ ~ ~ ~' , Legend '',~ ~ ~'`~,,.~-: x -~~"'x~ ~ • ~ w,k ~~ ' r ~,Q ~ ~~ ~` ;: j,, - ~ Orange County ~. ~~ ~,~; L.,~ ERGD 'Vr+ School rr :~~r~ ~ B. Young Park ~ 1 Inch = 14,000 Feet 10/22109 T Community Use of School Facilities for Recreation Status - IPWG Principles and Recommendations Carrboro • Adopted by Board of Aldermen 11-18-08. Cha el Hill To be considered November 4, 2009 Hillsborou h Ado ted December 2008 Mebane N/A (no Orange County schools in 'ursidiction Orange County November 5, 2009? Approved by Recreation and Parks Adviso Council Cha el Hill-Carrboro Ci Schools To consider after 'urisdictions complete Oran a Coun Schools