HomeMy WebLinkAboutAgenda - 04-01-2003-9aORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 1, 2003
Action Agenda
Item No. C,~ C~
SUBJECT: Facilit Use Policies and Procedures -Smith Middle School Soccer Field
DEPARTMENT: Recreation and Parks PUBLIC HEARING: (YIN) No
ATTACHMENT(S):
Carrboro Recreation and Parks
Department Proposed
Reservation/Rental Procedure for Smith
Middle School soccer field 3B
INFORMATION CONTACT:
Lori Taft, Recreation and Parks
Director
245- 2660
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Carrboro Unofficial Minutes Durham 688-7331
Mebane 336-227-2031
PURPOSE: To review the proposed Facility Use Policies and Procedures for the Smith Middle
School soccer field.
BACKGROUND: The February 2001 Joint Use Agreement between Orange County, the Town
of Carrboro and Chapel Hill-Carrboro City Board of Education states on page 6, paragraph 1,
that " ...the Town and the County will work together to coordinate programming of the use of the
fields when school is not in session and that the Town will be the lead entity for programming
such use and communicating with the Board of Education regarding the same." In pursuit of
satisfying this requirement, Orange County and Carrboro staff met to develop a proposed
policies and procedures document. On Tuesday, March 25 the Carrboro Aldermen met and
approved the document proposed by Orange County and Carrboro staffs with modifications.
Those modifications are reflected in the attached "Reservation/Rental Procedure for Smith
Middle School Soccer Field" (underlined in parentheses). The various components of the
Policies/Procedures are summarized below along with reasons for modifications made by
Carrboro. A copy of the unofficial minutes from their meeting is also attached.
Request for use -This paragraph states that the field will be open for play from April through
November (Closed during the winter months to allow for proper cultivation), it also states that
applications will be accepted from soccer governing bodies only. (Individual teams affiliated
with a league may not apply independently).
Carrboro Aldermen tabled their discussion of this paragraph (left the start month blank so that
Orange County and Carrboro staff can have the opportunity to identify the conditions under
which the field could be opened for play without incurring excessive damage prior to
April 1 each year.
Priority of Use -States that priority in scheduling field use will be given to groups consisting of
at least 75% Orange County residents.
Carrboro Aldermen determined that 50% would be a more appropriate value given the make-up
of the groups within fhe Orange County Soccer Alliance (OCSA). (Three out of the five groups
represented in the Alliance would have become ineligible for priority consideration under the
75% rate, since they draw many of their participants from Durham County. The three groups are
League Hispana, Durham-Chapel Hill Strikers, and Triangle Soccer.)
Procedure -Describes how conflicting requests will be handled.
Restriction of Use -Lists reasons why the field might be shut down and scheduled use
cancelled. Refunds will be given when this occurs.
Fee Structure - Sets a rate for use of the field without lights, as well as fees for use with lights.
Note that additional fees for use with lights are set to cover the direct cost to Carrboro for their
use. Maximum possible revenue (fully booked, no rain-outs, no cancellations) beyond the cost
of staff present to monitor nighttime use and the cost of electricity is estimated at $13,650.
Open Play -Allows fortwo'/Z day periods (out of nine) weekly during which no play will be
scheduled. Organized soccer groups will not be allowed to use the field during these periods.
Available time on the field is weighted heavily in favor of the organized groups as there are
more than 4000 players identified as possible users.
Carrboro Aldermen reduced the open play periods to: one (1) half day period per week in order
to provide more opportunity for the more than 4000 members of the OCSA to use the field.
FINANCIAL IMPACT: This policy will have no financial impact on Orange County.
RECOMMENDATION(S): The Manager recommends that the Board consider the proposed
Reservation/Rental Procedure for Smith Middle School Soccer Field as well as the
modifications approved by the Carrboro Aldermen, and provide direction to Orange County
staff.
C~RRBORO
Recreatirt~n and Parks R+epartment
~ ~~ ~_
~~~ r~cQ~r'~ - ~ ~C~
RESERVATION/ RENTAL PROCEDURE for
Smith Middle School Soccer Field 3B
Sections of this policy are subject to change due to the installment of lights.
Carrboro staff will submit information and procedure changes to Orange County staff.
Request for use
Rental request for use of Town/County Public Soccer Field at Smith Middle School will
be from April (undesi~nated month) to November. No use will be authorized during the
December through March period. (This will allow the turf to cultivate properly.)
Designated reservation sign-up periods are announced and advertised. We will accept
applications from the governing bodies of soccer groups only. Groups wishing to use this
field must be open to all persons regardless of race, age, socio-economic level, color, sex,
religious belief or national origin.
Priori
Reservation Priority will be determined, based on the residence of the participants.
Priority reservation rentals will be given to Orange County residents first. A priority
reservation will be scheduled for groups requesting use of the field. To receive priority
consideration, the group must consist of 75% 50% or more participants who reside
within Orange County. Note: For a rental request to be accepted during the priority
period, the group must be able to show that the "actual" users of the field meet the 75%
50% resident requirement. "Actual User" indicates the members of the team or group
that will be on the field during the rented time. The designated coordinator (head) of the
organization submitting the rental request will be responsible for providing
documentation supporting this requirement.
Procedure
All rental requests for use of the soccer field require the completion of a Town of
Carrboro Official Application for use of Recreation Facility/Area form.
• If multiple dates are desired an attachment listing the specific dates and times should
accompany the application.
• Carrboro staff, with input from the groups will work out any conflicting requests as
equitably as possible. .
• The group representative should complete the Official Application for use of Recreation
Facility/Area form. The renting group must adhere to all rules and regulations printed on
the reverse side of the Official Application of use of Recreation Facility/Area form
and those within this policy.
Restriction of Use
The Carrboro Recreation and Parks Department reserves the right to cancel the use of the
soccer field if it is determined that:
• The use of the field must be suspended to allow for maintenance.
• The field is too wet for use.
• Lightning prohibits the use of the lights on the field. (However, it is the
responsibility of the group's representative on the field to cancel activity, should
adverse weather conditions develop.)
The representative and/or "contact" person must call Carrboro's inclement weather line if
there is any question as to conditions for that day/evening's use. The group is responsible
for notifying the team(s) assigned to the field, of any cancellation affecting their use. The
renting group will be refunded for all time slots canceled by the Department. The renting
group will also be refunded for all times they cancel due to weather conditions.
Fee Structure:
Team/Group Rates (90 minutes time slot)
• Day Use ~ no lights $ 15/90 minutes
• Night Use ~ with lights $ 30/90 minutes
• Supervisor present during use of lights $ 9/90 minutes
Open play (non-reserved times):
Carrboro staff will designate two half-day periods weekly done half-dayperiod weekly).
This time slot will be available for community use by individuals or groups with no
formal organization.
Organized groups may not use the field during these periods. They must complete an
application for field use and request dates and times through the process outlined above.
RENTAL/RESERVATION PROCEDURE FOR SMITH MIDDLE SCHOOL
SOCCER FIELD 3B
The purpose of the item was for the Mayor and Board of Aldermen to review and
approve aRental/Reservation Procedure for Smith Middle Soccer Field 3B.
Anita Jones McNair, the town's Recreation and Parks Director, made the presentation.
The following resolution was introduced. by Alderman Joal Hall Broun and duly
seconded by Alderman Diana McDuffee.
A RESOLUTION APPROVING THE RENTAL/RESERVATION PROCEDURE
FOR SMITH MIDDLE SCHOOL SOCCER FIELD 3B
Resolution No. 128/2002-03
WHEREAS, the Recreation and Parks Department has requested that the Mayor and
Board of Aldermen review and approve the Rental/Reservation Procedure for Smith
Middle School Soccer Field 3B; and
WHEREAS, the Mayor and Board of Aldermen at its meeting on March 25, 2003
reviewed the Rental/Reservation Procedure.
NOW, THEREFORE, THE MAYOR AND BOARD OF ALDERMEN OF THE TOWN
OF CARRBORO RESOLVE
Section 1. The Board hereby approves the rental slot change of 60 minutes to 90
minutes for Smith Middle School Soccer Field 3B.
Section 2. The Board does not approve the requested change that a group must consist of
75% or more participants who reside within Orange County.
Section 3. That the town staff provide options for seeding the field to allow for use of the
field prior to April.
Section 4. This resolution shall become effective upon adoption.
The foregoing resolution having been submitted to a vote, received the following vote
and was duly adopted this 25th day of March, 2003:
Ayes: Joal Hall Broun, Mark Dorosin, Jacquelyn Gist, John Herrera, Diana McDuffee,
Michael Nelson, Alex Zaffron
Noes: None
Absent or Excused: None
~o
Alderman McDuffee requested that the town staff place a sign at the field indicating
whether it is open or closed.
MOTION WAS MADE BY DIANA MCDUFFEE AND SECONDED BY JOAL HALL
BROUN TO LIMIT FREE PLAY ON THE FIELD TO ONE HALF DAY. VOTE:
AFFIRMATIVE SIX, NEGATIVE ONE (GIST)
Alderman Herrera asked for information. on residency of soccer players.
**********