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DUBLIN CITY COUNCIL
DUBLIN UNIFIED SCHOOL DISTRICT BOARD OF TRUSTEES
AGENDA STATEMENT
JOINT MEETING DATE: July 25, 1995
SUBJECT:
Proposed Valley High School Community G~ium . .
Prepared by: Diane Lowart, Parks & Commumty ServIces DIrector
Jeanne Howland, Assistant Superintendent - Business
EXIllBITS ATTACHED:
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Community Facilities Task Force Summary
A model of the proposed gymnasium will be presented at the
meeting
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RECOMMENDATION:
1.
2.
3.
4.
5.
Receive presentations from Staff and the Architect
Receive public comment
City Council/School Board deliberation
Approve the conceptual terms for the joint development of the
Valley High School Community Gymnasium
Direct City and District Staff to prepare a draft agreement for
consideration by each agency's legislative body
FINANCIAL STATEMENT:
Estimated Capital Cost:
Estimated Annual Operating Cost:
$ 2,080,000
$ 71,538
DESCRIPTION: The Liaison Committee of the Dublin City Council and the Dublin Unified
School District Board of Trustees has developed a proposal for a community gymnasium at Valley High School
for consideration by the entire City Council and Board of Trustees.
Background
At the November 14, 1994 and December 12, 1994 meetings of the Dublin City Council, Dublin resident Betsy
Chapman addressed the Council on the need for additional gymnasiums in the City. Ms. Chapman indicated
that the lack of gym space puts Dublin athletic teams at a disadvantage and stated that a petition was being
circulated to generate community support for additional gymnasiums. In addition to addressing the City
Council on this issue, Ms. Chapman also addressed the City's Parks and Community Services Commission on
December 13, 1994 and the School District Board of Trustees on December 21, 1994.
As a result of these requests, and given the need to make revisions to the Agreement Between the City and the
District Regarding Use of Facilities, the City Council approved formation of the Community Facilities Task
Force on February 13, 1995. The purpose of the Task Force was "to study, report and make recommendations
on community facility needs in Dublin for both school and community use".
The Community Facilities Task Force was made up of five at-large community members appointed by the
Mayor, with the approval of the City Council, along with representatives from the following groups:
Citv R~presentatives
Parks & Community Services Commissioner (1)
School Site Representatives
Dublin High School (8)
Murray School (1)
Valley High School (1)
Wells Middle School (2)
Community Repr:esentatives
Children's Theatre Workshop (1)
Dublin Little league (1)
Dublin United Soccer league (1)
South Valley Youth Football (1)
St. Raymond's CYO Basketball (1)
Arroyo Vista (2)
Additionally, Staff from both the City and School District participated in the meetings of the Task Force.
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ITEMNO.4L
COPIES TO: Dublin Unified School District
Parks & Community Services Commission
Community Facilities Task Force
CITY CLERK
,FILE ~
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Following a series of meetings where the Task Force considered the major facility needs of the community and
the schools, the following recommendations (shown in order of priority) were presented to the City
Council/School Board Liaison Committee:
1. Pursue expansion of the Valley High School Gymnasium/Multi-purpose Room to accommodate
community use.
a) 10,000 s.f. gymnasium with wood floor
b) bleacher seating for up to 400
c) restroom/changing facilities (no lockers or showers)
2. Pursue development of the Dublin Elementary School field area to accommodate community use
(field layout would be geared to accommodate youth basebalVsoftball and youth football).
a) 3 - 60' baseball fields (upgraded to game quality)
b) 1 - full size soccer field
c) Play Area with play equipment, benches, picnic tables .an.d[Qr asphalt area for
roller hockey.
d) Outdoor restroom/snackbar facility
3. Pursue renovation of Frederiksen Elementary School field area to accommodate community use
for youth/adult soccer.
4. Pursue renovation of Nielsen Elementary School field area to accommodate community use as a
practice site for youth baseball/softball and youth soccer.
Expansion of the Valley High School Gymnasium/Multi-purpose Room was the number one priority of the
Community Facilities Task Force. Given that the District is currently masterplanning the Valley High
SchoollW ells Middle School site, the timing for implementation of this recommendation is crucial. The
development of the Dublin Elementary School field area was also viewed as a high priority by the Task Force
but they agreed that implementation of this recommendation could not move forward until a decision is made
regarding the possible re-opening of Dublin Elementary. Attached is a detailed summary of the actions of the
Community Facilities Task Force.
Proposed Community Gymnasium
As stated previously, the top priority of the Community Facilities Task Force was construction of a community
gymnasium to meet the growing needs of organized sports leagues sponsored by the City as well as local
community groups. Although there are currently two gymnasiums in the City of Dublin (Dublin High School
and Wells Middle School), City and community groups are competing for gymnasium space with school
sponsored programs. This competition for limited gym space has created conflict between school athletic
teams, between individual schools, and between school programs and City/community programs.
The Community Facilities Task Force considered possible locations for an additional gymnasium and
determined that the proposed multi-purpose room identified in the preliminary masterplan for Valley High
School could be enlarged to meet the needs of the community. Since Valley High School seldom needs to
utilize the gymnasium afterschool, at night or on weekends, the gymnasium could be available for community
use during the peak use periods.
At present, the Valley High School site consists of three buildings; two which are used by the High School and
one which is leased to a Montessori School. As proposed in the preliminary master plan for Valley High
School, two of the buildings would be renovated and one of the buildings would be completely rebuilt. The
new building would include offices and workrooms for school personnel, a kitchen, a community room and a
multi-purpose room/gymnasium.
To meet the needs of the community, the size of the proposed multi-purpose room/gymnasium would be
increased from 6,000 s.f. to approximately 10,000 s.f. The gymnasium would be able to accommodate one a
full size basketball court (84' x 50'), two half-court basketball courts (74' x 42), one full size volleyball court
(60'x30') and two half-court volleyball courts. In addition, the gym would include bleacher seating for up to
400 and storage areas for both school and City use. Also, it is proposed that the kitchen would be modified in
order to accommodate a concession area and that the restrooms would be enlarged to provide a changing area.
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The estimated capital cost for construction of the proposed gymnasium and related facilities is $2,080,000. The
estimated annual cost for maintenance, utilities and supervision of the gymnasium and related facilities is
$71,538. A breakdown of the costs are shown below.
(S1.!.J2QJx and Utility Costs are based upon actual annual costs at Wells and
Dublin High pro-rated on a combined square foot basis for both sites)
Salary: $13.11/hr.
Retirement: .55/hr. (PERS - 4.17%)
FICA: .81/hr. (6.2%)
Medicare: .19/hr. (1.45%)
SUI: .04/hr. (.32%)
Worker' Comp: .14/hr. (1.0324%)
Fringe: 2.63/hr.
Total: $17.47/hr. x 1,149 hrs./yr.
(Mon.-Fri., 4 hrs.lday; Sat./Sun., 2 hrs.lday; 11 mos./year)
$ 15,087 expensel230,698 sq. ft. = $0.065/sq. ft. X 11,105 sq. ft.
$355,418 expense/230,698 sq. ft. = $1.54 /sq. ft. X 11,105 sq. ft.
Maintenance: Annual Repair and Replacement Set Aside
Subtotal:
Indirect Cost Rate: DUSO's State Approved 1993/94 Actual Indirect Cost Rate (7.52%)
Total Annual Operational Costs:
Facility Usage Calculation:
Facility available 13 hours [9:00 a.m. to 10:00 p.m.] per dayl7 days per week = 91 hrs./wk
School Use: 6 hours per day [9:00 a.m. to 3:00 p.m.] x 5 days per week = 30 hrs./wk
City Use: 7 hours per day [3:00 p.m. to 10:00 p.m.] x 5 days per week
13 hours per day [9:00 a.m. to 10:00 p.m.] x 2 days per week = 61 hrs.lwk
Operational Cost Proration:
School Use: 30 hrs./wk. = 33% x $46,123 = $15,221 Projected Annual Expense
City Use: 61 hrs.lwk. = 67% x $46,123 = $30,902 Projected Annual Expense
Preliminary Supervision Costs
Gym Attendant: Salary: $7.50/hr.
FICA: $ .47/hr. (.0620)
Medicare: $ .11/hr. (.0145)
Workers' Comp: $ .60/hr. (.0789)
Total: $8.68/hr. x 2,928 hrs./yr.
(based on total available hours for City/community use)
Summary of Operational and Supervision Costs
Operational: Custodian
Supplies
Utilities
Maintenance
Indirect Costs
Subtotal Operational:
Supervision: Gym Attendant
Subtotal Supervision:
Preliminary Conceptual Bud.get. Capital Construction Costs
Total Project
City Portion of Project*
District Portion of Project
16,000 s.f. x $130/s.f. = $2,080,000
5,500 s.f. x $130/s.f. = $ 715,000
10,500 s.f. x $130/s.f. = $1,365,000
* Increase size of gym floor; provide storage for City functions; increase size of lobby; increase size of
restroom, janitorial and mechanical.lelectrical spaces.
Preliminary Operational Costs
Square Footage of Proposed Facility:
Gym:
Office/Storage:
Bathrooms:
Kitchen:
Total:
10,000 sq. ft.
550 sq. ft.
380 sq. ft.
175 sq. ft.
11,105 sq. ft.
Custodian:
Supplies:
Utilities:
TOTAL:
$20,073
722
17,102
5,000
3.226
$46, 123
$25.415
$25.415
$71,538
= $ 20,073
= $ 722
= $17,102
= $ 5.000
$ 42,897
= $ 3.226
$ 46,123
= $ 25,415
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Proposed Agreement
The City Council/School Board Liaison Committee has given conceptual approval for the proposed community
gymnasium at Valley High School and has discussed potential terms for an agreement between the City and the
District as follows.
District Re$ponsibilities
1. District would fund 100% of capital construction cost (including design, inspection, permits, etc.).
2. District would maintain building including interior and exterior surfaces, electrical and mechanical
systems, roof, plumbing, etc. at no cost to City.
3. District would guarantee City/community use as follows: Monday-Friday from 3:00 p.m. to 10:00
p.m. and Saturday/Sunday from 9:00 a.m. to 10:00 p.m. (District could reserve facility for District
related functions six times per year to be scheduled at the beginning of each school year.)
Citv Responsibilities
1. City would reimburse District for 100% of the annual operating cost (including custodian, supplies,
utilities and annual repair and replacement set aside).
2. City would reimburse District for expenses related to the repair and maintenance of gym
furnishings (Le. bleachers, backboards, scoreboards, floor surfaces, etc.) and would reimburse
District for any damages to the interior of the facility incurred during the times of City/community
use.
3. City would schedule City/community use and provide qualified supervision during times of
City/community use at no cost to District.
4. City would make facility available for District related functions six times per year to be scheduled
at the beginning of each school year.
5. City would levy, collect and retain all facility use fees for City/community use of the proposed
community gymnasium (all fee schedules would be approved by District).
As discussed by the Liaison Committee, the terms of the proposed agreement would be for a period of ten years
with an option to renew the agreement for additional five year increments. For the first three years of the
agreement, an annual review would be undertaken; after three years, a biennial review would be undertaken for
the remainder of the agreement.
In addition to the aforementioned terms regarding the construction and operation of the proposed community
gymnasium, the Liaison Committee discussed and recommended that the City make the Dublin Swim Center
available to the District from February through May of each year for the purpose of conducting swim team
programs, swimming instruction and other appropriate aquatic programs at no cost to the District. As proposed,
this would b~ effective at the time that construction of the gymnasium is complete and is available for use by the
community. The current Agreement Between the City and the District Regarding Use of Facilities provides
that the District will reimburse the City for one-third of the actual operating cost of the Swim Center and 100%
of the cost of supervision. Over the past five years, this has amounted to approximately $6,250 per year.
It should be noted that if Dublin High School was not utilizing the Dublin Swim Center during the spring
months, the City would not need to open the facility until Memorial Day weekend. Consequently, the actual
cost to the City to open the Dublin Swim Center for use by Dublin High School during the months of February
through May is approximately $20,000.
Conclusion
The proposed community gymnasium at Valley High School has received the support of the Community
Facilities Task Force, the City's Parks and Community Services Commission and the City/District Liaison
Committee. In the case of the City's Parks and Community Services Commission, the Commission conducted a
special meeting to review the proposed design for the gymnasium and provided Staff and the Architect with
recommendations that will be incorporated to the final design of the facility. Like the Community Facilities
Task Force, the Parks and Community Services Commission also views the Valley High School Community
Gymnasium as it's top priority.
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The Valley High School Community Gymnasium will not only serve the needs of the Valley High students, but
will also meet the growing needs of organized sports leagues sponsored by the City and the community, as well
as alleviate the overcrowding of the District's other gymnasiums. The proposed project and resulting agreement
represent another example of the cooperation between the City and the School District which, ultimately,
benefits the residents of Dublin.
Therefore, it is recommended that the City Council of the City of Dublin and the Board of Trustees of the
Dublin Unified School District take the following action:
1.
2.
3.
4.
Receive presentation from Staff and the District Architect
Receive Public Comment
Approve the conceptual terms for the joint development of the
Valley High School Community Gymnasium
Direct City and District Staff to prepare a draft agreement for
consideration by each agency~s legislative body.
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COMMUNITY FACILITIES TASK FORCE SUMMARY
BACKGROUND
Formation of the Community Facilities Task Force was approved in February of 1995. The purpose of
the Task Force was "to study, report and make recommendations on community facility needs in Dublin
for both school and community use".
The Task Force was comprised of representatives from the following groups:
1. City Representatives
a) Parks & Community Services Commissioner
2. School Site Re.,presentatives
a) Dublin High School - 8
b) Frederiksen School - 0
c) Murray School - 1
d) Nielsen School - 0
e) Valley High School - 1
f) Wells Middle School - 2
3. Community Groups/Organizations
a) Children's Theatre Workshop - 1
b) Dublin Little League - 1
c) Dublin United Soccer League - 1
d) South Valley Youth Football- 1
e) St. Raymond's CYO Basketball- 1
f) Arroyo Vista - 2
4. Community At Larlle - 5
TASK FORCE MEETINGS
The Community Facilities Task Force met on three separate occasions: March 28, April 13 and May 11,
1995. The meetings were open to the public and there were several members of the public in attendance
at each meeting. The results of each meeting are summarized below:
March 28~ 1995
The Task Force was presented with background information regarding the history of the Agreement
Between the City and the School District Regarding Use of Facilities. In addition, previously identified
joint City/District improvement projects were reviewed including completed projects (DHS Football
Stadium, Frederiksen Kindergarten Tot Lot, Murray 90' Baseball Field, and Nielsen and Cronin Play Areas),
projects undertaken by the School District (DHS Athletic Field Renovation, Phases 1 and 2, and DHS Tennis
Court Renovation) and projects which have not yet been undertaken (Athletic Field Renovations at
Frederiksen, Murray, Nielsen and Wells Schools as well as the Athletic Field and Play Area Renovation for
Dublin Elementary School).
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Task Force Members were then divided into small groups to brainstorm on what the current facility
needs are in reference to school and community groups. The needs were ranked in order of importance
and each group identified five top facility needs. The entire group then reviewed the individual group
lists and rated each facility need. The result was a list of five top facility needs as shown below.
Overall Ranking of Top Five
Gym(s) & Staff
Gyms - Expand or Build
Multi-Purpose Gymnasium
Double Gym
Elementary School Fields - SB, BB, Soccer, Basket, Tennis
Additional Sports Fields
School Sports Field Renovation
Youth Center
CTW at Wells'
Performing Arts/Auditorium
Auditorium
Dublin Little Theatre/New Auditorium
Teen Center
Teen Center/Community Recreation Center
All Weather Track
All Weather Track (DHS)
Lighted Fields (Existing & New)
Dublin Sports Grounds - Drainage, Leveling
Increase Accessibility of Existing Facilities
Meeting Space For Community Groups
Top Five - By Facility 'lype
Gymnasium
Sports Fields
Theatre/Auditorium
Teen/Y outh Center
All Weather Track
April 13. 1995
Rating
20
18
18
17
17
16
14
13
13
12
11
11
11
09
09
08
07
06
05
05
Rating
73
60
47
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At this meeting the Task Force Members once again confirmed the top five facility needs and agreed to
defer consideration of the Theatre/Auditorium to the Wells Middle Master Plan Study Committee, the
Teen/Youth Center to the Teen Task Force and the All Weather Track to the Dublin High School Master
Plan Study Committee. Task Force members were then divided into two groups to meet with the
District's Architect to discuss gymnasium needs and the District's Landscape Architect to discuss sports
fields needs.
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The gymnasium group reviewed the proposed masterplan for the Wells Middle SchoollV alley High
School site which identifies an additional multi-purpose room/cafeteria at Wells Middle School and a
gymnasium/multi-purpose room at Valley High School. Additionally, the Task Force discussed the
potential for an additional gymnasium at Dublin High School. It was the consensus of the Task Force
that the multi-purpose/gymnasium facility identified for construction at Valley High School should be
expanded to meet the gymnasium needs of the community. The basis for this recommendation stemmed
from the fact that the programs at Valley High School are typically limited to school hours and that they
would have little use for the gym in the evenings and on weekends. The potential new gymnasium at
Dublin High School was also considered but it was determined that the needs of the High School sports
programs would preclude use by the community.
The sports fields group reviewed the athletic field potential at Dublin Elementary, Frederiksen, Murray,
Nielsen and Wells Schools. They learned that the Murray fields would be renovated during the
upcoming summer and reviewed the proposed field layout as identified in the W ellsN alley masterplan.
It was agreed that the Dublin Elementary site has the greatest amount of available land and asked the
Landscape Architect to develop field alternatives.
May 11~ 1995
The Task Force received presentations from both the District's Architect and Landscape Architect
regarding conceptual plans for a community gymnasium at Valley High School and a ball field layout
plan for Dublin Elementary School.
The proposed community gymnasium at Valley High School would be approximately 10,000 square feet
with bleacher seating for up to 400. The gymnasium would have a wood floor and be sized to include a
full-size basketball court as well as two half-size courts. Restrooms, storage, a community meeting
room and a cafeteria/snack bar would be made available for community use in the proposed plan. The
Task Force was generally in agreement with the plan but stressed the need for adequate space in the
restrooms for a changing area.
Three alternate plans for field placement at Dublin Elementary were reviewed. The recommended plan
included three 60' baseball diamonds, a full size soccer field and a play area. Additionally the Task
Force stressed the need for outdoor restroom facilities, a snackbar and possibly lighting. However, the
Landscape Architect discouraged lighting of the fields due to the proximity of the fields to the adjacent
residences.
RECOMMENDATIONS (Shown in priority order)
1. Pursue expansion of the Valley High School Gymnasium/Multi-purpose Room to accommodate
community use.
a) 10,000 s.f. gymnasium with wood floor
b) bleacher seating for up to 400
c) restroom/changing facilities (no lockers or showers)
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Given the fact that Valley High School would seldom need the gymnasium/multi-purpose room
on evenings and weekends, it was determined that this site would best serve the needs of
community sports groups. However, the Task Force felt strongly that scheduling of the facility
needed to coordinated in such a way that community use was given priority for evening and
weekend hours.
2. Pursue development of the Dublin Elementary School field area to accommodate community use
(field layout would be geared to accommodate youth baseball/softball and youth football).
a) 3 - 60' baseball fields (upgraded to game quality)
b) 1 - full size soccer field
c) Play Area with play equipment, benches, picnic tables and/or asphalt area for roller hockey.
d) Outdoor restroom/snackbar facility
The Task Force understands that this plan could not move forward until a decision is made
regarding the possible re-opening of Dublin Elementary as this could affect the ultimate use and
layout of the field areas.
3. Pursue renovation of Frederiksen Elementary School field area to accommodate community use
for youth/adult soccer.
The Task Force felt that this site could be best utilized as a back-up facility for youth/adult
soccer games and tournaments as well as a practice site for youth/adult soccer and youth
baseball/softball.
4. Pursue renovation of Nielsen Elementary School field area to accommodate community use as a
practice site for youth baseball/softball and youth soccer.
Given the limited potential of this site due to the size of the field area, the Task Force felt that
this site could only accommodate team practices.
Additionally, the Community Facilities Task Force urged the City to pursue needed renovations to the
Dublin Sports Grounds and asked that additional ball field lighting be considered. It was also
recommended that the Dublin Sports Grounds renovation be phased around the Dublin High School
athletic field renovations so as not to have all of the fields closed to the community at the same time.
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