11-16-2010 - Sports Council League In-Kind Use of City Faciliti - Item 6.staff report (2).docCity of West Covina
Memorandum
TO: Andrew G. Pasmant, City Manager A G E N D A
and City Council ITEM NO. 6
DATE: 11/16/10
FROM: Michele McNeill, Community Services Director
SUBJECT: SPORTS COUNCIL LEAGUE IN-KIND USE OF CITY FACILITIES
RECOMMENDATION:
It is recommended that the City Council approve:
1. A reduction in the West Covina Sports Council league residency requirement from 70% to 65%.
A condition that a Sports Council league resident team must be present at all times when using City-owned playing areas, except during an authorized tournament or regional play.
A Sports Council league registration prerequisite of 12 teams or 150 players in order to maintain free use of City owned playing areas.
DISCUSSION:
The West Covina Sports Council (Sports Council) was created for the purpose of promoting organized youth sports activity within the community of West Covina, and is comprised of one
voting member from each non-profit youth sports league in the Sports Council. Sports Council leagues are provided with City athletic facilities at no charge in exchange for in-kind
maintenance services of City facilities. (Note: Historically, West Covina Youth Basketball and Bruin Football & Cheer do not provide in-kind maintenance) The non-profit leagues are
operated by community volunteers, and provide competitive sports programs for an estimated 5,000 youth annually.
Residency Requirement
According to the current Fee Schedule, Sports Council leagues must maintain at least 70% West Covina residency on their season-roster in order to qualify for free use of City facilities.
This benchmark has made it difficult for several of the leagues to maintain compliance. Each league’s registration pool (set by the parent organization) is determined by a geographical
boundary that can extend well beyond West Covina City limits. See Attachment #1 for the West Covina Little League Baseball boundary map, and Attachment #2 for the West Covina Pony Baseball
boundary map. Because of this, staff recommends that the City Council consider reducing the Sports Council residency requirement from 70% to 65%.
If the reduction is approved, three leagues will still need to modify operations to increase the resident participation levels. In 2010 West Covina Youth Pony Baseball reported a 59%
resident participation level, and West Covina Galaxie Little League reported a 51% resident level. The third league, West Covina Girls Softball (which is not restricted by geographical
boundaries) reported a 58% residency level. The remaining 8 leagues were able to maintain a residency of 65% or higher. A reduction in the residency level to 65% will provide a viable
level for the leagues to achieve, while still ensuring that West Covina residents are using the facilities.
Resident Team On Playing Area
Several years ago Sports Council teams began to play secondary seasons. This change resulted in Sports Council travel ball teams utilizing West Covina facilities at no charge, extending
the parameters of their Sports Council facility use agreement. Throughout this change it was noted that Sports Council resident teams were not always present during facility usage;
this created an uncompensated impact on City facilities—meaning non-resident teams were receiving free field use at the expense of West Covina residents. As a result, staff implemented
a policy specifying that a Sports Council resident team must be on the playing area at all times, except during authorized tournament or regional play. Non-resident teams may use city
facilities, however, they are charged a usage fee per the approved fee schedule.
In order to officially adopt this staff policy, it is recommended that the City Council require a Sports Council League resident team be present at all times when using City-owned playing
areas, except during an authorized tournament or regional play.
Participation Prerequisite
Staff has an obligation to schedule fair and equitable use of public land for taxpayers. Leagues that have extended free access to public facilities for a small number of players are
limiting other customers, and the general public from using the facilities. Therefore, it is recommended that the City Council require a Sports Council league registration prerequisite
of 12 teams or 150 players in order to maintain free use of City owned playing areas. By supporting Sports Council leagues with free facility use, the City helps ensure that children
have recreational, skill building, and competitive opportunities to engage in sports. Leagues that are too small, with only a few teams per division, cannot provide an effective level
of competition to sustain a full season of play. Nor can the league effectively provide all-star and regional opportunities to their athletes to pursue higher competitive experiences.
In these cases, it may be best for a small league to merge with an adjacent league, under the guidance of the parent organization. If staff’s recommendation were approved, there are
two Sports Council leagues that would need to increase their participation level in 2011 to achieve the 150 participant criteria, these include: Winter Baseball League (24 players in
2010), and Galaxie Little League (72 players in 2010). If leagues are unable to reach the criteria, they could still access City facilities by submitting the necessary fees as outlined
in the approved fee schedule.
In summary, the three changes outlined above would help improve facility access for West Covina residents.
ALTERNATIVES:
Approve:
A reduction in the West Covina Sports Council league residency requirement from 70% to 65%.
A condition that a Sports Council league resident team must be present at all times when using City-owned playing areas, except during an authorized tournament or regional play.
A Sports Council league registration prerequisite of 12 teams or 150 players in order to maintain free use of City owned playing areas.
Select any of the three recommendations above for individual approval.
Reconsider or amend any of the recommendations.
Provide alternate direction.
FISCAL IMPACT:
Approving staff’s recommendations does not create a negative impact on the General Fund. Furthermore, altering the compliance requirements for West Covina Sports Council status has
the potential to minimally increase park and facility rental revenue.
___________________________ _____________________________________
Prepared by: Lyndel Morgan Reviewed/Approved by: Michele McNeill
Community Services Manager Community Services Director
Attachments:
Attachment #1: West Covina Little League Baseball Boundary Map
Attachment #2: West Covina Pony Baseball Boundary Map