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Title:
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Informational Item Regarding Pool Allocation Guidelines for User Groups.
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City of Culver City, California
Agenda Item Report
Meeting Date: _08/02/11__ Item Number: _A-1__
PRCS COMMISSION AGENDA ITEM:Informational Item Regarding the Pool
Allocation Guidelines for User Groups.
Contact Person/Dept.: Dan Hernandez,
PRCS Director
Phone Number: (310) 253-6655
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: (Meetings and Agendas – Parks, Recreation and Community
Services Commission (07/28/11).
Department Approval:Dan Hernandez
(07/27/11).
City Attorney Approval: N/A
Chief Financial Officer Approval: N/A City Manager Approval: N/A
RECOMMENDATION:
Staff recommends that the Parks, Recreation and Community Services (PRCS)
Commissionreceive information regarding the Pool Allocation Guidelines for User
Groups.
BACKGROUND:
In May 2011, staff began to identify areas within the PRCS Department that were in
need of established written proceduresto fairly and equitably allow for the maximum
access possible of Culver City residents use of the various facilities within the City.
Due to the increase in demand for use of the Plunge, staff determined that
guidelines for the Plungeshould be addressed initially in a manner that is as
objective as possible.
DISCUSSION:
This Agenda Item has been prepared to give the PRCS Commission an opportunity
to receive information and ask questions regarding the Pool Allocation Guidelines for
User Groups; these Guidelines are provided as an Attachment.Staff’s goal in
developing theGuidelines was to institute a policy that is fair and objective while
allowing maximum access to all users. Based on City Council policy, priority usage
of the Plunge is as follows:
1. City of Culver City operated programs
2. Culver City Unified School District programs
3. Culver City Based non-profit* with 50% +1 verifiable resident participation City of Culver City, California
Agenda Item Report
4. Culver City based primary and secondary private schools.
5. Culver City based non-profit* adult groups
6. Culver City based organizations and businesses
7. Non-Culver City based non-profit*, organizations and businesses
Note: *Non-profit documentation is required annually to maintain status.
Complete program rosters are also subject to periodic review in order to
maintain status. Submission of these documents is required in a timely
manner and is the responsibility of the organization or group to provide.
The attached Culver City Pool Allocation Guidelines for User Groups are based on a
similar document currently in use by the City of Santa Monica. Staff’s research
indicates that the City of Santa Monica has had ongoing success with their adopted
guidelines for pool allocation.
FISCAL ANALYSIS:
There is no fiscal impact associated with the discussion of this Agenda Item
ATTACHMENT:
Pool Allocation Guidelines for User Groups
MOTION:
That the Parks, Recreation and Community Services Commission:
Receive information regarding the Pool Allocation Guidelines for User Groups.
MEETING DATE: August 2, 2011
AGENDA ITEM: Informational Item Regarding the Pool Allocation
Guidelines for User Groups.
ATTACHMENT
Pages
Pool Allocation Guidelines for User Groups
1 - 3
City of Culver City Plunge Swim Complex
Pool Allocation Guidelines for User Groups
The guidelines and procedures below pertain to permitting the City of Culver City
Plunge Swim Complex, located at 4175 Overland Avenue. The facility is a 25 yard by 50
meter swimming pool which offers a variety of swim and exercise programs for
residents of Culver City and the surrounding communities and is managed by the Parks,
Recreation & Community Services Department. The facility can be divided into three
usable spaces and/or can accommodate up to 19 short course swim lanes or up to 8
long course swim lanes. The facility has the ability to safely divided up to 3 long course
lanes into 6 short course lanes with the use of lane dividers.
It is the goal of the Parks, Recreation & Community Services Department guidelines to
provide all Culver City residents, regardless of program participation, an opportunity to
access this facility in an objective manner.
Priority Usage Procedure
Culver City Plunge is permitted out according to the following priority system:
1. City of Culver City operated programs
2. Culver City Unified School District programs
3. Culver City based non-profit* with 50% +1 verifiable resident participation
4. Culver City based primary and secondary private schools
5. Culver City based non-profit* adult groups
6. Culver City based organization and businesses
7. Non-Culver City based non-profit*, organizations and businesses
Note. *Non-profit documentation required annually to maintain status. Complete
program rosters are also subject to periodic review in order to maintain status.
Submission of these documents is required in a timely manner.
Once facility use needs for City operated programs and CCUSD are set, all other facility
users will be considered for remaining access space. If the demands for desired space
exceed pool space availability of remaining time slots, requesting groups are allotted
space based on their priority category and the number of residents within their
organizations that will use the pool. Each competing group within a given category will
be ranked according to the number of residents in their group divided by the total
number of residents of all groups within that category (See example). As outlined
below, those groups with a larger number of city residents will receive higher priority.
ATTACHMENT
Page 1Allocation Procedure
Requesting groups within an established category will be allocated pool time based on
the number of Culver City residents who are members. The allocation is based on the
percent of the number of residents in a given group to the total number of residents
among all groups within that category. If scheduling conflicts arise, the percent of
resident members determines the proportionate amount of available pool time, or lane
hours, the group receives.
Example
There are three youth non-profit groups, A, B and C, that would like to use the pool
between 3 to 5 p.m. 5 days a week for 10 weeks. For simplicity, we will state that there
are 10 lanes for use for a total of 100 hours per week or 1000 hours for the season.
Resident numbers for these groups are 100 for A, 70 for B and 130 for C for a total hour
request of 300 for 100 available. The percentage of pool time each organization
receives is as follows, based on a total number of 1000 available hours and a total of
300 resident members for the 3 groups:
• Group A 100 residents/300 = 33%
• Group B 70 residents/300 = 23%
• Group C 130 residents/300 = 43%
Using the percentages listed above, lane hours allocated for each group for this season
are:
• Group A 1,000 lane hours x 33% = 330 lane hours
• Group B 1,000 lane hours x 23% = 230 lane hours
• Group C 1,000 lane hours x 43% = 430 lane hours
Application Process and Timeline
Applications for pool access are accepted quarterly. Permits are awarded for a 3 month
period, beginning July 1. Notification of application decision is made 15 days after
request is made.
Requesting groups must indicate the number of residents that are members on the
application. It is required that groups document the number by providing a roster of all
members at the time they submit the application that includes full names, dates of birth,
complete address with zip code and contact number.
All fees and damage deposits are due at the time permit is issued consistent with City
policy for all Parks, Recreation & Community Services Department reservations or
Page 2facility use. Permits will not be processed without fees being paid in full and without all
required group documents submitted.
Lane Assignment Procedure
If required, the Parks, Recreation & Community Services Department can rotate the wall
lanes as follows.
Groups that identify their program participants as novice will be given priority to the
shallow water wall lanes. If more then one group identifies itself as novice during the
same time frame, then the Parks, Recreation & Community Services Department will
rotate the lanes weekly.
Groups that identify their program participants as intermediate or advance will be
considered the same with regards to shallow water wall lane assignments. If more then
one group identifies itself as intermediate or advance during the same time frame, then
the Parks, Recreation & Community Services Department will rotate the available wall
lanes weekly.
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