Title
MOTION TO APPROVE THE FACILITY USE AGREEMENT BETWEEN THE WEST PINES UNITED FUTBOL CLUB, INC. AND THE CITY OF PEMBROKE PINES FOR THE USE OF CHAPEL TRAIL PARK TO RUN A YOUTH TRAVEL SOCCER PROGRAM FOR A ONE YEAR PERIOD BEGINNING ON OCTOBER 1, 2022
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. West Pines United Futbol Club, Inc. utilizes City property to operate a travel soccer program for the use and benefit of both residents and non-residents of the City. Their facility use agreement requires West Pines United to pay the City a Facility Use Fee of $50,000 plus all required participant fees.
2. On February 22, 2017, the City entered into a Facility Use Agreement with West Pines United Futbol Club, Inc. for an initial period that expired on September 30, 2017.
3. The City approved the First Amendment to the original agreement renewing the facility use agreement for one year through September 30, 2018.
4. On February 21, 2018, the City approved the Second Amendment to allow for the use of Chapel Trail Park for travel soccer and removed the use of West Pines Soccer Park and only allowed the use of Towngate Park, Silver Lakes North Park and Walter C. Young Park with pre-approval from the City. The Second Amendment was for a three year period beginning October 1, 2018 and expiring September 30, 2021.
5. The agreement being presented as part of this agenda is a new agreement for West Pines United. The terms of the new agreement have not changed from the previous agreement. The reason for a new agreement is that the previous agreement had expired on September 30, 2021 and was not renewed in a timely manner. The delay of the renewal was directed by the Recreation and Cultural Arts Director. There were serious concerns with the residency ratios the club submitted as required by their agreement. The agreement calls for a resident participation ratio of 51%. For the 2020-2021 season that began in August of 2020, the club reported only 25% of the kids as being residents. Discussions were had with the club about this non-compliance issue with the facility use agreement. The Director worked with the club to ensure that protocols were put in place so that future rosters included the required number of residents. For the 2021-2022 season the club submitted rosters that included 44% residents. The Director continued to work with the club as they had made significant strides to increase their resident participation levels. Rosters submitted for the 2022-2023 upcoming season included a resident rate of 59.4%. With their residency requirements achieved the Director began working with the Contract Division on a new agreement for West Pines United.
6. The new agreement is for a one year period beginning on October 1, 2022 and expiring on September 30, 2023. The agreement allows for additional one year renewals based on mutual consent and approval.
7. Request Commission approve the Facility Use Agreement with West Pines United Futbol Club, Inc for the use of City facilities for a one year period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Rental Revenues: $61,485
b) Amount budgeted for this item in Account No:
$11,485 in account 001-000-7001-347225-0000-000-0000-Youth Athletic Program and 001-000-7001-347565-0000-000-0000-Athletic Fees - Non-resident.
$50,000 in account 001-000-7001-362035-0000-000-0000-Field Rentals
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1 year projection of the operational cost of the project:
FY2022-2023
Revenues $61,485
Expenditures $.00
Net Revenues $61,485
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