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Brentwood City Commission Agenda

Meeting Date:	05/22/2023
Res 2023-57 - Direction to Staff Regarding Negotiations with Williamson Co on Interlocal Agreement Concerning Development of Indoor Racquet Facility
Submitted by:	Kirk Bednar, Administration
Department:	Administration

Information

Subject

Resolution 2023-57 - Direction to City Staff Regarding Negotiations with Williamson County on an Interlocal Agreement Concerning Development of an Indoor Racquet Facility in Crockett Park

Background

Since the 2020 announcement of the planned closure of the Maryland Farms YMCA, there has been considerable community concern and discussion regarding the significant loss of tennis court capacity. Over the past several months, City staff have been in conversations with Williamson County Parks and Recreation staff regarding the potential for a joint project to develop an indoor racquet facility in Crockett Park that would include both tennis and pickleball courts. In addition, the topic has been discussed in several recent City Commission work sessions.

During these work session discussions, staff have been unable to obtain clear direction from a majority of the commission on the preferred path forward. This includes such fundamental issues as whether to partner with the County and, if we do partner with the County, what is the expectation regarding priority access for Brentwood residents at a new joint City/County facility. Without clarity and consensus on these fundamental items, staff cannot move this project forward.

The attached resolution seeks Commission direction on how to proceed with this project. As drafted, the resolution would authorize staff to proceed with formal negotiations for preparation of an interlocal agreement between the City and Williamson County on development of an indoor racquet facility on city-owned land in Crockett Park. Attached to the resolution is a proposed list of terms that are intended to be the priorities for the City in negotiation of the interlocal agreement. The primary terms on this include:

The partnership agreement would be similar to the existing indoor soccer facility in Crockett Park. The property and structure would be owned by the City but operated by the County under a long-term lease with the County assuming all responsibility for operations including utilities and routine cleaning, maintenance, etc.
Maximum project budget of $12 million with a 50/50 cost share between Brentwood and Williamson County. This includes all site development and utility-related costs necessary for construction.
The City will be the contracting agency for design and construction and will waive all associated city permit fees except water and sewer capacity/tap fees.
The County will establish a system to account for the financial operations of the facility separately from all other County park operations so that net revenues from facility operations can accurately be determined.
A net revenue sharing arrangement shall be established based on the initial 50/50 cost share formula.
The County shall create a dedicated capital maintenance fund for this facility and an agreed upon amount of annual revenue shall be set aside (prior to revenue sharing calculation/distribution) for major maintenance such as bubble replacement, HVAC replacement, etc. Funds in this capital maintenance fund shall only be used for maintenance projects at the indoor racquet facility and not in any other Williamson County park facility. Any use of funds from this capital maintenance fund shall be agreed to by both parties.
Scheduling and operation of the facility must provide for a reservation system that ensures Brentwood residents have first priority access to 50% of available clinic and court contract reservation time. The specific details of the Brentwood priority reservation system shall be included as part of the final interlocal agreement to be approved by each governing body.

If the attached resolution is approved, staff will proceed with negotiations in hopes presenting a proposed interlocal agreement for formal consideration by the Board of Commissioners within the next 90 days. Note that approval of this resolution does not constitute final approval for the project. Final approval for the project to proceed and a commitment of funding would only come with approval of the interlocal agreement. If the attached resolution is not approved, staff will notify the County that we do not intend to partner on the proposed facility, and we will await further direction from the Commission.

Staff Recommendation

Staff believes a partnership with the county is the most prudent action from both a financial and operational perspective and therefore recommends approval.

Fiscal Impact

Amount :	N/A
Source of Funds:
Account Number:

Fiscal Impact:

No financial obligations will be incurred by the City if the resolution is approved.

Attachments
Resolution 2023-57
List of Terms