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Cooper City directs manager to negotiate facility-use agreement with Optimist Club, to explore RecTrac citywide
Summary
The commission directed the city manager to negotiate a formal facility-use agreement with the Cooper City Optimist Club and to plan a citywide switch to RecTrac, a centralized recreation-management platform.
After extended public comments about field conditions, program administration and a string of community concerns, the Cooper City Commission voted to direct the city manager to negotiate a formal facility-use agreement with the Cooper City Optimist Club and to begin planning for citywide use of RecTrac, a recreation-management software.
Commissioner Jason Smith made a motion to have the city manager negotiate the facility-use agreement and return the results to the commission; he and several colleagues said the goal is to codify roles and responsibilities, improve transparency and centralize registration, payments and field scheduling. Commissioner Schroder pushed to pair the agreement with a migration to RecTrac so one system manages registrations, field utilization and maintenance requests.
The city manager told the commission the resolution and a draft agreement previously produced in 2019 could be a starting point; staff will work with the Optimist Club to clarify insurance, background-screening, residency targets and reporting. Commissioners asked that indemnification and background-check expectations be explicit and that the agreement address who may collect payments and how those funds are tracked and remitted to the city.
The commission also asked staff to schedule a series of workshops, to include the Optimist Club leadership, recreation staff and the mayor and commissioners. The city manager said he would try to set an initial workshop within 10 days and to bring a draft agreement and software plan back within about 45 days. Commissioners emphasized the need for a single registration/payments platform and recommended using RecTrac as the preferred option, while noting staff should evaluate costs and transition steps.
The motion passed on the floor with supporting votes. Commissioners said they wanted to protect volunteer-run programming while ensuring public accountability and consistent background checks and residency compliance.
Next steps: city staff will meet with Optimist leaders, return a draft facility-use agreement to the commission and provide a timeline and cost estimate for implementing RecTrac citywide.
