Title
MOTION TO APPROVE THE FACILITY USE AND IMPROVEMENTS AGREEMENT WITH SOMERSET ACADEMY FOR A TEN-YEAR PERIOD, ALLOWING SOMERSET TO CONSTRUCT CAPITAL IMPROVEMENTS TO FIELD NO. 7 AT PEMBROKE SHORES PARK, INCLUDING THE INSTALLATION OF AN ARTIFICIAL TURF FIELD
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. Somerset Academy High School has been a long-standing partner of the City of Pembroke Pines, consistently renting baseball fields at Pembroke Shores Park for many years to support the school’s athletic programming. During this time, Somerset has maintained a positive working relationship with staff and with the youth baseball organization that primarily utilizes the facility. Field No. 7, in particular, has served as Somerset’s home field since the inception of the school’s baseball program.
2. Recognizing both a need and an opportunity, Somerset approached the City with a proposal that would support their high school baseball program while enhancing a key community asset. The school expressed interest in funding and completing a full conversion of Field No. 7 from natural grass to artificial turf-an improvement that provides substantial benefit to both parties. Artificial turf supports increased playability, reduces downtime caused by weather, improves field consistency, and reduces long-term maintenance requirements. This aligns with the City’s continued efforts to modernize park amenities and expand access to high-quality recreational facilities.
3. Field No. 7 was identified as the most appropriate location for this improvement due to its layout and the fact that its outfield backs up to a lake, which provides additional safety benefits for high-school-level gameplay, particularly given the longer ball distances typically hit by older athletes. This is also the field Somerset has historically used, making it a practical and well-suited choice.
4. Under the terms of the proposed Facility Use Agreement, Somerset Academy will fully fund and construct all improvements at an estimated cost of approximately $1.5 million, at no cost to the City. Once completed, all improvements will become the property of the City. The agreement establishes a ten-year term, during which Somerset will have scheduled use of the field as outlined in Exhibit A. Importantly, the Agreement preserves non-exclusive use of Field No. 7, ensuring that City-operated programs, West Pembroke Pines Optimist, and the general public will continue to have access to the field outside of Somerset’s designated times.
5. The Agreement also allows Somerset to install temporary team branding-such as removable windscreens, banners, or similar items-during their season, provided these items do not permanently alter the field or facility and are removed at the conclusion of the season or upon City request. No permanent branding or markings are permitted, ensuring that the field remains a shared community asset.
6. The West Pembroke Pines Optimist baseball league has reviewed the proposed arrangement and has expressed support for the project, recognizing that a newly constructed artificial turf field will enhance the quality of play, reduce rainouts, and provide a superior athletic experience for all users.
7. The resulting agreement represents a mutually beneficial partnership: Somerset achieves a modernized facility for its student-athletes, and the City gains a significant park improvement without taxpayer expense. The enhanced field will serve thousands of residents each year through City programs, public use, and youth sports, further strengthening the recreational infrastructure at Pembroke Shores Park.
8. Administration requests Commission approval of the Facility Use Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: None
b) Amount budgeted for this item in Account No: Not Applicable
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 5 year projection of the operational cost of the project: The operational impact to the City is expected to be minimal. The park currently contains eight natural grass baseball fields. Converting one field to artificial turf will not materially change staffing or operational schedules, as maintenance crews will continue to service the remaining seven natural grass fields at the park. While the artificial turf field will reduce certain routine maintenance activities such as mowing, irrigation, and clay replacement, it will require periodic grooming and infill maintenance typical of synthetic turf surfaces. Overall, staff anticipates that any operational cost differences will be negligible and manageable within existing park maintenance operations.
e) Detail of additional staff requirements: Not Applicable
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? No
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable