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 Overview 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 Overview 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
Historical 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
Historical Data Current DPR Field Scheduling Timeline APS Spring APS Summer APS Fall DPR & Affiliates Spring Rentals Spring DPR & Affiliates Summer Rentals Summer DPR & Affiliates Fall Rentals Fall DPR & Affiliates Winter Rentals Winter January February March April May June July August September October November Winter Spring Summer Fall December Winter 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): Youth Sports show steady annual increases in nearly all types of sport and an over a 45% increase from FY10- FY15. From FY10-FY15, Adults Sports have grown by 9%, but remain steady because of maximum field capacity. Field Requests Data: Reserved hours on diamond and rectangular fields has increased by nearly 20% from FY13 to FY15 Fields are reserved above recommended number of hours to avoid turf damage Requests exceed the available space and seasons are stretched 30,500 30,000 29,500 29,000 28,500 28,000 27,500 27,000 26,500 DPR & Affiliate Sports Growth FY13 FY14 FY15 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 All affiliate groups attended 12 youth organizations 14 adult organizations 5 Focus Groups 1 Public Meeting 10
Phase 1 - Findings Summary 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
Level of play: Defining Terms 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
Create a Priority Tier System Draft Recommendations 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
Define Seasons of play Draft Recommendations DPR has established seasons for field usage. However, in addition to establishing field usage, DPR could benefit from defining seasons of play for each sport and the priority given that season. Seasons should be defined as Primary, Secondary and Shoulder (All-stars, Tournament, etc.). Additionally, a sport in their Primary season should have priority use of a field over a sport in their Secondary or Shoulder seasons. Spring Season (Baseball, Softball, Youth Ultimate, Soccer, Lacrosse) Fall Season (Football, Soccer) 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 24
Draft Recommendations Define activities per week As the sport leagues continue to grow and as new sports leagues are formed it will require DPR to establish a standard for the number, duration and possibly activity type (practice, game/match) per week. The Sports User Groups were asked during the Work Sessions to define their ideal maximum and minimum number of activities per week along with the time duration. Minimum activities by age group: 8 and under: 2 activities/2 hours 9 to 12: 2 activities/3 hours 13 to 18: 3 activities/5 hours Primary Season Recreational Minimum Activities / Week Maximum Acitvities / 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 25
Draft Recommendations Review Residency Percentages for Youth and Adult Leagues DPR currently establishes residency percentages at 100% for DPR youth leagues and 66% for DPR adult leagues. Based on input and benchmarking DPR should review the current definition and consider a residency percentage to maximize participation and still serve the residents of Arlington County. Youth Recreational: maintain current percentage at 100% Youth Competitive: consider range between 75% - 90% Adult: consider a range between 60% - 75% 26
Steps for Forming New Leagues Draft Recommendations The steps described below are to be utilized when introducing a new sports activity or league formation that is not already represented by an established group or organization in Arlington County 1. All new leagues must inform DPR in writing at least six (6) months prior to the start of the season of their intention. The new league must meet all league requirements as outlined by DPR. 2. All new leagues for which there is an established organization will be required by DPR to join that organization for resource efficiency. 27
Other Considerations As demand grows these are other possibilities to consider: Separate recreational play from competitive play within youth sports leagues and give priority to recreational play. Give priority to games/matches and reduce or eliminate practice allocations. Consider consolidation of sports leagues with multiple options. 28
Next Steps DPR will conduct Fall 2016 pilot focusing only on field allocation DPR will work with the Sports Commission on policy attributes 29
Thank you! Project Manager Art Thatcher art@greenplayllc.com