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HomeMy WebLinkAboutOB 1 ADULT SOFTBALL 04-16-84 TE:Apri oo4 Inter-Corn SUBJECT: William A. Huston, City Manager Jeff Kolin, Recreation Superintendent SUPPLEMENTAL REPORT ON ADULT SOFTBALL LEAGUES RECOI~E#DATIO#$: Available Alternatives 1. Maintain ieague fee of $349.00 per team. 2. Change City Council Policy #4-05 and subsidize adult softball program using General Fund support. Reduce fee to $315.00 per team. 3. Direct staff to cancel Spring league or another quarter to renovate turf at Col usus Tustin Park. .Develop cost estimates for the maintenance of Colu~us Tustin athletic fields using City personnel. Request that School District pay the City for the annual maintenance cost of Columbus Tustin athletic fields by City personnel. 5. Explore the feasibility of using an independent contractor to provide adult slo-pitch softball leagues. BACKGROUND: This report is a supplement to the original staff report submitted to the Council at their April 2, 1984 meeting. The report will attempt to answer questions raised during the discussion of the adult slo-pitch softball program at the Council meeting. Softball players, managers, and members of the Council voiced questions and concerns about the adult slo-pitch softball program and the maintenance of athletic facilities at Columbus Tustin Park. Why are additional teams allowed to register after the deadline for team registration? During the start report, it was state~ that additiona) teams would be accepted during the days following the initial registration date. Normally adult slo-pitch softball leagues fill and have a waiting list during the first day of registration. In order to be fair to all teams wishing to participate in the program, first priority registration is limited to those teams who submit all necessary information, fees, and forms on the first day of registration no later than 5:00 p.m. In most cases, all leagues fill from the rosters received on this first day of registration. The Spring program has been expanded by adding one additional game per evening to the schedule, creating twelve additional spots for teams. Because of this expansion, all leagues were not filled with the registration received during the first day by the 5:00 p.m. SUPPLEMENTAL REPORT ON ADULT SOFTBALL LEAGUES Page Two April 11, lg84 deadline. When this situation occurs, additional teams are allowed to apply for league admission dur.ing the week following the first day of registration. Are tourn~amnt revenues from weekend use of facilities at Columbus Tustin included In adult slo-pltCh prlclng? It was stated that approximately $iI,O00. per year (based on forty weekends rented at $276. per weekend) was raised from tournament softball uses. What was not explained was that there are also costs which are associated with tournament rentals. The same maintenance and field supervision is provided to tournament softball users as is provided to adult slo-pitch softball leagues. Both costs and revenues from tournament uses are accounted for in a separate cost center. Forty weekends is probably a little high as an estimate for the number of weekends reserved each year by tournament softball users. Why have improv~nts to Columbus Tusttn Park been few and fa.r between si?ce the Installation ol~ llgfltlng and parKlng facilities'? Plans for oevelopment ot additional athletic facilities at Columbus Tust*in Park were presented to City Council in March 1983. At that time, the Council decided it would prefer to consider plans for Columbus Tustin after it reviewed the Master Plan of Parks and Recreation. The Master Plan was reviewed by Council in a workshop situation in May 1983, but action was delayed until more input regarding the East Tustin Specific Plan was received. The Master Plan is being revised in light of more recent information and it is due to be reviewed by the Planning Commission next month. The McCalla lease hold is one factor which has delayed the adoption of the plan. However, plans for the future expansion of Columbus Tustin Park are ready for the immediate consideration of the City Council at their request. Is it appropriate to label the softball program as a 'contract' program? The adult slo-pltch program in the City of Tustin relies heavily on the use of contract personnel for the provision of many services to the program. Game officials as well as field preparation, maintenance, and game supervision are provided through the use of independent contractors. The program differs from the standard 70/30 split contract arrangement used with instructors because of the amount of supervision required from full-time Recreation Supervisors and Coordinators. Supervisory time is required to arrange umpires' schedules, league schedules, secure trophies, maintain equipment, and keep the leagues running smoothly. Some confusion surrounded the Council's directive to become self-supporting to the 70% level. This directive referred to the Department's overall budget which includes full-time salaries and benefits as well as operational and maintenance costs. All programs in the Community Services Department budget are included when this 70% figure is computed -- both those programs which bring in revenue and those which do not. The Council requested that staff investigate the feasibility of reducing softball fees to SZSO. per team per league. The Council also i~qaested that staff look into the feasibility of charging an additional $5. per person f~, SUPPLEMENTAL REPORT ON ADULT SOFTBALL LEAGUES Page Three April ii, i984 each non-resident on a softball'team. The athletic and park facilities at Columbus lustln Park were acquiree and developed through the use of County revenue-sharing funds in combination with City support. As a condition for the use of County revenue-sharing funds, the City agreed that the use of the property would be granted to all residents of the County on the same conditions offered to residents of the City of Tustin. Staff consulted with the City Attorney who concurred that the agreement prohibits the use of non-resident surcharges for slo-pitch softball programs at Columbus Tustin Park. A league fee of $250. per team would require that the City Council revise Policy #4-05 to reflect the fact that it wishes to subsidize the adult softball program in order to reduce league fees. The reduction of league fees to $250. per team would return them to the amount charged four years ago. It may be anticipated that other user groups will approach the City Council with similar requests for subsidies if the league fee is reduced. Is it feasible for the City to take over the maintenance of the ath)ettc fields from the School District at Colmeus Tustln Park? The concept involves establishing a cost for maintaining the turf and irrigation system at Columbus Tustin Park and requesting the District to pay that dollar amount to the City to provide the maintenance service with City personnel. This concept should improve the level of maintenance at the facility and should make maintenance personnel more responsive to the requests of the City for repairs. Quc:tlons were also raised regarding the ability of local businesses to c~nttn~e to sponsor adUlt slo-pltCh softball teams wlt~ fees at bqe $34~. level. Kecoros have not been kept in the past of the number of teams ~eceiving sponsors in the program. However, in this year's Spring league, 60~ of the teams applying to the league had local Tustin businesses as sponsors. A total of 714 of the teams in the Spring softball program were sponsored. This means that only 29~ of the teams playing the adult slo-pitch softball leagues are paying the $349. fee themselves. The final ouestion asked was, 'Can the slo-pttch softball program be completely c'~tracted~ut?' ThiS would involve establiShing w~at the existing revenues aFe for the program,xwl~t are the existing costs, and determining the value of the facilities thems)ev~s. If the adult softball program was to be awarded to an independent contr'~tor, some kind of program for capital improvements and investment on the part of the contractor should be developed in return for the right to receive the revenues from the program. If the adult softball program was to be independently contracted, commensurate cost savings should be identified through the elimination of existing full-time staff positions assigned to the softball program. Additional savings would be realized in Departmental supply accounts and professional services. The loss of revenue, however, would balance the projected cost savings. SUPPLEMENTAL REPORT ON ADULT SOFTBALL LEAGUES .Page Four April 11, 1984 SU~IARY: The questions which have been asked and answered in this staff report can be broken down into two basic areas. The first is the request for a reduction of league fees by adult softball managers and players. The second area is the concern with ongoing maintenance and turf conditions at playing facilities at Colunbus Tustin Park. It may be best to consider each issue separately so that a solution to maintenance can be identified without~ecting the league fee. Significant progress has been made by District crew~'~coward the immediate problems of gopher infestation and turf rejuvenation at Columbus Tustin. Sod has been installed in the bare areas on the field and the entire field has been flailed, aerated, fertilized, seeded, and heavily irrigated. An independent contractor has been hired to conduct a guaranteed gopher abatement program. This work must be conducted during dry field conditions and.should be completed this week. It appears that the District has responded to our request to improve the playing conditions at the athletic fields at Columbus Tustin Park. Staff will continue to pursue future maintenance ~chedules to improve the quality of maintenance relating to athletic fields at the Columbus Tustin facility. Plans currently call for additional reseeding, aeration, fertilizing, and heavy irrigating during the down period in December and January. With the improved program of maintenance and the abatement of the gopher population at Columbus Tustin, playing conditions should return to their normal high level. Recreation Superintendent JK:sk Attachment Dat, a is based on costs ~o~' a stngle team fo~' a stngle game. Budget, flgures are fo~' ~1983/84 Ffscal Yea~'. ~,,200 games of softball a~e played a. nnually. The~'e are stx teams pe~' league In mst, cases. ).0 games a~ played In eac'h season. Ump t F~eld ~latntenanc e Field Supe~lsto~ Suppl t es Lamp Replac e~ent, Ltghts and Elec~.~tclty ¢ler~cal Se~v~ce~ P~ogram Supervisor and Coordtnator/l. eague C~ST PER TF. JU4 PER GJ~E TOTAL: 7.00 1.50 ]..66 $.67 .$0 Z.O0 ]..75 13.02 $34.10 Costs do mt. 1,elude costs of adrlnlstratlon. P.bllc Vorts i)epirment ami School District. ~nte,a,ce. restroam cleaning, trash ptck-up, or rater servtce. ADULT SOFTBALL COST BREAIU)OMJ DETAXL Umpi res: One per game e $14 dtvided by 2 teams = Mai ntananc e: Annual Fteld ~atntenance Budget $3 ,~00 dtvtded by 1,~00 games dtvtded b.v 2 teams · Field Supervision: Annual Field Supervision Budget $4,000 divided by 1,200 games divided by 2 teams · Suppl i. es: Annual Sofiball Softball Supplies Budget $15,000 divided by 1,200 games divided by 2 teams · Full Time Program Supervisor and League Director: 1/2 Recreation Supervisor ~ $30,840/year = $15,420 2/3 Recreation Coordinator ~ $23,732/year- $15,821 Total Program Salaries.- $31,~¢1 divided by 1,200 games divided by 2 teams - Lamp Replace 0 $5.00 divided by 12 teams Lights and Electricity ~ $24/night divided by 12 team~· Clerical Services at 5% of League Fee of $349.00 · 7.00 $ 1.50 1.66 $13.02 $ .SO $ 2.00 $ 1.75 IHI)Z¥IDUAL PARTICIPANT cob-r GOIdPJ~.ISQli 5offal 1: Based on 15 players per team and a ~en game season a $34g.OO/league fee - Bowl ing: $2.50 each class, each student = Tennts Lessons: $22 Restdent fee ~or 8 class meettngs= Aerobtc Oanctng: $66 Restdent fee for 24 class meettngs =, Adult Jazz Dance Class: $1.3.50 Resfdent fee for 4 class meettngs= J azzerc I se: $54 Restdent fee; $63 ~lon-Restdent fee for 24 classes = Photography: $40 Restdent fee for 6 class meettngs= Cooktng Class: Based on $ class meettngs a $39 Resldent fee + $15 matertal fee = $2.33 per player per game $2.50 per class $2.75 per person per lesson $2.75 per person per class $3.38 per person per class $2.25-Z.52 per person ~er class $6.66 per person per class $9.00 per person per class AGENCIES LEJkGUE FEE # OF GAMES PER GAME COST Laguna Beach $432.00 [0-[6 $43.20-$27.00 Saddleback Vel ley $350.00 !.5 $23.33 San Juan Captstrano $360.00 10 - $36.00 Seal Beach $343.00 12-14 $28.58-$2¢.50 Tustin $349.00 10 $34.90 Santa Aha $271.00 10 '$27.10 Irvtne $275.00 10 $27.50 Anahetm $226.00 10 $22.60 Orange $275. O0 10 $27.50 Costa Mesa $312.50 11 $28.40 Fountatn Vel 1 ey $316.00 11 $28.72 ++ Lighttng + Turf + Offlctals + Dudley Balls +Fteld Preparation + Communication with Office ++ Year Round P1 ay + Location 1979 Wi nter 1979 Spri ~g 1979 Summer 1979 Fal 1 1980 Wi ntar 1980 Spring 1980 Summer 1980 Fal 1 lgS1 Wi ntar ].98! Spr~ng t981 Summer 1981 Fal 1 1982 Wi nter 1982 Spring ~982 Summer ~982 Fal 1 lg83 Wi nter 1983 Spring 1983 Summer 1983 Pal 1 1984 Wi nter 1984 Sp~t ng SOF'I'B.~LL PR~GItIG IIXb'TORY $210 $23O $230* NOTE: Night lighting fully operational. $23O $23O $2¢O $2¢O $2¢O $2¢O $255 $255 $27O $3O7 $3O7 $33O $33O $33O $349* No price increase for ~.2 months.