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Parks Advisory Board Agenda Packet 07.28.2025 MEETING AGENDA Schertz Parks and Recreation Advisory Board REGULAR SESSION July 28, 2025 CITY COUNCIL CHAMBERS CONFERENCE ROOM 1400 SCHERTZ PKWY BLDG 4 SCHERTZ, TX 78154 CITY OF SCHERTZ CORE VALUES Do the right thing Do the best you can Treat others the way you want to be treated Work cooperatively as a team AGENDA MONDAY, JULY 28, 2025 at 5:30 p.m. Call to Order: Hearing of Residents This time is set aside for any person who wishes to address the Parks Advisory Board. Each person should fill out the speaker’s register prior to the meeting. Presentations should be limited to no more than five (5) minutes. Discussion by the Board of any item not on the agenda shall be limited to statements of specific factual information given in response to any inquiry, a recitation of existing policy in response to an inquiry, and/or a proposal to place the item on a future agenda. The presiding officer, during the Hearing of Residents portion of the agenda, will call on those persons who have signed up to speak in the order they have registered. All handouts and/or USB devices must be submitted to the Board Secretary no later than noon on the Monday preceding the meeting. Handouts will be provided to each Board Member prior to the start of the meeting by the Board Secretary. All USB devices will be vetted by City IT staff to ensure City property is protected from malware. Discussion and Action Items 1.Discussion and/or action on FY 25-26 Proposed Civic Center Fee Changes. (L. Shrum/A. Nolen) 2.Discussion and/or action on the Public Facility License Agreement with the Schertz Youth Schertz Parks and Recreation Advisory Board Agenda July 28, 2025 Page 1 2.Discussion and/or action on the Public Facility License Agreement with the Schertz Youth Soccer Alliance (SYSA). (L. Shrum) 3.Discussion and/or action on the Service Agreement with the YMCA of Greater San Antonio for the Schertz Area Senior Center Management and Operations. (L. Shrum) Requests and Announcements Requests by Advisory Board Chairman and Board members for items to be placed on future agendas. Announcements by Advisory Board Chairman and members City and community events attended and to be attended Recognition of actions by community volunteers Announcements by City Staff August 9 | 10 am - 12 pm | Pickrell Park Pool - NEW!! Cardboard Boat Regatta August 19 | 6:00 pm | City Council FY 25-26 Budget presentations scheduled September 6 | 9 am - 1 pm | Pickrell Park Large Pavilion - Schertz Hometown Harvest September 7 | 12 pm & 2 pm | Pickrell Park Pool - Paws in the Pool September 22 | 5 pm - 8 pm | Parks Tour in place of the next meeting. Vans will depart from City Council Chambers parking lot. Board Discussion Calendar January Regular Business March Public Facility License Agreements Financial Statement Review May Pre-Budget Discussion/Project Feedback July Parks & Recreation Month September Regular Business November Approved FY Budget Review/Project Review Adjournment CERTIFICATION I, SAMANTHA PINELLO, PARKS AND RECREATION ADVISORY BOARD SECRETARY OF THE CITY OF SCHERTZ, TEXAS, DO HEREBY CERTIFY THAT THE ABOVE AGENDA WAS PREPARED AND POSTED ON THE OFFICIAL BULLETIN BOARDS ON THIS THE 25th DAY OF JULY 2025 AT 3:00 P.M., WHICH IS A PLACE READILY ACCESSIBLE TO THE PUBLIC AT ALL TIMES AND THAT SAID NOTICE WAS POSTED IN ACCORDANCE WITH CHAPTER 551, TEXAS GOVERNMENT CODE. Samantha Pinello Schertz Parks & Recreation Advisory Board Secretary I CERTIFY THAT THE ATTACHED NOTICE AND AGENDA OF ITEMS TO BE Schertz Parks and Recreation Advisory Board Agenda July 28, 2025 Page 2 CONSIDERED BY THE BOARD WAS REMOVED BY ME FROM THE OFFICIAL BULLETIN BOARD ON _____DAY OF _______________, 2025. TITLE: ______________ This facility is accessible in accordance with the Americans with Disabilities Act. Handicapped parking spaces are available. If you require special assistance or have a request for sign interpretative services or other services, please call 210-619-1030. Schertz Parks and Recreation Advisory Board Agenda July 28, 2025 Page 3 Schertz Soccer Complex Operations Proposal History of Public Facility License Agreements •Small town Schertz, grassroots community-based organizations like BVYA (1974) •Small staff; no expertise in Recreation or Athletics •City is growing and becoming more sophisticated in our efforts; standards are increasing •Added staff capacity in Recreation Division •Auditing Facility License Agreements •Identified some issues through that process Renewed Public Facility License Agreement with SYSA in 2015 SAYSAT Exits, YMCA Joins Renovation in 2013 Complex Purchased in 2008 HISTORY Public Facility License Agreement with SYSA in 2009 Included SAYSAT, GRAYSA, and Lions FC Parks Department was just 4 Parks Workers who Mowed No Recreation Team or Rental Software CONCERNS Operations •Building Maintenance •Turf Management •Irrigation Management Administrative •Financial Sustainability •Legal & Compliance Issues •Best Management Practices Organization Structure •Disjointed organization of competitors •Inequitable Access THIS IS THE RIGHT TIME TO ADJUST Investments to Facility Enhanced Facility Maintenance and Oversight More Equitable Access Increased Capacity and Programming STAFF RECOMMENDATIONS City Operations – Neutral Party •City staff (Athletic Coordinator) manages field utilization •Competitively bid out field maintenance operations •Competitively bid out concessionaire operations •Move to a Recognized Sports Association (RSA) for priority space •RSA’s coordinate with Athletics Coordinator for field use •Soccer associations continue to manage their programs TRANSITION BENEFITS •Continued investment in the facility to meet resident standards •Fair and transparent access for all users •Additional capacity for City-led recreational programs and events •Streamlined operations through technology •Eliminated duplication- insurance, schedule, website •Relationship between City and local leagues remains BUDGET STAFF RECOMMENDATIONS City Operations – Neutral Party •City staff (Athletic Coordinator) manages field utilization •Competitively bid out field maintenance operations •Competitively bid out concessionaire operations •Move to a Recognized Sports Association (RSA) for priority space •RSA’s coordinate with Athletics Coordinator for field use •Soccer associations continue to manage their programs •Staff proposes a fee structure where everyone pays FEEDBACK FROM PARKS & RECREATION ADVISORY BOARD •GRAYSA Proposal to Operate •Concerns about equity and priority use and how GRAYSA would prioritize field use •Concerns about contracts with GRAYSA Board members/staff spouses •Concerns about the ability to maintain the facility to the standards the city is expecting •Acknowledged that GRAYSA knows soccer; city staff knows maintenance, irrigation, turf management •Board liked the idea of the city Athletic Coordinator being the neutral party and have the RSA’s coordinate with Athletics Coordinator for field use •Soccer associations continue to manage their programs •Concerns about financial sustainability – GRAYSA wants to phase in paying for utility costs of complex •Staff proposes a fee structure where everyone pays – we did not get major feedback on this issues and may need to review again. The consensus of the discussion was the city needs to manage operations and field utilization. City Operations – Neutral Party vs GRAYSA proposal to operate RECOMMENDATION FROM PARKS & RECREATION ADVISORY BOARD MOTION TO DISSOLVE SYSA ALLIANCE AND AGREEMENT 5 AYES 1 NAY MOTION TO RECOMMEND CITY OPERATIONS OF SOCCER COMPLEX AND HIRE ATHLETIC COORDINATOR PLUS ADDITIONAL STAFF MEMBERS TO SUPPORT THE ROLE 4 AYES 2 NAY BENCHMARK CITIES City Operations is the new standard •Youth Sports has become a business and is becoming more complicated to manage •Difficult to manage operations in a volunteer capacity (capital project planning, ADA, permits) •Most agencies have a tiered system with Rec Leagues having priority, and additional tiers for clubs, travel, select, etc. Some have a per player fee but also based on tiers of play and resident/non -resident •Most agencies have concession contracts with a 15% percentage of sales requirement •All of the following cities maintain their own facilities, manage field utilization through a priority framework, and have individual field reservation agreements with each association •College Station •New Braunfels •Temple •San Antonio •Pflugerville KEY DIFFERENCES IN ASSOCIATIONS BVYA •One organization •Board does not outsource operational functions •Volunteer led Maintenance, Field Supervision, and Concessions •Value to the city of $500k in volunteer service •Fields used primarily by BVYA leagues •Reinvestments back into the facility •$100,000 in reserves •$200,000 in operating funds •Complex is smaller and more local oriented •Higher percentage of residents served (46%) •Multi-sport organization with big picture view •May not work out in the future SYSA •Managed by competing organizations •Board outsources operational functions •Contract out Maintenance, Field Supervision, and Concessions •Some volunteer in-kind labor for board members and coaching •High usage by external leagues and tournaments •No reinvestments back into the facility •$35,000 in operating funds; no reserves •Complex is larger and more tournament oriented •Lower percentage of residents served (24%) •Single sport focus with narrower view •One organization with affiliations •Board outsources operational functions •Contract out Maintenance, Field Supervision, and Concessions •Some volunteer in-kind labor for board members and coaching •High usage by external leagues and tournaments •Proposed reinvestments back into the facility •? Operating funds; $200,000 in reserves •Complex is larger and more tournament oriented •Lower percentage of residents served (27%) •Single sport focus with narrower view GRAYSA OPTIONS FORWARD CONTINUE SYSA OPERATIONS •City staff invests more time to get alliance into compliance •Restructure agreement and amend by-laws •Competitively bid out field maintenance operations •Competitively bid out concessionaire operations TRANSITION TO CITY OPERATIONS (staff recommendation) •City staff (Athletic Coordinator) manages field utilization •Competitively bid out field maintenance operations •Competitively bid out concessionaire operations PUBLISH RFP FOR SOCCER ORGANIZATION TO RUN FACILITY •Competitive Request for Proposal process to operate facility •Transparency requirements built into RFP •Requirements for audit August City Council Mtg Cancel Contract (min 60 days notice) 2 Tournaments September Hire City Athletic Coordinator Finalize Fee Structure & Field Request Deadlines City starts accepting tournament agreements for 2026 October Publish RFP Concessions Addendum to Mowing Contract Purchase Field Striping Robot November 1 Tournament City Awards Concessionaire Agreement for 2026 City meets w/clubs at end of Fall Rec season TIMELINE December 2 Tournaments SYSA and contracts disbanded Dec. 15 Current Contractors move out equipment January February City Operations Commence City negotiates Spring field space with clubs Field rehabilitation 2 Tournaments Spring Season Starts COMMENTS & QUESTIONS