[SBU Board] 2018 Sun Tan Sectional

[Tim White]

With the loss of Forest Ridge School as our Sun Tan Sectional site -- as a result of them changing their facility rental policy -- the board's Tournament Sites Committee has been working to develop site/date alternatives for the 2018 tournament.  The purpose of this email is to provide an update on developments.  Please make every effort to review and consider this material in preparation to chart a course for the 2018 Sun Tan sectional during our board meeting Monday evening.   

Bothell -- According to Bev Colegrove, the IUOE 302 2018 training schedule is not expected to be completed and approved until at least late October.  She said July is usually open on their calendar, so it is likely we could get the classrooms for one of our weekends, but she can't commit at this time.  Keep in mind if we were to go to Bothell in July we could then likely be there for three successive tournaments in 2018 -- May, July and October. 

Kent Commons West Gym -- Doug Siegert reports that the West Gym just became available all three days of the June 29 - July 1 weekend (one of our three alternative weekends).  He is holding it for us, but we owe him a yes or no answer for both July 14&15 (Sat-Sun) and June 29 - July 1 (Fri-Sun) on Tuesday.  Rental cost for 3 days @ $785/day plus a WAG $150 janitorial fee = $2,505.  A third session on Friday would extend occupancy ~5 hours and increase cost ~$175. This is the only site that can commit to us now.  We would need to re-visit the plan for a third session on Friday, given associated added facility and other costs.  We don't know when there will be another opportunity for a south-end sectional -- Kent Commons is heavily booked throughout the year.  I've asked Matt if he would support a sanction for June 29 - July 1, but he is busy in Seaside and I haven't yet heard back from him.

Mercer Island High School Upper Commons -- Alex Schwenke says the upper commons is generally available in the summer, however that is when the custodial staff waxes the floor.  Asked her to check on whether they have a waxing schedule for summer 2018 or, if they don't, an estimate of when they will have one.  Price for the upper commons is $35/hr rent plus $55/hr custodial coverage = $90/hour.  Hours of occupancy Friday that overlap with regular staffing shift could drop to $80/hour.  Including a third session Friday evening would extend occupancy ~5 hours and up the cost ~$450.  If we were to revert to two sessions Friday, a ballpark cost would be 3 days x 11 hours/day @ $90 = $2,970 (or a bit less with lower custodian rate for part of Friday).  This site continues to appear to be a very good prospect for the Sun Tan on an annual basis -- 2019 & on, if not for 2018.  We would need to re-visit the plan for a third session on Friday, given associated added facility and other costs.  We'd need to get the floor waxing scheduling sorted out near term and going forward. 

North Seattle College -- Patti reports they are very much in flux.  They are bringing on a new facility coordinator, they are considering raising their rental fees, parking fees on Friday could enter the picture, and they will not be in position to discuss prospective rentals until November at the earliest.

Vasa -- Not available for our July 13-15, 2018 dates.  Vasa is heavily booked throughout the summer.  Keep in mind, if we were to go to Vasa in July in addition to February, it would be twice there in the first three 2018 sectionals.

Based on the above, it appears we have the following options on Monday evening (absent further developments):

1.  Approve going to Kent Commons Fri-Sun, June 29 - July 1, 2018, and set occupancy durations (Friday 3rd session?).

2.  Approve going to Kent Commons Sat-Sun, July 14-15, 2018.

3.  Have no Sun Tan sectional in 2018.  Something to consider with this option is that according to Bev there is the possibility of a conflict at Bothell with our Oct 2018 dates (we wouldn't want to end up with only 2 sectionals in 2018).

4.  Release the holds on Kent and defer a decision on the tournament pending additional information from MIHS and Bothell.

(Note, choices 2 and 3 would modestly de-conflict some dates from local club game dates.)

Thanks,
Tim
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