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HomeMy WebLinkAbout1996 11 11 Regular Item F COMMISSION AGENDA ITEM F REGULAR X CONSENT INFORMATIONAL 11-11-96 Meeting ~ MGR. 1~1/J/V1 IDEPT. to Authorization REQUEST: The Parks and Recreation Department requests the Commission review and approve by Ordinance No. 635-A the setting of fees which will be imposed to community serving youth athletic organizations and groups that normally utilize park athletic facilities on a prescheduled basis but "do not show for a previously approved scheduled game or show up to play when a game w.as. not previously scheduled and approved." PURPOSE: The purpose of this request is to seek Commission review and approval of Ordinance No. 635-A which will authorize the Parks and Recreation Department to levy fees toward youth athletic organizations and groups for "non-use/ no show" and "unscheduled use" of City park athletic facilities. CONSIDERA TIONS: . The Parks and Recreation Department does not impose any fees or charges to community serving youth organizations and groups which use City athletic facilities on a prescheduled and approved basis. . During the past two (2) years the Department has experienced numerous incidents of league teams that show up to participate in games or matches that were unapproved and not previously scheduled or not showing up for previously approved scheduled play. These situations create a very emotional setting for staff, parents, but most important-the children who become involved in the mass confusion generated when and if play is not allowed. . Our ultimate goal is to assure that the youth are accommodated and provided with a quality recreational experience with minimum parental or adult interference. Page 2 Commission Agenda Item 26 November 11, 1996 ISSUE mSTORY & ACTION: . During the past two (2) years the Parks and Recreation Department has attempted to employ the following strategies in an effort to remedy the "no-show/unscheduled use" issue: A) Have continually worked with the league organizations Presidents and official schedulers to assure that a strong bond of communication is formed. This is an on-going and continuous goal and process. B) Requested and was granted a "permanent item" on the Winter Springs Little League monthly board meeting agenda entitled "City of Winter Springs". (See attachment #2) This was a very positive step in assuring that a frequent exchange of communications was routinely scheduled. The Parks and Recreation Director and the Athletics Coordinator have been meeting monthly during league play for the past year with the league. These meetings have proven to be very productive for both organizations and have evolved with each party learning and sharing of each others problems and developing solutions. C) The Parks and Recreation Department has scheduled and hosted "Pre-season Organizational Meetings" for soccer, baseball and softball organizations using athletic facilities for the past year and a half. These meetings are attended by Parks and Recreation personnel and the President and often another representative from each league organization that requests facility use. The pre-season organizational meetings are hosted for the purpose of sharing information relative to the upcoming season and to discuss any past season problems which may have developed and the solutions or alternatives for solving them. (See attachment #3). D) Prior to the unscheduled use incident which occurred at Central Winds Park / Field #4 on Sunday, September 22, 1996 with the Winter Springs Little League 16+ boys team, the Parks and Recreation Department had initiated an additional "check procedure" for the purpose of confirming schedules for the upcoming week. The "check procedure" consists of verifying by review all Friday through the following Thursday play schedules by the Parks and Recreation Department an then faxing the schedules to all user Page 3 Commission Agenda Item 26 November 11, 1996 organizations on Fridays. Should any user organization identify a scheduling error or needed change on the schedule confirmation- they are requested to telephone and/or fax a change reply. E) The Parks and Recreation Department has and continues to accommodate all "schedule change requests" which we review by telephone or fax on a day to day basis. The only time we face a last minute scheduling problem by telephone or fax is when staff have not been assigned to prepare fields or supervision of the area has not been scheduled. . In summary, we have addressed this issue on numerous occasions at pre- season organizational meetings, monthly board meetings and in various correspondence sent to the organizations. The common reply from all user organizations is "We understand what you are saying and we know the City is bending over backwards to assure all scheduling is correct but you (the City) have to understand that we are dealing with a group of volunteers who really don'Lunderstand the inter workings of the scheduling process and really don't.c~s-ali long as they get to ~ . The Parks and Recreation Department has met with and requested assistance and input from all users as to recommendations, alternatives and solutions to the "no-show / unscheduled use" issue. No recommendations or suggested alternatives were received. ISSUE SOLUTION: . The Parks and Recreation Department feels that the only solution available at this time to satisfy the issue and provide for the youths interest is to apply fees to "non-use or no show" and "unscheduled uses." This does not mean that when one team shows up to play and one team does not that they will be charged. A charge would only be applied when both teams do not show. Teams that do not show for previously scheduled and approved games will be charged. Teams that arrive to play games that are not previously requested, scheduled and approved by the City wil.Lhe...accommodated and allowed to play if facilities are "available and deemed safe by staff; and will be charged / invoiced. This does not mean that the facility is always prepared for play-such as being dragged and lined. Page 4 Commission Agenda Item 26 November 11, 1996 Proposed fees are as follows: BASEBALL/SOFTBALL FIELDS (Based on 2 hour time blocks) $34.00 per field- prior to 5:00pm $48.00 per field- after 5:00pm SOCCER FIELDS (based on 2 hour time blocks) $38.00 per field- facilities are not lighted We are prepared to apply these fees for all "non-use and unscheduled uses" whenever staff is present. Under no circumstances will a facility be utilized when it is deemed unsafe by staff, locked or the park is unattended by staff. NOTE: Additional "Labor Charges" will be applied to the previously stated fees whenever an employee / staff must extend their hours outside of their previously set work schedule in order to accommodate an unscheduled use. Labor rates are as follows: PART-TIME STAFF $ 8.00 per hour"" FULL- TIME STAFF $12.00 per hour"" (*Labor rates are based per hour or any fraction of an hour) . In order to inform and receive feedback from all organizations effected by the proposed fees previously listed, the Parks and Recreation Department has: A) Met with Presidents of all Soccer organizations at Central Winds Park at 6:00pm on Wednesday, September 25, 1996 and discussed our solution and fee proposal. We also discussed that we were open and receptive to any other alternatives. No one was opposed to the proposed fee solution. All present were informed that the "fee proposal" would be addressed at the Commission meeting of October 14, 1996 or October 28, 1996. Page 5 Commission Agenda Item 26 November 11, 1996 B) Met with Winter Springs Little League Board of Directors at New Life Fellowship Baptist Church at 7:30pm on Tuesday, October 1, 1996 and discussed our fee solution proposal. (See Attachment #2- item 3.E.). Only one concern was voiced-that being a fee charged when only. one.1.eam did not show up for play but the opposing team did show. We clarified that a "no-show" fee would only apply when both teams were "no show". All present were informed that the "fee proposal" would be addressed at the Commission meeting of October 14, 1996 or October 28, 1996. C) Met with all Winter Springs Little League parents and Board Members at their annual general meeting which was held at the Civic Center on Thursday, October 3, 1996 at 7:30pm. The attendees were informed of the issue and the proposed fee solution. No one responded with any additional suggestions or alternatives and no one voiced any opposition. All present were informed that the "fee proposal" would be addressed at the Commission meeting of October 14, 1996 or October 28, 1996. D) Met with newly elected Winter Springs Little League Board of Directors (election held at annual general meeting-See C) on Wednesday, October 9, 1996 at New Life Fellowship Church at 7:30pm and briefed the new board members with the details of the proposed fee solution. All present were informed that the "fee proposal" would be addressed at the Commission meeting of October 28, 1996. E) On Friday, October 11, 1996 the Parks and Recreation Department faxed all soccer, baseball and softball user organizations a cover letter explaining the issue and the proposed fee solution. Also faxed was a sample cover letter which users will receive in conjunction with the invoice if required. (See Attachment #4). The letter also stated the date of October 28, 1996 that the issue would be addressed by the City Commission. Page 6 Commission Agenda Item 26 November 11, 1996 F) On Monday, October 14, 1996 the Parks and Recreation Department mailed a copy of all information contained in item (E) to all soccer, baseball and softball user organizations as a follow up to the fax of October 11, 1996. (A map was also included in the information which detailed the new overflow parking accommodations and traffic flow which will be implemented on Saturday, October 19, 1996). G) Faxed all user organizations with the notification that this Commission Agenda Item would not be addressed at the October 28, 1996 Commission meeting and had been rescheduled for the November 11, 1996 Commission meeting. FUNDING: N/A RECOMMENDATION: . The Commission is requested to approve Ordinance No. 635-A which will set the fees to be charged to community serving youth athletic organizations and groups that normally utilize park athletic facilities free of charge on a prescheduled basis but "do not show for a previously approved scheduled game or show up to play when a game was not previously schedule.cLand...approved " (See Attachment #1): Fees included in Ordinance No. 635-A are: BA'SEBALL/SOFTBALL FEES (based on 2 hour time blocks) $34.00 per field- prior to 5:00pm $48.00 per field- after 5:00pm SOCCER FIEI.DS (based on 2 hour time blocks) $38.00 per field- Facilities are not lighted Page 7 Commission Agenda Item 26 November 11, 1996 LABOR RATES (if required) PART-TIME STAFF $ 8.00 PER HOUR* FULL-TIME STAFF $12.00 PER HOUR* (*Labor rates are based per hour or any fraction of an hour) IMPLEMENTA TION SCHEDULE: . Upon approval of Ordinance No. 635-A the Parks and Recreation Department would initiate the fees immediately upon its passage and adoptioin and notification of its passage and adoption to all users groups that the fees are effective by letter and fax. ATTACHMENTS: *Attachment #1- Ordinance No. 635-A *Attachment #2- 10/1/96 WSLL Board Meeting Agenda *Attachment #3- Soccer Organizational Meeting Agenda 7/16/96 *Attachment #4- Letter to User Organizations explaining proposed fee solution 10/14/96; sample invoice cover letter and sample invoice COMMISSION ACTION: agenda26 ORDINANCE NO. 635-A AN ORDINANCE OF THE CITY OF WINTER SPRINGS, FLORIDA ESTABLISHING THE FEES AND ASSOCIATED LABOR CHARGES TO BE PAID BY COMMUNITY SERVING YOUTH USER ORGANIZATIONS AND GROUPS WHICH USE CITY ATHLETIC FACILITIES ON A PRE SCHEDULED AND APPROVED BASIS AND DO NOT APPEAR FOR PREVIOUSLY APPROVED SCHEDULED GAMES OR APPEAR TO PLAY WHEN A GAME WAS NOT PREVIOUSLY SCHEDULED OR APPROVED; PROVIDING FOR CONFLICTS AND EFFECTIVE DATE. WHEREAS, the City Commission of the City of Winter Springs, Florida has found it necessary to periodically review its fee schedules pertaining to activities, facility use and labor services within the City; and WHEREAS, the City Commission of the City of Winter Springs, Florida has determined that it needs to establish those fees to be paid by organizations or groups for the "use or non use" of athletic facilities and any additional labor charges. NOW THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA, THAT: SECTION 1- The Fee Schedule for "unscheduled permitted use and non-use" of athletic baseball and softball facilities for youth user organizations and groups is hereby adopted as being thirty-four dollars ($34.00) per field prior to 5:00pm and forty-eight dollars ($48.00) per field after 5:00pm for a period of two (2) hours use. SECTION 11- The Fee Schedule for "unscheduled permitted use and non-use" of athletic soccer facilities for youth user organizations and groups is hereby adopted as being thirty-eight dollars ($38.00) per field for a period of two (2) hours use. SECTION m- The Fee Schedule for staff labor service charges will be applied if and when an employee must extend their previously set work schedule in order to accommodate an unscheduled use of facilities is hereby adopted as being eight dollars ($8.00) per hour for part- time employees and twelve dollars ($12.00) per hour for full time employees for each hour or fraction of an hour. SECTION IV- The "unscheduled permitted use and non-use" fees with any associated labor charges imposed to youth user organizations and groups are nonrefundable. SECTION V- This Ordinance shall remain in force and effect until supplemented, .)l._:-'.:Jt-:-r::. ,I..~ 'J-:'~;;" ;_i;Ml';c:.,-:i.'.:HI'j l;:,-L.:.-:"Hl"'" 1'::':-' I.\U;.....W.-~"~-"~.,~. ...::-u .-1'::..:.. WINTER SPRINGS LITTLli: LEAGUE ~oard of Director~ ATTACHMENT 1/2 i~C]lY:E]) oe"1 0 1 1996 "8> AGENDA -- October I, 1996 1. Call to Order. 2. Reading of the Minutes 3. City of Winter Springs -- Don Wilson A. Fall Ball Game Scheduling B. ~-Ball/Soccer Parking supervisor C. Press Box supervisor D. Trotwood Renovation Plan(s) E. Future Flexibility re Drop/Add Games and Fees 4. Treasurer's Report A. 1996 Financial Report B. proposed 1997 Annual Budget 5. Old Business 6. New Business A. Fall '96 Season B. Annual Meeting 1. Members' List 2. Notice c. Golf Tournament 1. Date: October 20, 1996 2. Location: Tuscawilla Country club 3. sponsors/Merchandise 4. Publicity D. Other New Business 7. Next Meeting -- Following the Annual Meeting 10/3/96 or such other time as the New Board of Directors may designate. 8. Adjournment OCT-01-19S6 09:44 AMERICAN TITLE KATHY 90% P.02 City of Winter Springs Parks & Recreation Department :- Soccer League Organizational ~Ieeting Tuesday, July 16, 1996 - 7:00pm Conference Room AGENDA 1. Welcome and Introductions · Don Wilson, Parks & Recreation Director II. Facility Scheduling · Procedures For Facility 'Exclusive Use' · MUFA Form & Insurance · Facility Use - Regulations & Conditions · Scheduling Authorization Forms (Out of town new form) · League Supervisor · Schedule - WeeklylBiweekly, Names, Home/work Phone · How do we identify them? Hats, t-shirts . Parking · Athletics Sports fields Scheduling Forms · Field Layout Sheets · Makeup Games - Minimum of 24 hours notice . Rainouts · Before 4:45pm we will call League scheduler. . · After 4:45pm we will inform League supervisor at field · League Rainout phone line · Cancellations and Unused field time · Fax machine use 407/327-0018 m. Facility · League Games (10 weeks) · Concession (No foodlDrink at Soccer fields) - Trash pickup · Player Benchers 10 $415.00 each · Bleacher 10 $1400.00 each · Port-o-Iet league rental · Water fountain - City IV. . Unfinished Business # of team in Spring 1996_ Fall 1996 _ V. New Business · NYSCA - 2yr Phase in. 50% by Fall 97 & 100% by Fall 98 . Misc. · League uses - Supply & Demand · Trotwood Park Issues · Survey end of Fall Season 1996 - Park improvements c:\ath\1oagagonda ATTACHMENT 13 ATTACHMENT 114 ---=-- .' '.-~\NT!::~", .//. -.. .-'-" ~ . d-..--- ;.;. ,:,:- "'-', .. . . ''1. .~ ..:;;. " ~J - .n -... :.n . ; '......1 1:"';"oCrr.JT1.",J . '\J::'\J - CITY OF WINTER SPRINGS, FLORIDA "'-~~. October 14, 1996 1126 EAST STATE ROAD 434 WINTER SPRINGS. FLORIDA ~2708-2799 Telephone (407) 327.1800 N[r. Rob Miller Winter Springs Little League PO Box 195221 Winter Springs, FL 32708-5221 Dear Rob: The Parks and Recreation Department has experienced numerous incidents of league teams that _are showing up to participate in games or matches that were not previuusly scheduled and approved or not showing up for games or matches that were scheduled and approved. As most of us know this creates a very emotional setting for staff and parents, but most importantly- the children who become involved in the mass confusion-generated by the situation. Our ultimate goal is to assure that the youth are accommodated and provided with a quality recreational experience. We have reviewed this issue extensively over the past two (2) years and can only come up with one solution which we feel is equitable for both the organizations that utilize Central Winds Park facilities and the City of Winter Springs. The solution which we feel will satisfy the issue but more importantly, provide for the youth is to apply fees to "non-use or no-show" and "unscheduled uses". This does not mean that when one team shows up to play and one team does not that they will be charged. A charge will be applied only when both teams do not show. Teams that do not show for previously scheduled and approved games when fields are prepared will be charged. Teams that arrive to play games that have not been previously scheduled and approved by the City will be accommodated and allowed to play if facilities are "available and deemed safe". This does not mean that the facility is always prepared-such as being dragged and lined. Proposed fees are as follows: BASEBALL/SOFTBALL FlFT.D lJSE $34.00 PER FIELD-PRIOR TO 5:00PM (2 HOUR BLOCK) $48.00 PER FIELD-AFTER 5:00PM (2 HOUR BLOCK) PRIl\'IE TIME SOCCER FIELD lJSE $38.00 PER FIELD (2 HOUR BLOCK) Page 2 October II, 1996 -- We will prepare to apply these fees under all circumstances for "non-use and unscheduled use" whenever sta~T is present. under no circumstances will a facility be utilized "yhen it is unsafe. locked or the park is unattended by staff. Additional labor charges will be applied to the previously stated fees whenever an employee must extend their ho.urs outside of their previously set schedule in order to. accommodate an unscheduled use. Labor rates are as follows: PART- TThIE FULL- TIME 58.00 per hour'" 512.00 per hour'" *Labor rates are based per hour or for.an.;l fraction of an hour. Attached is a copy of the invoice cover letter form \vhich users \vill receive in conjunction with the invoice. (See A.ttachment ;# I) The Parks .1nd Recreation Departm~nt is pre~ently prer8ring the C\)mmiS5ion .Agenda Item \vh;ch will sef\'e as the fee proposal fcr Commission J.L'prov:il. Our goai is tc present the item to the Commission for approval on Octooer 2:3. 1096. We feel that this solution is one '.vhich is fair and equitable to all arTected and we solicit your cooperation and support in the matter. As always we look for\ovard to working with all organizations to serve the youth of our communirv. Cordially, ~.{U. Don \Vilson. Director PARKS Al"ID RECREATION CITY OF WINTER SPRINGS /lmg attach: Attachment #I-Invoice Cover Letter Attachment #2-Invoice Sample p.-~ .-,,:...\~j".?-',.:;. :-: .i'~ .~ CITY OF WINTER SPRINGS, FLORIDA .; "".r:;'lIlT~ :- 1126 EAST STATE ROAD 4.34 WINTER SPRINGS, FLORIDA 32708.2799 Telephone (407) 327-1800 Fax (407) 327-0018 "~':"CR!C;>O '- Parks & Recreation Dep!. Dear: Our records indicate that on _,_, two (2) teams from your organization or one (1) team from your organization and a guest team utilized or were scheduled to use a Central Winds Park athletic facility beginning at A.l.v'f/PM and conduding at _,-\ivUP~t The team(s) was/\vere and This use/non-use is categorized as: .-\. '\;0 c:hO\\i for a previously scheduled and appto~'ed use: B. ~which ',vas not previously reauested nor aporoved for use. Please find enclosed an invoice for fees and charges relating to the previously stated use. Should a fee be indicated for staff labor it is the result of staff having to extend their regular schedule on site in order to accommodate your facility use. Please remit payment within fourteen (14) calendar days from date of invoice in order to cel1ify your organizations continued use of facilities. Cordially, Don Wilson, Director PARKS AND RECREATION DEPARTNrENT CITY OF WINTER SPRINGS /lmg cc: tile attach: Invoice # , dated CITY OF WINTER SPRINGS PARKS &. RECRE..HION DEPARTMENT 1125 EAST S.R. ~34 INVOICE _.. .~..._...... J,~ ~tI. VA 11---...01_ -- ~ -- Bill To: XYZ YOUTH LEAGUE ATI'N: PRESIDENT 1234 Youth League Drive Winter Springs. FL 32708 FAX: 123-5678 Invoice #: 961013-o1AT Date: October 14. 1996 FACILITY SITE CUSTOMER PA ~ TAX 10 # SOCCER FIELDS I i CENTRAL WINDS PARK 123456789 ! - i QTY ITEM HOURS DAYS DESCRIPTION ?RICE oCR HOUR TOTAL 1. Soccer Field 2 1 October 13, 1996 3pm-5pm Unscheduled Use at Central Winds Park I I. :$ 38.00 Sunday October 13, 1996 Field lA 3pm-5pm i i I I LI I ! SUBTOTAL TAX 2.66 MISC.I DEPOSIT BALANCE DUE $ 40.66 Ahandoned Railroad / Bed N~ . E~~~~~~~~~~~"'___'_~'__h'''~H....~.._.-.-1c:.~?~el) ~~~+-~~+- ...~~~.~~.~~~..~~.~.~.~~~..?~~~......t Parking ~ Parking . -<-~+-~~~ " \t7- .. . . . . .. F.~ .r.~.~!1.~.. ........ ., .., .. . .. . ... ... .. . .. . ..1).~ r.~:~ ~lK .. ............... ....... . . . . . . : : l :1: .t. : i ~~~" -'\ . "'!~ on T-Ball ;t.' ......: Soccer E .' ,.... ii '.~'" . .. .. . .... ......~... .:-::v, 81 y.~ ~ lOp ~ ~ ~ . i Winter Springs IIlgh School \ , I , l) \ ,\ \ " , l.t . "", L Soccer B Soccer C Soccer A Pl.ayground Abandoned Railroad Bed ~~ ~"i' ~ ~~ ~~ ~'-~ \-qq() ~~C \-q~ . :t-~~. ~~~ ~~~ ~O ~ C'-- ~~O ~ ~ ~-~ To Tuscawilla Road & 434 <, Orange Avenue City of Winter Springs PARKS AND RECREATION DEPARTMENT Central Winds Park SOCCER & ,[-BAI.L PARKING DIAGRAM All Soccer and T-Ball p~tticipants and guests are requested to enter tile parking [acility.located south of Soccer . Field "A" by turning right along side the gravel covered ab;JI1doned ra.Llroad bcd-you will be heading east toward the soccer fields. You will he making the right turn before you actually enter the official park entry gates. 'roceed 470' east until you reach tile new soccer and T-nal1 parking entrance gate and turn left or north into the parking area. Parking is allowed in the roped off area only. Tills does not include the roped exit road. Traffic ';"111 flow "One Way" only [rom cntering'the park to cxiting the pnrk. See diagram.