Arlington County Athletic Facilities Allocation Study Draft Recommendations Presentation June 7, 2016
Agenda Project Overview Review of Historical Data Inventory Analysis Benchmarking Findings Summary Work Session Results Draft Recommendations Next Steps Questions and Comments 2
Project Overv rview • DPR recognized that the way in which sport user groups obtain athletic field space has become unequitable and inconsistent since the original structure was developed four decades ago. • Demand for athletic fields continues to increase beyond field inventory and grass capacity (i.e.; there are not enough fields and grass fields are overscheduled) • DPR hired GreenPlay LLC to develop a Sport User Group Allocation Policy to provide for the fair allocation of athletic fields. • The process to develop this policy includes input from identified sport user groups, DPR, APS, and the Sports Commission. 3
Project Overv rview Phase I; Study As-Is Reviewed DPR’s current field allocation processes Reviewed DPR’s use and league data Listened to Users: What’s working & What isn’t? (June 2015 Engagement) Inventoried fields in consideration (i.e.; diamond & rectangular) Benchmarking Phase 2: Findings and Sport User Groups Work Session Exercise 1: Allocation priority system Exercise 2: Activity slots allocated Exercise 3: Defining seasons Draft Recommendations review Next Step 4
His istorical Data DPR’s Current Processes • DPR uses a priority system to allocate athletic field space: • Arlington Public School Scholastic Sports Program • Arlington County DPR and Affiliate sports • Arlington based teams that are part of metro leagues • Arlington County resident rentals / Arlington based business/social leagues • Non-county resident rentals • Affiliate programs have agreements with DPR and pay a per player per season fee. DPR has not accepted new affiliates in several years, but has allowed some groups a temporary status. • Affiliate groups reserve space through a DPR liaison and rental organizations reserve through Facilities Scheduling. 5
His istorical Data Current DPR Field Scheduling Timeline APS Spring APS Summer APS Fall DPR & DPR & Affiliates DPR & Affiliates DPR & Affiliates Rentals Fall Affiliates Fall Spring Summer Winter Rentals Rentals Rentals Summer Spring Winter November August January February March April May June July September October December Winter Winter Fall Spring Summer Approximate seasonal starts. Note, winter varies with some leagues starting before and others after the new year. GW and Marymount University provide practice and game schedules 90 days in advance of start. 6
Assessment and Analysis DPR Data: Athletic Field Demand • Participation Data (DPR & Affiliates): 30,500 • Youth Sports show steady annual increases in nearly all 30,000 types of sport and an over a 45% increase from FY10- 29,500 FY15. 29,000 • From FY10-FY15, Adults Sports have grown by 9%, but remain steady because of maximum field capacity. 28,500 • Field Requests Data: 28,000 • Reserved hours on diamond and rectangular fields has 27,500 increased by nearly 20% from FY13 to FY15 27,000 • Fields are reserved above recommended number of hours 26,500 to avoid turf damage DPR & Affiliate Sports Growth • Requests exceed the available space and seasons are FY13 FY14 FY15 stretched 7
Inventory Analysis Fields Synthetic Grass Totals Diamond 1 33 34 Rectangular 13 33 46 Combination 0 18 18 Total 14 84 98 In FY 2015, 8 fields in Arlington County were out or had limited scheduling because of field construction. 8
Benchmarking Benchmarking Field Allocation Policies • Reviewed Field Allocation processes from various communities across the country • Policies vary and often use “past history” to specify hours based on age groups • Some similar components include: • Defined Priority Levels and criteria • Amount of practice/game hours limited by age • Defined seasons of play • Historical or previous year priority • Event clarification • Defined new group process • Associated fees referred to – often not defined 9
Focus Group Summary ry All affiliate groups attended 12 youth organizations 14 adult organizations 5 Focus Groups 1 Public Meeting 10
Phase 1 - Findings Summary ry • Current allocation system inconsistent in defining user groups / priority • Sports Groups have no defined field usage standards for games, practices, matches • No defined and agreed upon criteria for appropriate weekly field activities • Sports Groups have no defined seasons of play • Develop equitable criteria for allocation • Current process does not provide flexibility for new sports or sport growth • Lack of communication from sports groups when fields are not used • Number of requests exceeds existing fields inventory 11
Sport User Group Work Sessions 27 Sport User Groups 5 Sports Commissioners 2 Work Sessions 12
Sport User Group Work Sessions Work Session Summary • Exercise 1: Allocation priority system • Exercise 2: Activity slots allocated • Exercise 3: Defining seasons 13
Sport User Group Work Sessions Exercise 1: Priority System • Establish a new categorization priority system • Age • Organizational size • Tax status • Level • League/Sport Options • Residency % • Other? 14
Sport User Group Work Sessions Priority System Summary • Sport User Groups’ ranking of categories: 1. Residency % 2. Age 3. Tax status 4. Organizational size 5. Level of play 6. League/Sport Options 7. Other: Historical use 15
Sport User Group Work Sessions Exercise 2: Activity Slots • Define activities per week & usage (e.g.; games v. practices) • Age breakdown / Hours per age group • Recreation / Competitive 16
Sport User Group Work Sessions Activity Slots Summary Primary Season Recreational Minimum Activities / Week Maximum Activities / Week Practice Game Practice Game 8 and under 1 1 2 1 9 to 12 1 1 2 2 13 to 18 2 1 2 2 Adult 1 2 Competitive Minimum Activities / Week Maximum Activities / Week Practice Game Practice Game 8 and under 1 1 3 1 9 to 12 2 1 3 1 13 to 18 2 2 3 2 Adult 1 2 Length of Activity Minimum Activity Length Maximum Activity Length Practice Game Practice Game 8 and under 1 1 1.5 1 9 to 12 1.5 1.5 2 1.5 13 to 18 1.5 2 2 2 Adult 1.5 1.5 17
Sport User Group Work Sessions Exercise 3: Define Seasons • Define seasons of play • Start date • Weeks per season • Primary & Secondary • Sport variation 18
Sport User Group Work Sessions Define Seasons Summary Season Begin End Duration Fall Mid-Aug Mid-Nov 12 weeks Winter Jan Feb 8 weeks Spring Mid-Mar Mid-June 12 weeks Summer Mid-June Mid-Aug 8 weeks 19
Defining Terms Non-profit : Arlington based organization that is recognized as a non-profit by the Commonwealth of Virginia, receives a tax exemption from the IRS under Section 501 C (3) or (7) and provides an IRS EIN number. Residency : DPR currently establishes residency percentages at 100% for DPR youth leagues and 66% for DPR adult leagues must be Arlington residents. 20
Defining Terms Level of play: a. Recreational is a no cut / no tryout league that has a guaranteed play rule. b. Competitive is a league that conducts tryouts or is selected by invitation and has no guaranteed play rule. League Options: a. Multiple options refers to organizations that offer sports similar to others offered in Arlington County. b. Only option refers to those organizations that offer sports where there is no reasonable alternative to play in Arlington County. 21
Defining Terms Seasons of play: a. Primary : Are the traditional seasons of Spring and Fall. A league’s primary season is that in which the league fields the most number of players and teams. b. Secondary : A league’s secondary season is that in which the league chooses to play outside their primary season. c. Shoulder : Are the seasons of Summer and Winter. A league may request an allocation during the shoulder season for All-stars, tournaments, etc. 22
Draft Recommendations Create a Priority Tier System DPR will schedule all scholastic (APS) programs, DPR programs, and other organizations for which there are legal agreements prior to the establishment of this policy. This policy establishes a Tier System for the allocation of field space after this initial scheduling round. Priority Tier System Tier 1 : Resident, youth, non-profit • League, recreational • League, competitive Tier 2 : Resident, Adult, non-profit Tier 3 : Resident, for-profit • Youth • Adult Tier 4 : Non-resident 23
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