Title
Authorizing the City Manager to approve the 2011 Pool Use Agreement between the City of Pflugerville and the Pflugerville Piranhas' Swim Team.
Summary
The pool use agreement with the Pflugerville Piranhas' Swim Team is being brought before Council for approval. The Pflugerville Piranhas' Swim Team is a non-profit summer league swim team which participates in the Northwest Swim Circuit. The Piranhas' contract with the City for use of Gilleland Creek Pool to hold practices and host swim meets goes from May- July each summer. The contract is standard in nature, containing provisions for the use agreement, supervision, pool maintenance, and insurance requirements, as well as use fees and a termination clause.
The contract has a rollover clause with an annual review process. In May of 2010 the contract was amended and signed by staff. This practice was inconsistent with the City Charter provisions regarding contracts and current policies of the City Manager as it was never brought before City Council for their consideration and approval. Staff is comprehensively reviewing all youth sports contracts and will bring each to Council for review and approval in a timely fashion.
In reviewing the Piranhas' contract minimal changes are proposed.
Proposed Changes (highlighted on contract)
• Contract Effective Dates: This date changes annually with the flux in school start and stop dates and calendar year. Proposed 2011 dates are May 30, 2011- July 22, 2011.
• Swim Meet Duration: All swim meets must conclude by 12:45 pm to allow city staff to prepare the pool for a 1:00 pm general swim opening time.
• City Provided Lifeguards: City lifeguards will be provided for both practices and meets. Their sole responsibility will be to actively monitor all swimmers. In previous contracts team coaches were allowed to serve as lifeguards which is in direct conflict with American Red Cross and State aquatic requirements.
• Insurance Requirements: The limited liability requirement was increased to $1,000,000 from $500,000. This amount is consistent with the amount required in the city’s Kayak Concession Contract and special event permit process for use of Lake Pflugerville.
• Contact Person: The contact person for this non-profit, volunteer organization changes annually.
• Exhibit B: Includes the addition of a $15.00 per hour fee to cover the cost associated with providing two City lifeguards.
A copy of the proposed contract with changes highlighted is attached, as well as a copy of the 2010 contract for reference.
The fees recommended for the Pflugerville Piranhas' Pool Use Agreement were determined by the cost per hour to operate the Gilleland Creek Pool and the number of lanes utilized by the team. The pool operations cost for this use was computed this spring to be $10.66 per hour. The proposed practice and meet per hour fee of $15.00 an hour is consistent with the 2010 contract and covers the operating cost. The total fee of $30.00 per hour, including the new proposed lifeguard fee, covers all maintenance and personnel costs for the Piranha's use of the pool.
The contract has been reviewed by the City Attorney and Pflugerville Piranhas' board. The Parks and Recreation Commission voted unanimously to recommend support of the 2011 pool use agreement on May 26, 2011. The contract will retroactively be administered from May 2011.
Deadline for City Council Action
Approval is requested on June 14, 2011.
Fiscal Impact
Approval of this contract results in no additional cost to the City, and provides revenue to cover the cost of this use of the pool facility.
Staff Recommendation
Staff recommends approval of the agreement.
Drafter
Amy Atkins, Parks and Recreation Director