Athletic Field Availability & Utilization NOTE: This - - PowerPoint PPT Presentation

Athletic Field Availability & Utilization

NOTE: This presentation is a working document, and some recommendations or ideas may have evolved or changed based on continued discussions and additional analyses.

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MEETING OVERVIEW

• Athletic Field Inventory & Field Classifications
• Field Scheduling Vocabulary
• Athletic Field Allocation Guidelines
• How Athletic Fields are Used
• Current Athletic Field Allocation Process
• PSMP - IAC Step 1: Field Allocation & Field Scheduling Variables
• PSMP - IAC Step 2: Athletic Field Availability & Field Utilization
• Field Utilization Public Engagement
• Schedule of Engagement Opportunities
• Role for PSMP-IAC Members in the Process

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FIELD UTILIZATION & PSMP

Priority Action 4: 1.2.5. Analyze athletic field utilization to improve data on the current use and assess future athletic field needs.

The County will work with the community to determine a set of use assumptions that will enable consistent evaluation of field utilization and capacity. This will be used in conjunction with the Level of Service recommendations (see 1.2.4.). (pg. 60)

1.2.4. Conduct a public space needs assessment, including a statistically valid survey and Level of Service analysis, on a 5-year cycle.

As the County needs, trends and population projections may change, conducting a needs assessment and reviewing and updating Level of Service analysis and methodology on a regular basis would allow the County to keep pace with these changes and adjust its recommendations

• accordingly. In addition, the County will periodically evaluate existing and gather new data on public

space amenities, such as casual use spaces, natural lands, dog parks/runs, trails, athletic fields, community gardens, etc., to refine the Level of Service standards and approaches in the future. (pg. 60)

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ATHLETIC FIELD INVENTORY

DIAMOND FIELDS RECTANGULAR FIELDS COMBINATION FIELDS

Fields Used For: ▪ Football (tackle & flag) ▪ Soccer ▪ Lacrosse ▪ Field Hockey ▪ Rugby ▪ Ultimate Frisbee ▪ Kickball ▪ Drop-in play Fields Use For: ▪ Baseball ▪ Softball ▪ Kickball ▪ Drop-in play

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3 lighted

42

14 synthetic 15 lighted

35

2 synthetic 19 lighted

Fields Used For: All Diamond & Rectangular Sports Depending on Season/Time of the Year

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ATHLETIC FIELD INVENTORY

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ATHLETIC FIELD CLASSIFICATIONS Currently DPR classifies athletic fields into three categories.

Permit –Takes- Priority

• 77 of Arlington’s 96 athletic fields are Permit-Takes-Priority fields.
• Permit holders have priority use of the field.
• Available for public use when a permit isn’t issued.

Permit Only

• 13 of Arlington’s 96 athletic fields are Permit-Only fields.
• Only permit holders may use the field.

Community Use Field

• 6 of Arlington’s 96 athletic fields are Community Use fields.
• Community Use fields are designated for drop-in use.
• Barcroft #5, Gunston #3, Rocky Run, TJ Lower, VA-Highlands #2, and Westover Rectangle.
• Community Use Fields are sometimes programmed with scheduled games or practices.

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FIELD SCHEDULING VOCABULARY

• RECTRAC – DPR’s reservation, registration, and financial reporting software.
• RESERVATION – Facility that is reserved in RECTRAC.
• PERMIT – Confirmation of a facility RESERVATION.
• ALLOCATION – Total amount of hours allocated per field, per season.
• FIELD SCHEDULING VARIABLES DRAFT DEFINITION - Factors affecting field availability

and utilization.

• FIELD AVAILABILITY DRAFT DEFINITION - Total hours athletic fields are available for

use.

• UTILIZATION – DRAFT DEFINITION Athletic field allocations using field availability that

incorporate field scheduling variables.

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ATHLETIC FIELD ALLOCATION GUIDELINES

The Athletic Field Allocation Guidelines govern the use of athletic fields in Arlington County. The guidelines include multiple focus areas. DPR uses two main areas of the guidelines to schedule athletic fields.

• Tiered Priority Scheduling
• Definition of Primary and Secondary Seasons

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TIERED PRIORITY SCHEDULING

Tier I: Arlington Residency, Youth, Non Profit Tier II: Arlington Residency, Adult, Non Profit Tier III: Arlington Residency, For Profit (youth

• r adult)

Tier IV: Other

• Prior to the Athletic Field Allocation Guidelines fields were allocated to user groups with previously existing DPR

relationships and inequity existed amongst user groups.

• In 2015 public engagement sessions were held to determine a priority system for field allocation.

Arlington Public Schools

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PRIMARY AND SECONDARY SEASONS

• Prior to the Athletic Field Allocation Guidelines seasons were not

clearly defined.

• This created longer seasons, and unclear beginnings and endings

to seasons.

• Youth organizations are provided up to a 14-week spring season,

and 10 week fall season.

• Adult organizations receive a 12-week season in the spring and fall.
• Organizations may request an out-of-season allocation.
• Natural grass fields are closed in the summer and winter for

maintenance/resting.

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ATHLETIC FIELD USES

Before athletic fields are allocated to DPR partner organizations field permits are issued to APS and partner universities.

• Arlington Public Schools
• After School Programs
• Interscholastic Athletics Games and Practices
• Band Practices
• Partner Universities
• Barcroft #6 (GW)
• Boeing Field #1 (MU)

School Stadium Fields Baseball Fields Softball Fields Yorktown 8:00 pm 7:00 pm 6:00 pm W-L 8:00 pm 7:00 pm 7:00 pm Wakefield 6:30 pm 7:00 pm 6:00 pm

• APS High School Activity end times spring and fall

seasons.

• Activities may run later due to games or special

events.

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ATHLETIC FIELD USES

Organization Offering Arlington Little League Youth Baseball Arlington Babe Ruth Youth Baseball Arlington Travel Baseball Youth Baseball Arlington Soccer Association Youth Soccer Youth Ultimate League of Arlington Ultimate (Frisbee) Arlington Youth Lacrosse Youth Lacrosse Arlington Tackle Football Youth Football Arlington Girls Softball Association Youth Softball Arlington Senior Babe Ruth Baseball American Legion Post 139 Baseball

• DPR allocates fields to its partner leagues

for games and practices in the spring and fall seasons.

• DPR receives allocation requests from

partner organizations and issues field permits based on previous requests.

• As youth non-profit Tier 1 organizations,

fields are allocated to these organizations first.

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ATHLETIC FIELD USES

Sport Offering Youth/Adults Flag Football Youth Softball Adults Pick-Up Soccer Adults Bolivian Veteran’s Soccer League Adults NOVA Coaches League Adults Arlington Co-ed Kicks Adults Arlington Women’s Soccer League Adults Old Guys Soccer League (OGSL) Adults

• DPR allocates fields to its internal leagues

after fields are allocated to partner

• rganizations in the spring and fall

seasons.

• DPR uses previous field allocations and

participation numbers to evaluate allocations for the current season.

• Athletic Field permits for these leagues are

then issued.

• DPR then allocates fields to social leagues

and private rentals.

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CURRENT ATHLETIC FIELD ALLOCATION PROCESS

Athletic Field Allocation Process

• Each season since 2016, DPR staff review field allocations from the previous like-season to allocate field space to

partner organizations.

• Partner organizations submit allocation requests per season.
• Total allocation is reviewed and compared to actual field use totals.
• Permits are issued.

Tier I: Arlington Residency, Youth, Non Profit Tier II: Arlington Residency, Adult, Non Profit Tier III: Arlington Residency, For Profit (youth or adult) Tier IV: Other

Arlington Public Schools

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ATHLETIC FIELD ALLOCATION EXAMPLE

Organization Reported Teams in Spring 2018 Spring Hours Scheduled in 2018 (Per week) Hours Per Allocation Policy (Per Week) Delta Youth Baseball (ALL,ABR,ATB) 201 Teams 974.5 505.1 469.4 Organization Reported Teams in Spring 2019 Spring Hours Scheduled in 2019 (Avg. Per week) Hours per Allocation Policy Delta ABR 94 Teams 250 262.5

• 12.50

ALL 125 Teams 271 275.5

• 4.50

ATB* 8 Teams 14 24

• 10.00
• DPR previously used

blanket permits to allow for a more iterative scheduling process.

• DPR now uses blanket

permits for the first two weeks of the spring season.

• Implementing the

allocation policy has created more efficient field use.

Organization Reported Teams in Spring 2019 Spring Hours Scheduled in 2019 (Avg. Per week) Hours per Allocation Policy Delta Youth Baseball (1st two weeks) 227 Teams 919.25 562 357.25

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PSMP-IAC STEP 1

What is Athletic Field Allocation?

• Current definition - Potential total amount of hours allocated per

field, per season.

What are Field Scheduling Variables?

• Inclement weather cancellations.
• Capturing non-reserved or drop-in use.
• Arlington Public Schools use.
• Field Density.
• Activity start & end times in the spring & fall seasons.

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PSMP-IAC STEP 2

What is Athletic Field Availability?

• Agreed upon hours athletic fields are available, incorporating field

scheduling variables.

What Does This Mean For Field Utilization?

• Athletic Field Availability must be defined before understanding

utilization.

• Are field users honoring field allocations?

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FIELD SURFACE, LIGHTING, AND AVERAGE HOURS OF PLAY

Field Surface Lights Average Hours of Play Grass No 700 Grass Yes 900 Synthetic No 1400 Synthetic Yes 2100

Public Spaces Master Plan pg. 198 Figure 32

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FY 2019 ATHLETIC FIELD ALLOCATIONS

Fiscal Year Park Field Field Type Surface Lights Allocated Hours FY’19 Fields Park #1 Rectangle Grass No 728 FY’19 Bluemont #3 Diamond Grass No 914

Natural Grass Without Athletic Field Lighting

Field Surface Lights Average Hours of Play Total Number of Fields

Grass No 700 57

Grass Yes 900 23 Synthetic No 1400 2 Synthetic Yes 2100 14

Public Spaces Master Plan pg. 198 Figure 32

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FY 2019 ATHLETIC FIELD ALLOCATIONS

Fiscal Year Park Field Field Type Surface Lights Allocated Hours FY’19 TJ Upper Rectangle Grass Yes 718 FY’19 Jennie Dean #2 Diamond Grass Yes 1072 FY’19 Quincy #1 Combination Grass Yes 994

Natural Grass with Athletic Field Lighting

Field Surface Lights Average Hours of Play Total Number of Fields

Grass No 700 57

Grass Yes 900 23

Synthetic No 1400 2 Synthetic Yes 2100 14

Public Spaces Master Plan pg. 198 Figure 32

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FY 2019 ATHLETIC FIELD ALLOCATIONS Synthetic Turf Without Athletic Field Lighting

Fiscal Year Park Field Field Type Surface Lights Allocated Hours FY’19 Williamsburg #1 Rectangle Synthetic No 1551 FY’19 Williamsburg #2 Rectangle Synthetic No 1342

Field Surface Lights Average Hours of Play Total Number of Fields

Grass No 700 57 Grass Yes 900 23

Synthetic No 1400 2

Synthetic Yes 2100 14

Public Spaces Master Plan pg. 198 Figure 32

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FY 2019 ATHLETIC FIELD ALLOCATIONS

Fiscal Year Park Field Field Type Surface Lights Allocated Hours FY’19 Barcroft #6 Diamond Synthetic Yes 2276 FY’19 Long Bridge #1 Rectangle Synthetic Yes 910* FY’19 W-L High School Stadium Field Rectangle Synthetic Yes 2246

*Under Construction Spring/Summer 2019

Synthetic Turf with Athletic Field Lighting

Field Surface Lights Average Hours of Play Total Number of Fields

Grass No 700 57 Grass Yes 900 23 Synthetic No 1400 2

Synthetic Yes 2100 14

Public Spaces Master Plan pg. 198 Figure 32

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PSMP-IAC ROLE? FEEDBACK ON ATHLETIC FIELD TERMS

• FIELD SCHEDULING VARIABLES
• ATHLETIC FIELD AVAILABILITY
• ATHLETIC FIELD UTILIZATION

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PSMP-IAC ROLE? Shaping the first Athletic Field Utilization public engagement

• pportunity.
• Feedback opportunities for in-person engagement. Winter/Spring

2020

• Survey development for online feedback opportunities.
• Development of performance measures for yearly reporting.

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DRAFT ENGAGEMENT PROCESS

First Public Engagement – Communicate & Involve Winter/Spring 2020

• Athletic Field Allocation Process
• Athletic Field Inventory
• Field Use Times Defined Through Public Feedback & Online Survey
• Field Use Assumptions Defined Through Public Feedback & Online Survey
• Inclement Weather Assumptions Defined Through Public Feedback & Online Survey

Second Public Engagement - Involve Spring/Summer 2020

• Meeting #1 Online Survey Feedback
• Data Access
• Technology & Systems Improvements
• Outside Factors Affecting Field Use

Third Public Engagement – Communicate Summer/Fall 2020

• Process Readout

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ASSUMPTIONS DRAFT EXAMPLE

Barcroft Park Field # 1

Assumption: 30 weeks of play in spring & fall seasons. Assumption: 7 days weekly of allocated permits.

• 150 weekdays
• 60 weekend days

Assumption: Playable hours of 6:00 pm – 11:00 pm M-F

• 750 total hours

Assumption: Playable hours of 8:00 am – 8:00 pm Saturday & Sunday

• 720 total hours

Synthetic Turf Natural Grass Lights Diamond Field Rectangular Field Combination field Youth-Only Field Permit-Only Field Permit-Takes-Priority Community Field Using These Assumptions: FY’19 Barcroft #1 Allocated Hours: 1398 Use Assumptions Total Hours Available: 1470 Utilization % : 95% NOT INCLUDED: Field Scheduling Variables Synthetic Turf Natural Grass Lights Diamond Field Rectangular Field Combination Field Youth-Only Permit-Only Permit-Takes-Priority Community Field

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QUESTIONS