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HomeMy WebLinkAboutAGENDA REPORT 1999 0707 CC REG ITEM 10BTO: FROM: DATE: SUBJECT: SUMMARY CITY OF MOORPARK CITY COUNCIL AGENDA REPORT The Honorable City Council ne-, (oq-1 . ,(t�)(un) �M 10. Be (141- � * 1400,RIVAR , c.: kL1FnRN1A iii:•; comici -Nle,n!bng q �d .� BY:_U1,. 11 i C Mary K. Lindley, Director of Community Services; June 30, 1999 (Meeting of July 7, 1999) Consider Request by Moorpark Packer Football for Installation and Use of Semi Permanent Lights at AVCP On April 5, the Parks and Recreation Commission considered a request from Moorpark Packer Football to install and use semi permanent lights at AVCP. The request from Packer Football included the installation of lights at the football practice field and a loan from the City that would initially fund the proposed installation work. The Commission's recommendation, which is being forwarded to the City Council, is to approve Packer Football's request for the lights and the loan. DISCUSSION Packer Football uses the football and practice fields at AVCP from August through December of each year. On weekdays, practices are held from around 4 p.m. to 7:30 p.m. With the City's approval, in mid October and through the end of their season, Packer rents portable, generator operated lights and places them on the practice field. This allows them to continue practicing into the early evening hours. Packer representatives estimate that they spend approximately $5,000 to $7,000 per year to rent and operate the lights. They have stated that it has become more difficult to find a vendor willing to rent them lights at a reasonable cost as activity in the construction industry increases. M: \MLindley \PARKS \packerftball request ccagd.doc 000246 Packer Football Lighting Request Page 2 Packer Football is looking at a cost effective alternative, and proposes that they be allowed to install semi - permanent lights at the football practice field. Included in their proposal is the construction of a concrete pad (approximately 4 feet square), near the pump house at the east end of AVCP, on which an electrical transformer would be installed, and installation of 4 wooden poles at the practice field with approximately 6 to 8 additional wooden poles along the fence line between the transformer and the practice field. An electrical wire would be strung from the wooden poles from the transformer to the practice field. On each of the four poles at the practice field, three light fixtures would be mounted for a total of twelve lights. Since the wooden poles would be mounted deep into the ground and would not include concrete footings, they could be considered temporary in nature and they could be moved with relative ease. The light fixtures could be used in another location if the football field is relocated at some future date. Exhibit A illustrates Packer Football's proposal for lights. Packer Football plans to secure donated materials, such as wooden poles, and volunteer services to perform the installation work. However, they estimate that it will cost approximately $15,000 to purchase the light fixtures. To assist with the purchase, Packer is requesting a loan from the City of $15,000. At its meeting on April 5, each of the Parks and Recreation Commissioners expressed support for Packer Football's request to install and use lights at the practice field. However, there was not unanimous support for the loan of $15,000 from the City. A motion was approved on a 3 -2 vote to recommend to the City Council that it approve Packer Football's request to install and use temporary lights at the football practice field and the loan of $15,000 to be repaid over a three -year term. The first repayment of $5,000 would be made in the Fall 1999, and the two following $5,000 payments would be made in the Fall of 2000 and 2001. Those Commissioners who did not support the loan expressed a concern about such an action since the City has not entered into M: \MLindley \PARKS \packerftball request ccagd.doc 000247 Packer Football Lighting Request Page 3 loan transactions with any other youth sports organization to date. Additionally, one Commissioner had reservations about the dollar amount and the proposed pay -back term for the loan, and would have been willing to support a loan of $10,000 to be repaid over two years. Girls Softball requested a loan to assist with their share of the cost to construct the third softball field at AVCP, which the City Council did not grant. There are no uses practice field by therefore, there w resulting from this sports organizations not in use by Packer for the proposed lights at the football City recreation programs at this time; ould be no direct benefit to the City project. It is possible that other youth would have a use for the field lights when Football. The effort to revise and update the conceptual Master Plan for AVCP has not been completed. The Commission reviewed the Plan at its July 5 meeting, and has recommended that the football field remain in its current location, but that the practice field be moved to the east side the football field where parking currently takes place. If this recommendation were acted on, the new practice field location would be closer to the proposed electrical transformer pad. The Commission's recommendation regarding the Master Plan will be forwarded to the City Council most likely in August. Packer Football would like to proceed with the installation of lights prior to its Fall season, which begins in August, even with the knowledge that the practice field may be relocated. Therefore, the Council is being asked to consider the request before the approval of the AVCP Conceptual Master Plan. Since the light fixtures will be mounted on wooden poles and installed without concrete footings, Packer Football has indicated that it is prepared to move the poles if the football field is relocated in the final Master Plan. From a use standpoint, the lights proposed by Packer Football are acceptable. It has always been envisioned that lights would be installed at a number of the sports fields and courts at AVCP in the future as funding became available. This would allow the M: \MLindley \PARKS \packerftball request ccagd.doc 000248 Packer Football Lighting Request Page 4 community to get more use from the facilities provided at the park. AVCP currently has lights at one of the three softball fields and lights are being installed with the eight- lighted tennis courts. Additionally, tentative future improvements include lights at the other two softball fields and at the multi purpose court. The City's adult softball softball field lights as late Packer would be turned off anticipated that the football than generated by those at greater than the light produi Packer in the past. leagues currently use the AVCP as 10 p.m.; the lights proposed by at around 8 p.m. While it is lights will not produce more light the softball field, it will be red by the portable lights used by Aesthetically, the wooden poles and overhead wiring may not be desirable in a park setting. The existing light poles at the softball field and those currently being installed at the tennis courts, are permanent steel poles with no overhead wires. There are overhead wires leading to the well water pumps at the east end of AVCP now, but it is anticipated that those wires will be buried underground, or rerouted in such a manner as to eliminate the need for overhead wires with the construction of AVCP Phase II. Additionally, the City does not allow overhead wires in new developments. However, there are a number of temporary improvements and facilities at AVCP; e.g., gravel parking lots and storage containers. As funding becomes available, permanent improvements will be made consistent with the Master Plan, which should eliminate the temporary facilities. There was some discussion at the Parks and Recreation Commission meeting regarding the desirability and feasibility of undergrounding the electrical wires. A number of Commissioners expressed the opinion that installing the wires underground would improve the project's acceptability. At that time, Packer Football representatives indicated that the necessary trenching would be expensive and beyond their means. Staff has no serious objections to the installation and use of lights at the football practice field, but does not support the M: \MLindley \PARKS \packerftball request ccagd.doc 000249 Packer Football Lighting Request Page 5 use of overhead wires or a loan. As stated above, the City declined to loan Girls Softball funds. If the City Council elects to approve Packer Football's request to use and install semi - permanent lights, staff recommends that Packer's first submit drawings and specifications for the light fixtures, poles, and transformer pad for review and approval by the City, including plans for underground wiring. Additionally, all of the improvements proposed by Packer Football must be performed entirely at its own expense, and all work must be performed in a manner that conforms to City standards. Packer Football must obtain a permit from Edison for the electrical transformer and install a separate electrical meter, in its name. All work must conform to all building and electrical codes that may apply, and lastly, the work must be inspected by the City's Building and Safety Division. In the event that the practice field is relocated, Packer Football must agree to remove the lights within thirty days written notice to do so by the City, at its expense. If approved by the City Council, all of the conditions and terms identified in this Agenda Report would be included in an Amendment to the City's Use Agreement with Packer Football. Packer Football would not be allowed to proceed with any improvement until the Amendment has been executed. RE CONNENDAT ION Staff recommends that the City Council: 1. Approve Moorpark Packer Football's request to install semi permanent lights at the current football practice field, which includes underground wiring, pending submittal and approval of plans and specifications by the City, and consistent with all applicable City building codes and conforming to City construction standards, as outlined in this Agenda Report; 2. Decline the request for a loan from the City, and direct that all cost associated with the installation M: \MLindley \PARKS \packerftball request ccagd.doc 000250 Packer Football Lighting Request Page 6 of the lights and future utility costs be borne by Packer Football; and 3. Direct the preparation of an Amendment to the Use Agreement between the City and Packer Football consistent with the conditions contained in the Agenda Report and authorize the City Manager to sign it on behalf of the City. M: \MLindley \PARKS \packerftball request ccagd.doc 000251 m I r1ol ai -Fcol6-A\ 1-je,4 A AV E- P F)