Post on 16-Jul-2020
Arlington CountyAthletic Facilities Allocation Study
Draft Recommendations PresentationJune 7, 2016
Project Overview
Review of Historical Data
Inventory Analysis
Benchmarking
Findings Summary
Work Session Results
Draft Recommendations
Next Steps
Questions and Comments
Agenda
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• 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.
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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
Project Overview
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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.
Historical Data
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Current DPR Field Scheduling Timeline
December
Winter
January February March April May June July August September October November
Winter Spring Summer Fall
APS Fall
DPR & Affiliates Fall
Rentals Fall
APS Spring
DPR & Affiliates Winter
Rentals Winter
Rentals Spring
DPR & Affiliates Spring
APS Summer
DPR & Affiliates Summer
Rentals Summer
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.
Historical Data
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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
26,500
27,000
27,500
28,000
28,500
29,000
29,500
30,000
30,500
DPR & Affiliate Sports Growth
FY13 FY14 FY15
Assessment and Analysis
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Inventory Analysis
In FY 2015, 8 fields in Arlington County were out or had limited scheduling because of field construction.
Fields Synthetic Grass Totals
Diamond 1 33 34
Rectangular 13 33 46
Combination 0 18 18
Total 14 84 98
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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
Benchmarking
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Focus Group Summary
5 Focus Groups
1 Public Meeting
All affiliate groups attended12 youth organizations14 adult organizations
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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 inventory11
Sport User Group Work Sessions
27 Sport User Groups
5 Sports Commissioners
2 Work Sessions
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Work Session Summary
• Exercise 1: Allocation priority system
• Exercise 2: Activity slots allocated
• Exercise 3: Defining seasons
Sport User Group Work Sessions
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Exercise 1: Priority System
• Establish a new categorization priority system• Age
• Organizational size
• Tax status
• Level
• League/Sport Options
• Residency %
• Other?
Sport User Group Work Sessions
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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
Sport User Group Work Sessions
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Exercise 2: Activity Slots
• Define activities per week & usage (e.g.; games v. practices)• Age breakdown / Hours per age group
• Recreation / Competitive
Sport User Group Work Sessions
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Activity Slots Summary
Sport User Group Work Sessions
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
Exercise 3: Define Seasons
• Define seasons of play• Start date
• Weeks per season
• Primary & Secondary
• Sport variation
Sport User Group Work Sessions
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Define Seasons Summary
Sport User Group Work Sessions
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
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Defining TermsNon-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.
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Defining TermsLevel of play:
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.
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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.
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Draft Recommendations
Create a Priority Tier SystemDPR 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
Draft Recommendations
Define Seasons of playDPR 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 RecommendationsDefine 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
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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%
Draft Recommendations
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Steps for Forming New Leagues
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.
Draft Recommendations
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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.
Other Considerations
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Next Steps
• DPR will conduct Fall 2016 pilot focusing only on field allocation
• DPR will work with the Sports Commission on policy attributes
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Thank you!Project Manager
Art Thatcherart@greenplayllc.com