dpr sport user group, field allocation fall 2016 · allocation policy purpose & goals •...
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DPR Sport User Group, Field AllocationFall 2016
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Allocation Policy Purpose & Goals
• Purpose: The sport field allocation policy will provide facility reservations to sport user organizations through an efficient and transparent process.
• Overall Policy Goal: FACTS; Fair – Adaptable – Consistent – Transparent –Sustainable (Leader’s Challenge 2016)
• Policy will incorporate a model that allocates athletic fields based on:
• Field availability
• Field conditions
• Policy will define:
• Define a Sport User Organization (e.g.; organization that runs sports leagues that includes games over the course of a season)
• Tiered priority system to determine priority allocation scheduling
• Scheduling timelines
• User needs
• Sport equitability
• Transparency
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Tiered Priority System
• A tiered priority system provides DPR a transparent method to reserve space to as many organizations as possible starting with Tier I
• Tiers were developed through the collaborative Sport User Group process, which determined that the highest priority for field allocation is to non profit organizations that serve Arlington youth.
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Tier I: Arlington Residency, Youth, Non Profit
Tier II: Arlington Residency, Adult, Non Profit
Tier III: Arlington Residency, For Profit
(youth or adult)
Tier IV:
Other*
• The Sport User Group considered factors such as residency, age served, tax status, organization size, competitive levels, league options, and organizational membership.
• Ongoing work will continue to further define these tiers
Project Timeline
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Study As-Is
Verify Findings
Draft Recommendations
Review with Users
Develop Allocation Model
Pilot Allocation Model
Summer/Fall 2015
Winter 2016
Spring 2016
Spring 2016
Spring/Summer 2016
Fall 2016 & Spring 2017
Where have we been?
Project Timeline, cont.
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Where are we going?
Pilot Allocation Model
Policy Development
Review Pilot Feedback
Vet Policy to Sports Commission & User Groups
Implement Policy
Fall 2016 & Spring 2017
Winter/Spring 2017
Winter/Summer 2017
TBD
TBD
DPR Allocation Pilot Specifics Review
• Fall Season – 2016; In-season only for current leagues by primary and secondary season
• Allocation was based on the number of teams from the previous fall season and then updated if necessary
• DPR did not alter game time, but practices/time may be adjusted
• Start/end times were consistent across leagues
• Ideally, leagues were given a “cushion” to accommodate their teams and weather (not always possible during week)
• Leagues received blanket permit to manage space within
organization
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DPR Pilot: Allocation
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Description Activities/Week
Youth Recreational Primary Season 3
Youth Recreational Secondary Season 2
Youth Competitive * 3
Adult 1
Youth Maximum Time Hours/Activity
Under 8 Recreational Teams - Practice 1
Over 8 Recreational Teams/Competitive Teams* – Practice 1.5
Game Times – Vary by Sport/league 1-2.5
• Fall Pilot Allocation Basis Goal:
*Competitive teams are considered year-round travel programs; programs not wanting the amount of space (i.e.; not wanting practice) did not receive it
• Primary Season Sports: Soccer, Tackle Football, Flag Football
• Secondary Season Sports: Baseball, Softball, Ultimate
Initial User Concerns
• Field times
• N. Arlington field space
• League growth
• DPR field plans
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Initial User Concerns: Field Times
• DPR set our policy start times at 5:00*
• End time was considered 7:00 for non lighted fields and between 10:00-10:45 for lighted fields (15 min. before lights out)*
• DPR allowed leagues to schedule before and after these times if possible and did not count it toward the allocation
• DPR could not justify allowing some leagues later start times and not others
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*Few fields have further time restrictions (e.g.; community fields, high school fields, collegiate fields)
Initial User Concerns: N. Arlington Field Space
• Unable to consider allocation based on location/zip code– Large parks located in S. Arlington: VA Highlands, Barcroft, Longbridge
– DPR has about 55% of our fields in N. Arlington
– Only 12% of N. Arlington Fields have lights
• Should DPR look into field allocation based on location?
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Initial User Concerns: League Growth
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• Overall growth 10% from in two years
• Declines in some leagues Increase in field space for those in growing leagues
Youth Leagues – Fall 2016 FY15 FY16 FY17% Growth (FY15-17)
Youth Baseball (<12) 1,023 1,134 1,066 4%
Arlington Senior Babe Ruth 132 96 79 -40%
Arlington Girls Softball Association 315 335 388 23%
Arlington Soccer Association 7,847 8,402 8,498 8%
Arlington Youth Football Club 165 161 128 -22%
Arlington Flag Football 715 803 1,028 44%
YULA 231 328 284 23%
Totals 10,428 11,259 11,471 10%
Initial User Concerns: DPR Field Plans
• Construction of Diamond Field facilities at Stratford Park
– Currently used by YULA & ASA
– DPR will consider the field a combination field
– Part of CIP process; DPR will look to reallocate other fields to ease field loss in spring
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DPR Concerns:
• Allocation shortage
• Regular unused field space, particularly at lighted facilities
• League growth
• Open grass areas not associated with athletic fields
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DPR Concerns: Allocation Shortage
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Description Activities/Week
Youth Recreational Primary Season 3
Youth Recreational Secondary Season 2
Youth Competitive * 3
Adult 1
• Recreational Soccer:• Unable to allocate 3 activities per week to recreational soccer despite primary
season soccer received an allocation similar to a secondary season • ~600 teams in rec. soccer• League already putting above maximum teams per field
• Flag Football• Unable to allocate 3 activities per week and received a similar allocation to a
secondary season sport (107 teams)
Youth Field Allocation Shortage
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Youth Leagues EstimatedTeams
Actual Teams
AGSA 42 35
Baseball (all leagues) 100 98
YULA 25 14
AYFC 8 8
Flag Football 100 107
ASA 678 691
*Allocated all synthetic field and standard is to put more teams per field than DPR calculates
• Estimated teams shows delta between expected and planned v. actual
• Does not account for density on fields and is based on DPR estimates for teams per field
• Weekday space remained tight for many leagues
• ASA and DPR Flag both fell short of meeting goal for field allocation for entire week
DPR Concerns: Field Spot Checks, October
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• Optimal maximization of space
• Scheduling practices and make-ups
• Public perception
Fall Pilot Lessons
• Continue to monitor field usage during the week via Rovers
• Consider space by location (north & south) – review again after spring pilot
• Try to eliminate open grass areas (not associated with athletic facilties) reservations because of community concerns
• Use space before adult leagues for youth practices (e.g.; time before adult softball games)
• Consider trimming allocation to secondary season leagues to accommodate primary season leagues (e.g.; less practice time)
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Spring Pilot Plans
• Maintain basic policy model for the spring season– Primary Season: Rec. Baseball, Softball, Lacrosse, Ultimate, Soccer*– Secondary Season: Travel Baseball
*Soccer will receive a secondary sport season allocation (2 activities per week in rec levels)
• On-going work to identify additional places to play
• Plans to schedule youth practices before adult softball games
• On-going rover checks to determine field use with notification to leagues when fields are unused
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On-Going Policy Work
• DPR has engaged the Sports Commission to advise on specific policy issues:
• Residency Requirements for organizations to meet in the tiered priority system• New Sport Process
• DPR will conduct a spring 2017 pilot after reviewing outcomes from fall 2016
• Sport User Groups will be asked for input after next pilot phase
• DPR will develop policy details to include preseason activities, tournaments/special events, and communication timelines
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Conclusion
• Questions & Discussion
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