Title
MOTION TO APPROVE THE FACILITY USE AGREEMENT BETWEEN THE CITY OF PEMBROKE PINES AND SOMERSET ACADEMY FOR THE USE OF WEST PINES SOCCER PARK PARKING LOT AND ROSE PRICE PARK TO FACILITATE THE CARLINE DROP OFF AND PICKUP FOR THE SOMERSET NORTH AND SOUTH CAMPUSES IN PEMBROKE PINES
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. Somerset Academy operates two schools within the City of Pembroke Pines. The North Campus is located at 20805 Johnson Street and holds middle and high school students. The South Campus is located at 19620 Pines Blvd and holds elementary students. The purpose of the proposed facility use agreement is to assist Somerset Academy at both the North and South campuses with facilitating the student carline drop off and pickup at both campuses.
Somerset Academy North Campus and Rose Price Park
2. Somerset Academy began operating in Pembroke Pines in 2000 with the opening of the North Campus. At the start, this campus housed grades kindergarten through fifth grade. Somerset North is across the street from Rose Price Park. Soon after the school opened, some parents opted to park at Rose Price Park and walk to the school to drop off or pick up the younger kids rather than wait in the carline. This practice was not initially monitored and quickly got out of hand with double and triple parking by parents in the parking lot. The park is a public park and many of the parents using the park are residents so limiting its use was difficult and sometimes confrontational. City Administration worked with Somerset Administration and school leaders agreed to provide security for before and after school to monitor the parking lot and ensure safe usage of the park by the parents. This process continued for several years with minimal to no issues.
3. In 2018 Somerset Academy opened the Somerset South property. Somerset Academy North ceased to house kindergarten through 5th grade and moved those students to the South Campus. Somerset Academy North is strictly middle and high school students only. Now instead of parents parking in the park and walking to pick up the younger students, the parents are parking in the park and waiting for the older kids to walk to them. While nothing changed with the use of the parking lot, there are currently about 200 middle and high school students that spill out into the park after school to get picked up by their parents or hang out with their friends which was different from the younger students. With these changes, Somerset Administration has continued to monitor the students and parents at Rose Price Park before and after school.
4. Use of Rose Price Park is an essential part of the City and Somerset's efforts to alleviate the traffic around the North Campus. The inclusion of this campus in the proposed Facility Use Agreement is to memorialize the standing practice of Somerset's monitoring and security of the park before and after school.
Somerset Academy South Campus and West Pines Soccer Park
5. Soon after the South Campus opened, the traffic increased significantly on Pines Blvd and 196th during the carline hours for parent drop off and pick up at the school. The city immediately began working with Somerset Administration on this issue. Somerset currently has 30% to 40% of their families that participate in busing to both campuses. The school has hired more staff to help direct traffic and staggered arrival and dismissal times on both campuses for both students and staff. They have created a shuttle service between campuses and sends reminders and holds informational sessions to teach parents about proper traffic protocols. Despite these efforts, the traffic remains on 196th Avenue and Pines Blvd near the intersection of the school during drop off and pickup times.
6. Somerset Academy has approached the City with the prospect of utilizing West Pines Soccer Park Parking Lot to alleviate the carline stacking and congestion that occurs along Pines Boulevard and 196th Avenue. Somerset Academy proposes creating an opening along the north fence line between West Pines Soccer Park and the South Campus to allow the carline to flow through the park onto Somerset Property. The use of West Pines Soccer Park parking lot removes cars from the street and brings them into the parking lot. See Exhibit 3 of the agenda for a map showing the proposed construction and new stacking lanes for the carline.
Facility Use Agreement
7. The proposed Facility Use Agreement calls for Somerset Academy to fund 100% of the construction costs to create the opening at West Pines Soccer Park and to pay the City an annual facility rental fee of $20,000 for the use of both facilities. The annual fee will be adjusted by CPI each year. The term of the agreement is ten years with available renewals upon mutual consent and written approval.
8. The use of the facilities is limited to school days as established by the approved annual Broward County Schools calendar. The time for each day will be 1.5 hours prior to the school start time, 30 minutes prior to school dismissal time and 1 hour after school dismissal time for a total of three hours per day per location.
9. If the proposed Facility Use Agreement is approved by Commission, Somerset Academy will update their Traffic Operations Plan as required by their Site Plan and submit the change for approval to the Planning and Economic Development Department.
10. Requesting Commission approve the proposed Facility Use Agreement with Somerset Academy for the use of West Pines Soccer Park Parking Lot and Rose Price Park to facilitate the carline drop off and pickup for Somerset North and South Campuses.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: No cost. Annual Revenue $20,000 to be increased by CPI each year.
b) Amount budgeted for this item in Account No: Revenue account 1-362030-7001 - Rental - City Facilities.
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 5 year projection of the operational cost of the project Not Applicable
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? Not Applicable
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable