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HomeMy WebLinkAboutAGENDA REPORT 1998 1007 CC REG ITEM 10C7, 3(/ 0) ITEM'! 0 • C . CITY COUNCIL AGENDA REPORT CITY OF MOORPARK CI Y iiw "Vi la£ittl'Aiti:, CALIFORNIA City C ouucil Meeting TO: The Honorable City Council of 10 -7 - 9 9> AC ' 0N: LD nf,*n u eci +v FROM: Mary K. Lindley, Director of Community Service 0 ct-- ')-1 -, I°l V1 S w. f o r fs ¢a b e- P re R a red aS DATE: October 1, 1998 (CC Meeting of October 7) by;e n c� 04 y S SUBJECT: Consider Moorpark Girls Softball Proposal Summary On September 8, the Parks and Recreation Commission considered a request from the Moorpark Girls Softball League for the construction of a third softball field at Arroyo Vista Community Park (AVCP). The initial proposal submitted was for an additional field at either Mountain Meadows Park or AVCP, but at the Commission meeting, Girls Softball representatives focused on AVCP as the preferred option. The Commission approved a recommendation, to be forwarded to the City Council, to support the relocation of Girls Softball to AVCP, and the request for a third softball field. Additionally, the Commission recommends that the City Council consider matching (fifty -fifty) Girls Softball's donation toward the installation of necessary softball field improvements, and to fund the City's match, and a possible loan to Girls Softball, from a Park Improvement Zone that has a reserve balance. The City Council is being asked to consider Moorpark Girls Softball League's request and the Commission's recommendation. Background Currently, Moorpark Girls Softball uses the two fields at Mountain Meadows Park and two fields at Mountain Meadows School during its spring and winter seasons. During their spring season, Girls Softball plays its games on Saturday; for winter season, games are played on Sunday. They also set up a temporary T -Ball field at the Park and have a snack bar and storage bins at the school. Over the last year, Girls Softball has been informed by MUSD that future plans for Mountain Meadows School include the placement of temporary classrooms around the area of the school's softball fields, thereby eliminating one or both of the fields. With this in mind, Girls Softball is looking for a way to retain three or more fields in one location. Option A - Mountain Meadows Park The first option identified is to remain at Mountain Meadows Park and to expand the number of softball fields from two to three. As a part of the Girls Softball's Use Agreement with the City, approval was given for the placement of a temporary T -Ball M: \MLindley\ADMIMgirlsoftprop .agd.doc 0000%lb Moorpark Girls Softball Page 2 field, with a portable backstop. The T -Ball field was to be placed behind the restrooms. Under this option, Girls Softball would convert the T -Ball area into a permanent softball field. Additionally, when Girls Softball loses its current snack bar at the school, it requests that the City allow for the placement of a snack bar in the Park. The advantages to remaining at Mountain Meadows Park include the investment that Girls Softball has made in the Park over the years. The improvements performed by Girls Softball include, but are not limited to, the installation of the backstop, dug outs, and foul -line fences on the second field; installation of a sprinkler system for maintenance of the infield; the recent installation of storage bins; and extensive maintenance work to both fields as a result of the heavy rains experience this past winter. On the other hand, there are some disadvantages to remaining at Mountain Meadows Park. Mountain Meadows is an eight -acre park situated in a residential neighborhood. An obvious limitation of the park is that very little can be done to expand the number of softball fields to accommodate the increase in the number of girls enrolling in the League. The park can reasonably only hold three fields, but a third field may not be desirable since it encroaches on play space areas. Available parking is limited to a moderate sized parking lot and minimal on- street parking. On days when Girls Softball plays its games, parents must park along residential streets where possible, and the City has received complaints from residents in the area about vehicle traffic and parking concerns. Option B - Arroyo Vista Community Park As a viable alternative to expanding their use of Mountain Meadows Park, Moorpark Girls Softball is requesting that the City consider relocating their spring activities to AVCP. They believe that this option presents a better long -term solution toward accommodating their growing participation numbers. Currently, there are two softball fields (one with lights) at AVCP. The fields are used primarily weekday evenings by the City's adult softball leagues. In addition, the Moorpark Sharks, a girls traveling softball team, also uses the fields for practices. Under this option, it is proposed that a third field be constructed in the area south of the snack bar. In the adopted Park Master Plan for AVCP, this particular site is identified as a third softball field. The area was graded for a third field when the Park was initially under construction, but the field was not completed due to cost considerations. In addition to a third softball field, a temporary T -Ball field could also be accommodated at AVCP. Installing a T -Ball field consists of installing a temporary backstop and burning lines in the turf prior to Girls Softball's season. After the season, the backstop would be removed and the turf would be allowed to grow back; and therefore, would not impact other uses. MAMLINDLEY\ADMWGRL SFl?R. COM 00021b Moorpark Girls Softball Page 3 The option to relocate Girls Softball and construct a third field is consistent with the Park's Master Plan (see Attachment A) and the long -term goals for the use of AVCP. AVCP was developed with the purpose of providing a central place to operate youth and adult sports leagues. None of the City's other parks have the capacity to accommodate the number of youth who participate in the various leagues, and the need for parking that is generated from league activities. It is recognized that the park is only partially completed, with approximately 35 acres yet to be developed, and that moving Girls Softball to AVCP at this time will have an impact on the space used by other groups. While AYSO's and Girls Softball's primary seasons do not overlap, the construction of a third softball field, with its dirt infield, will be an inconvenience to AYSO, since they use the area for two mini soccer fields (it is believed that by skinning the softball field to the size used by Girls Softball, rather than the adult leagues, only one mini soccer field will need to be relocated). The proposed third softball field, coupled with the loss of the medium sized soccer field in the area of the future tennis courts, may require AYSO to find additional field space at AVCP, place a portion of a soccer field(s) on the skinned softball in -field and/or extend game time on Saturdays to 4:00 or 5:00 p.m. City staff met with representatives from AYSO and Girls Softball at AVCP and were able to identify potential new mini soccer field sites. Please note that the rearrangement of the soccer fields and other measures may still not be deemed as desirable to AYSO. Additionally, the City's Adult Softball Leagues use the lighted field at AVCP on weekday evenings. The leagues use Peach Hill Park as the primary softball field, but when participation justifies a second field (typically for summer and fall Leagues), AVCP is used. Since these seasons do not over lap with Girls Softball's primary season and adult softball leagues begin their games later in the evening, there may not be a conflict. However, staff will still need to coordinate any overlap. In spite of the aforementioned issues, staff believes that with the cooperation of each of the involved leagues and diligent planning, relocating Girls Softball to AVCP and the construction of a third field is feasible and is more desirable than expanding the use at Mountain Meadows Park. When Phase II of AVCP is completed, there will be the potential for additional soccer fields to better accommodate AYSO's current and future needs. Proposed Improvements The proposal for moving to AVCP includes the immediate construction of a third softball field. Girls Softball would like to have a third softball field completed prior to the start of their spring season (March), but would not begin construction until AYSO's 1998 season end. The initial field improvements sought by Girls Softball include only those features that are necessary to play a game (i.e., no dugouts): turf removal and grading, and installation of a backstop, bases, and infield dirt. Additionally, Girls Softball also MAMI MLEYIADMIN\GRLSFTPR.COM 60021%b Moorpark Girls Softball Page 4 believes that the installation of a sprinkler system for grooming the infield is critical. A lot of volunteer time goes into grooming the fields, and a sprinkler system eliminates the need for hand watering. Girls Softball's proposal indicates that they are prepared to perform most, if not all of the physical labor. They indicate that they have commitments from various contractors to donate labor and equipment to perform the turf removal, grading, installation of the backstop, bases, and sprinklers, hauling/disposal, and to spread the infield dirt. However, they are requesting financial assistance from the City to purchase the backstop, infield dirt, bases, sprinklers, and to cover other miscellaneous expenses. Staff estimates that if the City were to perform the requested minimal improvements at its own cost, it would spend approximately $19,000 (this includes manufacturer's installation costs). However, if Girls Softball performs the work as proposed, they project out -of- pocket expenses to be approximately $10,100, since they are able to obtain donated services and materials. Moorpark Girls Softball's expenses are broken down as follows: Equipment Rental/ Misc $ 550 Bases (includes anchors) 100 Infield Dirt 5,300 Irrigation Sprinklers 250 Backstop (includes shipping) 3,900 Total $10,100 Rather than pay the sales company to install the backstop, Girls Softball plans to perform the installation work using volunteer labor. They have shown they have the ability to do this type of work in the past with the improvements they made at Mountain Meadows Park. The backstop identified above is the same style in place at Mountain Meadows Park, which is smaller than the two backstops at AVCP. For an additional $3,000, a backstop of the same size and style of the AVCP backstops could be purchased, which would bring the total estimated improvement cost to $13,100. If the Council authorizes the construction of a third softball field in the location proposed, staff recommends that a larger backstop (the same size as the existing backstops at AVCP) be purchased, while skinning the dirt infield to a size as those at Mountain Meadows Park. The smaller skinned infield decreases the impact of the third field softball field on AYSO. The cost difference for the larger backstop ($3,000),would be wholly funded by the City. Girls Softball is also requesting that they be allowed to locate two storage bins at AVCP, similar to the bins used by AYSO and Packer Football. Once the initial softball improvements have been completed, Girls Softball would like to install sideline fences, dugouts, and player's benches. These improvements would be made at Girls Softball's expense as they acquire the financial resources. If the Council approves the relocation of Girls Softball to AVCP, the City would also need to address MAMLINDLEYIADMIMGRLSFTPR. COM UO®221 Moorpark Girls Softball Page 5 the use of the AVCP snack bar. Currently AYSO pays the City $1,000 for the use of the snack bar during its season. It would be reasonable to charge Girls Softball the same amount. Staff would need to prepare an amendment to the Use Agreement with Girls Softball to address the use of the fields and snack bar. Note — Girls SoJlball will continue to use Mountain Meadows Park for practices. Funding Options To fund the initial softball field improvements, the backstop, infield dirt, bases, and sprinklers, Girls Softball is requesting assistance from the City. Their proposal contains three funding options: 1) City to fund improvements to be performed by Girls Softball; 2) City to fund a share of the improvements to be performed by Girls Softball; and 3) Girls Softball to fund and perform all improvements. Under options 2 and 3, Girl Softball is also requesting a low interest loan from the City for its share of the improvements if they exceed the Leagues current financial resources. Staff supports the proposal that the City fund fifty percent of the cost of initial softball field improvements at a cost not to exceed $6,000 and fund 100 percent of the cost to upgrade the backstop to a size similar to the existing backstops ($3,000). Under this proposal, the City's share of the improvements should not exceed $9,000. The Community Park Improvement Zone, from which AVCP improvements are funded, currently has assets in the amount of approximately $69,388 and liabilities in the amount of approximately $638,190 (excluding interest owed). Excluding the funds dedicated for the construction of the AVCP tennis courts ($176,000), the Zone's current balance is <$393,802> (staff purposes to address the status of the funds allocated to the tennis courts separately with the development of the FY 1999/00 budget). The Zone's liabilities are in the form of loans from the General Fund or other Park Improvement Zones. The amount owed to the General Fund is approximately $152,190 (again excluding the tennis courts); the amount owned to other Park Improvement Zones is $225,000. Attachment "B" better illustrates the status of the Park Improvement Fund by Zone and the outstanding loans in the Community Park Zone. The City recently received $235,712 in recreation facilities fees from the Carlsberg Project to be used, at the City's discretion, on community recreation facilities. If the Council wishes to assist Girls Softball with the proposed softball field improvements, it could appropriate funds from this source to be used toward the City's share. The remaining recreation facilities fees ($235,712 less $9,000 = $226,712) from the Carlsberg Project could be allocated to the Community Park Improvement Zone to repay the outstanding General Fund loans. These funds, combined with the Community Park Improvement Zone's existing assets ($226,712 + $69,388 = $296,100), would more than repay the outstanding General Fund loans to the Zone (excluding the tennis court loan). The result would be to return approximately $152,190 to the General Fund. The remaining balance could be directed by the Council to begin repaying loans from other M:1MI.INDLEYIADMIMGRLSFTPR.COM o022 �i Moorpark Girls Softball Page 6 Park Improvement Zones or to initiate the design and construction of AVCP Phase II. It is recommended that the City Council defer consideration of the use of any remaining assets in the Community Park Improvement Zone, along with the issue of the tennis court funding until the FY 1998/00 Budget is reviewed. Staff proposes that the City Council consider taking the aforementioned action (direct that the Carlsberg Recreation Facilities Fee be allocated to the Community Park Improvement Zone), regardless of whether or not it elects to provide Girls Softball with financial assistance. If the Council agrees to proceed with the proposal to repay a portion of the outstanding General Fund loans, staff will prepare a budget amendment, identifying the exact amount of principal and interest due, for Council consideration and adoption on October 21. In regards to assisting with the improvements of a third softball field at AVCP, staff has identified the following funding options for Council consideration: 1. Decline Girls Softball's requests for any financial assistance; all softball field improvements would be made at the League's sole cost. 2. Agree to provide financial assistance for softball field improvements (all or a percentage) using a loan from the General Fund or another Park Improvement Zone with a fund balance. 3. Agree to provide financial assistance for softball field improvements (all or a percentage) using funds from the Carlsberg Project recreation facilities fee; the remaining fee to be allocated to the Community Park Improvement Zone to repay outstanding loans. Staff proposes that the City Council select option 3. In doing so, staff suggests that the Council indicate its willingness to provide funding for fifty percent of the initial improvements, at a cost not to exceed $9,000 (including $3,000 for backstop upgrade), which would be limited to the purchase of the backstop, infield dirt, bases, and sprinklers. Girls Softball would have to agree to perform all of the labor under the supervision of the Community Services Department, and consistent with City plans and specifications. Staff recommends that the Council decline to loan funds to Girls Softball. Parks and Recreation Commission Recommendation When the Commission considered the request by Girls Softball, it made the following recommendation for Council consideration: 1. Support Girls Softball request to relocate to AVCP for its spring season; and M:1ML1NDLEYIADMINIGRLSFTPR. COM 00OZZZI Moorpark Girls Softball Page 7 2. Support the request for financial assistance with the construction of a third softball field (initial improvements only) with a fifty percent match using a loan from a Park Improvement Zone with a fund balance; 3. If needed, provide Girls Softball with a low interest loan for its share of the improvements, to be paid by a specific date. Additionally, the Commission indicated that Girls Softball should not be allowed to construct additional improvements to the third softball field, sideline fence, dugouts, etc., until it had repaid the loan from the City. At the time the Commission considered this issue, staff had not identified the proposal to use the fees from the Carlsberg Project to repay the outstanding loans to the Community Park Improvement Zone. Recommendation It is recommended that the City Council: 1. Approve the relocation of Girls Softball to AVCP; 2. Authorize the construction of a third softball field at AVCP, consistent with the Park's Master Plan, to be performed by Girls Softball under the supervision of Community Services Department staff and pursuant to City specifications; 3. Allocate $9,000 from the Carlsberg Recreation Facilities Fees as the City's match for towards the cost of the initial softball field improvements (backstop, infield dirt, bases, and sprinkler system only), including the $3,000 for the larger backstop; 4. Direct staff to prepare a budget amendment, for consideration at the October 21 City Council meeting, which documents the receipt of funds from the Carlsberg Recreation Facilities fees and places them in the Community Park Improvement Zone, the appropriation of $9,000 for the construction of the softball field at AVCP, the repayment of General Fund loans (in the amount of $152,190 for principal plus accrued interest) from the Community Park Improvement Zone; and 5. Direct staff to draft an amendment to the Use Agreement for Girls Softball which incorporates the City Council's actions. M:1MLINDLEY\ADMINIGRLSFTPR.00M 000224 FI• jq. SOCCER FIELD - • 7 AIMIUIIM PARKING LOT —� rlolrllllN lMgI11 • I'll. NAl 111 COMMLHTY CENTER - 'SIM" • nn IM rtlrtAlln nlKn ; •mIAMu •n.rAM. •.tlinMJMI • r°oen VEHICULAR ENTRY --7 NA+IKI Dill IMiS PARKING LOT •111V11ts + � AT MAINTENANCE BUILDING m�1+- AOU TIC UIL C ENTER tMAMRr1A • NIIMI. tx.fl M GRASSY KNOLL • Krun ,. • rlin at. 11 (Z;U Y alp Kti R ° A ° • ARR®Y® VISTA COMMUN!"ll"Y PARK N N L.- l 1� A- ,.�EOISON ROW EASEMENT E 22AATTftj 1 f r nK 1 1 n. PEDESTRIAN BRIDGE EMERGENCY ACCESS •msnas ry•, - ,.�' ...., `TaT -JOT .ASE.ALL /SOFTISALL FI.- • MMM100TWIA • 1MCIII" not. 1111,001m iM Ur I • 9M.rt t,TRAo1..l.M 1 ..laic 1.11uol. 1111 Small /\ 1� • .M IT MOT. 1 - PASSIVE RECREATION AREA • rK +K 1.IK11. • AISIAM. •l�n CONSULTANTS INC. �i Moorpark Girls Softball Page 8 ZONE ATTACHMENT `B" PARK IMPROVEMENT FUND (212) BY ZONE As of September 1998 TOTAL ASSETS LIABILITIES FUND RAT.AN(`R (1) Downtown $333,361 $ (205) $333,566 (3) Campus 260,666 0 260,666 (4) Peach Hill 28,304 0 28,304 (5) Mt. M. 28,281 34,370 (6,089) (6) Glenwood 56,164 0 56,164 Community 245,388* 638,190 (392,802) Total $952,164 $672,355 $279,809 * includes $176,000cated for the AVCP Tennis Courts. COMMUNITY ZONE LOAN STATUS Excluding Interest COMMUNITY ZONE IMPROVEMENT LOAN SOURCE LOAN AMOTTNT Roller Hockey Zone 3 $ 85,000 RestroomsBall field Zone 1 225,000 Subtotal Inter -Zone $310,000 Improvements G.F. 111,190 AVRC Remodel G.F. 31,000 Phase II Survey G.F. 3,000 Access Road Fence G.F. 7,000 Subtotal** G.F. $152,190 Total Inter -Zone & GF $462,190 * * Excludes $176,000 — AVCP tennis courts All of the figures included on these charts exclude interest. M:\ULINDLEY\ADNMGRLSFTPR.COM 00®ZZ `-.