Agenda - 11-20-2017 - 8-d - Termination of Lease and Joint Use Agreement with Orange County Schools

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Orange County Department of Environment, Agriculture, Parks & Recreation PO Box 8181 Hillsborough, NC 27278 Phone: (919) 245-2510 Fax: (919) 644-3351 courts is shared by OCS and the County. The County did replace some nets and related infrastructure this summer and cleaned off the courts on several occasions. With the onset of the school year, maintenance has transferred back to OCS. It should be noted that the courts are located in an area directly adjacent to an uphill slope. With every significant rain event, dirt and mulch wash onto the courts. This creates a high frequency of cleaning needs. While the County pays the electric bill for the court lights, OCS is responsible for the lighting itself. It is our understanding that the lights which were out have been replaced by OCS – but that they may be energy-efficient bulbs which produce less lumens? The schools staff could best address this matter. Conclusion Staff has discussed a long-term solution to the use of these courts with OCS staff. A reworking of the Lease and Joint Use Agreement would appear to be in the best interests of all, as the County often finds itself as the “middle man” in these matters. Allowing groups that wish to reserve the OHS courts to do so through the OCS Community Schools office would seem to be a more efficient approach for all parties. While public availability of these courts is still desirable, with the advent of the new courts at Fairview Park, the County has no programming needs for the OHS courts. A process that allows for opening/closing of the gate, access to restrooms, and a reservation process though OCS would seem to be an improvement over the current rather-complicated approach. Another possible improvement would be the sharing of revenues from the City of Durham for fees they collect for the USTA-sanctioned league teams. If some of the teams are paying Durham USTA fees for the right to play in the USTA league, and also paying Orange for the usage fees of the courts, it would be instructive to know if Durham’s fee charges include maintenance and utility costs at their courts. If so, since some of these matches are being played on our courts, perhaps some of these funds should be shared with Orange County (offsetting or negating the need to charge usage fees on this end). However, the success of such a venture and the sufficiency of funds is doubtful and would rely on Durham relinquishing some of their revenues. USTA may also have to approve such an arrangement. In closing, the current arrangement seems to be failing to satisfy the needs of each of the parties, and in need of redress. Staff would like to rework the Lease and Joint Use Agreement with OCS regarding the access to the OHS tennis courts as soon as practicable. Please feel free to contact me if you have any questions. 11